HomeMy WebLinkAbout2017-03-06; Traffic Safety Commission; ; Approve TSC Resolution No. 2017-1CITY OF CARLSBAD
TRAFFIC SAFETY COMMISSION
STAFF REPORT
COMMISSION MEETING OF: March 6, 2017 ITEM NO. 6-D-1
LOCATION: N/ A
INITIATED BY: Doug Bilse, City Traffic Engineer
REQUESTED ACTION: Approve TSC Resolution No. 2017-1.
BACKGROUND:
DATA:
In 1990 the Traffic Safety Commission (TSC} adopted the original rules and procedures
governing commissioner responsibilities and meeting protocol. The procedural rules
have been changed by the Traffic Safety Commission on an as-need basis. The TSC can
approve this resolution without action from the City Council.
Staffprepare the attached TSC Resolution No. 2017-1 with the following revisions based
on comments received at the TSC meeting held on January 9, 2017:
• Section 5 should read "If there is no objection ... "
• Section 5 should read " ... the minutes become a permanent public record and are
filed accordingly."
• In section 6 the subject title "Oral Communication" should be renamed to "Public
Comment"
• Section 6 should remove the 15-minute limit on the public comment portion of the
meeting, while maintaining the current 3-minute limit for each speaker
• Section 8 should be revised to reflect the use of the new electronic voting system
when available
• The order of Sections 9 and 10 should be reversed
• Section 12 should read "Deactivate all unnecessary personal electronic devices"
instead of "Shut off all cell phones and beepers."
• Section 13 should be revised to refer to the "Rosenburg's Rules of Order" in place of
"Robert's Rules of Order"
RECOMMENDATION:
Staff recommends approval of TSC Resolution No. 2017-1.
NECESSARY CITY COUNCIL ACTION:
No City Council action required for this item.
Attachments: TSC Resolution No. 2017-1
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TRAFFIC SAFETY COMMISSION RESOLUTION NO. 2017-1
A RESOLUTION OF THE TRAFFIC SAFETY COMMISSION OF THE CITY OF
CARLSBAD, CALIFORNIA, ADOPTING TRAFFIC SAFETY COMMISSION
PROCEDURES.
The Traffic Safety Commission of the City of Carlsbad hereby resolves as follows:
The following procedure rules for the conduct of Traffic Safety Commission meetings are adopted:
Sections:
1 INTRODUCTION
2 MEETINGS
3 CALL TO ORDER
4 ROLL CALL
5 APPROVAL OF MINUTES
6 ORAL COMMUNICATIONS
7 PREVIOUS BUSINESS
8 NEW BUSINESS
9 REPORT FROM TRAFFIC ENGINEER
10 REPORT FROM TRAFFIC SAFETY COMMISSIONERS
11 ADJOURNMENT
12 CODE OF CONDUCT
13 LEGAL GUIDELINES
14 FINAL THOUGHTS
TSC RESO NO. 2016-1 1
1 INTRODUCTION. The City of Carlsbad Traffic Safety Commission is an advisory Commission
2 to the City Council. The Commission's primary function is indicated under "Duties" in Carlsbad Municipal
Cope Chapter 2.28.050.
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Comprised of five members appointed by the City Council, each Commissioner must be a resident
of Carlsbad and a registered voter. Unless appointed to fill an unexpired term, Commissioners serve four
year terms. In addition, Commissioners are required to annually file a "Statement of Economic Interests"
with the City Clerk.
Once appointed, each Commissioner is responsible for maintaining the following duties in a non-
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Advocate for the health, safety, and welfare of the general public.
Increase safety and efficiency for the traveling public.
Provide a public forum to review citizen complaints and requests regarding the
traveling public.
Provide recommendations to the City Council for revision to City codes and plan
regarding the traveling public.
2 MEETINGS. The Commission shall hold regular meetings on the first Monday of each
month. The meetings shall be called to order at 5:00 p.m. in the Council Chambers at City Hall: 1200
Carlsbad Village Drive, Carlsbad, California, 92008.
If, for some unforeseen reason, meetings cannot be held in the Council Chambers, the Chairperson
shall designate an alternate location. Notification shall be well in advance of the meetin'g.
When the day of a regular meeting falls on a legal holiday, the meeting may be rescheduled for the
following non-holiday Monday at the same time and place.
The meeting agenda shall be available to the general public at the office of the City Traffic
Engineer, office of the City Clerk, and the Cole and Dove Public Libraries 72 hours prior to the regular
meeting. Commissioners receive an agenda one week prior to the Commission meeting.
All meetings shall be public hearings and shall conform to applicable federal, state, and City laws.
No action or discussion shall be taken on any item not appearing on the agenda.
Special meetings may be called at any time by the Chairperson or three members of the
22 Commission. Such notice shall be delivered personally or by mail to each Commissioner, and local media
on file with the City of Carlsbad. Notification shall be at least 24 hours prior to the special meeting and
23 shall include the date, time, place, and business for transaction. Special meetings shall adhere to the same
guidelines as regular meetings.
