Item 11 - Monthly Accounts Payable Check Reconciliation Register Reports — Yucaipa City Council, October 27, 2025 (part 1 of 2)

Item No. 11
DATE:

TO:

AGENDA REPORT
October 27, 2025
Honorable Mayor and City Council
FROM: Phillip White, Director of Finance
Ryan Blackerby, Deputy Director of Finance Ft'
SUBJECT: Monthly Accounts Payable Check Reconciliation Register Reports RECOMMENDATION:

That the City Council:

1. Receive a briefing on the role of the Finance Committee; and

2. Receive a briefing on procurement internal controls; and

3. Provide direction to staff on the delivery of monthly Accounts Payable Check Reconciliation Register reports as a receive and file; and

4. Receive and file the Accounts Payable Check Register reports for July through September 2025.

BACKGROUND/DISCUSSION:

Role of the Finance Committee
The role of the Finance Committee (Committee) is defined by resolution:
• Resolution No. 2015-06 - rescinded (Attachment 1) adopted January 26, 2015. Resolution No. 2015-06 reestablished the Committee and stated several duties including "6.3 Review and approve warrant registers". Until 2023, checks were not distributed until a member of the Committee provided approval. Operational issues including delayed payments to vendors were consistently occurring. At the February 7, 2023 Committee meeting (Attachment 2), direction was provided to staff to distribute payments once the internal control processes had been successfully navigated. Accordingly, since February 2023, payments have been distributed at the completion of each accounts payable cycle. That is, since February 2023, the Committee's review has been occurring separate from the accounts payable process at the discretion of the Committee members. Resolution No. 2015-06 was rescinded by Resolution No. 2023-46.

• Resolution No. 2023-46 - rescinded (Attachment 3) adopted November 27, 2023. The resolution updated the role of the Committee to the lone stated goal that the Committee is to review financial matters involving the City. This resolution eliminated all duties listed in Resolution No. 2015-06 including 6.3, the requirement for the Committee to review and approve warrant registers. Although duty 6.3 requirements were eliminated, nothing precludes the Committee from receiving financial reports it deems necessary to achieve its goal. Additionally, the Committee has not directed staff to stop sending the reports.

Accordingly, the reports continue to be provided for review at the level and timing deemed appropriate by the Committee. The Committee's review continues to be separate from and does not impact the processing or distribution of checks. Resolution No. 2023-46 was rescinded by Resolution No. 2025-01.
• Resolution No. 2025-01 (Attachment 4) adopted January 13, 2025, maintained that the goal of the Committee is to review financial matters involving the City. This resolution is currently in effect.

In accordance with Resolution No. 2025-01, recent topics discussed include budget status and adjustments, Measure S trends and projections, financial impacts of the Freeway Corridor, Fire Engine procurement options, interim financial results of operational segments, fleet lease options, and the CAL FIRE and SBCSD contracts. The Committee reviews these items in detail and often is asked to make a recommendation to the full City Council.

Internal Controls over Individual Transactions - Procurement In accordance with the Committee's direction provided in February 2023, checks are printed and distributed once they have successfully navigated the processes described below. This process is described from end (payment) to beginning (procurement).

For a disbursement to be made, the City must have an appropriate invoice from a vendor that has satisfied the approval requirements of the Municipal Code (the Code) and the Purchasing Policy (the Policy) (Attachment 5), which is an administrative guide subject to administrative updating.

Invoices for purchases of goods of less than $2,500 get routed through an automated, pre- programmed system workflow tailored to the specific applicable department/division to receive the necessary approvals based on Section 2.24.012 of the Code. Any invoice that does not meet this exception — which includes invoices for goods $2,500 and above and services of any dollar amount — gets paid after successfully passing through the rigorous requirements of the City's three-way match purchasing system.

For an invoice that is subject to the three-way match to be paid, a purchase order (P.O.) previously authorized by the Purchasing Officer is required. The subsequent invoice, when received, is attached to said P.O. in the system after a receiving record has been created for the same dollar amount by a separate individual that is affirming the good or service was appropriately received or provided as agreed upon. These three elements — 1) an invoice, 2) an approved P.O., and 3) a receiving record — constitute a "three-way match." A three-way match is a best practice internal control process used to make sure the details from all three documents agree on important details before payment is made. Importantly, each of the three elements comes from different originating

sources: 1) the invoice from the vendor, 2) the P.O. requested by a City staff member, and 3) a receiving record created by a different City staff member. Through the use of role security, the electronic system does not allow a user to be able to both submit requisitions for a P.O. and create a receiving record. This is an important guard against fraud, unauthorized purchases, duplicate payments and other potential mistakes that could be costly to the City.

