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HomeMy WebLinkAboutPRC_2007-09-20_AgendaPacketCITY OF A TASCADERO PARKS AND RECREATION COMMISSION AGENDA Thursday, September 20, 2007 7:00 P.M. Regular Meeting Atascadero City Hall Council Chambers 6907 EI Camino Real Atascadero, California REGULAR SESSION: 7:00 P.M. PLEDGE OF ALLEGIANCE: ROLL CALL Chairperson: Vice -Chairperson: Commissioner: Commissioner: Commissioner: Commissioner: Commissioner: Student Representative Student Representative Jay Sechrist Barbie Butz Daniel Chacon Ann Hatch Jonalee Istenes Sorrel marks Rick Mathews Paige Buck -Moyer Ryan Carden COMMUNITY FORUM: (This portion of the meeting is reserved for persons wanting to address the Commission on any matter not on this agenda and over which the Commission has jurisdiction. Speakers are limited to five minutes. Please state your name and address for the record before making your presentation. The Commission may take action to direct the staff to place a matter of business on a future agenda. A maximum of 30 minutes will be allowed for Community Forum, unless changed by the Commission.) APPROVAL OF AGENDA: Roll Call COMMISSION/ YOUTH REPRESENTATIVE ANNOUNCEMENTS AND REPORTS: (On their own initiative, Commission Members may make a brief announcement or a brief report on their own activities. Commission Members may ask a question for clarification, make a referral to staff or take action to have staff place a matter of business on a future agenda. The Commission may take action on items listed on the Agenda.) PRESENTATIONS: 1. Presentation to Outstanding Community Services Department Volunteers Mike Gil and Jerrie Dahlen A. CONSENT CALENDAR: (All items on the consent calendar are considered to be routine and non -controversial by City staff and will be approved by one motion if no member of the Commission or public wishes to comment or ask questions. If comment or discussion is desired by anyone, the item will be removed from the consent calendar and will be considered in the listed sequence with an opportunity for any member of the public to address the Commission concerning the item before action is taken.) 1. Parks and Recreation Commission Minutes — July 19, 2007 ■ Staff Recommendation: Commission approve the Parks and Recreation Commission minutes of the July 19, 2007 meeting. [Community Services] B. MANAGEMENT REPORTS: 1. Par Course Exercise Stations — Atascadero Lake Park ■ Fiscal Impact: None. All future expenses related to this proposal would be the responsibility of Atascadero Rotary Club. ■ Recommendation: Commission recommend approval of a request by the Atascadero Rotary Club to place two additional Par Course exercise stations along the Atascadero Lake pathway. [Public Works] 2. Chalk Mountain Golf Course Trail Access Letter ■ Fiscal Impact: None. ■ Recommendation: Commission recommend that the Chairperson execute the draft letter to the San Luis Obispo County Parks Department regarding trail access at Chalk Mountain Golf Course. [Public Works] 3. Temporary Holiday Lighting Display — City Administration Building ■ Fiscal Impact: None. ■ Recommendation: Informational item only. [Public Works] 4. Commission Norms and Procedures ■ Fiscal Impact: None. ■ Recommendation: Commission review the Draft Commissioner Norms and Procedures and adopt or provide feedback to the City Council with any amendments as desired by the Commission. [Community Services] C. COMMITTEE & LIAISON REPORTS: (The following represent standing committees. Informative status reports will be given, as felt necessary.): Atascadero Youth Task Force - Next meeting 10/2/07 — Colony Park Community Center Tour D. STAFF COMMENTS/ ANNOUNCEMENTS: 1. Mark Your Calendar: ■ 9/29/07 - Atascadero Creek Clean-up ■ 10/19/07 — 10/21/07 - Colony Days Parade & Events ■ 11/29/07 - Colony Park Community Center Reception ■ 12/01/07 - Colony Park Community Center Grand Opening ■ 12/21/07 - Ice Skating Rink returns to Atascadero for the Holidays 2. Paloma Creek Park Playground Planning Process 3. Correspondence in packet: Council staff report for 9/12/07 meeting on "Triangle" Park Parcel 4. Atascadero Magazine/Recreation Guide Ad Policy in Development 5. Colony Park - Additional Site Improvements Planned to be Added to Phase I Construction 6. Park Project Update E. ADJOURNMENT: THE NEXT PARKS AND RECREATION COMMISSION MEETING MAY BE TENTATIVELY SCHEDULED FOR