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HomeMy WebLinkAbout1997-02-11 - AGENDA REPORTS - CITIZENS TRANS ADVISORY (2)AGENDA REPORT UNFINISHED BUSINESS DATE: February 11, 1997 City Manager Approv, Item to be presented A. Caravalho SUBJECT: RE-EVALUATION OF THE CITIZENS TRANSPORTATION ADVISORY COMMITTEE DEPARTMENT: Building and Engineering Services On December. 10, 1996, the City Council entertained a motion to dissolve the Citizens Transportation Advisory Committee (CTAC) and find other ways of enhancing the public input process, such as working with the Chamber of Commerce's Transportation Committee. As not all members of CTAC were present at that meeting, the Council deferred action on this issue to a future date. This report includes additional information and some options for Council's consideration. CTAC was formed in June 1992. All members are appointed to the Committee by the City Manager. A maximum of 11 members have been appointed to the Committee in a given year. During the past 4-1/2 years, there has been some turnover in the membership, which has resulted in new members being appointed to the Committee. Some of the major issues addressed by the Committee in the past include the East/West Corridor topic, selection of the New Road, relationships between land use and transit planning, and the Citywide Bikeway Planning issue. Since fiscal year 1994-95, attendance of CTAC members at meetings has been declining. Several meetings in which crucial decisions were made were attended by only five to six members. At least two meetings were canceled due to low attendance. Several members of the public and the City Council expressed concerns about the effectiveness of CTAC in the decision-making process, especially since the recommendations from CTAC would typically need to go through the public hearing process at the Planning Commission and City Council levels. Finally, there was a concern that CTAC may be duplicating some issues which are normally addressed by the Santa Clarita Valley Chamber of Commerce's Transportation Committee, which City staff attends. The City Council reviewed a progress report and an evaluation of the effectiveness of this Committee in April 1996. Based on input and recommendation from CTAC members, the Council adopted the revised Standard Operating Procedure for the Committee (Exhibit 1). Some of the major changes in the revised procedure were: PPROAgenda Item: RE-EVALUATION OF THE CITIZENS TRANSPORTATION ADVISORY COMMITTEE February 11, 1997 - Page 2 1. Reducing the membership size to seven through attrition. 2. Not allowing more than three absenteeisms in a fiscal year. 3. Having a maximum term limit of four years (under this criteria four of the existing seven members would leave the Committee in June 1997 --see Exhibit 2). 4. Allowing a maximum of two non -City residents from the Santa Clarita Valley to join CTAC. Discussion: Included in the Council's motion at the December 10 meeting was a direction to work with the Chamber of Commerce to determine if CTAC's goals and public participation format could be combined with the Chamber's Transportation Committee. Staff met with Chamber staff to explore this option, and also agendized this issue on CTAC's January meeting for further discussion and input before the item is brought back to the City Council. Below are the findings and options: A. Discussion with Chamber Staff: The Transportation Committee of the Chamber has been in existence for more than 20 years. In order to be a voting member of the Committee, a private citizen must pay an annual membership fee of $125. The meetings are open to the public, and any member of the public may attend the meetings and voice. his or her concerns about any transportation issue. The goals and objectives of the Committee are shown on Exhibit 3, and are very similar to the overall goals of CTAC.If CTAC is dissolved and the public is asked to attend the Chamber's meeting to provide input, the following are possible pros and cons: Pros: 1. More access to staff from other agencies, as staff from County, Caltrans, School Districts, Sheriffs Department, CHP, and State Assembly representatives usually attend those meetings. 2. Decrease in duplication of efforts, as often the same subject matters discussed at the Chamber's meeting are again discussed at the CTAC meeting. 3. Small groups/task forces have been formed in the past, and could continue to be formed when/if a specific topic needs additional attention and citizens could work together to address those issues. 4. A City staff person could be designated to participate in setting the agenda topics for the Chamber's meeting, thus providing additional means for the public to place their issues on the upcoming meeting agendas. Cons: 1. The cost to join as a voting member may be of concern. 