Agenda — Tracy City Council, August 15, 2023 (part 11 of 11)

• 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.

FISCAL IMPACT
The City Council and staf
f travel expenses are included in the FY 2023-24 Operating Budget.

There are no other fiscal impacts related to this staff report. As there were no resolutions submitted to CalCities for consideration at this time, there is no known fiscal impacts for the City Council to consider; however, a petitioned resolution can still be submitted during the Annual Conference that may have a fiscal impact to the City.

STRATEGIC PLAN
This agenda item supports G
overnance Strategic Goal 1: Model Good Governance, Teamwork, and Transparency.

ACTION REQUESTED OF

THE CITY COUNCIL
Staff recommends that the City Council, by motion, designate a voting delegate and up to two alternate voting delegates for the League of California Cities (CalCities) 2023 Annual Conference Business Meeting.

Prepared by: Karin Schnaider, Assistant City Manager
Reviewed by: Sara Cowell,
Finance Director
Bijal Patel, City Attorney
Approved by: Midori Lichtwardt, Interim City Manager
Attachments:

A – D
esignation of Voting Delegates and Alternates - League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center
Additional information can be found as follows: Details may be found in Attachment A: League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center provided by CalCities regarding its Annual Conference:

What's new in 2023 from CalCities?
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
Leagu
e of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center
Every y
ear, 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 v
ote 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 thi
s 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 pre- conference communications with voting delegates.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Action b
y 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 n
ote 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 A
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.

Tran
sferring 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.

Sea
ting 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 v
oting 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 v
oting 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.

Onc
e 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].

Attac
hments:
• 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 Initi
ated 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. T
o 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: ____________________________________ Em
ail: _________________________________
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 approved
1 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).

APPROVED AS TO FORM AND LEGALITY
________________________

CITY AT
TORNEY’S OFFICE

TRACY CITY

COUNCIL

RESOLUT
ION NO. _______________

DESIGNATI

NG A VOTING DELEGATE AND UP TO TWO ALTERNATE VOTING
DELEGATES FOR THE LEAGUE OF CALIFORNIA CITIES (CALCITIES) 2023

ANNUAL CONFERENCE BUSINESS MEETING
WHEREAS, The League of California Cities (CalCities) 2023 Annual Conference is schedul
ed for Wednesday, September 20 through Friday, September 22, 2023; and WHEREAS, An important part of the Annual Conference is the CalCities Annual Business Meeting held on Friday, September 22, 2023. At this meeting, CalCities membership considers and takes action on resolutions that establish Cal Cities policy; and WHEREAS, In order to expedite the conduct of business at this policy -making meeting, each City Council is required to designate a voting delegate and up to two alternates who will be registered at the conference and present virtually at the Annual Business Meeting; and WHEREAS, CalCities has requested to receive the names of the delegates by Monday, August 28, 2023; and
WHEREAS, CalCities’ annual conference resolutions process is one way that city officials can directly participate in the development of CalCities policy. The deadline to submit resolutions was July 22, 2023; and
WHEREAS, This year, CalCities did not receive resolutions to be considered at the Annual Conference, however petitioned resolutions may still be introduced during the conference, and if qualified, will be considered by the General Assembly; now, therefore, be it RESOLVED: That City Council hereby designates __________________ as the voting delegate and ________________ and _______________ as the alternate voting delegates for the League of California Cities (CalCities) 2023 Annual Conference Business Meeting. * * * * * * * * * * * * * *
The foregoing Resolution 2023-_____ was adopted by the Tracy City Council on __________, by t
he following vote:

AYES: COUNCIL MEMBERS:

NO
ES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTENTION: COUNCIL MEMBERS:
___________________________________________
NANCY D. YOUNG
M
ayor of the City of Tracy, California
ATTEST:

ADRIANNE RICHARDSON
City Clerk and Clerk of the Council of the
City of Tracy, California
Resolution 2023-

Page 2 ends

August 15, 2023
Agenda Item 3.E

RECOMMENDATIO
N
Staff recommends that the City Council appoint, by motion, one member, to the Tracy Finance Committee to fulfill the remainder of the annual term, pursuant to the City Council’s appointment procedures.

