AGENDA
ITEM
12 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
12 CITY COUNCIL
AGENDA STAFF REPORT
DATE: January 21, 2026
TO: Mayor and City Council
APPROVED BY: Benjamin Martinez, City Manager (m
PREPARED BY: Veronica Luna-Alvarado, City Clerke
SUBJECT: Accept and Adopt City Council Agenda Policy Handbook =====
Recommendation:
Accept and adopt the City Council Agenda Policy Handbook.
Background:
In September 2008, an agenda policy was approved by the City Council as Calexico did not have a written policy and the Mayor, Council and City Manager at that time had expressed an interest in having a written policy. The current policy lacks clarity, which has led to confusion among council members and city staff
Discussion and Analysis:
The proposed agenda policy handbook offers a clearer and more structured process, drawing on examples from multiple cities to ensure consistency and best practices. It establishes firm deadlines for submitting agenda items and reports, while still providing additional time for both staff and council members to prepare their materials.
This handbook also updates the procedure for placing items on the agenda. Councilmembers will now submit a standardized one-page request form, eliminating the need for the "Future Agenda Items" section currently included on the agenda. In addition, all commissions will follow the same submission process, reducing inconsistencies and preventing misunderstandings.
The start time for closed session will also shift to 4:30 p.m., giving the council adequate time to address these matters.
Fiscal Impact:
None.
Coordinated With:
City Manager
City Attorney
Attachments):
1. Agenda Policy Handbook
2 ATTACHMENT NO. 1
OF CALEXIC
••••••
APA
CITY
KNITES
STATES
RNIA
ERNATIONAL ...•
CITY OF CALEXICO
City Council
Agenda Policy Handbook
1 Adopted by City Council on _ Agenda Policy Handbook
TABLE OF CONTENTS
Agenda Report Overview.... .......3
City Council Meetings ...... ...4
Agenda Forecast .............. ..5
Agenda Preparation ..........
Ordinances and Resolutions ........
Awards and Recognitions .........
Agenda Packet Review and Approval Process ..............15 Commissions .........................
Attachments and Samples ............. ................19 2 Adopted by City Council on Agenda Policy Handbook
AGENDA REPORT OVERVIEW
The purpose of this handbook is to guide in the preparation of agenda items and acquaint Council and staff with the various aspects of the agenda process and the agenda system. This handbook will be reviewed on an annual basis.
When submitting information for the City Council agenda, please use the formats presented in this handbook. The intent is to maintain consistency in the appearance and format of agenda material when presented to the City Council.
The information in this handbook applies to all meetings of the City Council, Boards, Commissions and Committees.
The agenda process serves three purposes: communication, control, and decision-making. • As a communication tool, the agenda informs City Council, the public, the media, and City staff of specific items of business the City Council will be considering and the order in which Council will consider them.
• As a control tool, the agenda process provides a formal review of the City's business.
The City Manager must approve all agenda items before they reach the City Council.
The fiscal impact of all items is reviewed by the Finance Director. The purpose, costs and financing are subject to this internal review as well. Purchasing reviews for adherence to the City's Purchasing Policy as well as legal compliance. • The decision-making is the most important purpose. This process regularly brings City business of the City Manager and the City Council for consideration and action. The agenda report must contain complete background information and alternative actions so that the City Council has a full understanding of the issue. It must also contain a definitive recommended action so the City Council can make the final decision. 3 Adopted by City Council on. Agenda Policy Handbook
CITY COUNCIL MEETINGS
There are several types of City Council meetings: Regular, Special which includes Closed Sessions, and Emergency. Various provisions of State law mandate certain agenda procedures for City Council meetings. This handbook will help assure compliance with these requirements.
While this handbook will be heavily focused on the agenda process and procedures for the Regular City Council meeting, keep in mind that all Council meetings follow much of the same process.
Regular City Council meetings are held on the first and third Wednesday of each month at 6:30 p.m. for open session in the Fernando "Nene" Torres Council Chambers (unless posted otherwise). The structure of the agenda schedule is to provide City Council members, the public, and the media with copies of the agenda packets on Thursday, six (6) days prior to the Wednesday meeting. This exceeds the 72-hour posting required by law for regular meetings.
This process is known as the "posting of the agenda" and allows interested parties to review agenda materials and ask questions before the Wednesday City Council meeting.
The purpose of Closed Session is to conduct a conference between the legislative body and legal counsel regarding items of pending litigation, personnel matters, or property negotiation, and are not open to the public. Closed Sessions normally are called to order at 4:30 p.m. in the Fernando "Nene" Torres Council Chambers and recessed to the City Manager's Conference Room.