The first element of the three-way match as described above is the approved P.O. The Purchasing Officer authorizes a P.O. after receiving the necessary approvals at the department/division level based on the approval thresholds defined in Section 2.24.012 of the Code. The electronic system will not deliver the request to the Purchasing Officer until these levels of approval have been satisfied. The Purchasing Officer will also not authorize a P.O. if it cannot be demonstrated that applicable competitive procedure requirements have been met. When applicable, competitive procedures can include the requirement to get multiple quotes (informal), or a full Request for Proposals (R.F.P.) process which involves advertising the procurement and receiving proposals (formal).

In addition, many purchases are made subject to a contract. When this is the case, the contract is entered into the electronic system before a P.O. can be requested. These contracts also go through a level of automatically routed approvals within the system to make sure the details of the contract — including authorized dollar amounts — are entered correctly, are within the thresholds established by the Code and to ensure insurance requirements are satisfied and supported with appropriate documentation. The electronic system routes these contracts through Finance Department personnel including Human Resources/Risk Management staff before reaching the Purchasing Officer for final posting in the system.

Most Accounts Payable disbursements are subject to the procedures summarized above and detailed in the Code and the Policy. There are additional methods of disbursement that include purchases made by P-Card (City -issued credit card) and payments made by wire or Electronic Funds Transfer.

Each of these additional disbursement methods follow their own unique, but equally appropriate internal control procedures.

Section 2.24.020.I of the Code provides staff the authority to administratively update the Policy.

This is done to allow staff the flexibility to update processes, strengthen internal controls and clarify inconsistencies in an efficient manner. As an example, the Policy was written in September 2022 and inconsistencies were identified immediately following. At that time, the Committee was established under Resolution 2015-06 which included duty 6.3 "Review and approve warrant registers". Operationally, staff needed clarification of that duty and its impact on the administrative Policy. As stated above, staff met with the Committee on February 7, 2023 to get clarification and direction. At that meeting, the Committee confirmed that its review is independent of the accounts payable process and therefore allowed the distribution of payments to occur separately from the Committee's review. It was also confirmed that the report should continue to be sent to the Committee for review to meet duty 6.3 requirements. Although duty 6.3 requirements were eliminated with the adoption of Resolution 2023-46 on November 27, 2023, the Committee has not requested that staff stop sending the reports. Accordingly, staff continues to send the reports to the Committee for its review at the level and timing it sees fit.

Addition to the Transparency Portal
As an additional element of transparency, staff has now added monthly Accounts Payable Check Reconciliation Register reports to the Transparency Portal ( https://yucaipa.gov/transparency/) , filed under Financial Documents. These reports include all Accounts Payable disbursements made from the City, both by check and non -check. July, August and September monthly reports are included as Attachments 6, 7 & 8. Future monthly registers will be added to the Transparency Portal as they become available. Additionally, staff is recommending that these monthly reports be delivered to the City Council on future consent agendas.

The printing and distribution of checks has temporarily stopped following City Council's direction on October 13, 2025. Processing and distribution of payments will restart following this meeting subject to alternative direction from the City Council.

FISCAL IMPACT:

The recommendations do not result in a fiscal impact.

Attachments:

1. Resolution No. 2015-06 (rescinded)

2. Finance Committee Agenda Item VI — February 7, 2023

3. Resolution No. 2023-46 (rescinded)

4. Resolution No. 2025-01

5. City of Yucaipa Purchasing Policy and Procedures — September 2022 Revision

6. AP Check Reconciliation Register — July 2025

7. AP Check Reconciliation Register — August 2025

8. AP Check Reconciliation Register - September 2025
Approved by:

ATTACHMENT 1

RESOLUTION NO. 2015-06

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
YUCAIPA, CALIFORNLA., RESCINDING RESOLUTION NO. 90-35

AND REESTABLISHING A FINANCE COMMITTEE OF THE CITY
OF YUCAIPA.

WHEREAS, in 1990, the City Council of the City of Yucaipa, adopted Resolution No. 90-35 establishing a Finance Committee to review the financial matters involving the City: and
WHEREAS, the City Council is the primary Mardian of public funds; and WHEREAS, the City Council has adopted various policies regarding financial matters: and
WHEREAS. on December 8. 2014. the City Council of the City of Yucaipa. adopted Resolution No. 2014-81. rescinding Resolution No. 2003-42 and establishing rules of procedure for all coimllission and committee meetings and related functions and activities.