OCTOBER 18, 2007, AT 7:00 P.M., IN THE ATASCADERO CITY HALL COUNCIL CHAMBERS. I, Shannon Sims, Administrative Assistant of the City of Atascadero, declare under the penalty of perjury that the foregoing agenda for the September 20, 2007 Regular Session of the Atascadero Parks and Recreation Commission was posted on Thursday, September 13, 2007 at Atascadero City Hall Annex, 6907 EI Camino Real, Atascadero, CA 93422 and was available for public review in the Customer Service Center at that location. Signed this 13t' day of September, 2007 at Atascadero, California. Shannon Sims, Administrative Assistant City of Atascadero City ofAtascadero WELCOME TO THE ATASCADERO PARKS AND RECREATION COMMISSIONMEETING The Parks and Recreation Commission meet in regular session on the third Thursday of each month at 7:00 p.m., in the Atascadero City Hall, located at 6907 El Camino Real, Atascadero. The Parks and Recreation Commission consider matters in the order of the printed Agenda. Copies of the staff reports or other documentation relating to each item of business referred to on the Agenda are on file in the Community Services Department and are available for public inspection during City Hall Annex, 6907 El Camino Real, during business hours at the Central Receptionist counter and on our website; www.atascadero.or. An agenda packet is also available for public review at the Atascadero Library, 6850 Morro Road. All documents submitted by the public during Parks and Recreation Commission meetings that are either read into the record or referred to in their statement will be noted in the minutes and available for review in the Community Services Department. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the Community Services Department at (805) 461- 5000. Notification of at least 48 hours prior to the meeting or time when services are needed, will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. TO SPEAK ON AGENDA ITEMS Members of the audience may speak on any item on the agenda. The Parks and Recreation Chairperson will identify the subject, staff will give their report, and the Commission will ask questions of staff. The Chairperson will announce when the public comment period is open and will request anyone interested to address the Commission regarding the matter being considered to step up to the podium. If you wish to speak for, against or comment in any way: ❑ You must approach the podium and be recognized by the Chairperson ❑ Give your name and address (not required) ❑ Make your statement ❑ All comments should be made to the Chairperson and Commission ❑ All comments limited to 5 minutes (unless changed by the Commission) ❑ No one may speak for a second time until everyone wishing to speak has had an opportunity to do so, and no one may speak more than twice on any item. The Chairperson will announce when the public comment period is closed, and thereafter, no further public comments will be heard by the Commission. TO SPEAK ON SUBJECTS NOT LISTED ON THE AGENDA Under Agenda item, "COMMUNITY FORUM", the Chairperson will call for anyone from the audience having business with the Parks and Recreation Commission to: ❑ Please approach the podium and be recognized ❑ Give your name and address (not required) ❑ State the nature of your business This is the time items not on the Agenda may be brought to the Commission's attention. A maximum of 30 minutes will be allowed for Community Forum (unless changed by the Commission). TO HAVE ITEMS PLACED ON AGENDA All business matters to appear on the Agenda must be in the Office of the Community Services Department 14 days preceding the Parks and Recreation Commission meeting. Should you have a matter you wish to bring before the Commission, please mail or bring a written communication to the Community Services Department in the City Hall Annex prior to the deadline. ITEM NUMBER: A - 1 DATE: 09/20/07 CITY OF A TASCADERO PARKS AND RECREATION COMMISSION DRAFT MINUTES Thursday, July 19, 2007 — 7:00 P.M. REGULAR SESSION: 7:00 P.M. Acting Chairperson Mathews called the meeting to order at 7:00 p.m. and Commissioner Marks led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Chacon, Hatch, Istenes, Marks, and Mathews Student Representatives Buck -Moyer and Carden Absent: Vice Chairperson Butz (excused), Chairperson Sechrist Others Present: Recording Secretary Grace Pucci Staff Present: Community