Special and emergency meetings of the City Council are scheduled as needed. 4 Adopted by City Council on — Agenda Policy Handbook
AGENDA FORECAST
The Agenda Forecast allows for planning and preparation of upcoming City Council meetings. It is prepared by the City Clerk and reviewed by the City Manager and Department Heads at each post-agenda meeting held on the Monday after the council meeting.
To place an item on the Agenda Forecast, please contact the City Clerk's office. The following information will be needed:
1. Agenda Staff Report Title
2. Department
3. Target Meeting Date
5 Adopted by City Council on _ Agenda Policy Handbook
AGENDA PREPARATION
Agenda Reports Schedule
The City Clerk has provided all department heads with an agenda staff report template for creating staff reports. The template is also attached to this handbook. The City Clerk's office welcomes the receipt of agenda staff reports as they are completed prior to the deadline.
Agenda staff reports including back up documentation are due by 3:00 p.m. on Monday, eight (8) days prior to the City Council meeting date. If it does not meet the 3:00 p.m. deadline it will be moved to the next council meeting.
Before submitting staff reports to the City Clerk's office, Department Heads need to get clearance from Legal and Finance, if applicable.
Staff reports submitted late, after the deadline, will not be accepted. Council will be informed and the item will be moved to the next scheduled council meeting Late submissions create last-minute challenges for the City Clerk's office and increase the risk of errors. Let's stay on schedule and work together to keep this process efficient and effective.
The final agenda packet is prepared by the City Clerk and will be posted on Thursday, five days prior to the council meeting, which exceeds the 72-hour posting required by law for regular meetings.
Agenda Item Requests:
The City Manager shall be in charge of the placement of matters on the agenda. All matters to be placed on the agenda by city staff require approval by the City Manager prior to placement on the agenda. If there is a question regarding the legality of the placement of a proposed item, the City Attorney shall be consulted.
Agenda Item Requests by City Councilmembers:
1. The City Councilmembers may request that an item be placed on a future City Council meeting agenda for discussion and possible action.
2. For any item to be placed on the agenda by the City Councilmembers, the following will assist the City Manager in the agenda planning process:
a) A single-page Council Item Request Form to agendize the request to be discussed, and the City Councilmember's recommended action to address the matter: No Adopted by City Council on Agenda Policy Handbook
additional material other than the single page request may be submitted to be agendized at the initial City Council meeting in which the matter will be heard. b) The request must be submitted no later than 3:00 p.m. on the Monday following the regularly scheduled City Council meeting (2 days prior to posting agenda) to allow the City Manager and City Attorney time to review the item and determine, if the matter as written, in the single page request, should be placed on the open or closed session of the City Council Agenda.
c) If the City Manager, in consultation with the City Attorney, determines the matter is appropriate to be included in the open session agenda it will be added to the agenda as written. If the City Attorney determines the matter should be discussed in Closed Session, the City Manager's office will draft the required agenda wording for listing the matter under Closed Session on the City Council Meeting Agenda and provide to the City Clerk's office to be included on the agenda. The single page request, written by the City Councilmember, will be provided to the entire City Council in Closed Session.
d) Once the item is placed on the agenda, discussion would be limited to whether an item should be added to an agenda and a date, not the merit of the item. e) This policy would provide the City Manager the authority to determine placement and timing, unless City Council direction is time-sensitive, and requires immediate placement on the next regularly scheduled City Council meeting.
See also:
City Council Item Request Form
7 Adopted by City Council on Agenda Policy Handbook
Agenda Categories
An agenda report may fall under one of five categories:
• Presentations
• Consent Agenda
• Discussion and Potential Action Items
Public Hearings
• Informational Items
Presentation items are for the issuance of ceremonial documents. Reports and updates by city staff and other local agencies are also included in this section. The City Manager and City Clerk have discretion to limit reports and presentations to be made during council meetings. The agenda shall conform to the applicable requirements of the California Government Code.
Presentations will be limited to 15 minutes.
Consent Agenda items are to be considered routine and typically non-controversial which the City Council may approve in one motion. Council discussion is not usually required on these matters. However, the Council has the right to request that a Consent item be pulled for discussion or comment on the regular agenda.
Discussion and Potential Action Items are items which have not previously appeared on a City Council agenda and warrant staff presentation and Council discussion.
Public Hearings may be required for items such as appeals to the City Council, zone changes, variances, conditional use permits, annexations, assessment districts, new or increased fees, or leases. Questions regarding Public Hearings should be directed to the City Attorney or City Clerk.
