HomeMy WebLinkAbout05-28 - Adopting Amendments to Planning Commission Bylaws (Meetings and Procedures)RESOLUTION NO. 05-28
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
COSTA MESA ADOPTING AMENDMENTS TO THE
PLANNING COMMISSION BYLAWS RELATED TO ARTICLE
III (MEETINGS AND PROCEDURES) AND AMENDING THE
COMMISSIONS/COMMITTEES/BOARDS HANDBOOK
THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES AS
FOLLOWS:
WHEREAS, the City issues a Commissions/Committees/Boards Handbook
designed to guide Council created and appointed Commissions, Committees, and
Boards in the conduct of their duties; and
WHEREAS, the City Council wishes to ensure that its committee, commission
and board meetings are consistent with City Council policies and practices with regard
to the conduct of meetings and wishes to amend the Commissions/Committees/Boards
Handbook to ensure such consistency; and
WHEREAS, the Planning Commission adopted Bylaws pursuant to the
provisions of Section 13-10(h) of the Costa Mesa Municipal Code; and
WHEREAS, the City Council desires to amend the Planning Commission Bylaws
to correspond to recent changes in the conduct of City Council meetings and other
policy directives regarding commission and committee administrative procedures and
meeting schedules; and
WHEREAS, the proposed amendments to the Planning Commission Bylaws
were considered by the Planning Commission in accordance with the provisions of
Article VIII (Change in Rules) of said Bylaws.
BE IT RESOLVED that the Costa Mesa City Council does hereby adopt the
proposed amendments to the Planning Commission Bylaws as set forth in Exhibit "A",
which is attached to this resolution.
BE IT FURTHER RESOLVED that the Costa Mesa City Council does hereby
adopt the proposed amendments to the Commissions/Committees/Boards Handbook
as set forth in Exhibit "B", which is attached to this resolution.
PASSED AND ADOPTED this 3rd day of May, 2005.
ATTEST. A
le` � City
Depu sta Mesa ity Clerkof the City of CoMayor of the City of Costa Mesa
APPROVED AAS%T�O� FORM
ly„" A -e(
City AftorMey
2
STATE OF CALIFORNIA)
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, JULIE FOLCIK, Deputy City Clerk and ex -officio Clerk of the City Council of the
City of Costa Mesa, hereby certify that the above and foregoing Resolution No. 05-28
was duly and regularly passed and adopted by the said City Council at a regular
meeting thereof held on the 3rd day of May, 2005, by the following roll call vote:
AYES: Mansoor, Monahan, Bever, Dixon, Foley,
NOES: None
ABSENT: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of
the City of Costa Mesa this 4th day of May, 2005.
Deputy Clerk and ex -officio
the City Council of the City of Costa Mesa
Exhibit "A"
BYLAWS
COSTA MESA PLANNING COMMISSION
ARTICLE I
AUTHORITY AND TITLE
SECTION 1. AUTHORITY:
This Commission is established in accordance with Title 13, Section 13-10, of the Costa
Mesa Municipal Code.
SECTION 2. TITLE:
The official title of this Commission shall be "The Costa Mesa Planning Commission."
ARTICLE II
OFFICERS, ELECTIONS, AND VACANCIES
SECTION 1. OFFICERS:
The officers of this Commission shall be as follows:
1. A Chairperson whose duties shall be to preside at all meetings, to call any
special meetings, to appoint special study committees as deemed necessary by
a majority of the Commission.
2. A Vice Chairperson who shall assume the duties and responsibilities of the
Chairperson:
(a) in the absence of the Chairperson;
(b) in the inability of the Chairperson to act;
(c) at the request of the Chairperson, which is so noted in the official
minutes;
(d) when a vacancy occurs in the office of the Chairperson
3. A Secretary who shall perform the following duties:
(a) Keep official records of the Commission meetings, both temporary and
permanent.
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ARTICLE II. SECTION 1. (continued)
(b) Keep a written record of all business transacted by the Planning
Commission.
(c) Notify all members of regular meetings and any special meeting called by
the Chairperson.