EXECUTIVE SUMMARY
Council is being asked to appoint, by motion, one member to the Tracy Finance Committee to fulfill the remainder of the annual term, pursuant to the City Council’s appointment procedures. If appointed at this meeting, the term of the new appointee would end when the City Council next makes new committee appointments, anticipated to occur in January 2024.

BACKGROUND AND LEGISLATIVE HISTORY
On February 7, 2023, the City Council approved the formation the Tracy Finance Committee (Reso No. 2023-027) as a two-member standing committee of the City Council to discuss ongoing fiscal matters. The Tracy Finance Committee meets monthly on the third Wednesday of the month and is subject to the Brown Act.

Also on February 7, 2023, the City Council appointed, by motion, Mayor Young and Councilmember Arriola to the Tracy Finance Committee. (Resolution No. 2023-027) The bylaws for the committee were adopted on May 2, 2023 (Resolution 2023-085).

At the June 20, 2023, Council meeting, the City Council, through Resolution 2023-120, removed Mayor Young from the Tracy Finance Committee. Because the action taken at the June 20, 2023 Council meeting left the Tracy Finance Committee without a quorum, the June 21, 2023, Tracy Finance Committee meeting was cancelled. The City Council must appoint
a new member to the Finance Committee for the remainder of the term.

ANALYSIS
The Tracy Finance Committee is a two-member standing committee of the City Council.

The committee meets monthly on the third Wednesday of the month and is subject to the Brown Act.

The role of the Tracy Finance Committee is to provide quarterly updates to the full City Council as part of the regular agenda, to inform City Council Members and the public; and the multi-year fiscal sustainability plan will be presented to the City Council by the Finance Director for the body’s
review and approval. The full scope of responsibilities of the Tracy Finance committee can be
found in the bylaws (Attachment A).

At t
he June 20, 2023 Council meeting, the City Council, through Resolution 2023-120, removed Mayor Young from the Tracy Finance Committee and a new member must be appointed. The new committee member would fulfill the remaining portion of the annual term, with new committee appointments expected to occur in January 2024.

Agenda Item 3.E
August 15, 2023

Page 2 ends

Because the action taken at the June 20, 2023 Council meeting left the Tracy Finance Committee without a quorum, the June 21, 2023 Tracy Finance Committee meeting was cancelled.

FISCAL IMPACT
There is no fiscal impact associated with this action.

COORDINATION
The Finance Department is the liaison for the Tracy Finance Committee.

STRATEGIC PLAN
This item supports the City’s Governance Strategic Priority, with G oal 2: Ensure short and long-term fiscal health.

ACTION REQUESTED OF THE CITY COUNCIL
Staff recommends that the City Council appoint, by motion, one member, to the Tracy Finance C
ommittee to fulfill the remainder of the annual term, pursuant to the City Council’s appointment procedures.

Prepared by: Sara Cowell, Director of Finance
Reviewed by: Bijal Patel, City Attorney
Karin Schnaider, Assistant City Manager
Approved by: Midori Lichtwardt, Interim City Manager
Attachments:

Attachment A: Finance Committee Bylaws
Finance Committee By Laws
City of Tracy

Page 1 of 5 ends

BYLAWS OF THE

FINANCE COMMITTEE BYLAWS

CITY OF TRACY, CALIFORNIA
WHEREAS, The City desires to form a standing committee of the Tracy City Council to continue the work begun by the previous Ad Hoc Fiscal Sustainability Subcommittee, to be named the Finance Committee (Committee); and
WHEREAS, Committees are essential to the effective operation of legislative bodies; and
WHEREAS, Committee membership enables members to develop specialized knowledge of the matters under their jurisdictions; and WHEREAS, Committees monitor on-going governmental operations, identify issues suitable for legislative review, gather and evaluate information, and recommend courses of action for the Council; and
WHEREAS, the Finance Committee is authorized and directed to ascertain, study, and analyze all facts relating to any subjects or matters within their jurisdiction, and shall report to and submit recommendations to the City Council for action.

