HomeMy WebLinkAbout040924-03.5 STUDY STUDY SESSION MEMORANDUM 3.5
TO: Mayor and Town Council April 9, 2024
SUBJECT: Discussion of appointments to and status of the Bicycle Advisory
Commission
BACKGROUND AND DISCUSSION
In July 2021, the Town Council adopted the Town’s first ever Bicycle Master Plan. One
of the recommendations in the Plan was that the Town create a bicycle advisory
committee to provide advice and input on implementation of the Master Plan. At the
Town Council’s study session of February 8, 2022, staff presented two different options
to implement this recommendation: an ad hoc committee reporting to the Parks, Arts
and Recreation Commission or a formal Bicycle Advisory Commission reporting to the
Town Council. (Attachment A)
The Council selected the latter option and in March 2022 adopted an ordinance creating
the commission. (Attachment B) The Commission is nearing the end of its first two years,
with the terms of Commissioners Call, Choi and Williams expiring on June 30, 2024. The
Town is currently recruiting for interested applicants.
During the Town Council meeting of April 2, 2024, a majority of the Council requested
that this item be placed on the April 9 study session to discuss the current status and
operations of the Commission.
RECOMMENDATION
Discuss the status of the Bicycle Advisory Commission and provide direction to Town
staff on the need for any future agenda items regarding the commission.
Prepared by:
Robert B. Ewing
City Attorney
Attachments: A-February 8, 2022 Study Session Staff Report
B-Ordinance No. 2022-02
STUDY STUDY SESSION MEMORANDUM 3.1
TO: Mayor and Town Council February 8, 2022
SUBJECT: Review and Consider Formation and Structure of a Proposed Town of
Danville Bicycle Advisory Committee
BACKGROUND
On July 6, 2021, the Town Council adopted the Town of Danville Bicycle Master Plan,
CIP C-609 (Attachment A). The Bicycle Master Plan (“BMP”) provides a roadmap for the
prioritization and construction of future bicycle improvements and sets policy on how to
further encourage and promote bicycling as a safe and viable form of transportation. As
part of an evaluation and accountability component to the BMP, the formation of a Bicycle
Advisory Committee was prominently recommended in Chapter 5, “Programs and
Policy Recommendations” of the BMP (Attachment B). It is envisioned that this body
would represent the interests of bicyclists and other non-motorized forms of
transportation issues and to advise on the development of project and programmatic
initiatives recommended in the BMP.
DISCUSSION
Town staff has researched the functions and structures of Bicycle Advisory Committees
(“BAC”) and active transportation-oriented advisory committees in other jurisdictions of
similar size and characteristics of Danville. After reviewing example advisory bodies,
mission statements, and by-laws, the following structural elements were commonly
found:
Diverse group membership. Representatives appointed to bicycle, and active
transportation advisory committees should represent a broad cross-section of
experiences, backgrounds, demographics, abilities, and geographical areas to
ensure robust and inclusive community representation. Technical experts and/or
advocates are often appointed to BACs as well to balance discussions.
Cross-functional advisory duties. Issues of public health and safety,
development, and sustainability do not exist in a silo and often intersect with
mobility issues. Whether a BAC member is a technical expert or simply an expert
in their own experiences, input from BACs to advise elected officials and other
appointed bodies such as the Town Council; Planning Commission; Design
ATTACHMENT A
Review Formation and Structure
of a Bicycle Advisory Committee 2 February 8, 2022
Review Board; and Parks, Recreation and Arts Commission can provide a richer
perspective in areas with overlapping concern.
Defining Clear Objectives and Purpose. BACs provide input and direction on the
advancement, development, maintenance, and implementation of Bicycle Master
Plans, Bicycle and/or Pedestrian Design Guidelines, development and
implementation of bicycle-related projects and programs and ensures adherence
to Complete Streets Policies and local General Plans. These governing documents
serve as the foundation and define clear goals and objectives of a BAC.
Meeting Frequency. Establishing monthly, bi-monthly, or quarterly meetings that
ensure efficient, productive meetings that are well-attended and are set at a time
of day or night that allows for the broadest cross-section of interested members of
the public to attend and participate.