Services Director Brady Cherry, Deputy Public Works Director Geoff English and Recreation Supervisor Jennifer Fanning. COMMUNITY FORUM: None APPROVAL OF AGENDA: MOTION: By Commissioner Marks and seconded by Commissioner Hatch to approve the agenda. Motion passed 5:0 by a roll -call vote. PRC Draft Minutes 07/19/07 Page 1 of 5 COMMISSION/ YOUTH REPRESENTATIVE ANNOUNCEMENTS AND REPORTS: Student Representative Buck -Moyer reported that she had spoken to Mrs. Spinks regarding the oak regeneration program at the high school, but has not heard back yet. She will pursue some others avenues of inquiry and report back to the Commission. Commissioner Istenes outlined several issues that she would like the Commission to discuss on future agendas including the trails map and master plan, city way finding specifically concerning parks and recreation, the finance subcommittee, wine festival, planting, and the Highway 41 property purchase. Community Services Director Brady Cherry commented on the items Commissioner Istenes suggested for future agendas. Commissioner Hatch announced that the Veterans Memorial is progressing, and a barbecue fundraiser is planned for September 1St, at the Lake Park. Commissioner Marks remarked that she had spent time looking at where the trail could be connected across the golf course, and has some suggestions of relatively easy things that could be done. Commissioner Chacon reported that he had spent the last two weeks traveling in New Mexico and had looked at parks there to get ideas for this area. Acting Chairperson Mathews announced that on July 5t" Joshua Few had been badly burned while trying to clear a path to prevent a fire from fireworks; an account to assist Joshua has been set up at Heritage Oaks Bank. PRESENTATION: 1. Former Commissioners Sandy Jack and William Ausman will present awards to the winners of the Facility Naming contest for Colony Park Community Center. Sandy Jack gave a brief history of the naming contest, and with acting Chairperson Mathews presented the awards to Chris Schuck for the name "Colony Park", and Megan Stoudenmire for the name "Colony Park Community Center." A. CONSENT CALENDAR: 1. Parks and Recreation Commission Minutes — April 19, 2007 ■ Staff Recommendation: Commission approve the Parks and Recreation Commission minutes of the April 19, 2007 meeting. [Community Services] PRC Draft Minutes 07/19/07 Page 2 of 5 2. Parks and Recreation Commission Minutes — June 21, 2007 ■ Staff Recommendation: Commission approve the Parks and Recreation Commission minutes of the June 21, 2007 meeting. [Community Services] MOTION: By Commissioner Marks and seconded by Commissioner Istenes to approve Item #A-1. Motion passed 3:0 by a voice vote. (Hatch, Chacon abstained) MOTION: By Commissioner Hatch and seconded by Commissioner Marks to approve Item #A-2. Motion passed 5:0 by a voice vote. B. MANAGEMENT REPORTS: 1. Additional Memorial Tree Receiver Sites (Memorial Grove on Lakeview Drive) ■ Fiscal Impact: None. ■ Recommendation: Commission recommend approval to City Council for seventeen (17) additional tree receiver sites at Memorial Grove located on Lakeview Drive. [Community Services] Recreation Supervisor Jennifer Fanning gave the staff report. PUBLIC COMMENT — None MOTION: By Commissioner Marks and seconded by Commissioner Hatch to recommend approval to the City Council for seventeen (17) additional tree receiver sites at Memorial Grove located on Lakeview Drive. Motion passed 5:0 by a roll -call vote. 2. Atascadero Creek Trail / Salinas River Enhancement Prosect Update ■ Fiscal Impact: None ■ Recommendation: Informational Item. [Community Services] DJ Funk, Executive Director, Resource Conservation District, gave an update on the project and answered questions of the Commission. PUBLIC COMMENT — None PRC Draft Minutes 07/19/07 Page 3 of 5 3. Proposed New Announcer's Booth at Paloma Creek Park / Little League Field ■ Fiscal Impact: None ■ Recommendation: Commission review, obtain public input and recommend approval of the project. [Community Services] Community Services Director Brady Cherry spoke about the project and introduced David Molder, President Atascadero Little League, and Tim Beecher, architect for the project. David Molder explained their goal of improving the Little League Field, their decision to construct the booth, and the design of the booth. Mr. Molder answered questions of