NOW, THEREFORE, these Bylaws govern the conduct of the Finance Committee meetings and the transaction of its affairs.

A. PURPOSE

1. The purpose of the Committee is to provide policy guidance as it relates to the development of a multi-year fiscal sustainability plan to address the City’s fiscal health and long-term planning.

2. The Finance Committee shall have initial jurisdiction over any item assigned to it by the City Council as well as any items being advanced by the City Manager that implement or relate to the overall jurisdictional purpose of the Committee.

3. Approaches may include, but are not limited to, budget strategies and fiscal policies, related revenue enhancement, cost containment, and use of other revenue sources such as Measure V and/or General Fund Reserves, keeping in mind planned recreational amenities.

4. The Committee will aid the City Council in fulfilling its fiduciary responsibilities to oversee the financial activities and financial condition of the City of Tracy and its jurisdiction may include the review, discussion, and input on the following areas:

4.1.1. Annual audits and compliance reporting

4.1.2. Annual and quarterly budget updates, augmentations, and forecast

4.1.3. Long-term planning, including but not limited to

4.1.3.1. City revenues and expenses, including related fee and tax studies
Attachment A
Finance Committee By Laws
City of Tracy

Page 2 of 5 ends

4.1.3.2. Deferred maintenance and capital planning

4.1.3.3. Long-term liabilities, debt, and other finance planning

5. The Committee will not have jurisdiction to discuss any budget approaches that would require good faith bargaining with labor groups.

B. Action by Subject Matter Committees -
The assigned subject matter Committee shall have initial jurisdiction over any item assigned to it by the City Council as well as any items being advanced by the City Manager that implement or relate to the overall jurisdictional purpose of such Committee and may take any of the following actions with respect to the assigned item:

The Committee may, by a vote of the consensus of the members present, decide to postpone, continue, or table an item on the agenda. On any item on an agenda, the Committee may allow for an informational presentation by City staff relating to the item. With respect to an action item, and after discussion and consideration of the item, the Committee may take one of the following actions:

1. Vote by consensus to approve the recommendation of staff or the originator of the proposed action item and forward the recommendation onto the full Council. The Committee may, as a condition of approval, request additional information to be presented for consideration when the full Council hears the item.

2. Fail to approve any recommended action, in which case the item shall not be forwarded to the full City Council; provided that the City Council shall have jurisdiction to place the item on the agenda for a future City Council meeting, in accordance with the requirements of the Meeting Protocols for agenda setting, if no action was taken on the item due to any one of the following reasons:

2.1. Due to the cancellation of a Committee meeting or

2.2. Due to lack of a quorum, or

2.3. the Committee was not able to approve any recommended action

3. Propose by a consensus vote of those present one or more alternative recommendation(s) be forwarded to the full City Council for consideration and final action. The Committee may request additional information to be presented for consideration when the full Council hears the item.

4. Reject by a consensus vote, jurisdiction over the action item and refer the action item back to the City Council with a recommendation for reassignment to another appropriate subject-matter committee.

5. Request, by consensus vote, additional, specified information from staff or the originator of the proposed action item. The action item may be continued or rescheduled for further consideration at the soonest feasible date available, allowing time for appropriate notice pursuant to the Meeting Protocols and the Brown Act.

6. With respect to an informational item, following discussion and consideration, Committee shall take one of the following actions:

6.1. Receive the informational report by majority vote without forwarding the report to the full City Council;
Finance Committee By Laws
City of Tracy

Page 3 of 5 ends

6.2. Receive the informational report and forward the report onto the full City Council by majority vote;

6.3. Request by consensus vote from staff or the originator of the proposed informational item. The item may be continued or rescheduled for further consideration at the soonest feasible date available, allowing time for appropriate notice pursuant to the Meeting Protocols.

