HomeMy WebLinkAbout2020-06-01; Traffic and Mobility Commission; ; ADOPT PROCEDURAL RULES AND REGULATIONS FOR THE TRAFFIC AND MOBILITY COMMISSION - RESO 2020-1Item 7
Meeting Date: June 1, 2020
To: Traffic and Mobility Commission
Staff Contact: Nathan Schmidt, Transportation Planning and Mobility Manager
nathan.schmidt@carlsbadca.gov or 760-602-2734
Subject: Adopt Procedural Rules and Regulations for the Traffic and Mobility Commission
Recommended Action Approve Traffic and Mobility Commission Resolution 2020-1
Executive Summary
The City Council has established a goal to have the City of Carlsbad become a leader in multimodal
transportation systems and creative approaches to moving people and goods through and within
the City of Carlsbad. Consistent with Carlsbad Municipal Code Chapter 2.28, the City of Carlsbad
Traffic and Mobility Commission was established.
Chapter 2.15.090 of the Carlsbad Municipal Code requires that meetings be held pursuant to the
rules contained in Chapter 1.20 of the Carlsbad Municipal Code and any additional rules and
regulations developed by the city clerk working in conjunction with the board or commission.
Discussion
Chapter 2.28 of the Carlsbad Municipal Code establishes the Traffic and Mobility Commission as an
advisory body to the City Council with the following duties per Carlsbad Municipal Code Section
2.28.050:
It shall be the duty of the Traffic and Mobility Commission to study matters concerning mobility and
traffic safety, including implementation of the General Plan Mobility Element, and to make written
recommendations to the City Council and Planning Commission regarding measures that should be
taken to promote mobility and traffic safety within the city as follows:
A. Review staff studies and reports, and make recommendations to the City Council and
Planning Commission on mobility and traffic safety matters, including but not limited to
those related to pedestrian, bicycle, vehicular and transit modes of travel, and parking and
school safety;
B. Provide a public forum to review community input regarding mobility and traffic safety
matters, including but not limited to those related to pedestrian, bicycle, vehicular, and
transit modes of travel, and parking and school safety;
C. Review and provide recommendations for revision to the city codes and plans on mobility
and traffic safety matters, including but not limited to pedestrian, bicycle, vehicular, and
transit modes of travel, and parking and school safety.
TRAFFIC AND MOBILITY COMMISSION
The Traffic and Mobility Commission established the following mission statement: The Traffic and
Mobility Commission is committed to enhancing safe mobility for the city and its residents by using data-
driven decision-making and a forward-looking approach to transportation. We are transparent and do
the right thing the right way.
On October 7, 2019, the Traffic and Mobility Commission adopted the following goals:
1. Review staff recommendations on the multi-modal transportation system and advise
City Council based on data, best practices and public input.
2. Focus on mobility around school locations including safety.
3. Develop a Commission communications plan.
On November 4, 2019, the Traffic and Mobility Commission adopted a Communications Plan (Exhibit 1)
related to staff reports, City Traffic Engineer comment, the Commission’s annual work plan, the
Commission’s participation at City Council meetings, and meeting agendas/public records.
Carlsbad Municipal Code Section 2.15.090 requires that boards and commissions conduct their meetings
pursuant to the rules contained in Carlsbad Municipal Code Chapter 1.20 and any additional rules and
regulations developed by the city clerk working in conjunction with the board or commission. For
purposes of the Traffic and Mobility Commission’s meetings, references to Carlsbad Municipal Code
Chapter 1.20 are amended to apply as follows: “City Council” is replaced with “Traffic and Mobility
Commission”, the word “Mayor” is replaced with “Chairperson”, the word “Council Member” is replaced
with “Commissioner”, “Mayor Pro Tem” is replaced with “Vice Chairperson”, “City Clerk” is replaced
with “Minutes Clerk”, and “City Manager” is replaced with “Staff Liaison”.