the Commission. Tim Beecher answered questions of the Commission and addressed the suggestion of building green for this project. PUBLIC COMMENT — None MOTION: By Commissioner Chacon and seconded by Commissioner Hatch to recommend approval of the project. Motion passed 5:0 by a roll -call vote. 4. Possible cancellation of Auaust 2007 Parks and Recreation Commission Meeting ■ Fiscal Impact: None ■ Recommendation: Commission consider canceling the regular August Parks & Recreation Commission Meeting. [Community Services] Community Services Director Brady Cherry gave the staff report. PUBLIC COMMENT — None MOTION: By Commissioner Hatch and seconded by Commissioner Marks that the Commission go dark on August 16th and reconvene in September. Motion passed 5:0 by a roll -call vote. C. COMMITTEE & LIAISON REPORTS: 1. Atascadero Youth Task Force - No meeting was held in July. (Next mtg. 8/7) PRC Draft Minutes 07/19/07 Page 4 of 5 D. STAFF COMMENTS/ ANNOUNCEMENTS: Community Services Director Brady Cherry, with Deputy Public Works Director Geoff English and Recreation Supervisor Jennifer Fanning reported on the following items: 1. Commission future agenda items/Joint meeting with City Council: Commissioner ideas for this meeting should be sent to Chairperson Sechrist with a copy to Director Cherry. 2. Mark Your Calendar: Downtown Streetscape Council Workshop — 7/31 3. Movies in the Park start July 28, 2007 4. Community Services Department "Volunteer of the Month" 5. Pools are open, Chamber BBQs at Lake Park continuing on Tuesday eves 6. Ice Cream Zoofari - Comments 7. Successful Sports and Soccer camps this month 8. Summer Concerts in the Park are a big success on Sat. eves - Come visit! 9. Ice Rink coming back to Atascadero in December. 10. Safety pruning of the deodar trees and holiday lighting in the Sunken Gardens. E. ADJOURNMENT: Acting Chairperson Mathews adjourned the meeting at 8:51 p.m. to the next regularly scheduled meeting of the Parks and Recreation Commission on September 20, 2007. MINUTES PREPARED BY: Grace Pucci, Recording Secretary PRC Draft Minutes 07/19/07 Page 5 of 5 ITEM NUMBER: B - 1 DATE: 09/20/07 Atascadero Parks and Recreation Commission Staff Report - Public Works Department Par Course Exercise Stations Atascadero Lake RECOMMENDATION: Commission recommend approval of a request by the Atascadero Rotary Club to place two additional Par Course exercise stations along the Atascadero Lake pathway. DISCUSSION: Background: City staff has received a request from the Atascadero Rotary Club to place two additional Par Course exercise stations along the pathway at Atascadero Lake (Attachment A). The proposed exercise stations are similar to the existing exercise station currently located on the east side of the lake, by the dam (Photo below). The Atascadero Lake Park Master Plan, adopted by the City Council on October 23, 2001, does include the placement of two additional Par Course exercise stations along the Atascadero Lake pathway. Analysis: The two additional Par Course exercise stations are proposed for the following locations along the pathway around Atascadero Lake: 1. Adjacent to the Pavilion on the Lake, near the intersection of Pismo Avenue and Marchant Avenue. The proposed location is between the pathway and the lake shore, approximately 50 feet west of the access road to the west of the Pavilion (Photos below and Site maps attached - Attachments B & C). 2. At the southern entrance to the Lake View Drive pull-out area at the south end of the Lake near the Island. Two separate Fitness clusters will be placed side-by-side at this one location (Photo below and Site maps attached - Attachment B & C). The style of the Par Course exercise stations are part of a series similar to the existing structures near the dam, TimberForm Fitness Clusters (diagram attached - Attachment D). Three Fitness clusters will be purchased and installed so that the entire series will be available on the Atascadero Lake pathway. The fitness clusters will be placed in an area enclosed by wood retention boards that will contain "engineered wood fiber" for fall material. The project will require a building permit and compliance with all relevant State and local regulations. Conclusion: Staff requests that the Parks and Recreation Commission recommend approval of a request by the Atascadero Rotary Club to place two additional Par Course exercise