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May 20, 2025
ITEM TITLE
Council Policies: Consider Revising and Adopting City Council Policies on Citywide Reserves, Donations to the City, City Meeting Room Use by External Parties, and Rescinding Various Outdated and Superseded Policies
Report Number: 25-0064
Location: No specific geographic location
Department: City Manager
G.C. § 84308 Regulations Apply: No
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt resolutions:
A) Revising Council Policies 220-03 Citywide Reserve Policy – Fiscal Health Plan; 270-01 Donations to the City; and 856-02 Meeting Room Policy – Civic Center and Public Works.
B) Rescinding Council Policies 110 -09 Safety Commission , 159-01 Quarterly Reports/Funding , 246-02 Taxicab/Rate Adjustments Policy, 267-01 Board of Equalization/Fees, 453-01 Housing Density Bonus, 585- 01 Underground Conversion of Private Svc (Utilities), 610-01 Civil Service Examination Board, 645-01 Office Space and Equipment Police Reserve , 662-09 Cat astrophic Leave Policy , 662-11 Breastfeeding Support Policy, 762-50 Police Department Vehicle Pursuit, and 860-01 Holiday Festival Guidelines
SUMMARY
Adoption of these resolutions revises Council Policies 220-03 Citywide Reserve Policy – Fiscal Health Plan, 270-01 Donations to the City Policy, and 856-02 Meeting Room Policy – Civic Center and Public Works; and rescinds Council Polic ies 110-09 Safety Commission , 159-01 Quarterly Reports/Funding , 246-02 Taxicab/Rate Adjustments Policy, 267-01 Board of Equalization/Fees, 453-01 Housing Density Bonus, 585- 01 Underground Conversion of Private Svc (Utilities), 610-01 Civil-Service Examination Board, 645-01 Office P a g e | 2
Space and Equipment Police Reserve , 662-09 Catastrophic Leave Policy , 662-11 Breastfeeding Suppor t Policy, 762-50 Police Department Vehicle Pursuit, and 860-01 Holiday Festival Guidelines.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment.
Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
Progress continues on the comprehensive review of approximately 160 policies adopted by the City Council from 1962 to 2024. These policies serve as t he official description of a City procedure, policy, or practice. A policy may derive from an ordinance, resolution, administrative regulation, or department policy.
In spring 2024, the City Manager initiated a review of City Council policies to identify policies for revision or recission, or any new policies that the City Council should consider for adoption. A workgroup including staff from the City Manager, City Clerk, and City Attorney departments is coordinating this effort.
In November 2024, the City Council adopted changes to three policies and rescinded four policies. Following another policy review, the City Council is asked to consider revising three policies and rescinding twelve policies.
City Council Policies Recommended for Revision
1. 220-03 Citywide Reserve Policy – Fiscal Health Plan
Policy 220 -03 Citywide Reserve Policy – Fiscal Health Plan is a citywide reserve policy that establishes reserves, reserve levels, and methodology for calculating reserves for the General Fund and other funds. The policy also defines the requirements to use reserves and the process to fund and replenish the reserve when utilized. The policy was substantially updated in May 2024. Staff is recommending changes to improve the overall clarity of the Policy. Proposed revisions are provided in Attachment 1.
Recommended Changes:
Clean-up and clarify language throughout
Consolidate the reserve replenishment language into one section Reorder the reserve funding language section and graphics
2. 270-01 Donations to the City
Policy 270-01 Donations to the City , originally adopted March 2020, outlines the procedures for accepting and documenting donations made to the City. Currently, the policy mandates the completion of a Donation P a g e | 3
Acceptance Form for all donations prior to their acceptance. This process, however, has led t o excessive administrative burdens for handling smaller donations. Proposed revisions are provided in Attachment 2.
Recommended Change:
Eliminate the requirement for a Donation Acceptance Form for donations under $250.
3. 856-01 Meeting Room Policy – Civic Center and Public Works Policy 856-01 Meeting Room Policy – Civic Center and Public Works established rules and procedures for the application by and approval of outside parties using City meeting rooms. Last revised May 14, 2002.
Recommended Changes:
Update the policy name.
The policy now explicitly identifies the facilities covered (Council Chambers & Executive Conference Room 103).
External groups must now be formally sponsored or hosted by a City department or staff member. Reservation rules and application process strengthened:
o Reservations are now limited to 3 consecutive days: Monday-Thursday 8 AM-5 PM and Friday from 8-12 PM.
o Application may be submitted 7 days to 1 year in advance. o Audio/Visual support in Council Chambers must be requested 72 hours in advance. o City staff will not provide logistical support for external users unless they are the sponsoring department.
Usage restrictions emphasized:
o No admissions charges, registration fees, or sales are allowed. o The City will not provide security services.
o Applicants must hold the City harmless from liability related to their use. Termination clause formalized to indicate that the City use always takes precedence. Roles and Responsibilities Clarified:
o The City Manager retains authority over the policy and related forms and procedures. o The City Clerk (or designee) manages scheduling and application processing for specified rooms.
City Council Policies Recommended to be Rescinded
The following policies, which are included in Attachment 5, should be rescinded because other policies or laws supersede them.
Policy
Number
Policy Title Explanation
110-09 Safety Commission
Superseded by Council Action on November 18, 2022,
to revise duties and change name to Traffic Safety
Commission CVMC 2.44
159-01 Quarterly Reports/Funding Superseded by other funding reporting requirements P a g e | 4
246-02 Taxicab/Rate Adjustments Superseded by Metropolitan Transit System oversight and administration of taxicab rates
267-01 Board of Equalization/Fees Superseded by Section 54900 of the Government Code of the State of California
453-01 Housing Density Bonus Superseded by CVMC 19.92
585-01
Underground Conversion of
Private Service Laterals
(Utilities Undergrounding)
California Public Utility Commission (CPUC) Rule 20
is no longer in effect
610-01 Civil Service Examination Board Superseded by Human Resources Policy 903 645-01 Office Space and Equipment
Police Reserve Superseded by Police Department Policy PDM 350 662-09 Catastrophic Leave Policy Superseded by Human Resources Policy 614 662-11 Breastfeeding Support Policy Superseded by Labor Code Section 1033 762-50 Police Department Vehicle
Pursuit
Superseded by Police Department Vehicle Pursuit
Policy PDM 314, which is consistent with the San
Diego County Pursuit policy protocol
860-01 Holiday Festival Guidelines The Holiday Festival this policy referred to was discontinued in 2008
Ongoing City Council Policy Review
The workgroup will continue coordinating with departments to identify the next round of policies to present for City Council consideration to revise, rescind, and potentially adopt new policies. Staff anticipates returning to City Council quarterly, with the next review planned for the summer.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Councilmembers do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no current-year fiscal impact as a result of this action.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact as a result of this action.
ATTACHMENTS
1. Policy 220-03 Citywide Reserve Policy – Fiscal Health Plan – Proposed Revisions
2. Policy 270-01 Donations to the City – Proposed Revisions P a g e | 5
3. Policy 856-01 Meeting Room Policy – Civic Center and Public Works – Proposed Revisions
4. Policies Recommended to be Rescinded
Staff Contact: Courtney Chase, Deputy City Manager
Kerry Bigelow, City Clerk