Tuesday, August 1, 2023
Meeting Agenda
Closed Session - 6:30 PM
Special Meeting - 7:30 PM
HESPERIA CITY COUNCIL
SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY
HOUSING AUTHORITY
COMMUNITY DEVELOPMENT COMMISSION
WATER DISTRICT
City Council Chambers
9700 Seventh Ave., Hesperia CA, 92345
City Clerk's Office: (760) 947-1007
City Council Members
Brigit Bennington, Mayor
Larry Bird, Mayor Pro Tem
Allison Lee, Council Member
Cameron Gregg, Council Member
Rebekah Swanson, Council Member
Rachel Molina, City Manager
Pam K. Lee, City Attorney
See page (3) for details on public meeting guidelines during the COVID-19 (Coronavirus) Pandemic
NOTE: In compliance with the Americans with Disability Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (760) 947-1007 or (760) 947-1026. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility.
B
rigit Bennington, Mayor 9700 Seventh Avenue
Larry Bird, Mayor Pro Tem Hesperia, CA 92345
Cameron Gregg, Council Member
Allison Lee, Council Member 760-947-1000
Rebekah Swanson, Council Member TD 760-947-1119
Rachel Molina, City Manager www.cityofhesperia.us
Gateway to the High Desert
City of Hesperia
Public Access to City Council Meetings:
C
ity Council meetings are now open to the public within the guidelines provided by the State which may include wearing masks and socially distancing from other attendees.
P
ublic Comments can be made in -person at City Council Meetings and/or can be submitted via telephone recording that will be played during the meeting.
C
ity Council meetings may be viewed live or after the event on the City’s website at www.cityofhesperia.us.
R
emote Public Comment:
P
ublic Comments Made By-Telephone Process
Public comments will be accepted in advance until 5:30 pm on the day of the scheduled meeting by calling and leaving a recorded message at (760) 947-1056. Comments received past 5:30 pm will not be included in the record. If you would like to comment remotely, please follow the protocols below:
• Cal l (760)947-10 56 to leave a detailed message of your public comment.
• Identify your name and the item you wish to comment on in your message.
• Contact information in your voicemail is optional, but will allow staff to easily follow up with you if necessary.
• Each public comment received by voicemail will be played by a staff member for up to three (3) minutes for Consent Calendar/New Business items and up to five (5) minutes for Public Hearing items.
Remote public comments received outside of the comment period outlined above will not be included in the record.
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August 1, 2023City Council Meeting Agenda
SPECIAL MEETING AGENDA
HESPERIA CITY COUNCIL
SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY
HESPERIA HOUSING AUTHORITY
HESPERIA COMMUNITY DEVELOPMENT COMMISSION
HESPERIA WATER DISTRICT
9700 7th Avenue, Council Chambers, Hesperia, CA 92345
As a courtesy, please silence your cell phones and other electronic devices while the meeting is in session. Thank you.
Prior to action of the Council, any member of the audience will have the opportunity to address the legislative body on any item listed on the agenda, including those on the Consent Calendar.
Individuals wishing to speak during General Public Comments or on a particular numbered item must submit a speaker slip to the City Clerk with the agenda item noted. Speaker slips should be turned in prior to the public comment portion of the agenda or before an agenda item is discussed. Comments will be limited to three minutes for General Public Comments, Consent Calendar items and New Business items. Comments are limited to five minutes for Public Hearing items.
In compliance with the Brown Act, the City Council may not discuss or take action on non-agenda items or engage in question and answer sessions with the public. The City Council may ask brief questions for clarification; provide a reference to staff or other resources for factual information and direct staff to add an item to a subsequent meeting.
CLOSED SESSION - 6:30 PM
Roll Call
Mayor Brigit Bennington
Mayor Pro Tem Larry Bird
Council Member Allison Lee
Council Member Cameron Gregg
Council Member Rebekah Swanson
Conference with Legal Counsel - Potential Litigation:
Government Code Section 54956.9(d)2
1. One (1) Case
CALL TO ORDER - 7:30 PM
A. Invocation
B. Pledge of Allegiance to the Flag
C. Roll Call
Mayor Brigit Bennington
Mayor Pro Tem Larry Bird
Council Member Allison Lee
August 1, 2023City Council Meeting Agenda
Council Member Cameron Gregg
Council Member Rebekah Swanson
D. Agenda Revisions and Announcements by City Clerk
E. Closed Session Reports by City Attorney
GENERAL PUBLIC COMMENTS (For items and matters not listed on the agenda) Individuals wishing to speak during General Public Comments or on a particular numbered item are requested to submit a speaker slip to the City Clerk with the agenda item noted. Speaker slips should be turned in prior to the public comment portion of the joint agenda or before an agenda item is discussed. Comments will be limited to three minutes for General Public Comments, Consent Calendar items and New Business items. Comments are limited to five minutes for Public Hearing items.
