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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / ADMINISTRATION
NOVEMBER 21, 2023
SUBJECT: STUDY SESSION: REVIEW PROPOSED UPDATES TO THE COMMITTEE
COMMISSION AND ADVISORY BOARD MANUAL
FISCAL
IMPACT: NONE
SUMMARY:
Based on the approved Five -Year Strategic Plan adopted by the City Council on May 10, 2022, the goals and objectives included Goal 8: to Improve City Governance by updating the Administrative Policy Manual for Ad Hoc Committees. Per this direction, the City retained the services of Kelly Associates Management Group to assist with updating the Committee Commission and Advisory Board Manual to reflect Council's direction for improved communications as well as better defined roles and responsibilities for board and commission members. The Committee Commission and Advisory Board Manual was initially adopted by the City Council in 1982 and has subsequently received six amendments, with the latest adoption occurring in 2009. This item seeks Council approval of proposed updates to the Committee Commission and Advisory Board Manual.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Receive and file the Staff Report and Presentation; and
2. Ask any questions of Staff; and
3. Review, discuss and make any recommendations for updates to the Committee Commission and Advisory Board Manual; and
4. Direct Staff to return to the City Council to formally adopt a Resolution updating the Committee Commission and Advisory Board Manual.
3.a.
Nov 21, 2023
City Council Agenda
November 21, 2023
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to:
Improve City Governance, as Objective Number 8.4 to update the Administrative Policy Manual for Ad -Hoc Committees. This agenda item will specifically result in updating the Committee Commission and Advisory Board Manual in line with best practices for public involvement under state and local laws.
DISCUSSION:
Based upon the approved Five -Year Strategic Plan adopted by the City Council on May 10, 2022, the goals and objectives included Goal 8: to Improve City Governance by updating the Administrative Policy Manual for Ad -Hoc Committees. Per this direction, the City retained the services of Kelly and Associates to assist with the updating the manual to reflect Council's direction for improved communications as well as better defined roles and responsibilities for board and commission members.
The proposed changes to the Committee Commission and Advisory Board Manual include:
• Significant editing, re -formatting, and re -organizing • Updated active Commission, Committees and Ad -Hoc Committees and their roles and responsibilities
• Removal of disbanded Commission, Committees and Ad -Hoc Committees • Policy discussion and feedback regarding certain Ad -Hoc Committees Annual reviews will be conducted by City Staff should the need arise to make Council amendments as necessary.
FISCAL IMPACT:
There is no fiscal impact associated with this report.
Prepared by: Reviewed and approved:
�o
Jeannette O ega Rosanna Ramirez
Deputy Director of Administrative Services Deputy City Administrator Reviewed and approved:
J
Damien R. Arrula
City Administrator
City Council Agenda
November 21, 2023
Page3of3
Attachments:
1. Draft Resolution No. R -202X -XX —
2. Committee Commission and Advisory Board Manual
3. Presentation