CITY COUNCIL MEETING AGENDA
TUESDAY JULY 11, 2023
6:00 PM – CLOSED SESSION
7:00 PM – REGULAR SESSION
SAN DIMAS COUNCIL CHAMBER
245 EAST BONITA AVENUE
A public agenda packet is available for review on the City’s website www.sandimasca.gov or by contacting the City Clerk’s Office at [email protected].
Members of the public may observe the City Council meeting live on the City of San Dimas website at www.sandimasca.gov or on KWST Channel 3. To view from the website, select the Watch City Council Meetings blue button from the home page.
6:00 PM
PUBLIC COMMENT ON CLOSED SESSION
CLOSED SESSION ITEMS
1. CONFERENCE WITH LABOR NEGOTIATORS
Agency Designated Representative: Jeff Malawy, City Attorney Unrepresented Employee: City Manager
7:00 PM
CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem John Ebiner, Councilmember Eric Nakano, Councilmember Ryan A. Vienna, Councilmember Eric Weber
CALL TO ORDER AND FLAG SALUTE
REPORT ON CLOSED SESSION
ORAL COMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda or not on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items. Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.)
CONSENT CALENDAR
CC1. Approve Resolution 202347, A Resolution of the City Council of the City of San Dimas, ApprovingCertainDemandsfortheJune30,2023PrepaidWarrantRegisterintheAmountof
ORAL COMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda or not on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items. Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.)
CONSENT CALENDAR
CC1. Approve Resolution 202347, A Resolution of the City Council of the City of San Dimas, Approving Certain Demands for the June 30, 2023 Prepaid Warrant Register in the Amount of $146,006.02 and the July 14, 2023 Warrant Register in the Amount of $1,576,697.99 CC2. Approve Minutes of the June 27, 2023 Regular City Council Meeting END OF CONSENT CALENDAR
RECOMMENDATION: Approve consent calendar with recommendations as presented in staff reports.
OTHER BUSINESS
OB1. Consideration, Review and Adoption of Amendments to the City’s Boards, Commissions, and Committees Handbook
RECOMMENDATION: Staff recommends the City Council:
Adopt Resolution 202314 approving the proposed revisions and updates to the BCC’s Handbook identified at the February 4, 2023, Study Session.
OB2. Analysis for the Consideration, Review and Direction on Transferring the Review Authority and Duties from the Development Plan Review Board to the Planning Commission RECOMMENDATION: Staff recommends that the City Council:
Initiate a Municipal Code Text Amendment eliminating and transferring the Development Plan Review Board (DPRB) review authority and duties to the Planning Commission and making all necessary Development Code Amendments to codify these changes; and direct staff to prepare amendments to the Boards, Commissions, and Committees Handbook to align with the above Development Code Amendments.
ORAL COMMUNICATIONS
(Members of the Audience (Speakers are limited to (3) minutes or as may be determined by the Chair.) CITY REPORTS
CR1. City Manager
Discussion of Request for Agenda Item Related to Processing of Risk Management Claims
CR2. City Attorney
CR3. Members of the City Council
Councilmembers’ Report on Meetings Attended at the Expense of the Local Agency (Pursuant to AB 1234 – G.C. §53232.3(d)
City Council Requests for Future Items, Comments and Updates
CITY REPORTS
CR1. City Manager
Discussion of Request for Agenda Item Related to Processing of Risk Management Claims
CR2. City Attorney
CR3. Members of the City Council
Councilmembers’ Report on Meetings Attended at the Expense of the Local Agency (Pursuant to AB 1234 – G.C. §53232.3(d)
City Council Requests for Future Items, Comments and Updates CR4. Appoint Voting Delegates for the Cal Cities 2023 Annual Conference and Expo CLOSED SESSION
ADJOURNMENT
Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk’s Office at (909) 3946216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.10235.104 ADA Title II].
Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Counter at City Hall and San Dimas Library. In addition, most documents are posted on the City’s website at www.sandimasca.gov.
Posting Statement: I declare under penalty of perjury that on July 7, 2023, I posted a true and correct copy of this agenda on the bulletin board in the Civic Center Plaza of City Hall at 245 E. Bonita Ave., San Dimas Library 145 N. Walnut Ave., San Dimas Post Office 300 E. Bonita Ave., Von’s Via Verde Shopping Center 1160 Via Verde Ave., and on the City’s website www.sandimasca.gov/agendasminutes/ as required by law.
July 6, 2023
Debra Black
Debra Black, City Clerk Page 3
RESOLUTION 2023-47
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS,
CALIFORNIA, APPROVING CERTAIN DEMANDS FOR THE MONTHS OF JUNE AND JULY 2023
WHEREAS, the following listed demands have been audited by the Director of Administrative Services; and
WHEREAS, the Director of Administration Services has certified as to the availability of funds for payment thereto; and
WHEREAS, the register of audited demands has been submitted to the City Council for approval.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of San Dimas does hereby approve the Pre-paid Warrant Register for June 30th, 2023 in the amount of $146,006.02 and the Warrant Register of July 14th, 2023 in the amount of $1,576,697.99.
PASSED, APPROVED AND ADOPTED this 11th, day of July 2023. _____________________________
Emmett G. Badar, Mayor
ATTEST:
_________________________________
Debra Black, City Clerk
I, Debra Black, City Clerk, hereby certify that Resolution 2023-47 was approved by vote of the City Council of the City of San Dimas at its regular meeting of July 11th, 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Debra Black, City Clerk
CITY COUNCIL
ACTION SUMMARY MINUTES
JUNE 27, 2023 REGULAR MEETING
Council Members Present: Mayor Emmett Badar, Mayor Pro Tem John Ebiner, Councilmember Eric Nakano, Councilmember Ryan A. Vienna, Councilmember Eric Weber Staff: City Manager Chris Constantin, Assistant City Manager Brad McKinney, Director of Public Works Shari Garwick, Director of Administrative Services Michael O’Brien, Director of Parks and Recreation Scott Wasserman, Director of Community Development Henry Noh, City Attorney Jeff Malawy, City Clerk Debra Black, Associate Engineer Brandon Slater, Landscape Manager Steven Farmer
CLOSED SESSION ITEM COMMENTS/RECOMMENDATIONS
1. CONFERENCE WITH LABOR
NEGOTIATORS
Agency designated representative: Jeff
Malawy, City Attorney Unrepresented
employee: City Manager
Following the closed session, City Attorney
Malawy announced the City Council
discussed the item, provided direction to staff
and no reportable action was taken.
CONSENT ITEMS COMMENTS/RECOMMENDATIONS
1. Approve Minutes of the June 13, 2023
Regular City Council Meeting
2. Approve Resolution 2023-42, A
Resolution of the City Council of the City
of San Dimas, Approving Certain
Demands for the June 30, 2023 Warrant
Register in the Amount of $1,528,697.66
3. Receive and File Investment Report for
the Month of May 2023
4. Approve Proposed City Investment Policy
for Fiscal Year ending June 30, 2024
MOTION: Motion/seconded by
Councilmembers Weber/Vienna to approve
the consent calendar as presented. Motion
carried 5-0.
YES: Badar, Ebiner, Nakano, Vienna, Weber
NOES: None
ABSENT: None
ABSTAIN: None
June 27, 2023 City Council Action Minutes Page 2
5. Adopt Resolution 2023-45 Amending the
City’s Pay Plan and Reimbursement
Schedule
6. Approval of Resolution 2023-43 to
Establish the 2023-24 Appropriations
Limit Calculation
7. Approve a Contract with Precision
Concrete Cutting for Sidewalk inspections
and maintenance services for an amount
not to exceed $500,000 over 5 years.
8. Approve an Appropriation and
Authorization of Emergency Expenditures
for Temporary Repairs and Design of
Final Repairs for damages to the San
Dimas Avenue Loop approximately 500
feet north of Calle Solana in the Amount
of $100,000
9. Approve a Vendor Agreement with the
San Dimas Chamber of Commerce to
Provide Economic and Business Support
Activities in an Amount Not to Exceed
$16,800
10. Adoption of the 2023-24 Operating and
Capital Improvement Program Budget
11.Approve Parking Time Restrictions on
Electric Vehicle (EV) Charging Stalls in
Parking Lots Maintained by the City
HOUSING AUTHORITY COMMENTS/RECOMMENDATIONS
Approve the Appropriation of Funds and
Award of Contracts to DJP Engineering, GeoAdvantec, Yowanto Engineering, and Orco Block Co. for Charter Oak Mobile Home
Estates Masonry Wall Replacement Project,
and Authorize Expenditure of an Amount Not
to Exceed $50,000 for Relocation of an
Existing Fire Hydrant and Related Work, for a
Total Project Amount of $204,135.00,
Including a Project Contingency of $25,000
MOTION: Motion/seconded by Commissioner
Vienna/Vice President Ebiner to approve the
following:
1. Appropriate a total budget of $204,135 for
design, material procurement, fire hydrant
relocation and associated water work for
the Charter Oak Mobile Home Estates
masonry wall project, from Fund 034.
2. Authorize City Manager to execute a
contract for the design of the Charter Oak
Mobile Home Estates masonry wall project
with DJP Engineering, Inc. for $42,040 in a
form approved by the City Attorney.
3. Authorize City Manager to execute a
contract for the geotechnical site
investigation and report for the Charter
Oak Mobile Home Estates masonry wall
project with Geo-Advantec, Inc. for
$14,595 in a form approved by the City
Attorney.
4. Authorize City Manager to execute a
contract for the photometrics and lighting
June 27, 2023 City Council Action Minutes Page 3
design for the Charter Oak Mobile Home
Estates masonry wall project with Yowanto
Engineering, Inc. for $2,500 in a form
approved by the City Attorney.
5. Authorize the expenditure of an amount
not exceed $50,000 on Fire Hydrant
Relocation Work and associated domestic
water service work.
Motion carried 5-0.
YES: Badar, Ebiner, Nakano, Vienna, Weber
NOES: None
ABSENT: None
ABSTAIN: None
OTHER BUSINESS COMMENTS/RECOMMENDATIONS
1. Consideration, Review and Adoption on
Amendments to the City’s Boards,
Commissions, and Committees
Handbook
MOTION: Motion/seconded by
Councilmember Vienna/Mayor Pro Tem
Ebiner to continue the discussion and
possible extension of commissioner terms to
July 11, 2023 meeting. Motion carried 5-0.
YES: Badar, Ebiner, Nakano, Vienna, Weber
NOES: None
ABSENT: None
ABSTAIN: None
Councilmember Nakano left the meeting at
8:28 pm.
Recess 8:28 pm – 8:40 pm
2. Analysis for the Consideration, Review
and Direction on Transferring the Review
Authority and Duties from the
Development Plan Review Board to the
Planning Commission
Item has been tentatively rescheduled to July
11, 2023 meeting.
Recess 8:28 pm – 8:40 pm
3. Discussion, Consideration and Approval
of the Community Forest Management
Plan Updates
MOTION: Motion/seconded by Mayor Pro
Tem Ebiner/Councilmember Vienna to
approve the Community Forest Management
Plan Updates. Motion carried 4-0.
YES: Badar, Ebiner, Vienna, Weber
NOES: None
ABSENT: Nakano
ABSTAIN: None
PUBLIC HEARINGS COMMENTS/RECOMMENDATIONS
1. Approve Updates to the Citywide
Schedule of Fees and Charges
The Mayor opened the public hearing for
comments. There were no public comments
on this item.
June 27, 2023 City Council Action Minutes Page 4
MOTION: Motion/seconded by
Councilmember Vienna/Weber to approve
Resolution 2023-46 amending the City’s Fee
Schedule. Motion carried 4-0.
YES: Badar, Ebiner, Vienna, Weber
NOES: None
ABSENT: Nakano
ABSTAIN: None
STAFF AND CITY COUNCIL REPORTS COMMENTS/RECOMMENDATIONS a. City Manager None
b. City Attorney None
c. Members of the City Council
Reports on Meetings Attended AB 1234
(G.C. §53232.3(d))
None
CITY COUNCIL REQUESTS FOR
FUTURE ITEMS
COMMENTS/RECOMMENDATIONS
None
Adjourned: 9:24 pm
I, Debra Black, City Clerk attest that these draft minutes are accurate and reflective of the actions taken by the City Council.
________________________________
Debra Black, City Clerk
CITY OF SAN DIMAS
MEMORANDUM
DATE: July 11, 2023
TO: Honorable Mayor and Members of City Council
FROM: Chris Constantin, City Manager
SUBJECT: Continuance of Boards Commissions and Committees Updates At the regular City Council meeting of June 13, 2023, the City Council moved to hear this item at the June 27, 2023 regular meeting. At the June 27, 2023 meeting, the City Council engaged in robust discussion of the proposed revisions to the Boards, Commission, and Committees Handbook. Additionally, at the June 27, 2023 meeting, the City Council was scheduled to hear discussion related to eliminating the DPRB and transferring its responsibility to the Planning Commission.