The Traffic Safety Commission Resolution No. 2020-1 (Exhibit 2) reflects the procedures and rules for the
conduct of Traffic and Mobility Commission meetings supplement Chapters 1.20 and 2.15 of the
Carlsbad Municipal Code as organized by the following:
I. Meetings of the Traffic and Mobility Commission
A. Types of meetings
1. Regular Meetings
2. Special Meetings
B. Meeting Agenda
1. How and when prepared
2. Placing items on agenda
C. Correspondence
D. Minutes
E. Staff Reports
F. Conduct of business: readiness for meeting
G. Call to order
H. Roll call
I. Order of business
1. Order of business
2. Traffic and Mobility Commission Comments
3. City Traffic Engineer Comments
I. MEETINGS OF THE TRAFFIC AND MOBILITY COMMISSION:
A. TYPES OF MEETINGS:
1. Regular Meetings: The Traffic and Mobility Commission shall hold regular meetings
on the first Monday of each month at 5:00 PM, in the Council Chambers at the City
Hall, 1200 Carlsbad Village Drive, Carlsbad, or such other place as shall be duly
noticed. If the day for any regular meeting falls on a City holiday, such meeting shall
be held at such other time as designated by the Traffic and Mobility Commission.
2. Special Meetings: A special meeting of the Traffic and Mobility Commission may be
called by the chairperson, by majority vote of the commission, or by the staff liaison.
A special meeting is held outside of the Commission’s regular meeting schedule,
with 24-hour notice of the special meeting given and posted. No action or
substantive discussion shall be taken on any item not appearing on the agenda.
B. MEETING AGENDA:
1. How and when prepared: In order to facilitate the orderly conduct of the business of
the Commission, an agenda shall be prepared for each regular meeting containing
the specific items of business to be transacted and the order thereof.
2. Placing items on agenda: Items of business may be placed on the agenda by the
Staff Liaison, or by majority vote of the members of the Commission.
C. CORRESPONDENCE:
1. Available at meeting:
i. Correspondence received specific to an agenda item shall become part of
the record for that agenda item and be filed with the Minutes Clerk of the
Commission. Correspondence shall not be read aloud at a Commission
meeting unless requested by a majority vote of the Commission.
ii. Sufficient copies of each item of correspondence shall be provided so that
each Commissioner and Staff Liaison will have a copy in a timely manner. In
addition, three additional copies for public inspection at the meeting shall
be provided.
D. MINUTES:
1. Commission meeting minutes will focus on noticed agenda items and accurately
record recommendations, actions and public comments, so the Commission’s
activities are transparent to the public.
2. The minutes of the meeting shall reflect the actions taken by the Commission and
include Commission member’s specific statements that are requested to be made
part of the record by initiating the request with a statement beginning with: “I
would like the minutes to show…”
E. STAFF REPORTS: In some cases where files are too large to be efficiently attached to the
agenda package, staff will include a link to the file location at the appropriate page on the city website
and make a hardcopy of the files available through the Minutes Clerk.
F. CONDUCT OF BUSINESS: READINESS FOR MEETING: The business of the Commission
shall be conducted in substantially the order and in the manner herein provided.
G. CALL TO ORDER: The Chairperson, or in their absence the Vice-Chairperson, shall take
the chair at the hour appointed for the meeting and shall call the Commission to order. In the absence of
the Chairperson and the Vice-Chairperson, the Staff Liaison shall call the Commission to order, where
upon a temporary Chairperson shall be elected by the Commission members present. Upon the arrival
of the Chairperson or the Vice-Chairperson, the temporary Chairperson shall relinquish the chair at the
conclusion of the business then before the Commission. Whenever the term ‘Chairperson’ is used in
these rules, and the Chairperson is absent, it shall apply equally to the Vice-Chairperson, and if they are
also absent, to the Chairperson elected pursuant to this section.
H. ROLL CALL: Before proceeding with the business of the Commission, the Minutes Clerk
or Chairperson shall call the roll of the Commission Members and the names of those present shall be
entered into the minutes.
I. ORDER OF BUSINESS:
1. Order of Business: The order of business established on the agenda shall be
followed unless the Chairperson, with the consent of a majority of the Commission,
permits a matter to be taken out of the regular agenda order:
i. Call to Order
ii. Roll Call
iii. Approval of Minutes
iv. Public Comments
v. Departmental Reports
vi. Public Comments (continued)
vii. City Traffic Engineer Comments
viii. Traffic and Mobility Commission Comments
ix. Adjournment
2. City Traffic Engineer Comments: During City Traffic Engineer comments at each
Commission meeting, city staff will have an opportunity to provide information on
mobility issues. City staff will provide an updated status report on:
• any City Council actions taken on items related to the Commission work plan
since the last Commission meeting;
• other pending mobility-related items to be addressed by the City Council with or
without prior Commission review; and
• unresolved requests from the Commission
3. Traffic and Mobility Commission Comments: During the Traffic and Mobility
Commission comments portion at each Commission meeting, Commissioners will
have an opportunity to provide information on mobility issues. Commissioners may
request future agenda items that are consistent with the approved work plan be
placed on a future meeting agenda.