NOW, THEREFORE. THE CITY COUNCIL OF THE CITY OF YUCAIPA DOES HEREBY ORDER, DETERMINE _XND RESOLVE AS FOLLOWS:

Section 1. That City Council Resolution No. 90-35 is hereby rescinded, revoked. and of no further force or effect.

Section 2. The Cite Council hereby recreates and reestablishes the Finance Committee.
ittee.

Section 3. Membership shall consist of two Council Members and shall occur through appointment by the City Council.

Section 4. The Finance Committee shall hold meeting.s whenever necessary to conduct the business of the Committee.

Section 5. The Finance Committee shall follow the Rules of Procedure for committee meetings, related functions and activities, as found in Resolution No. 2014-81.

Section 6. It shall be the duty of the Finance Committee to:

6.1 Review and monitor events and issues which may affect the financial status of the City.

6.2 Make recommendations to the City Council regarding amendments to the financial and budgetary policies.
covfsl citvclerk general services - city clerk resolutions 2015 res no. 2015-06 finance committee.docx

ATTACHMENT 2

Agenda Item No.VI

CITY OF YUCAIPA FINANCE COMMITTEE

AGENDA REPORT
TO: Members of the Finance Committee
FROM: Phillip White, Director of Finance
FOR: Finance Committee Meeting February 7, 2023
SUBJECT: Processing Accounts Payable Checks
RECOMMENDATION:

That the Finance Committee provide direction to staff on Section 6.3 of Resolution 2015-06.

BACKGROUND:

Section 6.3 of Resolution 2015-06 identifies one of the duties of the Finance Committee to "Review and approve warrant registers".

DISCUSSION:

The City's internal control environment includes established policies and procedures to control each payment being made from the City. Those policies are tailored to the type of good or service received. The policies outline the approved methods of vendor selection, contract elements, receiving authorizations, invoice approvals, and payment approvals. Each payment from the City's coffers is subject to the established internal control process. Once a payment has successfully navigated through the processes, the check is printed and the payment is added to the warrant register. Separate from the City's internal control environment, Resolution 2015-06 requires that the Finance Committee review and approve warrant registers. In recognizing this requirement, City staff has paused the delivery of checks until receiving notification of the committee's approval.

Staff is seeking direction to remove the pause of the check delivery from its processes. The committee's approval of the register would continue at the pace and timing of the committee's discretion.

FISCAL IMPACT:

There is no fiscal impact.

Attachments:

1. City of Yucaipa Purchasing Policy

2. Resolution 2015-06
Outcome:

The discussion occurred 2/7/23 with finance committee members Thorp and Venable. The committee confirmed that the review and approval of the warrant register was in addition to the internal controls included in the City's accounts payable process. As a result, the accounts payable process will continue through printing and mailing of checks at the end of each cycle. The register will be sent to the finance committee members for review and approval. The printing and distribution of checks will be performed independent of the committee's review.

ATTACHMENT 3

RESOLUTION NO. 2023-46

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YUCAIPA,

CALIFORNIA, ADOPTING THE FOLLOWING GENERAL RULES AND

PROCEDURES FOR THE CONDUCT OF COMMISSIONS AND

COMMITTEES IN THE CITY OF YUCAIPA AND RE-ESTABLISHING

CITY COUNCIL COMMITTEES, COMMITTEE FUNCTIONS, AND

SETTING COMMITTEE MEETING DATES AND TIMES
WHEREAS, advisory bodies are instrumental in advising, representing diverse voices, and contributing to informed decision -making in the City of Yucaipa; and 'WHEREAS, ensuring clear and consistent rules for the establishment and appointment of Commissions and Committees is fundamental to promoting public confidence in the decision - making process; and
WHEREAS, the City Council believes it is within the public interest to establish guidelines for the Commissions and Committees; and
WHEREAS, these regulations aim to enhance transparency, inclusivity, and community participation, fostering trust, accountability, and collaboration in local government; and WHEREAS, reviewing the list of City Council Committees and Committee functions on a regular basis is necessary in order to ensure consistency and relevancy; and WHEREAS, the City wishes to update the list of City Council Committee, their functions, and meeting dates and times.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA HEREBY FINDS, DETERMINES, ORDERS, AND RESOLVES AS FOLLOWS:

Section 1. The findings above are true and correct and incorporated herein by this reference.

