COMMISSIONER RESOURCE HANDBOOK

COMMISSIONER RESOURCE HANDBOOK

Revised January 2015

Commissioner’s Resource Book January 2015

TTaabbllee ooff CCoonntteennttss Introduction…………………………………………………………………………...…1 Mission, Vision and Values…………………………………………………………….2 Historical Background…………………………………………………………………..4 City Government………………………………………………………………………...5 City Council……………………………………………………………………………...6 City Administration……………………………………………………………………..7 Dublin Municipal Code…………………………………………………..……………12 General Plan…………………………………………………………………...………..12 City Commissions/Committees…………………………………………………...…13 Appointment to City Commissions………………………………………………….15 Compensation and Expenses……………………………………………………..…..15 Meeting Attendance………………………………………………………………...…16 Open Meeting Requirements…………………………………………………………16 Meeting Procedures……………………………………………………………………18 Public Hearings……………………………………………………………………...…19 Rules of Debate…………………………………………………………………………21 Code of Conduct……………………………………………………………………….24 Responsibilities of Commissioners…………………………………………………..25 List of Attachments (Attachments 1 – 9)

Commissioner’s Resource Book 1 January 2015

IInnttrroodduuccttiioonn Welcome! Thank you for volunteering your time and effort toward furthering the development and improvement of our community. Service as a Commissioner/Committee Member (herein called “Commissioner”) is a highly responsible position that provides an opportunity for genuine public service. As a Commissioner, you will find that your role requires time, effort and some lengthy evening meetings. However, it also provides an opportunity for you to help shape the future of the City of Dublin. Commissioners play an important role by being visible in the community and bringing a broad representation of ideas into the process. As a Commissioner, you are essential in the development of policies and services which reflect the needs and values of our community. In carrying out your responsibilities, you will work closely with your fellow Commissioners, the City Council and City Staff, all of whom play a critical role in improving our community. In addition to regular Commissions/Committees created by Resolution or City Ordinance, the City Council regularly establishes ad hoc committees, task forces and boards, which are designated to address specific issues and/or programs. This handbook is intended to provide you with background information on the City of Dublin and its government and introduce you to your role as a Commissioner. This handbook reviews the history, government and administrative organization (see Attachment 1, Organizational Chart) of the City and provides general operating guidelines for all Commissioners. A detailed description of each regular Commission and Advisory Committee, as established by the City Council and general information relative to meeting procedures and conduct are also included.


MMiissssiioonn,, VViissiioonn && VVaalluueess In April 2004, the City Council adopted Dublin’s Mission, Vision and Values Statements as part of the City’s 10-Year Strategic Plan. The Plan was updated in 2013-2014. These statements are intended to serve as guidance for the City Council and Commissions in their deliberations on various proposals presented to them to ensure that our developing community is happy, healthy and well-balanced. Ten-Year Strategic Plan Adopted Fiscal Year 2011-2012 Mission The City of Dublin promotes and supports a high quality of life which ensures a safe and secure environment that fosters new opportunities.

Vision Dublin is a vibrant city committed to its citizens, natural resources and cultural heritage. As Dublin grows, it will balance history with progress, to sustain an enlightened, economically balanced and diverse community. Dublin is unified in its belief that an engaged and educated community encourages innovation in all aspects of City life, including programs to strengthen our economic vitality, and support environmental stewardship and sustainability through the preservation of our natural surroundings. Dublin is dedicated to promoting an active and healthy lifestyle through the creation of first-class recreational opportunities, facilities, and programs.

Values Our Values in Building Community

♦ Promote locations and events that bring people of all ages together. ♦ Provide more venues for family-based activities. ♦ Foster heritage and cultural development.

Our Values in Ensuring a Safe Community

♦ Provide high quality police and fire services to insure the safety of the citizens living in the community.

♦ Provide education and training to residents and businesses that would promote public safety.

Our Values in Guiding Development

♦ Assure that development contributes positively to the City’s fiscal health. ♦ Support pedestrian-friendly development, transit-oriented development, green

building and environmental responsiveness. ♦ Promote high quality design and architectural standards in private development

and in all public facilities. ♦ Develop transportation systems that facilitate ease of movement throughout the

City.


Our Values in Governing

♦ Commit to openness and responsiveness to the public and community. ♦ Operate at all times with honesty and integrity. ♦ Exercise fairness in consideration of issues. ♦ Provide a high level of customer service and responsiveness from City staff to

citizens. ♦ Embrace technology to improve effectiveness and efficiency. ♦ Strive to build an informed community through communication.

Our Values in Relating to Other Communities and Entities

♦ Encourage collaboration and communication with other communities on issues of mutual concern.

♦ Encourage public and private partnerships of mutual benefit. STRATEGIES

1. Pursue economic development initiatives that attract new businesses while strengthening existing businesses.

2. Continue to strengthen the identity and aesthetic appeal of the downtown. 3. Create a community that supports environmental sustainability and provides an

open space network that ensures environmental protection and provides public access where appropriate.

4. Develop dynamic and unique community recreational and cultural opportunities in the region.

5. Identify new and/or enhanced opportunities for community promotion, marketing, engagement, and outreach.


HHiissttoorriiccaall BBaacckkggrroouunndd Dublin has long been known as the "crossroads" of the Bay Area. Dublin sits at the crossroads of two major freeways: I-580 and I-680. However, the significance of the "crossroads" dates back over two hundred years when Dublin served as the crossroads of two important stage routes - one from the Bay Area to Stockton and the other from Martinez to San Jose. The Alamilla Spring, located in the Dublin area, provided a place for travelers to change horses and freshen up before continuing their journey.

Dublin has a rich history dating back to 1772 when Pedro Fages led an expedition of 16 mounted men on a journey in search of a land route to Drake's Bay which at that time was called San Francisco Bay. Their return journey brought them through the Amador Valley. It was not until approximately 1822 when building began in the area. Jose Maria Amador had been paid in land for his years of service as a Mexican soldier and as administrator of Mission San Jose. He received a land grant of 16,517 acres in the Amador-Livermore Valley. He built several adobe homes and many small buildings that were used as shops where his Indian workers made soap, blankets, shoes, farm tools, etc., for use on his rancho. In 1852 Michael Murray and Jeremiah Fallon came to this area from Ireland. They purchased 1,000 acres of land from Jose Amador and built homes for their families. The area began to grow as many settled in the area. In 1853 Alameda County was created from parts of Contra Costa and Santa Clara counties. Both Murray and Fallon served on the Alameda County Board of Supervisors. Townships were established the next year and Murray's name was chosen for this area.


By 1877 the first schoolhouse in the Amador-Livermore Valley, along with a church, two hotels, Green's Store, a wagon and blacksmith shop, and a shoemaker’s shop were constructed in Dublin. The Murray Schoolhouse, Green's Store, St. Raymond's Church and the old pioneer cemetery (where members of the Donner Party Expedition are buried) have been preserved and are now located on Donlon Way. Mail was delivered to the Dougherty Station Hotel. Thus, the area became known as Dougherty's Station. Subsequently, the area became known as Dublin and in 1982 the City incorporated. Since incorporation, the rapidly expanding Tri-Valley area has become renowned as a place of prosperity, a center for internationally acclaimed business parks and home to some of the world's largest corporations. The City of Dublin, located at the crossroads of the Tri-Valley, has contributed to the planned growth and forward thinking of the area. The City continues to look ahead to expand and enhance the quality of life for members of the community.

CCiittyy GGoovveerrnnmmeenntt The City of Dublin is a General Law City operating under a City Council - Manager form of local government, which combines the political leadership of an elected Mayor and City Council, with the strong professional experience of an appointed City Manager. City Council elections are nonpartisan.

The Mayor and City Council, as a collegial body, are responsible for setting policy, setting/prioritizing goals and objectives, and approving the budget. The Mayor, with confirmation by the City Council, makes recommendations for appointment to the City's Advisory Commissions and Committees.

The majority of California cities, Dublin included, operate under the City Council - Manager form of government. The City Council appoints the City Manager, who is responsible for the day-to-day administrative operation of the City, including preparation of the budget, delivery of services, hiring of personnel, enforcement of laws, and implementation of capital projects.


