Lake Forest City Council
January 7, 2025

CITY COUNCIL POLICY: INVOCATIONS
Introduced Month, day, year

PURPOSE

The purpose of this policy is to provide for traditional legislative invocations at City Council meetings consistent with the U.S. Supreme Court’s ruling in Town of Greece v. Galloway (2014) 572 U.S. 565

BACKGROUND

The Lake Forest City Council is an elected legislative and deliberative public body, serving the citizens of the City of Lake Forest, and legislative bodies in America have long maintained a tradition of solemnizing proceedings by allowing for an opening prayer before each meeting for the benefit of the legislative bodies. The Lake Forest City Council adopted an invocation policy on March 19, 2013, based on a California Court of Appeal’s holding in Rubin v. City of Burbank (2002) 101 Cal.App.4th 1194.

On May 5, 2014, the U.S. Supreme Court, in Town of Greece v Galloway (2014) 572 U.S. 565, described new parameters for legislative invocations. The City Council now desires to update its Invocation Policy to conform to the Town of Greece decision.

The Supreme Court had previously held that legislative invocations serve “the legitimate secular purposes of solemnizing public occasions, expressing confidence in the future, and encouraging the recognition of what is worthy of appreciation in society. For that reason, and because of their history and ubiquity, those practices are not understood as conveying government approval of particular religious beliefs.” Lynch v. Donnelly (1984) 465 U.S. 668, 693 (O’Connor, J., concurring).

The Supreme Court acknowledged in Holy Trinity Church v. United States (1892) 143 U.S. 457 that the American people have long followed a “custom of opening sessions of all deliberative bodies and most conventions with prayer . . . . ” Id., at 471.

In Town of Greece the Supreme Court held that a prayer at the beginning of a legislative session is consistent with the First Amendment if it is "intended to lend gravity to the occasion . . . , reflect[s] values long part of the Nation's heritage . . . , is solemn and respectful in tone, [and] invites lawmakers to reflect upon shared ideals and common ends before they embark on the fractious business of government."
The Supreme Court has held that “the content of [such] prayer is not of concern to judges where . . . there is no indication that the prayer opportunity has been exploited to proselytize or advance any one, or to disparage any other, faith or belief.” Marsh v. Chambers (1983) 463 U.S. 783, 794-795.

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City Council Policy: Invocations

Contrary to the California Court's position in Rubin, the U.S. Supreme Court in Town of Greece held that "[a]n insistence on nonsectarian or ecumenical prayer as a single, fixed standard is not consistent with the tradition of legislative prayer outlined in the Court's cases," that Congress acknowledges "our growing diversity not by proscribing sectarian content [for invocations] but by welcoming ministers of many creeds," and that it should not be the job of the courts or deliberative public bodies “to embark on a sensitive evaluation or to parse the content of a particular prayer” offered before a public body.

The City Council recognizes its constitutional duty to interpret, construe, and amend its policies and ordinances to comply with the rule of law and constitutional requirements as they are announced, and the Town of Greece decision necessitates that the City Council revisit its 2013 Invocation Policy to conform it to that decision.

POLICY

This Policy is to provide for traditional legislative invocations at the commencement of City Council meetings in a manner that upholds and balances the principles of the Establishment Clause and the Free Exercise Clause of the First Amendment.

Council invocations are provided for the Council members themselves to "set the mind to a higher purpose and thereby ease the task of governing." (Town of Greece, at ___). The City Council invocation opportunity should recognize and encourage the City's pluralism and diversity. The invocation must not be coercive to public members not wishing to participate. The invocation opportunity must not be exploited to proselytize or advance anyone, or to disparage any other, faith or belief.

In order to solemnize proceedings of the City Council, it is the policy of the City Council to allow for an invocation or prayer to be offered at its meetings for the benefit of the City Council and willing participants in the community. Invocations offered at City Council meetings shall be subject to the following guidelines:

1. No member of the City Council or City employee or any other person in attendance at the meeting shall be required to participate in any prayer that is offered.

2. The prayer shall be voluntarily delivered by an eligible member of the clergy/religious leader in the City of Lake Forest. To ensure that such person (the “invocational speaker”) is selected from among a wide pool of the City’s clergy/religious leaders, on a rotating basis, the invocational speaker shall be selected according to the following procedure:

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a. The City Clerk shall compile and maintain a database (the “Congregations List”) of the religious congregations with an established presence in Lake Forest.

b. The Congregations List shall be compiled by referencing the Internet, and consultation with the local chamber of commerce. All religious congregations with an established presence in the City of Lake Forest are eligible to be included in the Congregations List, and any such congregation can confirm its inclusion by specific written request to the Clerk.

c. The Congregations List shall also include the name and contact information of any chaplain who may serve one or more of the fire departments or law enforcement agencies of the City of Lake Forest or any nearby military facilities.

d. The Congregations List shall be updated, by reasonable efforts of the City Clerk, in November of each calendar year.

e. The City Clerk or designee shall contact religious leaders of each congregation listed on the Congregations List, as well as to the individual chaplains included on the Congregations List.

f. The invitation shall be sent in writing:

Dear Religious Leader,

The Lake Forest City Council makes it a policy to invite members of the clergy in the City of Lake Forest to voluntarily offer a prayer before the beginning of its meetings, for the benefit and blessing of the City Council. As the leader of one of the religious congregations with an established presence in the City of Lake Forest, or in you r capacity as a chaplain for one of the fire departments or law enforcement agencies of the City of Lake Forest, you are eligible to offer this important service at an upcoming meeting of the City Council. The City Council requests that invocations are generally limited to two minutes.

If you are willing to assist the City Council in this regard, please send a written reply at your earliest convenience to the City Clerk at the address included on this letterhead. Clergy are scheduled on a first -come, first-serve or other random basis.

The dates of the City Council’s scheduled meetings for the upcoming year are listed on the following, attached page. If you have a preference among the dates, please state that request in your written reply.

This opportunity is voluntary, and you are free to offer the invocation according to the dictates of your own conscience. To maintain a spirit of respect, inclusion, and ecumenism, the City Council requests only that the prayer opportunity not be Item: 16
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City Council Policy: Invocations

exploited as an effort to convert others to the particular faith of the invocational speaker, nor to disparage any faith or belief different than that of the invocational speaker.

On behalf of the City Council, I thank you in advance for considering this invitation.

Sincerely,

The Lake Forest City Clerk

g. Consistent with paragraph 4 hereof and, as the invitation letter indicates, the respondents to the invitation shall be scheduled on a first -come, first- serve or other random basis to deliver the prayers.

h. If the selected invocational speaker does not appear at the scheduled meeting, the Mayor may ask for a volunteer from among the City Council or the audience to deliver the invocation.

3. No invocational speaker shall receive compensation for his or her service.

4. The City Clerk shall make every reasonable effort to ensure that a variety of eligible invocational speakers are scheduled for the City Council meetings. In any event, no invocational speaker shall be scheduled to offer a prayer at consecutive meetings of the City Council, or at more than three (3) City Council meetings in any calendar year.

5. Neither the City Council nor the City Clerk shall engage in any prior inquiry, review of, or involvement in, the content of any prayer to be offered by an invocational speaker.

6. Before the beginning of the business portion of the meeting and the agenda/business of the public, the Mayor shall introduce the invocational speaker and the person selected to recite the Pledge of Allegiance following the prayer, and shall invite only those who wish to do so to participate in those observances with the City Council.

7. Political statements during invocations at City Council meetings are prohibited.

Invocations are traditionally intended to offer a moment of reflection, unity, or spiritual guidance rather than serve as a platform for political advocacy.

8. This policy in not intended, and shall not be implemented or construed in any way, to affiliate the City Council with, nor to express the City Council’s preference for, any faith or religious denomination. Rather, this policy is intended to acknowledge and express the City Council’s respect for the diversity of religious denominations and faiths represented and practiced among the citizens of Lake Forest.

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City Council Policy: Invocations

9. Nothing herein shall abridge the right of any person to address the City Council during that portion of any meeting set aside and designated for public comment, subject to the City rules concerning the same.