With a motion by Councilmember Vienna and second by Mayor Pro Tem Ebiner, both agenda items were continued to the July 11, 2023 City Council meeting.
Direction was for City staff to come back with potential language changes based on the discussion at the June 27, 2023 meeting related to the Boards, Commission, and Committees Handbook.
The original staff report is included in this time as written for the June 13, 2023 meeting. However, Attachment 1 is an updated version of the proposed changes to the Boards, Commissions, and Committee Handbook based on the direction of the City Council.
While there are some typographical changes included with the track changes mode in this document (different colors, underline, and strikethrough), material changes are highlighted in yellow to distinguish the new suggested changes for the City Councils consideration.
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of June 13, 2023
From: Chris Constantin, City Manager
Prepared by: Debra Black, City Clerk
Subject: Consideration, Review and Direction on Amendments to the City’s Boards, Commissions, and Committees Handbook
____________________________________________________________________________
SUMMARY
The City Council requested staff bring back the Boards, Commission, and Committee Handbook with the revisions discussed by Council at the February 4, 2023, Study Session for discussion and adoption. At the March 14, 2023, Regular Meeting the item was continued to a future date for more discussion.
RECOMMENDATION
Staff request the City Council:
• Adopt Resolution 2023-14 approving the proposed revisions and updates to the BCC’s Handbook identified at the February 4, 2023, Study Session.
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
On March 30th and April 13th, 2021, the City Council met to propose revisions to the Handbook. City staff utilized the discussion to formulate language changes to the Handbook. During the April 27, 2021, City Council meeting, the complete Boards, Commissions, and Committees Handbook was approved with revisions and set in place a practice for annual reviews.
At the February 22, 2022, City Council meeting, Council requested staff bring back a discussion of the Boards, Commissions, and Committees Handbook now that the City of San Dimas was moving from at-large to district elections. Additionally, Councilmembers requested that City staff
City’s Boards, Commissions, and Committees Handbook Page 2 For the Meeting of June 13, 2023
conduct a survey of other jurisdictions to ascertain how other cities make appointments to commissions. The item was agendized for the April 12, 2022, City Council meeting where Councilmembers Vienna and Bertone requested the item be tabled while the City completed the districts transition after the election.
On February 4, 2023, the City Council met to review proposed changes. The agreed upon changes can be found in (Attachment 1) of this staff report. During the discussion on February 4, 2023, Council agreed to provide an opportunity for the Chairs of the Parks and Recreation Commission and Senior Commission to weigh in on the composition of the BCC’s. Any changes as a result of the information provided by the Commission Chairs can be incorporated to the proposed BCC Handbook at Council direction.
At a March 14, 2023, Study Session, Council discussed consideration of merging the Development Plan and Review Board (DPRB) into the Planning Commission and delayed the discussion on establishing an Arts & Culture Commission. Staff will provide a report at the June 27th, 2023, meeting for discussion on the DPRB and Planning Commission.
DISCUSSION/ANALYSIS
The purpose of this agenda item is for the City Council to adopt revisions to the BCC Handbook that were discussed and agreed upon at the February 4, 2023, meeting. At this meeting, the Council discussed the implications of moving to District based nominations and appointments.
Below are a few details that were considered for the discussion on the nominations/appointments process:
1. Cities that have moved to district-based nomination/appointments have populations that are two to four times larger than San Dimas, and have larger resident pools to pull from for qualified candidates,
2. How would the City respond to ensure all commission positions are filled, with smaller candidate pools?
3. What role does the entire Council have in selecting, interviewing, and approving a commissioner candidate?
As specified in the attachments, there were a number of changes recommended to the BCC Handbook which included:
Equestrian, Parks and Recreation, Public Safety, Senior Commission, Planning Commissions composition changed to five members.
Section II B - Add City Manager is an ex officio member of all Commissions, Committee or Boards created by the City Council or established by state law, with the right to participate in all deliberations or actions by such Commissions, Committees or Boards
Section II B - changed staff liaison from Assistant City Manager to Director of Parks and Recreation
Section II B - to five Commissioners with non-voting Youth Commissioner Section II B - deleted Youth Commissioner language
Section II E - added designee
Section II F - update to five members
City’s Boards, Commissions, and Committees Handbook Page 3 For the Meeting of June 13, 2023
Section IV A - changed to include nominations from each Councilmember Section IV A - added voter registration requirement
Section IV B - changed terms of office to two full terms for all Commissions, Committees or Boards
Section IV B - added term language for DPRB
Section IV D - Appointment of Employee’s Relative added parent Section IV G - updated title to Resignation and Removal Section IV G - added vote requirement for removal
Section IV H - changed unexcused absences to two
Section IV H - added attendance report requirement
Section IV J - added must be included in budget and pre-approved Section IV K - added AB1234 and AB1661 language
Section IV L - updated to Rosenberg’s Rules
Section V K - deleted requirement to have attended meeting to approve minutes
Section V K - added except for clerical errors
Section VI B - deleted Councilmember Liaison
Section VI B - added requirement for Chairs to present an annual report to City Council
Section VII B - added language public not required to identify themselves At the conclusion of the February 4, 2023, meeting, Council directed staff to bring the revised BCC Handbook back to Council for adoption.
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Chris Constantin Debra Black
City Manager City Clerk
Attachments:
1. Current Handbook with Suggested Revisions
2. Resolution 2023-14
ATTACHMENT 1
COMMISSIONERS HANDBOOK
TABLE OF CONTENTS
INTRODUCTION 41
PURPOSE OF COMMISSIONS 41
SECTION I: GENERAL INFORMATION ABOUT SAN DIMAS 63
A. HISTORY OF SAN DIMAS 63
B. THE CITY’S MISSION STATEMENT 74
SECTION II: CITY GOVERNMENT STRUCTURE 5
A. CITY COUNCIL 5
B. CITY MANAGER 5
C. CITY ATTORNEY 5
D. CITY CLERK 5
E. ADMINISTRATIVE SERVICES DEPARTMENT - CITY TREASURER 96 F. DEPARTMENT OF COMMUNITY DEVELOPMENT AND 96
DEPARTMENT OF DEVELOPMENT SERVICES
G. DEPARTMENT OF PUBLIC WORKS 96
H. DEPARTMENT OF PARKS AND RECREATION 107
I. PUBLIC SAFETY 10
SECTION III: COMMISSIONS COMMITTEES AND BOARDS 118
A. DEVELOPMENT PLAN REVIEW BOARD 119
B. EQUESTRIAN COMMISSION 129
C. PARKS AND RECREATION COMMISSION 129
D. PLANNING COMMISSION 1210
E. PUBLIC SAFETY COMMISSION 1310
F. SENIOR CITIZENS ADVISORY COMMISSION 1310
G. GOLF COURSE ADVISORY COMMITTEE 1311
SECTION IV: PERTINENT INFORMATION 152
A. NOMINATIONS AND APPOINTMENTS 1512
B. TERM OF OFFICE 1612
C. APPOINTMENT OR ELIGIBLITY OF FORMER EMPLOYEEES 1713
D. APPOINTMENT OF EMPLOYEE’S RELATIVE 1713
E. APPOINTMENT OF RELATIVES OF CITY COUNCIL OR CITY
MANAGER
1713
F. COMMISSION SEEKING PERSONAL INTEREST OR BENEFIT 1814 G. RESIGNATION 1814
H. ATTENDANCE 1814
I. BENEFITS 1814
J. INCIDENTAL EXPENSES 1814
K. ETHICS TRAINING 1915
L. ROSENBERG’S RULES 19 Page 55 – 109
Revision 5 2 July 2023
SECTION V: OPERATING PROCEDURES 2116
A. REGULAR MEETINGS 2116
B. ADJOURNED MEETINGS 2116
C. SPECIAL MEETINGS 2116
D. QUORUM 2116
E. RALPH M. BROWN ACT 2116
F. FORMAL PUBLIC HEARING 2217
G. HEARING PROCEDURES 2217
H. MOTIONS 2318
I. ADJOURNMENT 2419
J. AGENDA 2419
K. MINUTES 2419
L. AGENDA PACKETS 2520
M. POLITICAL REFORM ACT 2520
N. CITY OF SAN DIMAS MUNICIPAL CODE 2520
O. AREA OF INTEREST 2520
P. SUB-COMMITTEES 2621
Q. ROLE OF CHAIR 2621
SECTION VI: RELATIONSHIPS 2722
A. INTERACTION WITH STAFF 2722
B. INTERACTION WITH CITY COUNCIL 2823
C. INTERACTION WITH THE PUBLIC 2823
SECTION VII: COMMISSION EFFECTIVENESS 3025
A. FUNCTIONS AND BEHAVIORS 3025
B. EFFECTIVE CONFLICT MANAGEMENT 3126
SECTION VIII: APPROVALS AND MODIFICATIONS 3328
CONCLUSION 28
APPENDIX 3429
DEVELOPMENT PLAN AND REVIEW BOARD
EQUESTRIAN COMMISSION
GOLF COURSE ADVISORY COMMITTEE
PLANNING COMMISSION
PARKS AND RECREATION
PUBLIC SAFETY COMMITTEE
SENIOR CITIZEN COMMISSION
ROSENBERG’S RULES OF ORDER
ROSENBERG’S RULES OF ORDER RALPH M. BROWN ACT
RALPH M. BROWN ACTREVISIONS
Revision 5 3 July 2023
INTRODUCTION
The quality of life and public safety is a major interest of San Dimas residents and the City Council. Commissioners provide an invaluable service in achieving a comfortable and safe community. Your advice will be welcomed by the City Council, City Manager and the director of the departmentdepartment director with which you are affiliated.
The Commission Handbook has been prepared to aid in orienting you to the functions and activities of the advisory position to which you have been appointed. The handbook is designed to contribute to your general knowledge and understanding of public affairs and to aid you in fulfilling your commission responsibilities.
A Commission, Board or standing Committee is established by ordinance or resolution to serve as an on-going advisory group to facilitate public input and citizen participation in the operations of the City. The City Council has the final decisionmaking authority on any most issues dealing with service delivery and the expenditure of city funds.
Appointment to a Commission, Committee, or Board is a privilege and an honor which signifies the City Council’s confidence in your desire to participate and serve. It demonstrates the Council’s desire to have the benefit of your guidance and participation in the discussion of City operationsmatters that impact the quality of life and operations of the City.
As a member of one of the City’s Commissions, Committees or Boards you will focus upon community needs that require your understanding, dedication, enthusiasm, vision, and experience.
As an advisor to the City Council, you must be continually aware that the decisions formed by that body, even after receiving and evaluating your recommendations, are not easily made. The Council has the ultimate political and legal responsibility for the conduct of local government and the welfare ofthe entire community. Yours is an important role in assisting the City Council to fulfill its obligations to our citizens.
Participation on a Commission or Committee can be a satisfying and challenging experience, as well as a responsibility. It provides an opportunity to become intimately aware of the operating policies and issues of municipal government in general, and of a specific departmental unit, and programmatic areas within the purview of your respective Commission, Committee, or Board. It personifies citizens’ participation in their community. It gives you an opportunity to play a vital role in the communication process between citizen and elected representatives.
A challenging and meaningful experience awaits you! Immediate satisfaction should come from the sense of a coordinated effort in sharing your thoughts and
PURPOSE OF COMMISSIONS
Revision 5 4 July 2023
insights with those of your fellow commissioners as you deal with a variety of conditions, issues, and situations in our City.
Even more rewarding, satisfactions will come as you learn more of the City operations, its of the City’s responsibilities, and how to be an effective participant in your city government. It must be recognized that not all of the recommendations made by the advisory Commissions, Committees, or Boards will be accepted. Recommendations are generally advisory, and Ddeclining the Commission’s advice in a given situation does not imply lack of confidence or disinterest in the advisory bodies’ decisions. Those receiving the advice must weigh it against other information and considerations as they reach the decisions for which they are ultimately responsible.
Revision 5 5 July 2023
SECTION I
A. HISTORY OF SAN DIMAS
The City of San Dimas is a general law city incorporated on August 4, 1960, located approximately 30 miles east of Los Angeles. The city has a four-member City Council and Mayor elected by direct vote of the people. The City is approximately 15 square miles in area with a population of approximately 36,00034,079. The City has a CouncilManager form of government.
San Dimas is a community whose historical roots go deep into the nineteenth century.
The first Americans arriving in the locality presently known as San Dimas were a band of explorers headed by Jedediah Strong Smith who camped at a cienega, later called Mud Springs, in 1826. In 1837, two Spanish Dons, Ignacio Palomares and Ricardo Vejar, came into these vast semi-arid and wilderness pastures. Their immense land grant was christened Rancho San Jose and was range for great herds of cattle.