2. The noontime schedule of the Chamber's meeting may not be suitable for all members of the public or all current members of CTAC. Usually two to three members of CTAC have also been attending the Chamber's meeting in the past. 3. Actions voted by the Committee would not be directly forwarded to the City, as all recommendations would be forwarded to the Chamber's board for final vote. RE-EVALUATION OF THE CITIZENS TRANSPORTATION ADVISORY COMMITTEE February 11, 1997 - Page 3 B. Discussion with CTAC Members: The results of the discussion with Chamber's staff were discussed at the CTAC meeting of January 16, where five of the Committee members and three members of the public were present. Some of the suggestions for consideration included: 1. Keep the Committee but only meet on an ad hoc/as needed basis. 2. Form task forces which could be organized to work on a specific issue when one emerges. 3. Once or twice a year, or as needed, form a transportation forum when the public at large could be invited to provide input on certain issues ongoing at the time. There are two options: - Option 1: CTAC continues to exist and will act as the Committee seeking input in those forums. Option 2: If CTAC were dissolved, City staff would organize the forums in the same manner as the forums previously held by the City for Transit, Redevelopment, or specific projects such as the meetings for the Magic Mountain Parkway/Via Princessa alignments. CTAC Members' Recommendations: The desire of the members to rejuvenate the Committee and improve its attendance and effectiveness was evident at this meeting. After receiving public input and discussing the pros and cons of various options, the Committee requests that the City Council consider the following items, which were voted on by the five members in attendance: 1: Change the meeting format to an ad hoc/as needed basis as issues arise. Such meetings could be in the form of a transportation forum. 2. CTAC with a core membership would continue to exist to seek citizen input and address issues. The core membership would be expected to attend the meetings and would be in addition to several representatives from various homeowners' associations, private transportation committees, and business interests who will be asked to attend such meetings. The goal would be to encourage active participation of representatives from various sectors of the community in these meetings. The overall objective is to provide the City Council with true input and feedback from the community. 3. Set aside all rules and procedures previously created for the Committee and start new ones. This recommendation would override the term limits, number of members, rules on absenteeism, and other guidelines adopted by the City Council in April 1996, and would call for devising new criteria for each issue. 4. Change the reporting format of the Committee so it directly reports to the City Council and falls under the provisions of the Brown Act. RE-EVALUATION OF THE CITIZENS TRANSPORTATION ADVISORY COMMITTEE February 11, 1997 - Page 4 Conclusion: City staff, as well as the Committee members, concur that the enthusiasm and energy of the Committee has changed over the last five years. The Committee started work in 1992 when the East/West Corridor discussion was a major issue in the community and many forums held by the Committee were attended by large groups of residents. This issue is currently being dealt with as part of the preparation of the EIR for the Circulation Element General Plan Amendment. Other significant issues dealt with by the Committee, such as the selection of a New Road and the Citywide Bike Planning issue, have already been completed. At present, there are no specific major issues waiting to be addressed by CTAC. Staff applauds the commitment given by several members of the Committee to attend most meetings, but has concerns about calling for meetings where the nature and complexity of the topics draw only a handful of members. Although the absenteeism issue has been discussed in length by all members on several occasions, meetings continue to attract only four to five members. The duplication of staffs efforts also continues as many issues also get addressed by staff in other committees or forums. Staff believes some changes to the existing form are in order and seeks the City Council's direction on how to proceed. RECOMMENDATION City Council review the re-evaluation report of the Citizens Transportation Advisory Committee and make a decision about the status of this advisory committee. Exhibit 1: Revised Standard Operating Procedure adopted by Council in April 1996 Exhibit 2: Geographical Areas of Existing Members' Residences Exhibit 3: Goals and Objectives of the Chamber's Transportation Committee BJ:Ikl EXHIBIT 1 CITIZENS TRANSPORTATION ADVISORY COMMITTEE STANDARD OPERATING PROCEDURE 1. PREAMBLE One of the purposes of government is to provide an environment for the benefit and enjoyment of the citizens it is empowered to serve. In order to provide this environment, it becomes necessary for the City to establish