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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