CITY COUNCIL STUDY SESSION MEETING AGENDA
TUESDAY JUNE 9, 2026 6:00 PM
SAN DIMAS COUNCIL CHAMBER
CONFERENCE ROOM
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].
CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna
CALL TO ORDER AND FLAG SALUTE
ORAL COMMUNICATIONS
(Members of the audience are invited to address the City Council on any item 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.) STUDY SESSION
1. Discussion of Community Forest Management
2. Adoption of a City Council Attendance and Absence Policy
ADJOURNMENT
A
A
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
A
A
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 Department 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 June 5, 2026, 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 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.
June 5, 2026
Debra Black
Debra Black, City Clerk
City Council Study Session
June 9, 2026
Community Forest Presentation
1
Background
The City Council conducted a study session focusing on the potential expansion of the community forest on May 12, 2026. The City Council continued the item to the June 9, 2026 Study Session, and requested the following information:
• Research the presence of “heat islands” in the City where additional trees can be planted to mitigate the heat.
• Determine if additional trees could be planted on Cypress Avenue. • The total cost of planting, watering and maintaining a tree over its lifetime. • Research an endowment model for funding the planting and maintenance of the community forest.
• How funds received from the Gold Line Construction Authority can be used to support tree planting.
2
Heat Index Map
3 • The Heat Index Map is
provided by the Trust
for Public Land using
satellite data provided
by the US Geological
Survey.
• The Trust for Public
Land is a nonprofit
organization that seeks
to expand access to
open space.
• A heat island is an
area that
experiences
significantly higher
temperatures than
surrounding areas.
Heat Index Map
4 • Locations on the map
that appear dark
orange or red are
experiencing more
heat than surrounding
areas that are yellow.
Cypress Street
• Staff explored if additional trees can be planted on Cypress Avenue, between Lone Hill Avenue and Valley Center Avenue.
• The City has a planting easement on the North side of the street that has been planted with trees and shrubs.
• The City does not have a planting easement or sufficient space to plant on the South side of the street.
5
Cypress Street
6 • Trees cannot be planted on the
South side of the street due to
space limitations and the lack of
a planting easement.
• The City has a planting
easement on the North
side of the street and has
planted trees in these
locations.
• East of San Dimas
Hospital, private
trees are planted on
the North and
South side of the
street.
Tree Planting and Maintenance Costs
7 *Between 2024-2026, the City paid out $54,712 in tree-related claims.
Table 1- Cost of One Tree Over Lifetime
Expense Unit Cost Frequency Total Cost Over 30 years
Plant Tree $168 1 Time $168
Grid Pruning $85 7 Times $595
Repair Concrete $13-60 per SF 2 Times 8,500
TOTAL $9,263
• The lifetime cost of planting and maintaining a community tree is approximately $9,263, if concrete repairs are needed.
Cost of Watering Trees
• The City Council asked staff to calculate the cost of watering a tree over the lifetime of the tree.
• Trees within the City’s planting easement within residents’ front yards and parkways are irrigated by residents, not the City.
• It is difficult to calculate the cost of watering a tree, since trees may live for decades and the cost of water for irrigation generally increases over time. • However, the City’s expenditures for watering trees in street medians have nearly doubled since FY 2022-23:
FY 2022-23 FY 2023-24 FY 2024-25 FY 2025-26
$24,000 $27,000 $41,000 $49,000
8
Community Forest Endowment Model
• The City Council asked staff to research if an endowment model could be used to support the community forest in San Dimas.
• Staff is not aware of other cities that use an endowment model to support a community forest but can continue to research this topic to determine if this is a feasible alternative, if desired. 9
Tree Planting Funds from Gold Line
Construction Authority
• The City received $238,617 from the Gold Line Construction Authority as compensation for the value of the trees that were removed during construction of the A-Line.
• Per Section 13.36.070 of the San Dimas Municipal Code, funds received to mitigate the loss of a community tree shall be placed in a community tree fund and utilized for community tree planting projects in the City.
10
Options
• The City Council could direct staff to continue to maintain the existing community forest and to replace trees as needed. The annual tree replacement budget of $10,000 is sufficient to maintain the existing community forest and add approximately 30 new trees to the City’s inventory each year.
• The City Council could direct staff to expand the community forest by planting known vacant planting sites. Under this scenario, staff would communicate with homeowners via a postcard to ask if they would like the City to plant a tree in the planting easement in their front yard. • The City Council could direct staff to study specific areas or locations to determine if additional trees can be planted. This may include residential streets, stretches of sidewalk or open space.
11
DISCUSSION
12
Study Session
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of June 9, 2026
From: Brad McKinney, City Manager
Prepared by: Debra Black, City Clerk
Subject: Adoption of a City Council Attendance and Absence Policy ____________________________________________________________________________
SUMMARY
The purpose of this item is to facilitate a City Council discussion regarding the potential adoption of a City Council Attendance and Absence Policy. This will provide clarity, consistency, and transparency regarding Council meeting attendance while adhering to state law and the Brown Act.
