Title
Adopt a Resolution amending the Transportation Commission Rules and Procedures to Implement a Standardized Agenda Format Recommended by the City Clerk, Update Public Comment Time, and Make Other Updates. (Action)
Body
To: Honorable Chair and Members of the Transportation Commission
BACKGROUND
The Transportation Commission Bylaws are periodically amended by the Transportation Commission to improve its ability to carry out its role and responsibilities under the City of Alameda Municipal Code. The Transportation Commission last updated its Bylaws in May 2020.
As the City of Alameda transitions out of COVID-19 public meeting protocols, the City Clerk is asking all boards and commissions to standardize their meeting agenda formats, which will require changes to the Transportation Commission Bylaws.
DISCUSSION
When the statewide COVID-19 emergency concluded on February 28, 2023, the City Council directed the City Clerk to implement a hybrid public meeting format where the public may participate at public meetings in person or via Zoom. As part of implementing a new meeting format, the City Clerk has identified the need to standardize the wording and format for meeting agendas across all boards and commissions, including a standard Order of Business.
Staff recommend the following changes to the Transportation Commission Bylaws:
• Order of Business. Update to reflect the new City standard for boards and commissions.
• Purpose of the Commission. Remove an outdated list of plans and require at least twice-yearly rather than quarterly reporting on the City’s progress implementing transportation plans, policies, programs, and capital projects.
• Transit Agency Representatives. Give the Water Emergency Transportation Authority (WETA) the option of providing a non-voting representative to the Transportation Commission, in addition to AC Transit and BART.
• Public Comment. State that public comment time will be two minutes per person when there are more than ten commenters (30 minutes of public comment), while maintaining Chair discretion to allow more time if needed.
• Meetings. Remove list of specific months the meetings occur, and require the Transportation Commission to adopt a calendar each year (reflecting current practice).
• Commissioner Agenda requests. Extend the advance notice required when Commissioners request a new agenda item from 10 working days to 30 calendar days. The existing requirement of 10 days provides insufficient time for staff to prepare, given the 7-day public noticing requirements for regular meetings.
• Minutes. Retain the same policies but refer to the related Alameda Municipal Code rather than duplicating that information into the Transportation Commission bylaws.
Exhibit 1 shows the Bylaws with proposed amendments in tracked changes. The Transportation Commission may also amend any other provision of its own bylaws as it deems necessary. Key excerpts of the Bylaws with tracked changes are below. The current Bylaws are available here: https://www.alamedaca.gov/files/assets/public/departments/alameda/transportation/tc_bylaws_may2020.pdf
Alameda Municipal Code 2-91.16 (Minutes) states:
The clerk or secretary of each board and commission enumerated in the Charter shall record the minutes for each regular and special meeting of the board or commission. The minutes shall state the time the meeting was called to order, the names of the members attending the meeting, the roll call vote on each matter considered at the meeting, the time the board or commission began and ended any closed session, the names of the members and the names, and titles where applicable, of any other persons attending any closed session, a list of those members of the public who spoke on each matter if the speakers identified themselves, whether such speakers supported or opposed the matter, a brief summary of each person's statement during the public comment period for each agenda item, and the time the meeting was adjourned. Any person speaking during a public comment period may supply a brief written summary of their comments which shall, if no more than one hundred fifty (150) words, be included in the minutes.
The draft minutes of each meeting shall be available for inspection and copying upon request no later than ten (10) working days after the meeting. The officially adopted minutes shall be available for inspection and copying upon request no later than ten (10) working days after the meeting at which the minutes are adopted. Upon request, minutes required to be produced by this section shall be made available in Braille or increased type size.
(Ord. No. 3036 N.S., § 1, 11-1-2011)
https://library.municode.com/ca/alameda/codes/code_of_ordinances?nodeId=CHIIAD_ARTVIIISUOR_2-91PUACME_2-91.16MI
CLIMATE ACTION
There are no climate impacts associated with this agenda item.
ENVIRONMENTAL REVIEW
Changes to the Transportation Commission’s Rules and Procedures is not a project subject to the California Environmental Quality Act.
RECOMMENDATION
Adopt a Resolution Amending the Transportation Commission Bylaws (Exhibit 2).
Respectfully submitted,
Andrew Thomas, Director of Planning, Building, and Transportation
By,
Lisa Foster, Senior Transportation Coordinator
Exhibits:
1. Transportation Commission Bylaws May 2020 with Tracked Changes
2. Draft Resolution and Revised Transportation Commission Rules and Procedures