Outlaws operating from inaccessible haunts in a canyon often made raids on these cattle, and Palomares, expressing his anger, referred to the outlaws as Dismas, the repentant thief on the cross. The Don’s allusion suggested a name for the canyon – “San Dimas Canyon.” The City of San Dimas assumed its name from the canyon.
Since its incorporation in 1960, the thoughtful and steady growth of San Dimas has transformed the City from an essentially rural to a well-balanced community offering quality industrial, commercial, and residentialresidential living with opportunities for commercial and industrial opportunities.
An abundance of recreational facilities, including the 2,500-acre Frank G. Bonelli recreational area which lies within city boundaries, popular San Dimas Canyon Park, and nine neighborhood parks are available to citizens of San Dimas. City services are provided on an economical yet highly efficient basis. In addition, the school district is effectively working on the dual challenges of providing first-class education today, while laying the foundations for tomorrow’s ever-increasing educational demands.
An impressive, state-of-the-art civic center houses all departments of city services, as well as providing meeting rooms for various community activities. The San Dimas Civic Center includes the City Hall, Stanley Plummer Community Building, the Senior Citizen/Community Center, and the Los Angeles County regional library. The expanded civic center includes a post office, Sheriff’s Station, Fire Station and City Maintenance Yard.
GENERAL INFORMATION ABOUT SAN DIMAS
Revision 5 6 July 2023
B. THE CITY’S MISSION STATEMENT
In December, 1986, the City Council adopted a Mission Statement which guides and directs the policies of the City Council and day-to-day operations of City employees.
The City of San Dimas is committed to excellence in the planning of the community with due consideration for the physical and social environment. The City Council and all city employees are committed to well-maintained facilities and to being responsive to the needs of residents by
providing necessary programs.
The City recognizes that its function is to serve the San Dimas residents and businesses and to address their
concerns in a cooperative and courteous manner. San
Dimas acknowledges that the community has a character
which is enhanced by the preservation of its history,
historical buildings, and terrain. The City serves as a resource giving all people a sense of belonging to the City through programs, organizations, and activities.
Revision 5 7 July 2023
SECTION II
A. CITY COUNCIL
The residents elect four of their fellow citizens to the City Council for overlapping fouryear terms. The Mayor is directly elected for a two-year term. The Mayor presides at the City Council meetings and has one vote in the Council, the same as the other four members.
The City Council is the legislative body that makes all policy determinations for the City through the enactment of ordinances and resolutions. The City Council also adopts an annual budget to determine how the City will obtain and spend its funds; appoints all members to advisory boards and committees; the Mayor and Councilmembers represent the City on public and ceremonial occasions; and members carry out a great variety of other municipal responsibilities.
The City Council meets the second and fourth Tuesday of each month at 7:00 p.m. in the Council Chambers. The Council meetings are broadcast live and re-broadcast on KWST, Channel 3. They are also available on KWST Video on Demand library, Live Streaming and On-Demand Internet Streaming.
B. CITY MANAGER
The City Manager is appointed by the City Council and is the chief administrative officer of the City. It is the City Manager’s responsibility to manage, direct, and coordinate the municipal services and business affairs of the City. The City Manager is responsible for the enforcement of all ordinances passed by the City Council and directs the various departments in the execution of Council policies. In order to keep the Council advised of the needs of the City, the City Manager makes or initiates studies on a multitude of issues and presents to the City Council alternative recommendations and solutions.
The City Manager also is responsible for the preparation and presentation of the annual budget to the City Council for its review and adoption.
In accordance with Section 2.24.070D of the San Dimas Municipal Code, the City Manager, or their designee, is an ex officio non-voting member of all Commissions, Committees, or Boards created by the City Council or established by state law, with the right to participate in all deliberations or actions by such Commissions, Committees, or Boards.
C. CITY ATTORNEY
The City Attorney is appointed on a contract basis by the City Council. The City Attorney acts as legal advisor to the City Council, City Manager, the various City Departments and all City Commissions, Committees, and Boards. The City Attorney prepares and approves for legality all proposed city ordinances, resolutions, contracts, and other legal documents.
GOVERNMENT AND STRUCTURE
Revision 5 8 July 2023
D. CITY CLERK
The City Clerk is appointed by the City Manager. The City Clerk administers the citywide records management program and is responsible for the care and custody of all official records and documents of the City. Those records include all City and Agency deeds, contracts, leases, ordinances, resolutions, minutes, and the Municipal Code.
The office publishes public notices and ordinances as required by law and assists staff and public in researching information. The City Clerk manages public inquiries and relationships and arranges for ceremonial and official functions.
The City Clerk is the local official who administers democratic processes such as elections, access to city records, and all legislative actions ensuring transparency to the public. The City Clerk and City Attorney act as the compliance officers for federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act.
E. ADMINISTRATIVE SERVICES DEPARTMENT & CITY TREASURER
Administrative Services includes Finance, Budget, Accounting, Human Resources, Information Technology, Franchise and Contract Management, Risk Management, Overnight Parking, Transportation, and Economic Development.
The City Treasurer is responsible for managing the City’s financial resources.
F. DEPARTMENT OF COMMUNITY DEVELOPMENT AND DEVELOPMENT
SERVICES
The Community Development Services Department includes: planning, building, housing and safety and code enforcement. The Planning Division is responsible for long-term planning of the community, development review, subdivision review, and environmental review. The City Engineer provides civil engineering services for the City, such as reviewing proposed construction, drainage, and setting standards for infrastructure (e.g. streets and storm drains). The Building & Safety Division is responsible for administering and enforcing the Uniform Building Codes and the construction section of the San Dimas Municipal Code to ensure minimum standards to protect life and property through plan checks, permit issuance, and inspection. The goal of the City’s Code Enforcement program is to promote and maintain a quality living environment for residents. Housing administers programs and services related to the mobile home park, senior housing, and other federal, state or local community development and housing programs. City Codes are developed to promote the health, safety, and welfare of the public. The department also is involved in special projects, such as open space preservation.
G. DEPARTMENT OF PUBLIC WORKS
The Department of Public Works is responsible for administering the City’s Public Works program and providing engineering functions. The Department is divided into two divisions: Engineering and Maintenance.
The Engineering Division is primarily responsible for the design, preparation and checking of plans for all facilities within streets’ rights-of-way, including those within Page 62 – 109 Revision 5 9 July 2023
private developments, and City-owned property. The Division prepares necessary plans, designs and specifications involving streets, storm drains, sewers, parks, and parkways.
The Maintenance Division maintains the cleanliness of all public streets, alleys, and storm drains, and is responsible for the maintenance and repair of City streets, sidewalks, curbs, and gutters. The Division is also responsible for the upkeep of City vehicles and equipment.
H. DEPARTMENT OF PARKS AND RECREATION
The Department is comprised of three divisions: Recreation Services, Landscape Maintenance (includes the Community Forest), and Facilities Maintenance.
The Recreation Services activities include recreation classes for adults and children, adult and youth sports programs, teen and senior citizen programs, special events, and excursions. The City’s Swim and Racquet Club is the responsibility of this department, as is scheduling of the SportsPlex, a major athletic facility located at San Dimas High School.
The Facilities Maintenance Division cares for all city buildings, including routine custodial care and preventative maintenance as well as the scheduling and reservation of public rooms.
The Landscape Maintenance Division is responsible for the upkeep of all City parks, trees, parkways, medians, and grounds landscaping.
I. PUBLIC SAFETY
Law enforcement services are provided to the City of San Dimas by contract service with the Los Angeles County Sheriff’s Department. As a part of that service, the Sheriff’s Department maintains a station here in San Dimas located at 270 S. Walnut Avenue.
Law enforcement services provide patrol operations, special assignment deputies, traffic enforcement, crime prevention activities, helicopter service, investigations, and jail operations. Additionally, the City has deployed Flock license plate reading cameras to leverage technology in protecting the community.
Fire services in the City of San Dimas are provided by the Los Angeles County Fire Department through its Fire District with dedicated property tax assessment. The Department provides full fire protection services including air and wildland fire support, emergency medical, and fire prevention. The Department also has countywide resources that may be called upon if needed.
Regional emergency planning and operations are performed by a regional arrangement with Area D Disaster Management. Area D provides coordination, training, and response assistance before, during, and after an emergency event or disaster. The City also Page 63 – 109 Revision 5 10 July 2023
created a Community Emergency Response Team with formal recognition as disaster service workers to support City efforts to prepare and respond to emergencies. The City maintains a Safety Element within its General Plan which supports the organization of residents to prepare for disasters.
Revision 5 11 July 2023
SECTION III
The City highly values the input and participation of its community members serving on a Commission, Committee, and Board, and it is beneficial to provide actionable input to the City Council and City staff. To this end, the scope of each Commission, Committee, and Board will be interpreted broadly, and the input, perspective, and recommendations of each Commission, Committee, and Board should be weighed and considered by the City Council and City staff.
The City Council is assisted by seven citizen advisory commissions, committees, and boards. These bodies are charged with the following responsibilities:
• Advise the City Council and City Manager on matters within their area of responsibility and interest, as prescribed by the City Council and its ordinances and resolutions.
• Help focus attention on specific issues and concerns within their scope of responsibilities and recommend actions and alternatives for Council consideration.
• Act as channels of communication and information between City government, the general public, and interest groups.
• Consider a variety of viewpoints and determine a consensus to provide direction toward achievement of citywide goals and objectives.
• Encourage broad citizen participation in the definition and formulation of City goals and actions for their achievements.
Each Commission shall have a nonvoting position for any interested student applicant who is a resident in the City of San Dimas starting at age 16 but under the age of 21. They will serve one-year term increments from date of appointment and will be selected by City Staff in collaboration with the local schools.
The Commissions, Committees, and Boards and their meeting schedules are as follows:
A. DEVELOPMENT PLAN REVIEW BOARD
The Development Plan Review Board (DPRB) reviews applications for site design, makes recommendations to the Planning Commission regarding the approval or disapproval of architectural elevation and conceptual landscaping plans for development projects and approves final working drawings consisting of site plans, elevations and various architectural drawings, and suggests modifications or imposes conditions in accordance with the standards set forth in the City’s Municipal Code (Title
COMMISSIONS COMMITTEES AND BOARDS
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18 beginning at Section 18.12.020). The Code charges the DPRB with ensuring that development preserves the rural character and natural beauty of the City and complies with the requirements of the Municipal Code and the General Plan.
DPRB also functions as the License and Permit Hearing Board of the City and has the power to grant all permits required by Chapters 5.28, 5.32, 5.36 and 5.68 of the Municipal Code and to revoke or suspend any permit or license granted by DPRB.
The DPRB includes four public members, including one Planning Commissioner, one member appointed by the Chamber of Commerce and two members appointed by the City Council. The other members of the Board are the City Manager, Director of Community Development and Director of Public Works or their designees. The staff liaison to the DPRB is the Senior Planner.
B. EQUESTRIAN COMMISSION
The Commission shall review and make recommendations to the City Council concerning issues that impact the equestrian community; reviews the City’s equestrian trail system and recommends improvements and new trails.
The Commission meets on the first Tuesday of odd months, at 6:00 p.m. in the Council Chambers Conference Room.
The Commission shall consist of five members who will be appointed to two-year terms with a maximum length of service of three two full consecutive terms. The staff liaison to the Commission is the Assistant City ManagerDirector of Parks and Recreation.
C. PARKS AND RECREATION COMMISSION
The Commission reviews plans and programs relating to existing and new parks; and makes recommendations to the City Council regarding the development of recreation activities within the community.
Commission meetings are held on the third Tuesday of odd months, at 6:00 p.m., in the Senior Citizen/Community Center meeting room.
The Commission consists of seven five Commissioners, six all of whom, who will be appointed to two-year terms with a maximum length of service of three two full consecutive terms.. The seventh commissioner will be a Youth Commissioner who serves one-year term increments. The Youth Commission will be selected by City staff in collaboration with local schools. The staff liaison to the Commission is the Director of Parks and Recreation.
D. PLANNING COMMISSION
The Planning Commission participates in the administration of the zoning laws and policies of the City. The Commission makes recommendations to the City Council regarding land use, zoning; reviews proposed development projects, and advises as to the overall development and maintenance of the General Plan of the City. The Commission also conducts necessary public hearings to administer the planning laws and policies of the City and acts on applications for zoning amendments, conditional Page 66 – 109 Revision 5 13 July 2023
use permits, variances, subdivisions, and other related functions as may be assigned by the Council. The Commission’s powers and duties are specifically enumerated in State planning law (Government Code Section 61500 et seq.) and in the City’s Municipal Code (Section 2.40).