Term Limits. Two-year terms, without term limits. Many of the agencies
researched included an application process, followed by interviews administered
by department staff, who provided recommendations for the actual appointments,
presided over by the Town Council.
SUMMARY
Based on its findings, staff recommends the formation of a Town-appointed BAC
comprised of five regular members representing a diverse cross-section of demographics
and bicycling interests such as seniors, youths, families, commuters, advocates,
recreationalists (i.e., road and mountain bike cyclists), and merchants interested in
fostering and enhancing bicycling in Danville. More specifically, it is recommended that
one BAC representative include a student from the San Ramon Valley Unified School
District; one member from the senior community; and one representative from a non-
profit organization, advocacy group or social service organization.
Members are expected to represent public interests and not solely the interest of their
appointing authorities or any specific organization. Member responsibilities include, but
are not limited to, acting as community advocates, assisting in disseminating
information, educating the public in an ongoing manner, assessing progress on
governing documents such as the Bicycle Master Plan, and advising staff and the Town
Council on bicycle-related issues.
There are two approaches to the formation of a BAC that are recommended to be
considered (see Table 1, below). The BAC could be formed as (a), an ad hoc committee
formed via a Town Council resolution that would report directly to the Parks, Arts and
Recreation Commission or Town staff, or (b), function as a Town Council-appointed
commission established via Town Ordinance that would be subject to Ralph M. Brown
Act requirements for conducting meetings and business as a public agency legislative
Review Formation and Structure
of a Bicycle Advisory Committee 3 February 8, 2022
body, and that would report directly to the Town Council. With both options, the BAC is
recommended to meet either bi-monthly or quarterly in the early evening to ensure
availability and participation of the anticipated composition of the group. A staff member
from the Transportation Division will oversee the committee and provide administrative
duties. Other Town staff and appropriate public safety staff from other agencies will be
invited to attend and participate on an ad hoc basis in areas of their expertise. Finally, it
is recommended that members would serve two-year terms with no term limits. A
summary of BAC structure options is provided as follows (Table 1):
Table 1 – Summary of BAC Structure Options
Option A
Bicycle Advisory
“Committee”
Option B
Bicycle Advisory
“Commission”
Group Structure Ad hoc Committee, created
via Town Council Resolution
Formal Commission,
established via Town
Ordinance
Group Composition 5-member committee
representing a diverse cross-
section of demographics and
bicycling interests such as
seniors, youths, families,
commuters, advocates,
recreationalists (i.e., road
and mountain bike cyclists),
and merchants interested in
fostering and enhancing
bicycling in Danville.
Same
Application Process Application and interview-
reviewed by Staff
Application and interview -
reviewed by Town Council
Meeting
Requirements
Not subject to Ralph M.
Brown Act; adopt By-laws;
staff presides over meetings
Pursuant to Ralph M.
Brown Act (Gov. Code
Section 54590 et seq.); adopt
Powers, Duties and Rules;
appoint Chair and Vice
Chair
Meeting Frequency Quarterly, or as directed by
Town Staff
Quarterly or Bi-monthly;
adopt annual meeting
schedule
Reports To Parks, Arts and Recreation
Commission or Town Staff
Town Council
Terms of Service Two-year terms, no term
limits
Same
Review Formation and Structure
of a Bicycle Advisory Committee 4 February 8, 2022
Schedule and Next Steps
It is recommended that a Town-appointed BAC be formed by July 1, 2022. This would
require that the recruitment process begin in mid-March 2022 to coincide with current
Town Commissions recruitment schedules and application processes. The structure and
establishment of a Town of BAC would be brought before the Town Council for
consideration at its upcoming regular meeting on March 1, 2022.
Prepared by:
Andrew Dillard
Transportation Manager
Reviewed by:
Tai J. Williams
Assistant Town Manager
Attachments: A – CIP Page C-609
B – Town of Bicycle Master Plan – excerpts from Chapter 5, Programs
and Policy Recommendations
ATTACHMENT B