• Proper legal notice in an adjudicated newspaper of general circulation is required for public hearings. The City publishes legal notices in the Imperial Valley Press or Calexico Chronicle newspapers. The City Clerk is responsible for the publication of the notices, while the initiating department is responsible for determining all notice requirements including appropriate publishing timing, any special size requirements, the information contained in the public notice, and providing the publication date. • Public hearing notices may be required to be published ten, fifteen, or twenty-one days before the City Council meeting at which the public hearing will take place, depending on legal requirements.
• For Community Development Public Hearing items coming before the City Council, the following requirements must be adhered to:
a) At least twenty-one days prior to the hearing, notices are mailed to all affected property owners within 1,000 feet of the project site. 8 Adopted by City Council on Agenda Policy Handbook
b) When a project affects more than 1,000 property owners, then a 1/8 pages ad can be published in the paper in lieu of mailings.
c) A sign is also required to be posted on the project's site at least 14 days prior to the public hearing.
• All publishing fees are borne by the originating department's budget.
Please call the City Clerk's office with any questions.
All public hearings require a "script" for the Mayor to conduct the hearing. Scripts are due at the same time the agenda items are due and shall be prepared in 22-point type using the Times New Roman font.
Informational Items are items where Council is provided with information regarding a certain topic. Council acknowledges it has been received and no presentation by staff is needed nor is there any discussion on these matters. There will be no public comments on this section. If the public would like to make comments on these items, they can do so during the general public comment section.
Agenda Staff Report Sections and Format
The purpose of an agenda staff report is to provide the City Council and the public with details of information on items and action the Council is considering. Do not change the format or font on the Agenda Staff Report, which is Arial, 11, Justify.
Agenda Staff Reports consist of six primary sections:
1. Recommendation
2. Background
3. Discussion and Analysis
4. Fiscal Impact
5. Coordinated With
6. Attachments
A description of each primary section is as follows:
Recommendation: This section should list out the action Council will consider, including, but not limited to, adoption of an ordinance or resolution, approval of a contract or expenditure, transfer, allocation or appropriation of funds. The recommendation is stated in one sentence but should be prepared to completely explain the proposed action to be considered by Council.
For example, the standard recommendation for adoption of a Resolution should be presented as follows:
Adopt a Resolution approving/authorizing (should read the same as the title of the Resolution itself, if the Resolution title provides enough information to indicate an action to be taken.
If there are two or more actions to be taken, please number each action, list separately and left justify. Please place a single space between each numbered action the Council is considering. 9 Adopted by City Council on Agenda Policy Handbook
Background: This is the section in which the report writer will build the case to support the recommended action including all pertinent facts. If the Council has considered this issue in the past, it is helpful to include this fact in this section; indicate the date and action taken. It is also helpful to the Council if the report writer states whether the report and recommended action has been reviewed by a commission, advisory committee or the City Attorney when appropriate.
Note: Do not include any type of action for Council's consideration under Background.
Place it under the Recommended Action portion of the report.
Discussion and Analysis: This section of the report contains detailed information supporting the recommendation(s). The discussion should be no longer than 2-3 pages, unless the item is very complicated and requires more information or detail. If needed, this section can be broken down into subsections for ease of reading.
The discussions section will make up the largest part of the report. Provide enough detail so that someone unfamiliar with the issue can understand the subject after reading the report. Remember that Council reports are also written for the public. The Council may be familiar with the issue, but the community may not. Additionally, the number of issues that Council addresses is so large that it is important to fully explain and familiarize them with the subject matter.
Fiscal Impact: If there is a Fiscal Impact, the information in this section should be limited to inclusion of the following:
1. All financial information referenced in the Recommendation section of the report must be consistent with what is included in the Fiscal Impact section of the report.
2. The account number, and the statement that the funds were budgeted as part of the current Fiscal Year, if applicable.
3. It should be spelled out whether the costs are one-time in nature or ongoing.
4. Funding sources should be explained.
5. Information regarding transfers if applicable.
6. If there is no Fiscal Impact the report writer should state "There is no fiscal impact associated with this action."
7. Any additional information that the report writer deems pertinent should be included in the Background section of the report.
Coordinated with: This is the section in which the report writer will list everyone who he/she coordinated with (department name only), for example:
City Attorney
Public Works Department
Attachments: This section includes a list of all attachments (if any) pertaining to the report. All attachments must be listed in the report and IN THE ORDER they are attached to the report. • If the item is a Public Hearing, the Public Hearing notice should always be the first attachment.
10 Adopted by City Council on Agenda Policy Handbook
• If there is an ordinance or a resolution, it should be the second attachment. Unless there is no public hearing notice, then this should be the first attachment. • Please do not list attachments to the attachments on the agenda report. For example, if you have a grant agreement as an attachment, and the grant agreement has several exhibits, only list the grant agreement as an attachment. • Separate your attachments with a blank page that has on the upper right hand corner "Attachment 1".