Section 2. The City Council hereby adopts the General Rules and Procedures for the Conduct of Commissions and Committees of the City of Yucaipa attached hereto as Exhibit "A".

Section 3. The City Council hereby adopts the list of Commissions & Committees, Committee functions, and meeting times, attached hereto as Exhibit "B." Previously existing Committees not listed in Exhibit "B" are hereby disbanded.

Section 4. The City Manager is hereby authorized to amend the meeting dates and times as necessary.
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Section 5. The City Council hereby rescinds and repeals any prior resolutions in conflict with this resolution.

PASSED, APPROVED, and ADOPTED this 27th day of November, 2023.

Justin Beaver, Mayor
ATTEST:

Ana Sauseda, CMC
Director of General Services/City Clerk

Exhibit "A"

GENERAL RULES AND PROCEDURES FOR THE CONDUCT OF

COMMISSIONS AND COMMITTEES IN THE CITY OF YUCAIPA
ARTICLE I — Purpose.

These regulations shall promote transparency, inclusivity, efficiency, and effectiveness in the decision -making processes and establish standard rules and procedures for all commissions, committees, and citizen advisory committees established by the City Council except as otherwise provided by ordinance or resolution.

ARTICLE II — Membership.

Except as otherwise provided by ordinance or resolution:

Section 1. Except as provided in Exhibit B of Resolution No. 2023-46, each member of the City Council may nominate at least one (1) person for membership on any commission or committee established by the City Council. Members shall be appointed by a majority vote of the City Council.

Section 2. Except as provided in Exhibit B of Resolution No. 2023-46, every Member appointed to a commission or committee must be a City of Yucaipa resident for at least one year immediately prior to the individual's appointment. If, during a Member's term in office, such Member moves their residence outside the city limits, their office shall immediately become vacant. The Member must notify in writing the City Clerk within ten (10) days of such event.

Section 3. Each Member of a commission or committee shall serve without compensation unless otherwise provided by ordinance or resolution adopted by the City Council.

Section 4. Notwithstanding any other provisions of this Resolution, the Mayor shall have the provisional authority to create Ad -Hoc Committees as well as appoint to and remove Councilmembers from Ad -Hoc committees, all subject to ratification by a majority of the City Council at its next regularly scheduled meeting.

ARTICLE III — Term of office.

Section 1. Each Member appointed by the City Council shall serve a term of two years, except as otherwise provided by ordinance or resolution. Even with the expiration of a term, each Member shall serve until their successor is duly qualified and appointed. Members serve at the pleasure of the City Council and may be removed at any time by a vote of the City Council.

Section 2. Unless otherwise prohibited or regulated by law, all Members of commissions and committees shall serve for the term designated in this article unless sooner terminated at the will and pleasure of the City Council.

ARTICLE IV — The Members.

Section 1. Every commission and committee shall elect a Chairperson and a Vice -Chairperson from among its Members. Each shall serve a term of one year until a successor is appointed and takes office. The staff person assigned, if any, to the commission or committee shall serve as a non -voting Secretary. If no staff person is assigned, then the commission or committee shall appoint one of its members to serve as Secretary.

A. The Chairperson. In collaboration with the Secretary, and subject to the preparation of items for the agenda, the Chairperson will schedule dates and times for meetings on matters within the jurisdiction of the commission or committee, ensuring that agendas are created, circulated, and duly posted in compliance with the Brown Act and local regulations. The Chairperson will officiate and conduct meetings, serving as the parliamentarian, providing leadership, and ensuring that Members are aware of their obligations and that the commission, or committee complies with its responsibilities. The Chairperson will ensure there is sufficient time during the meeting to discuss only the agenda items professionally.

The Chairperson will discharge the following functions:
1 Facilitate communications between the public, staff, and the commission or committee in a manner that is consistent with this procedure.

2. Be accessible and to serve as a resource to other Members in resolving issues which may arise.

3. As time permits, and as need arises, attend the portion of meetings that relate to common interests of the Council and the commission or committee.

B. The Secretary. Appointed by the City Manager to staff the commission or committee meetings, the Secretary shall attend all commission and committee meetings. In collaboration with the Chairperson, the Secretary shall establish the agenda, which shall be finalized, furnished to the City Clerk, and posted in compliance with the Brown Act. The Secretary shall ensure that adequate records are maintained reflecting every determination, finding, and action by the commission or committee, consistent with City guidelines and state law. Either the Secretary or the City Attorney, which may be assigned to staff the Commission and Committee, may be called upon by the Chairperson to be a resource on items involving parliamentary process and procedure.

