II. THE STRUCTURE OF GOVERNMENT
A. FORM OF GOVERNMENT
Generally, there are two sources of power by which California cities govern themselves.
One of these is to adopt, through the election process, a Charter or Constitution which sets forth the basis and authority for all future actions not in contradiction with pre- emptive State law. The other of these is to adhere to the provisions and requirements established as general law by the State for cities. Placentia falls within the first category and is classified as a Charter City. The Placentia Charter was adopted by the voters in 1965. Copies of the Placentia Charter are available from the City Clerk's Office or on the City's website.
The citizens have chosen a Council -Manager form of government. Under this form of government, the City Council develops a long-range vision for the City's future and establishes policies that affect the overall operation of the community. To ensure that these policies are carried out and that the community is equitably served, the City Council appoints a nonpartisan City Administrator to run the organization.
B. CITY COUNCIL
There are five elected members of the City Council. They are elected to serve four- year overlapping terms. The City Council elects the Mayor and Mayor Pro Tem to serve one-year terms. The Mayor is the presiding officer of the Council.
The City Council is the governing body of the City. It is vested with broad powers in areas of legislative policy, budgetary adoption and establishment of service levels. The City Council, elected from five districts established by Ordinance, represents the entire community, and serves as the Placentia City Council, Placentia City Council as Successor to the Placentia Redevelopment Agency, Placentia Industrial Commercial Development Authority and Placentia Public Financing Authority.
It is not possible for each Councilmember to know all pertinent factors of every given situation or to devote sufficient time to gather them. For counsel and advice on the practical application of established policy, reliance is placed on the service of interested citizens appointed to the various commissions. For technical and administrative assistance, both the Council and the commissions refer to a paid City staff and the City Attorney.
C. COMMISSIONS, BOARDS AND COMMITTEES
There are two types of advisory bodies. One is established by the City Charter or by ordinance and is of a permanent nature. The duties, responsibilities, and scope of authority are as set forth in the enabling document. The other is created by a resolution or minute order of the Council to serve a particular function and may be established for a specified time.
In both instances the primary purpose of these bodies is to gather information, weigh public opinion, and examine issues in depth in order to render a recommendation to the Council. From time to time, it is possible for such body to take independent action.
These situations, however, are subject to prescriptions of the City Charter, Municipal Code, or State law and limited to specific actions set forth therein.
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.
A brief description of commissions, boards and committees, and their primary functions, are contained in the appendix. Additional information is available from the City Clerk's Office.
D. OFFICERS, DEPARTMENTS, AND STAFF
City Administrator: Responsibility and authority for the administration of the City's government rests with the City Administrator. He/she is appointed by, and serves at the pleasure of the Council. He/she appoints department heads and employees necessary to assist them in the conduct of their duties.
City Attorney: In addition to the City Administrator, the City Council appoints the City Attorney. The City Attorney is retained to advise the Council on questions of law in those matters coming before them and to represent the City in other actions to which it is a party or as otherwise may be requested.
City Clerk: The position of the City Clerk is an elected office established by the City Charter. The City Clerk attends all meetings of the City Council, unless excused, and records and maintains a full and true record of all proceedings of the City Council. The Clerk maintains ordinance and resolution books, is the custodian of the seal of the City, administers oaths or affirmations, takes affidavits and depositions pertaining to the affairs and business of the City, and certifies copies of official records.
City Treasurer: The position of City Treasurer is an elected office established by the City Charter. The City Treasurer is the custodian of all public funds belonging to or under the control of the City.
Departments: The administrative branch of Placentia's government consists of functions and activities within the following departments: Administration, Finance, Public Works/Engineering, Police, Fire and Life Safety, Community Services, and Development Services.
Department Directors, under the direction of the City Administrator, are responsible for the efficient and effective operation of the functions assigned to them. By virtue of their technical training and experience, they are assigned to provide staff assistance as needed to the advisory bodies. Advisory bodies have no authority to supervise or direct the work of a department. This is done only through the City Administrator.
III. MEMBERSHIP
A. APPOINTMENTS
1. To Commissions
After application and interview, commission appointments are made by a majority vote of the Council for a specified term. Memberships and terms are set by Ordinance or Resolution and is usually four years.
Each member must be administered the oath of office by the City Clerk, City Attorney, Commission secretary, or a member of the commission. Each commission member is required to complete a Statement of Economic Interest form, AB1234 Ethics Training, payroll forms required by Human Resources, attend the mandatory annual orientation and training and adhere to the Code of Ethics and Conduct adopted by the City Council on November 15, 2022.
2. To Boards, Committees and Ad -Hoc Committees
Appointment to boards and committees varies based on Council established guidelines.
Requirements for each board and committee varies dependent upon responsibilities and duties.