CCiittyy CCoouunncciill The City Council acts as the governing body of the City with all the regulatory and corporate powers of a municipal corporation provided under California State Law. In general, the City Council supervises the operations of the City government by establishing policies and programs and appropriating funds for each service function. The City Council is the policy-making body of the City and is held responsible for implementation of all programs and services provided by the City. The City Council adopts all ordinances and resolutions, and approves contracts, reviews proposals for community needs, initiates actions for new programs and determines the level of funding for City services and facilities. Each year the City Council approves an Annual Operating Budget and a Five-Year Capital Improvement Program (CIP), which establishes program expenditures and revenues on a yearly basis. The final adoption of the budget occurs after the holding of a public hearing for the purpose of receiving public comment on City programs and expenditures. Elections

General Municipal Elections are held in November of even numbered years. The City Council consists of four elected City Councilmembers and one elected Mayor. Members of the City Council are elected “at large” to serve the entire community rather than by district. The Mayor is directly elected to a two-year term and the four City Councilmembers are elected to four-year staggered terms. In November of 1996, voters in Dublin established term limits, which state generally that no one may serve more than eight consecutive years in any combination of positions on the City Council. Anyone who is 18 years of age, and who is a resident and registered voter in Dublin, may run for a seat on the City Council. City Council Meetings The Dublin City Council conducts public meetings on matters of public interest on the first and third Tuesday of each month. City Council meetings are held in the Council Chambers located at 100 Civic Plaza. The meetings begin at 7:00 p.m., and public participation is welcomed. Special meetings or study sessions may also be called from time-to-time, and generally deal with specific topics. All meetings are open to the public, and residents are encouraged to attend and provide input to their elected officials. Regular meetings are videocast live on Community Television (Channel 28) or can be viewed on the City’s website, www.dublin.ca.gov, by using the Video On Demand feature. Agendas are generally available on the Thursday prior to a Tuesday meeting and list all items of business to be presented to, and acted upon, by the City Council. Agendas are

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posted in the kiosk in front of the Civic Center (100 Civic Plaza), at the Dublin Public Library (200 Civic Plaza), at the Dublin Senior Center (7600 Amador Valley Boulevard), and on the City’s website www.dublin.ca.gov. Anyone may come to the City Clerk's Office (100 Civic Plaza, 2nd Floor) and pick up a free copy of the agenda, or request to be placed on a free email notification list. Packets containing backup documentation and Staff Reports related to each agenda item are available for review prior to a meeting in the City Clerk's Office, at the Dublin Public Library, and on the City’s website. A Citizen's Information Binder is also available at each City Council meeting. Minutes of City Council meetings are generally presented to the City Council for approval at a subsequent meeting. Once approved by the City Council, they are available for distribution upon request for a minimal copy charge or they may be viewed on the City’s website. The City Clerk maintains a historical index of all legislative actions taken by the City Council.

CCiittyy AAddmmiinniissttrraattiioonn The City of Dublin is continually striving to enhance the services provided to our customers. The City organization is committed to creating a challenging and rewarding environment in which all employees representing the City are motivated to respond to the needs of the City's customers. City Administration is divided into eight departments which provide service to the entire community. A summary of each department follows:

City Manager’s Office

Appointed by the City Council, the City Manager is responsible for supervising and coordinating the work of Department Heads and other employees, who help ensure the smooth and efficient delivery of services. The City Manager is responsible for the day-to-day operations of the City, as well as:

♦ Works with elected officials as they develop policies. ♦ Ensures that laws and policies approved by elected officials are equitably

enforced throughout the City. ♦ Seeks feedback from residents and members of the business community to

address and solve problems. ♦ Prepares the annual budget and 5-Year Capital Improvement Program, submits

it to elected officials for approval, and implements it once approved. ♦ Oversees and implements the annual Strategic Plan, which includes a joint City

Council/Commission Workshop regarding the Plan.

CCoonnttaacctt IInnffoorrmmaattiioonn

Mayor & City Council (925) 833-6650

City Manager (925) 833-6650

City Clerk (925) 833-6650

General Information (925) 833-6600

Website: www.dublin.ca.gov

http://www.ci.dublin.ca.us/html/civic.html

http://www.ci.dublin.ca.us/html/library.html


http://www.ci.dublin.ca.us/html/manager.html

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♦ Oversees all City contracts. ♦ Investigates citizen complaints and problems within the administrative

organization and recommends changes to elected officials. ♦ Liaisons with other government agencies and special districts to ensure smooth

coordination of regional services. ♦ Responsible for appointment of all City personnel.

City Clerk’s Division: The City Clerk prepares agendas for public meetings of the City Council, attends the City Council meetings, records in the minutes all actions taken by the City Council, and ensures that meetings are conducted in accordance with the Brown Act, also known as the Open Meeting Law. The City Clerk acts as a liaison between the community and its elected officials, and is responsible for maintaining the official records of the City. This position also administers local elections, maintains conflict of interest and financial disclosure records submitted by public officials, advertises and coordinates appointments to the City's Commissions and Committees, maintains custody of and affixes the City Seal to legal documents, and administers the Oath of Office to newly elected City Councilmembers and appointed Commissioners. Central Services/Human Resources/Risk Management: City Human Resources & Risk Management is a Division within the City Manager’s Office. The City’s Human Resources Director manages the following internal service program areas: City Human Resources (City Health & Welfare Benefits, Workers’ Compensation, Recruitment, & Employee Training), City Labor Relations, City Safety Program, City Risk Management (City Claims & Insurance) and other special projects. Economic Development Division: The Economic Development Division implements the economic development goals of the City. Services include: business retention and expansion assistance, business recruitment, site selection assistance, and access to labor force data. The goal of these efforts is to market the City’s many economic advantages in order to enhance the competitiveness of our local economy and to maintain a strong and diverse revenue and job base. Public Information activities include the issuance of City press releases, management of the City website content and information, as well as social media outreach. City Attorney’s Office The City Attorney is appointed by the City Council, and provides legal counsel to the City Council, Commissions and various departments. The City Attorney is retained by contract. Commission members work with the City Attorney through their Staff Liaison or the City Manager. The City of Dublin has contracted with Meyers, Nave, Riback, Silver and Wilson, Professional Law Corporation, since Dublin’s incorporation in 1982. Administrative Services The Administrative Services Department consists of two operating divisions which provide support to the entire organization. Finance Division: The Finance Division performs all finance related functions including: accounts payable, accounts receivable, treasury, payroll, purchasing, management of the collection of development related fees, and maintenance of other related City financial


records. This Division also provides support to the City Manager on various administrative projects including the development and preparation of the City’s Operating and Capital Improvement Program budgets. Information Services Division: The Information Services Division oversees the operation and maintenance of the City's computer equipment as well as network systems. This includes the provision of both data and telephone networks at the Civic Center as well as other City facilities. The division assists operating departments with technical expertise related to specialized department software. Support is provided by this division for the development of maps and operation of the Geographic Information System. Community Development Department The Community Development Department is made up of three divisions: Building & Safety, Housing, and Planning Services. Building & Safety Division: This Division is primarily responsible for ensuring that private and City-owned buildings are properly constructed, and safe for occupancy. Headed by the Chief Building Official, this Division is staffed with licensed and certified professionals who work in cooperation with the Public Works and Fire Departments. The Chief Building Official also serves as the City of Dublin Flood Plain Administrator in cooperation with FEMA, and supervises the business license process. Housing Division: This Division is responsible for implementing the Below Market Rate Housing Program, Inclusionary Zoning Ordinance, and the Community Development Block Grant Program. These efforts ensure that housing choices are available for all Dublin residents and public services are in reach for those in need. The Division is headed by the Assistant to the City Manager with an experienced program professional and staff support. Planning Services Division: The Assistant Community Development Director manages the Planning Services Division, which is responsible for land planning, zoning and development review, and code enforcement. The Division is responsible for implementing the Dublin General Plan and is lead Staff to the Planning Commission. The Division includes experienced city planners and program professionals, code enforcement officers, and support personnel.

Public Works Department The Public Works Department performs and/or oversees Engineering, Capital Project Construction, Public and Private Project Plan Checking and Inspection, and Maintenance activities for the City.


Engineering Division: The Engineering Division is responsible for the design and construction of Capital Improvement Projects. These projects may be street-related such as road widening or paving. The Engineering Division also provides plan checking and inspection services for private development projects such as residential subdivisions or commercial developments. Traffic engineering services include the design and implementation of traffic control devices on major streets and in neighborhoods, review of traffic impacts created by new development, and roadway planning. Maintenance Division: The Maintenance Division is responsible for maintenance of City streets, parks and public buildings. Environmental Services: The City’s Environmental Services Division develops, implements and monitors programs to manage natural resources and hazardous materials. The Environmental Services Division also promotes conservation efforts, including energy conservation and water conservation. Additionally, the Environmental Services Division administers and enforces many environmental regulations and programs, including the Clean Water Program for the City. Parks and Community Services Department The Parks and Community Services Department is made up of three divisions: Parks and Recreation, Heritage and Cultural Arts, and Parks and Facilities Development. Parks and Recreation Division: The Parks and Recreation Division is responsible for planning and implementing a comprehensive program of recreational opportunities for all ages. Programming includes family services, preschool programs, recreational and leisure activities, teen programs, senior programs, sports and aquatics, community facility operations and special events. The Division is responsible for the management of the Shannon Community Center, the Dublin Senior Center, and the Dublin Swim Center. Additionally, the Division schedules the use of the Dublin Heritage Park and Museums, Dublin Sports Grounds, Emerald Glen Park, Ted Fairfield Park, Fallon Sports Park and the Frank Stager Community Gymnasium. Heritage and Cultural Art Division: The Heritage and Cultural Arts Division coordinates programs, projects and facilities relating to historical preservation, art and culture within the community. The Heritage and Cultural Arts Division encourages programs and methods that support creative activities to the highest standards, as well as increase public understanding, appreciation and enjoyment of a variety of art forms. The Heritage and Cultural Arts Division also strives to preserve Dublin’s History through our museums, artifacts, historical programs and to educate our youth through tours and living history programs. Additionally, the Division ensures the historical preservation of the Dublin Heritage Park and Museums. Parks and Facilities Development Division: The Parks and Facilities Development Division is responsible for the planning, design and construction of new City parks and community facilities. Additionally the Division manages a variety of improvement projects for the City’s existing parks and buildings.