stations along the Atascadero Lake pathway. FISCAL IMPACT: None. All future expenses related to this proposal would be the responsibility of Atascadero Rotary Club. ATTACHMENTS: A. Letter of Request B. Site Map #1- Overview C. Site Map #2 D. Diagram of the proposed Fitness Clusters ITEM NUMBER: B - 2 DATE: 09/20/07 Atascadero Parks and Recreation Commission Staff Report - Public Works Department Chalk Mountain Golf Course Trail Access Letter RECOMMENDATION: Commission recommend that the Chairperson execute the draft letter to the San Luis Obispo County Parks Department regarding trail access at Chalk Mountain Golf Course. DISCUSSION: Background: At the April 19, 2007 meeting, the Atascadero Parks and Recreation Commission, authorized Chairperson Jay Sechrist to send correspondence to the San Luis Obispo County Parks Department regarding trail access and related issues at the Chalk Mountain Golf Course. SLO County Parks Superintendent, Ernie Del Rio responded with correspondence dated May 29, 2007 (Attachment A). The Atascadero Parks and Recreation Commission, at their meeting on July 19, 2007, requested that staff set up a meeting with County personnel to discuss the issue further. On Friday, August 20, 2007, three members of the Atascadero Parks and Recreation Commission met at Chalk Mountain Golf Course with Joel Clay, Golf Course Concessionaire, to discuss issues and options related to trail use at the Golf Course. Analysis: Joel Clay informed the Commissioners present about safety concerns related to current conflicts between golfers and pedestrians crossing the course, as well as the corresponding increase in liability for the Golf Course Concessionaire and the County. Despite the presence of several potential obstacles, there was general agreement that trail connectivity between Heilmann Park and the Jim Green Trail would be desirable, if the safety concerns and user conflict issues can be mitigated. Several potential solutions were discussed. It is the request of the three Parks and Recreation Commissioners present, that County Parks staff place this item on SLO County Trails Committee agenda at the earliest opportunity. Commissioners Jonalee Istenes and Sorrel Marks offered to attend the SLO County Trails Committee meeting to request that a future trail, connecting Heilmann Park and the Jim Green Trail, be added to the SLO County Trails Plan. Specific trail routing, signage and other issues would be dealt with at a later date when funding for the trail development becomes available. Conclusion: Staff requests that the Parks and Recreation Commission recommend that the Chairperson execute the draft letter to the San Luis Obispo County Parks Department regarding trail access at Chalk Mountain Golf Course. FISCAL IMPACT: None. ATTACHMENTS: A. Draft Letter to County Parks City of Atascadero J 1918 , 1970! ;- Community Services Department September 20, 2007 Ernie Del Rio SLO County Parks 1087 Santa Rosa San Luis Obispo CA 93408 Dear Ernie: The purpose of this correspondence is to request that an item be placed on the November 13th SLO County Trails Committee agenda. Members of the City of Atascadero Parks and Recreation Commissioners are requesting that the SLO County Trails Committee consider the potential connection of Heilmann Park and the Jim Green trail. On Friday, August 20th, three City of Atascadero Parks and Recreation Commissioners met with Joel Clay at the Chalk Mountain Golf Course to discuss trail access issues. Joel informed the Commissioners about the safety concerns related to current conflicts between golfers and pedestrians crossing the course. Clearly, having hikers traverse a public golf course creates liability concerns and conflicts that must be mitigated, however, there was general consensus that trail connectivity between Heilmann Park and the Jim Green trail would be desirable, if these safety concerns and user conflict issues can be dealt with through routing, fencing, signs and other methods.. It is the request of the Atascadero Parks and Recreation Commissioner that the County Parks staff place this item on the November 13th, 2007 agenda of the SLO County Trails Committee. A representative of the Atascadero Parks and Recreation Commission will attend and request that a future trail connecting Heilmann Park and the Jim Green be added to the SLO County Trails Plan. Please let me know if you have any