TO: CITY COUNCIL
FROM: SAL MEDINA, MAYOR
JENNIFER STARK, COUNCILMEMBER
DATE: MARCH 12, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
HANDBOOK FOR ELECTED AND APPOINTED OFFICIALS IN THE CITY OF CLAREMONT (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
In 2022, the City Council appointed the City Council Commission Appointment Process Ad Hoc Committee (“Ad Hoc Committee”) to review the process for appointing commissioners. The Ad Hoc Committee, consisting of Mayor Sal Medina and Councilmember Jennifer Stark, met with staff over the past few months to provide feedback on the “City Council, Commission, Committee Handbook,” which is a document created by staff several years ago. The handbook is a compilation of City Council policies, norms, and expectations for the City Council, Commissions, and Committees.
To clarify roles and expectations of elected and appointed officials, the Ad Hoc Committee has proposed revisions to the handbook and proposes that a “City of Claremont Elected and Appointed Officials’ Handbook” (Attachment) be formally adopted by the City Council. This handbook will continue to serve as a resource for both current and future committee members, commissioners, and council members. If adopted, any future substantive changes to the handbook would need to be formally approved by the City Council.
RECOMMENDATION
Recommended Action
The City Council Commission Appointment Process Ad Hoc Committee recommends the City Council adopt the proposed City of Claremont Elected and Appointed Officials’ Handbook, with the understanding that while staff has the authority to make non-substantive changes to the document, any future substantive changes must be approved by the City Council.
Body
ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
A. Make revisions to the proposed City of Claremont Elected and Appointed Officials’ Handbook and adopt the revised handbook.
B. Request additional information.
C. Choose not to adopt a handbook, in which case the existing handbook will continue to be maintained at the staff level.
FINANCIAL REVIEW
The cost to prepare this report is estimated at $2,500 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
In 2022, the City Council created the City Council Commission Appointment Process Ad Hoc Committee to review the process for appointing commissioners. The Ad Hoc Committee, consisting of Mayor Sal Medina and Councilmember Jennifer Stark, met with staff over the past few months to provide feedback on the “City Council, Commission, Committee Handbook,” which is a document created by staff several years ago. The handbook is a compilation of City Council policies, norms, and expectations for the City Council, Commissions, and Committees. It is provided to elected and appointed officials when they take office, and is available to the public via the City website.
The Ad Hoc Committee has proposed revisions to the handbook and proposes that a “City of Claremont Elected and Appointed Officials’ Handbook” (Attachment) be formally adopted by the City Council. One of the adopted City Council Priorities is to, “Promote community engagement through transparency and communication.” The Ad Hoc Committee’s work in creating a formal handbook is in line with this Priority in that the handbook is intended to further clarify roles and expectations of elected and appointed officials, and to share consistent information with the public, including those who may be considering applying for an appointed position or running for City Council.
Some of the changes and additions in the proposed handbook include:
• The existing handbook focused primarily on City Council and Council-appointed commissions and committees whereas the proposed revised handbook has been broadened to include all City commissions and committees. Additionally, the general “flow” of the document was modified to reduce redundancies, and to improve clarity and structure.
• Language was added throughout the handbook to highlight the personal and professional rewards of being an elected or appointed official, and to emphasize the high level of responsibility associated with these positions (i.e., time commitment, ethics, attendance/timeliness expectations, Brown Act considerations, etc.). The purpose of adding such language is to be clear about roles and expectations for both current and future committee members, commissioners, and councilmembers.
• Clarification on the roles of committees and commissions (see “City Commissions/Committees” section starting on page 6).
• A formal “Commission/Committee Appointment Process” was created (see pages 9-11). The purpose of this more detailed process is to let people know what to expect when applying to serve on a committee or commission.
• The Ad Hoc Committee recommends removal of the eight-year “term limit” that is currently imposed on commissioners and committee members (see “Commission/Committee Terms” section starting on page 8). As the handbook is currently drafted, the City Council would have full discretion in determining the length of every commissioner/committee member term. This may especially be beneficial to commissions/committees who are responsible for reviewing long-term/on-going projects that require a greater understanding of background/procedural information.
• The Ad Hoc Committee recommends that a stipulation be added to the handbook that would require a commission to receive administrative approval from the Mayor and the City Manager prior to creating a new committee that is subject to the Brown Act and/or requires staff support (see pages 6-7). This recommended requirement is due to limited staff resources and the need to determine additional logistics, such as meeting times and spaces.
• If directed to do so by the City Council, staff will create a “City of Claremont’s Commissioner Certification Training Video,” which is anticipated to be an approximately 30-minute video that clearly articulates the expectations and responsibilities of Commissioners. In the future, commission applicants would be required to watch this video prior to submitting an application (see page 9).
• An “acknowledgement form” was added to the handbook, which all current and future appointed officials (committee members and commissioners) would be required to sign (see page 26).
This handbook will serve as a resource for both current and future committee members, commissioners, and councilmembers. If adopted, any future substantive changes to the handbook would need to be formally approved by the City Council. Additionally, if a handbook is adopted by the City Council, the Ad Hoc Committee recommends that a “consent calendar” item be placed on an upcoming agenda for every committee and commission to ensure that all current members are in receipt of the handbook.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities and General Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
COUNCIL COMMITTEE/COMMISSION REVIEW
Staff created the proposed “City of Claremont Elected and Appointed Officials’ Handbook” (Attachment) based on feedback and direction provided by the City Council Commission Appointment Process Ad Hoc Committee.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Adam Pirrie Katie Wand
City Manager Assistant to the City Manager
Attachment:
Proposed City of Claremont Elected and Appointed Officials’ Handbook