Police Services

Police Services for the City of Dublin are performed under contract with the Alameda County Sheriff’s Office. Patrol, traffic enforcement, criminal investigation, crime prevention and business office functions are performed at the Civic Center location. Dispatch and some data processing functions are handled at the Sheriff's Office facilities in Oakland and San Leandro. In addition to Sheriff's Office personnel, several full-time City employees assist with Crime Prevention programs and administrative functions. Fire Services

Currently, fire protection services are provided under contract with the County of Alameda. The County of Alameda provides the City of Dublin Fire Suppression Services with personnel who are assigned to the City on three engine companies and one truck company. One engine company is located at Dublin Fire Station No. 16 (7494 Donohue Drive), one engine company and one truck company is located at Fire Station No. 17 (6200 Madigan Road), and one engine company is located at Fire Station 18 (4800 Fallon Road). In addition to fire suppression, Alameda County also provides, under contract, first responder/paramedic services on all apparatus and all necessary fire and emergency medical support services. Prior to the issuance of a building permit, the Fire Prevention Bureau inspects all building plans to ensure that the plans comply with all applicable fire codes and regulations. Additionally, fire prevention inspectors conduct periodic inspections of public and private facilities to ensure that business operations are conducted in a safe manner and are consistent with the conditions of approval. These services are also provided under contract with Alameda County.


DDuubblliinn MMuunniicciippaall CCooddee The Dublin Municipal Code sets forth the regulatory, penal and administrative laws of general application to the City pursuant to the authority granted in the California State Government Code for general law cities. Amendments to the Dublin Municipal Code can only be made through the adoption of an Ordinance by the City Council. The Dublin Municipal Code is generally updated several times a year, as necessary. The entire Municipal Code is available on the City’s website (www.dublin.ca.gov).

GGeenneerraall PPllaann The Dublin General Plan (provided under separate cover to Planning Commissioners and available upon request to other Commissioners) is the official document used by decision makers and citizens to guide and interpret the City’s long-range plans for development of land and conservation of resources. Each city and county in California is required by State law to adopt a General Plan documenting its intentions for future development and conservation. The General Plan must contain a land use map, adopted policies and supporting information adequate to make informed decisions concerning future change in the community. The General Plan is broad and flexible enough to allow for future change, but specific enough to inform citizens and decision makers of the City’s policy regarding the future use of individual properties. The General Plan identifies methods for improving public facilities and services to meet community needs and establishes a framework within which zoning, subdivision and other government regulations are implemented. The General Plan provides a long-term perspective including projections for accommodating growth based on the most current available information. The General Plan is written in a manner which guides local decision-making and is available to all those concerned with the future of the community. The Dublin General Plan meets all requirements for general plans stipulated by State laws including the seven mandatory elements: land use, circulation, housing, public safety, conservation, open space and noise. The General Plan also includes optional public facilities, air quality, and community design and sustainability elements. The General Plan is structured to facilitate access to information concerning the community. It documents existing conditions and projects future trends. It explains City policy and offers specific programs to alleviate potential problems. It serves as a reference document to help locate information from diverse sources. Finally, it provides a concise guide to making decisions about the future of Dublin.


CCiittyy CCoommmmiissssiioonnss//CCoommmmiitttteeeess Planning Commission The Planning Commission is an advisory body to the City Council. The Commission conducts public meetings at 7:00 p.m. on the second and fourth Tuesday of each month in the City Council Chambers located at 100 Civic Plaza. Occasionally, meetings are canceled, or special meetings called, as necessary. The Commission is made up of five members of the community who serve four-year staggered terms. The duties and powers of the Planning Commission are spelled out in Chapter 2.12 of the Dublin Municipal Code (Attachment 2) and include the responsibility:

• To recommend for adoption by the City Council a comprehensive long-term General Plan for the physical development of the City, and of any land outside its boundaries which, in the Planning Commission’s judgment, bears relations to its planning;

• To recommend for adoption by the City Council specific plans based on the

General Plan and drafts of such regulation, programs and legislation as may, in its judgment, be required for the systematic execution of the General Plan;

• To annually review the Capital Improvement Program of the City for its

conformity with the General Plan;

• To recommend for adoption by the City Council a Zoning Ordinance and amendments thereto, and to perform such other duties in reference to planning and zoning and land use matters as may be required by the Council; and

• To approve planning permits such as conditional use permits, variances and site

development review applications as required by, and consistent with the General Plan and the City Zoning Ordinance.

Parks and Community Services Commission The Parks and Community Services Commission acts in an advisory capacity to the City Council with regard to City facilities, parks, and recreational activities and programs. The duties and powers of the Parks and Community Services Commission are spelled out in its adopted Bylaws (Attachment 3). The Commission conducts public meetings on the third Monday evening of each month at 7:00 p.m. in City Council Chambers located at 100 Civic Plaza. This Commission is made up of five members of the community who serve four-year staggered terms and one student representative who serves a one-year term. Heritage and Cultural Arts Commission The Heritage and Cultural Arts Commission is an advisory body to the City Council. The Heritage and Cultural Arts Commission considers and makes recommendations to the City Council on historical, cultural and artistic matters by generating public input

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concerning the arts; and reviewing art proposals. The Heritage and Cultural Arts Commission may also review and make recommendations on arts programs, facilities, and the Heritage and Cultural Arts long range plan for the community. The duties and powers of the Heritage and Cultural Arts Commission are spelled out in its adopted Bylaws (Attachment 4). The Commission conducts public meetings on the second Thursday evening of each month at 7:00 p.m. in the City Council Chambers located at 100 Civic Plaza. This Commission is made up of seven members of the community who serve four-year staggered terms. Human Services Commission The Human Services Commission is an advisory body to the City Council. The Commission meets the fourth Thursday of January, April, July, and October, at 7:00 p.m. in the City Council Chambers. The Commission is composed of five members of the community who serve four-year staggered terms. The duties of the Commission are outlined in their adopted by-laws (Attachment 5). The Commission is dedicated to outreach, education, and collaboration with others to address the community’s human service needs. Senior Center Advisory Committee The Senior Center Advisory Committee consists of five members who serve four-year staggered terms. This Committee makes recommendations related to the operation and maintenance of an effective and efficient Senior Center for the citizens of Dublin. The duties and powers of this Committee are spelled out in its adopted Bylaws (Attachment 6). Meetings are held on the first Thursday of each month at 9:30 a.m. at the Dublin Senior Center located at 7600 Amador Valley Boulevard. Youth Advisory Committee The Youth Advisory Committee is charged with the purpose of providing input on youth services, assisting with implementation and promotion of youth activities and addressing issues that affect youth in the Community. The duties and powers of this Committee are spelled out in its adopted Bylaws (Attachment 7). This Committee is composed of a minimum of nine and a maximum of 13 youth members and three alternates. Additionally, there are four non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce and the At-Large Community. The term of office is one year, commencing June 1st and terminating on the following May 31st (or until their successors are appointed). Meetings are held on the fourth Wednesday evening of each month at 7:30 p.m. at the Dublin Senior Center located at 7600 Amador Valley Boulevard.


AAppppooiinnttmmeenntt ttoo CCiittyy CCoommmmiissssiioonnss The Mayor recommends all appointments to City Commissions, Committees and Task Forces, subject to confirmation by a majority vote of the City Council. Commission/Committee members are eligible to serve a maximum of eight (8) consecutive years with two (2) four-year terms. Exceptions to this rule would be the Student Representative on the Parks and Community Services Commission (one-year term) and Youth Advisory Committee members (may be reappointed annually with no term limit). A staggered term arrangement is set up so that following Dublin’s General Municipal Elections (which are held in November of even numbered years) terms expire on each of the Commissions. This allows new members to join an already functioning Commission, which provides for continuity. If a vacancy occurs, other than by expiration of a term, it shall be filled for the unexpired portion of the term by Mayoral recommendation with City Council confirmation.

CCoommppeennssaattiioonn aanndd EExxppeennsseess Planning Commission members are paid $50 for each meeting attended, to a maximum of three meetings in a calendar month. Planning Commissioners are also entitled to reimbursement of expenses, as the City Council may approve. Parks and Community Service Commission members, Heritage and Cultural Arts Commission members, and Human Services Commission members are paid $50 for each meeting attended to a maximum of two meetings in a calendar month. These Commissioners are also entitled to reimbursement of expenses, as the City Council may approve. No Commission member is considered to be a City employee by virtue of payment of meeting attendance stipends. In order to efficiently handle the payment of stipends, Commission members are encouraged to complete a form which will allow direct deposit of these payments. Payments are made on the second pay period of the month for all compensable meeting attended in the previous month. Those on Direct Deposit receive an electronic e-mail Notice of the amount deposited. Senior Center Advisory Committee members and Youth Advisory Committee members receive no monetary compensation for their service to the community, although they are entitled to reimbursement of expenses, as the City Council may approve.