B. RESIGNATIONS AND REMOVALS
In the event a member is unable to continue serving because of health, business requirements or personal reasons, a formal letter of resignation should be submitted to the City Council by way of the City Clerk's office or the respective Department.
The position of any member is automatically vacated under the following circumstances:
1. A member ceases to meet the qualifications for office.
2. A member's resignation is accepted by the City Council.
3. A majority of the City Council removes the member from a commission, board or committee.
4. A member is absent from three (3) consecutive meetings of the commission, board or committee except when excused for illness or being out of the City.
C. VACANCIES
Commission and Advisory Board vacancies are filled by appointment of the City Council. Appointments made during a term shall be for the unexpired portion of the term of the vacant position.
IV. OFFICERS AND STAFF
A. OFFICERS
In July of each year, each commission, board and committee will elect from among its membership a chairperson and a vice -chairperson. The term is for one year. It is the duty of the chairperson to preside over meetings and to act as the formal representative to the Council. The vice -chairperson assumes chairperson responsibilities in the absence of the chairperson.
C. STAFF AND SECRETARIAL SERVICES AND RECORDS
A staff liaison or secretary may be assigned by the City Administrator to provide assistance to the commission, board or committee, if appropriation for this is made by the City Council. The minutes and other official records of a commission are public records and must be filed with the City Clerk.
D. EXPENSES
Necessary meeting space and equipment will be made available to the commission, board or committee. Additional work areas may be arranged through the commission secretary or other assigned City Staff, when special projects so require. If a budget is provided, the commission, board or committee is required to operate within budgetary limitations, with all expenditures requiring prior approval and documentation.
E. TRAVEL & MEETING ALLOWANCES - COMMISSIONERS
Attendance by commissioners at pertinent meetings, seminars or conferences is subject to prior City Council approval. The chairperson, vice -chairperson, and one additional commissioner are permitted to attend conferences. For the third attendee, the commissioner with the highest seniority has the first opportunity to attend a conference; and the commissioner with the second highest seniority may attend the second conference; and so on until all commissioners have attended a conference.
The process then starts over again with the person with the highest seniority. In the event any of the three members should be unable to attend a conference, another commissioner shall be afforded the opportunity, again based on seniority. (City Policy No. 344)
Notwithstanding the above, a commissioner must have attended 75% of the regular commission meetings during the six months prior to the conference in order to attend.
Conferences are limited to those held within the State of California. Travel expenses are provided per City policy on the same basis as provided for management staff subject to budget approval.
V. MEETINGS, AGENDAS, MINUTES AND PROCEDURE
A. REGULAR MEETINGS
Commissions, boards and committees should establish meetings as required for the purpose of the body. Meetings shall be open to the public. All such meetings are generally held in City Hall, but may be adjourned from time to time to meet elsewhere within the City for specific purposes.
Agendas and minutes shall be prepared, posted and maintained in accordance with all laws and policies of the State of California and the City.
B. ADJOURNED MEETINGS
If for any reason, the business to be considered at a regular meeting cannot be completed, the commission, board or committee then may designate a time and date for an adjourned meeting. Any matter to have been considered at the regular meeting may be processed at an adjourned meeting. But in order to so adjourn, it is necessary that this be announced to the public present at the time of adjournment and so recorded in the minutes. A notice of an adjourned meeting shall be prepared and posted as required by law.
C. SPECIAL MEETINGS
A special meeting may be called by the chairperson or a majority of the members. Care must always be taken when this is done so that adequate advance notice is given.
Such notice requires that all interested parties be notified and a notice be posted at least 24 hours in advance of the special meeting. Interested parties include the City Council, the City Clerk, all members of the commission, board or committee and those news media who have filed a written request. The notice must contain the time and place for such a meeting and the specific subject matter(s) to be considered.
Introduction of other items at a special meeting is prohibited.
D. SUBCOMMITTEES
The chairperson may appoint special subcommittees of less than a quorum of the commission who then may meet at the convenience of the subcommittee members to carry out the purpose of the subcommittee. Subcommittees may meet without public
notice or input. However, any recommendation of a subcommittee shall be presented for discussion and vote at a public meeting of the commission, board or committee.
E. QUORUM
A quorum consists of a majority of the members of any one body. A quorum is required for the conduct of business at any meeting whether it is a regular, adjourned or special meeting. Members are expected to be present at all meetings, however, should a member know in advance that attendance would be impossible, the member should notify the commission secretary or chairperson as soon as possible.
In the event a majority of the commissioners scheduled to meet will not be present to establish a quorum, the City Administrator's office, City Councilmembers and representatives of the news media who have filed written requests for same should be notified by telephone or e-mail. A notice should be posted indicating the meeting cancellation or adjournment due to a lack of a quorum. The date and time of the adjourned meeting should be included on the posted notice.