C. ROLE AND RESPONSIBILITIES
The role of the Finance Committee is to provide quarterly updates to the full City Council as part of the regular agenda, to inform City Council members and the public; and the multi-year fiscal sustainability plan will be presented to the City Council by the Finance Director for the body’s review and approval.

D. MEMBERSHIP GUIDELINES

1. Membership. The Finance Committee shall consist of two (2) City Councilmembers.

2. Term. Each member shall serve a one-year term; selected as part of the City Councill’s annual appointment process outlined in the Council’s Code of Conduct.

3. Attendance. If a member of the Finance Committee fails to attend four (4) regular meetings in any calendar year, his or her position on the Finance Committee shall automatically become vacant. For quorum confirmation, a member who is unable to attend a meeting shall inform the staff liaison designated by the relevant City Department at least 48 hours before the next meeting.

E. QUORUM
A quorum of the Finance Committee shall consist of a majority of the members (including any vacancies). A quorum must be present in order for the Finance Committee to hold a meeting.

Meetings of the Committees may be noticed as a Special Meeting of the City Council if a majority of the members of the Council plan to attend and participate as part of the Committee.

F. OFFICERS

1. The officers of the Finance Committee shall be:

1.1. The Chairperson and

1.2. The Vice-Chairperson.

2. The Chairperson shall:

2.1. Preside at all regular and special meetings.

2.2. Rule on all points of order and procedure during the meetings.

Finance Committee By Laws
City of Tracy

Page 4 of 5 ends

G. DUTIES OF THE COMMITTEE

1. Review, discuss, and provide direction to facilitate in the preparing and presenting of accurate, timely, and meaningful financial statements to the Council from City staff

2. Monitor the finances of the City

3. Develop an annual work plan and presentation to the City Council

4. Review and update from time to time, as necessary the financial policies

5. Be familiar with, approve, and review periodically the organization's annual budget; Ensuring that the financial elements of the City are in accord with the City Council’s Strategic Priorities

6. Set long-range financial goals along with financial strategies to achieve them

7. Develop policies and plans for financial awareness in cooperation with other public and private agencies

8. Provide recommendations to the City Council on such matters that may be referred to the City Council by the community
H. MEETINGS

1. Regular meetings of the Finance Committee shall be held on the 3rd Wednesday of each month and shall begin at 7:00 p.m.

2. If the scheduled date of a regular meeting conflicts with a holiday period, staff shall reschedule that meeting to be conducted within that month.

3. Any regular meeting may be adjourned, or any item on the agenda continued to the next or any subsequent regular meeting of the Finance Committee, by a majority of the quorum. If a meeting is adjourned or an item is continued to a special meeting to be held on a date other than a regular meeting date, the time, place, and date of such special meeting shall be specified in the motion for adjournment or continuance.

4. All meetings are subject to the Brown Act as set forth in Government Code Sections 54950 and following. Accordingly, all meetings shall be noticed and agendas for all meetings shall be prepared and distributed in accordance with the current City Council meeting procedures and the Brown Act.

5. All meetings shall be conducted in accordance with the current City Council meeting procedures.

I. FUNDING
Any funding necessary for operation of the Finance Committee shall be included in the City of Tracy budget, which shall be approved by the City Council.

J. ADMINISTRATIVE PROCEDURES AND POLICIES
City Boards and Committees shall follow all applicable City administrative policies and Finance Committee By Laws
City of Tracy

Page 5 of 5 ends

procedures.

K. STAFF LIAISON
The Finance Committee shall have a staff liaison designated by the relevant City Department. The staff liaison shall:

1. Receive and record all exhibits, petitions, documents, or other material presented to the Committee in support of, or in opposition to, any question before the Committee.

2. Sign all meetings minutes and resolutions upon approval.

3. Prepare and distribute agendas and agenda packets.

L. ADOPTION
This document, as adopted by City Council, on March 7, 2023, by Resolution 2023- 027, and shall serve as the Bylaws for the Finance Committee.