questions or need additional information. I can be reached at 470-3406. Sincerely, Jay Sechrist, Chairperson Atascadero Parks and Recreation Commission 6907 EI Camino Real, Atascadero CA 93422 ITEM NUMBER: B - 3 DATE: 09/20/07 Atascadero Parks and Recreation Commission Staff Report — Public Works Department Temporary Holiday Lighting Display City Administration Building RECOMMENDATION: Informational item only. DISCUSSION: Holiday lights have been displayed in four Deadora trees around the Sunken Gardens for several decades. Into the early 1990's, the local Atascadero Jaycees Organization maintained the light displays. The Jaycees recruited local tree trimmers and firefighters to climb the trees to replace bulbs and realign the tree lights. In the late 1990's, the Organization disbanded and the City of Atascadero took over maintenance of the lights. In 2003, new LED lights were installed on the trees. This year, the Public Works Department will be completing safety pruning on all of the Sunken Gardens trees, including the 75 to 85 foot high Deadora trees. Safety pruning has not been completed for several years and, as a result, we have experienced two separate occasions of limb failure, fortunately neither causing injury to the park users below. This safety pruning will require the removal of all of the holiday lights. Due to cost factors and limited time, the holiday lights will not be returned to the trees this year. As an alternative, staff recommends that a lighting display be erected in front of the flag pole at the City Administration building. A photo representation of the planned holiday display is attached (Attachment A). ATTACHMENT: A. Photo representation of the proposed holiday lighting display. �:_ F: .. .v ,..__,� _.� ,, �t� �( � � .. Y � 1 y� _ _ _ �y y �! ITEM NUMBER: B - 4 DATE: 09/20/07 Atascadero Parks and Recreation Commission Staff Report — Community Services Department Commission Norms and Procedures RECOMMENDATION: Commission review the Draft Commissioner Norms and Procedures and adopt or provide feedback to the City Council with any amendments as desired by the Commission. DISCUSSION: Background: In 2003, the City Council adopted Council Norms for the Council itself and the Norms have been amended from time to time. There are no Norms that have been adopted for the Commissions. On December 12, 2006, the City Council considered the draft Commission Norms for the Planning Commission and the Parks and Recreation Commission. The Council also held the second reading, adopting Ordinance 504 on January 9, 2007 amended the ordinance code to provide a section in the Atascadero Municipal Code on the relationship between the Commission and the Council and staff. A first draft of the Norms was presented to the Parks and Recreation Commission in January. They have since been re -worked by the City Attorney and staff. Below is a copy of the Norms concerning the Parks and Recreation Commission and Planning Commission: The Commission may recommend to adopt or suggest amendments to the Norms. Any revisions, are subject to Council approval. FISCAL IMPACT: None ALTERNATIVES: 1. The Commission may make modifications to the proposed draft Commission Norms. 2. The Commission may adopt the Norms by approving them at this meeting. ATTACHMENTS: ITEM NUMBER: B - 4 DATE: 09/20/07 1. Draft Commission Norms and Procedures GENERAL CITY OF ATASCADERO COMMISSION NORMS AND PROCEDURES (2007) • All Commission Members get the same information concerning upcoming issues, training opportunities, etc. • Return unwanted reports and documents to staff for distributing to the public or for recycling. • Commission chairs meet quarterly with the Mayor and Mayor Pro Tem to provide feedback and be kept informed. • Commission needs: - To know Council vision, community vision, and General Plan 2025 - Understanding of their roles and authority. - To know annual prioritized goals of the City Council. - All commissioners should receive annual training. • Criteria for commissioner for re -appointment (and in extreme cases, removal) shall include: - Issues of conflicts of interest. - Attendance (Absence from 3 consecutive meetings, or from 4 meetings during a calendar year without formal consent of the Commission). - Support of General Plan. - Respect for staff/public. - Working for community versus personal purposes. Commission Norms and Procedures (2007) Page 2 