F. AGENDAS
Each commission, board or committee has an assigned staff liaison serving as secretary. The secretary is responsible for the preparation and distribution of an agenda and supporting documents prior to each meeting. Agendas must be posted 72 hours before a regular meeting.
Materials for an agenda are submitted to the secretary no later than five (5) days prior to the meeting. Agendas, with supporting documents, are available for pick up by members at least three (3) days prior to the actual day of the meeting. Supporting documents include, but are not limited to, reports, memoranda, maps, photographs and correspondence.
Commission, board and committee members, the Council and the news media should be kept well informed of all matters to be discussed at a public meeting. While it is recognized that there may be exceptions to the rule, the persons responsible for preparing an agenda should make every effort to see that items to be discussed are carried on the agenda. Only those items appearing on the agenda should be considered at each meeting. However, on two-thirds vote of those members present or unanimous vote if less than two-thirds of the members are present, may allow other items to be introduced and action taken, if urgency exists and delay would be harmful to the public interest.
G. MINUTES
Minutes are taken of all commission, board and committee meetings, transcribed and usually mailed out or e-mailed with the next agenda to the members, Councilmembers, and representatives of the news media who file written requests for same.
The approved minutes are the vehicle through which the commission, board or committee as a whole or its individual members express their interest or opinion. The minutes are submitted to the City Council and placed on file with the City Clerk for public access. While other avenues exist for communication of interest or opinion, the meeting minutes remain the official document of record.
H. PROCEDURE
Robert's Rules of Order
Each commission, board or committee may adopt such rules and procedures as it feels necessary to accomplish its duties. Such rules are subject to City Council approval before becoming effective. In the absence of such rules, the guidelines on parliamentary procedure contained in Robert's Rules of Order Newly Revised (RRONR) will be followed. The RRONR provides a useful set of rules of conduct of meetings. The goal of the rules is to permit each member of the body an opportunity to be heard and to provide an orderly process for decision-making. A brief description of the parliamentary process used by RRONR follows.
A MOTION is a proposal that the body take a certain action or "go on the record" as having taken a certain stand on an issue. Motions need to be concise and should be stated positively (e.g., "I move to deny..." rather than "I move to not approve..."). The motion needn't contain its rationale. Sometimes makers of motions give their reasons for the proposal as if it were part of the motion. The integration of debate into the motion tends to confuse the proceedings.
Once a motion is made, it must be SECONDED. If it is not seconded, it dies without any debate. If seconded, the motion may be DEBATED, unless there is no debate or it is a type of motion, which is not subject to debate. Finally, following debate (if any), the motion is subjected to a VOTE.
A motion must be in ORDER for the body to entertain it. That means that the motion must relate to the business at hand and be presented at the appropriate time. In addition, the practice of "friendly amendments," which are offered to the maker of the motion, and which, if accepted by the maker and the seconded, effectively amend the motion without the formality of a separate motion.
The most important element in the RRONR may be that everyone know and understand the rules in advance. After all, rules of procedure are intended to facilitate, not complicate, the transaction of business.
VI. IMPOSED RESTRAINTS
Certain limitations have been placed upon the powers of the City Council and its appointed commissions, boards and committees by statutory and case law. In certain instances, application of these restraints may be crucial in the government process. In instances of doubt, the opinion of the City Attorney should be sought.
A. CONFLICT OF INTEREST - COMMISSIONERS
Generally, it is unlawful for a commission member to have an interest in any City contract, sale, purchase, finding or transaction in which the member is involved in a business or personal capacity. Conflict of interest may disqualify the commission member and may result in additional penalties. Any specific concerns should be directed to the Office of the City Attorney.
B. PUBLIC RECORDS LAWS
The Government Code of the State of California provides that all official records of the City are generally open to inspection to any interested person at reasonable times.
Exceptions to this law are limited to those records specified in the California Public Records Act relating to private matters including litigation, personnel, and other topics where disclosure of such records would not be in the public interest. All minutes and supporting documents are public records and must be available for public review.
C. SECRECY - THE BROWN ACT
The Ralph M. Brown Act is the law which provides that any "legislative body", whether City Council, commission or official committee thereof, shall hold any meeting at which action is taken other than at a duly called and regularly held meeting, notice of which is provided by either resolution or ordinance or by adjournment of a prior meeting. A "meeting" takes place whenever a quorum is present and official business is considered or discussed.
Caution should be exercised, if it happens that a quorum of members gathers at a public or private place, so that such will not be interpreted as a meeting. Official business of the commission should not be discussed. The Brown Act does not apply to obvious social gatherings where no official discussion or action is made relative to the affairs of the City.