August 15, 2023
Agenda Item 3.F

RECOMMENDATION
Staff recommends that the City Council, by motion, appoint five adult City residents to serve on the Environmental Sustainability Commission.

EXECUTIVE SUMMARY
On January 17, 2023, City Council provided direction to staff to return with a resolution to form an Environmental Sustainability Commission (Commission). On April 18, 2023, City Council adopted Resolution 2023-068, which approved the formation and bylaws of a City of Tracy Environmental Sustainability Commission. Per the bylaws, the Commission is to consist of a total of seven (7) members - five (5) adult residents and two (2) youth residents (High School students up to and including their senior graduation year).

BACKGROUND AND LEGISLATIVE HISTORY
To fill the seats on the newly formed Environmental Sustainability Commission, the City Clerk’s office opened a recruitment on May 15, 2023 and closed it on June 5, 2023. A total of 3 applications were received.

Another recruitment was then opened on June 9, 2023 and closed on June 23, 2023. That recruitment did not include the youth recruitment due to schools being on summer break, and 6 applications were received.

A recruitment for the two youth positions on the Environmental Sustainability Commission was opened on July 24, 2023 and will close on September 1, 2023. The youth commissioners will be interviewed and appointed at a later date.

ANALYSIS
On August 2, 2023, a Council subcommittee consisting of Council Member Arriola and Mayor Pro Tem Davis interviewed nine (9) applicants for the Environmental Sustainability Commission.

The following applicants were selected to serve 4-year terms that begin on August 16, 2023 and end December 31, 2027; Dotty Nygard, Antonio Acosta and Nicolas Sese.

The following applicants were selected to serve 2-year terms that begin August 16, 2023 and end December 31, 2025; Navi Kahlon and James Damasco.

Jenny Wood was placed on the eligibility list.

FISCAL IMPACT
None
Agenda Item 3.F
August 15, 2023

Page 2 ends

PUBLIC OUTREACH/ INTEREST
Notification of the Environmental Sustainability Commission recruitment was posted on the City’s Social Media pages, Tracy Press, the City’s website, and Channel 26.

STRATEGIC PLAN
This item supports Quality of Life Strategic Goal 6; Support climate initiatives to reduce Tracy's carbon footprint and preserve its natural resources and 6.A; Form an Environmental Sustainability Committee and adopt bylaws.

ACTION REQUESTED OF THE CITY COUNCIL
Staff recommends that the City Council, by motion, appoint Dotty Nygard, Antonio Acosta and Nicolas Sese to serve 4-year terms that begin on August 16, 2023 and end December 31, 2027 and Navi Kahlon and James Damasco to serve 2-year terms that begin August 16, 2023 and end December 31, 2025 on the Environmental Sustainability Commission.

Prepared by: Necy Lopez, Deputy City Clerk
Reviewed by: Adrianne Richardson, City Clerk
Bijal Patel, City Attorney
Brian MacDonald, Interim Assistant City Manager
Approved by: Midori Lichtwardt, Interim City Manager
Attachment A: Resolution 2021-200
Tx. Y A> t[] f i6Z I7

ADOPTING A COUNCIL POLICY ESTABLISHING A SELECTION PROCESS FOR APPOINTMENTS TO CITY ADVISORY BODIES AND REPEALING RESOLUTION NO. 2021- 131
WHEREAS, On September 7, 2021, the Tracy City Council adopted Resolution 2021- 131 establishing a policy for the selection process for appointments to City advisory Bodies and repealing Resolution 2020-009;
WHEREAS, The current policy states that Council shall appoint two Council Members to serve on a subcommittee to review applications, interview applicants and recommend a candidate for appointment to the board, commission or committee, and WHEREAS, Council wishes to amend the language of Section 2 ( D)( 1) to state that Council shall appoint two members and an alternate to serve on a subcommittee to review applications, interview applicants and recommend a candidate for appointment to the board, commission or committee.