AUTHORIZED BY

Lake Forest City Council

January 7, 2025, Item No. X

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ATTACHMENT 16
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City Council Policy: Mayor’s Minute Video Segment
Adopted 3/6/18; Revised 1/7/20 Page 1 of 3

CITY COUNCIL POLICY: MAYOR’S

MINUTE VIDEO SEGMENT
Reaffirmed: January 2, 2024

The “Mayor’s Minute” is a recurring short video that highlights important City information and/or current events. The video is produced by City staff and narrated by the Mayor. It is meant to compliment the communication efforts of the public informationCommunications and Marketing Division.

PURPOSE

This policy establishes the parameters, procedures, and proper uses of the “Mayor’s Minute” video segments.

PARAMETERS

Representation

California law prohibits the use of public resources for personal or political gain.

The City Council has previously determined that correspondence paid for with public funds must relate to actual and authentic City business and must not purport to advance or advocate a policy not previously approved by the City Council.

The “Mayor’s Minute” shall not benefit political campaigns nor promote a political agenda. The video shall represent the actions and events of the City as a whole, not individuals.

Content - The content in the “Mayor’s Minute” shall focus on City business or events, such as:
a) Items on upcoming City Council or special-meeting agendas b) Upcoming City workshops or community meetings
c) City accomplishments
d) Council actions taken during a previous City Council meeting e) Public service announcements that support City projects or programs, such as crime prevention, keeping pets on leash, and traffic safety f) Events sponsored in whole or in part by the City
g) Other topics related to the City’s history

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City Council Policy: Mayor’s Minute Video Segment
Adopted 3/6/18; Revised 1/7/20 Page 2 of 3

Budget - A budget shall be established for the production, posting and promotion of “Mayor’s Minute” segments during the annual City Council Budget Workshop.

Substitutes - The Mayor shall not substitute a proxy for the segment without prior approval from the City Manager.

Approvals - The City Manager, or his/her designee, shall have final approval of the script and video recording. The City Manager has the right to refuse broadcasting or posting any video that is in violation of this policy.

Video Length - The video should fall between 60 and 90 seconds of recording time.

Staff Resources - Pre-production and post-production work shall be limited to two and a half hours per video segment.

PROCEDURE

Script Review
The script shall be prepared by City staff in consultation with the Mayor or Mayor’s proxy. The City Manager, or his/her designee, shall have final say on the content of the script. During the 60 days prior to an
election, staff will provide a heightened review of the Mayor’s Minute videos.

Recording
The Mayor should arrive prepared and promptly at the arranged recording time to minimize impact to staff schedules. The Mayor shall be dressed in attire appropriate to represent the City of Lake Forest.

Staff Present
Public InformationCommunication and Marketing Office staff and the Director of Management ServicesDeputy City Manager, or his/her designee, shall be present during the recording.

Recording Length
While multiple “takes” may be required on occasion, the recording period shall not exceed 30 minutes.

Editing
While the Mayor may provide input, staff shall determine the recorded segment best suited for use. Editing time shall not exceed one and a half hours per video segment.

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City Council Policy: Mayor’s Minute Video Segment
Adopted 3/6/18; Revised 1/7/20 Page 3 of 3

PROPER USE

Posting
Once completed by City Staff and approved by the City Manager or his/her designee, the “Mayor’s Minute” video will be posted to the City’s website and social-media channels. These may include, but are not limited to, Facebook, Twitter, Instagram, and YouTube. While pages and accounts controlled by others may link to the City content, the content shall not be directly shared with any other site or individual without approval from the City Manager.

Promoted Posts
On occasion, it may be beneficial to the City for the “Mayor’s Minute” to be “boosted” (promoted) on social media. The decision to spend advertising funds on promoting a “Mayor’s Minute” post shall be made by the Management Services Director. “Mayor’s Minute” segments may not be “boosted” within 60 days of any election.

Promoted Posts
No more than $200 may be spent promoting a “Mayor’s Minute” on social media without approval from the City Manager.

Comments on Posts
Any public comment on a posting of the “Mayor’s Minute” must comply with the City’s social media policy. Such a determination shall be made by the Director of Management Services or his/her designee.

PENALTIES

Pursuant to California Government Code Section 53232.4, penalties for misuse of public resources may include, but are not limited to, the following:

A. Civil penalties for misuse of public resources pursuant to California Government Code Section 8314.

B. Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code.

AUTHORIZED BY

Lake Forest City Council

January 7, 2025, Item No. X

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ATTACHMENT 17
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City Council Policy: Order of the Agenda
Adopted 7/11/17; Amended by Minute Order 3/6/18; Revised 1/2/19 Page 1 of 2 CITY COUNCIL POLICY: ORDER OF THE
AGENDA
Reaffirmed January 2, 2024
The City Council Agenda provides for the orderly conduct of Council Meetings and facilitates the people’s business.

PURPO
SE
This Poli
cy establishes the order of regular City Council Agenda Business and provides guidelines for managing the Agenda during City Council Meetings.

Spe
cial Meetings
Special Meetings shall convene at the time and place listed on the Notice and Call of Special Meeting.

ORDER

OF AGENDA
Regula
r Meetings
T
he City Council Meeting Agenda for Regular Meetings will proceed in the following Order of Business, but agenda items may be reorganized as appropriate following consultation with the Mayor, the City Manager, and the City Clerk.

Call to Order
Closed Session Public Comment (if necessary)
Closed Session
Invocation
Pledge of Allegiance
Student Liaison Report
Presentations
Public Comment
Warrant Register
Consent Calendar
Public Hearings
Discussion Items
Continued Public Comment (if necessary)
City Manager’s Report
Council Member Comments
Continued Closed Session (if nec
essary)
Adjournment.

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City Council Policy: Order of the Agenda
Adopted 7/11/17; Amended by Minute Order 3/6/18; Revised 1/2/19 Page 2 of 2 Spe
cial Meetings
The City Council meeting agenda for Special Meetings will contain only those items necessary for the conduct of the Special Meeting and as listed on the Notice and Call of Special Meeting.

Continua
tion of Public Comment Period
Should the Public Comment portion of the City Council meeting extend past the 30-minute total time allotted, it shall be at the discretion of the Mayor to extend the time allotted for Public Comments to accommodate the needs of the public.

ADJ

OURNMENT
Conside
ration of Adjournment
A
t 9:30 p.m., the City Council shall determine by motion and vote whether the meeting should continue or if the meeting should conclude and any remaining items be continued to the next regular City Council meeting agenda.

AUT

HORIZED BY
Lake Forest City Council January 7, 2025, Item No. X
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ATTACHMENT 18
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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 1 of 6 CITY COUNCIL POLICY: RECOGNITIONS -

PROCLAMATIONS, CERTIFICATES, AND/OR

CITY PARAPHERNALIA
Revised: January 16, 2024

1. Purpose.

To esta
blish guidelines for the City Council’s consideration for recognition of individuals, groups, and events by issuance of proclamations, certificates, and/or City paraphernalia on matters within the City’s subject matter jurisdiction and which most immediately affect the City of Lake Forest.

2. Background.

O
n a regular basis, the City of Lake Forest receives requests from individuals, groups, and organizations for various types of recognition. The purpose of this policy is to provide guidelines for the City’s consideration of these requests upon matters within the City’s jurisdiction, and to preserve Council meeting time and resources for those matters upon which the City Council’s decisions have direct and concrete consequence for the City. Current practice allows for the City Council to determine which presentations are agendized and which are appropriate to be presented at an event outside of a formal City Council meeting.

Req
uests made by members of the City Council are reviewed by the Mayor and may be approved at the Mayor’s discretion. Any member of the City Council may use the consensus process to request a recognition.

3. Policy.

It
is the policy of the City Council that staff will use the guidelines of this policy as a basis for deciding appropriate recognition. The City Clerk will process all requests for recognition that meet this policy. All others will be approved at the discretion of the Mayor.

4. Definitions.

Certific
ates: A certificate is a type of recognition of an individual or group. A certificate is prepared in response to the type of recognition requested. Types of certificates may include: Certificate of Commendation, Certificate of Recognition, Certificate of Appreciation, Item: 16
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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 2 of 6 a
nd Certificate of Appointment. Certificates are prepared for signature of all members of the City Council, if requested by a majority of the City Council. This may be presented at a City Council meeting or outside event. Certificates are not issued for religious observations, matters of foreign policy of the United States, ethnic celebrations, or recognition that is not local to the community in nature. Certificates are considered when:

1. Their primary purpose is to recognize individuals or groups, local issue
s, actions, and/or programs that contribute to the City of Lake Forest. (
Examples include notable achievements at a local school.)