D. DISCRIMINATION AND EQUAL PROTECTION
All rules, regulations, laws, services and facilities must apply equally to all persons and favor shall not be given to any segment of the community. Similarly, all laws and ordinances of the City must afford equal protection to all facets of the community, unless the purpose of a City action requires special classification of the community.
E. DUE PROCESS
All governmental procedures and processes must allow any affected party a right to be heard, and an opportunity to offer testimony on the question at issue in the matter involved. Unfair determinations based on bias, or refusal to permit an opportunity to be heard, etc. may invalidate actions.
F. REASONABLENESS
Every action of municipal government must be reasonable; or, otherwise stated, not capricious, extreme, arbitrary or abusive. Simply stated, actions must be justified by a rational basis.
G. USE OF PUBLIC PROPERTY
Public property, equipment and facilities may not be used for private or personal purposes. Facilities, equipment and supplies provided by the City are to be used for official functions only.
H. TICKET DISTRIBUTION POLICY
In December 2008, the Fair Political Practices Commission ("FPPC") amended Section 18944.1 of the California Code of Regulations relating to tickets or passes to events distributed to, or at the behest of, public officials.
The City of Placentia City Council at the March 3, 2009 meeting approved Resolution No. R-2009-19, adopting a ticket distribution policy to conform with California Code of Regulations, Section 18944.1, as amended by the FPPC. A full copy of the City of Placentia's Ticket Distribution Policy is included with this Manual as Exhibit A.
I. CODE OF ETHICS AND CONDUCT
In November 2022 the City Council adopted the Code of Ethics and Conduct which states that the City of Placentia will operate and do business with the highest level of integrity, professional and personal responsibility. The purpose of the code is to encourage high standards of behavior by public elected and appointed officials to assist with decision-making and to increase public confidence in the institutions and officials that serve them.
J. AB1234 ETHICS TRAINING
State law requires local agency officials — including many commissioners, committee members and board members — to receive at least two hours of training in general ethics principles and ethics laws relevant to their public service every two years (AB1234). Additional trainings may be required on a periodic basis.
VII. RELATIONSHIPS WITH COUNCIL, CITY
STAFF AND OTHERS
A. COUNCIL RELATIONS
Commission, board or committee members should avoid discussing the recommendations of the body with individual Councilmembers once a vote is taken when such is for the purpose of exerting influence. Written communications from the commission, board or committee to the City Council in sufficient time to be placed on the agenda is the preferred method for making recommendations to the Council.
The final authority and responsibility for public policy decisions rests with the City Council. The Council has appointed commissioners, board and committee members as advisors to them. This underlying philosophy makes it improper for an individual member of an advisory board to try to persuade the Council into the acceptance of a recommendation other than that voted by the majority. The role of an advisory board is to assist the Council in the formation of policy because the board is created only for the specific purpose of advising, being a guide to public opinion, and promoting specific projects in the community at large.
The Council has adopted a Code of Ethics and Conduct Policy on November 15, 2022, which states that "in keeping with their role as stewards of the public interest, members of Council shall not appear on behalf of the private interests of third parties before the Council or any board, committee, or commission or proceeding of the City, nor shall members of boards, commission or commissions appear before their own bodies or before the Council on behalf of the private interests of third parties on matters related to the subject matter jurisdiction of their bodies."
B. STAFF RELATIONS
Staff personnel are assigned by the City Administrator to assist and act in a technical capacity to commissions, boards or committees. 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. City Staff may be a part of the advisory board; however, they do not hold any voting authority within the advisory board. Staff has been employed by the City Administrator to provide technical guidance. Staff members are obligated to make objective recommendations.
Failure of a staff member to provide expected or promised service to an advisory board is a basis for complaint to be brought to the attention of the City Administrator. Since
staff personnel are directly responsible to the City Administrator, it is his/her responsibility alone to allocate their time and efforts in the best interest of the total City government, to investigate staff, and take appropriate personnel action when necessary.
C. RELATIONS WITH OTHER COMMISSIONS, BOARDS, AND COMMITTEES In the areas where there is overlap of jurisdiction between various bodies, it is important that coordination occur to ensure proper consideration of different viewpoints that may occur, and to minimize duplications or conflicts. Further, joint meetings with the City Council and other commissions, boards and committees may be mutually beneficial whenever two bodies are simultaneously addressing the same topics.
III. CONCLUSION
There is no desire on the part of the City Council or City staff to control any commission, board or committee member's independent thought or judgment.
Appointments are made to these bodies by the Council based on judgment that those persons appointed have the knowledge, ability and interest and that their contributions will be of valuable assistance. All suggestions and ideas are most welcome, whether presented as an individual citizen, a member or a majority vote of an advisory board.