In compliance with the Brown Act, the City Council may not discuss or take action on non-agenda items or engage in question and answer sessions with the public. The City Council may ask brief questions for clarification; provide a reference to staff or other resources for factual information and direct staff to add an item to a subsequent meeting.
NEW BUSINESS
1. Ordinance No. 2 (Hesperia Municipal Code Chapter 2.08): Council-Manager Form of Government
Recommended Action:
It is recommended that the Council review the following staff report and attachments to discuss whether to amend any portion of Ordinance No. 2 (Hesperia Municipal Code Chapter 2.08) or Chapter 6, Section A, Subsection 3 of the City Council Procedures Manual.
Staff Person: City Attorney Pam K. Lee
SR Ordinance 2 Council - Manager Form of Government 8-1-2023 Attachment 1 - Ordinance 2 (HMC Chapter 2.08)
Attachment 2 - City Council Procedures Manual
Attachment 3 - Memo Dated July 10, 2023
Attachments:
COUNCIL COMMITTEE REPORTS AND COMMENTS
The Council may report on their activities as appointed representatives of the City on various Boards and Committees and/or may make comments of general interest or report on their activities as a representative of the City.
CITY MANAGER/CITY ATTORNEY/STAFF REPORTS
The City Manager, City Attorney or staff may make announcements or reports concerning items of interest to the Council and the public.
ADJOURNMENT
August 1, 2023City Council Meeting Agenda
I, Erin Baum, Assistant City Clerk of the City of Hesperia, California do hereby certify that I caused to be posted the foregoing agenda on Thursday, July 27, 2023 at 5:30 p.m. pursuant to California Government Code §54954.2. _____________________________
Erin Baum,
Assistant City Clerk
Documents produced by the City and distributed less than 72 hours prior to the meeting regarding items on the agenda will be made available in the City Clerk's Office during normal business hours.
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01071.0001/909840.1
City of Hesperia
STAFF REPORT
DATE: August 1, 2023
TO: Mayor and Council Members
FROM: Pam Lee, City Attorney
SUBJECT: Ordinance No. 2 (Hesperia Municipal Code Chapter 2.08): Council-Manager Form of Government
RECOMMENDED ACTION
It is recommended that the Council review the following staff report and attachments to discuss whether to amend any portion of Ordinance No. 2 (Hesperia Municipal Code Chapter 2.08) or Chapter 6, Section A, Subsection 3 of the City Council Procedures Manual.
BACKGROUND
Modern day cities typically take on one of two forms of government: Council-Manager or Mayor- Council. In a Council-Manager form of government, the voters of a city elect a City Council, who sets the policies, adopts the budgets, and oversees the overall direction of the city. The City Council selects one of its own to rotate as Mayor, usually on an annual basis . The City Council also appoints a City Manager, who acts as the chief executive officer of the city and carries out the policies set by Council and day -to-day administrative operations of the city, including overseeing the employees of the city. The Council-Manager form of government is the most common and used by over half of the cities across the United States and most of the cities in California, including the City of Hesperia.
In a Mayor-Council form of government, the voters of a city elect a City Council, who sets the policies and approves the budgets. The voters of the city also elect a Mayor, who is a full -time, paid official who acts as the chief executive officer of the city and oversees the day -to-day operations of the city, as well as creates the budgets. Only five cities in California – Los Angeles, San Diego, San Francisco, Oakland and Fresno – use the Mayor-Council form of government.
The Mayor-Council form of government is often times referred to as Strong Mayor form.