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The Commission may, at any time, meet in study sessions. The purpose of study sessions is hearing
reports from staff, reviewing, discussing, and debating matters of interest to the Commission. No official
action shall be taken at a study session. Study sessions shall adhere to the same guidelines as regular
meetings.
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3 CALL TO ORDER. The Chairperson, or in the Chairperson's absence the Vice Chairperson,
shall call the Commission to order. In the absence of the Chairperson and the Vice Chairperson, the City
Traffic Engineer shall call the Commission to order.
A temporary Chairperson shall be elected by the Commission members present. Upon the arrival
of the Chairperson or Vice Chairperson, the temporary Chairperson shall relinquish the chair at the
conclusion ofthe business before the Commission.
Any meeting can only be called to order when a quorum is present. Three members of the
Commission shall constitute a quorum for the transaction of business. If a quorum is not satisfied, the
meeting shall be adjourned using the hierarchy previously mentioned.
When a member of the Commission is disqualified due to a conflict of interest, there must be a
8 remaining quorum for the transaction of business. If there is not a remaining quorum, the item shall be
deferred until a quorum is present.
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4 ROLL CALL. Before proceeding with the business of the Commission, the Minutes Clerk
10 shall call the roll of the Commission and staff members and the results shall be documented in the
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minutes.
5 APPROVAL OF MINUTES. The minutes of the Commission meeting shall be written by the
Minutes Clerk. Meetings may be tape recorded to assist the Minutes Clerk in preparing the meeting
minutes. If tape recordings are made, they shall be retained by the Minutes Clerk until the minutes have
been approved by the Commission.
Tape recordings and written minutes of meetings are public documents. Copies may be obtained
by filing a written request to the City Traffic Engineer.
A copy of the previous Commission meeting minutes shall be distributed to each Commissioner
one week prior to the subsequent meeting. Copies of the minutes are distributed to the City Manager, City
Attorney, City Traffic Engineer, and any other individuals designated by the City Manager.
The minutes shall be approved as written by a motion of one Commissioner and seconded by
another Commissioner. Once approved by a majority vote, the minutes become a permanent public record
and are filed accordingly.
A Commissioner may request, through the Chairperson, a correction to the minutes. If there is no
21 objection from any member of the Commission, the minutes shall be approved with said correction using
the same motion procedure as previously stated.
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6 PUBLIC COMMENT. Every regular meeting shall provide an opportunity for the general
public to address the Commission on items not listed on the agenda. A written request for permission to
speak is filed with the Minutes Clerk by filling out a Request to Speak form that is available at each
Commission meeting. The Chairperson will invite the person to the podium, and request to state their
name and address for the record.
The speaker's time allotment shall be determined by the number of speakers. If there are five
people who have requested to speak, then each person shall be granted three minutes to address the
Commission.
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7 PREVIOUS BUSINESS. The previous business section of a meeting is an opportunity for the
Traffic Engineer or another staff member to inform the Commission of the City Council's action or business
from previous meetings.
8 NEW BUSINESS. Within the agenda, there is written information which is relevant for
consideration by the Commission.
During the meeting, a staff report is presented to the Commissioners an·d members of the
audience. The staff report is a synopsis of information contained in the agenda and may include the
following:
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Maps
Exhibits
Traffic Related Data
4. Staff Recommendation
All written and oral communication on an agenda item presented during the meeting shall become
part of the record.
After the presentation of the staff report, the Chairperson will invite questions of staff. Every
Commission member has the opportunity to ask relevant questions of staff. A Commissioner shall not be
interrupted when speaking unless called to order by the Chairperson.
Without further questions from the Commissioner, the Chairperson shall open the meeting to
14 public testimo~y. Persons interested in addressing the Commission on items appearing on the agenda must
file a written request for permission to speak with the Minutes Clerk. The Chairperson will invite the
15 person to the podium, and request to state their name and address for the record. Each person is granted
three minutes to speak only on that agenda item.
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The Chairperson shall close the public testimony when all the sufficient evidence has been
presented. Upon closure of public testimony, the Chairperson will invite questions of staff. Without further
questions, the Chairperson will request a motion.
A motion is a formal statement of a proposal or question to the Commission for consideration and
action. Every Commissioner has the right to present a motion. When a motion is made by one
Commissioner, it must be seconded by another Commissioner. The Chairperson will then restate the
motion before a vote.
Voting shall be conducted by the use of the electronic method, or by voice vote if one is not
22 available. An affirmative vote shall be registered by an oral statement of 'YES' or 'AYE'. A negative vote shall
be registered by an oral statement of 'NO' or 'NAY'. After a verbal vote, the Chairperson will state the
23 motion carries, by a majority vote, is denied, or is a tie. Tie votes shall constitute no action. The City Traffic
Engineer shall place the item on the next regular Commission meeting for further consideration.
