I
IN
Study Session:
Committee Commission
& Advisory Board
Manual
November 21, 2023
Background
• City Council's Five -Year Strategic Plan requested to update the Administrative Policy for the Ad -Hoc Committee • City retained the services of Kelly Associates Management Grou
p
• The Committee Commission Handbook and Manual was
initially adopted by the City Council in 1982 and has
received six amendments, with the latest adoption
occurring in 2009
• The City Council has added various Committees,
Commissions, Ad -Hoc Committees throughout the years
• The need for a comprehensive revisions/updating was
necessary
CITY OF PLACENTIA
COMMITTEE COMMISSION
&ADVISORY BOARD
MANUAL
PLACENTIA
City of Placentia
401 E. Chapman Avenue
Placentia, CA 92870
www.placentia.org
Table of Contents
I. Introduction
II. The Structure of Government
III. Membership
IV. Officers and Staff
V. Meetings, Agendas, Minutes and Procedure
VI. Imposed Restraints
VII. Relationships to City Council/City Staff/Other Commissions, Boards and Committees
VIII.Conclusion
APPENDIX: Placentia Commissions,
Committees, Ad -Hoc
Committees Duties, Meeting Dates, and Times
Ad -Hoc Committee
Definition
Under Section II: The Structure of Government, defines Ad -Hoc Committees as follows:
• An Ad -Hoc Committee may be created for a limited duration to address or help resolve an issue, develop ideas and make recommendations to the City Council. The Ad -Hoc Committee is a temporary group of people who are brought together to perform a specific task. When an Ad -Hoc Committee is created, its members are assigned specific roles and responsibilities. The members should provide a diverse set of perspectives when gathering information, researching the information and making a clear and sound recommendation to the City Council. Once the Ad -Hoc Committee provides a final report to the City Council, the Ad Committee is dissolved.
PLACENTIA
Updated List of Commissions, Boards,
Committees & Ad -Hoc Committees
Blue Ribbon Committee for Senior/Community Center 16
Citywide Fiber Optic And Smart City Ad -Hoc Committee 17 Civic Center Joint Use Committee
18 Finance and Investment Committee 19
Financial Audit Oversight Committee 20
Heritage Festival Committee 21
Historical Committee 22
Historical Preservation Ad -Hoc Committee 23
Housing, Community & Economic Development Ad -Hoc Committee24 Measure U Ad -Hoc Committee 25
Old Town Placentia Parking Ad -Hoc Committee
Parks Arts and Recreation Commission
Placentia Community Foundation
Placentia Disaster Council
Planning Commission
26 27
28 29
30 Public Financing Authority of the Placentia EIFD
31 Senior Advisory Committee
32 Sewer, Utility, Recycling and Refuse Committee
33 Streetscape and Transportation Advisory Commission 34 Veterans Advisory Committee 35
List of Disbanded Committees/Commissions 36
PLACENTIA
All
Blue Ribbon Committee
MEMBERSHIP
The Senior/Community Center Blue Ribbon Committee consists of nine (9) regular members who serve until removed or resign. All members are appointed by the City Council and serve at the discretion of the Council. The Committee is to be comprised of eleven (11) members: one (1) appointed from within each of the five (5) city Council districts; one (1) from the Parks, Arts, and Recreation Commission; one (1) from the Senior Advisory Committee and two (2) City Council members, and two (2) Members -At -Large.
MEETINGS
Regular meetings of the Senior/Community Center Blue Ribbon Committee are held at 6:30 p.m. on the third Wednesday of each month.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on identifying the community needs for the proposed Senior/Community Center.
• Serves in an advisory capacity to the City Council on identifying the recommended design components for the proposed construction of a Senior/Community Center. • Solicit input from the community on the proposed Senior/Community Center. • Considers matters related to the needs and design of the proposed Senior/Community Center submitted by the City Council, staff or public and recommends courses of action where appropriate.
STAFF LIAISON
Director of Community Services and/or designated staff member(s)
Citywide Fiber Optic & Smart Cities
Ad -Hoc Committee
MEMBERSHIP
The Citywide Fiber Optic and Smart Cities Ad -Hoc Committee consists of two (2) regular members of the City Council and the City Administrator, Deputy City Administrator, IT Manager, and IT Specialist.
MEETINGS
Regular meetings of the Citywide Fiber Optic and Smart Cities Ad -Hoc Committee meets as needed.
POWERS AND DUTIES
. Review the Citywide Fiber Optic System and discuss matters with service providers. • Reviews Smart Cities systems and meets with vendors to review their products. •
•
• Serves in an advisory capacity to City Council on matters related to citywide fiber optic and smart cities systems and applications.
STAFF LIAISON
Deputy City Administrator
Civic Center Joint Use Committee
MEMBERSHIP
The Civic Center Joint Use Committee consists of five (5) members, two (2) of which are appointed by the Board of Trustees of the Library District and three (3) of which are appointed by the City Council. The term of office is for four (4) years.
MEETINGS
Meetings of the Civic Center Joint Use Committee are held quarterly.
