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HC Packet 02-14-2019ROLL CALL CITY OF CUPERTINO AGENDA HOUSING COMMISSION 10300 Torre Avenue, City Hall Conference Room C Thursday, February 14, 2019 9:00 AM APPROVAL OF MINUTES Subject: Draft Minutes of January 10, 2019 Recommended Action: approve or modify the Draft Minutes of January 10, 2019 Draft Minutes of January 10, 2019 ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the commission on any matter not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the commission from making any decisions with respect to a matter not listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS NEW BUSINESS Subject: Survey on improving Council -Commission Communications and Work Program Workflow Recommended Action: receive presentation and survey Survey Commission Work Program Flow Chart STAFF AND COMMISSION REPORTS ADJOURNMENT Page 1 Housing Commission AGENDA February 14, 2019 In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, 48 hours in advance of the meeting to arrange for assistance. Upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk's Office in City Hall located at 10300 Torre Avenue during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08. 100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City's website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment. Page 2 City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 (408) 777-3308 DRAFT MINUTES OF THE REGULAR MEETING OF THE HOUSING COMMISSION HELD ON JANUARY 10, 2019 ROLL CALL Commission Members present Commission Membersabsent Staff present: Sue Bose, Chair John Zhao, Vice Chair Nina Daruwalla, Commissioner Sanjiv Kapil, Commissioner Poonam Goyal, Commissioner Kerri Heusler, Senior Housing Planner Gian Martire, Associate Planner ViceChair Zhao opened the meeting at 9:02am. APPROVAL OF MINUTES 1. Minutes of the December 13, 2018 Housing Commission meeting were approved as written. Commissioner Daruwalla made a motion and Commissioner Kapil seconded the motion. APPROVE: Daruwalla, Kapil, Zhao A BSEN T: Bose, Goyal ABSTAIN: VOTE: 3-0-2 (Bose and Goyal absent) ORAL/WRITTEN COMMUNICATIONS Community member Jennifer Griffin expressed concern about the development of the San Jose Urban Village. Community member Liana Crabtree shared information about the library district patron survey and information about the CASA Compact item at the Association of Cities meeting. Community member Kitty Mooreexpressed concern about the Stearn Hotel. PUBLIC HEARINGS None OLD BUSINESS None Chair Bosejoined the meeting at 9:13am. NEW BUSINESS 3. Receive informational presentation regarding proposed changes to Municipal Code Amendments to Title 13: Parks and Title 19: Zoning, of the Cupertino Municipal Code to further facilitate the development of Accessory Dwelling Units (ADUs). The Comm issi on accepted apresentation from Staff Marti re. Public comments were received from community members Jennifer Griffin and Liana Crabtree. Vice Chair Zhao made a motion to accept the presentation and Commissioner Daruwalla seconded the motion. APPROVE: Bose, Daruwalla, Kapil, Zhao A BSEN T: Goy al ABSTAIN: VOTE: 4-0-1 (Goya) absent) STAFF AND COMMISSION REPORTS: Chair Bose attended the monthly M ayor's meeti ng and provided areport. Staff Heusler provided updates on the the 2019 NOFA and the Housing Commission work plan. Staff Heusler announced thefollowing dates: January TBD -Applications available for The Veranda April TBD -The Veranda Grand Opening ADJOURNMENT: Themeeting wasadjourned at 10:14am tothenext regularly scheduled Housing Commission meeting. Respectfully submitted: /s/Kerri Heusler Kerri Heusler Senior Housing Planner 2 Cupertino City Council Sub -Committee on Improving Council -Commissions Communications Survey Questions In an effort to improve communications between City Council and our advisory Commissions, Council has formed a subcommittee to reach out to the Commissions to receive feedback as to how to improve the processes of our communications. Thank you for taking the time to work with our Interim City Manager on discussing and providing answers to the following questions. 1) How do you have the public interact with your Commission? For example, is it formal and the public is limited to a certain amount of time, or is it more informal and conversational with leave of the chair? Would you like to change your current format? If so, in what manner? 2) Do you use rules of order to conduct your meetings? If so, which rules? If not, would rules of order be useful from your perspective? 3) Do you feel your Commissioners communicate with the Councilmembers sufficiently to advise the Council? Do you feel that Commissioners' communications with staff could be improved, and if so, how? 4) This year, per decision of the prior Council, all Commissions will submit ideas regarding their annual work program to their respective City departments. The City departments will then develop their proposed work program, including Commission items, for Council consideration. Once Council adopts the final work program, the items pertaining to each Commission will serve as priority elements of their respective work programs. What do you think of this new process of approving work programs by City Council? Anything to improve? 5) What do you think of the current process, if any, of setting your regular meeting agendas? Does any member of your Commission meet with a staff member to set meeting agendas? How do you wish to improve the current process of determining how items are placed on your agenda? For instance, would you prefer a system where items that require minimal city staff resources but are not on your annual work plan can be included on a regular meeting agenda? 6) With regard to the quality of your discussions, would you say that your conclusions are arrived at through a collaborative and input -based process or something more pre -determined? If the latter, what suggestions do you have for improving the qualitative nature of the process? Please be considerate but candid. 7) Do you feel your Commissioners are representative of the residents? Why or why not? 8) It has been suggested that a code of ethics is needed in order to maintain ethical standards and behavior. What are your thoughts on this proposition? If you support having a code of ethics, what would you like to see included in it? 9) From the perspective of higher -quality interaction between Council and Commissions, we would like to consider any suggestions you have with regard to events, procedures, and formats. Outside of formal updates at Council meetings and our annual appreciation dinner (and please feel free to comment on those as well), are there any other types of interactions you would like to see considered and delivered in order to improve our channels of communication? Cupertino City Council Sub -Committee on Improving Council -Commissions Communications Survey Questions 10) Outreach to the community is critical to our efforts; what mechanisms of outreach to the community would you suggest that we adopt or improve upon? 11) Does your Commission prefer action minutes or summary minutes and why? How do you feel about having action minutes accompanied by audio recordings? 12) Starting this year, Commissions will be submitting a 200-300 word update of their current work to Council every other month. Do you have thoughts on this process? Thank you again for taking the time to answer the above questions. If you have any additional thoughts or comments that you would like to share, please feel free. July (Beginning of Fiscal Year) *Begin implementation of approved commission work program (WP) for the current fiscal year (FY). April -June *Commissions develop WP based on Council WP items. •Commission WP brought for Council's approval as a consent item. March •Council WP proposed at a study session. *Council WP adopted by Council. December -January *Ideas for upcoming FY's commission WP due to Departments (Depts.). February Any additional ideas that come up throughout the year should be accumulated for submission in the followinia Dec/Jan. •Depts. evaluate commission WP ideas and propose them as Council WP ideas as appropriate. •Council prioritizes Council WP ideas.