REPORT TO SENIOR ADVISORY COMMISSION
SUBJECT
Title
Discussion and Action to Recommend Council Adoption of a Resolution to Change the Meeting Schedule of the Senior Advisory Commission for FY 2024/25 and Calendar Year 2025 from the Fourth Monday of the Month at 10 a.m. to Third Monday of the month at 5 p.m.
Report
BACKGROUND
Santa Clara City Code Section 2.120.030 (Attachment 1) states that each board or commission shall hold regular meetings at the times and days indicated by a resolution of the City Council, as may be amended by further resolution. In 1987, City Council adopted Resolution No. 5195 (Attachment 2) to set the original dates and times of the Senior Advisory Commission. Subsequently, on November 15, 2022, Resolution No. 22-9159 (Attachment 3) was adopted by the City Council, setting the fourth Monday of each month at 10:00 a.m. as the regular meeting date and time for the Senior Advisory Commission.
The purpose of this item is to discuss and take action to recommend that the City Council consider a resolution to change the day and time of the Senior Advisory Commission meetings from the fourth Monday of the month at 10 a.m. to third Monday of the month at 5 p.m.
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DISCUSSION
At its April 22, 2024 meeting, the Senior Advisory Commission reviewed the current meeting day and time, taking into consideration schedules of commissioners who work during the daytime, and determined the regular meeting day and time does not allow the Commission to have consistent attendance and community engagement.
The Commission identified the following rationales that support changing the meeting day and time for future Senior Advisory Commissioners:
- Holding the Senior Advisory Commission meetings at 10:00 a.m. may be difficult for Senior Advisory Commissioners that are working professionals with traditional schedules.
- The proposed day and time may potentially allow more members of the public to attend the Senior Advisory Commission.
- There does not appear to be another board, commission or committee that meets on the proposed day and time; therefore, there is no conflict for the Senior Advisory Commission should they choose to attend another advisory body’s meeting.
The Commission requested that staff prepare a resolution for Council consideration to amend the meeting dates and times from 10:00 a.m. on the fourth Monday of the month to 5:00 p.m. on the third Monday of the month effective July 2024 through November 2025.
In accordance with that direction, staff has prepared a draft resolution for review and discussion by the Senior Advisory Commission at the June 24, 2024 meeting. A proposed Calendar of Meetings (Attachment 4) and a draft resolution (Attachment 5) have been prepared and provided for consideration. The proposed Calendar of Meetings provides for eleven (11) meetings to be held at 5:00 p.m. on the third Monday of each month, from July 2024 through November 2025.
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.
FISCAL IMPACT
There is no fiscal impact other than administrative time and expense to set the meetings.
COORDINATION
This report has been coordinated with the City Attorney’s Office and City Clerk’s Office.
PUBLIC CONTACT
Public contact was made by posting the Senior Advisory Commission’s 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, e-mail clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Review the proposed resolution, together with the proposed calendar of meetings, and take action on whether to forward a recommendation to City Council for approval of a resolution to amend the Senior Advisory meeting schedule and calendar.
2. Authorize staff to make minor non-substantive changes to the resolution, if needed.
Staff
Prepared by: Jennifer Herb, Recreation Supervisor
Reviewed by: Kimberly Castro, Recreation Manager
Approved by: Cynthia Bojorquez, Assistant City Manager and Acting Director - Parks & Recreation
ATTACHMENTS
1. Copy of Santa Clara City Code Section 2.120.030
2. Resolution No. 5195
3. Resolution No. 22-9159
4. Proposed Senior Advisory Commission Meeting Calendar 2024 - 2025
5. Draft Amended Resolution - Senior Advisory Commission Meeting Dates July 2024 - November 2025