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Home My WebLink About21 - General Plan Advisory Committee VacancyCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 21 March 25, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Planning Department Tamara J. Campbell, AICP, Senior Planner 949.644.3238 tcampbell(a)city.newport- beach.ca.us SUBJECT: REFILLING OF VACANCY ON THE GENERAL PLAN ADVISORY COMMITTEE ISSUES: 1. Should the vacancy on the General Plan Advisory Committee (GPAC) be refilled as recommended by the General Plan Update Committee (GPUC)? 2. Should the Council adopt an attendance policy for GPAC members? RECOMMENDATIONS: 1. Approve the GPUC's recommendation for filling the vacancy on GPAC to represent "Older Commercial Areas." 2. Adopt the attached resolution adopting an attendance policy for GPAC. DISCUSSION: On March 11 2003, the City Council appointed seven new members to fill vacancies on GPAC. With one more remaining vacancy, the Council requested GPUC to re- evaluate potential candidates to represent the interests of "Older Commercial Areas." The GPUC meeting at which this appointment will be considered is scheduled for March 24. An oral report regarding the recommended candidate will be provided at the City Council meeting. Also at the last Council meeting, staff recommended Council consideration of an attendance policy for GPAC members. The recommendation came from the GPUC who considers regular attendance at GPAC meetings essential to the General Plan Update GENERAL PLAN ADVISORY COMMITTEE — REFILLING OF VACANCIES March 25, 2003 Page 2 process. A memo and a spreadsheet showing the attendance record of GPAC members over the last year are attached as Exhibits A and B. The City has some attendance policies in place for commissions, committees and boards, which may provide examples if the Council wishes to establish a policy for GPAC. City Council Policy A -13 includes the duty to, "faithfully attend all sessions of the commission, committee or board unless unable to do so for some compelling reason or disability." The Environmental Quality Affairs Committee (EQAC) has a policy that if a member is absent from three consecutive meetings, the Mayor is to be notified so that replacement of the appointee can be considered. The Planning Commission's "Rules of Procedure" include an attendance policy providing that, "A Commissioner absent from three consecutive regular meetings without securing the consent of the Commission, entered upon the minutes, shall be deemed to have resigned." Staff recommends that the Council consider adopting a policy similar to that established for EQAC, with the exception of the provision specifying "consecutive " meetings. Since GPAC members are expected to meet for approximately one more year (instead of four years for terms on EQAC), the attendance policy should be applied on an annual basis and not limited to "consecutive meetings." The policy could read as follows: If a member is absent from (3) three meetings within one year, this fact shall be reported to the Mayor so that replacement of the appointee can be considered. Environmental Review: The action is not considered a "project" and therefore is not subject to CEQA by: Submitted by: "Z- At,� Tamara Campbell, AICP Sharon Z. Wood; ssistant City Manager Senior Planner Attachments: Exhibit A (Memo regarding GPAC Absences) Exhibit B (Matrix of GPAC members attendance) Exhibit C (Resolution No. 2001 -22, establishing GPAC) Exhibit D (Resolution No. adopting an attendance policy) Exhibit A CITY OF NEWPORT BEACH TO: Sharon Wood FROM: Debbie Lektorich DATE: February 18, 2003 SUBJECT: GPAC Attendance Record The General Plan Advisory Committee started out with 38 members in March, 2002. Three members resigned: Yvonne Houssels on March 8th, Marian Bergeson on March 27th and Heather Johnston- Reynolds on June 10th. Replacements were selected for Ms. Houssels (Ernie Hatchel) and Ms. Bergeson (Don Krotee) and a vacancy was left when Ms. Johnston - Reynolds resigned, leaving the committee at 37 members. Attached you will find a spreadsheet indicating the attendance record for Committee members. Below is a summary of absences during 2002. 