SUBJECT
Title
BPAC Processes and Governance (Shariat)
Report
BACKGROUND
In December 2025, Bicycle and Pedestrian Advisory Committee (BPAC) Member Shure requested a discussion related to BPAC Processes and Governance (Attachment 1). Member Shure would like to discuss how best to make each BPAC meeting operate more efficiently, such that the meetings end at a more reasonable time. Member Shure would like to explore ideas such as more frequent meetings, set time limits for discussion on each agenda item, and/or limit the number of comments on each agenda item per BPAC member.
DISCUSSION
The following are ways that Member Shure recommends reducing the length of each BPAC meeting, to have them operate more efficiently.
Frequent/Additional Meetings
The current BPAC Policy Guidelines (Policy Guidelines) were adopted by City
Council on March 22, 2022. The Policy Guidelines set the dates and time of the BPAC meetings to five per calendar year with each meeting starting at 4:00 p.m. on the fourth Monday in January, March, June, August, and October. Every year Council acts on a resolution setting the regular BPAC meeting schedule and dates for each calendar year. This agenda item is brought forth to BPAC before it is taken to Council for review and discussion. BPAC is asked to act on this agenda item and is documented in the staff report to Council. BPAC will be discussing this agenda item at their October 2026 meeting. BPAC can recommend to Council to increase the number of BPAC meetings held each year. However, BPAC should also take into consideration staff workload and the resources required to add additional meetings per calendar year.
Time Limits per Agenda Item
Typically, BPAC meetings consist of the following item types:
Public Presentations - Provides an opportunity for members of the public to present a bicycling or pedestrian-related item not on the meeting agenda. BPAC members should not comment on the item and may only ask clarifying questions, if necessary. The Brown Act prohibits discussion and action on any business item not on the posted agenda.
Consent Calendar - Minor and routine meeting items that can be approved with minimal discussion such as meeting minutes.
Reports for Committee Information - Items presented from staff or outside agencies that are for the information of the BPAC or seeking BPAC input on a specific topic or project. These items allow presenters an opportunity to gather valuable feedback from BPAC members on the specific topic or project. These items may include an in-progress project that may not be ready for City Council action. These items also include Work Plan Topics.
Reports for Committee Action - Agenda items that require a recorded vote and approval of a majority of members. These items are typically brought to BPAC if an action is necessary as part of a grant program or project or when seeking a BPAC recommendation for future City Council action. If an item is not being brought to City Council, a vote for a recommended City Council action is not required.
Reports of Special Committees - Reports from BPAC subcommittees on a specific topic. The City of Santa Clara Boards and Commissions Handbook states the following on Subcommittees:
“City commissions may, from time to time, form subcommittees to focus on specific issues and make the work of the group more efficient. Subcommittees are useful when an issue needs to be studied in detail or when outside expertise is needed. The work and recommendations of subcommittees must always come back to the full City commission for approval in a public meeting.”
City staff meet with the BPAC Chair and Vice Chair before each meeting to review and discuss the proposed agenda. During this meeting, staff provide a short overview of the BPAC agenda, items on the agenda, and expected durations of each item. It is important to note that the Chair and Vice Chair can establish time limits for discussion of each agenda item. Staff may also propose recommended time limits for each item in advance of this meeting. The final time limit for each agenda item can then be confirmed during the pre-meeting discussion. During the BPAC meeting, staff can remind the Chair when the allotted time for an agenda item is approaching so that the discussion can be brought to a timely conclusion.
Limit number of comments per Agenda Item
The Council Meeting Procedures and Protocols (Attachment 2) provides guidance to not only City Council, but also to other City Boards, Commissions, and Committees. The document is designed to guide and facilitate the conduct of meetings in a collegial, fair and effective manner that complies with the law. It provides guidance on the following items pertinent to this workplan subtopic:
• Process for Consideration of Agendized Items,
• Public Comment on Agendized and Non-Agendized Items,
• Council Discussions and Deliberations, and
• Motions, Seconds and Actions.
The BPAC should review and discuss content contained in these sections of the document. In general, the Chair can conduct the meeting with the following in mind, as documented in the manual:
• Allow all Committee members to speak before returning to those that have already spoken. No member should monopolize the discussion of the matter under consideration,
• Provide comments on the agenda item at hand and do not depart from it,
• Committee members should address comments to the Chair and not directly to other members,
• Avoid repetitive comments,
• Fix the time at which to adjourn the meeting by vote,
• Motion to continue discussion of an item at a later date,
• Motion to table an item at a later date,
• Limit or extend debate by vote which limits or extends the time for the Committee to debate a motion, and
• Calling the question which requires a vote that would close the debate on a pending motion.
Staff
Written by: Carol Shariat, Transportation Manager, Public Works
Approved by: Michael Liw, Assistant Director/City Engineer, Public Works
ATTACHMENTS
1. Topic Request Form - Member Shure
2. Council Meeting Procedures and Protocols