See also:
Agenda Staff Report Template
11 Adopted by City Council on — Agenda Policy Handbook
ORDINANCES AND RESOLUTIONS
Ordinances
An ordinance is an enforceable municipal law, statute or regulation. Additionally, an ordinance is required for all amendments to the Municipal Code.
• To adopt an ordinance, the City Council must conduct a first and second reading. This requires the placement of ordinances on two consecutive City Council agendas. If an explanation and discussion with Council is necessary, the first reading of an ordinance is placed under Discussion and Potential Action Items, unless it is in the Public Hearing section. The second reading is placed on the Consent Agenda section for adoption. In some cases, as determined by the City Manager or City Attorney, the first and second reading may be placed on the Consent Calendar. The ordinance takes effect 30 days after the second reading and adoption by the City Council.
• An ordinance or an ordinance summary must be published in an adjudicated newspaper of general circulation. The City Clerk has the responsibility for meeting the publication requirement. The City Clerk's office prepares and publishes the summaries at least five days before the second reading and again within 15 days following adoption. The summary published following adoption must include the City Council's vote. • Ordinances are drafted by the various City departments or by the City Attorney. The initiating department should work with the City Attorney's office on all ordinances. Staff should consult with the City Attorney or City Clerk on proper placement of ordinances or amendments within the Municipal Code. When work with the City Attorney is required, staff should discuss with the City Manager prior to contacting the attorney. • All publishing fees are borne by the originating department's budget. • The exact title of the ordinance should appear in the Recommendation section of the agenda report.
Please Note: A complete copy of the ordinance must be submitted with the agenda staff report as well as any attachments or exhibits each time it appears on the Agenda.
Resolutions
A resolution is a decision, policy, or directive of the City Council expressed in a formally drafted document and voted upon.
Items requiring resolutions include, but are not limited to:
• Approving intergovernmental agreements
• Adopting the budget (operating and Capital Improvement) • Approving salary changes
• Approving Council policy statements
12 Adopted by City Council on Agenda Policy Handbook
• Vacating public rights-of-way
• Street name change
• Establishing or amending service fees
• Street improvements
• Approving license agreements
• Approving demand warrants
• Authorizing preparation of a grant application
• Approving and accepting deeds of easement or grant deeds If there are questions as to whether a particular Council item requires a resolution, check with the City Manager first before contacting the City Attorney.
The City Clerk's office assigns ordinance and resolution numbers after the City Council adopts them.
The font to use on resolutions and ordinances is Times New Roman 12 pt. Please do not adjust margins or insert blank lines above the document number and title in order that the City's imaging system (Laserfiche) can correctly OCR (optical character recognition) the documents. 13 Adopted by City Council on Agenda Policy Handbook
AWARDS/RECOGNITIONS AND PRESENTATIONS
Requests from City Council Members, City Departments, residents and local organizations must be submitted to the City Clerk's Office in writing forty-five (45) days prior to the event or Council meeting date. All requests shall be submitted in writing using the Ceremonial Document Request Form. Submission of a request does not guarantee the issuance of a ceremonial document. The City reserves the right to modify any document submitted pursuant to the policy adopted by the City Council on November 4, 2020.
All requests must include the following information:
1. Name of contact person
2. Phone number of contact person
3. A draft of the document desired, to expedite the process.
All requests will go through an internal review and approval process. Requests received will be administered by the City Manager's Office and the City Clerk and approved by the Mayor.
Only one ceremonial document will be issued per event per year.
See also:
Policy and Procedures for Ceremonial Documents
14 Adopted by City Council on Agenda Policy Handbook
AGENDA PACKET REVIEW AND APPROVAL PROCESS
The Draft Agenda Packet (containing all original agenda staff reports and attachments) is submitted to the City Manager by the City Clerk for his approval and signature.
Please Note: Agenda staff reports and attachments are due to the City Clerk's office by 3:00 p.m. on Monday, eight (8) days prior to the City Council meeting date. Department Heads will be responsible in getting clearance from both Finance and Legal before submitting original staff report to the City Clerk's office. If it does not meet the 3:00 p.m. deadline it will be moved to the next council meeting. City Clerk staff welcomes and encourages submittal of staff reports as soon as they are completed.
Adherence to Schedule
Adherence to the agenda schedule outlined in this handbook is necessary in order to deliver a complete draft and final agenda. When an item will be late for any deadline, the department is expected to notify the City Clerk and Council and the City Manager will be notified.
Distribution Deadlines
Final agenda packets are posted and delivered to the legislative body on Thursday, five days before the Council meeting.
