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HomeMy WebLinkAbout2008-01-07; Traffic Safety Commission; ; Review, comment upon, and approve the attached TSC rules and procedures, and adopt TSC Resolution No. 2008-1CITY OF CARLSBAD TRAFFIC SAFETY COMMISSION STAFF REPORT COMMISSION MEETING OF: January 7, 2008 LOCATION: NIA INITIATED BY: City Engineer ITEMNO.6C REQUESTED ACTION: Review, comment upon, and approve the attached TSC rules and procedures, and adopt TSC Resolution No. 2008-1. BACKGROUND: DATA: On April 2, 1990 the Traffic Safety Commission adopted TSC Resolution No. 90-1 that established the original procedural rules. The procedural rules have been changed by the Traffic Safety Commission several times since originally being adopted, most recently on February 5, 2007. On a yearly basis, the Traffic Safety Commission reviews the procedural rules for the conduct of the Traffic Safety Commission meeting. If changes are required based upon needs identified at Commission meetings in the previous 12 months, changes can be incorporated into the attached 2007 resolution. Traffic Safety Commission Resolution 2008-1 governing rules and procedures was originally adopted in 1990 and there have been several changes made in subsequent years thereafter. If there are no revisions recommended by the Commission, TSC Resolution No. 2008-1 is provided for adoption by the Traffic Safety Commission. Should revisions be necessary, this item will be continued until the next available meeting with the revisions incorporated into the revised resolution for consideration by the Commission at that time. RECOMMENDATION: Staff recommends adoption of TSC Resolution No. 2008-1 subject to changes or revisions recommended by the Traffic Safety Commission. NECESSARY CITY COUNCIL ACTION: No City Council action required for this item. 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ( ( TRAFFIC SAFETY COMMISSION RESOLUTION NO. 2008-1 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 2 3 4 5 6 7 8 9 10 11 12 13 14 INTRODUCTION MEETINGS CALL TO ORDER ROLL CALL APPROVAL OF MINUTES ORAL COMMUNICATIONS PREVIOUS BUSINESS NEW BUSINESS REPORT FROM TRAFFIC SAFETY COMMISSIONERS REPORT FROM TRAFFIC ENGINEER ADJOURNMENT CODE OF CONDUCT LEGAL GUIDELINES FINAL THOUGHTS TSC RESO NO. 2008-1 1 C ( ( 1 INTRODUCTION. The City of Carlsbad Traffic Safety Commission is an advisory 2 Commission to the City Council. The Commission's primary function is indicated under "Duties" in Carlsbad Municipal Code Chapter 2.28.050. 3 Comprised of five members appointed by the City Council, each Commissioner must be a 4 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 5 "Statement of Economic Interests" with the City Clerk. 6 Once appointed, each Commissioner is responsible for maintaining the following duties in 7 8 9 10 a non-biased point of view: 1. 2. 3. 4. 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. 11 2 MEETINGS. The Commission shall hold regular meetings on the first Monday of. each month. The meetings shall be called to order at 3:00 p.m. in the Council Chambers at 12 City Hall: 1200 Carlsbad Village Drive, Carlsbad, California, 92008. 13 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 14 meeting. 15 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. 16 The meeting agenda shall be available to the general public at the office of the City Traffic 17 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. 18 19 20 21 22 23 24 25 26 27 28 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 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 shall include the date, time, place, and business for transaction. Special meetings shall adhere to the same guidelines as regular meetings. 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. Ill Ill TSC RESO NO. 2008-1 2 ( ( 1 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 2 the Vice Chairperson, the City Traffic Engineer shall call the Commission to order. 3 A temporary Chairperson shall be elected by the Commission member present. Upon the arrival of the Chairperson or Vice Chairperson, the temporary Chairperson shall relinquish the 4 chair at the conclusion of the business before the Commission. 5 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, 6 the meeting shall be adjourned using the hierarchy previously mentioned. 7 When a member of the Commission is disqualified due to a conflict of interest, there must be a remaining quorum for the transaction of business. If there is not a remaining quorum, 8 the item shall be deferred until a quorum is present. 9 4 ROLL CALL. Before proceeding with the business of the Commission, the Minutes Clerk shall call the roll of the Commission and staff members and the results shall be 1 o documented in the minutes. 11 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 12 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. 