NOW, THEREFORE BE IT RESOLVED, the City Council of the City of Tracy hereby adopts the Council Policy Establishing a Selection Process for Appointments to City Advisory Bodies, attached as Exhibit A, and thereby repeals and supersedes Resolution No. 2021- 131.

The foregoing Resolution 2021- 200 was passed and adopted by the Tracy City Council on the 21 st day of December, 2021, by the following vote:

AYES: COUNCIL MEMBERS: ARRIOLA, BEDOLLA, DAVIS, VARGAS, YOUNG NOES: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
ABSTAIN: COUNCIL MEMBERS: NONE
YO, L ( 0.

MAYOR
ATTEST:
l

CITY CLERK

ATTACHMENT A

COUNCIL POLICY ESTABLISHING A SELECTION PROCESS FOR APPOINTMENTS TO

CITY ADVISORY BODIES
Exhibit " A" to Resolution No. 2021- 200)
SECTION 1: PURPOSE
To establish a selection process for appointments to City advisory bodies including defining residency requirements, in accordance with Government Code sections 54970 et seq.

SECTION 2: SELECTION PROCESS FOR APPOINTEE BODIES
A. On or before December 31st of each year, the City Clerk shall prepare an appointment list of all regularandongoingboards, commissionsandcommitteesthat areappointedby the City Council of the City of Tracy. The list shall contain the following information:

1. A list of all appointee terms which will expire during the next calendar year, with the name of the incumbent appointee, the date of the appointment, the date the term expires and the necessary qualifications for the position.

2. A list of all boards, commissions and committees whose members serve at the pleasure of the Council and the necessary qualifications of each position.

3. The list of appointments shall be made available to the public for a reasonable fee that shall not exceed actual cost of production. The Tracy Public Library shall receive a copy of the list.

B. Whenevera vacancyoccursin any board, commissionor committee, whetherdueto expiration of an appointee' s term, resignation, death, termination or other causes, a special notice shall be posted in the office of the City Clerk, The Tracy Public Library, the City website, and in other places as directed within twenty ( 20) days after the vacancy occurs.

Final appointment to the board, commission or committee shall not be made by the City Council for at least ten (10) working days after the posting of the notice in the Clerk's office.

If Council finds an emergency exists, the Council may fill the unscheduled vacancy immediately.

C. Appointments shall be made for the remainder of the term created by the vacancy except as follows:

1. If appointee will fill an un -expired term with six months or less remaining, the appointment shall be deemed to be for the new term.

2. If the vacancy is filled by an emergency appointment the appointee shall serve only on an acting basis until the final appointment is made pursuant to section 2.

D. The Council shall use the following selection process to provide an equal opportunity for appointment to a board, commission or committee:

1. Council shall appoint two Council members and an alternate to serve on a subcommittee to review applications, interview applicants and recommend a candidate for appointment to the board, commission or committee.

2. If the Council subcommittee determines there are multiple qualified candidates, the subcommittee may recommend the Council establish an eligibility list that will be used to fill vacancies that occur in the following twelve (12) months.

3. At the Council subcommittee' s discretion, the chair ( or designee) of the board, committee or commission for which a member will be appointed, can participate in the interviews.

E. An individualalreadyservingon a Cityof Tracyboard, committeeor commissionmaynotbe appointed to serve on an additional City of Tracy board, committee, or commission concurrently.

SECTION 3: DEFINITION OF RESIDENCY REQUIREMENTS
A. Thefollowingdefinitionsshallbe usedto determinewhetherresidencyrequirementsare met for boards and commissions to which the Tracy City Council appoints members:

1. TracyPlanningArea meansthegeographicalareadefinedinthe Cityof TracyGeneral Plan and any amendments thereto.

2. City of Tracy means within the city limits of the City of Tracy.

3. Citizen means a resident of the City of Tracy.

4. TracySchoolDistrictmeansthe geographicalareaservedbythe TracyUnifiedSchool District.

5. Sphereof Influenceshallbethe geographicalareaapprovedbythe LocalAgency Formation Commission (LAFCo) of San Joaquin County and any amendments thereto.