In accordance with Government Code 54957.5, the agenda and all backup material is available as a public record once it is distributed to all or a majority of the legislative body.
Subsequent Need Items
The Brown Act requires that in order for an item to be considered by the Council after the agenda has been posted, there must be an immediate need to consider the item and that the need arose subsequent to the posting of the agenda. This type of an item is known as a "subsequent need" item. Council must take action by a 4/5 vote to add the item to the agenda and making certain findings before the item may be considered.
Except under extenuating circumstances, items will not be "walked on" the agenda. The City Council rightfully expects to have sufficient time to read all material before taking action.
Please note: Each individual department is responsible for routing any documents for signature or follow-up following the Council meeting. Each department head is responsible for providing an original copy of any signed document to the City Clerk. The City Clerk is the Official Custodian of Records. The City Clerk's office is responsible for obtaining signatures on resolutions and ordinances.
15 Adopted by City Council on _ Agenda Policy Handbook
COMMISSIONS
The City of Calexico utilizes eight commissions to advise the City Council on issues facing the community. By concentrating on specific areas, members expand their expertise on issues that the City Council may not have time to pursue.
The Library Board of Trustees is responsible for supporting the Camarena Memorial Library and other public libraries; aid in meeting the community's educational, recreational, and cultural needs to encourage lifelong learning and the pursuit of knowledge; encourage the use of traditional and innovative library services; promote and encourage public knowledge and use of library services and facilities; and advise the city council with regard to the library and its services.
The Community Services Commission is responsible for advising the city council regarding park, recreational, cultural, art, historical, beautification, and senior-related programs and services that would be of interest and benefit to city residents.
The Community Facilities District Commission is responsible for providing a forum for community input and advise and making recommendations to the city council on community facilities districts within the city that fund public improvements and services within an identified area and to advise on related matters as directed by the city council.
The Personnel Commission is responsible for hearing appeals of city personnel regarding discipline, demotion or dismissal. It shall be the duty of each commissioner to attend all appeal hearings and to participate in the decisions of the commission.
The purpose of the Economic Development and Financial Advisory Commission is to study, investigate, develop, and carry out plans, subject to the approval of the city council, for promoting and improving the economic climate of the Calexico area; promote business and community growth; prepare a comprehensive community action program designed to bring about economic and resources development; coordinate all efforts of the departments of the city and representatives of other government agencies in the areas of economic development and planning; follow through with prospective developers in helping them invest in Calexico; investigate and report to the city council all specific matters referred to it by the council, together with its recommendations thereon; study, investigate, and advise the council on budgetary issues and adoption of the yearly budget; oversee department spending; provide city council with a financial plan for the city; review city partnerships with private developers when requested by city staff or the city council.
The Police Advisory, Traffic, and Code Enforcement Commission is responsible for providing a forum for the receipt of citizen complaints brought by individuals against the police department or any of its officers and provide recommendations to the police department designed to improve relations with the community; provide a forum for community input, advise and make 16 Adopted by City Council on Agenda Policy Handbook
recommendations to the city council on traffic and code enforcement concerns, work on specific traffic and code enforcement issues as assigned by city council.
The 2010 General Tax Citizen Oversight Advisory Committee (Measure H) is responsible for overseeing, recommending and reporting to the city council on the expenditures of the proceeds of the tax created.
The Business Improvement District Advisory Board - represents and supports businesses within a defined commercial area of Calexico. Its core role is to advise the City Council on how BID assessment funds should be used to improve the local business environment. The focus of the BID is the following: promoting downtown vitality through events, marketing, and beautification; recommend improvements such as street enhancements, signage, or public-space upgrades; supports local businesses by identifying needs and proposing programs that strengthen the commercial district; serves as a liaison between business owners and the city government.
Commission Agenda Reports Schedule
Agenda preparation for Commission/Committees/Board agendas is identical to Council agendas, with the following exceptions:
• The workflow is modified specifically for each commission/committee/board • Fiscal impact is not required
Please adhere to the following Agenda Deadline Calendar. This will allow the assigned department time to create and post the agenda in compliance with the Ralph M. Brown Act (open meeting law).