(d) Sign all official documents and communications requested by a majority
of the Commission.
4. Two Assistant Secretaries who shall be designated by the Secretary and either
of whom may perform these duties when the Secretary is absent.
SECTION 2. ELECTION/APPOINTMENT OF OFFICERS:
1. A Chairperson shall be elected by the members of the Planning Commission,
and shall be a member of that body.
2. A Vice Chairperson shall be elected by the members of the Planning
Commission, and shall be a member of that body.
3. The Secretary shall be the Assistant Development Services Director. In the
absence of the Secretary, an Acting Secretary may be appointed by the
Secretary.
4. Assistant Secretaries shall be appointed by the Secretary, and will be staff
members.
5. A Chairperson Pro Tem may be appointed by the Commission in the absence
of both the Chairperson and the Vice Chairperson.
SECTION 3. ELECTION AND VACANCIES:
1. The Commission shall hold the election of officers at the first regular meeting
in March of each odd -numbered year.
2. The Election shall be held after the Roll Call. The Election of the Chairperson
shall be conducted by the Secretary of the Commission. The Election of the
Vice Chairperson shall be conducted by the Chairperson.
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ARTICLE II. SECTION 3. (continued)
3. All vacancies occurring in the offices of the Commission, for any cause, shall
be filled by election of a majority vote of the Commission. Said election shall
be held at the next regular meeting following the vacation of office. The officer
or officers so elected shall serve until the next regular election of officers of
the Commission.
ARTICLE III
MEETINGS AND PROCEDURES
SECTION 1. MEETINGS:
1. Regular meetings of the Commission shall be held at 6:30 p.m. on the second
and fourth Mondays of each calendar month, except December, in the Council
chambers. In December, only one meeting shall be held on the second
Monday of the month.
2. Regular Study Sessions shall be held in Conference Room 1A at 5:30 p.m.
before each regular meeting, for the purpose of receiving and reviewing last-
minute additions to the Staff Reports on items on the agenda for that
evening's meeting.
3. Special meetings and study sessions may be called by the Chairperson or by
majority vote of the Commission at a regular meeting. Each member shall be
notified of such Special Meeting or Study Session by the Secretary at least
twenty-four (24) hours prior to the time set for same by the Chairperson. The
Notice for any Special Meeting or Study Session shall specify the Agenda items
to be considered, and no matter shall be considered which is not specified in
the notice. Study sessions may be scheduled to provide staff with policy
direction or to address City- or area -wide issues affecting more than one parcel
or application.
4. Any regular meeting falling on a legal City holiday shall take place the following
day unless otherwise scheduled by a majority vote at a regular or special
meeting.
5. All meetings and study sessions shall be open to the public
6. No action shall be taken at any study session.
SECTION 2. MEETING PROCEDURES:
All meetings shall be conducted under the order of Parliamentary Procedure as specified
in the last revised edition of Roberts Rules of Order to the extent that such rules are not
in conflict with these bylaws. All Commissioners shall address all questions and
comments through the Chairperson. All persons attending meetings of the Commission
shall identify themselves and address Commissioners or other persons present through
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the Chairperson. All maps, letters, reports, and documents considered by the
Commission at any hearing shall become a part of the records of the Commission.
ARTICLE III. SECTION 2. (continued)
The Chairperson shall decide all questions of order, subject to appeal by the
Commission, and all appeals shall be decided by a majority of the members present.
SECTION 3. QUORUM AND VOTING PROCEDURE:
At any meeting of the Planning Commission, a majority of said Commission shall
constitute a quorum for the transaction of business. A majority vote of the quorum
shall decide all matters. A Commissioner may be disqualified from voting on a particular
matter by reason of a conflict of interest, in accordance with State law.
Every member present shall vote on all questions brought to a vote. Every member
present who has not been properly disqualified and who shall fail to record a vote on
any question shall have said vote recorded as an affirmative or aye vote.