2. Their primary purpose is to acknowledge a noteworthy occurrence th
at took place in the City of Lake Forest. (Examples include recognizing a life-saving act in Lake Forest.)

3. Their primary purpose is to acknowledge issues that directly impact th
e operations of the City of Lake Forest.

Proc
lamations: Proclamations may be issued to designate a day, week, month, or year that an event, individual, organization or cause shall be recognized or observed. Proclamations may also be issued to individuals or organizations in recognition of efforts, actions, or accomplishments of an individual or group when those efforts, actions or accomplishments have had a direct positive effect or contribution on the community. Proclamations are not issued when a topic is regarding the following:
• Matters
of foreign policy of the United States of America or its r
elationship to other countries of the world except at the expressed request of an elected official of the federal government or an authorized representative of a department or agency of the federal government.
• Ite
ms outside the subject matter jurisdiction of the City of Lake Forest.
• Matters
that do not directly impact the City of Lake Forest.

T
here are two types of Proclamations: (1) a letter size document observing event or occasion and (2) a legal size document that includes details of occasion and whereas statements, similar to a City Council Item: 16
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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 3 of 6 resolution. Th e Mayor has discretion as to the appropriateness and type of recognition. Proclamation s are prepared by the City Clerk and signed by the City Council and may be presented at a City Council meeting or outside event.

Standard Plaques: Standard plaques are an appropriate means of recognition for significant service to the City. Presentation of a standard plaque is at the discretion of the Mayor with concurrence of a majority of the City Council.

City Tile Plaque: The City tile plaque is an appropriate means of recognizing the service of a Director, City Commissioner, Eagle Scout/Girl Scout Gold Award service project benefitting the City of Lake Forest, High School Liaison, or dignitaries visiting from other jurisdictions.

Presentation of a City tile plaque is at the discretion of the Mayor with concurrence of a majority of the City Council.

In Memoriam Certificate / Dedication of a Meeting: There are times when a meeting is dedicated to the memory of an individual. The Mayor would initiate this action. When a meeting is dedicated, a notation appears on the agenda and the Mayor announces that the meeting is in memory of said individual. After the meeting is held or adjourned, an appropriate certificate “In Memoriam” may be requested by the family to acknowledge the dedication.

City Lapel Pin: City lapel pins include the City logo. They are presented to City staff, City Commissioners when appointed, and guests of the City as determined by the Mayor and/or City Council Members and/or City Manager, City Clerk or Department Directors.

City Pen: City pens are specially prepared and contain the City logo. City pens are presented to City staff, City Commissioners or dignitaries as determined by the Mayor and/or City Council members.

Letter of Commendation: The Mayor at his/her discretion may opt to recognize an event or individual, such as earning the prestigious Eagle Scout or Girl Scout Gold Award.

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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 4 of 6

5. Type of Recognition Requests.

T
he following are recognition guidelines, which will be implemented by the Mayor.

Commun
ity Events, Community Organizations
In response to requests for recognition received from various community organizations, the Mayor will consider the significance of the event to the entire community and provide direction to staff on proceeding with the request accordingly.

Athletic
/ Academic Accomplishments
Recognition of athletic/academic accomplishments may be given when an individual or team reaches a significant level of competition on a regional, state, or national level. Additionally, recognition may be given for a championship at a county level if the competitor continues to compete at a state and/or national level. Recognition should occur when the highest level of competition is completed.

Athletic r
ecognition should be limited to children of High School age or greater competing in school-related or publicly conducted and sanctioned competitions.

Ad
ults residing in the community may also be recognized for their athletic achievements in well-recognized sporting events. The determination of when recognition is appropriate shall be the responsibility of City Council.

Acts
of Heroism
Commendations may be given to residents of Lake Forest who perform heroic acts and to non-residents who perform acts of heroism to save the life or property of a City resident, or take significant steps to improve the City’s community wellbeing or reputation. The commendation should be presented at a City Council Meeting. Nominations for acts of heroism may be received through the Community Heroes program and are to be reviewed by the Communications and Marketing Manager and the Deputy City Manager or their designee within one week of the receipt of nomination. Following the review of the nomination, staff contacts the requester to discuss the details of the request. In addition to official recognition at a public City Council meeting, every community hero will be added to the City’s dedicated webpage describing the heroic act that resulted in the recognition each hero received.

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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 5 of 6 Non-Profi
t Organizations, Yearly Commemorative Events
In response to requests for recognition received from various non-profit organizations, the Mayor will consider those requests not covered as to the significance of the event to the entire community and provide direction to staff on proceeding with the request accordingly.

Ea
gle Scouts and Silver Arrow Scouts / Girl Scout Silver and Gold Award
A letter of commendation may be prepared to recognize City residents who
achieve the rank of Eagle Scout and Silver Arrow Scout or Girl Scout Silver or Gold Award. The letter will be presented in a certificate folder and may be presented by the Mayor or a member of the City Council at either a court of Honor or a City Council meeting. Scouts completing their final projects within the legal boundaries of the City of Lake Forest will be honored with a tile plaque.

City Co
mmissioners
Newly appointed commissioners will be presented with a City lapel pin and a Certificate of Appointment at the City Council meeting at which the Oath of Office is taken. Commissioners who complete their terms of office will be presented with a City Tile Plaque at a City Council meeting.

Commission Chairpersons will be recognized with a Certificate of Recognition at the end of their term.

Regiona
l Events and Recognition for Other Cities.

Appropriate certificates or proclamations may be prepared for regional events or in response to requests from other cities. The form of presentation will be evaluated by the Mayor for presentation to City Council for final action.

National
Day/ Week / Month or Dates of Observance
A p
roclamation may be issued by/to an organization or individual who has a direct association with the recognition.

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City Council Policy: Recognitions - Proclamations, Certificates, and/or City Paraphernalia Adopted 1993
Amended by Minute Order 7/2/19; Revised 7/5/23; 1/16/24 Page 6 of 6 Anni
versary
A
Certificate or Proclamation of Anniversary may be prepared to commemorate an anniversary for a community service organization located in the City, a company doing business within the City, or another public agency. The organization being honored shall be invited to send a representative to a City Council meeting to receive the award.

Limitation of requests include:
• A Proclamation request will be honored only for major anniversary (e.g., 25th, 50th, 100th, etc.)
• For all non-major anniversaries, a Certificate of Recognition may be provided.

May
or’s Award
An
award may be presented to one City staff member to recognize outstanding performance and achievement during the year. The established criterion and procedure for the Mayor’s Award is found in the Mayor’s Award Administrative Policy.

6. Procedure.

It is the p
olicy of the City Council that when a request for recognition is received, certificates, proclamations, plaques, and other recognitions awards shall be prepared by the City Clerk in accordance with the adopted guidelines of this policy. The Community Hero awards will be prepared by the Communication and Marketing Division. If a request for recognition is not clearly consistent with any of the request categories, the Mayor will provide direction and staff will prepare the necessary recognition.

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ATTACHMENT 19
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City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 1 of 8
CITY COUNCIL POLICY: TRAVEL AND EXPENSE

REIMBURSEMENT
Revised: January 2, 2024 – DRAFT REVISIONS 1. 7.2025
City Council Members and Commissioners (“Official” or “Officials”) are allowed their actual and necessary expenses when traveling on official City business consistent with this policy, as outlined below. Council Members and Commissioners are encouraged to participate in trainings and conferences in an effort to enhance education and to represent the City of Lake Forest. Reasonable modifications to this policy are allowed for an Official(s) with disabilities.

I. Purpose
The City of Lake Forest (“City”) recognizes the value of elected City Council members and appointed Commissioners (“Official” or “Officials”) attending professional trainings and conferences that enhance promote or benefit the City. This Travel and Expense Reimbursement Policy (“policy”) establishes travel authorization, allowable expenses and reimbursements, and reporting standards for travel conducted by officials while performing their official duties, consistent with California Government Code (“GC”) sections 53232, et seq., and adopted City policies. Reasonable modifications to this policy are allowed for Official(s) with disabilities.

II. Policy
This policy applies to all authorized travel by officials when performing their official duties. Travel taken under this policy must adhere to the following principles:

Public Benefit: All travel must be aligned with City objectives and serve a clear public purpose that enhances, promotes, or benefits the City.

Accountability: Travel expenses must be reasonable, necessary, and accurately documented in compliance with applicable laws and City policies.

