CITY OF MENIFEE
SUBJECT: Governance Planning During the Mayor’s Six-Month Military Deployment
MEETING DATE: August 20, 2025
TO: Mayor and City Council
PREPARED BY: Stephanie Roseen, City Clerk
REVIEWED BY: Rebekah Kramer, Deputy City Manager
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Discuss and provide feedback to staff on the timeframe and appointment options for the Mayor Pro Tem and committee and regional board appointments during the Mayor’s deployment with the United States Air Force; and
2. Designate a member of the City Council to serve as the presiding officer in the absence of the Mayor and Mayor Pro Tem.
DISCUSSION
Mayor Ricky Estrada, a member of the United States Air Force Reserve, will be deployed with his unit for a period of six months, beginning in October 2025 and concluding in spring of 2026. During this time, in accordance with the City Council’s adopted policies and procedures, the current Mayor Pro Tem will assume the duties and responsibilities of the Mayor. This temporary transition requires consideration of current Council policies related to presiding officer duties, regional board and committee appointments, and City Council operations to minimize disruption and maintain effective governance.
Given the unique nature of the Mayor’s upcoming leave, it is necessary to bring this item forward for Council discussion to ensure a smooth transition of duties, maintain consistent representation on regional and standing committees, and provide staff with clear direction for planning during the next six months.
Mayor Pro Tem Appointment
Under the Council’s current policy CC-23 (Council Code of Ethics), the Mayor Pro Tem is selected annually by the City Council each December to serve for the following calendar year. The Mayor
City of Menifee Staff Report
Governance Planning During the Mayor’s Six-Month Military Deployment August 20, 2025
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Pro Tem assumes the duties of the Mayor during absences and selects the annual initiative (or theme) for the fiscal year and budget book that is also used throughout the fiscal year in City communications, press, and events.
Given that the Mayor’s absence will span two calendar years, the following options are provided to the Council for consideration regarding the annual selection of Mayor Pro Tem. Option 1: Continue with the rotation of the Mayor Pro Tem position among Councilmembers by district in numerical order. Staff would bring the appointment item forward in December 2025, consistent with current policy, for the Council to select the next Mayor Pro Tem for the 2026 calendar year.
Option 2: Retain the current Mayor Pro Tem through the Mayor’s anticipated return in spring 2026. Staff would bring the Mayor Pro Tem appointment item forward in spring 2026 for Council discussion and selection for the remainder of the 2026 calendar year.
As a separate consideration, the annual initiative (theme) for the fiscal year could be assigned to the next rotational Councilmember per the district rotation schedule in December. Option 3: Temporarily suspend the Mayor Pro Tem rotation, with the understanding that the rotation would resume in the next regular appointment cycle in December 2026.
First Alternate Presiding Officer
With the Mayor’s deployment, and in the case the Mayor Pro Tem is unavailable during this period, staff is requesting the City Council designate a first alternate to the Mayor Pro Tem who could fulfill the presiding officer’s responsibilities.
City of Menifee Staff Report
Governance Planning During the Mayor’s Six-Month Military Deployment August 20, 2025
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Per Council Policy CC-01 (Rules of Decorum), in the absence of both the Mayor and Mayor Pro Tem, any other member designated by the City Council shall be responsible for presiding over meetings and maintaining order and decorum.
City Council Committee and Regional Boards, and Commission Assignments City standing committees, regional boards, and regional commissions serve as key platforms for collaboration, policy development, and representation on issues that impact the City both locally and regionally. These bodies allow Councilmembers to engage directly with partner agencies, advocate for the City’s interests, and participate in joint initiatives that advance community priorities. Standing committees focus on specific policy areas within the City, while regional boards and commissions connect the City to broader interagency efforts, fostering relationships and ensuring the City’s voice is heard in regional decision-making.
Per the City Council’s current policy (CC-02: City Council Standing Committees, regional Boards and Regional Commissions – Assignments and Reporting), annually staff brings an item to the City Council during the first meeting in December to review and appoint members of the Council to serve on regional boards and commissions, as well as the City’s standing committees and any active ad hoc committees. The policy also allows the City Council to choose an alternative date to review and update the appointment list if needed.
Given the Mayor’s anticipated six-month deployment, the City Council may wish to consider whether adjustments to the timing of the appointment process would better support continuity of representation and minimize mid-year changes. The following options are for Council consideration.
Option 1: Conduct the appointment review in September 2025, effective with the Mayor’s departure, and approve regional board appointments through the end of calendar year 2026 to ensure stability in representation with regional agencies.
Staff would bring back an item for the Council to review City subcommittees and ad hoc committees upon the Mayor’s return, effective through December 2026. Option 2: Conduct the appointment review in September 2025, effective with the Mayor’s departure, and maintain assignments through the Mayor’s return in spring 2026. Upon the Mayor’s return, the full appointment list would be brought back to Council for review and adjustment as needed, effective through December 2026
Option 3: Conduct the appointment review in September 2025, effective with the Mayor’s departure, and maintain the standard December 2025 appointment review, with interim assignments made by the Mayor Pro Tem, and ratified by the City Council.
Mayor Estrada is currently appointed to the following:
Finance Subcommittee
City & School Districts Committee
Parks Ad Hoc Committee
Alternate for Western Riverside Council of Governments (WRCOG) Executive Committee City of Menifee Staff Report
Governance Planning During the Mayor’s Six-Month Military Deployment August 20, 2025
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In order to continue to be able to hold meetings for the City’s sub and ad hoc committees, the City Council will need to make new appointments. Additionally, while Mayor Pro Tem Karwin is the representative appointed to WRCOG, the City Council will need to appoint a new alternate in the event he is unable to attend a meeting.
Based on Council feedback and direction, the regional and committee appointment list and any formal and necessary resolutions would be prepared and brought back to the City Council at an upcoming meeting. These resolutions would memorialize the Council’s actions, including any potential suspension or temporary modification of existing policies.
STRATEGIC PLAN OBJECTIVE
Regular City Business
FISCAL IMPACT
There is no fiscal impact associated with the recommended action.
ATTACHMENTS
1. Regional Boards and City Committee Roster
2. Policy No. CC-01 Rules of Decorum
3. Policy No. CC-02 Standing Committees and Regional Boards and Commission Appointments
4. Policy No. CC-23 City Council Ethics Policy