ARTICLE IV
ATTENDANCE
Regular attendance at meetings of the Commission is required of all members to enable
the Commission to discharge the duties imposed upon it by law. Any member absent
from three successive regular meetings, without securing the consent of the
Chairperson, and without justifiable cause, shall be deemed to have resigned from the
Commission. Upon order of the Commission, the Secretary shall notify the City Council
of such resignation and request appointment of a new member of fill the unexpired
term of the member resigning.
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ARTICLE V
ORDER OF BUSINESS
The order of business of regular meetings shall be as follows (subject to change by
Chairperson):
1. Pledge of Allegiance
2. Roll Call
3. Minutes of Regular Meeting
4. Public Comments
5. Planning Commission Comments and Suggestions
6. Consent Calendar
7. Public Hearings
8. Report of the Development Services Department
9. Report of the City Attorney's Office
10. Adjournment
ARTICLE VI
SIGNATURE ON OFFICIAL PAPERS
All official papers involving the authority of the Commission shall bear the signature of
the Chairperson or Vice Chairperson and of the Secretary, Acting Secretary, or Assistant
Secretary. It shall be mandatory upon the Chairperson and Secretary to sign such
papers when the Commission has, by vote as provided herein, taken the action set forth
in said papers.
ARTICLE VII
CHANGE IN RULES
The rules may be changed or added to by the affirmative vote of not less than three
members. No change or addition to these rules shall be made unless notice, either
verbal or in writing, shall be given to the Secretary not less than five (5) working days
prior to the meeting at which the motion to change is to be made. The notice shall
state explicitly what change is to be proposed.
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ARTICLE VII. CHANGE IN RULES (continued)
These Bylaws, as revised, were adopted by the Costa Mesa Planning Commission at its
regular meeting on April 11, 2005, by the following roll call vote:
AYES: COMMISSIONERS:
NOES: COMMISSIONERS:
ABSENT: COMMISSIONERS:
BILL PERKINS, Chairman
Costa Mesa Planning Commission
R. MICHAEL ROBINSON, Secretary
Costa Mesa Planning Commission
Exhibit "B"
CITY OF COSTA MESA
COMMISSIONS/COMMITTEES/BOARDS
HANDBOOK
MARCH 2003
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COMMISSION/COMNHTTEE/BOARD MEMBER HANDBOOK
TABLE OF CONTENTS
I.
INTRODUCTION.........................................................................................................................2
II.
GENERAL INFORMATION.........................................................................................................2
III.
POLICIES, PRACTICES, AND PROCEDURES............................................................................
12
A. FORMATION AND AUTHORIZATION.............................................................................
12
• Ad Hoc and Standing Committees and Boards
B. MEMBERSHu, APPLICATIONS AND PROCEDURES.........................................................
13
• Notification Process
• Membership Terms
• Alternate Committee Members
C. WORKPROGRAMS.......................................................................................................17
D. COMPENSATION...........................................................................................................
17
E. SCOPE OF AUTHORITY.................................................................................................
17
• Relations with City Council
• Relations with City Staff
• Relations with Public and Outside Agencies
F. CONFLICT OF INTEREST...............................................................................................20
IV.
MEETINGS.................................................................................................................................20
A. BROWN ACT................................................................................................................20
B. PUBLIC MEETINGS.......................................................................................................21
C. MEETING TIMES AND ATTENDANCE............................................................................21
D. MINUIE3......................................................................................................................22
E. PARLIAMENTARY PROCEDURE AND EFFECTIVE MEETINGS........................................22
V.
ATTACHMENTS..........................................................................................................................27
A. COMMITTEEBOARD FORMATION APPLICATION FORM (SAMPLE)...............................27
B. COMMTTTEE/BOARD INTEREST FORM (SAMPLE).........................................................28
C. CITY COUNCIL POLICY 000-2 ON CoMMTTTEEs AND BOARDS....................................30
D. CITY COUNCIL POLICY 000-2.5 ON PLANNiNGTARKS COMMISSIONS ..........................33
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INTRODUCTION
This handbook has been designed to assist members of all commissions, committees and boards
in understanding their general responsibilities. These bodies are essential to the City Council in
developing policies and services which address the needs and reflect the values of Costa Mesa.
