M E M O R A N D U M
DATE: August 21, 2024
TO: Honorable Mayor and Councilmembers
FROM: Maddison Zafra, City Manager’s Office
SUBJECT: AMENDMENT TO CITY COUNCIL POLICY 100-58 AND AMENDMENT TO VARIOUS BOARD, COMMISSION AND COMMITTEE BY-LAWS TO INCLUDE LANGUAGE REFLECTING THE PROPOSED AMENDMENT
This item was removed from the meeting agenda by staff.
DATE: August 21, 2024
TO: Honorable Mayor and City Councilmembers
FROM: City Manager's Office
TITLE: AMENDMENT TO CITY COUNCIL POLICY 100-58 AND AMENDMENT TO VARIOUS BOARD, COMMISSION AND COMMITTEE BY-LAWS TO INCLUDE LANGUAGE REFLECTING THE PROPOSED AMENDMENT
RECOMMENDATION
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Staff recommends that the City Council amend City Council Policy 100-58 relating to the formation of Committees and amend the By-Laws of all City-Council appointed Boards, Commissions and Committees (with the exception of the Planning Commission Manufactured Home Fair Practices Commission) to reflect the recommended changes to the Policy as it relates to the formation of Standing and Ad-Hoc Committees.
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BACKGROUND AND ANALYSIS
There are currently 16 City Council-appointed Boards, Commissions and Committees and many of these bodies have also formed Ad Hoc and Standing Committees over the years. City Council Policy 100-58 (City Council Committees and City Council-Appointed Special Purpose Committees) addresses the manner in which Standing Committees and Ad Hoc committees are to be formed. Although it is a City Council Policy, it has also been used to guide the formation of Standing and Ad Hoc Committees for City Council-appointed Boards, Commissions and Committees.
Several months ago, staff began working on an update to Council Policy 100-58. The primary objectives of the proposed update are as follows:
Ø Clarifying that City Council Policy 100-58 also applies to the formation of Standing and Ad-Hoc Committees by City Council-appointed Boards, Commissions and Committees;
Ø Establishing a process by which the work of Standing or Ad-Hoc Committees is reviewed to ensure that it’s consistent with the currently-adopted work plan of the forming body; ensuring that the work of any Ad Hoc or Standing Committee does not duplicate the work of another Board, Commission or Committee; and, ensuring that there is staff capacity to support the work of such committee based on its function, format and schedule.
The updated Policy would not apply to the City’s Planning Commission and Manufactured Home Fair Practices Commission as those two bodies have final decision-making authority on specified items and their respective roles and procedures are established by City statute.
Providing staff support to 16 separate Boards, Commissions and Committees, in addition to their Ad Hoc and Standing Committees, requires a significant commitment of staff resources. For this reason, it is imperative to ensure that that any Ad Hoc or Standing Committee has a clear purpose that is in alignment with the bodies’ adopted work plan, isn’t redundant to work being performed by another City Council-appointed body and functions in a manner that makes efficient use of limited staffing resources.
Under the proposed Policy revision, requests for City Manager approval of the formation of a Standing Committee shall first be acted upon and approved by a majority of the requesting body. Upon approval by the requesting body, the City Manager shall render a written decision to approve or deny the request within 45 days of the body’s action or prior to its next regularly-scheduled meeting, whichever occurs first. In the event of a conflict with the criteria under this policy, the City Manager will endeavor to work with the Board, Commission or Committee Chair and its Council liaison to modify the scope of the proposed committee to ensure it is consistent with the body’s workplan, does not duplicate the work of another board, commission or committee, and/or does not result in an over use of City staff resources. At the City Manager’s discretion, Standing Committees may be established with a sunset clause determining the duration of the Committee’s existence.
Upon City Council approval of this update, staff intends to immediately begin implementation. As part of this implementation, the City Manager’s Office intends to review all existing Ad Hoc and Standing Committees to ensure that they conform to the new policy. This review process would be done in consultation with the Board, Commission or Committee’s staff liaison and/or the body’s current Chair. The results of this review will be shared with each body. As previously noted, should this review identify a conflict with the criteria for formation, the City Manager will endeavor to work with the Board, Commission or Committee Chair and its Council liaison to modify the scope of the proposed committee to ensure it is consistent with the body’s workplan, does not duplicate the work of another board, commission or committee, and/or does not result in an over use of City staff resources.
FISCAL IMPACT
Does not apply.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The proposed Policy amendments have been reviewed by the City Attorney’s Office.
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Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Council Policy 100-58 Amendment
2. Revised By-Laws