However, membership on a commission, board or committee limits to a degree the freedom of advocacy before the City Council or other bodies on those issues that are to be considered by the member's commission, board or committee. The collective recommendation of the commission, board or committee to the City Council may include the positions of all members.
A commission, board or committee is created as an advisory arm of the Council as the result of a policy decision. Each has been charged with certain responsibilities in specified areas and it is within these that the body should act. It may be that a member or minority of members of an advisory board may disagree with an established policy.
This is part of the democratic process. In spite of conflicting viewpoints, this is the accepted process for addressing the issues and forwarding the majority opinion to Council or to accomplish the tasks assigned.
The City is proud of its citizen participation and extends a hearty welcome and thanks to all commission, board and committee appointees.
APPENDIX
PLACENTIA COMMISSIONS, BOARDS & COMMITTEES
DUTIES, MEETING DATES, AND TIMES
BLUE RIBBON COMMITTEE SENIOR/
COMMUNITY CENTER COMMITTEE
MEMBERSHIP
The Senior/Community Center Blue Ribbon Committee consists of eleven (11) 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).
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).
CITY COUNCIL
DOG PARK AD-HOC COMMITTEE
MEMBERSHIP
The City Council Dog Park Ad -Hoc Committee consists of three (3) regular members.
All members are appointed by the City Council and serve at the discretion of the Council. The Ad -Hoc Committee is to be comprised of two (2) City Council members and one (1) member of the Parks, Arts, and Recreation Commission.
MEETINGS
Regular meetings of the City Council Dog Park Ad -Hoc Committee are held as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on identifying locations for a potential dog park in Placentia.
• Serves in an advisory capacity to the City Council on identifying the recommended design components for the proposed dog park. • Solicit input from the community on the proposed dog park. • Considers matters related to the needs, design, and City liability of a proposed dog park and presents findings to the City Council.
STAFF LIAISON
Director of Community Services and/or designated staff member(s).
FINANCE AND INVESTMENT COMMITTEE
MEMBERSHIP
The Finance and Investment Committee consists of three (3) members, the Mayor, Mayor Pro Tem, and City Treasurer.
MEETINGS
Regular meetings of the Finance and Investment 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 Investment Policy annually, review quarterly investment performance, and to consult with the City Treasurer regarding current investments and future investment opportunities.
• Assist in the development of five-year capital budgets and revenue projections. • Review the annual budget and make recommendations to the City Council. • Studies all fiscal issues and recommends possible improvements and economies. • Issue reports to the City Council on the City's investment and financial conditions.
STAFF LIAISON
City Administrator, Finance Director and/or designated staff member(s).
FINANCIAL AUDIT OVERSIGHT COMMITTEE
MEMBERSHIP
The Financial Audit Oversight Committee consists of five (5) members who serve for a period of three (3) years. Members are chosen from residents (18 years or over) of the City (residency requirement can be waived by City Council) who have knowledge of accounting/financial principles and it is desirable that they have experience in government accounting. All members are appointed by the City Council and serve at the discretion of the Council.
MEETINGS
Regular meetings of the Financial Oversight Committee are held at 7:00 p.m. quarterly the second Monday in City Hall.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council and City Administrator with their primary role being to provide an internal audit function. • Assist with the development and issuance of a Request for Proposals from qualified audit firms to perform an internal review of selected financial activities and internal control procedures; to interview qualified proposers; to negotiate cost; and to report to the City Council with a recommendation for audit firm selection. • Return to the City Council with recommendations for administrative policies and procedures.
STAFF LIAISON
Director of Finance and/or designated staff member(s).
HERITAGE FESTIVAL COMMITTEE
MEMBERSHIP
The Heritage Committee, consisting of nine (9) members to be known as the Executive Board, has been established by the City Council, and shall have as its responsibility and purpose the planning and execution of the City's annual Heritage Celebration and related Heritage activities within the Community. The Committee may enlist the help and support of a variety of other volunteers to assist in carrying out its purpose. The City Council shall approve the parade route, theme, budget, and addition or removal of an Executive Board member.
APPOINTMENTS AND VACANCIES
The nine members of the Heritage Committee Executive Board shall be appointed by the Mayor of Placentia, with consensus of the Placentia City Council. The nine (9) member Executive Board shall consist of a majority of Placentia residents at all times (i.e. five or more members must be Placentia residents). Additional volunteers interested in assisting with subcommittee work must be added to the subcommittees by majority vote of the Executive Board.
CHAIRPERSON
In January of each year, the Committee shall select a Chairperson from the Executive Board members, by majority vote. The Chairperson shall be a resident of Placentia or have been a member of the Executive Board for a minimum of three years. The chairperson's responsibilities are top reside over meetings and to act as the formal Committee representative to the City Council.
