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6.1. - Page 2 of 17 There have been several recent actions taken by the City Council and Redwood City voters that impact BCCs on an administrative level. Not all of these actions have been reflected in the guiding documents. Staff determined that it is an opportune time to clean up BCC records to ensure the appropriate provisions are accurately reflected across the bodies for clarity and good recordkeeping. In addition, staff has identified additional opportunities to further streamline administration of BCCs and has put forth such recommendations in conjunction with these cleanup activities. On November 6, 2018 Redwood City voters passed a Charter Amendment that, among other things, imposed term limits on BCC members and added a provision for members to serve in their term until their successor is appointed and qualified. Some resolutions and ordinances governing BCCs already reflect this provision, however, some do not. For consistency, staff recommends including this language in relevant BCC documents that do not currently reflect this provision. On June 24, 2019, the City Council adopted the Boards, Commissions and Committees (BCC) Attendance Policy, recently amended May 18, 2020. The purpose of the policy is to encourage and ensure consistent attendance at regularly scheduled BCC meetings by members, and to outline a process to address non- attendance. The policy applies to all BCCs and supersedes all BCC -adopted attendance policies. For consistently, staff recommends removing reference to individual BCC -specific attendance provisions where necessary. For the majority of all BCCs, member terms expire on May 31 or the fourth year of each term. The alignment of term expirations across BCCs is beneficial for staff who are responsible for recruiting a large pool of candidates to fill a variety of vacancies. The alignment of term expiration dates allows staff to conduct a robust outreach effort and streamline administrative tasks in support of recruitment, Council interviews, member appointments and swearing-in. Such an alignment is also fiscally prudent since outreach activities and advertising of BCC recruitment often consists of paid advertising. For consistency and administrative efficiency, staff recommends changing term expiration dates for two additional BCCs. ANALYSIS To ensure consistency among BCC administration and to ensure accurate recordkeeping, staff has taken action to update relevant documents to reflect the administrative changes outlined above. Below is a discussion of the proposed changes for the bodies in question. Architectural Advisory Committee Staff has drafted a resolution (Attachment A) to include language that allows members to serve in their term until their successor is appointed and qualified. In addition, the resolution incorporates language from two previous resolutions, Resolution No. 15143 (9/12/2011) and Resolution No. 15223 (10/8/2012) and calls for the City Council to rescind both previous resolutions and replace them with the proposed resolution. If adopted, the proposed resolution would take effect immediately. Page 2 of 5 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 53