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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / ADMINISTRATION
FEBRUARY 20, 2024
SUBJECT: REVIEW AND ADOPT PROPOSED UPDATES TO THE COMMITTEE COMMISSION AND ADVISORY BOARD MANUAL FOR CALENDAR YEAR 2024 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. On November 21, 2023, the City Council held a Study Session to review the updated Manual and provided recommendations and changes to the Manual. This item seeks Council approval of the proposed updates to the Committee, Commission and Advisory Board Manual for the 2024 calendar year.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Receive and file the final proposed presentation on the Committee, Commission and Advisory Board Manual; and
2. Ask any questions of Staff and/or provide any updated policy direction related to the Committee, Commission and Advisory Board Manual; and
3. Update one appointed City Council Member designee to the City Council Navigation Center Advisory Board; and
4. 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."
3.b.
Feb 20, 2024
City Council Agenda
February 20, 2024
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 Associates Management Group to assist with 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 • Renaming any Ad -Hoc Committee, Working Group or Committee with the prefix "City Council" if the group contains Council Member appointees for the sole purpose of distinguishing these types of working groups from others Annual reviews will be conducted by City Staff should the need arise to make Council amendments.
Prepared by:
Reviewed and approved:
Jeanriette eitega Rosanna Ramirez
Deputy Director of Administrative Services Deputy City Administrator Reviewed and approved:
Damien-R—At4uia_�_
City Administrator
Attachments:
1. Resolution No. R-2024-08
2. Presentation