MMeeeettiinngg AAtttteennddaannccee Every member of a Commission or Advisory Committee is required to regularly attend the scheduled meetings of their particular Commission or Committee. The meeting attendance and maintenance of membership guidelines are set forth in various sections of the Dublin Municipal Code or individual Commission Bylaws, which are included as attachments in this handbook. In general, the Municipal Code and/or Commission/Committee Bylaws for the Planning Commission, Parks and Community Services Commission, Heritage and Cultural Arts Commission, and Senior Center Advisory Committee state that:

• No person shall serve on a Commission/Committee for more than two consecutive four-year terms. A person shall be considered to have served a “term” of office if such person has served for two years plus one day.

• A Commission/Committee member must attend 75% of meetings in a 12-month period. In addition, they could be notified that the possibility of removal exists after three consecutive absences, from regular and special meetings.

• A Commission/Committee member may be removed from office by the Mayor,

with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council.

OOppeenn MMeeeettiinngg RReeqquuiirreemmeennttss Purpose: Open meeting laws represent the State Legislature’s determination of how the balance should be struck between public access to the activities of a public body and the need for candid discussion, debate, and information gathering not open to the public. The balance has been struck in favor of public access and limitations on this access have been construed narrowly. The Ralph M. Brown Act, also known as the Open Meeting Law, was first enacted in 1953. In a nutshell, it requires local government business to be conducted in open and public meetings. The Brown Act is based upon state policy that the people must be informed so they can keep control over their government. Who is Covered: “Legislative bodies” are the basic local governmental unit subject to the Brown Act. A “legislative body” includes a commission or committee, whether the commission or committee is decision-making or advisory. Even subcommittees which are less than a quorum of the commission are subject to the Brown Act if the subcommittee is a “standing” committee, i.e., one which has continuing subject matter jurisdiction.


Public Meetings: The Brown Act (Attachment 7) requires that most meetings shall be open to the public. A meeting, generally, occurs when a majority of the legislative body gathers at the same time and in the same place to hear, discuss or deliberate upon anything that is within the subject matter jurisdiction of the legislative body or city. In order to be lawful, a meeting must be noticed, have an agenda, and other procedural rules must be followed. Commissions/Committees must be careful about “serial meetings.” These are meetings by which a majority of the legislative body uses any direct communication or technological device, such as telephone, fax, email, cellular phone, text, etc., to develop collective concurrence on actions to be taken. These type meetings are by definition unlawful because there is no way to notice such meetings or to provide for public participation. A majority of the legislative body, however, may attend a purely social gathering or attend conferences or seminars without running afoul of the Brown Act, as long as a majority does not discuss among themselves City business of a specific nature. Finally, a legislative body can meet in closed session for certain express purposes such as litigation, labor or property negotiations. Those exceptions, however, will rarely apply to commissions or committees. Private Meetings: Persons with development applications or other matters pending before a Commission may approach individual Commissioners. Whether to meet privately with such persons is always a difficult decision for a Commissioner to make. To help make that decision, Commission members should remember the following points:

• The public’s business should be discussed in public whenever possible. • City Staff can advise you regarding the legality and/or propriety of private

meetings. • The Commission will make better decisions when all members have access to the

same information. • You should inform the full Commission at the public meeting when you have

held a private meeting. Penalties: There are civil remedies and criminal misdemeanor penalties for Brown Act violations. The civic remedies include injunctions against further violations, orders nullifying any unlawful action, and orders determining the validity of any rule to penalize or discourage the expression of a member of the legislative body. Criminal penalties will result if a person is found guilty of a wrongful intent to deprive the public of information to which it is entitled under the Brown Act. Certainly the best way to avoid these type penalties is to conduct the Commission’s meetings in public, keep to matters on the agenda, and check with the City Clerk if you have any questions or doubts about whether an act may run afoul of the Brown Act.


MMeeeettiinngg PPrroocceedduurreess Call to Order: The chairperson or vice chairperson shall call the meeting to order at the hour appointed. In the absence of both, the meeting shall be called to order by a Commissioner and those Commission members present shall proceed to elect a temporary presiding officer. Preservation of Order: The presiding officer shall preserve order and decorum, shall prevent verbal attacks on Commission members, staff and/or citizens, and shall confine debate to the item under discussion. The Commission, however, shall not prohibit public criticism of the policies, procedures, programs, or services of the agency, or of the acts or omissions of the Commission. Commission members shall not delay or interrupt the proceedings nor disturb another Commission member while speaking. Disorderly Conduct: Any person whose conduct disrupts a meeting or its orderly consideration of the public’s business may be barred from the meeting by the presiding officer, unless permission to continue is granted by a majority vote of the Commission. Point of Order: The purpose of a point of order is to correct a breach in the rules when the presiding officer does not correct it, or when the presiding officer makes a breach of the rules. It does not need a second, can interrupt a speaker, and is ruled upon by the Chair. If a member does not agree with the Chair’s ruling, the member can appeal from the decision of the Chair. Motion to be Stated: The presiding officer shall state all motions submitted for a vote and announce the result. A roll call vote shall be taken upon the request of any member. Actions Limited to Posted Agenda Items/Matters too Late for the Agenda: No action shall be taken on any item not appearing on the posted agenda unless: 1) the Commission determines by majority vote that an emergency situation exists, as defined in GC Section 54956.5; 2) the Commission determines by a two-thirds vote (i.e., 4/5 vote for a five-member Commission or 5/7 vote for a seven-member Commission), or, if less than two-thirds of the members are present, a unanimous vote of those members present, that there is a need to take immediate action and that the need for action came to the attention of the local agency subsequent to the agenda being posted; or 3) the item was included in a posted agenda for a prior meeting held within five (5) calendar days and was continued to the meeting at which action is being taken. Public Comment: Every agenda for regular meetings shall provide an opportunity for members of the public to directly address the Commission on any item of interest to the public, before or during the Commission’s consideration of the item, that is within the subject matter jurisdiction of the legislative body, provided that there be no discussion nor action taken on any item not appearing on the agenda unless the action is otherwise authorized by CG Section 54954.2(b). Citizens desiring to speak on an item not scheduled on the agenda may do so under Oral Communications at the beginning of the meeting.


PPuubblliicc HHeeaarriinnggss Commencement: Noticed public hearings shall commence at the time specified in the notice of hearing, or as soon thereafter as is reasonably possible, and shall continue until completed, unless continued to another meeting date. Any public hearing may be continued to a subsequent meeting by majority vote of the Commission. Hearing Procedures: The presiding officer shall announce the subject of the public hearing and declare the public hearing open. If necessary to assure completion of the public hearing, the presiding officer may establish time limits for the presentations by individual speakers. To assure due process to all interested parties, the public hearing shall be conducted as follows: 1. Review of Written Material/Oral Presentations

a. Generally, this includes review and filing of staff reports and other written

material included in the agenda packet. Members of the public are encouraged to provide any written material to the Commission in advance of the Commission meeting.

b. An oral report may be presented by a City Staff member. c. Staff responds to Commission member questions.

2. Open Hearing for Public Comment

a. The purpose of the public comment portion of the hearing is to provide an opportunity for concerned members of the audience to testify in support or opposition to the matter being heard. In general, speaker order should be:

1) Summary presentation by Staff 2) Questions by Commission 3) Comments by Applicant 4) Comments by others in favor 5) Comments by those in opposition 6) Rebuttal by Applicant, if necessary 7) Additional comment by Staff, as appropriate

b. No person may speak without first being recognized by the presiding officer.

The presiding officer shall instruct speakers:

1) to complete a speaker card with the speaker’s name and address (optional);

2) to speak from the podium; 3) to give their name and address (optional) before starting their

presentation, and to spell out their last name; 4) to keep comments within specified time limits, if any; and 5) to avoid repetition.


c. An effort will be made to answer questions from speakers at the end of the public comment period, prior to Commission deliberation.

d. Members of the Commission may ask questions of speakers, or each other,

during the public comment portion to obtain information, without expressing personal opinion or debating the merits of the item under consideration.

3. Deliberation

a. After determining that no other member of the audience wishes to speak, the presiding officer shall declare the public hearing and comment opportunity closed, and the matter returned to Commissioners for deliberation. Thereafter, no additional testimony shall be received by the Commission except as provided in 3b. below or upon reopening the public hearing.

b. While specific questions should be asked of the public prior to the close of the public hearing, it is appropriate for a Commissioner to direct questions to Staff, the applicant, or other members of the public before taking action.

4. Commission Action a. The Commission may at this time: 1) Continue the public hearing. This should be done if any additional

information is requested (e.g. a staff report). After opening a public hearing, continuing it to a specific date does not require additional notice;

2) Close the public hearing, but continue debate and action to a later time. Continuing to a specific date does not require additional notice;

3) Discuss/debate the issue and continue the item for action at a later time; and

4) Close the public hearing, discuss/debate the issue, make a motion and take action.

