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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / ADMINISTRATION
MARCH 5, 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. On February 20, 2024 the City Council reviewed the updates to the Committee, Commission and Advisory Board Manual for the 2024 calendar year. The City Council requested Staff to review the Placentia Community Foundation and its composition. Based on the Bylaws of the Placentia Community Foundation, the Committee, Commission and Advisory Board Manual has been revised to reflect the current composition of the Placentia Community Foundation. This action approves the revised Committee, Commission and Advisory Board Manual for the 2024 calendar year.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. 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 Boards."
1.e.
March 5, 2024
City Council Agenda
March 5, 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.
On February 20, 2024 the City Council reviewed the updates to the Committee, Commission and Advisory Board Manual for the 2024 calendar year. The City Council requested Staff to review the Placentia Community Foundation and its composition. The Placentia Community Foundation was established on October 22, 2009 by the State of California as a California Nonprofit Public Benefit Corporation. In 2017, the Bylaws of the Placentia Community Foundation were updated.
Article VIII, Board of Directors, describes the composition of the Board which includes the following statement:
• The Placentia Community Foundation Board of Directors (Board of Directors) shall consist of eight (8) individuals, who shall be appointed At -Large by the Board of Directors. In addition to the eight (8) At -Large board members, the Mayor of the City of Placentia, or his/her designee, shall serve as a non-voting ex -officio member of the Board of Directors, representing the interests of the Placentia City Council. The Placentia City Treasurer shall also serve as a non-voting ex -officio member of the Board of Directors.
In addition, the Placentia Community Foundation meets regularly at 8:30 a.m. on the fourth Monday of every month. The Placentia Community Foundation's purpose is to undertake fundraising activities and provide grants and other aid to charitable endeavors on behalf of and in the City of Placentia. The Placentia Community Foundation shall accomplish its purpose by seeking to improve cultural, educational, and recreational programs offered by the City, and also by seeking to preserve, protect and enhance the quality of life for residents through helping to support, establish and fund other local non-profit organizations that will directly benefit the Placentia community.
The Bylaws also state, "Until the Foundation is financially able to provide this function on its own, the City shall assign a City Staff member to serve as the Executive Secretary to the Board of Directors, with no voting privileges. The Executive Secretary shall assist with administrative functions of the Board of Directors, keep minutes, and maintain all original documents. The Foundation shall assign these duties to its own staff member, once it is financially able to do so." The Director of Community Services and/or designated staff member(s) is currently assigned as the Executive Secretary.
City Council Agenda
March 5, 2024
This information has been included in the revised Committee, Commission and Advisory Board Manual for the 2024 calendar year. Annual reviews of the Manual will be conducted by City Staff should the need arise to make Council amendments.
Prepared by:
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deputy Director of Administrative Services
Reviewed and approved:
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Dariiien R. Arrula
City Administrator
Reviewed and approved:
Rosna Ramirez
Deputy City Administrator'
Attachments:
1. Resolution No. R-2024-08
2. Bylaws of the Placentia Community Foundation