ISSUES/ANALYSIS
When the City incorporated in 1988, it adopted the Council -Manager form of government under Ordinance No. 2 , codified under Hesperia Municipal Code Chapter 2.08. Chapter 2.08 [City Manager] lays out the parameters of the City Manager, including eligibility, compensation, powers and duties, removal procedures, and internal relations with other employees. For example, the City Manager is:
“…the administrative head of the government of the city under the direction and control of the city council, except as otherwise provided in this chapter. He/she shall be responsible for the efficient administration of all the affairs of the city which are under his/her control. In addition to his/her general powers as administrative head, and not as a limitation thereon, i t shall be his/her duty and he/she shall have the powers set forth in the following subsections.
Staff Report to the City Council
Ord. No. 2: Council-Manager Form of Government
August 1, 2023
01071.0001/909840.1
A. Law Enforcement. It shall be the duty of the city manager to enforce all laws and ordinances of the city and to see that all franchises, contracts, permits and privileges granted by the city council are faithfully observed.
B. Authority Over Employees. It shall be the duty of the city manager, and he/she shall have the authority to control, order and give directions to all heads of departments and to subordinate officers and employees of the city under his/her jurisdiction through their department heads.
C. Power of Appointment and Removal. It shall be the duty of the city manager to, and he/she shall appoint, remove, promote and demote any and all officers and employees of the city, except the city attorney.
D. …”
[etc.]…
HMC § 2.08.070
Additionally, Ordinance No. 2 also provides that “the city council and its members shall deal with the administrative services of the city only through the city manager, except for the purpose of inquiry, and neither the city council nor any member thereof shall give orders or instructions to any subordinates of the city manager. The city manager shall take his/her orders and instructions from the city council only when sitting in a duly convened meeting of the city council and no individual councilmember shall give any orders or instructions to the city mana ger.” (HMC §
2.08.080(A).)
To further clarify the relationship between the City Council and the City Manager, the City Council Procedures Manual also provides that the City Council shall do the following:
“Speak to the City Manager directly on issues and concerns; Not direct staff to initiate any action, change a course of action, or prepare any report that is significant in nature or initiate any project or study without the approval of a majority of the City Council;
Direct the City Manager to impleme nt City Council’s policy decisions through the administrative functions of the City;
Treat staff professionally and refrain from publicly criticizing individual employees;
Avoid involvement in personnel issues except during City Council Closed sessions regarding City Council appointed staff such as City Manager and City Attorney, including hiring, firing, promoting, disciplining and other personnel matters;
Discuss directly with the City Manager privately, as appropriate, any displeasure over work or behavior with a department or staff; Request information or research on a given topic from the City Manager for response (responses will be copied to all Council Members); Request answers to questions on City Council agenda items from the City Manager, City Attorney, City Clerk, or department directors / division managers prior to the meeting whenever possible; and
Present citizen complaints to the City Manager so the complaint and request for information can be disseminated to staff for appropriate action.” (Chapter 6, Section A, Subsection 3.)
Staff Report to the City Council
Ord. No. 2: Council-Manager Form of Government
August 1, 2023
01071.0001/909840.1
Based on the foregoing, memos related to interactions between employees and the City Council have been issued in the past. The most recent memo is attached to this staff report.
Overall, a Council-Manager form of government is best used in cities whose City Council meets less frequently (e.g., twice a month) and whose Mayor is not an administrative professional. This is the case with most cities in California, as the administration of day -to-day operations is left to the professional – the city manager. In larger cities whose City Council meet s more frequently (e.g., once or twice a week), it may make more sense for the Mayor to be the head of administration to carry out functions and operations of the city.
Should the City Council decide to change or amend either the Ordinance or Procedures Manual, staff will take the appropriate direction to prepare said amendment and bring it back for consideration at another meeting.
FISCAL IMPACT
None.
ALTERNATIVE(S)
1. Provide alternative direction to staff.
ATTACHMENT(S)
1. Ordinance No. 2 (Hesperia Municipal Code Chapter 2.08)
2. City Council Procedures Manual, Chapter 6
3. Memo dated July 10, 2023
Chapter 2.08 - CITY MANAGER
Sect ions:
2.08.010 - O ce created.
The office of the city manager is created and established. The city manager shall be appointed by the city council wholly on the basis of his administrative and executive ability and qualifications and shall hold office for and during the pleasure of the city council. (Ord. 2 § 1, 1988)
2.08.020 - Residence.
Residence in the city at the time of appointment of a city manager shall not be required as a condition of appointment nor at anytime thereafter unless otherwise prescribed for in the city manager's employment agreement.
(Ord. 298 § 2, 2000: Ord. 2 § 2, 1988)
2.08.030 - Eligibility.