Commissions, committees and boards are advisory in nature. Their input, usually in the form of
recommendations to the City Council and staff, is considered in evaluating the effectiveness of
current programs and policies as well as formulating new programs and policies. Council Policy
000-2 on committees and boards establishes a streamlined mechanism to facilitate formation,
membership, interaction, work programs, and evaluations of these bodies. Council Policy 000-
2.5 identifies the procedures and practices for both the Planning and Parks & Recreation
Commissions. This handbook provides general information about the City of Costa Mesa, as
well as an outline of policies, practices, and procedures, as set forth in both Council Policies. All
commissions, committees and boards are guided by the policies set forth in this handbook.
II. GENERAL INFORMATION
In order to understand and successfully fulfill the responsibilities of a commission, committee,
and board member, it is necessary to have an understanding of the nature and structure of the
City's operations.
General Law Cit
California law recognizes two types of cities: general law cities and charter cities. The
City of Costa Mesa, incorporated in 1953, is a general law city. Like 80 percent of
California cities, Costa Mesa's Council structure, planning procedures, and many other
aspects of local government are established by state law. The City's Municipal Code sets
forth local laws and refines state law. Charter cities are governed by the provisions of
their own adopted charters, particularly on matters not addressed by the laws of the State
of California. Charter cities tend to have more local authority than general law cities, and
may exercise powers not specifically prohibited by state law.
Council/Manager Form of Government
The City of Costa Mesa operates under a council/manager form of government. The City
Council (5 members) is elected at large, and hires a city manager to manage the
administrative functions of government and he responsible for effective and efficient
municipal operations. Council Members serve four-year terms with not more than two
such terms. The Mayor is selected by the Council from among the council members, and
holds the position of Mayor for two years. As a member of the City Council, the Mayor
retains the right to vote, make and second motions, and participate in debates. The
Mayor has the additional responsibility of maintaining order during council meetings and
providing general leadership. The Mayor does not have veto powers.
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hVut to City Council
The City Council receives input from many sources; each source contributing to the
policy-making process. Commissions, committees, and boards are key in this process,
providing citizens and state the opportunity to work together on a variety of policy -
relevant issues.
Levels of City Government
It is important for commission, committee, and board members to understand the
functions and responsibilities of the different levels of city government and the functions
of each city department. The following city organization chart (Exhibit "A') and
summary of roles and responsibilities illustrate the relationships among city departments
and the City Council:
City Council
The City Council is the governing body of the City, elected directly by the
citizens, and vested with all the regulatory power of the City. As elected
representatives, council members provide a direct link with the citizens, and
ensure the responsiveness of local government. All employees, officers, boards,
commissions, and committees of the City are directly or indirectly accountable to
the City Council.
Redevelopment Aeencv
The Costa Mesa Redevelopment Agency is a public corporation, separate from
the incorporated City of Costa Mesa, established for the purpose of transacting
business to revitalize the physical and economic condition of an adopted project
area. The City Council members serve as the five member agency. The Chair
is selected from among the members and serves in this position for two years. The
Agency determines redevelopment areas and coordinates, plans and undertakes
redevelopment activities and projects within the City. In addition, the Agency
utilizes not less than twenty percent (20%) of all taxes allocated to the Agency
from the State Redevelopment Housing Set-aside fund for the purpose of
increasing, improving and preserving the City's supply of low and moderate
income housing available at an affordable housing cost.
City Manaeer
The City Manager is appointed by the City Council as the City's chief
administrative officer. The City Manager implements policy and coordinates day-
to-day operations. The City Manager is responsible to the Council for
coordination of all City departments, ensuring their efficient and effective
performance.
