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HomeMy WebLinkAboutStaff Report 4.B 09/16/2019DATE: September 16, 2019 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Tim Williamsen, Information Technology Manager SUBJECT: Resolution Appointing Individuals to the Technology Advisory Committee and Modifying Enabling Legislation. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution appointing individuals to the Technology Advisory Committee and modifying the enabling legislation. BACKGROUND In June 2005, the Technology Advisory Committee (TAC) was formed for the purposes of promoting access to electronic information and community resources for all citizens while protecting individual privacy and free expression" by: Acting as a focal point for community education in areas of technology; Understanding the impact of various technological changes; Suggesting technology -related policy changes to be implemented by City staff; Encouraging community groups to participate and provide additional community involvement; Examining best practices from other jurisdictions and recommend implementation as appropriate. Since that time, the TAC has provided input on the City's website, social media, the Digital Divide, wireless and land-based internet access, emergency response support. Over the past two years, the TAC has struggled to reach a quorum, resulting in numerous cancelled meetings. At the June 17, 2019 Council meeting, staff requested that the Council put three appointments to the TAC on hold until staff could have a discussion with the TAC to explore if there was interest in continuing, and how best to proceed. DISCUSSION For the past several years, the TAC has struggled to manage a quorum, thereby necessitating cancelling the meetings. In addition, the quality of items for discussion has been inconsistent, based on the timing of various topics that could be considered by the TAC. During the June 26 TAC meeting, the City Manager, Economic Development Manager, and the Information Technology Manager, who also serves as the staff liaison, presented the new website project, the recently -adopted City Goals and Priorities, and led a discussion regarding the current use of the TAC and solicited ideas on moving forward. The Committee was in agreement regarding the following changes: Reduce meeting frequency, from monthly to quarterly; Form ad hoc subcommittees to focus on specific for limited times, and to report back to the Committee; Reduce the number of TAC members from seven to five to make it easier to achieve a quorum PUBLIC OUTREACH There was no specific outreach performed in relation to this item aside from the normal public meeting agenda process, which included the June 26, 2019 agenda for the Technology Advisory Committee, but two members of the public did speak at the June 26 TAC meeting in support of continuing the Committee. FINANCIAL IMPACTS Financial impacts will be only minor savings in meeting recording and overtime for staff participation in the meeting. ATTACHMENTS 1. Resolution Appointing Individuals to the Technology Advisory Committee and Modifying the Enabling Legislation. 2 Attachment 1 RESOLUTION APPOINTING INDIVIDUALS TO THE TECHNOLOGY ADVISORY COMMITTEE AND UPDATING ENABLLING LEGISLATION WHEREAS, the City Council created the Technology and Telecommunications Advisory Committee ("the Committee") on June 6, 2005, by adopting Resolution 2005-079 N.C.S.; and, WHEREAS, on June 6, 2011, the name was changed to Technology Advisory Committee by adopting Resolution 2011-084 N.C.S.; and, WHEREAS, from time to time the City Council has identified the responsibilities of the Committee and appointed members to the Committee; and, WHEREAS, the City Council wishes to reduce the size of the Committee from seven members to five; and, WHEREAS, the City Council wishes to consolidate and confirm the mission, responsibilities and procedures of the Committee. NOW, THEREFORE, BE IT RESOLVED that: 1. Repeal. All previous resolutions relating to the City's Technology Advisory Committee ("the Committee"). 2. Continuance of Current Terms and Appointments. Subject to the provisions of this resolution, all current members of the Committee shall continue to serve for the remainder of the terms to which they have been appointed. Current committee members and the expiration date of each term are for the following month and year: Dylan Lloyd 6/21 Tiffany Rubenstein 6/20 Angelo Sacerdote 6/21 Stephen Kirschenmann 6/21 3. Composition. The Committee shall consist of five members, one -of whom shall be a member of the City Council, who shall serve as liaison between the Committee and the City Council and who shall be a voting Attachment 1 member of the Committee. Members of the Committee shall be residents of Petaluma. The City's Information Technology Manager or her/his designee shall serve as Committee staff and advise the Committee as needed in the performance of its duties. 4. Mission. The mission of the Committee is to promote access to electronic information and community resources for all citizens while protecting individual privacy and free expression. Duties/Authority. The Committee's duties include study of local issues relating to computer technology and telecommunications, providing advice to the City Council regarding such matters, and such other duties as may be prescribed by ordinance, resolution, rule or direction of the City Council. 1. Act as a focal point for community education in areas of technology; 2. Understand impact of various technological changes; 3. Suggest technology -related policy changes to be implemented by City staff; 4. Encourage community groups to participate and provide additional community involvement; 5. Examine best practices from other jurisdictions and recommend implementation as appropriate. 5. Terms. The term of office of each member, other than the Council liaison, shall be three years, commencing on July 1St of the year appointed, and no member shall serve for more than 3 consecutive terms. The Council liaison shall be appointed annually in January by the City Council. The members' terms shall be staggered such that the terms of no more than three members, not including the City Council liaison, shall expire in any given year. Notwithstanding the expiration of a member's term pursuant to this provision, and subject to provision 7, members shall serve until a successor is appointed by the City Council. 6. Resignation/Removal. The City Council may declare the office of a member vacant: upon the resignation, death, disability that results in the inability of a member to perform her/his duties; loss of permanent City residency or other status required for the member to be eligible to serve; unexcused absence of a member from three consecutive regular meetings of the Committee; or for any other reason in the Council's sole discretion. 7. Vacancies. Upon declaring a Committee office vacant for any reason, the City Council shall thereupon appoint a qualified person to fill the vacancy for the unexpired term. 8. Quorum/Action. A quorum of three members is required to meet and conduct business. Fewer than three members, or if no members are present staff to the Committee, may adjourn meetings of the Committee 4 Attachment 1 in accordance with all applicable requirements of the Ralph M. Brown Act. California Government Code Section 54950 et seq.). All actions or recommendations of the Committee shall be made at a meeting at which quorum of the Committee is present and shall be made by majority vote of the members present. A tie vote shall constitute no action on the motion, proposed action or recommendation.