Next Steps
None.
Exhibits
1. Traffic and Mobility Communications Plan
2. Traffic and Mobility Commission Resolution No. 2020-1
Page 1 of 3
Traffic & Mobility Commission
Proposed Communications Plan
Goals
•Facilitate communication between the commission and the City Council regarding the Traffic
and Mobility Commission work plan, including implementation status and City Council actions
related to work plan items.
•Promote opportunities for the public to engage with the commission and obtain information
about the commission’s activities.
Strategies & tactics
Staff Reports
•When city staff plans to bring forward an item related to the work plan for action to the Planning
Commission or City Council, staff will seek an advisory recommendation from the commission
beforehand.
•When preparing staff reports for items coming before the commission for action, city staff will
include the following:
1.Requests for advisory recommendations from the commission.
2.Opportunities for public input.
3.A clear overview of whether the item will require further consideration by the Planning
Commission and/or City Council and whether the item will be considered on the consent
calendar or as a presentation.
•When preparing staff reports for commission items coming before the Planning Commission or City
Council, city staff will include as an exhibit the approved commission meeting minutes related to the
item. If the Commission minutes have not yet been approved, draft minutes will be submitted on
that item.
City Traffic Engineer Comment
•During City Traffic Engineer comment at each commission meeting, city staff will provide an updated
status report on:
1.any City Council actions taken on items related to the commission work plan since the last
commission meeting;
2.other pending mobility-related items to be addressed by the City Council with or without
prior commission review; and
3.unresolved requests from the commission
Annual Work Plan
•City staff will collaborate with the commission to prepare an annual work plan to the City Council
and a subsequent report of its accomplishments per Carlsbad Municipal Code section 2.15.020(C).
Exhibit 1
Page 2 of 3
Participation at City Council meetings
• Per Carlsbad Municipal Code section 2.15.020(D), the commission (chair or another commissioner
designated by the commission) will provide periodic written reports to the City Council, which
should include:
1. Recent activities of the commission.
2. Attendance at the commission’s meetings.
3. Any ad hoc subcommittees which the commission has formed.
4. Any proposed amendments to the commission’s work plan; and
5. Any matters which the commission wishes to bring to the attention of the City Council or to
have placed on a future City Council agenda.
• In addition to providing the above-described written reports to City Council, the commission (chair
or another commissioner designated by the commission) will also:
1. Participate in the semi-annual update to City Council by city staff on traffic and mobility
initiatives.
2. Participate in the presentation to City Council on the commission’s annual work plan.
3. Affirm the commission’s recommendations and provide input on traffic and mobility items
being presented to City Council.
• The commission will also undertake other tasks from time to time as requested or approved by the
City Council per Carlsbad Municipal Code section 2.15.020(F). Commissioners will coordinate
participation at City Council meetings with the staff liaison to ensure proper protocols are followed.
Meeting Agendas and Public Records
• Items requested by a majority commission vote shall be agendized within a reasonable time if they
are related to the work plan and staff resources are available.
• The commission may place a time-certain item on their next agenda related to the items listed in
CMC section 2.15.020 (D).
• Best efforts will be made to distribute the commission agenda packet, staff reports, and meeting
minutes available to the public and commissioners at least five (5) days in advance of a scheduled
commission meeting. When not feasible, city staff will attempt to publicly circulate the full agenda
package a minimum of 72 hours prior to the commission meeting in accordance with applicable law,
including posting on the city’s website.
• Commissioners may submit pre-meeting questions to staff, and staff shall make reasonable efforts
to answer the questions prior to the meeting, consistent with City Council practice.
• Additional materials received by the Friday before the scheduled meeting shall be distributed by
staff to the commission and the public consistent with City Council practice.
Exhibit 2
Page 3 of 3
• Commission meeting minutes will focus on noticed agenda items and accurately record
recommendations, actions and public comments, so the commission’s activities are transparent to
the public.
• Commission records will be retained in accordance with the records retention schedule adopted by
the City Council and applicable law.