POWERS AND DUTIES
The Civic Center Joint Use Committee serves as an Advisory Board to the City Council and the Library Board of Trustees on matters relating to the Civic Center.
STAFF LIAISON
City Administrator and Deputy City Administrator and/or designated staff member(s)
Historic Preservation
Ad -Hoc Committee
MEMBERSHIP
The Historical Preservation Committee consists of two (2) regular members of the City Council and staff members in the Development Services Department. Committee members typically are familiar with historic preservation principles, land use, and have gained knowledge of Placentia history.
MEETINGS
The Historic Preservation Ad -Hoc Committee meets as needed.
POWERS AND DUTIES
Serves in an advisory capacity to City Council on matters related to historical preservation in Placentia.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
Housing, Community &
Economic Development
Ad -Hoc Committee
Survey
• Survey cities with development review processes (either by staff or other appointees):
Brea
Capitola
Hemet
La Verne
La Palma
Rancho Cucamonga
Monrovia
Arcadia
Orange
PLACENTIA
Housing, Community &
Economic Development
Ad -Hoc Committee
MEMBERSHIP
The Housing, Community and Economic Development Ad -Hoc Committee consists of two (2) regular members of the City Council, two (2) members of the Planning Commission and the City Haministrator ana uirector or ueveiopment services.
MEETINGS
The Housing, Community and Economic Development Ad -Hoc Committee meets as needed.
POWERS AND DUTIES
Serves in an advisory capacity to City Council on matters related to significant developments as it relates to land use regulations, urban design and building standards.
The Committee does not receive presentations or project submittals from private development entities and does not review economic/financial documents or proposals.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
Measure U
Ad -Hoc Committee
MEMBERSHIP
The Measure U Ad -Hoc Committee consists of five (5) members consisting of two (2) residents, City Treasurer, City Administrator and Finance Director.
MEETINGS
Regular meetings of the Measure U Ad -Hoc Committee are held at 5:30 p.m. quarterly on the fourth Thursday of the month in City Hall.
POWERS AND DUTIES
• Reviews the City's Measure U revenues and expenditures. • Studies all fiscal issues related to Measure U funding. • Issue reports to the City Council on the City's Measure U conditions.
STAFF LIAISON
Director of Finance Department
Old Town Placentia Parking
Ad -Hoc Committee
MEMBERSHIP
The Old Town Placentia Parking Ad -Hoc Committee consists of two (2) regular members of the City Council and the City Administrator, Director of Development Services, Transportation Manager and the Economic Development Management Analyst.
MEETINGS
The Old Town Placentia Parking Ad -Hoc Committee meets as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to City Council on matters related to parking in Old Town Placentia.
• Initiates parking studies and impacts as needed in Old Town and presents findings and recommendations to the Placentia City Council.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
Parks Arts and Recreation
Commission
MEMBERSHIP
The Recreation and Parks Commission consists of five (5) regular members serving a term of office for four (4) years each. All members are appointed by the City Council.
MEETINGS
Regular meetings of the Recreation and Parks Commission are held at 6:30 p.m. on the second Tuesday of each month in City Hall.
POWERS AND DUTIES
• Acts in an advisory capacity to the City Council and the City Administrator on all policy matters pertaining to all parks presently established by the City Council and all future parks to be established by the City Council and on all recreational programs, cultural arts programs, health/wellness programs and special events for the community. • Assists in the development of plans for seasonal and year-round recreation, arts, special events, and health and wellness activities and programs. • Establishes rules and regulations, subject to the approval of the City Council, for the use of City parks and recreation facilities.
• Adopts a master plan for the development of each City park, subject to the approval of the City Council and reviews subsequent precise plans for conformance to the master plan.
STAFF LIAISON
Director of Community Services and/or designated staff member(s).
Placentia Community Foundation
MEMBERSHIP
The Placentia Community Foundation consists of five (5) regular members. All members are appointed by the City Council and serve at the discretion of the City Council.
MEETINGS
Reni!lar meetinns of the Placentia C:nmmi inity Fni inrlatinn are held at R•. -Ina m nn the fni firth Monday of every month.
POWERS AND DUTIES
• The Placentia Community Foundation is a 501(c)(3) California non-profit public benefit corporation formed in 2009.
• The Foundation's mission is to support local non-profit organizations with grant opportunities. • The Placentia Community Foundation is designed to assist and sponsor programs in the city of Placentia that further civic pride and enhance the community's cultural, recreational, social and historical interests.
• The financial need to support community programs expands annually. As organizational budgets constrict; the efforts of many are often needed to continue the variety of programs and activities that build civic pride and community spirit.
STAFF LIAISON
irector of Community Services and/or designated staff member(s).
Placentia Disaster Council
MEMBERSHIP
The Placentia Disaster Council consists of five (5) regular members who serve a term of office for four (4) years. All members are appointed by the City Council and serve at the discretion of the Council.
MEETINGS
Regular meetings of the Placentia Disaster Council are held as needed at Placentia City Hall.
POWERS AND DUTIES
• Title 11- Emergency Organization of the City of Placentia Municipal Code creates the Placentia Disaster Council (PDC) and designates the Mayor to serve as the Chair of the Disaster Council.