policies and to make decisions which it believes will encourage the development and nurturing of this environment. Oftentimes, the City must make these decisions based on its best judgment of what its citizens desire. At times, it is difficult to determine its citizens' desires because of the limited time for input and the lack of organizational structure for input. The City hopes to improve on public participation by providing a forum and an organizational structure to assist the City Manager and staff in developing and promoting recommendations which balance professional judgment with citizen wants and needs. In this way, the Council will be better equipped to make decisions which will clearly represent the wants and needs of its citizens. 2. PURPOSE A Citizens Transportation Advisory Committee of a maximum of seven members appointed by the City Manager is established in the City to review traffic and transportation issues in order to: A. Advise the City Manager on policy recommendations to the City Council and Planning Commission. B. Provide a public forum for exchange of information between City staff and residents. C. Develop and recommend prioritization of major improvement projects. D. Establish a new vehicle for City participation in policy decisions. E. Formalize an organizational structure to focus and strengthen citizen input. 3. COMMITTEE TASKS A. Review, discuss, and make recommendations to the City Manager on traffic and transportation issues. B. Review the transportation aspects of the Five -Year Capital Improvement Program and major capital projects to establish priorities. Revision 2: August 1996 CITIZENS TRANSPORTATION ADVISORY COMMITTEE STANDARD OPERATING PROCEDURE Page 2 C. Review roadway alignments for major and secondary highways shown on the General Plan that are to be established and approved by the City Council. D. Establish a format for informal agendas which shall include provisions for public participation at each meeting. E. Conduct public forums generally once every month on Thursdays beginning at 4:00 p.m. and concluding at 6:00 p.m. or sooner, but some meetings may be held in the evenings. Depending on the scope of assignments, however, staff may schedule additional meetings or cancel certain meetings. F. Develop a list of agencies that would have input relative to transportation and traffic issues in the Santa Clarita Valley and provide a standing invitation to these agencies to participate in these meetings. G. Provide liaison between this Committee and other advisory. committees which address transportation and traffic issues in the Santa Clarita Valley. 4. CITY STAFF TASKS A. The City Manager shall appoint a maximum of seven members. B. The appointed members shall be residents of the Santa Clarita Valley; however, a maximum of two members may be non-residents of the City. The members should represent a balance of citizens and business interests to provide a broad representation of groups impacted by transportation decisions. C. The City Manager shall endeavor to make selections which consider balanced membership from each geographic area within this Valley. D. The City Manager shall provide public notice and an application for any citizen wishing to serve on the Committee. E. The City Manager shall make appointments from the list of applicants and shall maintain a current list of applicants not selected to be used to appoint members within 90 days of a Committee vacancy. F. The City Traffic Engineer shall be regular staff, a non-voting member of the Committee. The City Manager shall assign other staff to the Committee as needed. G. The City Manager or his/her designee shall be the Executive Officer of the Committee. Revision 2: August 1996 CITIZENS TRANSPORTATION ADVISORY COMMITTEE STANDARD OPERATING PROCEDURE Page 3 H. The City Manager shall consider recommendations from the Committee in staff reports prepared for the Council or the Planning Commission. I. The actions of the Committee shall be documented for future reference. The proceedings for the meeting may be audio taped and kept at a location designated by the City Manager for review by any interested party. 4��)plEl:\►1 Y�i�l A. The officers of the Committee shall be composed of a Chairperson, Vice -Chairperson, and the City Manager or designee. Except for the City Manager or designee, the officers shall be selected by a majority vote of the Committee members and shall serve for one year. Members may again be selected to serve in any of those positions after a minimum of one year. Members shall serve on the Committee no more than four years and may be reappointed after a minimum of one year. B. The Vice -Chairperson will assume the Chairperson position in the event of his/her resignation and a new Vice -Chairperson will be selected. Those individuals may be again selected to any of the respective offices in the following year. C. No more than three excused or non -excused absences shall be allowed in a fiscal year. Members missing more than three meetings shall be requested to resign from the Committee. D. Notwithstanding the provisions of 5.A., above, the City Manager or designee shall serve as Chairperson of the Committee for the first six months, at which time the Committee shall select its own Chairperson. 