Staff Report
City Council
Item No. 6.B
Meeting Date: August 13, 2025
From: Charles P. McClendon, City Manager
Title: Administrative Attendance Policy for City Council Commissions and Committees
RECOMMENDATION:
To review and adopt the administrative attendance policy for City Council Commissions and Committees.
BACKGROUND:
Chapter 2.06 of the Cathedral City Municipal Code § 2.06.010 covers general rules regarding appointments, terms, vacancies for boards and commissions. Section B states the following with regard to attendance:
If a member is absent from three consecutive regular meetings or from twenty-five percent of the duly scheduled meetings of the board or commission within one fiscal year, the matter will be brought before the City Council for consideration of the possible removal of the member.
Under removal from office in the Commission/Committee Board Policy Manual it states the City Council may, at its sole and absolute discretion, remove a member from office at any time if the member has incurred 3 or more unexcused absences from regular meetings during any 12-month period.
It has been the practice of staff to periodically provide the attendance of Commission and Committee members to the City Council through the weekly reports of the City Manager.
The last report provided to the City Council raised some concern that were brought forward during the appointment process of Commission and Committee members during the June 25, 2025, City Council Meeting. At that time Council directed staff to draft a policy, within 90 days, for Liaisons to address attendance concerns for Commissioners and Committee members.
DISCUSSION:
Staff has drafted an administrative policy, per the City Council’s direction. The purpose of the policy is to ensure accountability and consistent participation by appointed commission/committee members in commission/committee meetings and to provide a clear process for reporting and addressing absences. This policy applies to all regularly scheduled commission/committee meetings as established in the Municipal Code and excludes special meetings, emergency sessions, workshops, and joint commission/committee meetings unless specifically designated as mandatory by the City Manager and is in line with the Cathedral City Municipal Code, as noted above. The policy covers the following areas and is attached for the City Council’s review and adoption:
Notice of Absence
Unplanned Absences
Categories of Absences
Documentation of Absences
The Threshold for Excessive Absences
City Manager Review and Notification
Reporting on Agendas
Commission/Committee Member Acknowledgement
This policy shall take effect immediately upon adoption and will be included in onboarding materials for all newly appointed commissioners/committee members.
FISCAL IMPACT:
There is no fiscal impact with this item.
FIVE-YEAR STRATEGIC PLAN:
Not applicable.
ATTACHMENTS:
1. Administrative Attendance Policy for City Council Commissions and Committees