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Home My WebLink About06-07-2003 Retreat Parks and Rec CommissionParks and Recreation Commission Retreat June 7, 2003 Hakone Gardens 9:00am Welcome Coffee /Agenda Review 9 :30am Parliamentary Process Review 10:00am Committees, Task Forces and Commissioners • Current Status Procedures, Processes and Timelines Expectations and Communication 12:00pm Lunch Break / Tour of Hakone 1:00pm Review of CIP Brainstorm for 2003/2004 CIP Projects 2:30pm Break 2 :45pm Public Outreach Opportunities 3:15pm Goal Setting and Future Agenda Items 3:30pm Open Forum 5:00pm Adjourn • Parliamentary • Procedures • • • • SARATOGA CITY COUNCIL PARLIAMENTARY PROCEDURE Parliamentary Procedure is the process used during all City of Saratoga official meetings. • Using the same set of rules allows everyone to be heard and to make decisions without confusion • Parliamentary procedure originated in early discussions of public affair in England. It came to America with the early settlers. • In 1876, when Henry M. Robert published his manual on parliamentary law, it became uniform. Today Robert's Rules of Order, newly revised, is the basic handbook of operation for most clubs, organizations and other groups. Parliamentary Procedure as shown in Roberts Rules of Order ensures: Democratic Rule Flexibility Protection of Rights A Fair Hearing for Everyone Voting Members at meetings make decision as follows: 1. They make motions. (A motion is a proposal that the body take a stand or take action on some ideas.) 2. Members can • Present motions (make a proposal) • Second motions (express support for discussion of another member's motion) • Debate motions (give their opinion on the motion • Vote on motions (make a decision) • • • The vote is taken according to the situation: • By voice (the Presiding Officer ask those in favor to say "yes" and those opposed say "no".) • By consensus (general consent) — (When a motion isn't likely to be opposed the Presiding Officer says, if there is no objection... Members show agreement by their silence. If someone says "I object," the matter must be put to a vote.) • By show of hands (Members raise their hands to vote "aye" or "no ") • By roll call (Members raise their hands as their name is called to verify their vote.) Definitions of terms used with City of Saratoga meetings: Adjourn — to end a meeting, Agenda — business to be considered during a meeting. Amend — to change a motion; motions may either he "friendly amendments" and taken in to main motion by the maker and second or may be a separate motion to amend. The vote is taken first on the motion to amend; then on the main motion. Committee — a group of members chosen for a certain task Debate — discussion about a motion. Majority — more than one half of the members in voting. Motion — a proposal that the body take a stand or action on some issue. Personal Privilege — rights afforded to members of the body; members of the public are not entitled to raise issues of personal privileged. Ordinance — is a city law governing all aspects of city operations. Quorum — number of members that must be present to conduct business. Resolution — formal written decision that expresses opinion or intention of the City Council. For more information, contact City Clerk's Office at (408) 868 =1269. • • • SARATOGA CITY COUNCIL BROWN ACT WHAT IS THE BROWN ACT? • California Open Meeting Law — 1953 By State legislator Ralph M. Brown PURPOSE OF THE BROWN ACT • Requires that "all meetings of the legislative body of a local agency shall be open and public" • Requires local government agencies to notify the public of upcoming issues (AGENDA) • Require decisions to be made in public view WHO IS SUBJECT TO THE BROWN ACT? Legislative bodies • Governing bodies • Commissions creative by governing body • Standing committees (holds regular meetings continuing subject matter) • Subcommittees task forces • Committees with delegated authority or who receive money and have voting members from the City Council (Hakone Foundation) • WHO IS NOT SUBJECT TO THE BROWN ACT? • Advisory board composed solely of the legislative bodies, which are less than a quorum (ie. Stan and Ann go to Mt winery to look at MT. Winery ) WHO IS A MEMBER OF A LEGISLATIVE BODY? Any individual who is elected or appointed to sit on a legislative body and vote on and make decisions with other such individuals BASIC REQUIREMENTS IIIP Must establish regular meeting time and place • Meetings must be held in jurisdiction • Post an agenda in an accessible locations • Agenda must show time and location of meeting • Must contain general description of items to be discussed • Must offer an opportunity for public comment • Precludes discussion or action on items not on the agenda • Public has a right to record meetings DEFINITION OF A MEETING • Majority of Members • Meet at the same time and same place • Hear discuss or deliberate • Items within subject matter of agency • Includes retreats workshops and serial meetings POSTING REQUIREMENTS • 72 hours before a "regular" meeting — weekends count as part of the 72 hours • 24 hours before a Emergency Meeting (involving matters that require prompt action IP TELECONFERENCING OR VIDEO • At least a quorum of legislative body must participate from locations within the jurisdiction • Teleconference location must be made available for public • Each location must be defined on the agenda • Agenda posted at each location • Public input at both locations • EXCEPTIONS - NOT MEETINGS • Individual contacts — between member and other person • Telephone conversations - which does not serve POLL members • Conferences — do not congregate if you can stay away, don't discuss items • Community meetings — if organized by another person or organization • Other legislative Bodies — may attend an open and publicized meeting of 1) another body of the local agency (ie Council other Commission) 2) legislative body of another local agency. Majority cannot discuss among themselves — other then as part of the scheduled meeting • Ceremonial or social event — be careful SPECIAL NOTICE REQUIREMENTS • • Adjourned meeting items carried over to next regular meeting.and notice of adjournment must be posted — no new items can be posted o Specify in motion to adjourn the time and place for next meeting o If adjourned to meeting within five days use the same agenda — no new items can be added o Copy of the order of adjournment must be posted within 24 hours after adjournment at or neat the door of the place where the meeting was held • Continued meeting procedures — same as adjourned unless less than 24 hours o Less than 24 hours must immediately post order of continuance Mostly applies to City Council — Personal, litigation, real estate, negotiations, public security VIOLATIONS OF THE ACT - WHAT ARE SOME ACTIONS WHICH MAY CREATE A VIOLATION OF THE BROWN ACT • Discussion and or action on items not on the agenda • Email, memorandum, phone call, to other members asking what they think about a matter on next agenda • Secret votes prohibited • Discussion and or action outside of meetings by obtaining collective concurrence of quorum • Illegal meetings • Ex parte communications — all decision makers should all have the same information - should declare additional info and make available • • Changing location of meeting after posting • Switching meetings due to holidays or vacation — can deviate from regular meeting schedule but MUST be noticed CLOSED SESSION HELPFUL TIPS • Describe items on agenda rather than just state subject • Do not require public to sin in unless to speak • Be careful about agenda items outside the public meetings • WHEN IN DOUBT ASI{"" • Committees, Task Forces and Commissioners • Schedule • lib-committee Trails ( hair Logan Ilember Nick 1 b•mbet Greg Active Monthly Brookglen Renovation Nick Logan Greg Active Monthly El Quito T.F. Norb Angela Historical Active Monthly Creek Cleanup Sandra Greg Wildwood Active _Bi- Annual Wildwood Renovation Sandra Greg Starting Monthly Community Center Angela Elaine Starting As needed Youth Greg Nick Inactive As needed B.A.0 (Bicycle) .Logan Active Varies City Use Fees Elaine Angela Norb Active Ongoing As needed Park Patrol Logan Starting Gardiner Park T.F. Greg Logan Sandra Active Monthly Master Plan Logan Starting Turk Azule ( (IntnriSiruu Cr Norb Beauchamp Angela Nick Brookglen Central Angela Congress Springs Nick El Quito Norb Foothill Logan Gardiner Greg Historical Sandra Kevin Moran Elaine Ravenswood Greg Wildwood Sandra Saratoga Parks and Recreation Commission Commissioner Assignments 02/06/2003 Sub - Committee List Maximum of 3 commissioners is allowed on each. Responsibilities include reporting back to the commission on the activities and any recommendations of the group No official actions taken at these meetings. Adopt -a -Park One commissioner per park. Responsibilities are to visit their park on a regular basis and report back to the commission any items such as required maintenance, user feedback, suggested improvements etc. that they feel are of interest to the commission or are beneficial to their park. • • • CIP Projects • • • CIP Projects Parks and Trail Projects 2001 -, 200.6 Updated 3/14/03 PROJECT El Quito Park Improvements Park /Trail Repairs Azule Park Heritage Orchard Improvements UPRR Trail Kevin Moran Improvements Skateboard Park UPRR Neighborhood Outreach TOTAL PROJECTS PROJECT Warner Hutton Improvements UPRR Dog Park Skate Park (perm.) Community Gardens BMX Course AMT FUNDED $250K $200K $880K $275K $1.5M Unfunded Project Unfunded Project $2.155 PREVIOUSLY SUGGESTED PARK IMPROVEMENTS COST 200K '1 BD 25K 250K 15K 15K SOURCE Park Dev. Fund General Fund General Fund Park Dev. Fund VTA Grant ($1.655 direct City funding) (Playground Safety, listed under Public Safety Projects, funded for $350,000 for Brookglen, El Quito, and Wildwood Parks) LOCATION STATUS Completed $61,910 used Completed Unknown Pending Deferred Warner Hutton House UPRR Trail Kevin Moran, El Quito, Wildwood Congress Springs, West Valley Coll. Kevin Moran, Azule, Ravenswood Gardiner, Ravenswood