There are five members of the Planning Commission who serve two-year terms with no maximum length of service. The regular public meetings of the Planning Commission are held the first and third Tuesdays[CC1] at 7:00 p.m. in the Council Chambers. The staff liaison to the Commission is the Director of Community Development.
E. PUBLIC SAFETY COMMISSION
The Commission receives presentations and updates on a variety of public safety topics offering their observations and thoughts; enlists and represents the community interest to support the work of law enforcement, crime prevention, and other public safety issues.
The Commission generally meets the third Tuesday of odd months, at 5:30 p.m. in the Council Chambers Conference Room.
The Commission is composed of five members appointed by the City Council. and two members that serve as members of the San Dimas Sheriff’s Station Civilian Advisory Board. Commissioners are appointed to two-year terms with a maximum length of service of three two full consecutive terms with the exception of appointees from the Civilian Advisory Board who serve at the discretion of the San Dimas station Captain.
The staff liaison to the Commission is the City Manager or designee.
F. SENIOR CITIZENS ADVISORY COMMISSION
The Commission shall review plans and programs for all activities relating to senior citizens; and make recommendations to the City Council on appropriate policies and programs to involve and to benefit senior citizens throughout the community.
The Commission meets the first Thursday of odd months of the year, at 6:00 p.m. in the Senior Citizen/Community Center meeting room.
The Commission shall consist of nine five members who shall be appointed to two-year terms with a maximum length of service of three two full consecutive terms. The staff liaison to the Commission is the Director of Parks and Recreation.
G. GOLF COURSE ADVISORY COMMITTEE
The Committee receives presentations and updates regarding the operations of the San Dimas Canyon Golf Course. They may make recommendations to the City Council regarding the operation of the Golf Course and Clubhouse and coordinates with the lessee responses to customer complaints regarding the maintenance, condition, and operation of the golf course, as needed.
The Committee consists of three members of the Recreational Facilities Authority; two Page 67 – 109 Revision 5 14 July 2023
representing the City of San Dimas and one representing the City of La Verne and two public members appointed by the San Dimas City Council. At their discretion, the Cities cities may appoint an elected official or public member to serve as an alternate.
The two public members of the Committee shall be eligible to serve three two consecutive two-year terms, with reappointment to be confirmed by Council at the conclusion of each term.
The Committee meets quarterly, at the San Dimas Canyon Golf Course on the third Tuesday of January, April, July and October at 7:30 a.m. The staff liaisons to the Committee are the City Manager and the Director of Parks and Recreation.
Revision 5 15 July 2023
SECTION IV
A. NOMINATIONS AND APPOINTMENTS
Applications for commission, committee, and board appointments must be submitted to the City Clerk’s office on the form established by the City Clerk. A separate application is required for each body to which the applicant is seeking appointment. Applications are maintained by the City Clerk’s office in an active status for the calendar year in which they were submitted and the following calendar year if the application was received after November 1st, after which time they become inactive and new applications must be submitted if the applicant still wishes to be considered for appointment. Each application will be posted to the City’s website for public review.
Effective upon approval of this Handbook and expiring on September 1, 2023, all commission, committee, and Board appointments will end on August 31, 2023. All Commission, Committee, and Board appointments will be determined by a process identified by the City Council and provided as follows:.
1. For a commission, committee, and board whose membership includes five City Council appointed positions (Equestrian, Parks and Recreation, Planning, Public Safety, and Senior Citizen commissions), each member of the Council shall nominate an individual for appointment to each respective commission, committee, and board.
a. All appointments will be made at the 2nd City Council meeting in August, with a September 1st, effective date.
b. Applications will be submitted by potential appointees in the manner established in Section IV.A of this Handbook and the City Clerk. c. Applications will be listed in a City Council agenda packet as a nominated and to be appointed applicant. Applicants vital information will be redacted. d. Each respective City Councilmember making such a nomination will interview the applicant prior to consideration.
e. All appointments listed on a City Council agenda will be considered as one action and not separated. In the case a member of the City Council desires to remove an individual from appointment consideration, a member will motion for removal, second, and affirmative vote of the City Council with no less than three (3) votes. If Council rejects a Councilmember’s 1st nomination to a commission, committee, or board, a 4/5ths vote is needed to reject the second nomination or any subsequent nominations of such Councilmember’s appointment.
2. For all other commissions, committees, and boards whose membership does not include five City Council appointed positions (DPRB, Golf Course Advisory, or other commission, committee, and board not listed), each appointment shall be set as follows:
a. All appointments will be made at the 2nd City Council meeting in August with a September 1st effective date.
COMMISSIONS, COMMITTEES AND BOARDS
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b. Applications will be submitted by potential appointees in the manner established in Section IV.A of this Handbook and the City Clerk. c. The Mayor will interview each candidate and make a recommendation to the City Council for consideration for appointment, the application will be listed on a City Council agenda as a nominated and to be appointed applicant, and the recommendation will be presented to the City Council. Applicants vital information will be redacted.
d. All appointments listed on a City Council agenda will be considered as one action and not separated. In the case a member of the City Council desires to remove an individual from appointment consideration, a member will motion for removal, second, and affirmative vote of the City Council with no less than three (3) votes.
When a vacancy occurs, a notice shall be published and applications solicited. If the number of applicants does not exceed the number of commission, board or committee vacancies, the application deadline may be extended. After completing interviews of the applicants, the City may choose to extend and continue the recruitment process.
An applicant is appointed to fill that vacancy by the affirmative vote of the majority of the City Council. Appointments to newly created advisory bodies are made in the same manner.
It should be noted that appointment to a some City commissions, committees, or boards is recognition of expertise and interest in a specific area as well as an honor bestowed upon a citizen. Members of an advisory body serve at the pleasure of the City Council and may be removed from their appointment at the Council’s sole discretion. The City Council can also adjust the number of commission seats as it sees fit. All appointees must be registered to vote in the City of San Dimas, or in their City of residence if the applicant is appointed to a body that accepts non-San Dimas appointees.
Pursuant to policy approved in 2001, any members of a Commission as specified in Section IV.A.1, Committee, or Board cannot concurrently serve on two or more commissions. Members of a commission may serve on an other committee or board as determined by the City Council.
B. TERM OF OFFICE
With the exception of the Planning Commission and Development Plan ReviewBoard, candidates are appointed to a term of two years and can serve a maximum of two three terms or as otherwise specified under Section III. After serving twohreetwo consecutive terms, Commission, Committee, or Board members must wait one year before being eligible to reapply for service on the same commission, committee, or board. If they serve one year or longer of an unexpired term, it is considered a term and therefore, are eligible to serve one two additional terms.
Planning Commissioners are appointed to two-year terms; however, there are no limits to the number of terms that members may serve.
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Development Plan Review Board members are also appointed to two-year terms; however, there are no limits to the number of terms that members may serve.
The City Clerk shall notify the City Council of expiring terms of office for any member presently serving on a Commission, Board or Committee. Upon receipt and review, the City Council may reappoint an eligible member; fill the vacancy from an existing list of active applications; or direct the City Clerk to advertise the vacancy.
Revision 5 18 July 2023
C. APPOINTMENT OR ELIGIBILITY OF FORMER EMPLOYEES
To be eligible to serve on a Commission, Committee, or Board, former employees must wait one year after being discharged from regular or part time City service.
D. APPOINTMENT OF EMPLOYEE’S RELATIVE
It shall be the Commission, Committee, or Board applicant’s responsibility to disclose any relation to a current city employee., particularly in the city department the Commission serves. Employed relative is defined as a relation to either the Commissioner applicant or the Commissioner’s applicant’s spouse as follows:
Relative of Commissioner Relative of Spouse
Spouse Brother
Brother Sister
Sister Parent or Step Parent
Brother’s spouse Grandparent
Sister’s spouse Child or stepchild
Grandparent
Child or stepchild
Child or stepchild’s spouse
Parent or Step Parent
Furthermore, the an appointed Commission, Committee, or Board member shall agree to abstain from any discussion or recommendation on matters that may directly or indirectly benefit, influence, or affect their employee relative. Commission, Committee, or Board member shall not become involved in any way to seek influence on behalf of the employee relative or become involved in any way with the supervision or work performance of the relative employee. Failure to follow these requirements and guidelines may lead to the Commissioner member being released from their appointment to the Commission.
E. APPOINTMENT OF RELATIVES OF CITY COUNCIL OR CITY MANAGER No relative of a member of the City Council or of the City Manager shall be appointed to or serve on any Commission, Committee or Board. If any such relationship arises, the Relative’s seat is immediately vacated. “Relative” shall be defined as a City Councilmember’s or City Manager’s:
- Spouse
- Sibling
- Child or Stepchild
- Child’s spouse
- Brother’s Spouse/Sister’s Spouse
- Parent/Parent-in-law
- Grandparent/ Spouse’s grandparent
- Grandchild
- Cousin
- Uncle or Aunt Page 72 – 109
Revision 5 19 July 2023
- Nephew or Niece
F. COMMISSION SEEKING PERSONAL INTEREST OR BENEFIT
A Commission, Committee, or Board member shall not seek any personal interest or benefit from their participation or service as a Commissioner. They must abstain from any discussion or recommendation on matters that may directly or indirectly benefit themselves, their local business, or the interest of any family member, friend or associate. Commission mMembers are not to seek influence of other commissioners, committee members, board members or the city staff to obtain any personal interest or benefit for themselves, family, friends or associates. Failure to follow these requirements and guidelines may lead to the Commissioner member being released from their appointment to the Commission.
G. RESIGNATION AND REMOVAL
If an appointee resigns from office before the end of the term, a letter announcing the resignation shall be forwarded through the City Clerk to the Mayor. Copies will be forwarded to the City Council, the City Manager, and the commission, committee or board secretary.
The City Council may remove any member of a commission, committee, or board with a vote of three (3) City Councilmembers.
H. ATTENDANCE
It should be emphasized that regular attendance at meetings is critical to the effective operation of any commission, committee or board. Such attendance ensures a steady flow of communication and keeps everyone abreast of current topics under discussion.
As a result, a member may be removed when absent from threetwo meetings in a rolling year or when a pattern of repeated absences becomes apparent except in the case of illness or excused absences by prior permission of the commission, committee or board.consecutive meetings in a term or, when a pattern of repeated absences becomes apparent, except in the case of illness or excused absence by prior permission of the commission, committee, or board. Any removal is subject to ratification of the City Council. Nothing herein shall limit the City Council’s sole discretion to remove any member of any commission, committee, or board at any time for any reason pursuant to Paragraph AG.
An attendance report will be prepared and submitted by the City Clerk’s Office quarterly to City Council. Three unexcused absences startsresults in the automatic removal of a commissioner, committee member, or board member and starts the recruitment process by the Councilmember who nominated such member.
I. BENEFITS
Planning Commissioners shall receive a $50 per meeting stipend. No other Commissioners and Committee Members receive any monetary stipend. Members are covered by workers compensation while providing service as Commissioner or Page 73 – 109 Revision 5 20 July 2023
Committee appointee.
J. INCIDENTAL EXPENSES
Any commission, committee, or board member who is required to travel in the performance of his or her duties, attend an authorized meeting or conference which isof benefit to the City shall be reimbursed for reasonable expenses incurred for transportation, meals, lodging and incidentals pursuant to the City’s Travel Reimbursement Policy and has been pre-approved through the budget process. It should be noted that spouses will not be covered for any such expenses.
In the event that a member purchases an item(s), with prior approval from city staff, for the benefit of that commission, committee, or board, or for a City-sponsored activity or event, a receipt for that item(s) must be submitted before the member may be reimbursed. All reimbursement requests must be pre-approved by the senior staff member assigned to the commission, committee or board.
Officials should recognize that some expenditures may be subject to reporting under the Political Reform Act and/or other laws, or may be prohibited altogether. All city expenditures are public records subject to disclosure under the Public Records Act.
Planning Commissioners are required to file Form 700-Statement of Economic Interests (GC § 87200)
K. ETHICS AND OTHER TRAINING
In order to meet the requirements of California state law (AB 1234), the City Council and Planning Commissioners, as well as all appointed advisory members of any body of the City that is subject to the provisions of the Ralph M. Brown Act (“Open meeting law”) shall be required to receive no less than two hours of training in general ethics principles and ethics law at least once every two years, (or as frequently as the law may subsequently be amended to provide.) Newly appointed advisory members should complete the required ethics training within the first six months of appointment. Officials shall submit copies of their certification to the City Clerk within thirty (30) days of completion of the curriculum.
AB 1234, now California Government Code Section 53234 ,was signed into law on October 7, 2005. This law requires, among other things, that all local agencies that provide compensation, salary, or a stipend to, or reimburses the expenses, of members of a legislative body must provide Ethics Training to local agency officials by January 1, 2007, and every two years thereafter. The Council has determined such training shall be extended to and include all employees and members of advisory bodies, such as boards, commissions, and task forces.