B. Residency, as defined above and as set forth in the applicable bylaws for each board or commission, shall be verified annually by the City Clerk. The residency must be verifiable by any of the following means:

1. Voter registration,

2. Current California Driver' s License or Identification,

3. Utility bill information ( phone, water, cable, etc.),

4. Federal or State tax returns.
2 C. Members of boards or commissions shall notify the City Clerk in writing within thirty (30) days of any change in residency. If the change in residency results in the board member or commissioner no longer meeting the residency requirements, the member shall tender their resignation!to the City Clerk who shall forward it to the City Council. 3 August 15, 2023
Agenda Item 3.G

RECOMMENDATION
Staff recommends that the City Council appoint, by separate motions, subcommittees of two Councilmembers, and an alternate, to interview applicants to fill the following: 1) four vacancies on the Board of Appeals, 2) one vacancy on the Measure V Residents’ Oversight Committee, 3) two vacancies on the Planning Commission, and 4) one vacancy on the Tracy Arts Commission.

EXECUTIVE SUMMARY
This item requests that City Council appoint two members of the City Council, and an alternate, to subcommittees to interview applicants to fill the following: 1) four vacancies on the Board of Appeals, 2) one vacancy on the Measure V Residents’ Oversight Committee, 3) two vacancies on the Planning Commission, and 4) one vacancy on the Tracy Arts Commission. This action can be completed by separate motions on the floor.

BACKGROUND AND LEGISLATIVE HISTORY
On February 28, 2023, three current City of Tracy representatives on the Board of Appeals terms came to an end and on March 17, 2023 an additional member resigned. Multiple recruitments have been opened since December 12, 2022.

On April 6, 2023 three a pplicants were interviewed for the Measure V Residents’ Oversight Committee and two were selected. An additional recruitment was opened on June 28, 2023 and closed on July 21, 2023 to fill that additional vacancy on the Measure V Residents’ Oversight Committee.

Two City of Tracy representatives on the Planning Commission notified staff that they would be resigning effective immediately. One resignation was received June 9, 2023 and the second on June 28, 2023. A recruitment was opened on June 29, 2023 and closed on July 21, 2023.

On April 12, 2023 one of the C ity of Tracy representatives on the Tracy Arts Commission notified staff that he would be resigning effective immediately. A recruitment was opened on June 29, 2023 and closed on July 21, 2023.

ANALYSIS
In accordance with Resolution No. 2021-200 (attached to this report as Attachment A), two- member subcommittees of Councilmembers, and an alternate, needs to be appointed to interview the applicants for the Board of Appeals, Measure V Residents’ Oversight Committee, Planning Commission and Tracy Arts Commission and make a recommendation to the full City Cou
ncil.

FISCAL IMPACT
None
Agenda Item 3.G
August 15, 2023

Page 2 ends

PUBLIC OUTREACH/ INTEREST
Notification of the Board of Appeals, M easure V Residents’ Oversight Committee, Planning Commission and Tracy Arts Commission rec ruitments were posted on th e City’s Social Media pages, Tracy Press, the City’s website, and Channel 26.

STRATEGIC PLAN
This item is a rou
tine operational item and does not relate t o any of the Council’s strategic plans.

ACTION REQUESTED OF THE CITY COUN CIL
Staff re
commends that the City Council appoint, by separate motions, subcommittees of two Councilm
embers, and an alternate, to interview applicants to fi ll the following: 1) f our vacancies on the Board of Appeals, 2) one vacancy on the Measure V Residents’ Oversight Committee, 3) two vacancies on
the Planning Commission, and 4) one vacancy on the Tracy Arts Commission.

Prepared by: Necy Lopez, Deputy City Clerk
Reviewed by: Adrianne Richardson, City Clerk
Bijal Patel, City Attorney
Brian MacDonald, Interim Assistant City Manager
Attachment A: Resolution 2021-200
Approved by: Midori Lichtwardt, Interim City Manager
Tx. Y A> t[] f i6Z I7