Commission/Committee/Board Regular Meeting Agenda Deadlines Calendar:
Commission Day of Meeting Agenda Item due to Posting of Agenda Department Head
Library Board of 1s Monday of every 8 days prior to 5 days prior to Trustees month meeting 3:00 pm meeting (Tuesday)
Community Services 2nd Wednesday of 8 days prior to 5 days prior to Commission every month meeting (3:00 pm meeting (Thursday) Economic 2nd Tuesday of every 8 days prior to 5 days prior to Development & month meeting (3:00 pm meeting (Wednesday) Financial Advisory Friday)
Commission
Police Advisory, 4" Wednesday of 8 days prior to 5 days prior to Traffic & Code every month meeting (3:00 pm meeting (Thursday) Enforcement Monday)
Commisison
17 Adopted by City Council on Agenda Policy Handbook
2010 General Tax | 3rd Tuesday of every 8 days prior to 5 days prior to Citizen Oversight month meeting (3:00 pm meeting (Wednesday) Advisory Committee Friday
(Measure H)
Personnel As needed
Commission
BID 2nd Thursday of every 8 days prior to 5 days prior to months meeting (3:00 pm meeting (Friday)
Tuesday)
Each assigned department will post to the City's website, place a hard copy outside city hall and in responsible for distributing to the members and ereating hard copies for public use at the Agenda Item Requests:
The Department Head in charge of each commission shall be in charge of the placement of matters on the agenda.
Agenda Item Requests by Commissioners/Committee/Board Members:
1. The commissioners/committee/board members may request that an item be placed on a future commission/committee/board meeting agenda for discussion and possible action.
2. For any item to be placed on the agenda, the following will assist the department head in the agenda planning process:
a. A single-page Commissioner/Committee/Board Member Item Request Form to agendize the request to be discussed, and the
Commissioner/Committee/Board Member's recommended action to address the matter. No additional material other than the single page request may be submitted to be agendized at the initial Commission/Committee/Board meeting in which the matter will be heard. b. Once the item is placed on the agenda, discussion would be limited to whether an item should be added to an agenda and a date, not the merit of the item.
See also:
Commissioner/Committee/Board Members Item Request Form
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ATTACHMENT
SAMPLES
19 Adopted by City Council on _ Agenda Policy Handbook
CITY COUNCIL ITEM REQUEST FORM
ERNATIONAL 0000000 CALIFORN 2210000088500
COUNTY.
CITY COUNCIL ITEM REQUEST FORM
The City Council Item Request Form is for members of the City Council to submit written requests to the City Manager's office for inclusion of an item on a future City Council Meeting Agenda. At the meeting where the initial written request is heard, discussion should be limited to whether the item should be added to an agenda and a date, not the merit of the item.
Requesting Member of City Council:
Today's Date:
Is this matter considered Time-Sensitive by another entity deadline?
WRITTEN REQUEST
, hereby request that the following item be placed on the City of Calexico - City Council meeting agenda for consideration. 20 Adopted by City Council on Agenda Policy Handbook
AGENDA STAFF REPORT TEMPLATE
CITY AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: September 6, 2025
TO: Mayor and City Council
APPROVED BY: Benjamin A. Martinez, City Manager
REVIEWED BY: Karla Chaparro, Finance Director (only if it has a fiscal impact, if not remove) PREPARED BY: Your Name and Title
SUBJECT: Briefly and Concisely Explain the Topic of the Report 1) Mix Caps; 2) Begin with an "Action" Word (Accept, Adopt, Amend, Appoint, Appropriate, Approve, Authorize, etc.); 3) Do Not Abbreviate; 4) Be as Brief as Possible; 5) Must Clearly State the Action to be Taken; 6) Include $$ Amount If Applicable Include: 6) Location; 7) Project Name; 8) Project No.; 9) CEQA If it is Resolution - Use the Action word "Adopt". Example: Adopt a Resolution No. 2025-_ _to Approve
======================== ======2=2== ========
Recommendation:
This section should list out the action Council will consider, including, but not limited to, adoption of an ordinance or resolution, approval of a contract or expenditure, transfer, allocation or appropriation of funds. The recommendation is stated in one sentence but should be prepared to completely explain the proposed action to be considered by Council.
For example, the standard recommendation for adoption of a Resolution should be presented as follows:
Adopt a Resolution approving/authorizing (should read the same as the title of the Resolution itself, if the Resolution title provides enough information to indicate an action to be taken).
If there are two or more actions to be taken, please number each action, list separately and left justify.
Please place a single space between each numbered action the Council is considering.
Background:
This is the section in which the report writer will build the case to support the recommended action including all pertinent facts. If the Council has considered this issue in the past, it is helpful to include this fact in this section; indicate the date and action taken. It is also helpful to the Council if the report writer states whether the report and recommended action has been reviewed by a commission, advisory
committee or the City Attorney when appropriate. This section should identify any outstanding issues; if there is a provision of law, rule, policy, previous City Council or Manager directive that is applicable, it should be noted in this section.
Note: Do not include any type of action for Council's consideration under Background. Place it under the Recommended Action portion of the report.