Assembly Bill 1661, now California Government Code Section 53237, was signed into law on September 29, 2016. This law requires local agency officials to receive sexual harassment prevention training and education if the local agency provides any type of compensation to those officials, to be completed within the first year of appointment.
The law also requires an entity that develops curricula to satisfy this requirement to consult with the city attorney regarding its sufficiency and accuracy.
Revision 5 21 July 2023
The City Council and Planning Commissioners, as well as all appointed advisory members of any body of the City will also be required to participate in training on Rosenberg’s Rules of Order, and Sexual Harassment within the first year of appointment.
Live training sessions are offered throughout the year and self-study courses are available through League of California Cities and the Fair Political Practices Commission online at www.cacities.org. and Local Officials Training Course.
Follow the directions below:
Click on the Institute for Local Government tab at the top Then select Ethics, Ethics Laws, and
Click the self-study link on that page.
In addition, other training material and/or classes are available through the City Clerk’s Office. If you have questions whether or not to attend an Ethics Training session, Rosenberg’s Rules or Order, and/or Sexual Harassment training, please consult with your City staff liaison or City Clerk.
If you have questions whether or not to attend an Ethics Training session, please consult with your City staff liaison or City Clerk.
L. ROSENBERG’S RULES
Each commission, committee, and board will use Rosenberg’s Rules to perform their meetings efficiently and effectively. Staff liaisons will advise their respective commission, committee, and boards on the appropriate meeting rules.
Revision 5 22 July 2023
SECTION V
A. REGULAR MEETINGS (California Government Code § 54954) The commissions, committees, and boards will have an established meeting schedule for each year. Such meetings are considered regular meetings.
If it is known in advance that a quorum cannot be achieved, consideration should be taken to notify all members and persons interested in the business before the body. A notice must be posted by the secretary advising the public that the meeting had has been canceled due to a lack of quorum.
If it is known in advance that there is a lack of business for the commission, committee, or board to address, a regularly scheduled meeting may be canceled. A notice shall be posted by the secretary within 24 hours of the cancellation, informing the public that the next regularly scheduled meeting has been canceled due to a lack of business.
B. ADJOURNED MEETINGS (GC § 54955)
If for any reason the business to be considered at the regular meeting cannot be completed, the body may then adjourn to a specified time and location. A notice announcing the adjournment must be posted in the standard location within 24 hours of the adjournment. This type of meeting is referred to as an adjourned meeting.
C. SPECIAL MEETINGS (GC § 54956)
Special meetings are those called by the advisory body in order to discuss an important issue that needs to be addressed outside of the regular meeting date and time by delivering personal notice to each member and to the public press and posted in City Hall at least 24 hours in advance of such special meeting. A special meeting may be called by 1) the Chair and Staff Liaison or 2) by concurrence of a majority of the board, commission or committee membership.
D. QUORUM
A quorum consists of a majority of the members of the seats on the commission in attendance at a meeting. A quorum is required to conduct business at any meeting, whether or not it is a regular, adjourned, or special meeting. The Staff liaison or Chair should be notified if a member knows in advance that he or she will be absent.
E. RALPH M. BROWN ACT (GC § 54950 et seq)
The Brown Act is a state law enacted in 1953 that requires all local government business to be conducted in open and public meetings, with the exception of a limited number of defined subjects that may be discussed in a closed session of a local government body. Those exceptions to open and public meetings include, but are not limited to, discussions of personnel matters, pending, proposed or anticipated litigation with the City Attorney where open discussion would be detrimental to the City’s interest.
OPERATING PROCEDURES
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The purpose of the Brown Act is to facilitate public participation in local government decisions and to curb misuse of democratic process by secret legislation by public bodies.
The Brown Act applies to the legislative body including, but not limited to the City Council, Commission, Committee, or Directors, and shall include any board, commission, committee or other body on which officers of a local agency serve in their official capacity as members. It includes, but is not limited to, the Planning Commission, Equestrian Commission, Parks and Recreation Commission, Public Safety Commission, Senior Citizens Commission, Development Plan Review Board, Golf Course Advisory Committee, Oversight Board, and other ad-hoc or permanent boards or commissions of a local agency.
The Commission shall provide for the conduct of business by the Commission, the time and place for holding regular or adjourned meetings, and a brief description of each topic to be discussed. The agenda for the meeting must be posted in a public place in public view a minimum of 72 hours before a regular meeting and 24 hours prior to a special meeting. Furthermore, no discussion or action may be taken on those items which are not listed on the meeting agenda. No action may be taken on an item at any meeting without a quorum.
The Brown Act expressly prohibits serial meetings. Typically, a serial meeting is a series of communications, each of which involve less than a quorum of the legislative body, but which taken as a whole involves a majority of the body’s members. This would also include situations in which technological devices are used to connect people at the same time. Commissioners, Committee Members, and Board Members are also required to disclose any communication they have had regarding an agenda item.
Minutes of the proceedings must be taken to be entered into the public record.
F. FORMAL PUBLIC HEARING
A formal public hearing is one that must be conducted according to state laws or City ordinances and is designed to solicit comment from the general public.
An official Notice of Public Hearing will be published in a local paper of general circulation.
G. HEARING PROCEDURES
Hearings held by an advisory body should be fair and impartial. If a member is biased or has a personal interest in the outcome of the hearing, that member should disqualify himself/herself and not participate.
Persons and/or groups who may be affected by the subject of the hearing should be given sufficient notice of the time and place of the hearing and a reasonable opportunity to be heard. They may be represented by counsel and be permitted to present oral and documentary evidence. They should also be permitted to rebut any statements made by others.
Revision 5 24 July 2023
At the appropriate time, the chair should open the hearing and explain to the audience the hearing procedures. If there are numerous persons who would like to participate, and all represent the same views and opinions, the chair may ask that a spokesperson be selected to speak for the group. If this arrangement cannot be made, the chair may restrict each speaker to a limited time (generally three minutes) so all may be heard.
Irrelevant and off-the-subject comments should be ruled out of order by the chair.
The usual procedure after the hearing has been opened is for staff to present the staff report, followed by commissioners’ questions relating to the report. Proponents should be given the opportunity to present their case first. This is followed by an opportunity for opponents to present their case. The proponents then have an opportunity to offer a rebuttal to arguments against their case.
After all interested persons have had an opportunity to speak the hearing is closed, ending audience participation. Commission, committee or board members may discuss the proposal and take an action on the proposal.
A summary of the hearing proceedings is prepared by staff and forwarded to the City Council for their information. In certain instances, recommendations made to the City Council should be in the form of a resolution (i.e. Planning Commission recommendations for zone changes.)
H. MOTIONS
When a member wishes to propose an idea for the body to consider, the member must make a motion. This is the only way an idea or proposal from a member may be presented to the body for discussion and possible action. A motion goes through the following steps:
1. The member asks to be recognized by the Chair.
2. After being recognized, the member makes the motion (I move…)
3. Another member seconds the motion.
4. The Chair states the motion and asks for discussion.
5. When the Chair feels there has been sufficient discussion, the debate is closed (i.e. “Are you ready for the question?” or “Is there any further discussion?”).
6. If no one asks for permission to speak, the Chair puts the question to vote.
7. After the vote, the Chair announces the decision (“The motion is carried” or “The motion fails,” as the case may be.)
Phrasing a motion is often difficult and corrections may be necessary before it is acted upon. Until the Chair states the motion (Step 4) the member making the motion may rephrase or withdraw it. After an amendment, the amended motion must be seconded and then voted upon. It is particularly important when a motion is amended that the Chair restates the motion in order that members are clear as to what they are voting on.
Revision 5 25 July 2023
In making a motion, members should try to avoid including more than one proposal in the same motion. This is especially important when members are likely to disagree. If a member would prefer to see proposals divided and voted upon separately, the member should ask the Chair to divide the motion. If other members do not object, the Chair may proceed to treat each proposal as a distinct motion to be acted upon separately. The request to divide may also be made by motion.
I. ADJOURNMENT
When a commission, committee, or board has finished its business, a motion to adjourn is in order. This motion is not debatable; therefore, it is the duty of the Chair to see that no important business is overlooked.
If the body wishes to meet before the next regularly scheduled meeting, a motion may be made to adjourn the meeting to a designated time and place. If this is done, a notice of the adjourned meeting must be posted on the door of the regular meeting place within 24 hours after the time of adjournment.
J. AGENDA
Any item that a member wishes to include on a future agenda must first be agreed upon by two members of that commission, committee, or board. Requester should provide sufficient detail to determine the nature of the topic to be discussed. Staff may add more detail as reasonable to inform discussions. Nothing shall restrict the Chair and Staff liaison from adding items to the agenda as appropriate to execute the commission, committee, or board’s charge.
In accordance with the Ralph M. Brown Act, no action may be taken on an item that has not been placed on the noticed agenda, except when it has been determined by majority vote that the matter in question constitutes an emergency (GC 54956.5) or there is a need for immediate action which cannot reasonably wait for the next regularly scheduled meeting (GC 54954.2(b) (2)). And that the need to act arose subsequent to the agenda being posted.
K. MINUTES
The staff liaison is responsible for the preparation of minutes of all commission meetings. Written minutes, upon approval by the commission, committee, or board constitute the official record of the actions taken and a summary of the important topics raised in the discussion.
Additions and corrections of the minutes may be made only in public meetings, with the approval of the body, and not by the private request of individual members, except for clerical errors.. Minutes are not deemed official until approved by the Commission.
It is the policy of the City Council that minutes are not verbatim. They are, instead, action minutes, recording the essence of the decisions made and significant action taken.
Revision 5 26 July 2023
For the convenience of the recording secretaries, meetings may be recorded in order to facilitate the preparation of minutes. However, any recordingstapes of meetings do not become part of official city records and can be destroyed at any time if the purpose for which it was made and retained was solely to facilitate the preparation of the minutes of the meeting.
Minutes of all meetings are to be forwarded to the City Council and the City Clerk after approval by the Commission.
L. AGENDA PACKETS
Agenda packets detailing the items of business to be discussed and any communications to be presented generally will be prepared by staff and delivered to the members of the body within a reasonable amount of time before the meeting, but no later than 72 hours prior to the meeting. In order to be prepared for meetings, members should read these packets and contact the Chair or staff if there are any questions regarding information presented in the staff reports.
M. POLITICAL REFORM ACT
The Political Reform Act states that public officials shall perform their duties in an impartial manner, free from bias caused by their own financial interest or the financial interests of persons who have supported them. The Political Reform Act establishes regulations regarding Conflicts of Interests and Campaign Receipts and Expenditures. (Gov. Code Sections 87100-87350)
In accordance with State law, City Officials, Planning Commissioners, and employees are required to annually disclose all financial interests that may be affected by decisions made in their official capacity, including investments, real property and income.
Disclosure is made by filing Conflict of Interest statements with the Fair Political Practices Commission upon assuming office, on an annual basis, and when leaving office. Filed forms are public documents and must be made available upon request. (Gov. Code Section 81002(c))
Councilmembers and Planning Commissioners must also disqualify themselves from making or participating in making or influencing any governmental decision that will have a foreseeable material financial effect on any economic interest of the Council Member, Planning Commissioner, or certain family members.
N. CITY OF SAN DIMAS MUNICIPAL CODE
The Municipal Code consists of codified ordinances, as well as the Zoning Code that define the regulations and laws that help guide how the city operates and functions.The purpose of the code is to make laws accessible and provide documentation of past legislation. It is available on the City’s website at www.sandimasca.gov and a copy in the Office of the City Clerk.
O. AREA OF INTEREST
When a commission, committee, or board is established by the City Council, the specific duties of that body are set forth in the ordinance or resolution that creates it. It is Page 80 – 109 Revision 5 27 July 2023
implicitly understood that the advisory body is limited to the consideration of those matters which are specifically assigned to its jurisdiction. In special or unusual circumstances, when interest spreads into an area beyond its jurisdiction, the commission, committee, or board should formally request specific authorization from the City Council to consider the matter and to formulate recommendations in that area. In some cases, the Council will call a joint meeting or study session with a commission or committee to explore an issue or issues in depth.
P. SUB-COMMITTEES
• In certain instances, a commission, committee, or board may determine that it is necessary to form a sub-committee to study a particular matter relating to that body in some detail.
• A sub-committee may be formed by a majority vote of the commission, committee, or board members taken at a regular meeting but may not be comprised of a majority of the members.
• Appointments to the sub-committee are made by the consensus of the commission, committee, or board.
• A sub-committee is a temporary committee which will usually last no longer than six months.