Section 2. Upon taking office and throughout their time of service, each Member appointed by the City Council shall reflect the following public service values at all times:

A. Each Member will strive to act fairly and respectfully when reviewing and considering items presented and making decisions based on the merits of the issues, honoring the City's obligations imposed by law, and honoring the public's expectation that decision -makers will be fair and impartial treating all people and projects equitably.

B. Each Member will exhibit compassion, conveying the City's care for and commitment to its community members and the needs of the public, officials, and staff.

C. Each Member will treat fellow officials, staff, and the public with courtesy, even when disagreeing, and focus on the merits in discussions, not personalities, character, or

motivations, and comply with the rules of decorum and behavior guidelines contained in this section.

D. Each Member will responsibly discharge their role, attending all scheduled meetings in adherence to the Article VIII, reviewing materials and not disclosing confidential information, and representing the City's official positions to the best of the Member's ability when authorized to do so while refraining from taking any action that might appear to compromise the Member's independent judgment. In taking responsibility for the Member's own actions, the Member will not use information acquired in the Member's public capacity for personal advantage and will not represent a third party's interests to the City.

E. Each Member will exercise the functions of the appointed office with integrity, remaining truthful with fellow Members, the public, and others, and be prepared to make unpopular decisions to further the public's interest and disclose instances of wrongdoing to the appropriate authorities.

F. Each Member will be mindful of their obligation as a public official to serve the whole community, keep the public trust, and promote the efficient use of the City's resources.

G. Each Member will strive to collaborate with City staff and each other, recognizing that staff and Members are on the same 'team' and are part of the same City organization.

H. Each Member will be mindful of and promote the City's interests as articulated in the City Council's adopted goals, general plan, resolutions, and ordinances. Achieving the public's benefit as expressed therein shall guide the Member's actions above their individual interests or the interests of special interest groups.

I. If authorized by the commission or committee to speak to the City Council on its behalf', the Member shall strive to fairly represent the stance and views of the entire commission or committee on the item being discussed.

J. Failure to follow any of the above items established in this section may be grounds for removal by an affirmative vote of a majority of the City Council.

ARTICLE V — Agenda items.

Section 1. All items placed on the agenda, and all discussion at meetings, shall be limited to items within the jurisdiction of the commission or committee.

Section 2. The Secretary will be responsible for the preparation of meeting agendas. The written agenda shall be published and posted, and no action or discussion shall take place on any item not appearing on the posted agenda except as permitted by the terms and provisions of The Brown Act.

Section 3. In addition to items placed on the agenda by the secretary, any commission or committee Member may propose that an item be placed on a future agenda. The Member's proposal shall be included on the agenda first for discussion and evaluation by the commission or committee. The criteria for including an item on the agenda for future consideration shall be:

A. Whether the item is within the jurisdiction of the commission or committee: and B. Whether the item is part of the approved commission or committee work plan; and C. Whether sufficient staffing and resources are available to ready the item for action on the requested future date.

Section 4. If all the above criteria are satisfied and the commission or committee agrees by a majority vote that the proposed item should be discussed for a future date, the Secretary of that commission or committee shall place the item on an appropriate future agenda of the commission or committee.

ARTICLE VI — Meetings and Quorum.

Section 1. Each commission or committee shall fix the time and place of its regular meetings and may hold special meetings as prescribed by California state law. Each commission or committee shall hold regular meetings at least once each quarter except as otherwise provided by ordinance or resolution. The City Manager is authorized to amend the meeting dates and times as necessary.

Section 2. A majority of the voting members of the commission or committees appointed constitutes a quorum. An affirmative vote of at least a majority present is required to take official action. Any question on which the vote is tied is lost, provided that the presiding officer or any member may request the item be carried over to the next regular meeting at which a full commission or committee will be present.

ARTICLE VII — Organization
Section 1. Each commission or committee shall use Rosenberg's Rules of Order, and the City Council's own adopted procedures, which shall be the rules of order and procedure for the transaction of business.

Section 2. Notwithstanding the above, rulemaking and appellate commissions may propose more specific rules of order and procedure, which shall be reviewed by the City Attorney and approved by the City Council before use.

ARTICLE VIII — Attendance Policy
Section 1. Members appointed by the City Council to serve on a City commission or committee are expected to attend each regular or special meeting of that commission or committee.