No member of the city council shall be eligible for appointment as city manager until one year has elapsed after such city council member shall have ceased to be a member of the city council. (Ord. 2 § 3, 1988)
2.08.040 - Bond.
The city manager and acting city manager shall furnish a corporate surety bond to be approved by the city council in such sum as may be determined by the city council, and shall be conditioned upon the faithful performance of the duties imposed upon the city manager and acting city manager as herein prescribed. Any premium for such bond shall be a proper charge against the city. (Ord. 2 § 4, 1988)
2.08.050 - Acting city manager.
The assistant city manager or deputy city manager shall serve as acting city manager during any temporary absence or disability of the city manager. In the event there is no assistant city manager or deputy city manager, the city manager, by filing a written notice with the city clerk, shall designate a Attachment 1
A.
B.
C.
D.
E.
F.
qualified city employee to exercise the power and perform the duties of city manager during his/her temporary absence or disability. In the event the city manager's absence or disability extends over a two-month period, the city council may, after the two-month period, appoint an acting city manager. (Ord. 295 § 1, 2000: Ord. 2 § 5, 1988)
2.08.060 - Compensation.
The city manager shall receive such compensation as the city council shall from time to time determine. In addition, the city manager shall be reimbursed for all actual and necessary expenses incurred by him/her in the performance of his/her official duties. (Ord. 2 § 6, 1988)
2.08.070 - Powers and duties.
The city manager shall be the administrative head of the government of the city under the direction and control of the city council, except as otherwise provided in this chapter. He/she shall be responsible for the efficient administration of all the affairs of the city which are under his/her control. In addition to his/her general powers as administrative head, and not as a limitation thereon, it shall be his/her duty and he/she shall have the powers set forth in the following subsections.
Law Enforcement. It shall be the duty of the city manager to enforce all laws and ordinances of the city and to see that all franchises, contracts, permits and privileges granted by the city council are faithfully observed.
Authority Over Employees. It shall be the duty of the city manager, and he/she shall have the authority to control, order and give directions to all heads of departments and to subordinate officers and employees of the city under his/her jurisdiction through their department heads.
Power of Appointment and Removal. It shall be the duty of the city manager to, and he/she shall appoint, remove, promote and demote any and all officers and employees of the city, except the city attorney.
Administrative Reorganization of Offices. It shall be the duty and responsibility of the city manager to conduct studies and effect such administrative reorganization of offices, positions or units under his/her direction as may be indicated in the interest of efficient, effective and economical conduct of the city's business.
Ordinances. It shall be the duty of the city manager and he/she shall recommend to the city council for adoption such measures and ordinances as he/she deems necessary.
G.
H.
I.
J.
K.
L.
M.
A.
Attendance at City Council Meetings. It shall be the duty of the city manager to attend all meetings of the city council unless at his/her request he/she is excused therefrom by the mayor individually or the city council, except when his/her removal is under consideration.
Financial Reports. It shall be the duty of the city manager to keep the city council at all times fully advised as to the financial condition and needs of the city.
Budget. It shall be the duty of the city manager to prepare and submit the proposed annual budget and the proposed annual salary plan to the city council for its approval.
Expenditure Control and Purchasing. It shall be the duty of the city manager to see that no expenditures shall be submitted or recommended to the city council, except on approval of the city manager or his/her authorized representative. The city manager, or his/her authorized representative, shall be responsible for the purchase of all supplies for all the departments or divisions of the city.
Investigations and Complaints. It shall be the duty of the city manager to make investigations into the affairs of the city and any department or division thereof, and any contract or the proper performance of any obligation to the city. Further, it shall be the duty of the city manager to investigate all complaints in relation to matters concerning the administration of the city government and in regard to the service maintained by public utilities in the city.
Public Buildings. It shall be the duty of the city manager and he/she shall exercise general supervision over all public buildings, and all other public property which are under control and jurisdiction of the city council.
Hours of Employment. It shall be the duty of the city manager to devote his/her entire time to the duties of his/her office and in furthering the interest of the city.
Additional Duties. It shall be the duty of the city manager to perform such other duties and exercise such other powers as may be delegated to him from time to time by ordinance or resolution or other official action of the city council. (Ord. 2 § 7 (§§ 7.1—7.2, 7.15), 1988)
2.08.080 - Internal relations.