• After the completion of the particular study and presentation of recommendation to the commission, committee, or board, the sub-committee should be disbanded.
Q. ROLE OF CHAIR
It is incumbent upon the Chair of the commission, committee, or board to ascertain the responsibility of his/her advisory body and to limit the discussion and deliberation to appropriately assigned areas of responsibility.
The Chair exists to encourage the input of ideas, to guide discussions in a logical and orderly fashion, and to overall facilitate the decision-making process. He or she should clarify ideas as they are discussed and repeat motions made in order that all members fully understand the wording of the item on which they are voting.
The Chair and the staff may be in contact prior to each regularly scheduled meeting in order to coordinate activity pertaining to items pending before the commission, committee or board.
Revision 5 28 July 2023
SECTION VI
A. INTERACTION WITH STAFF
The City’s staff works for and is responsible to the City Manager and it is therefore the City Manager’s responsibility to allocate staff’s time and efforts. Commissioners, committee members, or board members should not attempt to direct or decide the priority of work for the department or the individual staff person. These bodies should, however, set priorities for their own agendas in order that staff may best use the time available for commission, committee, or board business. The Commission, committee, or board may request information or research on a matter from City staff that either does not result in more than roughly an hour of staff time or in the case more time is required, is weighed by the appropriate department head against priorities, workload, and fit with the recommendations or actions City staff are considering for City Council.
At any time, the City Manager or department head may bring a commission, committee or board request to the City Council for review and consideration.
In contacting city personnel on official business, the proper channel is through the staff liaison assigned to the commission, committee, or board.
It is not expected that every staff recommendation will be followed; but, based on the technical knowledge of staff personnel, consideration should be given to their proposals and recommendations. The commission, committee, or board may choose to agree or disagree with a staff recommendation. In the latter case, staff has the option of including his/her recommendations in the staff report to the City Council. Any differences in opinion will be discussed at the Council meeting.
The City Council expects that a mutually respectful and professional relationship is maintained between the staff personnel and the commission, committee, or board. The effectiveness of an advisory body is hampered by internal tension and personality conflicts. In the event a conflict does arise between an individual member and the staff, the member should approach the chair who will, in turn, try to mediate the conflict. If the problem cannot be solved at the lowest level, the Chair will approach the head of the department to which that commission, committee, or board is related. As a last resort the matter will be brought to the attention of the City Manager. However, it should be emphasized that every effort should be made to maintain a respectful and professional relationship with staff in order to facilitate and enhance the body’s operation and effectiveness.
A City body is comprised of a diverse group of people and it is inevitable that not everyone will agree on an issue all of the time. However, all efforts should be made to maintain amicable relations among the individual members. Personality conflicts only hamper an organization’s effectiveness. Nevertheless, in the event that a personality conflict does arise between individual members, it is the chair’s responsibility to try to mediate and resolve the problem. If the conflict cannot be resolved, the chair should approach the staff liaison to the commission, committee or board.
RELATIONSHIPS
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B. INTERACTION WITH CITY COUNCIL
The primary responsibility of commissions, committees, and boards is to advise and make recommendations to the City Council. It is the Council’s role to absorb the advice and recommendations offered by numerous sources and to make decisions to the best of its ability. Because the City Council is in such a position to see the broader context and is aware of other concerns, it may not always follow the recommendation offered by individual commission, committees, and boards.
Although there may be disagreement with the City Council on an issue, once the Council has established its position, the commission, committee, or board, or individual members should not do anything contrary to the established policies and programs adopted by the City Council.
With the exception of the Planning Commission, a Councilmember(s) shall be assigned to a commission, committee, or board as a liaison. The Council liaison(s) attend the meetings, but with the exception of Golf Course Advisory are not voting members of the board.
Business transacted with the Council should be in writing from the body as a whole and forwarded through staff who will then forward it to the City Manager’s office. The City Manager will review all reports, findings, and recommendations and forward to the Council those matters within its province.
When a member of an advisory body addresses the City Council at a public meeting, it should be made clear whether he/she is speaking on behalf of the advisory body or as an individual citizen. Either the Chair or another member appointed by the commission, committee, or board to represent the body shall speak on behalf of the body to the City Council. Each Commission will be responsible to present an update to the City Council at a regular scheduled City Council Meeting on an annual basis.
Commissions, committees, and boards and their individual members should not attempt to predict Council action, either publicly or privately. However, they may and should interpret Council policies or identify trends in Council thinking.
C. INTERACTION WITH THE PUBLIC
Members are encouraged to become aware of public opinion relating to their field of influence. They should welcome citizen input at meetings and ensure that the rules and procedures for these public meetings are clearly understood.
Members should conduct themselves at public meetings in a manner that is fair, understanding, and gracious. Members should be considerate of all interests, attitudes, and differences of opinion. They should also take care to observe the appearance as well as the principle of impartiality.
Members should not accept gifts from applicants or other persons concerned with matters which have been or might come before the commission, committee, or board.
Revision 5 30 July 2023
Board members, Commissioners, and Committee members should always remember their public or private statements, including in the news media or on social media, may be perceived as representing the City or as being made on behalf of the City, or may be perceived as representing official City policy.
Board members, Commissioners, and Committee members should take care not to state or imply that their views, expressions of opinion, or other statements are an official policy, statement, position, or communication of the City or represent the views of the City or any City officer, employee, board, commission, or committee, unless specific permission has been given to the Board member, Commissioner, or Committee member by the City Council or the City Manager to speak on behalf of the City.
Board members, commissioners, and committee members should explicitly clarify that their statements are their sole positions and views, and not representing the City, boards, commissions, or committees when such statements could reasonably be interpreted to be official policy, statement, position, or communication.
In respect to matters before a board, commission, or committee, such body may appoint a member of the body to represent its position to the City Council or on behalf of the board, commission, or committee, but such representation shall not conflict or imply that the position is a position of official policy, statement, position or communication of the City unless such was approved by the City Council.
Revision 5 31 July 2023
SECTION VII
Organized groups exist to complete certain tasks and to achieve certain agreed upon purposes and goals. A commission, committee, or board is a set of individuals held together by a web of inter-relationships and feelings. Members have feelings about themselves, about the group and the group’s tasks.
The nature and intensity of these feelings set the “climate” of the advisory body at any given moment. A positive climate encourages member involvement and responsibility to take actions.
Optimum participation is achieved when members experience encouragement for their contributions, freedom to honestly and freely express their feelings and freedom from internal group strife which interferes with carrying out the body’s tasks.
Optimum productivity is achieved when the body’s stated tasks are understood.
Members should keep tasks visibly and clearly defined.
A. FUNCTIONS AND BEHAVIORS
Effective commission, committees and boards usually pay attention to the following functions and behaviors:
• Prioritizing tasks
• Anticipating problems
• Analyzing problems
• Setting clear objectives
• Developing actions-options
• Deciding
• Active listening
o Not interrupting
o Listening to feelings
o Not judging others
o Summarizing and feeding-back
• Supporting your colleagues
o Accepting their ideas
o Showing warmth
o Creating opportunities to involve members
o Building on members’ ideas
o Encouraging different ideas
• Confronting what’s happening
o Questioning your and others’ assumptions
o Dealing directly with conflict
o Focusing attention on the idea, not the person
• Diagnosis Skills
o How are you working together?
COMMISSION EFFECTIVENESS
Revision 5 32 July 2023
o Who isn’t involved?
o Where is your help needed?
o When are YOU going to help?
B. EFFECTIVE CONFLICT MANAGEMENT
Public hearings or citizen input meetings are difficult to manage. Participants are usually highly motivated and often nervous. When you have a group of potential adversaries in one room, the possibility of uncontrolled conflict is very high. As commission, committee, and board members, your role is to guide conflict to positive results, not to eliminate it, which is usually not possible.
The following suggestions should help manage conflicts and confrontations effectively:
• Anticipate conflicts by doing your homework so you can concentrate on the dynamics of the meeting rather than learning about the topic at hand. • Treat all sides fairly. Set the rules of the hearing early and make sure everyone abides by them without exception.
• Explain carefully the purpose of the public hearing and what action is expected at the conclusion of the hearing. Insistence on playing by the rules is your best tool for conflict management in public hearings.
• All persons speaking should must clearly identify themselves, not only for the record, but also so that you may address them by name. However, a public speaker is not required to identify themselves.
• Set an acceptable time limit for testimony (generally three minutes) and stick to it. • Make decisions as promptly as possible. Many commission, committees and bodies get so bogged down in procedural distractions, petty details, and endless searches for more information that the issue never seems to get resolved. • Try not to overreact to inflammatory comments. Most are expressions of frustration and do not require answers. Try to turn frustration to constructive avenues. Ask questions. Be specific if you can. Refer to the speaker by name.
Reinforce areas where you agree. Do not return insult for insult. Your insults can turn the audience against you for your lack of control and unfairness. • Try to avoid speaker-to-audience conversation. The purpose of a hearing is to help your commission, committee, or board act, not to engage in debate. • If other members have questions of the speaker, permit these questions only during the speaker’s time at the podium.
• Be careful not to prejudge the action of the commission, committee, or board.
Use the hearing to gather necessary information about the project and individual desires concerning the proposal. Members should not express their views on the proposal until after testimony has ended. Their comments and questions should not suggest a position one way or the other. Page 86 – 109 Revision 5 33 July 2023
• Once testimony has ended, each member should be invited to discuss their views on the proposal.
• View the public hearing as an example of basic democracy in action at the local level. Make it your personal goal to make the public hearing work.
Revision 5 34 July 2023
SECTION VIII
The Commission Handbook will be approved by the City Council, and any changes proposed by the City Manager or requested by the City Council will be presented annually tto the City Council for review and approval or more frequently as requesteduired.
It is encouraged that the Commission Handbook be presented to the City Council annually, even if no changes are recommended, to allow for regular review.
CONCLUSION
The City would like to thank you for accepting this position and for devoting your time and effort to become actively involved in the affairs of your community. It is sincerely hoped that you will enjoy your participation in the governing process in the City of San Dimas as a member of one of its advisory bodies, and that you will feel totally free to call upon any of its representatives for advice, background information, or assistance.
It is with this in mind that this brief handbook has been prepared. Please consider it a guide as you begin your new duties as a member of an advisory body and not as an allinclusive restrictive set of regulations.
Welcome aboard.
APPROVALS AND MODIFICATIONS
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APPENDIX
1. Development Plan Review Board Description
2. Equestrian Commission Description
3. Golf Course Advisory Committee Description
4. Parks and Recreation Commission Description
5. Planning Commission Description
6. Public Safety Commission Description
7. Senior Citizens Commission Description
A. Rosenberg’s Rules of Order
B. The Ralph M. Brown Act
C. Revision History
• Resolutions
i. 2021-24 April 27th, 2021
ii. 2023-XX14 July 11th, 2023
• Revisions List
•
Revision 5 36 July 2023
Revisions
March 19, 2014
• clearer outline of the Commissions and
Committees purposes
• expansion on Ethics Training, Brown
Act, Political Reform Act
• meeting frequencies
October 2017 Reprint
May 2021 Revisions
• bBroaden input and consideration of Commission, Committee, and Board perspectives
• DPRB –
i. revised number of public members
ii. replaced Assistant City Manager to City Manager
• Parks and Recreation – clarification for Youth Commissioner • Planning
i. Update meeting day
ii. Staff Liaison change
• Public Safety
i. Composition change from 9 members to five with attrition • Appointment of Employees’sEmployees’ Relative
i. Add brothers/sisterssisters’ spouse
• Appointment of Relatives of City Council or City Manager i. Add City Manager
ii. Add brother/sister spouse
iii. Add cousin, uncle, aunt, nephew, niece
• Resignation – clarify notification staff
• Attendance – language added to ratified Council’s authority to remove • Benefits – added amount
• Ethics and other Training – added Rosenberg and Sexual Harassment • Special Meetings – clarification of authority to call • Agenda – clarification of process to add items
• Interaction with Staff – add language defining limits for staff support • Interaction with City Council – identify members authorized to speak on behalf of Commission
• Interaction with the Public – language added outlining commissioner’s approach to representation, positions and views
• Approvals and Modifications – added section
Revision 5 37 July 2023
2023 Revisions
Equestrian, Parks and Recreation, Public Safety, Senior Commission, Planning Commissions composition changed to five
Section II B - Add City Manager is an ex officio member of all Commissions, Committee or Boards created by the City Council or established by state law, with the right to participate in all deliberations or actions by such Commissions, Committees or Boards
Section II B - changed staff liaison from Assistant City Manager to Director of Parks and Recreation
Section II B - to five Commissioners
Section II B - deleted Youth Commissioner language
Section II E - added designee
Section II F - update to five members
Section III – Add Each Commission shall have a nonvoting position for any interested student applicant who is a resident in the City of San Dimas starting at age 16 but under the age of 21. They will serve one-year term increments from the date of appointment and will be selected by City Staff in collaboration with the local schools.