Exhibit 2
TRAFFIC AND MOBILITY COMMISSION RESOLUTION NO. 2020‐1
A RESOLUTION OF THE TRAFFIC AND MOBILITY COMMISSION OF THE CITY OF CARLSBAD, CALIFORNIA,
ADOPTING PROCEDURAL RULES AND REGULATIONS FOR MEETINGS.
WHEREAS, Chapter 2.28 of the Carlsbad Municipal Code establishes the Traffic and Mobility
Commission as an advisory body to the City Council with the following duties per Carlsbad Municipal
Code Section 2.28.050:
It shall be the duty of the Traffic and Mobility Commission to study matters concerning mobility and
traffic safety, including implementation of the General Plan Mobility Element, and to make written
recommendations to the City Council and Planning Commission regarding measures that should be
taken to promote mobility and traffic safety within the city as follows:
A.Review staff studies and reports, and make recommendations to the City Council and
Planning Commission on mobility and traffic safety matters, including but not limited to
those related to pedestrian, bicycle, vehicular and transit modes of travel, and parking and
school safety;
B.Provide a public forum to review community input regarding mobility and traffic safety
matters, including but not limited to those related to pedestrian, bicycle, vehicular, and
transit modes of travel, and parking and school safety;
C.Review and provide recommendations for revision to the city codes and plans on mobility
and traffic safety matters, including but not limited to pedestrian, bicycle, vehicular, and
transit modes of travel, and parking and school safety.
WHEREAS, the Traffic and Mobility Commission established the following mission statement: The Traffic
and Mobility Commission is committed to enhancing safe mobility for the city and its residents by using
data‐driven decision‐making and a forward‐looking approach to transportation. We are transparent and
do the right thing the right way.
WHEREAS, on October 7, 2019, the Traffic and Mobility Commission adopted the following goals:
1.Review staff recommendations on the multi‐modal transportation system and advise
City Council based on data, best practices and public input.
2.Focus on mobility around school locations including safety.
3.Develop a Commission communications plan.
WHEREAS, on October 7, 2019, the Traffic and Mobility Commission considered and
unanimously recommended City Council approval of the draft annual Work Plan for Fiscal Year (FY 2019‐
20; and
WHEREAS, on November 4, 2019, the Traffic and Mobility Commission adopted a
Communications Plan related to staff reports, City Traffic Engineer comment, the Commission’s annual
work plan, the Commission’s participation at City Council meetings, and meeting agendas/public records
attached hereto as Exhibit A; and
Exhibit 2
WHEREAS, Carlsbad Municipal Code Section 2.12.090 requires that boards and commissions
conduct their meetings pursuant to the rules contained in Carlsbad Municipal Code Chapter 1.20 and
any additional rules and regulations developed by the city clerk working in conjunction with the board or
commission.
NOW, THEREFORE, BE IT RESOLVED by the Traffic and Mobility Commission of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. Traffic Safety Commission Resolution No. 2017‐1 is hereby rescinded and replaced in its entirety
by this resolution.
3. For purposes of the Traffic and Mobility Commission’s meetings, references to Carlsbad
Municipal Code Chapter 1.20 are amended to apply as follows: “City Council” is replaced with
“Traffic and Mobility Commission”, the word “Mayor” is replaced with “Chairperson”, the word
“Council Member” is replaced with “Commissioner”, “Mayor Pro Tem” is replaced with “Vice
Chairperson”, “City Clerk” is replaced with “Minutes Clerk”, and “City Manager” is replaced with
“Staff Liaison”.
4. The following procedures and rules for the conduct of Traffic and Mobility Commission meetings
are adopted to supplement the requirements contained in Chapters 1.20 and 2.15 of the
Carlsbad Municipal Code:
Sections:
I. Meetings of the Traffic and Mobility Commission
A. Types of meetings
1. Regular Meetings
2. Special Meetings
B. Meeting Agenda
1. How and when prepared
2. Placing items on agenda
C. Correspondence
D. Minutes
E. Staff Reports
F. Conduct of business: readiness for meeting
G. Call to order
H. Roll call
I. Order of business
1. Order of business
2. Traffic and Mobility Commission Comments
Exhibit 2
I. MEETINGS OF THE TRAFFIC AND MOBILITY COMMISSION:
A. TYPES OF MEETINGS:
1. Regular Meetings: The Traffic and Mobility Commission shall hold regular meetings
on the first Monday of each month at 5:00 PM, in the Council Chambers at the City Hall, 1200 Carlsbad
Village Drive, Carlsbad, or such other place as shall be duly noticed. If the day for any regular meeting
falls on a City holiday, such meeting shall be held at such other time as designated by the Traffic and
Mobility Commission.