5. Permitting Public Comment After a Motion a. After a motion has been made and seconded, the presiding officer may

permit further comment on the motion, provided no Commission member objects. The purpose of this opportunity shall be to address matters specific to the motion, and not to restate prior testimony. To do so, the presiding officer must first reopen the public hearing.

b. After all such comment is heard, the presiding officer shall re-close the public

comment opportunity.


RRuulleess ooff DDeebbaattee 1. General

Prior to the making of a motion, it is acceptable for Commission members to state their opinions on the item in question and to ask questions of staff, the public, and other Commission members. Once all members have had such an opportunity, the presiding officer shall request a motion.

2. Commission Members/Presiding Officer Right To Debate

Any Commission member, including the presiding officer, may make, second, and debate motions. The presiding officer shall not be deprived of any rights and privileges of a Commission member.

2. Qualification to Vote Every Commission member and the Chairperson shall have the opportunity to

vote on any issue, except that a Commission member who has a conflict of interest regarding a matter being considered by the Commission shall declare the conflict and recuse him/herself from participating in any deliberations and decision regarding that matter. A Commission member so recusing him/herself shall not be allowed to vote on such matter. An official has a conflict of interest when it is reasonably foreseeable that the decision will have a material financial effect, distinguishable from its effect on the public generally, on the official, a member of his or her immediate family, or on any of their economic interests (Attachment 7, Political Reform Act section, for further information).

4. Types of Motions

Motions shall be made and amended in accordance with Robert’s Rules of Order (Attachment 9). Generally, once a motion has been made and seconded, the Commission may consider additional motions to amend, substitute, postpone, and table the original motion.

5. Debate of Motions a. Getting the Floor Every member desiring to speak on a seconded motion shall address the

presiding officer, and, upon recognition, shall confine him/herself to the question under debate, avoiding personalities and indecorous language. Once recognized, the Commission member shall not be interrupted unless to call him/her to order, or as herein otherwise provided.


b. Privilege of Closing Debate Generally, after reasonable debate has been conducted, the presiding officer

will call for the question that will begin the voting procedure. The right to call for the question, provided that reasonable debate has been conducted, is retained by the Commission member who made the motion for approval or denial of the item.

6. Voting Procedures a. Presence for Vote Any member of the Commission, once having answered the call of the roll or

having been noted as being present at a meeting, shall advise the presiding officer prior to leaving the meeting for the remainder of a meeting.

A Commission member, once having answered the call of the roll or having

been noted as being present at a meeting, and not excused as herein provided, has an obligation to vote on each and every matter considered by the Commission even though he/she may temporarily be absent from the Commission.

The vote on any matter being considered by the Commission may be delayed

by the presiding officer until all members of the Commission who are present for a meeting and not excused as herein provided are present at the Commission table.

Not withstanding other provisions of these policies, no Commission

member can be forced to vote. A majority of the members present is required to take action. b. Silence During a collective vote (ayes & nays), silence of any member denotes

an affirmative vote. 7. Tie Votes

a. A tie vote on a motion shall be considered no action.

b. With respect to any matter on which the Commission is considering the

matter on an appeal, a tie vote on a motion shall be deemed no action and the decision which was appealed shall stand.

Any person whose application is denied as a result of this policy may reapply

in accordance with the provisions of the Dublin Municipal Code. Nothing contained in this policy shall prohibit a Commission member from participating in a decision involving a resubmitted application if the Commission member is no longer required to abstain.


8. Continuance of an Item The following procedures are acceptable for continuing an item: a. Continuance by a Commission Member Any Commissioner may request to continue an item (not subject to a legally

or City-imposed deadline) to the next Commission meeting or to another date agreeable to a majority of the Commission. An agenda item may be continued only once using this procedure.

b. Continuance Requested by Someone Not a Commission Member Anyone may request a continuance of an item and the Commission, by a

majority vote, may grant one continuance, provided however, that a request for a further continuance may be granted by a 4/5 vote of the Commission only if it finds that:

1) the need for the continuance was beyond the control of the person

requesting it, and 2) the need for the continuance arose after (a) the date of the notice of

public hearing was published if the item is subject to a public hearing, or (b) the time the Commission agenda was posted for items not subject to a public hearing.

9. Protests Any Commission member shall have the right to enter into public record reasons

for dissent or protests against any motion carried by the majority. 10. Motion to Reconsider Any member who voted with the majority may move for reconsideration of any

action at the same meeting or at the next regular meeting, providing no legal rights have intervened to create an estoppel. A majority of the Commission present must approve the motion to reconsider. After a motion for reconsideration has once been acted on, no other motion for reconsideration thereof shall be made without unanimous consent.


CCooddee ooff CCoonndduucctt Commissioners have an obligation to represent the community in an open and honest manner. In doing so, individuals must avoid placing themselves in a position which tends in any way to bring their private interests into conflict with their official duties. Commissioners should conduct themselves in a dignified and courteous manner. It is important that each member work to establish a good working relationship with other members of the group, and make every attempt to respect the other person’s viewpoint. In order to minimize conflict of interest exposure and to maintain a high level of trust with the community, a Code of Ethics is established as follows: The Political Reform Act of 1974 (PRA), as amended, establishes conflict of interest guidelines for elected officials and certain appointed officials (including Planning Commissioners). In addition, the City Council has adopted a Conflict of Interest Code for designated City employees and certain consultants. The following guidelines are established to highlight and augment the PRA and the adopted Conflict of Interest Code.

1. No elected or appointed official (including Commission and Advisory Committee

Members) or employees of the City of Dublin shall engage in any business or transaction or shall have financial or other personal interest, direct or indirect, which is incompatible with the proper discharge of his/her official duties or which would tend to impair his/her independence or judgment or action in the performance of such duties. Examples of such activities include, but are not necessarily limited to, the following:

a. Using the prestige or influence of the City office for private gain or advantage

of him/herself or another, unless so specified by contract. b. Using time, facilities, equipment or supplies of the City of Dublin for private

gain or advantage of him/herself. c. Using official information not available to the general public for his/her

private gain or advantage or that of another. d. Receiving or accepting money or other personal consideration from anyone

other than the City of Dublin for the performance of work done or actions taken in the regular course of duties for the City of Dublin.

e. Receiving or accepting, directly or indirectly, any gift or favor from anyone doing business with the City of Dublin under circumstances from which it could reasonably be inferred that such was intended to influence him/her in his/her official duties, or as a reward for official action.

f. Engaging in or accepting private employment or rendering services for private interests that may inhibit the proper discharge of his/her official duties.

2. Elected and appointed officials shall comply with the Ralph M. Brown Act and all applicable open meeting laws.


3. Every elected official, officer, appointee, consultant or contract personnel of the City of Dublin shall disclose completely the nature and extent of any interest, direct or indirect, which conflicts with his/her responsibility or duty.

In addition to the above, the PRA requires State and local agencies to adopt and promulgate conflict of interest codes. The City’s conflict of interest code is included in Section 2.24 of the Dublin Municipal Code. In general, the code requires certain City officials and employees to file statements of economic interests with the City Clerk. Once completed, the City Clerk will forward appropriate statements to the State Fair Political Practices Commission (FPPC). The Planning Commission is the only Commission required by State law to file a statement of economic interest. The City Clerk will provide the necessary forms and any information required to complete this documentation. Pursuant to Assembly Bill 1234, if the City provides compensation, salary, stipend or reimbursement for actual and necessary expenses to a member of a legislative body, then all “local agency officials” must receive ethics training in compliance with AB 1234. Therefore, all Commission and Committee members will receive at least two hours of training in general ethics principals or ethics law relevant to his or her public service every two years. City Officials, as well as City Staff, are also expected to adhere to certain standards and protocol as defined in the City’s Administrative Policies (see Attachment 8) related to Drug Free Workplace Policy, Harassment Policy/Complaint Procedures, and Official Travel and Other Business and Reimbursement of Expenses Policy. Questions regarding these policies should be directed to your Staff liaison or the City Manager.

RReessppoonnssiibbiilliittiieess ooff CCoommmmiissssiioonneerrss To be selected as an active member of a Commission provides an opportunity for genuine public service. Although the duties of each Commission vary widely, there are certain responsibilities that are common to all Commission members. The following is a summary of the important responsibilities of Commission members: Understand the Role and Responsibilities of the Commission: One of the first responsibilities of a new member is to understand the Commission’s scope of responsibility and operating procedures. This information may be obtained by referring to your Commission Bylaws (attached herein). The Planning Commission should also be familiar with the General Plan and the Zoning Ordinance. City Staff will provide copies of this information to Planning Commissioners upon your appointment to that Commission. Other Commissions may receive this information upon request. The City Staff responsible for the programs within each Commission’s scope of interest are available to assist new members in becoming familiar with their roles and their duties and will provide information about City policies, minutes of past meetings, and other helpful data.