Section III B – Change three full to two full consecutive terms.
Section III B – Change Assistant City Manager to Director of Parks and Recreation.
Section III C third paragraph first sentence - Change seven to five Commissioners; replace six with all, who with whom, three to two full terms.
Section III C third paragraph – delete second and third sentence Section III E third paragraph second sentence – change three to two , add including appointees from the Civilian Advisory Board and designee.
Section III F third paragraph – change nine to five members and three to two full consecutive terms.
Section IV A - changed to include nominations from each Councilmember Section IV A - added voter registration requirement
Section IV B - changed terms of office to two full terms for all Commissions, Committees or Boards
Section IV B - added term language for DPRB
Section IV D - Appointment of Employee’s Relative added parent Section IV G - updated title to Resignation and Removal Section IV G - added vote requirement for removal
Section IV H - changed unexcused absences to two
Section IV H - added attendance report requirement
Section IV J - added must be included in budget and pre-approved Section IV K - added AB1234 and AB1661 language
Section IV L - updated to Rosenberg’s Rules
Section V K - deleted requirement to have attended meeting to approve minutes
Section V K - added except for clerical errors
Section VI B - deleted Councilmember Liaison
Section VI B - added requirement for Chairs to present an annual report to City Council
Section VII B - added language public not required to identify themselves Page 91 – 109 ATTACHMENT 2
RESOLUTION 2023-14
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, COUNTY OF LOS ANGELES, AMENDING THE CITY’S BOARDS, COMMISSION AND COMMITTEES
HANDBOOK
WHEREAS, The City of San Dimas maintains a Commission Handbook governing the policies, procedures and practices of the City’s Boards, Commissions, and Committees; and WHEREAS, the Commission Handbook has been recently reviewed and revised as a whole and is intended to supersede previous Handbooks, policies and procedures applying to Boards, Commissions, and Committees; and
WHEREAS, the City Council last met on February 4, 2023 and March 14, 2023 to consider and revise the Commission Handbook.
NOW, THEREFORE, BE IT FURTHER RESOLVED the City Council of the City of San Dimas does hereby resolve that:
SECTION 1. The Commission Handbook (Exhibit A) is hereby approved and adopted as amended.
SECTION 2. Any previous Commission Handbook is rescinded, and this Commission Handbook will supersede other resolutions, policies, or practices which conflict with this Commission Handbook.
PASSED, APPROVED AND ADOPTED this 11th day of July, 2023. _____________________
Emmett G. Badar, Mayor
ATTEST:
_____________________
Debra Black, City Clerk
Resolution 2023-14 2
Boards Commissions and Committee’s Handbook
July 11, 2023
I, Debra Black, City Clerk, hereby certify that Resolution 2023-14 was adopted by the City Council of San Dimas at its regular meeting of July 11, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_______________________
Debra Black, City Clerk
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of July 11, 2023
From: Chris Constantin, City Manager
Prepared by: Henry Noh, Director of Community Development Subject: Analysis for the Consideration, Review and Direction on Transferring the Review Authority and Duties from the Development Plan Review Board to the Planning Commission
____________________________________________________________________________
SUMMARY
At the February 4, 2023 Study Session to review the Boards, Commissions, and Committees Handbook, the City Council directed Staff to bring back a discussion item pertaining to an analysis regarding the pros and cons of transferring the review authority and duties of the Development Plan Review Board (DPRB) to the Planning Commission (PC).
RECOMMENDATION
Staff recommends that the City Council:
1. Initiate a Municipal Code Text Amendment eliminating and transferring the Development Plan Review Board (DPRB) review authority and duties to the Planning Commission and to make all necessary Development Code Amendments to codify these changes; and
2. Amend the Boards, Commissions, and Committees Handbook to align with the above Development Code Amendments.
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
On February 4, 2023, the City Council reviewed the Boards, Commissions, and Committees Handbook and directed Staff to bring back a discussion item pertaining to an analysis regarding
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the pros and cons of transferring the review authority of the Development Plan Review Board (DPRB) to the Planning Commission.
At the March 14, 2023 Study Session, the City Council heard a Staff Report pertaining to the requirements, history and intent of the DPRB and Planning Commission (See Attachment 1:
March 4, 2023 DPRB/PC Memo). The City Council then directed Staff to research surrounding cities that have an Architectural Review Board (ARB) and to bring back information regarding:
1. How these cities select their ARB Board Members (appointment by the City Council or comprised of Staff).
2. Qualifications, if any, for the ARB Board Members of the Board.
3. Applicability or review authority of the ARB.
4. Number of Meetings.
5. Pros and Cons of having an ARB in their jurisdiction.
DISCUSSION/ANALYSIS
Staff contacted eleven (11) jurisdictions that includes Pasadena, Whittier, Claremont, Duarte, Monrovia, Rancho Cucamonga, Glendora, La Verne, Walnut, Arcadia, and Covina. Of these jurisdictions three (3) had City Council only appointed members of the public (Pasadena, Whittier and Claremont); three (3) had Staff Only Boards (Duarte, Monrovia and Rancho Cucamonga) and five (5) did not have an ARB (Glendora, La Verne, Walnut, Arcadia and Covina). Below are the findings of Staff’s research:
City Council Appointed ARB:
1. Pasadena - Design Commission
a. Consists of nine (9) members, City Council nominates five (5) members from the public, and the Transportation, Arts/Culture, Cultural Heritage & Planning Commissions each nominate one member from the public.
i. Must reside in the City and have professional design related experience (architecture, landscape architecture, city planning, historic preservation, artist, urban design, engineering & transportation planning).
b. Planning Entitlements: Located within the Central District: Commercial: greater than 5,000 SF, Residential greater than 10 dwelling units; Outside of Central District: Commercial: greater than 25,000 SF.
c. Meets twice a month.
d. Design Commission (DC) is a noticed public hearing and staff reports are prepared and presented. Process does add time to review, but the process assists with achieving the quality expected in the City. Process consists of three steps:
i. Preliminary consultation,
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ii. Concept design review - public hearing and DC approves project in concept,
iii. Final Review - address any outstanding issues from Concept Design review. When items require both DC and PC, it goes to PC first. If approved, it then goes to DC for architectural review.
2. Whittier - Design Review Board
a. Consists of five (5) members of the public that are City Council appointed. i. Must reside in the City and at least two members shall be licensed architect/landscape architect or have professional expertise in related field. b. New buildings and exterior remodels within multi-family, commercial and industrial zoned areas.
c. Meets twice a month.
d. Design Review Board (DRB) is a noticed public hearing and staff reports are prepared and presented. Process provides a buffer between Staff and the applicant. When item requires both DRB and PC review; DRB reviews/approves architectural portion and PC reviews/approves land use portion. Majority of actions that require a higher review authority than the DRB are approved by the PC. Often times it’s difficult for City to find members of the public that have the required design experience.
3. Claremont - Architectural Commission
a. Consists of seven (7) members of the public that are City Council appointed. i. Must reside in the City and one (1) member shall be an architect & two (2) shall be design professionals.
b. New buildings and structures except those in single-family zones, exterior modifications for non-single-family developments.
c. Meets twice a month.
i. Architectural Commission (AC) is a noticed public hearing and staff reports are prepared and presented. For projects that require both AC and PC, AC approves the architectural portion and PC approves land use portion. It does delay the entitlement process but is beneficial if you have the right board members that provide good input. Majority of actions that require a higher review authority than the AC are approved by the PC. City has difficulties finding member of the public that are architect/landscape architect; often City must bring back people after they have termed out.
Staff Member ARB:
4. Duarte - Architectural Review Board
a. Architectural Review Board (ARB) consists of five (5) members four (4) City Staff and one (1) member of the public.
i. Member of the public must reside in the City and have experience in architecture, engineering, landscape architecture, or a similar designrelated field. b. ARB Recommendation to PC: Multi-family; Non-residential: new structures, additions greater than 2,500 SF; outdoor dining greater than 800 SF; Planned Developments; Specific Plan; Condo subdivision.
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c. ARB Decision: New/additions in R-3 & R-4 zones; Non-residential: additions less than 2,500 SF; Sign programs; Freeway signs; does not review any proposed new or additions to single-family homes.
d. Meets twice a month.
i. Meeting is a noticed and posted but is not a public hearing and staff reports are prepared and presented. For projects that require both ARB and PC, ARB gives a recommendation to the PC. It does slow down the entitlement process, but believes the process is beneficial and can be more streamlined without a member of the public. Often, it’s difficult for City to find members of the public that has the required design experience.
5. Monrovia - Design Review Committee
a. Consists of five (5) Staff members: Director of Community Development, Police Chief, Fire Chief, Director of Public Works and the Director of Community Services. b. Design Review Committee (DRC) looks at the entire entitlement package, design, site planning and use. DRC reviews new development proposals, additions, façade changes, signage & oak tree trimming/removal, minor exceptions, minor conditional use permits and advisory review for conditional use permits, variances and zone changes. Also considers Use Determinations.
c. Meets twice a month.
d. There are no DRC staff reports, only presentations. Only certain applications are noticed such as Minor CUP or larger projects (greater than 10,000 SF), and the public is invited to attend. DRC recommends conditions of approval to the PC. Staff believes the DRC makes PC meetings more streamlined and is beneficial. Staff wants to recommend removing signage and grading from DRC review and approval.
6. Rancho Cucamonga - Design Review Committee
a. Consists of three (3) members: Two (2) Planning Commissioners and a Planning Staff (Principal Planner).
b. Design Review Committee (DRC) reviews all new construction projects greater than 10,000 SF, additions / reconstruction of projects which are equal to 50 percent or greater of the existing building floor area or exceed 10,000 SF. Additionally, all projects within the Mixed-Use zoning district requires DRC review. c. Meets twice a month.
d. Staff reports are prepared, and applicant participates but the meeting is not public or noticed. For projects that require both DRC and PC review, DRC provides a recommendation to the PC. Majority of actions that require a higher review authority than the DRC are approved by the PC. Staff believes that the process does not delay the entitlement process; however, for items that require both DRC and PC review, Staff believes it would be more efficient to bypass DRC since majority of the Committee (two Planning Commissioners) will review the project twice and provide recommendations to themselves/PC.
In addition to the Architectural Review Board research, Staff wanted to advise the City Council that the State passed Senate Bill 330 (SB 330) that established the Housing Crisis Act of 2019 (HCA) and went into effect on January 1, 2020. Additionally, Senate Bill 8 (SB 8) was signed into
Duties of DPRB to Planning Commission Page 5
For the Meeting of July 11, 2023
law on September 16, 2021 that made some clarifications and updated SB 330, extending the HCA from January 1, 2025 to January 1, 2030. These laws were passed by the State to try and address the current “housing crisis” in the State by 1) increasing residential unit development; 2) protect existing housing inventory; and 3) expediting permit processing.
HCA defines a “housing development project” as a project that proposes:
1. Residential units only,
2. Mixed-use development in which at least two-thirds of the square footage is residential, or
3. Transitional, supportive, or emergency housing.
HCA states that cities and counties are prohibited from denying a housing development project or reduce its density based on a subjective design standard. A project can only be reviewed against “objective, quantifiable, written development standards, conditions and policies,” and can only be denied if certain findings described in Gov. Code §65589.5(j) are met. SB 330 clarified the term “objective standards” and is consistent with SB 35, which states that “objective standards” involve no personal or subjective judgment by a public official and are uniformly verifiable by reference to an external and uniform benchmark or criterion available and knowable by both the development applicant and the public official (Gov. Code §66300(a)(7)). Staff has been working with a consultant to develop the applicable city-wide objective standards and expects to begin the public hearing process for the MCTA to adopt the objective standards in the upcoming months.
Lastly, SB 330 limits residential development projects that complies with the applicable, objective general plan and zoning standards in effect at the time an application is deemed complete to five (5) public hearings (Gov. Code §65905.5(a)). SB 8 further clarified the definition of “hearing” and states that it covers a broad range of meetings of a board, commission, council, department, or subcommittee, including “any public hearing, workshop, or similar meeting, including any appeal, conducted by the city or county,” with respect to the project (Gov. Code §65905.5). If the City continues a hearing to another date, the continued hearing shall count as one of the five (5) hearings allowed under SB 330. In addition, SB 8 clarifies that meetings related to the State Density Bonus Law (Gov. Code §65915) are considered a hearing under the five public hearing limit. “Hearing” does not include a hearing to review a legislative approval required for a proposed housing development project, including, but not limited to, a general plan amendment, a specific plan adoption or amendment, a planned community adoption or amendment, or a zoning amendment.