• Assist with updating the City's Emergency Operations Plan, Hazardous Mitigation Plan
• Assist with disaster related table -top exercises and other work plan items associated with emergency management.
STAFF LIAISON
Emergency and Health Services Manager.
Public Financing Authority
of the Placentia EIFD
MEMBERSHIP
The Public Financing Authority of the Placentia Enhanced Infrastructure Financing District consists of five (5) regular members consisting of two (2) members of the City Council, one (1) member of the County Board of Supervisors, and two (2) members of the community.
MEETINGS
Regular meetings of the Placentia Enhanced Infrastructure Financing District Public Financing Authority are held as needed.
POWERS AND DUTIES
• The Placentia Enhanced Infrastructure Financing District ("Placentia EIFD") was formed as a partnership between the City of Placentia and the County of Orange. • The Placentia EIFD was established as a means to fund critical infrastructure of communitywide and regional significance with a focus on the Old Town Placentia Revitalization Plan area, by providing a means to capture property tax increment revenue ("T1") generated by new development within the district.
• The City and County formed the Public Financing Authority of the Placentia Enhanced Infrastructure Financing District ("PFA') to act as the governing body of the Placentia EIFD in accordance with EIFD statutes.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
Sewer, Utility, Recycling & Refuse
Ad -Hoc Committee
MEMBERSHIP
The Sewer, Utility, Recycling and Refuse Committee consists of consists of two (2) regular members of the City Council and the City Administrator, Deputy City Administrator, Senior Management Analyst in Public Works and the Environmental •
Services Coordinator.
MEETINGS
Regular meetings of the Sewer, Utility, Recycling and Refuse Committee are held as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to City Council on matters related to utilities, sewer, recycling and refuse matters.
• Reviews proposed rate adjustments, participate in ongoing negotiations and rates studies related to the various utility service providers.
STAFF LIAISON
Deputy City Administrator or designee.
Streetscape and Transportation
Advisory Commission
MEMBERSHIP
The Streetscape and Transportation Advisory Commission consists of five (5) regular members who serve a term of office for four (4) years. All members are appointed by the City Council and serve at the discretion of the Council.
MEETINGS
Regular meetings of the Streetscape and Transportation Advisory Commission are held at 6:00 p.m. on the third Monday of every other month (odd months).
POWERS AND DUTIES
Traffic safety issues, active transportation programs and projects; transportation management including neighborhood traffic and parking management programs, review and consideration of permit parking districts and speed hump installation requests and the overall regulation of vehicle, bicycle, and pedestrian traffic withing the City as described in Title 13 of the Placentia Municipal •
•
Code.
The Commission shall review recommendations regarding appeals of tree removal requests made by individual property owners, neighborhood associations, or developers denied by City Staff.
The Commission may make recommendations on designated tree species for specific streets and neighborhoods and shall be incorporated by reference into a future street tree master plan.
STAFF LIAISON
City Engineer/Traffic Engineer and/or designated staff member(s).
List of Disbanded
Committees/Commissions
1. Advisory Committee on the Disabled
2. Civic Center Authority
3. Cultural Arts Commission
4. Economic Development Committee
5. Recreation and Parks Commission
6. Traffic Safety Commission
7. Oversight Board to Successor Agency
8. Tri City Park Authority
9. Citizens Fiscal Sustainability Task Force
10. General Plan Steering Committee
11. Public Safety Facility Ad -Hoc Committee
12. Recreational Vehicle Parking Ad -Hoc Committee
13.Yorba Linda Water/Golden State Water District
Legal Parameters
• When an Ad -Hoc Committee meets all of the
following, it should then become a permanent
ongoing committee subject to the Brown Act to
comply with GC 54952(b):
Continuing/ongoing subject matter jurisdiction
Fixed or ongoing meeting schedule
• An Ad-hoc Committee that functions like a
standing committee can be considered a Brown
Act violation.
PLACENTIA
Disagreements Between Staff
Recommendation & Advisory Body
Recommendations
• The following has been previously adopted by the City Council:
Staff personnel are assigned by the City Administrator to assist and act in a tPr.hnir:al r:anar.ity to r:nmmissinns hnarris nr r:nmmittPPs It is not expected that every staff recommendation will be followed; however, because of staff's technical knowledge, full consideration should be given to their recommendations. Just as any advisory board is held accountable to the City Council, so is staff to the City Administrator.
After staff makes a report or recommendation to a commission, board or committee (which recommendation may or may not be followed), they are at liberty to make the same recommendation to the City Council through the City Administrator, even though the advisory board may have taken a different position. Staff has been employed by the City Administrator to provide technical guidance. Staff members are obligated to make objective recommendations.
City Attorney's Office/
Staff Recommendation
• All existing Ad -Hoc Committees that have no set
duration should be made as a standing
Committee and formalized via Resolution; and
• All newly requested Committees, Commissions
and Ad -Hoc Committees should be brought
before the City Council via Resolution with
established guidelines; and
• Provide any additional policy guidance on the
Manual
Questions/Comments?