OFFICERS
In addition to the office of Chairperson, each January the officers of 1st Vice Chairperson, 2nd Vice Chairperson, Treasurer, and Secretary, shall be selected from among the Executive Board by majority vote.
MEETINGS
The Committee shall hold a public monthly meeting at least once per month in a City facility. Meetings shall be posted and conducted in accordance with the California Ralph M. Brown Act. The attendance of a majority of the Committee's Executive Board.
STAFF LIAISON
Director of Community Services and/or designated staff member(s).
HISTORICAL COMMITTEE
MEMBERSHIP
The Historical Committee consists of nine (9) regular members who are appointed by the City Council. Committee members typically are familiar with historic preservation principles and practices and have gained knowledge of Placentia history from either long-term residence and/or study and research.
MEETINGS
The Committee meets regularly at 6:00 p.m. on the fourth Tuesday of every month.
Special meetings may be scheduled as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to City Council on matters related to historical structures and/or sites located in Placentia.
• Nominates buildings, sites or districts within the City for designation as local landmarks per Policy No. 703.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
CITY COUNCIL
HISTORIC PRESERVATION COMMITTEE
MEMBERSHIP
The City Council Historical Preservation Committee consists of two (2) regular members of the City Council. Committee members typically are familiar with historic preservation principles, land use, and have gained knowledge of Placentia history.
MEETINGS
The Historic Preservation 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).
CITY COUNCIL
HOUSING, COMMUNITY AND ECONOMIC DEVELOPMENT
COMMITTEE
MEMBERSHIP
The City Council Housing, Community and Economic Development Committee consists of two (2) regular members of the City Council.
MEETINGS
The City Council Housing, Community and Economic Development Committee meets as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on matters related to significant developments as it relates to land use regulations, urban design and building standards.
• The Committee may receive presentations or project submittals from private development entities and may review economic/financial documents or proposals. If private development entities attend and present to the Committee, a City Attorney representative must attend the Committee meeting. • Members review issues related to the City's general plans and zoning, housing, land use regulations, development, building standards and economic development policy.
STAFF LIAISON
City Administrator, Director of Development Services and/or designated staff member(s).
MEASURE U COMMITTEE
MEMBERSHIP
The Measure U Committee consists of two (2) residents and the City Treasurer.
MEETINGS
Regular meetings of the Measure U 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
City Administrator, Director of Finance and/or designated staff member(s).
NAVIGATION CENTER ADVISORY BOARD
MEMBERSHIP
The Navigation Center Advisory Board consists of two (2) regular members of the City Council and the following members:
• Representative(s) appointed by the Orange County Board of Supervisors • Representative(s) appointed by the local City Council • Representative(s) appointed by the local Chief of Police • Representative(s) appointed by the local Neighborhood Association (if applicable)
• Representative(s) appointed from the local business association or Chamber of Commerce
• Representative(s) appointed by the local school district • Representative(s) appointed from local homeless outreach agencies
MEETINGS
The Navigation Center Advisory Board meets every other month.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on matters related to the Placentia Navigation Center.
• Provide ongoing review of the operations of the Placentia Navigation Center. • Enhance community relations.
• Bring forth information of any strengths and successes of the Placentia Navigation Center.
• Bring forth any concerns from the neighborhood, local businesses, City, County, service provider partners, and shelter clients about the operation of the Placentia Navigation Center.
• Oversee the accountability and grievance process and policies of the Placentia Navigation Center.
STAFF LIAISON
Director of Community Services and/or designated staff member(s).
CITY COUNCIL
OLD TOWN PLACENTIA PARKING
COMMITTEE
MEMBERSHIP
The City Council Old Town Placentia Parking Committee consists of two (2) regular members of the City Council
MEETINGS
The City Council Old Town Placentia Parking 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
City Administrator, Deputy City Administrator 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
Regular meetings of the Placentia Community Foundation are held at 8:30 a.m. on the fourth 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
Deputy Director of Community Services.
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.
PLANNING COMMISSION
MEMBERSHIP
The Planning Commission consists of seven (7) members (per City Charter) appointed by the City Council. The term of office is for four (4) years.
MEETINGS
Regular meetings of the Planning Commission are held at 6:30 p.m. on the second Tuesday of each month in the City Council Chambers.
POWERS AND DUTIES
• After a public hearing thereon, recommends to the City Council the adoption, amendment or repeal of the General Plan, or any part thereof, for the physical development of the City.
• Exercises such control over land subdivisions as is granted to it by the City Council and by the laws of the State of California.
• Makes recommendations concerning proposed public works and for the clearance and rebuilding of blighted or substandard areas within the City. • Exercises such functions with respect to zoning as may be prescribed by ordinance not inconsistent with the City Charter.
STAFF LIAISON
Director of Development Services and/or designated staff member(s).
