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7C Page 3 A: The City Charter, in describing the relationship of the Port Commission to the City Council and City Manager, specifies that the City Council shall be provided notices and minutes of all Port Commission meetings and a copy of the port's annual budget. Copies of all Port Commission meeting agendas and minutes are sent to the City Council, City Clerk and City Manager. There is also a requirement for an annual report on the Port's activities, accomplishments, and future plans. In addition to meeting these reporting requirements as set out in the Charter, the Port issues "Port Updates" to the City Council on major Port projects, leases, public events, etc., that impact or are of interest to the community. Recently, at the request of several members of the City Council, the Port is providing a written Quarterly Report on Port activities. Two designated members of the Port Commission also meet with the Mayor and Vice Mayor to discuss Port matters. Members of the Port Commission and City Council jointly participate in several committees or task forces of mutual interest such as the San Mateo County Water Transit Advocates, the Bair island Task Force, and the Aqua Terra Committee. The Port Commission makes it a practice to meet with newly elected members of the City Council and give them a tour of the Port. What the reporting relationship SHOULD BE depends on the information needs of both the Council and the Port Commission. Port Commission meeting agendas, minutes, quarterly newsletter, tariffs, studies, etc. are all available to the public by request and/or on the Port's website. Port staff always responds promptly to requests for information from the City Council and City staff. More frequent and regular meetings between members of the City Council and Port Commission would improve communications, especially on land use planning for projects on the Bay side of Highway 101. 4. How does the department inter-relate with the Finance Department, if at all, in budget preparation? A: The City and Port Finance Departments exchange information during the budget development process primarily in the areas of subvention estimates from the Port to the City for preparation of the City's budget; and billing rates/fees for services purchased from the City by the Port for preparation of the Port's budget. The Charter gives the authority to establish the Port's budget to the Port Commission. The Port's budget is prepared annually on a detailed line item basis for revenues, expenses, and capital expenditures. The Port's draft budget is thoroughly reviewed by the Finance Committee of the Port Commission. Following any necessary revisions, a budget ordinance is prepared and published, a public meeting is held. and the ordinance is voted upon by the Port Commission. After Port Commission's approval of the budget, copies of the executive summary are provided to the City's Director of Finance, City Manager. City Clerk, Mayor and City Council members. Page 2 of 13 Port of Redwood City Responses to City Charter Questions 02lO5Kl8