RECOMMENDATION
Staff recommends that the City Council:
1. Discuss the proposed City Council Attendance and Absence Policy.
2. Adopt a City Council Attendance and Absence Policy.
GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
At the February 10, 2026, City Council Study Session, the Council noted that there are currently no concerns regarding Council Member attendance. However, the Council directed staff to prepare a draft attendance policy to provide greater clarity, consistency, and transparency regarding attendance at City Council meetings.
City Council Attendance and Absence Policy Page 2
For the Meeting of June 9, 2026
Currently, the City relies on California Government Code §36513, which provides that a City Council seat becomes vacant if a Council Member is absent from all regular meetings for 60 consecutive days without the legislative body’s permission. State law does not establish procedures for providing notice of anticipated absences, classifying absences, or documenting attendance practices.
As a result, some cities adopt local attendance policies to establish administrative procedures related to notice of absence, attendance classifications, and transparency regarding meeting participation, while remaining consistent with state law.
The proposed policy presented for Council consideration is intended to provide general guidance regarding attendance expectations, procedures for notifying the City of anticipated absences, and administrative practices for recording attendance at Council meetings.
DISCUSSION/ANALYSIS
The proposed City Council Attendance and Absence Policy is intended to establish administrative procedures that provide clarity and consistency regarding attendance at City Council meetings while remaining consistent with applicable state law.
The policy is designed to outline general expectations regarding meeting attendance, establish procedures for notifying the City of anticipated absences, and provide guidance for documenting attendance in meeting records. The proposed framework also identifies common categories of excused absences and clarifies how the Council may grant permission for extended absences pursuant to Government Code §36513.
The following section summarizes the key components of the proposed policy, identifies applicable legal requirements, and presents potential actions for Council consideration as part of its discussion.
Attendance Expectations
Council Members are expected to attend regular meetings, adjourned meetings, and special meetings when reasonably available. Participation through lawful teleconference methods permitted under the Brown Act is considered attendance.
Notice of Absence
Council Members who anticipate being absent from a meeting should notify the Mayor and the City Clerk as soon as practicable. When feasible, notice should be provided at least 24 hours prior to the meeting. If the Council Member wishes to have the absence excused, the Council Member may, but is not required to, provide a reason for the absence.
Attendance Classification
For purposes of meeting records, attendance may be documented as:
• Present
• Participating Remotely
• Absent – Excused
• Absent – Unexcused
This classification is intended to provide transparency in the official meeting minutes.
City Council Attendance and Absence Policy Page 3
For the Meeting of June 9, 2026
Excused Absences
The City Council may, in its sole discretion, decide by majority vote to excuse (i.e. grant permission for) a Council Member’s absence. Examples of excused absences may include, but are not limited to:
• Personal illness or medical appointment
• Family emergency or caregiving responsibilities
• Official City business
• Work-related travel or unavoidable employment conflict • Religious observance
• Jury duty or military service obligations
• Emergency circumstances
• Other circumstances acknowledged by the City Council
Extended Absence
If a Council Member anticipates missing multiple meetings within a 60-day period, the Council may grant formal permission for the extended absence. Such approval would constitute “permission” under Government Code §36513, which addresses vacancies resulting from prolonged absences.
Transparency Measures
The policy may also provide for an annual summary of Council attendance prepared by the City Clerk for informational purposes.
ALTERNATIVES
The City Council may choose one of the following options:
Option 1 – Provide Direction to Finalize the Proposed Policy Provide feedback on the proposed City Council Attendance and Absence Policy and direct staff to return with a final policy and resolution for adoption.
Option 2 – Modify the Proposed Policy
Provide direction to modify specific components of the proposed policy to better reflect Council preferences, and direct staff to return with a revised policy for future consideration.
Option 3 – Continue the Item
Continue the item to a future meeting to allow additional time for review and discussion.
Option 4 – Rely on Existing State Law
Decline to adopt a local policy and continue to operate under California Government Code §36513, which governs seat vacancies resulting from 60 consecutive days of unexcused absences.
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,
City Council Attendance and Absence Policy Page 4
For the Meeting of June 9, 2026
Debra Black
City Clerk
Attachments:
1. City Council Attendance Policy
2. Other Agencies Comparison Chart
ATTACHMENT 1
CITY OF SAN DIMAS
Administrative Policy and Procedure Manual
1.0 BACKGROUND
The City relies on California Government Code §36513, which provides that a City Council seat becomes vacant if a Council Member is absent from all regular meetings for 60 consecutive days without the legislative body’s permission. State law does not establish procedures for providing notice of anticipated absences, classifying absences, or documenting attendance practices.