13 Tape recordings and written minutes of meetings are public documents. Copies may be 14 obtained by filing a written request to the City Traffic Engineer. 15 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 16 the City Manager, City Attorney, City Traffic Engineer, and any other individuals designated by the City Manager. 17 The minutes shall be approved as written by a motion of one Commissioner and seconded 18 by another Commissioner. Once approved by a majority vote, the minutes become a permanent public record and are filed in the Engineering Department. 19 20 21 22 23 24 25 26 27 28 A Commissioner may request, through the Chairperson, a correction to the minutes. If there is objection from any member of the Commission, the minutes shall be approved with said correction using the same motion procedure as previously stated. 6 ORAL COMMUNICATIONS. 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. A total of 15 minutes is provided for oral communication. 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. 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. TSC RESO NO. 2008-1 3 ( ( 8 NEW BUSINESS. Within the agenda, there is written information which is relevant for consideration by the Commission. 2 During the meeting, a staff report is presented to the Commissioners and members of the 3 audience. The staff report is a synopsis of information contained in the agenda and may include the following: 4 5 6 1. 2. 3. 4. Maps Exhibits Traffic Related Data Staff Recommendation 7 All written and oral communication on an agenda item presented during the meeting shall become part of the record. 8 After the presentation of the staff report, the Chairperson will invite questions of staff. 9 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. 10 Without further questions from the Commissioner, the Chairperson shall open the meeting 11 to public testimony. 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. 12 The Chairperson will invite the person to the podium, and request to state their name and address for the record. Each person is granted five minutes to speak only on that agenda item. 13 The Chairperson shall close the public testimony when all the sufficient evidence has been 14 presented. Upon closure of public testimony, the Chairperson will invite questions of staff. 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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 a voice vote. 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 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. 9 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 evoke discussion or debate among Commissioners, City staff, or the general public during the meeting. 10 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. 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 by Commissioners making and seconding a motion. TSC RESO NO. 2008-1 4 1 2 3 4 5 6 ( ( 12 CODE OF CONDUCT. While the Commission meeting is in session, all persons in attendance shall maintain a reasonable code of conduct. Such conduct shall include the following behavior: 1. 2. 3. 4. 5. 6. 7. Arrive on time. Observe specified time limits for speaking. Refrain from distractions. Avoid unnecessary interruptions. Shut off all cell phones and beepers. 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 7 leave the 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. 8 13 LEGAL GUIDELINES. The City of Carlsbad Traffic Safety Commission is required g to adhere to federal, state, and city guidelines. 10 The federal guidelines include: 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1. Manual of Uniform Traffic Control Devices (supersedes the California Traffic Manual). The state guidelines are as follows: 1. California Vehicle Code. 2. Roberts Rules of Order 3. Political Reform Act. 4. Ralph M. Brown Act The Brown Act sets a legal precedence for political accountability using the following principles: 1. 2. 3. 4. 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 of the transaction 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. Ill Ill Ill Ill TSC RESO NO. 2008-1 5 ( \ 14 FINAL THOUGHTS. The Traffic Safety Commission Procedures were prepared in consistency with the City of Carlsbad's Mission Statement: 2 "To provide top-quality services to our citizens and customers in a manner that 3 enhances the qualify of life for all who live, work, and play in Carlsbad." 4 Since the Commission is a volunteer effort, the information in this Resolution is a resource 5 6 to assist each Commissioner with a valued role. PASSED, APPROVED AND ADOPTED by the Traffic Safety Commission of the City of 7 Carlsbad at a regular meeting held on the __ day of ______ , 2008 by the following 8 vote, to wit: 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 AYES: NOES: ABSENT: ATTEST: ROBERT T. JOHNSON, JR., P.E. CITY ENGINEER TSC RESO NO. 2008-1 GUY J. RONEY 111, Chairperson CARLSBAD TRAFFIC SAFETY COMMISSION 6