Council—Manager Relations. The city council and its members shall deal with the administrative services of the city only through the city manager, except for the purpose of inquiry, and neither the city council nor any member thereof shall give orders or instructions to any subordinates of the city manager. The city manager shall take his/her orders and instructions from the city council only when sitting in a duly convened meeting of the city council and no individual councilmember shall give any orders or instructions to the city manager.
B.
C.
A.
B.
Departmental Cooperation. It shall be the duty of all subordinate officers and the city attorney to assist the city manager in administering the affairs of the city efficiently, economically and harmoniously.
Attendance at Commission Meetings. The city manager may attend any and all meetings of the planning commission and any other commissions, boards or committees created by the city council, upon his/her own volition or upon direction of the city council. At such meetings which the city manager attends, he/she shall be heard by such commissions, boards or committees as to all matters upon which he/she wishes to address the members thereof, and he/she shall inform said members as to the status of any matter being considered by the city council, and he/she shall cooperate to the fullest extent with the members of all commissions, boards or committees appointed by the city council.
(Ord. 2 § 8, 1988)
2.08.090 - Removal procedure.
Removal of City Manager. The removal of the city manager may be affected with or without cause. Removal for cause shall occur only by a majority vote of the whole city council as then constituted, convened in a regular council meeting. Removal without cause shall occur by a majority vote of the whole city council as then constituted, convened in a regular council meeting, unless at least four votes to terminate without cause is agreed to in an employment agreement. Any employment agreement requiring four votes to terminate without cause must be approved by at least the same number of votes.
Limitation on Removal. Notwithstanding the provisions of subsection (A) of this section, the city manger shall not be removed from office, during or within a period of one hundred twenty (120) days next succeeding any general municipal election held in the city at which election a member of the city council is elected or when a new city councilmember is appointed; the purpose of this provision is to allow any newly elected or appointed member of the city council or a reorganized city council to observe the actions and ability of the city manager in the performance of the powers and duties of his/her office. After the expiration of the one hundred twenty (120) day period aforementioned, the provisions of subsection (A) of this section as to the removal of the city manager shall apply and be effective. (Ord. 268 § 1, 1998; Ord. 2 § 9, 1988; Ord. No. 2020-09 , § 2, 6-16-20)
2.08.100 - Agreements on employment.
Nothing in this chapter shall be construed as a limitation on the power or authority of the city council to enter into any supplemental agreement with the city manager delineating additional terms and conditions of employment not inconsistent with any provisions of this chapter.
(Ord. 2 § 10, 1988)
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City of Hesperia
MEMORANDUM
DATE: Monday, July 10, 2023
TO: All Animal Services Staff
FROM: Melinda Sayre, Deputy City Manager/ City Clerk
SUBJECT: Training Memo – Council- Staff Relations
Recently a City Council Member visited the shelter and was enco untered by staff in non-public and public areas. This resulted in inquiries about the protocol for handling such situations and presents a great training opportunity for management to inform staff of policies and expe ctations surrounding council-staff relations, a topic that is rarely discussed but is important to all and cent ral to the smooth operations of the City.
The City is quite fortunate to have elected officials who are willing to spend time engaged with the community and staff and it’s no wonder that they may wish to visit our amazing shelter, not to mention that management is very proud of the hard work and effort that staff puts into the shelter.
You may wonder how this impacts staff and day-to-day operations . Staff should feel comfortable greeting council members and answering general questions related to their unique job duties and responsibilities followed by locating a supervisor to assist them. Supervisors w ould then do the same and direct the council member to relay concerns or questions related to higher level issues such as policy, resource allocation and budgetary issues to my attention as department head or the city manager. In every situation, all staff members are required to report contact and correspondence with council members to their supervisor.
This chain of command approach to communication with the council is due to the City’s council-manager form of government. A council-manager form of government is one in which city council members are part of a multi- member governing body that collectively makes policy decisions for the City at agendized public meetings.
The city manager provides direction to department heads to implement those policies and holds them accountable for progress. Ordinance no. 2 and Chapter 6 Section A(3) of the City Council Procedures Manual detail the framework of internal relations between city council members and staff. Each are available online for reference.
Please feel free to contact me if you have any questions and as a l w a y s , t h a n k y o u f o r y o u r v a l u a b l e contributions to the City and it’s furry guests.
Attachment 3
City of Hesperia Memorandum Page 2