Section 2. For purposes of this policy, an excused absence is any absence with notification given to the Chairperson and staff at least twenty-four (24) hours before the meeting.

Section 3. A Member may have a maximum of three (3) excused absences per twelve (12) months.

On the third excused absence, the City Clerk shall send a warning letter to the Member, including a copy of this policy. If a Member has more than three (3) excused absences in a twelve (12) month period, the procedure in Section 5 of this Article below shall commence.

Section 4. An unexcused absence is any other absence. A Member may have a maximum of two (2) unexcused absences in twelve months. On the second unexcused absence, the City Clerk shall send a warning letter to the member. If a member has more than two (2) unexcused absences in twelve months, the procedure in Section 5 of this Article below shall commence.

Section 5. If a subsequent absence under Section 3 and 4 of this Article above occurs in the twelve (12) month period, the City Clerk shall send a letter to the member putting them on notice that they are in violation of the attendance policy and requiring a response within seven days and whether they wish to continue on the commission or committee or resign.

Section 6. The Member may respond to the City Clerk and provide a reasonable explanation for the absences, allowing the Member- to continue serving unless there is a subsequent absence.

However, if the Member either does not respond to the City Clerk's letter with an explanation of the absences, does not resign, or incurs an additional absence during the twelve (12) month period (whether excused or not), the Member will be deemed to have resigned. The City Manager shall issue a letter to the Member notifying them that they are in violation of this policy, have yet to respond to the inquiry, or have exceeded the number of absences allowed under this policy and, therefore, have resigned their position. Upon issuance of the letter, the appointment shall be deemed vacant.

Section 7. The provisions of this article shall not apply to any member of the City Council.

ARTICLE IX — Vacancies.

If a vacancy occurs other than by expiration of a term, the City Council shall appoint a Member to serve for the unexpired portion of the term in the same manner as the original appointment.

ARTICLE X — Removal from office.

Section 1. The term of a Member shall automatically expire in the event of the Member's death or resignation, or if the requirements outlined in Article II Section 2, are no longer met.

Section 2. Commissions and Committees exist to advise the City Council and support the goals of the City. As such, Members of commissions and committees serve at the pleasure of the City Council. Any Member may be removed by an affirmative vote of the majority of the City Council.

The City Council may provide a reason for removal, but is not required to do so. Such reasons may include, but are not limited to, violations of the Public Service Values outlined in Section II of Article IV.

Exhibit "B"

COMMITTEES OF THE

CITY OF YUCAIPA

AD -HOC COMMITTEES
The following ad -hoc committees will meet on an as -needed basis:
• Casa Blanca House Advisory Ad -Hoc Committee
• Community Activity Grant Application Review Ad -Hoc Committee • Five Winds Ranch Improvement Advisory Ad -Hoc Committee • Library Ad -Hoc Committee
• Solid Waste Ad -Hoc Committee
• Public Safety Ad -Hoc Committee
• Yucaipa Valley Chamber of Commerce Ad -Hoc Committee
• Public Arts Committee

CITIZEN ADVISORY COMMITTEES

ECONOMIC DEVELOPMENT ADVISORY COMMITTEE (EDAC)
GOAL: The Economic Development Advisory Committee in the City of Yucaipa aims to foster sustainable economic growth, enhance the local business environment, and improve the overall quality of life for residents by providing recommendations, strategies, and support to the City's economic development initiatives. The committee shall act in an advisory capacity to the City Council in the development of policies, programs, and initiatives related to economic development.

MEMBERS: The committee shall consist of nine (9) members:
• One (1) member from the Chamber of Commerce
• One (1) member from the Board of Realtors
• One (1) member from Crafton Hills College
• One (1) member from the Yucaipa-Calimesa Joint Unified School District • One (1) member from a Financial Institution
• One (1) Local Developer
• One (1) member from the Uptown Business District
• Two (2) at -large members who must own or represent a business located in Yucaipa, or in an unincorporated county area adjacent to City boundaries, and must not represent a business from one of the above -mentioned organizations/categories, and

In addition, the Council may appoint one (1) non -voting Councilmember to serve as a liaison to this committee.

Committee members shall either be residents, property owners, or business owners of the City of Yucaipa. Business owners in unincorporated county areas adjacent to City boundaries shall also be eligible.

Appointments to EDAC shall be made by the City Council upon review of completed applications.

TERM: Each Committee member's term (at -large Councilmember appointments) shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS The EDAC Committee shall meet on a quarterly basis. The date and time will be determined by the committee.