Equity and Fairness: City policies shall be applied consistently to all officials covered by this policy.
1 Before Your Trip.

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City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 2 of 8

1.1 Authorized Budget.

Travel is subject to the dollar limitations set forth in the City’s Annual Operating Budget. City Council travel is budgeted within the City Council Department “Travel, Conferences, and Meetings” account. Planning Commission travel is budgeted in the Community Development Planning Division “Commissioner Travel” account. Community Services Commission travel is budgeted in the Community Services Recreation Division “Commissioner Travel” account. Traffic and Parking travel is budgeted in the Public Works Traffic and Parking Commission Division “Commissioner Travel” account.

1.2 Authorized Functions (i.e., Where can I go?).

Expenses incurred in connection with the performance of official duties at functions described below are eligible for reimbursement:

a) Meetings of the City Council, Successor Agency, Housing Authority, Financing Authority, and any other government body or Ad Hoc Committee established by formal action of the Lake Forest City Council.
b) Meetings attended as the Council-designated representative(s) (or Council designated alternate(s)) of the City as documented on the most recently adopted City Council Committee Appointments List. c) Meetings with the City Manager or his or her designee. d) City-sponsored events.
e) Meetings of the Orange County Division of the League of California Cities (LOCC)Cal Cities and Association of California Cities – Orange County (ACCOC).
f) A ttendance at LOCC Cal Cities Annual Conference, LOCC Cal Cities Mayors and Council Members Executive Forum/Summit, LOCC Cal Cities policy committees (subject to LOCC Cal Cities appointment), and LOCC Cal Cities New Mayors and Council Members Academy.
g) Attendance at educational seminars, conferences or activities designed to improve the Council Member or Commissioner’s skill and knowledge provided the City is a member of the organization sponsoring the activity.
h) Attendance at training sessions required by federal, state, or local law.
i) Appearances before, or attending meetings of, state legislative committees, state regulatory bodies, state commissions, entities regulated by the California Public Utilities Commission, and other government entities, on behalf of the City of Lake Forest.

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City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 3 of 8

j) Meeting or functions of public agency or non-profit organizations contract partners.

1.3 A dvances.

The City does not issue advances for travel. In lieu of an advance, officials may utilize a Cal-Card (i.e., a purchase VISA card) for expenses incurred while traveling on official City business. 1

1.4 City Council CAL- Cards.

City Council Members are authorized to use a CAL-Card (i.e., a purchase VISA card) for travel expenses associated with out-of-town travel. When traveling, an official’s Cal-Card shall have an expenditure limit of $2,000. When not in use during specific travel, Cal-Cards shall have an expenditure limit of $0. CAL-Cards are to remain in the possession of Officials, and Officials are responsible to report lost or stolen cards.

1.51.3 Res ervations/Registrations.

Officials attending meetings or traveling on official business may request staff assistance in arranging conference registration, hotel, and other travel reservations for authorized functions as listed in this policy.

1.5.11.3.1 Airline & Train Reservations.

The City will purchase airline and train tickets for travel to fu
nctions listed in Section 1.2 (f) on an official’s behalf no later than fourteen (14) days in advance of travel. The City will purchase airline and train tickets for travel to all other authorized functions as listed in this policy on an official’s behalf. Tickets for functions listed in Section 1.2 (f) requested thirteen days or less in advance of travel must be purchased directly by the traveling official. Eligibility for reimbursement of airline and train tickets is outlined in Section II of this policy.

1.61.4 Canc ellations.

1 The CAL-Card program, a State purchase VISA card program administered by US Bank, is offered to designated City officials as a streamlined way to procure and pay for City-related goods and services while reducing reimbursement, invoice, and check processing costs. Officials that utilize CAL- Cards are subject to program rules and regulations as outlined in the City’s Purchasing Guidelines. CAL- Card purchases are restricted to specified merchant category codes.

Item: 16
322

City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 4 of 8
In the event an Official is unable to travel according to pre-arranged and/or pre-paid itineraries, the Official shall cancel his or her reservations prior to the cancellation deadline established by the vendor (i.e. hotel, airline, etc.) so as not to incur charges or in order to receive a refund or credit. (Any non-refundable fees will not be at the expense of the Official if the cancellation is processed prior to the cancellation deadline).

In t
he event an Official does not cancel his or her reservations and the City is charged a fee or unable to receive a credit or refund, the Official shall reimburse the City the full cost of the fee or non-cancelled charges within thirty (30) days of the cancelled travel.
2 While on Your T
rip.

2. 1 Traveling to Your Destination.

Officials
shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo requirements, and the most direct and time-efficient route. Baggage handling fees up to $2 per bag are reimbursable.

2. 1.1 Air and Train Travel .

Airfare a
nd train fare shall be reimbursed at the actual ticket cost as stated on the receipt. Long-term parking shall be used for travel exceeding 24 hours.

2. 1.2 Personal Automobile.

Automo
bile mileage is reimbursable at the Internal Revenue
Service (IRS) rate in effect at the time of the trip. The reimbursable amount shall be based on the actual mileage traveled for the purposes of the Traveler’s official duties. In no case shall the amount of the reimbursement exceed the cost an airline ticket to the same destination purchased fourteen (14) days in advance of travel and, if applicable, the cost of a standard-size rental car.

2. 1.3 Ground Transportation.

Taxi, bus, tra
in, shuttle or other similar fares, including associated gratuities of up to 20 percent, are reimbursable.

Item: 16
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City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 5 of 8

2.2 Meals and Incidental Expenses (M&IE).

Th
e City maximum full day meal and incidental expenses rate shall be not greater than the maximum federal per diem meal and incidental expenses (M&IE) rate established by the General Services Administration (www.gsa.gov) based on the limit for the city or county to which the Official is traveling. Partial days per diem amounts are also established by the GSA. The GSA maximums include taxes and gratuities. Officials must provide receipts for all meals and will be reimbursed at the lower of the appropriate per diem amount or the actual expense.

2. 2.1 Meal Gratuities.

Me
al gratuities of up to 20 percent are reimbursable.

2. 2.2 Alcoholic Beverages.

Th
ere shall be no reimbursement for alcoholic beverages.

2. 2.3 Meals Provided as Part of Functions.

An Offici
al may not request reimbursement for any meal which is
provided or otherwise available to the official at a function, whether or not there is an actual charge for the meal.

Fo
r example, if lunch is provided at a function, the traveler may not request reimbursement for eating elsewhere.

2. 3 Lodging.

Actual lod
ging costs will be reimbursed when an Official’s travel on official City business reasonably requires an overnight stay due to distance or an Official’s need for sleep or rest to properly and safely perform their duties. The Official shall use lodging that is either: offered by a provider of lodging that is consistent with the per diem rates for lodging as established: (1) in IRS Publication 1542, as amended, or any successor publication; or (2) as a governmental rate offered by the provider of lodging.

2. 3.1 Lodging for Conferences or Other Educational Activities .

Lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that the lodging at Item: 16
324

City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 6 of 8
the group rate is available to the Official at the time of booking. If the group rate is not available, then the Official shall use comparable lodging that is consistent with the per diem rates for lodging as established: (1) in IRS Publication 1542, as amended, or any successor publication; or (2) as a governmental rate offered by a provider of lodging.

2. 4 Miscellaneous Expenses.

Bridge, r
oad tolls, housekeeping tips, parking fees and other similar miscellaneous expenses are reimbursable.

2. 5 Unauthorized Expenses.

Expen
ses the City will not reimburse include, but are not limited to:
a) The personal portion of any trip.
b) Political or charitable contributions or events.
c) Family expenses, including a partner’s expense when
accompanying the Official on City-related business, as well as children or pet-related expenses.
d) Entertainment expenses, including theater, movies (including in- room), sporting events (including but not limited to gym, massage and golf-related expenses), or other cultural events. e) Non-mileage personal automobile expenses, including traffic citations.
f) Personal losses incurred while on City business.
g) “Pre-boarding”, “upgrade” or “change” fees charged for the convenience of the traveling official.
3 After Yo
ur Trip.

3. 1 Documentation of Expenses/ Expense Reports.

Officials
shall submit expense report forms, as provided by the City, to the City Manager or the Manager’s designee within thirty (30) days of incurring the expense. The expense report is to be signed, under penalty of perjury, and state that all expenses listed were necessary, reasonable and incurred in connection with City business and in conformity with this Policy. If an Official does not submit expense report forms within thirty (30) days of incurring the expense, the Official will be ineligible for any future City paid travel arrangements until the signed expense report form is submitted.