PUBLIC FINANCING AUTHORITY OF THE PLACENTIA ENHANCED
INFRASTRUCTURE FINANCING DISTRICT
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 ("Ti") 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).
SENIOR ADVISORY COMMITTEE
MEMBERSHIP
The Senior Advisory Committee consists of seven (7) members. The members will be appointed by the City Council with two (2) members being representatives from the Placentia Senior Center and five (5) at -large seniors. All members shall be 55 years of age or older.
MEETINGS
The Senior Advisory Committee meets quarterly on the third Wednesday of the month at 6:15 p.m. at City Hall.
POWERS AND DUTIES
• Act as liaison for all seniors in the City and advise on ways to enrich and enhance the health and quality of life of seniors in the community. • Solicit input and act as a public forum for issues that affect seniors in the City. • Provide advice based on input received to improve the programs, policies, and services provided to seniors. Identify barriers to access by seniors to City services and programs. Form partnerships in the community to educate, inform, and improve the quality of life for seniors.
• Assist with volunteer recruitment.
• Assist with the marketing of the Senior Center services, programs, and events.
STAFF LIAISON
Director of Community Services and/or designated staff member(s).
CITY COUNCIL
SEWER, UTILITY, RECYCLING AND REFUSE COMMITTEE
MEMBERSHIP
The City Council Sewer, Utility, Recycling and Refuse Committee consists of consists of two (2) regular members of the City Council.
MEETINGS
Regular meetings of the City Council 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
City Administrator, Deputy City Administrator and/or designated staff members(s).
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).
CITY COUNCIL
TECHNOLOGY AND INNOVATION SUB COMMITTEE
MEMBERSHIP
The City Council Technology and Innovation Sub Committee consists of two (2) regular members of the City Council.
MEETINGS
Regular meetings of the City Council Technology and Innovation Committee meets as needed.
POWERS AND DUTIES
• Review technology and innovation systems for City operations and applications. • 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, technology, and smart cities systems and applications.
STAFF LIAISON
City Administrator, Deputy City Administrator, IT Manager and/or designated staff member(s).
VETERANS ADVISORY COMMITTEE
MEMBERSHIP
The Veterans Advisory 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.
MEETINGS
Regular meetings of the Veterans Advisory Committee are held at 4:00 p.m. on the first Monday of each between April and November.
COMPENSATION
None
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on veterans' affairs matters within the community.
• Considers veterans' matters submitted by the City Council, staff or public and recommends courses of action where appropriate.
• Matters considered by the committee's scope include all activities within the purview of the City Council relating to the annual Veterans Day Observance Ceremony and activities.
• Committee members are to familiarize themselves with veterans' activities through attendance at local/state/federal veterans' organizations. • Committee members need not be veterans to serve on this committee.
STAFF LIAISON
Police Chief and/or designated staff member(s).
LIST OF DISBANDED COMMITTEES/COMMISSIONS
ADVISORY COMMITTEE ON THE DISABLED
CIVIC CENTER AUTHORITY
CULTURAL ARTS COMMISSION
Ordinance No. 0-2019-11 to disband
ECONOMIC DEVELOPMENT COMMITTEE
Resolution No. R-2019-48 to disband
RECREATION AND PARKS COMMISSION
Ordinance No. 0-2019-11 to disband
TRAFFIC SAFETY COMMISSION
Ordinance No. 0-2019-11 to disband
OVERSIGHT BOARD TO SUCCESSOR AGENCY
Consolidated to Countywide Oversight Board
TRI CITY PARK AUTHORITY
Resolution No. 2016-51 to disband
CITIZENS FISCAL SUSTAINABILITY TASK FORCE
GENERAL PLAN STEERING COMMITTEE
PUBLIC SAFETY FACILITY AD-HOC COMMITTEE
RECREATIONAL VEHICLE PARKING AD-HOC COMMITTEE
YORBA LINDA WATER/GOLDEN STATE WATER DISTRICT
CITYWIDE FIBER OPTIC AND SMART CITY COMMITTEE
f
f
1 1
i
Committee Commission
& Advisory Board
Manual
February 20, 2024
Background
• City Council's Five -Year Strategic Plan, Goal #8, to update the Administrative Policy for Ad -Hoc Committees
• City retained the services of Kelly Associates Management Group • 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 held a Study Session on November 21, 2023 and received input from City Council
• City Council's input has been incorporated to the latest version of the Manual
PLACENTIA
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
Updated List of Commissions, Boards,
Committees & Ad -Hoc Committees
Blue Ribbon Committee for Senior/Community Center 16
Citywidc Fibcr Optic And £mart City Ad Hoc Committee
Civic Center Joint Use Committee 17
added City Council Dog Park Ad -Hoc Committee 18
Finance and Investment Committee 19
Financial Audit Oversight Committee 20
Heritage Festival Committee 21
Historical Committee 22
revised 6 City Council Historical Preservation Committee 23 revised - City Council Housing, Community & Economic Development Committee 24 Measure U Committee 25
added ,—> Navigation Center Advisory Board 26
revised ' City Council Old Town Placentia Parking Committee 27 Parks Arts and Recreation Commission 28
Placentia Community Foundation 29
Placentia Disaster Council
Planning Commission
Public Financing Authority of the Placentia EIFD
Senior Advisory Committee
revised City Council Sewer, Utility, Recycling and Refuse Committee Streetscape and Transportation Advisory Commission
added City Council Technology and Innovation Committee
Veterans Advisory Committee
List af.Disbanded Committees/Commissions
30 31
32 33
34 35
36 37
38 City Council
Dog Park Ad -Hoc Committee
MEMBERSHIP
The City Council Dog Park Ad -Hoc Committee consists of three (3) regular members. All members are appointed by the City Council and serve at the discretion of the Council. The Ad -Hoc Committee is to be comprised of two (2) City Council members and one (1) member of the Parks, Arts, and Recreation Commission.
