CITY OF CATHEDRAL CITY | ADMINISTRATIVE POLICY HR-AP -28
TOPIC ATTENDANCE POLICY FOR CITY COUNCIL APPOINTED
COMMISSIONS AND COMMITTEES
Approved by:
_________________________________
Charles McClendon, City Manager
Distributed by Original Date Revised
Human Resources
July 22, 2025
Purpose:
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.
Policy:
1. Scope of Application
This policy applies to all regularly scheduled commission/committee meetings as established in the Cathedral City Municipal Code . This policy excludes special meetings, emergency sessions, workshops, and joint commission/committee meetings unless specific ally designated as mandatory by the City Manager.
2. Notice of Absence
If an appointed commissioner/committee member is unable to attend a scheduled meeting, the commissioner/committee member is required to notify the assigned commission/committee staff liaison via email at least 24 hours in advance, when possible. The email must include the reason for the anticipated absence.
3. Unplanned Absences
In the case of emergencies or unforeseen circumstances that prevent prior notice, the commissioner/committee member must notify the staff liaison via email as soon as reasonably possible following the missed meeting, providing an explanation for the absence.
4. Categories of Absences
Absences shall be classified as either excused or unexcused:
Excused Absences:
• Personal or family illness
• Work-related conflicts that cannot be rescheduled
• Family emergencies
• Pre-planned personal travel communicated in advance
• Other extraordinary circumstances approved by the City Manager
Charles McClendon (Jul 22, 2025 08:19 PDT)
Unexcused Absences:
• Failure to attend without prior notification
• Absences for reasons not meeting excused criteria
• Failure to provide notification within required timeframes
5. Documentation of Absences
The staff liaison shall maintain records of all commissioner/committee member absences, including the date of the meeting, the reason provided, and the classification as excused or unexcused. These records shall be retained for a minimum of 12 months.
6. Threshold for Excessive Absences
If an appointed commissioner/committee member is absent from three (3) consecutive regular meetings or from twenty-five percent (25%) of the duly scheduled meetings within one fiscal year, the staff liaison shall report the absences to the City Manager.
7. City Manager Review and Notification
Upon receipt of a report indicating excessive absences, the City Manager shall notify the City Council member who nominated the commissioner/committee member and confer with them on what actions will be required in accordance with the city’s municipal code. For those Commissioners/Committee members appointed by the full body, the City Manager shall notify the City Council and seek direction on what actions will be required in acco rdance with the city’s municipal code. Actions may include outreach to the co mmissioner/committee member , a formal warning, or a recommendation for removal.
8. Reporting on Agendas
Each City commission/committee shall include a standing agenda item on its regular meeting agendas for reporting commissioner/committee member attendance, listed as a "receive and file" item. The attendance reports from each commission will be collected by the City Clerk and compiled into a consolidated "receive and file" document, which will be placed on the City Council’s meeting agendas on a regular basis to promote transparency and maintain accurate records.
9. Commissioner/Committee Member Acknowledgment
All newly appointed commissioners/committee members shall receive this attendance policy as part of their appointment orientation materials and must sign an acknowledgment form confirming they have received, read, and understand the policy requirements.
Effective Date: This policy shall take effect immediately upon adoption and shall be included in onboarding materials for all newly appointed commissioners.
HR-AP 28 Cathedral City - Attendance Policy
for City Council Appointed Commissions and
Committees
Final Audit Report 2025-07-22
Created: 2025-07-22
By: Eugenia Torres ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAflXmBE4Ovn3lc2POGUEgC91cs8rGqy4K "HR-AP 28 Cathedral City - Attendance Policy for City Council A ppointed Commissions and Committees" History
Document created by Eugenia Torres ([email protected]) 2025-07-22 - 3:06:39 PM GMT
Document emailed to Charles McClendon ([email protected]) for signature 2025-07-22 - 3:08:29 PM GMT
Email viewed by Charles McClendon ([email protected]) 2025-07-22 - 3:16:16 PM GMT
Document e-signed by Charles McClendon ([email protected]) Signature Date: 2025-07-22 - 3:19:07 PM GMT - Time Source: server Agreement completed.
2025-07-22 - 3:19:07 PM GMT