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City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 7 of 8

3.1.1 Expense Documentation.

To quali
fy for reimbursement, expense reports must be
accompanied by documentary evidence, such as a receipt, canceled check, or bill for each expense. The documentary evidence should show the amount, date, place, and essential character of the expense.
a) If the evidence submitted is a bill, it must be itemized so as to sufficiently indicate which costs the Official claims are in connection with City-approved travel and for what purpose such costs were incurred (e.g., an itemized hotel bill would indicate cots for room, parking fee, meals, and room tax, with the respective cost of each listed on the bill).
b)
Any evide
nce submitted must be attached to a written
statement signed by the Official attesting the evidence is an accurate depiction of the expense and that the charges are appropriate and incurred in connection with City business and in conformity with this Policy.
c)
Recei
pts shall document the expenses of the Official
exclusively. Personal expenses (including, but not limited to, a partner’s expenses) shall not be included on the submitted receipt.

3. 1.2 Substitute Expense Documentation.

If
documentary evidence (e.g., receipt or bill) is not available, the following limitations on reimbursement shall apply:
a) Lodging, food, and beverage expenses shall not be
reimbursed.
b) Per IRS guidelines, only expenses of less than $75.00 shall be reimbursed where substitute documentary evidence is
provided.

Accepta
ble forms of substitute documentary evidence may
include, but are not limited to, written statements from the Official’s guests or other witnesses setting forth detailed information about the expense, or an In Lieu of Receipt Form signed by the traveling Official.

3. 1.3 California Public Records Act.

All docu
ments related to reimbursable City expenditures are
subject to disclosure under the California Public Records Act Item: 16
326

City Council Policy: Travel and Expense Reimbursement
Adopted March 2018
Revised 1/18/22 Page 8 of 8
Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1.
3 .2 Reimbursement.

The
City will reimburse Officials for all actual and necessary expenses within the limitations of this policy.

3.2.1 Preliminary Review by Staff.

The City Manager or his or her designee shall review all forms and documentary evidence as outlined in the attached Staff Travel Expenditure Review Procedure (Attachment 2).
3 .2.1.1 Reimbursement.

O
nce the expense report is complete, signed and all necessary receipts are attached, staff will submit the report and supporting documentation to the Finance department for processing with the next scheduled Warrant Register.
4 Policy
Violations.

P
ursuant to California Government Code Section 53232.4, penalties for misuse of public resources or falsifying expense reports in violation of expense reporting policies may include, but are not limited to, the following:
a
) The loss of reimbursement privileges.
b) Restitution to the City.
c)
Civil penalties for misuse of public resources pursuant to California G
overnment Code Section 8314.
d) Prosecution for misuse of public resources, pursuant to Section 424 of the P
enal Code.

In addition to the above penalties as prescribed by State law, violation by an Official of this Policy shall result in the following:
a) Termination of that Official’s privilege to use City CAL-cards, unless such privilege is reinstituted by the City Council; and/or
b)a) Ineligibility for any future pre-paid travel, unless such eligibility is restored by the City Council.

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ATTACHMENT 20
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City Council Policy: City Logo Wear
Adopted x/x/xxx

CITY COUNCIL POLICY: LOGO WEAR
Introduced January 7, 2025

BACKGROUND

This policy relates to the procurement of official City logo apparel for City Council Members. This policy provides guidelines to staff for the budgeting and purchasing process of such apparel.

PURPOSE

In order for staff to ensure funds are available to make such purchases, this policy outlines the City Council spending allowance. The policy also outlines the process in which City Council Members shall place their orders for City logo apparel.

GUIDELINES

Allowance - The spending allowance is $300.00 per Council Member biennially (every two years).

Ordering Procedure - Council Members shall make requests for City logo wear via the City Clerk or City Clerk staff.

Orders that are within the spending allotment shall be procured by the City Clerk or City Clerk staff in a timely manner. Council Members shall be informed when orders are ready for pick up.

ROLES AND RESPONSIBILITIES
City Clerk
The City Clerk is responsible for allocating sufficient funding for all five City Council Members during the budget preparation process.

The City Clerk is responsible for tracking orders associated with each Council Member to ensure that orders stay within the funds allocated for this purpose.

City Manager
Exceptions to this policy may be considered by the City Manager on a case-by- case basis.

AUTHORIZED BY

Lake Forest City Council

January 7, 2025, Item No. X

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CITY COUNCIL AGENDA REPORT
MEETING DATE: 1/7/2025
DEPARTMENT: City Manager
SUBJECT:

STRATEGIC PLAN QUARTERLY UPDATE
RECOMMENDED ACTION(S):

Receive and file.

EXECUTIVE SUMMARY:

On June 20, 2023, the City Council approved the City’s Strategic Plan covering Fiscal Years 2023-24 through 2029-30 (“Strategic Plan”). The Strategic Plan includes major goals established by the City Council and a series of initiatives that facilitate progress towards each goal. The Strategic Plan’s Implementation Matrix includes 80 initiatives (Attachment 1). Each initiative has been assigned to a lead department and includes a description of the funding source. The Strategic Plan is updated every two years in conjunction with the development of the City’s two-year operating budget.

Each quarter, the City Manager’s Office provides an update to the City Council summarizing the progress made on the Strategic Plan during the preceding three months. Since the Strategic Plan’s inception on June 20, 2023, the City has either started, completed or made substantial progress on 36 of the initiatives in the Implementation Matrix while 38 of the 80 initiatives have been completed. A complete progress report for Year 2, Quarter 2 of the Strategic Plan is provided as Attachment 2.

BACKGROUND:

The City’s Strategic Plan was approved on June 20, 2023. The Strategic Plan was developed through a comprehensive public engagement process that included residents, each commission, and the City Council. The Strategic Plan includes three major goals:

Goal A – Our City is well-planned, attractive, and safe.

Goal B – Our connected City is engaged, informed, and technologically current.

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Goal C – Our healthy City government is sustainable and well-run with committed people.

The Strategic Plan’s Implementation Matrix includes 80 initiatives that are assigned to one of the three goals. Each of these initiatives facilitate progress towards one of the goals.

DISCUSSION:

The City Manager’s Office actively manages the City’s Strategic Plan, receiving periodic reports from departments to assess the progress made towards plan goals. Since the Strategic Plan’s inception, the City has either started, completed, or made substantial progress on 74 of the initiatives in the Implementation Matrix. The overall progress made on the Strategic Plan is illustrated in Attachment 2. The City Manager’s Office has selected 5 completed Strategic Plan initiatives to highlight for this quarterly report (Table 1).

Table 1: Year 2, Q2 Strategic Plan Quarterly Report
Initiative Description Update
Goal A: Our livable City is well-planned, attractive, and safe.

SP #9 – Trabuco
Road Improvements
-Trabuco
Road/Ascension
Cemetery Left Turn
Holding Pocket Addition
(24S03)
-Trabuco Asphalt Trail
Rehabilitation Project
(24P16)
-Trabuco Road
Resurfacing (24S01A)
**"Traffic congestion" is
the highest rated
community concern in
the 2023 Community
Satisfaction Survey (pg.
6 & 32)**
All three projects as part of
the Trabuco Road
Improvements have been
completed.

SP #23 – Strategic
Economic
Develop and present
plan to reformulate the
City's SEIP
The City Council approved
the final SEIP spending plan
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Initiative Description Update
Investment Program
(“SEIP”) 2.0 **Attracting new and
promoting existing
businesses remains a
top resident suggestion
for the City in the 2023
Community Satisfaction
Survey (pg. 19-20)**
at its November 15, 2024,
City Council meeting.

Lake Forest Main Street
Digital kicks off in 2025 with
the goal of assisting brick-
and-mortar retail businesses
with creating a digital
presence for their business.

The program includes
$35,000 in grants to local
businesses who participate
and complete the program.

Approval also included
funding the Taste of Lake
Forest in 2025 and 2026,
future Community Gift Card
Program Buy-one, Get-one
(“BOGO”) Phases, and the
Citywide Branding Project.