HEALTHY YUCAIPA COMMITTEE
GOAL: The goal of the Healthy Yucaipa Committee is to promote community health and improve the quality of life for Yucaipa residents. The committee shall act in an advisory capacity to the City Council in policy matters pertaining to the Healthy Yucaipa Committee and assist the Youth advisory Committee in promoting healthy guidelines and choices for youth.

MEMBERS: The committee shall consist of seven (7) members:
• Seven (7) of which shall be appointed by the City Council. Each member of the City Council may nominate at least one (1) person for membership.

Members shall be appointed by a majority vote of the City Council.

In addition, the Council may appoint two (2) non -voting Councilmembers to serve as liaisons to this committee.

The Committee shall have the option to recommend a non -voting youth member for appointment by the City Council.

TERM: Each Committee member's term shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS: The committee shall meet on a monthly basis. The date and time will be determined by the committee.

MOBILEHOME PARK COMMITTEE
GOAL: The goal of the Mobilehome Park Committee is to regularly provide information related to the City's Mobilehome rent stabilization program and to engage in an open exchange of information on matters concerning mobilehome parks in the City of Yucaipa.

MEMBERS: The committee shall consist of seven (7) members:
• Five (5) Yucaipa Mobilehome Park Residents under Rent Control • Two (2) Yucaipa Mobilehome Park Owners or Owner Representatives Mobilehome Park Owners or Owner Representatives need not be residents of the City of Yucaipa.

TERM: Each Committee member's term shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS: The committee shall meet on a bi-annual basis. The date and time will be determined by the committee.

TRAILS & OPEN SPACE COMMITTEE
GOAL: The goal of the Trails and Open Space Committee is to provide recommendations regarding the preservation of open space in the City of Yucaipa and the expansion of the City's multipurpose trail network. The committee shall act in an advisory capacity to the City Council in matters related to acquisition and maintenance of public open space the implanting directives related to the City's Master Trails Plan.

MEMBERS: The committee shall consist of nine (9) members. Any resident of the City, as well as residents in an unincorporated county area adjacent to City boundaries, shall also be eligible to serve on the Trails & Open Space Committee.

Each member of the City Council may nominate at least one (1) person for membership. Members shall be appointed by a majority vote of the City Council.

The Trails and Open Space Committee shall appoint one (1) member to serve as a liaison to the Crafton Hills Open Space Conservancy.

TERM: Each Committee member's term shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS: The committee shall meet on a monthly basis. The date and time will be determined by the committee.

VECTOR CONTROL COMMITTEE
GOAL: The goal of the Vector Control Committee is to oversee vector control services in the City of Yucaipa. The committee shall act in an advisory capacity to the City Council in vector control matters and issues regarding rural, commercial and recreational animal raising and agricultural activities and the review of the annual manure management plans submitted for each ranch.

MEMBERS: The committee shall consist of eight (8) members:
• Two (2) representatives of the poultry industry
• Two (2) staff members
• One (1) Cooperative Extension Farm Advisor
• Three (3) members of the general public
In addition, the Council may appoint two (2) non -voting Councilmembers to serve as liaisons to this committee.

Appointments to the Vector Control Committee, with the exception of the 2 staff members, shall be made by the City Council upon review of completed applications. The two (2) staff member positions shall be appointed by the City Manager or his designee.

TERM: Each Committee member's term shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS: The committee shall meet on a monthly basis. The date and time will be determined by the committee.

YOUTH ADVISORY COMMITTEE
GOAL: The goal of the Youth Advisory Committee is to empower youth, create opportunities for their input into community projects, programs, and events and enable them to have an influence and impact on issues and decisions they care about. The committee shall act in an advisory capacity to the City Council in policy matters pertaining to youth.

MEMBERS: The committee shall consist of thirteen (13) members:
• Thirteen (13) youth members
In addition, the Council may appoint two (2) non -voting Councilmembers to serve as liaisons to this committee.

Youth member appointments shall be made by the City Council upon review of completed applications.

TERM: Student committee members shall serve a two-year term, from September 1 through September 1.

MEETINGS: The committee shall meet on a monthly basis. The date and time will be determined by the committee.

COMMISSIONS

PARK AND RECREATION COMMISSION
Please refer to Section 2.12 of the Yucaipa Municipal Code for information on the Park and Recreation Commission.

PLANNING COMMISSION
Please refer to Section 2.16 of the Yucaipa Municipal Code for information on the Planning Commission.