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9 REPORT FROM TRAFFIC ENGINEER. The Traffic Engineer has the opportunity to verbalize
any concerns or interests pertaining to a non-agenda item. Such words shall not evoke discussion or
debate among Commissioners, City staff, or the general public during the meeting.
10 REPORT FROM TRAFFIC SAFETY COMMISSIONERS. Every Commissioner has the
opportunity to verbalize any concerns or interests pertaining to a non-agenda item. Such words shall not
28 evoke discussion or debate among Commissioners, City staff, or the general public during the meeting.
TSC RESO NO. 2016-1 4
11 ADJOURNMENT. All meetings shall be adjourned to a date, time and place, but not beyond
the next regular meeting. Once adjourned, the meeting shall not be reconvened. Meetings are adjourned
2 by Commissioners making and seconding a motion.
3 12 CODE OF CONDUCT. While the Commission meeting is in session, all persons in attendance
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shall maintain a reasonable code of conduct. Such conduct shall include the following behavior:
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Arrive on time.
Observe specified time limits for speaking.
Refrain from distractions.
Avoid unnecessary interruptions.
Deactivate all unnecessary personal electronic devices.
Avoid non-socially acceptable language.
Avoid non-socially acceptable gestures.
Any person present who does not conform to the code of conduct shall be requested to leave the
9 meeting by the Chairperson. Any person who chooses not to heed the Chairperson's request shall be
escorted out of the Council Chambers by a Police Officer.
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13 LEGAL GUIDELINES. The City of Carlsbad Traffic Safety Commission is required to adhere to
11 federal, state, and city guidelines.
12 The state guidelines are as follows:
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California Vehicle Code
Rosen burg's Rules of Order
Political Reform Act.
Ralph M. Brown Act
The California Manual on Uniform Traffic Control Devices
The Brown Act sets a legal precedence for political accountability using the following principles:
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City Council and Commission meetings shall be open to the general public.
The general public shall be notified of public meetings.
Not more than two City Council or Commission members are permitted to gather
and discuss specific political business.
Conferences, social, and ceremonial occasions are exempt; however, the general
public is informed of said occasions and political business shall not be discussed.
The City guideline is as follows:
1. Carlsbad Municipal Code
The provision of these guidelines is to facilitate and expedite the orderly conduct ofthe transaction
23 of business. Failure of the Commission to adhere to these guidelines will nullify the action of the item of
business. When the Commission has achieved conformity, then business may continue.
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14 FINAL THOUGHTS. The Traffic Safety Commission Procedures were prepared in consistency
with the City of Carlsbad's Mission Statement:
"To provide top-quality services to our citizens and customers in a manner that enhances
the quality of life for all who live, work, and play in Carlsbad."
Since the Commission is a volunteer effort, the information in this Resolution is a resource to assist
each Commissioner with a valued role.
PASSED, APPROVED AND ADOPTED by the Traffic Safety Commission of the City of Carlsbad at a
regular meeting held on the 1st day of February, 2016 by the following vote, to wit:
AYES: Hunter, Fox, Poka, Muir, Gocan
NOES: None
ABSENT: None
CHUCK HUNTER, Chairperson
CARLSBAD TRAFFIC SAFETY COMMISSION
ATIEST:
16 DOUG BILSE
SENIOR TRAFFIC ENGINEER
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TSC RESO NO. 2016-1 6
Traffic Safety Commission
Procedural Rules
Traffic Safety Commission
March 6, 2017
TSC Appointments
Municipal Code 2.28.020
•TSC is comprised of 5 commissioners appointed by
the City Council
•4-Year terms (terms staggered by 2 years apart)
•Must be Carlsbad resident and registered voter
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TSC Duties
Municipal Code 2.28.050
•Review staff studies and make written recommendations to city
council regarding measures that should be taken to promote
traffic and pedestrian safety within the city
•Provide a public forum to review citizen complaints and requests
regarding traffic and pedestrian safety;
•Recommend revisions to city codes and plans on matters
involving traffic and pedestrian safety, parking and school safety.
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TSC Meetings
Municipal Code 2.28.040
•TSC meets monthly
•Meeting reports sent to City Council
•TSC adopts its own rules and regulations
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Comments from January TSC Meeting
•Section 5 should read “If there is no objection…”
•Section 5 should read “… the minutes become a permanent public
record and are filed accordingly.”
•In section 6 the subject title “Oral Communication” should be
renamed to “Public Comment”
•Section 6 should remove the 15-minute limit on the public comment
portion of the meeting, while maintaining the current 3-minute limit
for each speaker
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Comments from January TSC Meeting (con’t)
•Section 8 should be revised to reflect the use of the new electronic
voting system when available
•The order of Sections 9 and 10 should be reversed
•Section 12 should read “Deactivate all unnecessary personal electronic
devices” instead of “Shut off all cell phones and beepers.”
•Section 13 should be revised to refer to the “Rosenburg’s Rules of
Order” in place of “Robert’s Rules of Order”
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Staff Recommendation
•Approve TSC Procedures as proposed in Resolution
No. 2017-1
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