SP #41 – Pickleball
Court Study
Study existing court
offerings and potentially
repurpose existing tennis
and other courts to
pickleball.
**Providing recreation
opportunities to a wide
range of users is an
important issue for
residents in 2023
Community & Business
Satisfaction Survey (pg.
6)**
After assessing parking and
existing infrastructure
constraints, staff determined
that Pittsford, Foothill
Ranch, Baker Ranch, and
Borrego Parks would be
ideal court locations for
restriping efforts to
accommodate pickleball
play. Public outreach
yielded 120 responses, with
an overwhelming majority
supportive of adding new
stripes on existing sport
courts.

Staff included outreach for
the removal of one or both
sand volleyball courts in El
Toro Park to replace them
with newly constructed
pickleball courts. Results of
Item: 17
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Initiative Description Update
were generally positive and
in favor of the idea.

Pickleball court studies have
been presented to the
Community Services
Commission and proposed
restriping projects have
been forwarded to the
Public Works Department
for implementation. The
proposed new court
construction project has
been sent to Public Works
for inclusion in the
upcoming Capital
Improvement Plan.

SP #48 – E-Bike
Public Awareness
and Safety
Campaign
Public awareness
campaign regarding e-
bike regulations and
collaborating with local
schools to enhance rider
safety.
**Improving public safety
at/near parks and
maintaining a low crime
rate were important
issues for residents in
the 2023 Community
Satisfaction Survey (pg.
6 & 37)**
In a partnership with the
City’s Police Services
provider, the Orange County
Sheriff’s Department
(“OCSD”), the Saddleback
Valley Unified School
District (“SVUSD”) launched
the e-bike permitting
program. Pursuant to the
program, students
interested in riding any e-
bike to a SVUSD campus
must enroll in an e-bike
public safety course, pass
an exam, and submit a
signed permission slip from
their parent/guardian.

Goal B: Our connected City is engaged, informed, and technologically current.

SP #52 – Expand
Holiday Lighting
Expand holiday lighting
display along El Toro
Road corridor.
**Providing community
events (and more of
Expanded holiday lighting
was installed along El Toro
Road and the Arbors.

Installed non-lit decorations
Item: 17
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Initiative Description Update
them) remains important
to both residents and
local businesses (pg. 6-
7)**
on the "Welcome to Lake
Forest" sign on Alton.

FISCAL IMPACT:

There is no fiscal impact associated with the recommended action.

ATTACHMENTS:

1. 2023-24 – 2029-30 Strategic Plan

2. Strategic Plan Progress Report: Year 2, Q2
Initiated By: Nidia Ruelas, Assistant to the City Manager Submitted By: Debra Rose, City Manager
Approved By: Debra Rose, City Manager
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ATTACHMENT 1
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ATTACHMENT 2
Item: 17
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Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Complete infrastructure projects that increase mobility and reduce congestion with Lake Forest Transportation Mitigation (LFTM) funds paid for by developments. - Lake Forest Rd & Rancho Pkwy (LFTM) (24T05)
- El Toro Rd & Portola Pkwy/Santa Margarita Pkwy (LFTM) (PW2019-03) - Bake Pkwy & Irvine Blvd/Trabuco Rd (LFTM) (PW2019-02) - Bake Pkwy & Jeronimo Rd (LFTM) (PW2020-04)
- Lake Forest Dr & Jeronimo Rd (LFTM) (24T06)
Lake Forest Transportation
Mitigation ProgramSP#1 Public Works FY 2021-22 - FY 2025-26 Substantial Progress - Lake Forest Dr & Rockfield Blvd (LFTM) (PW2025-03)
- Los Alisos & Rockfield (LFTM) (24T0Z)
- Lake Forest Dr. & I-5 - not within City-limits (LFTM/NITM) - Bake Pkwy & Rockfield - not within City-limits (LFTM) Use Meadows Traffic Improvement Funds (MTIF) to manage impacts related to the Meadows development.Meadows Traffic Mitigation
ProgramSP#2
SP#3
Public Works
Public Works
FY 2022-23 - FY 2023-24
FY 2022-23 - FY 2023-24
Substantial Progress
Substantial Progress
- Bake Pkwy/Baffin Bay Intersection Improvements (PW2020-19) - Bake Pkwy/Toledo Way Intersection Improvements (PW2020-18) Utilize developer-funded Foothill Circulation Phasing Plan (FCPP) to make various transportation improvements that reduce congestion and improve traffic flow.

Foothill Circulation Phasing Plan - Los Alisos Blvd/Muirlands Blvd Intersection Improvements (24T08) - Jeronimo Rd Widening at El Toro Rd (PW2019-08)
- El Toro Rd Raised Medians from Jeronimo Rd to Trabuco Rd (PW2020-07) Projects which increase mobility and implement new approaches to traffic circulation.

New Traffic Circulation/Mobility
ProjectsSP#4 - Protective Permissive Left Turn Project (24T02) - Increase Bike Lanes in Lake Forest
Public Works FY 2021-22 - FY 2025-26 Substantial Progress - Trabuco Rd Ascension Cemetery Left Turn Holding Pocket (24S03) Utilize grants and other transportation funds to complete traffic signal synchronization projects that provide more efficient traffic flow.
- Alton Pkwy (PW2020-16)
- Lake Forest Dr (18T03)
- Portola Pkwy (PW2020-15)
- Bake Pkwy and Rockfield Blvd (25T03)
SP#5
SP#6
Traffic Signal Synchronization Public Works
Public Works
FY 2021-22 - FY 2023-24
FY 2021-22 - FY 2027-28
Substantial Progress
Substantial Progress
- Irvine Blvd./Trabuco Rd (25T04)
Construct pavement rehabilitation projects to repair and maintain the quality of the roads (# PW 2021-05A/B, # PW 2022-05A/B, # PW 2023-05A/B, # PW 2024-05A/B, # PW 2025- 05A/B, # PW 2026-05A/B, # PW 2027-05A/B, # PW 2027-8-05A/B)(various projects to be changed upon CIP adoption)
Maintain "Good" Pavement
Condition of the City's Roads
Item: 17
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Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Study intersections throughout the City to consider operational improvements, such as dedicated turn lanes and other traffic flow improvements.Traffic Operational Improvement Study & Improvement ProjectSP#7 Public Works FY 2023-24 Started **"Traffic congestion" is the highest rated community concern in the 2023 Community Satisfaction Survey (pg. 6 & 32)**
Trail Connection from Nature Park to Meadows Development Trail System - preliminary studies and concept.

Nature Park to Meadows
Development Trail ConnectionSP#8 **38% of residents would like to see more part amenities and additional trails was walking Public Works trails is a component of that category from 2023 Community Satisfaction Survey (pg. 6 & 32)**
FY 2024-25 Started
-Trabuco Road/Ascension Cemetery Left Turn Holding Pocket Addition (24S03) -Trabuco Asphalt Trail Rehabilitation Project (24P16)
-Trabuco Road Resurfacing (24S01A)SP#9 Trabuco Road Improvements Parking Enforcement
Public Works FY 2024-25
FY 2023-24
Completed
Completed
**"Traffic congestion" is the highest rated community concern in the 2023 Community Satisfaction Survey (pg. 6 & 32)**
Procure private parking enforcement service to increase enforcement response and facilitate cleaner neighborhood streets and adjust staffing accordingly.

SP#10 City Manager/ Police Services
Public Works
**Parking issues remain a moderate to significant neighborhood concern for many residents in the 2023 Community Satisfaction Survey (pg. 48)**
Installation of raised hardscaped medians would improve traffic safety. These locations include Trabuco Rd north of El Toro Rd, and on Rockfield Blvd south of Lake Forest Dr. (24S09)
Develop and implement programs to promote energy conservation in construction and transportation projects. Procure consultant to assist with implementing energy conservation Community Development and pollution reduction strategies.

Arterial Median Improvement
ProjectSP#11
SP#12
FY 2023-24
FY 2023-24
Substantial Progress
Substantial ProgressGeneral Plan Implementation
Procure consultant and conduct study related to current and projected demand for commercial and industrial uses.Commercial & Industrial
Property Alignment StudySP#13
SP#14
Community Development FY 2023-24
FY 2023-24
Started
**Residents are interested in attracting new businesses, but concerned about impacts growth can have in 2023 Community Satisfaction Survey (pg. 20) Procure consultant to report on the City's current shopping center inventory and recommend transition or re-tenant options based on shopper preferences and other economic trends.Shopping Center Study Economic Development Substantial Progress **Attracting new restaurants and stores is the most common specific suggestion residents provide when asked how the City can improve the community (pg. 5)** Effectuate the City's AFFH Implementation Plan, which includes landlord, tenant, and developer education.Affirmatively Furthering Fair
HousingSP#15
SP#16
Community Development
Management Services
FY 2023-24
FY 2023-24
Completed
Completed
**Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Market affordable housing opportunities to the community.