As a result, some cities adopt local attendance policies to establish administrative procedures related to notice of absence, attendance classifications, and transparency regarding meeting participation, while remaining consistent with state law.
2.0 SCOPE OF POLICY
Attendance at City Council meetings supports the Council’s ability to conduct the City’s business, maintain quorum, and ensure continuity in the deliberative process. While elected officials may occasionally be unable to attend meetings due to personal, professional, or unforeseen circumstances, regular participation in scheduled meetings is encouraged.
This policy establishes general administrative guidelines related to meeting attendance, notification of anticipated absences, and the recording of attendance in official meeting minutes.
The intent of the policy is to provide clarity and consistency in administrative practices while recognizing the independent role of elected officials.
Nothing in this policy is intended to conflict with or supersede applicable provisions of state law, including the Ralph M. Brown Act and Government Code §36513, which governs vacancies resulting from prolonged absences.
Subject: City Council Attendance and Absence Policy Number:
Effective
Department(s) Date:
Affected City Council
Replaces:
Assigned to: File
Reference:
City
Manager: Authority: Ralph M. Brown Act and Government Code §36513 Approved:
Version v1.0 Page 2 of 3 AP&P
3.0 POLICY
3.1 EXPECTATION OF ATTENDANCE
Council Members are expected to attend:
• All regular meetings
• Adjourned regular meetings
• Special meetings when reasonably available
• Closed sessions unless legally excused
Remote participation pursuant to Government Code § 54953 shall not be considered an absence.
3.2 NOTICE OF ABSENCE
A Council Member anticipating absence shall:
• Notify the Mayor and City Clerk as soon as practical. • Provide at least 24 hours’ notice when feasible.
• Indicate whether remote participation is requested.
Emergency absences shall be reported as soon as reasonably possible.
3.3 CLASSIFICATION OF ATTENDANCE
The City Clerk shall record in the minutes:
• Present
• Participating Remotely (with statutory citation)
• Absent – Excused
• Absent – Unexcused
Excused absences may include illness, family emergency, official business, or other reasonable circumstances acknowledged by the Council.
3.4 FORMAL PERMISSION (GOVERNMENT CODE § 36513)
If a Council Member anticipates absence from multiple regular meetings within a 60-day period, the Member may request formal permission of the Council.
Version v1.0 Page 3 of 3 AP&P
Approval by majority vote shall constitute “permission” under Government Code § 36513.
The City Clerk shall notify the Mayor and City Attorney when a member reaches 45 consecutive days of absence.
3.5 GOVERNANCE REVIEW THRESHOLD
If a Council Member accumulates:
• Three (3) unexcused absences in a calendar year; or
• Absences from 25% or more of regular meetings in a calendar year, The Mayor may agendize a governance discussion.
This provision is informational only and does not create automatic sanctions.
3.6 ANNUAL ATTENDANCE SUMMARY
The City Clerk shall provide an annual attendance summary for informational purposes at the first regular meeting of each calendar year.
3.7 ADA AND LEGAL COMPLIANCE
This Policy shall be implemented consistent with:
• The Americans with Disabilities Act
• Government Code § 54953
• Government Code § 36513
ATTACHMENT 2
Nearby City Practices (Publicly Available Policies)
City Council Absence
Policy? Key Features Observations
Glendora
No standalone
Council absence
policy
Allows meeting cancellation if
majority confirm unavailability
Focuses on quorum
management, not member
accountability
Covina No formal absence
policy
Public attendance & voting
tracking portal
Transparency-based
accountability model
West
Covina
No Council policy;
strong Commission
policy
Commissioners vacate seat after
2–3 consecutive absences or
annual thresholds
Clear numerical standards
(for appointed bodies)
Azusa No Council absence
thresholds
Handbook requires advance
notice to Chair/staff if absent
Emphasis on
communication &
expectation-setting
Diamond
Bar
No separate
absence policy
Standard meeting rules & ADA
compliance language
Relies primarily on state
law
Regional Pattern
Most nearby cities:
✔ Rely on Government Code § 36513 for vacancy
✔ Do not adopt strict numeric absence limits for elected officials ✔ Use informal or procedural notice expectations
✔ Are more prescriptive for appointed commissions than for City Council Few cities have a structured Council absence policy with defined thresholds.
Policy Models Identified
1. Minimal Model (Status Quo)
• Rely on § 36513 only
• Informal notice expectations
• No attendance tracking standard
2. Transparency Model
• Publish annual attendance summary
• No penalties
• Public accountability through reporting
3. Structured Governance Model
• Define excused/unexcused absences
• Require advance notice
• Establish review threshold (e.g., 3 unexcused absences) • Clarify “permission” under § 36513
4. Strict Threshold Model (Common for Commissions)
• Automatic vacancy after X consecutive absences
• Annual attendance percentage requirement
• Formal vote acknowledging absences
(Note: Strict models are more common for appointed bodies than elected councils.)