Be Careful to Represent the Entire Commission: Individual members should refrain from representing their views or recommendations as those of the Commission unless the Commission has officially voted to approve the recommendation. Commission members making recommendations or expressing views not approved by the majority of the Commission should indicate that they are representing only themselves as individuals. When making statements to the press, members should indicate which actions are only recommendations and indicate when final action will be taken by the City Council or the Commission. Represent the Whole City: Although Commission members may be selected, in part, because they represent clearly defined groups, once selected, each Commission member should represent the entire public interest of the City and not just his/her respective group or interest. The question, “What is best for the entire community?” should take precedence over “What is best for my interest group?” Keep the Lines of Communication Open: As an influential member of the community, a Commissioner is in the unique position of serving as a liaison between the City and the general public in helping to reconcile contradictory viewpoints and building a consensus around common goals and objectives. A Commissioner must serve as a link between the community, Staff, and City by presenting City programs and recommendations and also providing a channel for citizen expression. A primary role of the Commission is to determine the attitudes of the citizens concerning City programs. Do Your Homework and Be Thorough in Your Recommendations: Commission members, in connection with their role, often spend many hours in research on a particular problem. Commissioners should be familiar with the portions of the General Plan, Municipal Code, and Zoning Ordinance applicable to their area of responsibility and should thoroughly review staff reports, plans, and material submitted by the applicant in advance of meetings. You may contact the Staff person assigned to your Commission to request this information. Be Conscious of Your Relationship to the City Council, Other Commissions and City Staff: It is important to remember that City Staff works for the City Manager, and through him, for the City Council and the community at large. Staff does not work for Commission members. It is, therefore, not appropriate for Commissioners to direct Staff or to become involved in the administrative or operational concerns of the City departments. While Staff can provide routine information on ongoing projects, a formal request to the City Council must be made for Staff involvement in major projects. If Commissioners have questions or are concerned with Staff services provided to the Commission, the City Manager should be contacted immediately to review the matter. City Staff is required by the City Council to make professional recommendations which may, or may not, agree with those of the Commission. Staff is required to present fairly the Commission’s recommendations and explain them, but will not defend them if in disagreement. When appropriate, the Commission Chair or delegated representatives should be present at the City Council meeting to report on the Commission’s recommendations.


Your Commission is not a substitute for regularly constituted government. The responsibility for allocating scarce public resources rests with the community’s elected representatives, the City Council, and cannot be designated to an outside group, however capable and interested it might be. Commissions should review City policies related to programs under their scope of interest and make recommendations for changes to the City Council. However, Commissions must adhere to the policies approved by the City Council as expressed in the General Plan, Municipal Code, and other official documents. Establish a Good Working Relationship with Other Commission Members: On many occasions, the success or failure of the efforts of a Commission member is largely dependent on the degree of cooperation among the individual members of the Commission. To help build a consensus around common goals and objectives, Commission members will often have to reconcile contradictory viewpoints. Each Commission member should do his/her part to ensure that meetings proceed in an orderly and constructive manner. The Chair is primarily responsible for seeing that consideration of items on the agenda move along without delay, but with reasonable time allocated to each item. Each Commission member can assist the Chair by becoming familiar with the basic rules of parliamentary procedure and by adequately preparing any presentations he/she makes to the Commission. Political Participation: No restriction is placed on Commissioners’ participation in political activities at all levels of the government, whether local, state or federal. If Commissioners use the title of their appointed office when participating in these activities, they must make it clear that they are not representing or speaking for the Commission, but rather using the title for identification.

THANK YOU FOR YOUR SERVICE TO THE COMMUNITY!

Commissioner’s Resource Book January 2015

AAttttaacchhmmeennttss 1. Organizational Chart 2. Chapter 2.12 of the Dublin Municipal Code

(Planning Commission Rules of Procedure)

3. Parks & Community Services Commission Bylaws and Rules of Procedure

4. Heritage & Cultural Arts Commission Bylaws and Rules of Procedure

5. Human Services Commission Bylaws

And Rules of Procedure

6. Senior Center Advisory Committee Bylaws and Rules of Procedure

7. Youth Advisory Committee Bylaws and Rules of Procedure

8. Brown Act (Open Meetings Law)/ Political Reform Act (PRA) Outline

9. Administrative Policies 10. Robert’s Rules of Order – Motions Chart


FY 2014-2015 City of Dublin Organization Chart

City Manager Disaster

Preparedness, Waste Management,

Community Cable TV, Animal Control

Heritage & Cultural Arts Commission

Planning Commission

Human Services

Commission

Parks & Community

Service Commission

Senior Center

Advisory Committee

Youth Advisory

Committee

City Council

Residents of Dublin

Asst. City Manager

Economic Development/

Public Information

City Clerk

Elections, Records

Community Development

Building, Planning, Housing

Public Works

Engineering, Maintenance,

& Enviro. Programs

Human Resources Risk Mgmt., Insurance, Personnel

Administrative Services Finance,

Information Systems, Budget

Fire Services

Fire Prevention,

Fire Operations

Parks & Community

Services Recreation/ Community

Services, Library Services, Heritage

& Cultural Arts, Parks & Facility Management

City Attorney

___________________________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 3 Parks and Community Services Commission September 1, 2009

CITY OF DUBLIN

PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE

I. GENERAL PROVISIONS

A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks and Community Services Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public.

B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof,

and shall govern the meetings and activities of the Commission. II. COMMISSION COMPOSITION AND METHOD OF APPOINTMENT

A. The Parks and Community Services Commission shall be composed of six (6) members, one of whom is a high school student residing in the City of Dublin.

B. The Mayor shall make all appointments to the Commission, with the approval of the City

Council. C. Commission members may resign at any time by giving written notice to the Mayor and City

Clerk. III. TERM OF OFFICE AND REMOVAL

A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms.

B. The term of the student member shall be for one (1) year, commencing July 1st and terminating

on the following June 30th. C. Any member of the Commission may be removed from office by the Mayor, with the approval of

a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council.

D. Commission members must attend 75% of all regular and special meetings in a 12 month period.

The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission.

E. If a Commission member ceases to reside in the City of Dublin, said Commissioner’s office shall

be declared vacant.


IV. VACANCIES

A. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment.

V. OFFICERS

A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years.

The secretary to the Commission will be the City Manager or his/her designee. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the

vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term.

C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson

presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson.

D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may

appoint several of its members, but fewer than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committee's make recommendations directly to the Commission.

A Committee may not represent the Commission before the Council or other bodies unless it has

first received the authorization of the Commission to do so. VI. MEETINGS

A. The Commission shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law.

B. A majority of the voting members of the Commission shall constitute a quorum for the purpose

of transacting business. The secretary shall keep minutes of all regular and special meetings of


the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved.

VII. GENERAL RESPONSIBILITIES OF THE COMMISSION

A. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of recreation and community services and facilities; future recreation and community service needs; conduct of persons using park and recreation facilities; rules for the use of park and recreation facilities by the public; and annual review of the Parks and Community Services Strategic Plan.

B. The Commission shall also accept and consider recommendations from the Senior Center

Advisory Committee and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate.

VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY

A. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions.

IX. STAFF ASSISTANCE

A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council.

X. AMENDMENTS

A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted.

___________________________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 3 Heritage and Cultural Arts Commission November 4, 2011

CITY OF DUBLIN

HERITAGE AND CULTURAL ARTS COMMISSION BYLAWS AND RULES OF PROCEDURE


A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage and Cultural Arts Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public.


and shall govern the meetings and activities of the Commission. II. COMMISSION COMPOSITION AND METHOD OF APPOINTMENT

A. The Heritage and Cultural Arts Commission shall be composed of seven (7) members. B. The Mayor shall make all appointments to the Commission, with the approval of the City

Council. When making appointments to the Commission, consideration shall be given to members of the Dublin Fine Arts Foundation and Dublin Historical Preservation Association (or similar groups) and to persons who are specifically qualified by reason of training, experience, interest or involvement in arts and/or heritage, particularly as related to artistic and cultural activities in the City.

C. All members shall be residents of the City and shall be committed to furthering public art, and

historical and cultural life in the community. D. Commission members may resign at any time by giving written notice to the Mayor and City

Clerk. III. TERM OF OFFICE AND REMOVAL

A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered years and ending in December of an even numbered year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms.

B. Any member of the Commission may be removed from office by the Mayor, with the approval of

a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council.

C. Commission members must attend 75% of all regular and special meetings in a 12 month period.

The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission.

D. If a Commission member ceases to reside in the City of Dublin, said Commissioner’s office shall

be declared vacant.


IV. VACANCIES

A. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment.

V. OFFICERS

A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission for a 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Commission members are present. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no on should serve in the position for two consecutive years.

The secretary to the Commission will be the City Manager or his/her designee. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy

shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term.

C. Duties of Officers. The Chairman performs the following duties:

1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office.

In the event of the absence of the Chairperson or his/her inability to act, the Vice-Chairperson

presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson.

D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may

appoint several of its members, but less than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission.

