TO: PLANNING COMMISSION
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: JUNE 4, 2024
SUBJECT:
Title
ACKNOWLEDGEMENT OF THE HANDBOOK FOR ELECTED AND APPOINTED OFFICIALS IN THE CITY OF CLAREMONT
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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.
On March 12, 2024, the City Council adopted the “City of Claremont Elected and Appointed Officials’ Handbook” (Attachment) with the proposed revisions to clarify roles and expectations of elected and appointed officials. The appendices to the Handbook remain unchanged, and may be found on the City website (under the “Government” tab on the home page, select “Elected and Appointed Officials’ Handbook”). This handbook will continue to serve as a resource for both current and future committee members, commissioners, and council members. Any future substantive changes to the handbook would need to be formally approved by the City Council.
RECOMMENDATION
Recommended Action
Staff recommends the Planning Commission:
A. Receive and file this report; and
B. Complete Handbook acknowledgement form and return to the City Clerk’s Office by September 1, 2024.
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FINANCIAL REVIEW
The cost to prepare this report is estimated at $650 and is included in the operating budget of the Community Development 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.
On March 12, 2024, the City Council adopted the “City of Claremont Elected and Appointed Officials’ Handbook” (Attachment) with the proposed revisions to 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.
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 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.
• A commission must 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 requirement is due to limited staff resources and the need to determine additional logistics, such as meeting times and spaces.
• Future commission applicants would be required to watch the “City of Claremont’s Commissioner Certification Training Video”, prior to submitting an application (see page 9). The video will clearly articulates the expectations and responsibilities of Commissioners.
• 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. Any future substantive changes to the handbook would need to be formally approved by the City Council.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
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 Nhi Atienza at natienza@ci.claremont.ca.us.
Submitted by:
Brad Johnson
Community Development Director
Attachment:
Approved City of Claremont Elected and Appointed Officials’ Handbook