Discussion and Analysis:
This section of the report contains details information supporting the recommendation(s). The discussion should be no longer than 2-3 pages, unless the item is very complicated and requires more information or detail. If needed, this section can be broken down into subsections for ease of reading.
The discussions section will make up the largest part of the report. Provide enough detail so that someone unfamiliar with the issue can understand the subject after reading the report. Remember that Council reports are also written for the public. The Council may be familiar with the issue, but the community may not. Additionally, the number of issues that Council addresses is so large that it is important to fully explain and familiarize them with the subject matter.
Fiscal Impact:
If there is a Fiscal Impact, the information in this section should be limited to inclusion of the following:
1. All financial information referenced in the Recommendation section of the report must be consistent with what is included in the Fiscal Impact section of the report.
2. The account number, and the statement that the funds were budgeted as part of the current Fiscal Year, if applicable.
3. It should be spelled out whether the costs are one-time in nature or ongoing.
4. Funding sources should be explained.
5. Information regarding transfers if applicable.
6. If there is no Fiscal Impact the report writer should state "There is no fiscal impact associated with this action."
7. Any additional information that the report writer deems pertinent should be included in the Background section of the report.
Coordinated With:
This is the section in which the report writer will list everyone who he/she coordinated with, for example:
City Attorney
Public Works Department
Attachment(s):
This section includes a list of all attachments (if any) pertaining to the report. All attachments must be listed in the report and IN THE ORDER they are attached to the report. • If the item is a Public Hearing, the Public Hearing notice should always be the first attachment.
If there is an ordinance or a resolution, it should be the second attachment. Unless there is no public hearing notice, then this should be the first attachment. 2 POLICY AND PROCEDURES FOR
CEREMONIAL DOCUMENTS
Policy and Procedures for Ceremonial Documents
Adopted on November 4, 2020
PURPOSE
The purpose of this policy is to establish guidelines and criteria and procedures for the issuance of ceremonial documents including proclamations, awards, certificates of appreciation/recognitions, celebrations, remembrances and Key to the City, mayoral recognitions, special recognition of individuals, groups, organizations or events for their performance in accordance with this policy.
POLICY
This policy is intended to honor, celebrate or raise awareness of individuals and events significant to the City. The City Council may recognize and honor noteworthy residents, organizations, businesses, visitors, or events for their special contribution and/or service to the community.
A. Requests for Recognition Criteria:
The City of Calexico will consider a request for a proclamations, certificates of appreciation/recognitions, celebrations, remembrances and mayoral recognitions, special recognition of individuals, groups, organizations or events for their performance, as long as the request has some type of local relevance and/or promotes activities taking place in the City of Calexico. All requests are subject to approval by and prepared on behalf of the Mayor and Council. The general criteria for the issuance of these types of recognition are:
• Issues with widespread community interest or concern and public awareness with a primary emphasis on requests that are in support of City Council goals and objectives; * Recognition of a local, civic organization, non-profit organizations, group or individual achieving outstanding or significant accomplishments
* Acknowledgment of significant events or celebrations.
B. Ceremonial Documents:
1. Certificates/Awards
Certificates of Appreciation/Recognition may be issued for the following (not an exhaustive list):
Heroism
• Eagle Scout achievement
School or sports groups achievements
Non-profit corporations
Retirements
Individuals or groups who have made significant contributions to the community Information required: A summary of the achievement or an overview of the years of service or specific contribution to the community.
CITY OF CALEXICO
2. Proclamations
Proclamations are reserved for honoring outstanding individuals and organizations who have made a significant contribution to the community. Proclamations shall not be issued for for- profit enterprises, political or religious purposes. Administration of proclamations is reserved for the Mayor as part of his/her ceremonial responsibilities. The Mayor may delegate the presentation of proclamations to a Councilmember at his/her discretion.
Proclamations may be issued for the following:
• Give recognition to local individuals and organizations or recognize local regular and special events.
• Civic celebrations
• Issues with widespread community interest with a primary emphasis on requests in support of City Council's goals and objectives
• Significant community based events
• Significant anniversaries of City of Calexico based institutions, corporations, community partners, and non-profit organizations
• Celebrations of Life.
Birthdays for persons over the age of 90
• Charitable fundraisers benefiting the citizens of Calexico Proclamations that are routine in nature and are for regional or statewide events/recognitions such Parks & Recreation Month, Childhood Cancer Awareness Month, etc.
Proclamations are generally on the City Council agenda, read and presented by the Mayor and Council.
Information required: A history of the organization, individual or a description of the purpose, goals, motto or theme of the event is required to complete the proclamation. If funds are to be raised, who will benefit from the event, and what will take place during the time of celebration/recognition, including dates and times.