Affordable Housing
Opportunities Promotion **Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Item: 17
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Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Enter into new franchise agreement that incorporates State mandates with reasonable pricing for residents and businesses, rollout of new bins, and commercial bin inspection.

SP#17 New Franchise Agreement Public Works FY 2023-24 Completed **Most Lake Forest residents are aware of organics recycling requirements, but many cite barriers to compliance in 2023 Community Satisfaction Survey (pg. 49-57)** Expand non-profit administered pilot program providing "bridge" housing vouchers to prevent homelessness.

SP#18
SP#19
SP#20
Pilot Gap Housing Program
Legislative Advocacy
City Manager FY 2023-24
FY 2024-25
FY 2023-24
Substantial Progress
Completed
**Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Procure multi-year government affairs contract to advocate for Lake Forest's interests at the State and Federal levels.

City Manager**Issues related to housing, homelessness, and infrastructure remain top concerns of Lake Forest residents and all have connections to State- and Federal-level policymaking. Issues are highlighted throughout 2023 Community Satisfaction Survey** Reintroduce "Taste of Lake Forest" with financial support from the Strategic Economic Investment Program for Fall 2023 and 2024.

Taste of Lake Forest 2.0 Economic Development Completed **Promoting/advertising local businesses was the most common suggestions provided by residents on how the City can improve business climate (pg. 20)** Procure marketing consultant to develop and initiate a "Stay in Lake Forest" marketing campaign to bolster occupancy rates and assist hotels recovering from the COVID-19 pandemic.SP#21
SP#22
Hotel Marketing Campaign Economic Development FY 2023-24 FY 2024-25
In Transition
Completed
**Promoting/advertising local businesses was the most common suggestions provided by residents on how the City can improve business climate (pg. 20)** Establish a brewery-focused grant or microloan program.

Brewery Attraction
Grant/Microloan **Attracting new restaurants is the most common specific recommendation residents have Economic Development for the City and some desire more nightlife options in 2023 Community Satisfaction Survey (pg. 19-20)**
Develop and present plan to reformulate the City's SEIP SP#23
SP#24
SEIP 2.0 Economic Development FY 2023-24
FY 2023-24
Completed**Attracting new and promoting existing businesses remains a top resident suggestion for the City in the 2023 Community Satisfaction Survey (pg. 19-20)** Create new street name sign design and replace street signs citywide, beginning in southwest Lake Forest.Citywide Street Sign Refresh Public Works Substantial Progress Alterations to landscaping, grade, and retaining wall structure in response to Neighborhood Improvement Program outreach.Cavanaugh Park Upgrade Project - Phase 1SP#25
SP#26
Public Works FY 2023-24
FY 2023-24
Completed
**Maintaining parks is one of the top three concerns residents have related to the Public Works Department in the 2023 Community Satisfaction Survey (pg. 6 & 32)** Develop and implement noise mitigation strategies to protect residents from excessive exposure to noise.Noise Ordinance Update Community Development Substantial Progress Item: 17
384

Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description -El Toro Road Bus Shelter Renovations (24S04)
Lead Department Estimated Completion Date Status
-Arterial Wall Enhancements in Southwest Lake Forest (24S06) -Ridge Route Median Improvement Projects (24S07)
-Cavanaugh Park Neighborhood Outreach Response Upgrades (25P08) -Audible Pedestrian Signals (25T01)Southwest Lake Forest Investment ProjectsSP#27 Public Works FY 2024-25 Substantial Progress **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey, along with improving the appearance of deteriorating areas (pg. 6-10, & 20)**
Design and launch volunteer effort to provide landscaping and other basic maintenance services to low-income residents.Property Maintenance Volunteer ProgramSP#28
SP#29
Community Development
Community Development
FY 2024-25
FY 2023-24
Started
**Nearly half of Lake Forest residents cite lack of building upkeep and landscaping issues as neighborhood issue (pg. 48)**
Transition from pilot to long-term program for neighborhood improvement activities.

Procure multi-year outreach consulting contract and establish basic framework to be replicated.Neighborhood Improvement
Task Force Substantial Progress
**Nearly 2/3 of residents cite significant neighborhood issues that should be improved by the City, such as parking, lack of property maintenance, homelessness, and overcrowding (pg. 10 & 48)**
Develop and implement new citywide community preservation program to assist residents in need who may be unable to address code violations, deteriorated property, and neglected maintenance.Community Preservation
ProgramSP#30 Community Development FY 2024-25 Started
**Almost half of residents surveyed reported that lack of property maintenance, noise, parking, and graffiti are having a negative impact on their neighborhood (pg. 48)** Reactivate Arbor Mini Parks through new uses, perimeter fencing, and new landscaping. (PW2019-17)SP#31
SP#32
Arbor Mini Parks Public Works FY 2023-24
FY 2024-25
Completed
Conduct public engagement campaigns for the redevelopment of Lake Forest Nature Park and Lake Forest Park and present conceptual plans for City Council consideration. (25P08)Lake Forest Nature Park & Lake Forest Park Concept Design Management Services Substantial Progress **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Procure specialist consultant and conduct public engagement campaign centered around changes to the Etnie's Skate Park and present conceptual plans for City Council consideration. (25P03)Etnie's Skate Park Remodel
Concept DesignSP#33
SP#34
Management Services FY 2024-25
FY 2024-25
Started
**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Public Works project to mitigate vandalism at public bathrooms in parks. Neighborhood outreach to assess usership of bathrooms by adjacent neighborhood. (25P14) Park Usability Enhancements Public Works/ Management Services Completed **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Item: 17
385

Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Perform renovations at sports fields at Heroes Park, including irrigation, baseball field improvements, and leveling. (25P10)Heroes Park Sports Field RenovationsSP#35 Public Works FY 2024-25 Started
**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Sports park lighting study to assess feasibility of lighting upgrades and potential cost savings.

SP#36
SP#37
Sports Park LED Lighting Study Public Works
Public Works
FY 2024-25 Completed**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Complete various significant maintenance or enhancement projects to retain the high- quality of the City's park facilities.
- Playground Resurfacing Projects
- Heroes Park Electrical Repairs and LED/Efficiency Upgrades (PW2023-08) - El Toro Lodge Pole Fencing Repairs (PW2021-09)
Park Enhancements FY 2021-22 - FY 2024-25 Substantial Progress - Park Gazebo Repair & Replacement (PW2022-09)
- Replace synthetic fields installed in 2014 at the Lake Forest Sports Park (25P02) Neighborhood Park Renovations -
Phase 3SP#38
SP#39
Renovate Lake Forest Park and the Nature Park based upon a community input process Public Works Public Works
FY 2024-25
FY 2023-24
Not Started
Not Started
Procure consultant to produce a study highlighting the impact that heavy freight traffic has on the City's roadway network.Heavyweight Vehicle Impact Study **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Foothill Ranch Park – 1 Hockey Rink Conversion to Box Lacrosse Foothill Ranch Sport Rink
ConversionSP#40
SP#41
Management Services/ Public Works
Management Services/ Public Works
FY 2024-25
FY 2024-25
Started**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6)** Study existing court offerings and potentially repurpose existing tennis and other courts to pickleball.

Pickleball Court Study Completed
**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6)** Establish community-based focus groups to improve programming offerings to the public.

SP#42
SP#43
Community Focus Groups Management Services FY 2023-24
FY 2023-24
Substantial Progress
Completed
**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6 & 34)** Expand marketing for Senior Mobility Program and add locations to increase participation.

Senior Mobility Program
Expansion **Residents think providing recreational opportunities to various resident demographics is Management Services important and are appreciate services for seniors in 2023 Community Satisfaction Survey (pg. 6 & 34)**
Item: 17
386

Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Expand special needs programming to include resource fair and Special Olympics.

SP#44 Special Needs Programming **A majority of residents surveyed for the 2023 Community Satisfaction Survey stated providing special needs programming from Community Services was very or extremely important (pg. 6 & 34)**
Management Services FY 2024-25 Started
Negotiate lease extensions at Lake Forest Golf & Practice Center (expires January 2025) and Equestrian Center (expires August 2026) to continue program offerings and maintain strong Economic Development relationships with tenants.