6 members attended all 12 meetings 10 members missed 1 meeting 6 members missed 2 meetings 6 members missed 3 meetings 6 members missed 4 meetings 2 members missed 5 meetings 1 member missed 6 meetings Let me know if you need anything else. 0 ce 0 U ce LU u LU z z 1: LU 9c 0 0 eq u 9c Exhibit B Ste{ c C C aj aj I aj aj I aj I aj ail \ < < < < < < z §§ a) [ /[[ a) a) a) < < (D (D (D aj aj aj 12 1 I I l< I I g I I I OL << < < << /)) Ln a) <KV, \ / \ \ -93 \ d / \ \ \ \ < < <, ) ®k }\ / co /) 0 I I Z: LU boo r-4 tN r-4. fu !E >L; 0 r. Lr) aj to 0� , , a) r- Lr) fIj CL aj aj u CL aj M '� aj aj aj:c, F� V- "I, aj C :2 m aj aj z 0 -5 0 5, E o E 2: aj -�e 0 0 aj aj, `� r�, J ® /o® Ln —� 5 m 2 LL — —1 z L:u �2 m .0 0 O=U 00 u cr a>j aj e > Lw -6.�2 A,� oaj 0 £\R aj \// 0 E ru aj 6-2 o r"- 0 C 0 W = -0 V� m CL aj r a>j u mw aj m 0 wZt-S2-0 12 " —'— M ig # t� uu m:E w a 4-- a = -E 0 rr m �i o m -0 aj C) aj aj Z w a o C") U mo 0 is m 0 " = - 8 0 A iTI iTI 3: 3: aj < M LL- U U �e �e —1 0 cl� L Ln Ln Ln >-- Exhibit C 1 RESOLUTION NO.2001- 22 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH ESTABLISHING A GENERAL PLAN ADVISORY COMMITTEE WHEREAS, the City Council established a General Plan Update Committee in May 2000, which Committee was charged with designing a preliminary community outreach program, conducting the program if approved by the City Council, making's recommendation on the scale and scope of the General Plan update, and identifying resources necesgary to accomplish the update; and WHEREAS, said Committee has made its recommendations concerning a community outreach program to the City Council; and WHEREAS, the General Plan Update Committee has recommended that the City Council establish a General Plan Advisory Committee to advise the City throughout the course of the General Plan update; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Newport Beach hereby establishes a General Plan Advisory Committee, with the following composition, duties and tern: Section 1. The General Plan Advisory Committee shall be composed and appointed as shown on Exhibit A, attached to this Resolution and by reference made a part hereof. The Mayor shall appoint a chairperson from the members appointed to the Committee. Section 2. The duties of the General Plan Advisory Committee shall be as follows: a. Review input received from the community outreach program; b. Review information provided in technical studies; c. Review Vision and Strategic Directions Report, and make recommendations on it to the Planning Commission and City Council; and d. Review draft General Plan policies, and make recommendations on them to the Planning Commission and City Council. Section 3. The General Plan Advisory Committee shall serve until terminated by action of the City Council. ADOPTED this I Oth day of April 200 1. ATTEST: CITY CLERK MAYOR ,J G :n :a k 9 W W H O U O w a P4 z G 0 0 Cl. O U b d b d E d R * .. �0 al �0 'fl W vl H IA Ci O H N O N � N ca rz 0 .0 .U. Q o O C vE�vE0Uc C O c O N UC _ o N O C o a « C O y C' 0 O .0 � b io � b io CO O b 'vi t0 0 b 'y '! 0 O 0 O X N U W O b v N 00 vi C y d ..U...... a y r O Q r y o C h aNi � � O ��N++ F� O co N ti O Q U f E N x o ° o[ c L N FUU o • 7i .- V O W d V) .0 ¢zyUO� E [ U 4Ci Q m _C a O E C/l .N 3 °c ro p a0 E co a o o . c� d coU 0 N N U c C w 0 C ai o c oo' > E o a c U . E C �O d d r. cl 1. O U O U 0 0 U s Al 0 Exhibit D RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH ADOPTING AN ATTENDANCE POLICY FOR THE GENERAL PLAN ADVISORY COMMITTEE WHEREAS, at its meeting on March 25, 2003, the City Council considered the importance of regular attendance of members of the General Plan Advisory Committee during the General Plan Update process, and recommended the adoption of an attendance policy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Newport Beach hereby adopts the following attendance policy for the General Plan Advisory Committee: Section 1. If a member of the General Plan Advisory Committee is absent from (3) three meetings within one year, this fact shall be reported to the Mayor so that replacement of the appointee can be considered. ADOPTED this 25th day of March, 2003. Steven Bromberg MAYOR ATTEST: CITY CLERK