Summary of Commissioner and Committee Member Requirements From Committee Commission & Advisory Board Manual
Adopted 3/5/2024
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 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.
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 on October 22, 2009.
• 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.
• In 2017, the Placentia Community Foundation updated their Bylaws. These Bylaws may be amended in any manner consistent with the articles of incorporation and the California Nonprofit Public Benefit Corporation Law by a majority of the Board of Directors.
STAFF LIAISON
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.
Director of Community Services and/or designated staff member(s) is currently assigned as the Executive Secretary.
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 ("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).
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 COMMITTEE
MEMBERSHIP
The City Council Technology and Innovation 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).