6. COMPENSATION A. All Committee members, except City staff, shall serve without compensation. B. City staff shall be compensated in accordance with the personnel policies, rules, and regulations of the City. BJ:lkl council\a tacllj Revision 2: Aug n 1996 r , I 1 � ►�l�if.�a�'. n� o . .— SANTA CL&R VALLEY A.R Exhibit 2 Geographical Areas of Existing i Members' ResidencesMembers whose terms expire in June 192 F � •�J'��' 17 Santa Clarita Valley Chamber of Commerce TRANSPORTATION COMMITTEE Plans, initiates and supports action that promotes development of an effective circulation system within the Santa Clarita Valley and the nearby region. OVERALL OBJECTIVES • Monitor, study,. advocate and participate in efforts to develop a safe, efficient and forward looking circulation network in the Santa Clarita Valley and the nearby region • Hold monthly planning and open meetings to continue to encourage public, agency and Chamber participation • Encourage presentations of issues of topical and general interest by agencies, individuals and governmental entities • Developregular reporting gu procedures for traffic and transportation concerns of law ° enforcement agencies • Continue to address transit and ride -sharing issues, encourage alternate modes of travel such as bicycling, Metrolink usage, etc. • Urge expeditious and thorough repair and maintenance of all streets and highways throughout the Santa Clarita Valley • Develop and maintain records and studies describing changing demographics and transportation plans throughout the area so as to best plan for system modifications and improvements. GOALS FOR 1997 PRIMARY: • Develop and implement a plan to secure favorable City Council approval for a proposed alignment of an East/West Corridor linking Interstate 5 to State Route 14. Seek Federal funding through Intermodal Surfaced Transportation Efficiency Act (ISTEA) funding. CONTINUING: • Explore the extension of Lyons Avenue linking the current terminus to a route that will connect with Placenta Canyon at the SR 14 off ramp. (Plan a T intersection at Dockweiler and Lyons Ave.) • Encourage and support the construction of The Old Road from the Castaic area to Calgrove. • Seek full understanding of all proposed roads planned to accommodate the population now and into the future for the Santa Clarita Valley. (Magic Mountain, Rio Vista, Via Princessa, Wiley Canyon, etc.) • Advocate the development of frontage roads adjacent to major corridors wherever possible, especially parallel to Soledad Canyon Road, Interstate 5 and SR14. • Invite developers' representatives to attend future Transportation Meetings wherever there are significant impacts to existing roads or whenever the developments will necessitate additional roadways. • Continue to explore finding a Northerly route linking Antelope Valley with the Santa Clarita Valley. Re-examine utilizing Charlie Canyon or another outlet as a viable means to relieve future traffic generated by Tesoro Del Valle. • Carefully monitor the traffic patterns caused by future developments of the Lockheed Rye Canyon property, to protect and enhance the flow of traffic in the industrial center of 63111 Valencia • Provide oversight of the completion of Plum Canyon to Whites Canyon as expeditiously as possible. TRANSIT OBJECTIVES AND GOALS: • Encourage the acquisition of a rail line and its realignment linking the Metrolink line to a route serving Ventura County and the Santa Clarita Valley. Explore developing new Metrolink stations in the future, one to be located in the proposed Newhall revitalization area an the other in the Newhall Ranch area. • Support the development of a High Speed Rail line serving the entire State of California. • Encourage the construction of an expanded transit and maintenance facility. • Support the acquisition of alternative fueled vehicles as soon a practicable. • Support the development of a multlimodal transit center to serve an expanded number of transit users. �f • Continue to serve the transit needs of seniors, the disabled and students as well as commuters. • Provide convenient, seven days a week transit service and promote its usage through incentives. NEW METHODOLOGY GOALS: • Support the aggressive pursuit of new technology to enhance and promote the safe, efficient and convenient movement of people, goods and services. These services and systems may include but are not limited to: Traffic Signal Control Systems Freeway Management Systems Transit Management Systems Electronic Fare Payment Systems Electronic Toll Collection Systems Multimodal Traveler Information Systems M cors THE D F e—A<H 3 Yd �-IIhv 2s Dpr� Mowrf4 @ W -L45