REPORT TO PARKS & RECREATION COMMISSION
SUBJECT
Title
Action to Amend the Parks & Recreation Commission Meeting Calendar to Avoid Conflict with City Council Meetings
Report
BACKGROUND
In 1987, the City Council adopted Resolution No. 5195 regarding the dates and times of commission meetings. On December 17, 2019, the City Council (Council) adopted Resolution No. 19-8788 which established the Parks & Recreation Commission (Commission) meeting schedule as eleven meetings per year to be held on the third Tuesday of each month at 7:00 p.m. from January through November (Attachment 1).
At its October 17, 2023 Commission meeting (RTC #23-1223), the Commission voted to recommend that the regular meeting schedule continue on the third Tuesday of the month at 7:00 p.m. (Attachment 2). However, this schedule increasingly conflicts with the City Council meeting schedule which also calls for 7:00 p.m. meetings on Tuesday nights.
The purpose of this report is to request that the Commission consider a change in the meeting calendar in an effort to avoid future conflicts thereby ensuring the ability of the Commission to advocate on behalf of Parks & Recreation issues before the City Council.
DISCUSSION
In the past, Council Meetings were typically scheduled every other Tuesday with few exceptions. However, the frequency of Council meetings has increased significantly over the past year along with the number of important parks and recreation items being brought before Council for consideration that merit input or comments from the Parks & Recreation Commission.
Maintaining an increasingly conflicting schedule inadvertently limits the ability of the Commission to provide relevant input to Council on important parks and recreation items that the City Council is evaluating. In addition, maintaining a conflicting schedule will limit the ability of the Parks & Recreation Director to meet with the Commission whenever there is a Council Meeting and a Regular Commission Meeting scheduled at the same time.
At the March 19, 2024 Commission Meeting, the Commission will consider amending the Parks & Recreation Commission Meeting Calendar (Attachment 2), and be asked to consider setting a new time for regular meetings to avoid continued conflict with City Council Meetings.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
PUBLIC CONTACT
Public contact was made by posting the Park & Recreation Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at 408-615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
Recommend that City Council approve a resolution to amend the Parks & Recreation Commission Meeting Calendar to avoid future conflicts with City Council meetings.
Staff
Prepared by: Dale Seale, Deputy Parks & Recreation Director
Approved by: Cynthia Bojorquez, Assistant City Manager/Acting Director of Parks & Recreation
ATTACHMENTS
1. Resolution No. 22-9158
2. Parks & Recreation Commission Meeting Calendar 2024