A Committee may not represent the Commission before the Council or other bodies unless it has

first received the authorization of the Commission to do so. VI. MEETINGS

A. The Commission shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law.

B. A majority of the voting members of the Commission shall constitute a quorum for the purpose

of transacting business. The secretary shall keep minutes of all regular and special meetings of


the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved.


A. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to:

1. The restoration, maintenance and operation of the Heritage Park & Museums. Such

recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of Heritage Park & Museums facilities or programs; recommendations for policies on heritage preservation, artifact acquisition, conduct of persons using the Heritage Park & Museums facilities; and rules for the use of the Heritage Park & Museums by the public.

2. The promotion and support of the arts within the community. Such recommendations would

include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Park & Museums and Public Art Venue; and recommendations for policies on art, cultural activities and facilities.


A. The Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions.


A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council.

X. AMENDMENTS


CITY OF DUBLIN

HUMAN SERVICES COMMISSION

BYLAWS AND RULES OF PROCEDURE

DRAFT — August 20, 2013 —

GENERAL PROVISIONS

A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the

Human Services Commission of the City of Dublin. A copy of these Rules and amendments

thereto, shall be filed in the offices of the City Clerk for examination by the public.

B. These Rules and any amendments hereto shall be effective on the date of the adoption

hereof, and shall govern the meetings and activities of the Commission.

1 I . COMMISSION COMPOSITION AND METHOD OF APPOINTMENT

A. The Human Services Commission shall be composed of five (5) members.

B. The Mayor shall make all appointments to the Commission, with the approval of the City

Council.

C. Commission members may resign at any time giving written notice to the Mayor and

City Clerk.

III. TERM OF OFFICE AND REMOVAL

A. Commission members shall be appointed for terms which run four (4) years beginning in

December of even numbered election years and ending in December of an even numbered

election year. At the end of a Commissioner member' s term, the Commission member may be

reappointed to the Commission in the same manner as the initial appointment. Commission

members shall be eligible to serve a maximum of eight (8) years with tow (2) 4 -year terms.

B. Any member of the Commission may be removed from office by the Mayor, with the

approval of a majority of the City Council. Removal and appointment of Commissioners shall be

made only at a regularly scheduled meeting of the City Council.

C. Commission members must attend 75% of all regular and special meetings in a 12

month period. The Secretary to the Commission shall provide the Mayor with quarterly

attendance reports and an annual overview of attendance by Commission members. The

Secretary to the Commission shall notify the Mayor if a Commission member is absent from two

Bylaws and Rules of Procedure

Human Services Commission August 20, 2013

consecutive meetings. The Commission member shall also be notified that they may beremoved from the Commission.

D. If a Commission member ceases to reside in the City of Dublin, said Commissioner' s

office shall be declared vacant.

IV. VACANCIES

A. Vacancies on the Commission occurring other than by expiration of term shall be filled

for the unexpired portion of the term in the same manner as the original appointment.

V. OFFICERS

A. Election and Term of Office. The Commission shall elect a Chairperson and Vice

Chairperson at the first meeting in January of each year or, if a quorum is not present, at the

next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve

until their successors are elected, or until their terms as members of the Commission expire,

whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect

Commissioners to the positions that have not previously served in the position and that have

not declined the appointment, with the intent that no one should serve in the position for no

more than two consecutive years.

The secretary to the Commission will be the City Manager or his / her designee.

B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the

vacancy shall be filled by an election held at the first regular meeting after the occurrence of

such vacancy. The person so elected shall serve the balance of the term.

C. Duties of Officers. The Chairperson performs the following duties:

1. Presides at all meetings of the Commission.

2. Appoints committees and chairpersons of committees as necessary.

3. Signs correspondence on behalf of the Commission.

4. Represents the Commission before the City Council.

5. Performs other duties necessary or customary to the office.

D. The Committees. The Commission or the Chairperson, upon direction of the

Commission, may appoint several of its members, but fewer than a quorum, to serve as aCommittee. On certain occasions, such as when a particular kind of expertise or public

representation is desirable, the Commission may appoint non - members to the Committee.

Committees make recommendations directly to the Commission.



A Committee may not represent the Commission before the Council or other bodies unless ithas first received the authorization of the Commission to do so.

V1. MEETINGS

A. The Commission shall hold regular meetings at least once per quarter at a designated

time and place which shall be fixed and determined by the Commission and entered upon its

minutes. All meetings of the Commission shall be open to the public. Special meetings of the

Commission may be called by a majority of the members thereof, or by the Chairperson thereof.

Notice of any such special meeting shall be given as required by law.

B. A majority of the voting members of the Commission shall constitute a quorum for the

purpose of transacting business. The secretary shall keep minutes of all regular and special

meetings of the Commission, and these shall be sent to all members and administrative officers

in advance of the meeting in which they are to be approved.


A. The Commission shall consider and make recommendations as it deems necessary to

the City Council and to City Staff in all matters pertaining to human service needs in the Tri-

Valley. Such recommendations would include, but are not limited to the Community Grants

Program, the 2011 Tri- Valley Needs Assessment, and the federal Community Development Block

Grant Program.


A. It is intended that the Commission shall be an advisory body to the City Council.

Nothing herein contained shall be construed as a limitation on the power of the City Council or

the Administrative Staff of the City or any other agency in their supervision, or authority over

property or personnel which are under their respective jurisdictions.

IX. STAFFASSISTANCE

A. The City Manager shall provide the Commission with such information and Staff

assistance as the Commission may, from time to time request, subject to the limitations

imposed by the City Council.

X. AMENDMENTS

A. These Bylaws and Rules of Procedure may be amended in the same manner as originally

adopted.



__________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 3 Senior Center Advisory Committee September 1, 2009

CITY OF DUBLIN

SENIOR CENTER ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE


A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Dublin Senior Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public.


and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT

A. The Advisory Committee shall be composed of five members. The Mayor shall make all

appointments to the Committee, with the approval of the City Council. B. Committee members may resign at any time by giving written notice to the Mayor, City Clerk,

and Senior Center Staff. C. One member of the Parks and Community Services Commission shall serve as a liaison to the

Advisory Committee. III. TERM OF OFFICE AND REMOVAL

A. Committee members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of even numbered election years. At the end of a Committee member’s term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. Committee Members shall be eligible to serve a maximum of eight (8) years with two (2) four-year terms.

B. Any member of the Advisory Committee may be removed from office by the Mayor, with the

approval of a majority of the City Council. Removal and appointment of Senior Center Advisory Committee Members shall be made only at a regularly scheduled meeting of the City Council.

C. Members must attend 75% of all regular and special meetings in a 12-month period. The

Secretary to the Advisory Committee shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Committee Members. The Secretary to the Advisory Committee shall notify the Mayor if a Committee Member is absent from three (3) consecutive meetings. The Committee Member shall also be notified that they may be removed from the Advisory Committee.

D. If a Committee member ceases to reside in the City of Dublin, said Committee member’s office

shall be declared vacant.


IV. VACANCIES

A. Vacancies on the Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment.

V. OFFICERS

A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. Elections, whether regular or to fill vacancies shall be held only if a majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years.

The secretary to the Advisory Committee will be the City Manager or his/her designate. B. Vacancies. In case of any vacancy in the office of Chairperson or Vice Chairperson, the vacancy

shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term.

C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints sub-committees and chairpersons of sub-committees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services

Commission and City Council, or designates a representative. 5. Performs other duties as necessary or customary to the office.

In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson.

D. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the

Advisory Committee, may appoint several of its members, but fewer than a quorum, to serve as a Sub-Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non-members to the Sub-Committee. Sub-Committee’s make recommendations directly to the Advisory Committee.

A Sub-Committee may not represent the Advisory Committee before the Parks and Community Services Commission and the City Council or other bodies unless it has first received the authorization of the Advisory Committee to do so.


VI. MEETINGS

A. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law.

B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the

purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved.

VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE

A. The Advisory Committee shall consider and make recommendations, as it deems necessary to the Parks and Community Services Commission, City Council, and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of senior services and facilities; future senior needs; conduct of persons using the Senior Center; and rules for the use of the Senior Center by the public.

VIII. DUTIES OF COMMITTEE TO BE ADVISORY ONLY

A. It is intended that the Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions.


A. The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council.

X. AMENDMENTS


___________________________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 3 Youth Advisory Committee September 1, 2009

CITY OF DUBLIN

YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE


A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Youth Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public.


and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT

A. The Youth Advisory Committee shall be composed of a minimum of nine (9) and a maximum of thirteen (13) youth members and three (3) alternates. At least three (3) of the Committee Members must be from Middle School and six (6) from High School. Additionally, there shall be four (4) non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and At-Large Community.

The Mayor, with the approval of the City Council, shall appoint the youth members, the one at-

large adult member and the two alternates to the Advisory Committee. The remaining three adult members shall be appointed by their representing agency/body. In the event that there are insufficient applications to meet the Middle School-High School ratio, the Mayor may make appointments from any of the grade levels.