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Henry K. Noh
Director of Community Development
Attachments:
1. March 4, 2023 DPRB/PC Memo
CITY OF SAN DIMAS
MEMORANDUM
Date: March 14, 2023
TO: Chris Constantin, City Manager
FROM: Henry K. Noh, Director of Community Development
SUBJECT: Analysis for the Consideration, Review and Direction on Combining the Review Authority and Duties of the Development Plan Review Board with the Planning Commission.
_________________________________________________________________
RECOMMENDATION
Staff requests that the City Council:
1. Provide direction on combining the Development Plan Review Board (DPRB) and the Planning Commission; and
2. If City Council wishes to combine the DPRB and Planning Commission, then initiate a Municipal Code Text Amendment and amend the Boards, Commissions, and Committees Handbook to codify these changes.
BACKGROUND
On February 4th, 2023, the City Council reviewed the Boards, Commissions, and Committees Handbook and directed Staff to bring back a discussion item pertaining to an analysis regarding the pros and cons of combining the review authority of the Development Plan Review Board (DPRB) and the Planning Commission.
Chapter 3 – Local Planning of the California Government Code Section 65100 et al. requires that the legislative body (City Council or County Board of Supervisors) of each city and county shall adopt by ordinance and assign the functions of a planning agency to a planning department, a planning commission, administrative hearing officer or body, or a combination it deems appropriate. The legislative body may create a planning commission which shall administer the City or County’s zoning laws, ordinances and regulations and act as an advisory body to the legislative body. The planning commission shall be comprised of at least five (5) members who act in the public’s interest. The planning commission shall perform functions such as:
1. Prepare, periodically review and revise as necessary the general plan.
2. Implement the general plan through actions including, but not limited to the administration of specific plans, zoning and subdivision ordinances.
ATTACHMENT 1
2 2
When the City of San Dimas incorporated in 1960, Chapter 2.40 – Planning Commission of the Municipal Code was adopted and established a five (5) member planning commission. The Planning Commission is an advisory body to the City Council which is responsible for directing the short- and long-range growth and development of the City through maintenance and implementation of the City’s General Plan and associated specific plans. The Planning Commissioners must be residents of the City of San Dimas.
In order to implement the General Plan, the Planning Commission is empowered to administer the City’s zoning laws, ordinances, rules and regulations which:
1. Regulate the use and appearance of buildings, structures and land.
2. Regulate signs.
3. Establish and regulate development standards such as building heights, building mass, off-street parking and loading requirements and building setback lines and lot coverage.
4. Review of environmental documents.
In 1970, the City Council adopted Ordinance No. 292 that created the DPRB. The DPRB consisted of seven members (7), now only six (6) members because the City Council member was deleted by the City Council during their review of the Boards, Commissions and Committee Handbooks in 2021. The other members include one Chamber of Commerce appointee, one Planning Commissioner, a resident of the City appointed by the City Council, the City Manager, the Director of Community Development and the Director of Public Works.
The purpose of the DPRB was to “permit the city to review proposed development projects to ensure compliance with the general plan goals, policies and objectives favoring highquality development which is both internally balanced and harmonious and is complimentary to adjacent properties.” Applications that are subject to the DPRB’s review include, new single-family and multiple-family residences, new non-residential structures, new or updated sign programs, additions or structural modifications to a historic structure, demolition of historic structures, and grading associated with a development plan requiring DPRB review. The DPRB is also designated as the license and permit hearing board which reviews include, but are not limited to, live entertainment, arcade games, ambulance drivers and operators, and billiards.
In 2020, City Staff created the Development Review Committee (DRC) in an effort to improve the review process of entitlement applications subject to DPRB and Planning Commission review. The DRC is comprised of City staff from the Planning, Building, Public Works, Administration, and Parks and Recreation departments, and when applicable, staff from the Sheriff’s Department. The DRC allows Staff to provide conditions of approval, and collectively review projects to ensure compliance with the Municipal Code and goals and objectives of the City’s General Plan, prior to being presented to the DPRB, Planning Commission, and if applicable, the City Council.
DISCUSSION/ANALYSIS
Per the direction provided by the City Council at their Special Study Session to review the Boards, Commissions and Committee Handbook on February 4, 2023, Staff is providing an analysis for the City Council to discuss the pros and cons of combining the functions and review authority of the DPRB and the Planning Commission.
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The following are the pros associated with having a separate review authority for the DPRB and the Planning Commission:
1. Extra Layer of Review Authority.
The creation of the DPRB added an extra layer of entitlement review and approval authority that provides an additional step and more individuals to review and comment on proposed uses and development projects located within the City.
2. Additional Meeting for the Public to provide Comments.
The DPRB provides an extra meeting for the public to provide their comments on a proposed use or project.
The following are the cons associated with having the DPRB and Planning Commission as separate review authorities:
1. Created a bifurcated and disjointed review process.
With the creation of the DPRB, the review authority of the Planning Commission and the City’s development and use review process became bifurcated and disjointed. As stated previously, the typical review and approval authority of a Planning Commission in reviewing a proposed entitlement project may include various standards such as, sign programs, proposed building placement and architecture, grading, landscaping and tree removals. With the creation of the DPRB these responsibilities were removed from the Planning Commission authority and were transferred to the DPRB.
In these instances, the only opportunity the Planning Commission has to review these items is if the proposed project includes a tentative parcel/tract map or a conditional use permit. Additionally, if the development project is located within the Scenic Highway Overlay Zone then the DPRB and Planning Commission are recommending bodies to the City Council.
2. Lengthened Entitlement Process.
If a proposed development project requires a tentative parcel/tract map, a Conditional Use Permit and is located within the Scenic Highway Overlay zone, then the entitlement review and approval process has been lengthened due to additional time needed to properly notice, draft and present staff reports to the DPRB, the Planning Commission and the City Council.
An example of a proposed project requiring the review by the DPRB, Planning Commission and City Council was a proposed full remodel of an existing Arco gas station and the conversion of the existing auto repair facility into a convenience store to allow for the sale of off-site beer and wine located at 645 E. Foothill Blvd.
The property is located within the Scenic Highway Overlay Zone, therefore required the City Council to review and act on the proposed remodel.
The proposed project required approximately three (3) months (early March 2021 to end of May 2021) to conduct the required public meetings/hearings due to the
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time required to properly notice the public meetings/hearings, draft the staff reports and associated documents and conduct the public meeting or hearing.
3. Can create a possible conflict for the DPRB-Planning Commission member.
If the proposed DPRB entitlement is required to be reviewed by the Planning Commission, the Planning Commission DPRB member has to recuse themselves from the DPRB recommendation if they wish to deliberate and act when the item is brought before the Planning Commission.
4. Planning Commission not Functioning as intended.
As previously stated, the responsibility and intent of the Planning Commission is reviewing and guiding the short- and long-range growth and development of the City through the maintenance and implementation of the City’s General Plan by administering the City’s zoning laws, ordinances, rules and regulations and assuring that they are consistent with the General Plan.
Currently, the Planning Commission does not appear to be functioning and operating as it was intended under state law or the original Development Code because the Planning Commission is not empowered to implement the City’s General Plan by administering the City’s zoning laws, ordinances, rules and regulations because these items were transferred to the DPRB.
Respectfully submitted,
Henry K. Noh
Director of Community Development
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of July 11, 2023
From: Chris Constantin, City Manager
Prepared by: Debra Black, City Clerk
Subject: Appoint Voting Delegates for the Cal Cities 2023 Annual Conference and Expo ____________________________________________________________________________
SUMMARY
Designate a voting delegate and alternate for the General Assembly Meeting on Friday, September 22, 2023.
RECOMMENDATION
Staff recommends the City Council:
• Appoint a voting delegate and alternate for the Annual meeting at the League of California Cities Conference on September 20-22, 2023.
FISCAL IMPACT
The full conference fee is $650.00 and $350.00 for a one-day registration. There will be an additional cost for hotel stay if attending for the conference. This is a budgeted item for the 2023-24 Fiscal Year from account 001.4110.021.000.
BACKGROUND
Annually the League of California Cities requests confirmation of the City Council’s appointment of a voting delegate and alternates for the annual meeting. The conference will take place September 20-22, 2023. Only June 28, 2022 Council appointed Councilmember Vienna as the City’s delegate, Councilmember Ebiner alternate, and City Manager Chris Constantin as second alternate. The voting delegate and alternate must be registered and attend the conference or at a minimum the Friday session.
Appoint Voting Delegates for the Cal Cities 2023 Annual Conference and Expo Page 2 For the Meeting of July 11, 2023
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Debra Black, City Clerk
Attachments:
1. League of California Cities Notice of Appointment
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, June 21, 2023
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.
Taking place on Sept. 22, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.
To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.
Please complete the attached voting delegate form and email it to Cal Cities office no later than Monday, August 28.
New this year, we will host a pre-conference information session for voting delegates to explain their role. Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide preconference communications with voting delegates.
Please view Cal Cities’ event and meeting policy in advance of the conference.
Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council.
Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.
Council Action Advised by August 28, 2023
ATTACHMENT 1
Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.
For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.
Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.
Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
The voting delegate desk, located in the conference registration area of the SAFE Credit Union Convention Center in Sacramento, will be open at the following times:
Wednesday, Sept. 20, 8:00 a.m.- 6:00 p.m. and Thursday, Sept. 21, 7:30 a.m.- 4:00 p.m. On Friday, Sept. 22, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.
The voting procedures that will be used at the conference are attached to this memo.
Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.
Once again, thank you for completing the voting delegate and alternate form and returning it to Cal Cities office by Monday, Aug. 28. If you have questions, please contact Zach Seals at [email protected].
Attachments:
• General Assembly Voting Guidelines
• Voting Delegate/Alternate Form
• Information Sheet: Cal Cities Resolutions and the General Assembly
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines
1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.
2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.
3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.
4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.
5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.
6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.
CITY: ________________________________________
2023 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Monday, August 28, 2023.
Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.
To vote at the General Assembly, voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.
Please note: Voting delegates and alternates will be seated in a separate area at the General Assembly. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the voting delegate desk.
1. VOTING DELEGATE
Name:
Title:
2. VOTING DELEGATE - ALTERNATE
Name:
Title:
Email: _______________________________
Email: ______________________________
3. VOTING DELEGATE - ALTERNATE
Name:
Title:
Email: _____________________________
ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).
Name: ____________________________________ Email: _________________________________ Mayor or City Clerk: ________________________ Date: __________ Phone: ________________ (circle one) (signature) Please complete and email this form to [email protected] by Monday, August 28, 2023.
Sixty days before the
Annual Conference and
Expo, Cal Cities members
may submit policy
proposals on issues of
importance to cities. The
resolution must have the concurrence
of at least five additional member cities
or individual members.
How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions
Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure that we are representing California cities with one voice. These policies directly guide Cal Cities advocacy to promote local decision-making, and lobby against statewide policy that erodes local control.
The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how Resolutions and the General Assembly works.
The petitioned resolution
is an alternate method
to introduce policy
proposals during the
annual conference. The
petition must be signed by
voting delegates from 10% of member
cities, and submitted to the Cal Cities
President at least 24 hours before the
beginning of the General Assembly.
Petitioned Resolutions
The Cal Cities President
assigns general resolutions
to policy committees where
members review, debate,
and recommend positions for
each policy proposal. Recommendations are
forwarded to the Resolutions Committee.
Who’s who
The Resolutions
Committee includes
representatives from
each Cal Cities diversity
caucus, regional
division, municipal
department, policy
committee, as well as
individuals appointed by
the Cal Cities president.
Voting delegates
are appointed by each
member city; every city
has one voting delegate.
The General Assembly
is a meeting of the
collective body of
all voting delegates —
one from every
member city.
Seven Policy
Committees meet
throughout the year to
review and recommend
positions to take on
bills and regulatory
proposals. Policy
committees include
members from each Cal
Cities diversity caucus,
regional division,
municipal department,
as well as individuals
appointed by the Cal
Cities president.
During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions Committee.
Potential Cal Cities bylaws amendments are also
considered at this meeting.
Cal Cities policy
development is a
member-informed
process, grounded
in the voices and
experiences of city
officials throughout
the state.
For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions Committee
considers all resolutions.
General Resolutions approved1
by either a policy committee
or the Resolutions Committee
are next considered by the General
Assembly. General resolutions not approved,
or referred for further study by both a policy
committee and the Resolutions Committee
do not go the General Assembly. All
Petitioned Resolutions are considered by the
General Assembly, unless disqualified.2
• Voting delegates will receive increased communications to prepare them for their role during the General Assembly.
• The General Assembly will take place earlier to allow more time for debate and discussion.
• Improvements to the General Assembly process will make it easier for voting delegates to discuss and debate resolutions.
What’s new in 2023?
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f).