2. Special Meetings: A special meeting of the Traffic and Mobility Commission may be
called by the chairperson, by majority vote of the commission, or by the staff liaison. A special meeting
is held outside of the Commission’s regular meeting schedule, with 24 hour notice of the special
meeting given and posted. No action or substantive discussion shall be taken on any item not appearing
on the agenda.
B. MEETING AGENDA:
1. How and when prepared: In order to facilitate the orderly conduct of the business of
the Commission, an agenda shall be prepared for each regular meeting containing the specific items of
business to be transacted and the order thereof.
2. Placing items on agenda: Items of business may be placed on the agenda by the Staff
Liaison, or by majority vote of the members of the Commission.
C. CORRESPONDENCE:
1. Available at meeting:
i. Correspondence received specific to an agenda item shall become part of
the record for that agenda item and be filed with the Minutes Clerk of the
Commission. Correspondence shall not be read aloud at a Commission
meeting unless requested by a majority vote of the Commission.
ii. Sufficient copies of each item of correspondence shall be provided so that
each Commissioner and Staff Liaison will have a copy in a timely manner. In
addition, three additional copies for public inspection at the meeting shall
be provided.
D. MINUTES:
The minutes of the meeting shall reflect the actions taken by the Commission and
include Commission member’s specific statements that are requested to be made part of the record by
initiating the request with a statement beginning with: “I would like the minutes to show…”
Exhibit 2
E. STAFF REPORTS:
In some cases where files are too large to be efficiently attached to the agenda package,
staff will include a link to the file location at the appropriate page on the city website and make a
hardcopy of the files available through the Minutes Clerk.
F. CONDUCT OF BUSINESS: READINESS FOR MEETING: The business of the Commission
shall be conducted in substantially the order and in the manner herein provided.
G. CALL TO ORDER: The Chairperson, or in their absence the Vice‐Chairperson, shall take
the chair at the hour appointed for the meeting and shall call the Commission to order. In the absence of
the Chairperson and the Vice‐Chairperson, the Staff Liaison shall call the Commission to order, where
upon a temporary Chairperson shall be elected by the Commission members present. Upon the arrival
of the Chairperson or the Vice‐Chairperson, the temporary Chairperson shall relinquish the chair at the
conclusion of the business then before the Commission. Whenever the term ‘Chairperson’ is used in
these rules, and the Chairperson is absent, it shall apply equally to the Vice‐Chairperson, and if they are
also absent, to the Chairperson elected pursuant to this section.
H. ROLL CALL: Before proceeding with the business of the Commission, the Minutes Clerk
or Chairperson shall call the roll of the Commission Members and the names of those present shall be
entered into the minutes.
I. ORDER OF BUSINESS:
1. The order of business established on the agenda shall be followed unless the
Chairperson, with the consent of a majority of the Commission, permits a matter to be taken out of the
regular agenda order:
i. Call to Order
ii. Roll Call
iii. Approval of Minutes
iv. Public Comments
v. Departmental Reports
vi. Public Comments (continued)
vii. City Traffic Engineer Comments
viii. Traffic and Mobility Commission Comments
ix. Adjournment
2. Traffic and Mobility Commission Comments: During the Traffic and Mobility
Commission comments portion at each Commission meeting, Commissioners will have an opportunity to
provide information on mobility issues. Commissioners may request future agenda items that are
consistent with the approved work plan be placed on a future meeting agenda.
Exhibit 2
PASSED, APPROVED AND ADOPTED by the Traffic and Mobility Commission of the City of
Carlsbad at a regular meeting held on May 4, 2020 by the following vote, to wit:
AYES:
NOES:
ABSENT:
_______________________________________
MONA GOCAN, Chairperson
CARLSBAD TRAFFIC AND MOBILITY COMMISSION
ATTEST:
_______________________________________
NATHAN SCHMIDT
TRANSPORTATION PLANNING AND MOBILITY MANAGER
Exhibit 2