STANDING COMMITTEES

FINANCE COMMITTEE
GOAL: The goal of the Finance Committee is to review the financial matters involving the City
MEMBERS: The committee shall consist of two (2) members of the Yucaipa City Council.

TERM: Each Committee member's term shall run consistent with the general municipal election and shall be for two (2) years from January 1 to January 1.

MEETINGS: The Finance Committee shall meet on a quarterly basis. The date and time will be determined by the committee.

State of California )
County of San Bernardino ) ss
City of Yucaipa )
I, Ana V. Sauseda, CMC, City Clerk of the City of Yucaipa, California, do hereby certify, that Resolution No. 2023-46 was adopted by the City Council of the City of Yucaipa, California, at the regular meeting of November 27, 2023, by the following vote:

AYES: Councilmember Garner, Councilmember Thorp, Councilmember Venable, Mayor Pro Tem Duncan, and Mayor Beaver
NOES: None
ABSTAIN: None
ABSENT: None
J
Ana V. Sauseda, CMC
City Clerk

ATTACHMENT 4

RESOLUTION NO. 2025-01

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YUCAIPA,

CALIFORNIA, AMENDING THE GENERAL RULES AND PROCEDURES

FOR THE CONDUCT OF COMMISSIONS AND COMMITTEES IN THE

CITY OF YUCAIPA AND ADDING NEWLY ESTABLISHED

COMMITTEES
WHEREAS, advisory bodies are instrumental in advising and contributing to informed decision -making in the City of Yucaipa; and
WHEREAS, ensuring clear and consistent rules for the establishment and appointment of Commissions and Committees is fundamental to promoting public confidence in the decision - making process; and
WHEREAS, the City Council believes it is within the public interest to establish guidelines for the Commissions and Committees; and
WHEREAS, these regulations aim to enhance transparency, inclusivity, and community participation, fostering trust, accountability, and collaboration in local government; and WHEREAS, reviewing the list of City Council Committees and Committee functions on a regular basis is necessary in order to ensure consistency and relevancy; and WHEREAS, the City wishes to update the list of City Council Committees, their functions, and meeting dates and times.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA HEREBY RESOLVES AS FOLLOWS:

Section 1. Resolution No. 2023-46 is hereby rescinded.

Section 2. The findings above are true and correct and incorporated herein by this reference.

Section 3. The City Council hereby adopts the General Rules and Procedures for the Conduct of Commissions and Committees of the City of Yucaipa attached hereto as Exhibit Section 4.
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«A»
The City Council hereby adopts the list of Commissions & Committees, Committee functions, and meeting times, attached hereto as Exhibit "B." Previously existing Committees not listed in Exhibit `B" are hereby disbanded.

Section 5. The City Manager is hereby authorized to amend the meeting dates and times as necessary.

PASSED, APPROVED, and ADOPTED this 13th day of January, 2025. 7 on Thorp, Mayor
ATT
Ana auseda, MMC
Director of General Services/City Clerk

Exhibit "A"

GENERAL RULES AND PROCEDURES FOR THE CONDUCT OF

COMMISSIONS AND COMMITTEES IN THE CITY OF YUCAIPA
ARTICLE I — Purpose.

ARTICLE II — Membership.

Except as otherwise provided by ordinance or resolution:

Section 1. Except as provided in Exhibit B of Resolution No. 2025-01, each member of the City Council may nominate at least one (1) person for membership on any commission or committee established by the City Council. Members shall be appointed by a majority vote of the City Council.

Section 2. Except as provided in Exhibit B of Resolution No. 2025-01, every Member appointed to a commission or committee must meet the same qualifications as members of the City Council as described in Government Code Section 36502(a) for the City of Yucaipa or an unincorporated community adjacent to the City of Yucaipa. If, during a Member's term in office, such Member moves their residence outside the city limits or an unincorporated community adjacent to the City of Yucaipa, their office shall immediately become vacant. The Member must notify the City Clerk in writing within ten (10) days of such event. A majority of the Members appointed to a commission or committee subject to this section shall be residents of the City of Yucaipa.

Section 3. Each Member of a commission or committee shall serve without compensation unless otherwise provided by ordinance or resolution adopted by the City Council.

ARTICLE III — Term of office.

ARTICLE IV — The Members.

The Chairperson will discharge the following functions:

1. Facilitate communications between the public, staff, and the commission or committee in a manner that is consistent with this procedure.