MEETINGS
Regular meetings of the City Council Dog Park Ad -Hoc Committee are held as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on identifying locations for a potential dog park in Placentia.
• Serves in an advisory capacity to the City Council on identifying the recommended design components for the proposed dog park.
• Solicit input from the community on the proposed dog park. • Considers matters related to the needs, design, and City liability of a proposed dog park and presents findings to the City Council.
STAFF LIAISON
Director of Community Services and/or designated staff member(s)
City Council Housing, Community &
Economic Development
Committee
MEMBERSHIP
The City Council Housing, Community and Economic Development Committee consists of two (2) regular members of the City Council.
MEETINGS
The City Council Housing, Community and Economic Development Committee meets as needed.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on matters related to significant developments as it relates to land use regulations, urban design and building standards. • The Committee may receive presentations or project submittals from private development entities and may review economic/financial documents or proposals. If private development PntitiPS attend and present to the Committee, a City Attorney reprPsPntativP mt est attend the Committee meeting.
Members review issues related to the City's general plans and zoning, housing, land use regulations, development, building standards and economic development policy.
STAFF LIAISON
City Administrator, Director of Development Services and/or designated staff member(s).
Navigation Center Advisory Board
MEMBERSHIP
The Navigation Center Advisory Board consists of two (2) regular members of the City Council and the following members:
• Representative(s) appointed by the Orange County Board of Supervisors • Representative(s) appointed by the local City Council • Representative(s) appointed by the local Chief of Police • Representative(s) appointed by the local Neighborhood Association (if applicable) • Representative(s) appointed from the local business association or Chamber of Commerce • Representative(s) appointed by the local school district • Representative(s) appointed from local homeless outreach agencies
MEETINGS
The Navigation Center Advisory Board meets every other month.
POWERS AND DUTIES
• Serves in an advisory capacity to the City Council on matters related to the Placentia Navigation Center.
• Provide ongoing review of the operations of the Placentia Navigation Center. • Enhance community relations.
• Bring forth information of any strengths and successes of the Placentia Navigation Center. • Bring forth any concerns from the neighborhood, local businesses, City, County, service provider partners, and shelter clients about the operation of the Placentia Navigation Center. • Oversee the accountability and grievance process and policies of the Placentia Navigation Center.
STAFF LIAISON
ctor of Community Services and/or designated staff member(s).
City Council Technology and
Innovation Committee
MEMBERSHIP
The City Council Technology and Innovation Sub Committee consists of two (2) regular members of the City Council.
MEETINGS
Regular meetings of the City Council Technology and Innovation Committee meets as needed.
POWERS AND DUTIES
. Review technology and innovation systems for City operations and applications. . Review the Citywide Fiber Optic System and discuss matters with service providers. • RPviewS Smart Cities SVStemS and meets with v ndnrs to review their nrnrdlirts . Serves in an advisory capacity to City Council on matters related to citywide fiber optic, technology, and smart cities systems and applications.
STAFF LIAISON
City Administrator, Deputy City Administrator, IT Manager and/or designated staff member(s).
City Attorney's Office/
Staff Recommendation
It is recommended that the City Council take the following actions:
1. Appoint members to the City Council Navigation Center Advisory Board; and
2. Direct Staff to notify the City Council Navigation Center Advisory Board of the appointment; and
3. Adopt Resolution No. R-2024-08, "A Resolution of the City Council of the City of Placentia Adopting the Updated Committee Commission and Advisory Board Manual for Calendar Year 2024 and Eliminating Various Disbanded Advisory Bodies."
PLACENTIA
Questions/Comments?