of 5 COMMISSION VALUES • The Commission values active participation and open mindedness. • Commission Members will have respect for each other as individuals. • Commission Members will be apolitical, and straightforward; with no hidden agendas. • The Commission Members value humor. • Traditions are respected, but not binding. COMMISSION INTERACTION AND COMMUNICATION • Individuals are responsible to initiate resolution of problems A.S.A.P. and not let them build up. • Commission Members will not direct personal attacks at each other during public meetings, in the press, or any other place/time. • Relationships should be professional and courteous [beware of impact on, and perception of, public]. • Substantive Commission / Department Director items are to receive advance notice and public notification. COMMISSION INTERACTION AND COMMUNICATION WITH STAFF Department Director • Staff will provide essential information to all Commission Members. Staff will support the Commission to make the best decision or recommendation possible. Staff in General The Commission and staff will not blind side each other in public; if there is an issue or a question a Commission Member has on an agenda item, that member will contact staff prior to the meeting. Commission Norms and Procedures (2007) Page 3 of 5 COMMISSION OPTIONS FOR KEEPING INFORMED • Read Council Minutes in order to keep up to date on current issues facing the City. (Available on City website) • Read documents pertaining to agenda items. • Commission Members will do their homework (Read agenda packets prior to meetings, make site visits, etc. CHAIR AND VICE -CHAIR SELECTION • Each Commission shall elect a Chair and Vice -Chair to serve a one-year term at its first meeting in February. CHAIRPERSON'S ROLE • Each Chairperson is unique; the role is defined by the person, based on that person's style. • The Chairperson is the spokesperson for the Commission on actions approved by the Commission as a whole. The Chairperson shall not share his or her personal views while representing the Commission. • The Chairperson shall ensure fairness, and strive to expedite the meetings in an efficient and professional manner. • The Commission Chairs communicate with the Mayor at quarterly meetings and at other times as necessary. PUBLIC MEETINGS • Department Director sets the Agenda for regular Commission meetings, with direction from the City Manager. • Public comment shall be received on all action items. Commission Norms and Procedures (2007) Page 4 of 5 • Any Commission Member can place an item on the agenda under Commission Announcements and Reports. No action will be taken on the item unless it is placed on a future agenda by a majority of the Commission. • Commission Members will treat everyone equally and with courtesy. • Corrections to minutes are passed to the Commission Secretary before the meeting. • Each Commission Member may share his/her views about the issue and the reasons for his/her vote. • Consent Calendar - The Consent Calendar should be used for minutes, routine Commission business, and items already approved in the budget. - If a Commission Member has a personal question on a Consent Calendar, they are to ask staff ahead of time, rather than having it pulled off for discussion during the meeting. - Staff is prepared to report on every agenda item. • Public Comment - Hearing items will be organized as follows: 1. Staff Report 2. Questions from Commission 3. Open public comment 4. Applicant's report(may exceed 5 minutes) 5. Public comment (limited to 5 minutes) 6. Close public comment 7. Staff response 8. Commission deliberations 9. Motion and vote - Once public comment is closed, further public input will not be allowed unless re -opened by Chair. - Applicant's comments shall be limited to a reasonable time. - Public comments shall be limited to 5 minutes per speaker; per Municipal Code. Commission Norms and Procedures (2007) Page 5 of 5 - It is acceptable to ask questions of a speaker for clarification. - Each speaker will be thanked. - Commission will not respond until all public comment has been received. - Chair allows other members to speak first and then gives his/her views and summarizes. • Voting - Each Commissioner has an opportunity to speak before a motion. - Attempts will be made to get consensus on significant issues. - Commission Member discussions will not be redundant.