Golf Course & Equestrian Center
Lease ExtensionsSP#45
SP#46
FY 2025-26
FY 2023-24
Started
Complete implementation of Lake Forest geofence and procure mobile ALPR cameras.

Lake Forest Geofence **Maintaining a low crime rate and investigating crimes are the most important issue related to Police Services for both residents and businesses in the 2023 Community Satisfaction Survey (pg. 6)**
Police Services Completed
Merge existing Neighborhood Watch program with an emergency management-focused program to increase neighborhood familiarity with emergency response and evacuation Neighborhood-based Emergency procedures. Fire watch on foothills.

Management TeamSP#47
SP#48
City Manager/ Police Services
City Manager/ Police Services
FY 2023-24
FY 2023-24
Completed
Completed
**Residents value the City's neighborhood watch efforts and remain interested in emergency preparedness in the 2023 Community Satisfaction Survey (pg. 39)** Public awareness campaign regarding e-bike regulations and collaborate with local schools to enhance rider safety.E-Bike Public Awareness &
Safety Campaign **Improving public safety at/near parks and maintaining a low crime rate were important issues for residents in the 2023 Community Satisfaction Survey (pg. 6 & 37)** Identify risks and vulnerability associated with natural disasters and develop long-term strategies for protecting people and property from future hazards.

Procure advanced emergency notification system to notify residents and stakeholders of emergency evacuations.

SP#49
SP#50
Local Hazard Mitigation Plan Community Development
Police Services
FY 2023-24
FY 2024-25
Completed
Emergency Notification Strategy In Transition
**Residents remain interested in emergency preparedness in the 2023 Community Satisfaction Survey (pg. 39)**
Procure drone and provide formal drone pilot training to staff for event and facility marketing, implement website chatbot, and stream LFTV on City website.

SP#51 Modernize Marketing Tools
Expand Holiday Lighting
Management Services FY 2024-25 Substantial Progress
**Most residents are satisfied with the City's communication efforts and increasingly rely on social media and electronic forms of communication (pg. 60-76)** Expand holiday lighting display along El Toro Road corridor.

SP#52
SP#53
Management Services
Management Services
FY 2024-25
FY 2023-24
Completed
Completed
**Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
20th anniversary celebration of the Etnie's Skatepark of Lake Forest.

Etnie's Skate Park of Lake Forest
20th Anniversary Celebration **Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
Produce the City's first Lunar New Year and Mid-Autumn Festival events - open to the community.

SP#54 Inaugural Lunar New Year Management Services FY 2023-24 Completed **Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
Item: 17
387

Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Expand and preserve access to City Hall by analyzing how Census data may impact resident communication, increase disability accommodations, and provide other services to ensure City Clerk broad community participation.

SP#55 Accessibility Enhancements FY 2022-23 Completed
Procure translation services for all City departments to ensure communications accommodate language needs.SP#56 Citywide Translation Services City Clerk FY 2023-24 Completed SP#57
SP#58
Translation Services Policy
Passport Issuance Program
Establish policy related to language translation services at public meetings and gatherings. City Clerk FY 2023-24 FY 2023-24
Completed
CompletedRelaunch passport service provided by the City Clerk's Office City Clerk SP#59 Youth in Government Day Partner with SVUSD and student organizations to institute Youth in Government Day City Clerk/ Management Services FY 2023-24 Completed Procure informal resident survey system to gather quick feedback on neighborhood issues.

SP#60 Informal Resident Survey System Management Services FY 2023-24 Completed**Most residents are satisfied with the City's communication efforts and increasingly rely on social media and electronic forms of communication (pg. 60-76)** Digitalization of Community
Services
Modernize payment system for City events and programming, credit card payments for special events, and provide electronic submission of event applications and insurance.SP#61 SP#62
Management Services
City Clerk
FY 2023-24
FY 2023-24
Started
Provide Convenient Access to
Permit and Other City Records
Link EnerGov to the City's Laserfiche system to provide the public with more convenient access to public records related to permits, property information, previous PRA's, etc. Completed Establish new firewalls at Civic Center, Lake Forest Sports Park, and Etnie's Skate Park site and conduct cyber security assessment.

Complete Microsoft 365 Implementation and transition all conference rooms to Teams- compatible
Use technology to enhance access to permitting, plan check, and building records for the public.

SP#63
SP#64
SP#65
SP#66
SP#67
SP#68
SP#69
Cyber Security Enhancement
Microsoft 365 Full Integration
Building Services Modernization
Online Permitting
Information Technology
Information Technology
Community Development
FY 2023-24
FY 2024-25
Completed
Substantial Progress
StartedFY 2023-24
Configure and implement online permitting and plan check review for solar-related permits. Community Development FY 2023-24 Completed Strategy for "One Time"
Revenue
General Fund Risk Reserve Policy
Update
Develop a strategy or policy with Audit Committee for determining how to appropriate one- time revenues (development fees, stimulus funds, etc.). City Manager/ Finance Finance
FY 2023-24 Not Started
Not Started
Completed
Update the City's risk-based reserves policy to reflect long-term strategic planning goals. FY 2024-25 Conduct a comparative analysis of City of Lake Forest fees vs fees charged for similar services in nearby communities.Biennial Fee Study Finance FY 2020-21 - FY 2024-25 Study locations within the City where non-functional turf could be replaced with different drought tolerant landscaping, improving water conservation and efficiency.Non-Functional Turf Removal StudySP#70 Public Works FY 2024-25 Started
**Residents consistently rank maintaining public landscaping as a top issue for services provided by the Public Works Department (pg. 32)**
Upgrade Community Facility
Amenities
Payroll Insourcing Study &
Implementation
Evaluate Housing Authority
Elimination
Implement New Procurement
System
Procure a fold-away dance floor and decorations, moving lights, piano, and spider box to accommodate more events that sustain facility rental revenue.

Produce analysis comparing in-house payroll processing costs vs outsourced arrangement and implement in-house system if financially justified.

Evaluate the potential dissolution of the Lake Forest Housing Authority to reduce administrative costs.

SP#71
SP#72
SP#73
SP#74
Management Services
Finance
FY 2024-25
FY 2024-25
FY 2024-25
FY 2023-24
Completed
Not Started
Not Started
Completed
Finance
Implement new procurement system that accommodates the City's internal processes. Finance Item: 17
388

Strategic Plan Quarterly Report
Year 2, Q2
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Develop and implement policies that preserve the City's ability to effectively manage services provided by contract staff.SP#75 Contract Staffing Policy City Manager/ Management Services FY 2023-24 Completed Enhanced Internal Survey
System
Lake Forest Research &
Development Team
Procure enhanced employee survey system to track the productivity and wellbeing of Lake Forest workforce.

Internal team of emerging leaders to research, develop, and recommend key policy initiatives.

Advertise job opportunities on contemporary platforms and establish a remote interview process.

Implement employee growth program that includes formal stretch assignments, development tracking, and cross-departmental learning opportunities.

Develop standard for assessing staffing needs for the OCSD contract and the potential of adding two deputies with an approximate first year cost $900,000 and $700,000 annually thereafter.

SP#76
SP#77
SP#78
SP#79
City Manager/ Management Services
City Manager
FY 2023-24
FY 2023-24
FY 2023-24
FY 2024-25
Completed
Completed
Completed
Started
Modernize Recruitment System
Succession Planning
City Manager/ Management Services
City Manager/ Management Services
Law Enforcement Staffing Needs
EvaluationSP#80 City Manager/ Police Services FY 2023-24 Substantial Progress Item: 17
389

Strategic Plan Quarterly Report
Year 2, Q2
Overall Progress (Quarterly)
80 70
60 50
40 30
20 10
0 Q1 Q2 Q3 Q4
2 Q1
2 Q2
2In Transition
Completed 3 12
22 22
24 17
27 21
15 30
23 15
10 33
21 14
10 38
20 14
6 Substantial Progress
Started
18 14
45Not Started
Item: 17
390

Strategic Plan Quarterly Report
Year 2, Q2
Goal Progres to Date, Y2, Q2
60 50
40 30
20 10
0 Goal A Goal B Goal C
Not Started Started Substantial Progress Completed In Transition Item: 17
391