B. Committee Members may resign at any time by giving written notice to the Mayor, City Clerk,

and Parks and Community Services Director or his/her designate. C. One member of the Parks and Community Services Commission shall serve as a non-voting

member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL

A. Youth Advisory Committee Members shall serve a one (1) year term, commencing June 1 and

terminating on the following May 31 (or until their successors are appointed). During the months of June through August meetings will be held as necessary. At the end of a Committee Member's term, the Committee Member may be reappointed to the Advisory Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee Member may serve.

B. Advisory Committee Members may be removed from office by the Mayor, with the approval of

a majority of the City Council. Removal and appointment of Committee Members shall be made only at a regularly scheduled meeting of the City Council.

C. If a member of the Advisory Committee is absent from two (2) consecutive meetings or three (3)

meetings during the term without permission from said Advisory Committee, or if a Committee Member ceases to reside in the City of Dublin or, in the case of youth members, ceases to be enrolled in school, said Committee Member's office shall be declared vacant. Additionally, if a Committee Member is late by more than 20 minutes to two meetings without permission from said Advisory Committee, this shall constitute one absence.


IV. VACANCIES

A. Vacancies on the Youth Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term by the alternates. In the event that there are more than two vacancies on the Advisory Committee, vacancies shall be filled in the same manner as the original appointment.

V. OFFICERS

A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for a one-year term and hold office until their successors are elected, or until their terms as Members of the Advisory Committee expire. The officers are elected each year at the June meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee Members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for two consecutive years.

The secretary to the Advisory Committee will be the City Manager or his/her designate.

B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the

vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term.

C. Duties of Officers. The Chairperson performs the following duties:

1. Presides at all meetings of the Advisory Committee. 2. Appoints subcommittees and chairpersons of subcommittees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services

Commission and City Council. 5. Performs other duties necessary or customary to the office.

In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining Members shall elect one of their Members to act as temporary Chairperson.

VI. SUBCOMMITTEES

A. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may

appoint several of its Members, but fewer than a quorum, to serve as a Subcommittee. The Advisory Committee may appoint non-committee members to the Subcommittee in an effort to obtain additional public involvement as needed. Subcommittees make recommendations directly to the Advisory Committee.

A Subcommittee may not represent the Advisory Committee before the Commission or Council or other bodies unless it has first received the authorization of the Advisory Committee to do so.

VII. MEETINGS

A. The Youth Advisory Committee shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public.


Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law.

B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the

purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved.

VIII. GENERAL RESPONSIBILITIES OF THE COMMITTEE

A. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staff.

B. Address issues that affect youth in the community. C. Assist with the promotion and implementation of youth activities. D. Generate an annual report on the progress of the Youth Advisory Committee.

Additionally, Committee Members are expected to attend all regular meetings and subcommittee

meetings as assigned; attend the activities planned and sponsored by the Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs.

IX. DUTIES OF COMMITTEE TO BE ADVISORY ONLY

A. It is intended that the Youth Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions.

X. STAFF ASSISTANCE

A. The City Manager shall provide the Youth Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council.

XI. AMENDMENTS


CITY OF DUBLINTRAVEL EXPENSE REPORT FORM

For expenses not prepaid by City check or credit card

Effective 1/1/2014

EMPLOYEE NAME: ACCT NO.:

Event: Claim Date:

TOTALS

-$

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$

-$

-$

-$

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

0

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Less Over Limit (City Credit Card)

TRAVEL DATES:

MEALS: Maximum Allowable (rate as of 10/1/13) (IF MEAL INCLUDED WITH EVENT, ENTER "INCL" IN CELL)

Lunch (City Credit Card)

Dinner (City Credit Card)

Less Over Limit (Employee Paid)

Breakfast (Employee Paid)

Total Authorized Sum

Net to be ConsideredLesser of Auth. Or Net

Net Adjustments

Breakfast ($12)

Lunch ($18)

Dinner ($36)

Incidentals ($5)

Less: Employee Ineligible (enter as minus)

Sub-Total

MEALS: Actual Expenditures

Breakfast (City Credit Card)

Incidentals (City Credit Card)

Total City Credit Card charged Meals

Adj. for Exceeding Max. Authorized

MILEAGE

Lunch (Employee Paid)

Dinner (Employee Paid)

Incidentals (Employee Paid)

Less: City Ineligible (enter as minus)

Total Employee Paid Meals

Miles (to/from Dublin)

IRS Rate ($0.56 as of 1/1/14)

TELEPHONE CALLS

Personal (City Credit Card)

Personal (Employee Paid)

Total Personal Calls

Max. Allowance($10/day CA; $20/day out CA)

Business (City Credit Card)

Business (Employee Paid)

Total Business Calls

Location of Event:

CITY OF DUBLINTRAVEL EXPENSE REPORT FORM

For expenses not prepaid by City check or credit card

Effective 1/1/2014

EMPLOYEE NAME: ACCT NO.:

Event: Claim Date:

TOTALSTRAVEL DATES:

Location of Event:

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$

-$

-$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Meals MileagePersonal

CallsBusiness

Calls Lodging Transport. Other TOTALS

-$ - -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$

0.00 0.00 0.00 0.00 0.00 0.00 0.00 -$

-$ -$ -$ -$ -$ -$ -$ -$

Attach back-up information for event to Expense Report claim

Employee Signature Date

Department Head Signature Date

LODGING

Paid by City Credit Card

Employee PaidCity Ineligible(Reimbursed by Employee)

Total Lodging

TRANSPORTATION: Airfare, Rental Car, Public Transportation, Taxi, etc.

Airfare (City Credit Card)

Rental Car (City Credit Card)

Gas (City Credit Card)

Baggage Fee (City Credit Card)

Description (City Credit Card)

Parking, Toll, etc. (City Credit Card)

Taxi, Bus, etc. (City Credit Card)

Airfare (Employee Paid)

Rental Car (Employee Paid)

Gas (Employee Paid)

Parking, Toll, etc. (Employee Paid)

GRAND TOTALS

Description (Employee Paid)

Description (Employee Paid)

Total Other

SUMMARY

City Credit Card

Employee PaidLESS Ineligible Charges (Employee to reimburse City for credit card charges)

TOTAL EMPLOYEE REIMBURSEMENT

Taxi, Bus, etc. (Employee Paid)

City Ineligible(Reimbursed by Employee)

Total Transportation

OTHER: Incidentals - Internet, Baggage Fees, etc. *Please Describe Below*

By my signature, I hereby certify that the statements herein are true and correct, that the reimbursement for travel expenses claimed was necessary and incurred during the performance of my official duties, and that all reimbursements requested adhere to the City's adopted travel and expense and credit card policies adopted pursuant to Government Code Section 53232.2 for the expenditure of public resources.

Robert's Rules of Order Motions Chart Based on Robert's Rules of Order Newly Revised (10th Edition) Part 1, Main Motions. These motions are listed in order of precedence. A motion can be introduced if it is higher on the chart than the pending motion. § indicates the section from

Robert's Rules. § PURPOSE: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?

§21 Close meeting

I move to adjourn No Yes No No Majority

§20 Take break I move to recess for ...

No Yes No Yes Majority

§19 Register complaint

I rise to a question of privilege

Yes No No No None

§18 Make follow agenda

I call for the orders of the day

Yes No No No None

§17 Lay aside temporarily

I move to lay the question on the table

No Yes No No Majority

§16 Close debate I move the previous question

No Yes No No 2/3

§15 Limit or extend debate

I move that debate be limited to ...

No Yes No Yes 2/3

§14 Postpone to a certain time

I move to postpone the motion to ...

No Yes Yes Yes Majority

§13 Refer to committee

I move to refer the motion to ...


§12 Modify wording of motion

I move to amend the motion by ...


§11 Kill main motion

I move that the motion be postponed indefinitely

No Yes Yes No Majority

§10

Bring business before assembly (a main motion)

I move that [or "to"] ... No Yes Yes Yes Majority

Part 2, Incidental Motions. No order of precedence. These motions arise incidentally and are decided immediately.

§ PURPOSE: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE? §23 Enforce rules Point of Order Yes No No No None

§24 Submit matter to assembly

I appeal from the decision of the chair

Yes Yes Varies No Majority

§25 Suspend rules I move to suspend the rules

No Yes No No 2/3

§26 Avoid main motion altogether

I object to the consideration of the question

Yes No No No 2/3

§27 Divide motion I move to divide the question

No Yes No Yes Majority

§29 Demand a rising vote

I move for a rising vote Yes No No No None

§33 Parliamentary law question

Parliamentary inquiry Yes No No No None

§33 Request for information

Point of information Yes No No No None

Part 3, Motions That Bring a Question Again Before the Assembly. No order of precedence. Introduce only when nothing else is pending.

§ PURPOSE: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?

§34 Take matter from table

I move to take from the table ...

No Yes No No Majority

§35 Cancel previous action

I move to rescind ... No Yes Yes Yes 2/3 or Majority with

notice

§37 Reconsider motion

I move to reconsider ...

No Yes Varies No Majority

Documents

COMMISSIONER RESOURCE HANDBOOK