3. Key to the City and other types of Presentations:
The City will also, on occasion, issue other types of formal recognition, including plaques at special events, or a key to the City as determined by the Mayor. The City Manager's Office will be responsible for the coordination of these events.
C. Restrictions
This policy prohibits supporting, promoting, or otherwise making endorsements for the following:
For-profit business as an advertisement or commercial promotion Matters of political or religious nature
Event or organizations with no direct relationship to the City of Calexico Campaigns or events contrary to City policies and mission.
CITY OF CALEXICO
PROCEDURES
SUBMITTING REQUESTS
Requests from City Council Members, City Departments, residents and local organizations must be submitted to the City Clerks Omice in writing forty-five (45) calendar days in advance of the event or Jouncil meeting date. All request shall be submitted in writing using the Ceremonial Document Request Form attached hereto. Submission of a request does not guarantee the issuance of a ceremonial document. The City reserves the right to modify any document submitted pursuant to this All requests must include the name and daytime phone number of the contact person and a draft of the document desired to expedite the process.
Please specify whether the document should be mailed, held for pick-up, or presented at a special event or City Council meeting. Documents will be presented at special events pending the availability of the Mayor, his/her designee or other city officials to honor such requests. Presentation at a specific City Council meeting must be approved in advance by the City Manager or his/her designee.
Only one ceremonial document will be issued per event per year.
APPROVAL
All requests will go through an internal review and approval process. Requests received will be administered by the City Manager's Office and the City Clerk and approved by the Mayor. The Mayor and the City Manager's Office reserves the right to determine the appropriateness and the type of document to be issued based on the information provided by the requesting individual and/or organization.
PRESENTATION
A. Presentation of proclamation or commendation during the Council meeting are to be placed on the agenda at the Mayor's and City Manager's discretion.
B. Presentation of proclamation or commendation at events outside the City Council meetings must be approved by the Mayor and shall be presented by the Mayor or his designee.
RESPONSIBILITY
It is the responsibility of the requestor to ensure all information is accurate, correct and meets the requirements of this policy prior to submitting requests to the City Clerk's Office. The City Clerk will work in conjunction with the Mayor and City Manager as necessary to ensure all requests are reviewed and processed in accordance with this policy.
ATTACHMENTS:
1. Ceremonial Document Request Form.
CITY OF CALEXICO
CALEXICO California
WHERE CALIFORNIA AND MEXICO MEET
REQUEST FOR CEREMONIAL DOCUMENT
(Approved by City Council 11-4-2021)
CAREFULLY READ THE FOLLOWING GUIDELINES BEFORE COMPLETING THIS FORM • All requests go through an internal review and approval process. • Please submit a draft and/or background for the document requested to expedite the process. • Requested can be submitted personally, via email, fax or mail FORTY-FIVE (45) DAYS PRIOR TO THE EVENT to:
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: City Clerk
Via email to: [email protected]
Via fax to: (760) 768-2103 - Note: After faxing, please call (760) 768-2102 to confirm receipt •One contact person per request.
•Submission of a request does not guarantee the issuance of a ceremonial document.
PLEASE PRINT LEGIBLY AFTER READING THE GUIDELINES ABOVE Contact Person: Tel. No.:
Email Address:
Person/Organization Recognized:
Event/Occasion:
Does the person reside or is the organization located in Calexico? Will the event or occasion be held in Calexico?
Today's Date: Date of Event/Occasion:
Highlights of Person/Organization to be recognized (A biographical sketch of the individual including his/her involvement in the community, or a description of the organization and how it impacts the community is required. Please use a separate attachment if you need additional space) Please select one of the options listed below:
When my ceremonial document is completed, please contact the following for date to be placed on agenda or for pick-up: Name and Telephone #:
Or
When my ceremonial documents is completed, please mail it to the following:
Name:
Address:
COMMISSIONER/COMMITTEE/BOARD MEMBERS
ITEM REQUEST FORM
CAL
IMPERIAL OFERNATIONDA CALIFOR
COUNTY. 0013188
COMMISIONER/COMMITTEE/BOARD MEMBERS
ITEM REQUEST FORM
The Commissioner/Committee/Board Members City Council Item Request Form is to submit written requests to the Department Head for inclusion of an item on a future Commissioner/Committee/Board Meeting Agenda. At the meeting where the initial written request is heard, discussion should be limited to whether the item should be added to an agenda and a date, not the merit of the item.
Requesting Member Name:
Today's Date:
Is this matter considered Time-Sensitive by another entity deadline?
WRITTEN REQUEST
I, hereby request that the following item be placed on the (Name of Commission/Committee/Board) _ meeting agenda for consideration:
21 Adopted by City Council on Agenda Policy Handbook