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CAC 12 12 19964 ,,*PQuiKrw CULTURAL COMMISSION AGENDA La Quinta Civic Center Study Session Room 78-495 Calle Tampico - La Quinta, CA 92253 December 12, 1996 12:00 Noon I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call II. CONFIRMATION OF AGENDA Corrections, deletions or reorganization of the agenda III. PUBLIC COMMENT The Chair reserves the right to limit discussion on any topic to five minutes or less. IV. CONSENT CALENDAR A. Approval of Minutes of November 20, 1996 B. Update on Handbook for Commissions, Boards & Committees V. BUSINESS ITEMS A. Cultural Arts Master Plan 1. Discussion of Valley -wide Cultural Affairs Conference 2. Discussion of Community Workshop 3. Responses Received on Community Cultural Arts Questionnaire B. Discussion of Cultural Commission Meeting Time VI. CORRESPONDENCE AND WRITTEN MATERIALS A. Letter of Resignation from Commissioner Archie Sharp B. Art in Public Places Commission Minutes for October 7, 1996 C. Historical Preservation Commission Minutes for October 17, 1996 D. ARTimes Newsletter VII. COMMISSIONER ITEMS VIII. ADJOURNMENT IX. NEXT MEETING INFORMATION January 23, 1997 La Quinta Civic Center Study Session Room • • Ems• � 2 V rY OF CULTURAL COMMISSION MEETING DATE: December 12, 1996 ITEM TITLE: Update on Handbook for Commissions, Boards and Committees BACKGROUND: On November 19, 1996 the City Council reviewed and approved a Handbook for Commissions, Boards and Committees. Attached is the approved Minutes of their discussion. This Handbook will be distributed to all Commission, Board and Committee members within 30 days. RECOMMENDATION: No action required. Mark Weiss, Assistant City Manager Attachment: 1. City Council Minutes of November 17, 1996 PRCMEMO.001 City Council Minutes 17 November 19, 1996 7. CONSIDERATION OF HANDBOOK FOR COMMISSIONS, BOARDS, AND COMMITTEES. Mr. Weiss, Assistant City Manager, advised that Council recently approved modifications to the Municipal Code to provide more consistency with the City's Boards and Commissions and the proposed handbook was drafted to serve as the operational guide for the Boards and Commissions. He advised of a correction on Page 21 relative to appointments to the Art in Public Places Commission and advised that standardization of the agendas will eliminate study sessions for the Planning Commission. He further noted that Board/Commission Minutes and staff department reports are considered the mechanism by which Boards & Commissions will communicate with Council. Council Member Henderson viewed the Planning Commission and Investment Advisory Board as somewhat different from the other Boards and Commissions. She felt that their agendas and minutes should follow the same form, but asked if there was any legal reason why the Planning Commission couldn't continue having study sessions as long as they are properly noticed and recorded. City Council Minutes 18 November 19, 1996 Ms. Honeywell, City Attorney, advised that it's not a problem as long as the items under discussion are not on the agenda for action, but their study sessions usually relate to items scheduled for public hearing later that evening which is a due -process concern because potential decisions are made outside the scope of the public hearing. In response to Council Member Adolph, Ms. Honeywell advised that although no formal decisions are made in the study sessions, oftentimes there are references made to such decisions during the public hearing. All information considered by the decision -maker for a public hearing item must be presented before the public. Council Member Adolph felt it's important for the study sessions to continue if it can be legally done through noticing because it allows the Planning Commission to get through a lot of mundane information and keep the public hearings from extending too late into the evening. Council Member Perkins agreed with the City Attorney and suggested that when a public hearing requires lengthy discussions, that it be continued to the next meeting. In response to Council Member Adolph, Ms. Honeywell advised that a continuance would not be a delay of due process as long as there is a reasonable basis for it. The Planning Commission could start their meetings earlier to take care of other business items prior to the public hearings at 7:00 p.m., but there hasn't been that many items on the agenda for the last four months. Council Member Henderson pointed- out that sometimes late meetings are a part of the commitment one makes in assuming theses positions, but she continued to support study sessions as long as they are legally held. Council Member Sniff felt that the study sessions have not worked right for a long time and shouldn't continue. He noted that the meetings are generally adjourned by 8:00 or 9:00 p.m. He felt that there is a need to avoid the perception that decisions are being discussed and made during the afternoon study sessions then again in the evening. He supported approving the handbook as amended and felt that the Planning Commission should continue any item if there is a significant need, so that the public has the opportunity to hear all of the information presented. In response to Council Member Adolph, Ms. Honeywell advised that, although the meetings are noticed for the purpose of the Brown Act, she was concerned City Council Minutes 19 November 19, 1996 that discussion of a public hearing item during the afternoon study session could leave the City vulnerable to challenge. She suggested that the notices be changed to reflect an earlier meeting time or that lengthy items be continued to the next meeting. MOTION - It was moved by Council Members Sniff/Henderson to approve the Handbook for Commissions, Boards, and Committees as amended. Motion carried unanimously. MINUTE ORDER NO. 96-174.