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Boards. Commissions, and Committees
Boards, commissions, and committees act in an advisory capacity to the City
Council. These bodies may assist the City Manager or one or more department
heads with a specific task. Boards, commissions and committees make
recommendations to aid the Council in making sound decisions concerning
resource allocation and policy formulation. The benefits of the work done by
these groups include:
• Identifying and focusing attention on specific problems of a policy nature;
• Weighing specific community values;
• Reviewing and selecting alternatives for policy discussion;
• Functioning as a sounding board in bringing community attitudes and needs
into focus. Boards, commissions and committees identify and study specific
problems or policy matters, and may provide in-depth study of specific areas
for which intense study would not otherwise be possible. In addition, board,
commission and committee members may provide professional expertise in
given fields.
Department Heads
City department heads work with and under the direction of the City Manager in
carrying out the policies of the City Council. Department Heads may be assigned
to work with commissions and committees in an advisory and staff support
capacity.
CITY DEPARTMENTS
Administrative Services
The Administrative Services Department consists of five divisions:
Personnel, Risk Management, Management Information Services (MIS),
Recreation, and Telecommunications.
Personnel
Personnel is responsible for the recruitment, testing, and selection of over
570 full-time employees, and overall administration and coordination of
the City's personnel program. The latter includes administering the City-
wide classification and compensation plan; coordinating employee
training and recognition programs; conducting wage, salary, and benefits
surveys; coordinating employee labor relations activities w dictated by
law; and administering written employment policies.
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Risk Management
Risk Management is responsible for the worker's compensation and safety
programs; the City's property protection program; administering the
employee insurance and retirement programs; the City's liability program,
including claims administration; loss funding and loss control; and related
insurance procurement.
MIS Division
The MIS Division develops, implements, and maintains automated
business accounting systems for all City departments, while managing the
continuing changes in information technology. This Division is
functionally organized into sections that maintain specific data processing
disciplines necessary to support the City's information processing needs.
The Central Services Section is comprised of the mailroom, which
provides centralized photocopying, mail and messenger services; as well
as word processing, which provides centralized typing. Grapbics/Printing
provides typesetting, paste-up, design, and printing services.
Recreation Division
The Recreation Division is responsible for the development, supervision,
and coordination of extensive recreation and social programs. These
programs are designed to provide meaningful avenues of self expression,
as well as providing cultural, social, and physical development
opportunities for city residents. This Division is also responsible for
overseeing the Costa Mesa Golf and Country Club contract and associated
capital improvement projects. The Recreation Division consists of three
sections: Administration, Athletics and Fitness, and Youth and
Community Services.
Telecommunications Division
The Telecommunications Division is responsible for the operation of the
Public Safety Dispatch Center. This Center provides dispatching service
to police, fire, and paramedic units deployed throughout the City. The
Center is fully staffed twenty-four hours a day, seven days a week. In
addition to its public safety radio networks, the Center is the Public Safety
Answering Point, or PSAP, terminating Costa Mesa 9-1-1 and other
emergency telephone calls Brom the community. The
Telecommunications Division also works with the Police and Fire
Departments on Disaster Preparedness and Emergency Procedures.
Additionally, this Division provides video production support services to
various City departments for the City's municipal access channels.
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City Attorney
This Department provides legal services to the City Council, the Planning
and Parks Commissions, the Costa Mesa Redevelopment Agency, and
City departments. It provides legal counsel and advice during all official
meetings and study sessions; assists in the preparation of ordinances and
resolutions, and prepares contracts and lease agreements. The City
Attorney's Office interprets and applies local, state, and federal laws, and
conducts litigation in all state federal courts.
City Manager
The City Manager's Office consists of an Administration Division,
Housing and Community Development Division, and City Clerk's Office.
The Administrative Division
The Administrative Division is responsible for the coordination and
implementation of all functions of the City within the framework of policy
established by City Council. This Division also supervises all City
departments and other agencies providing service to the City on a
contractual basis; formulates recommendations and reports to the City
Council concerning city issues and operations; informs City Council on
financial conditions and future needs of the City; prepares and submits the
annual budget to the City Council; and keeps the public apprised of the
operations of the City government.
Housing and Community Development Division
The Housing and Community Development Division is responsible for
providing technical and financial assistance to all eligible homeowner; in
the community through interest loans or direct grants, such as the
Community Development Block Grant (CDBG) program, and HOME
Program. The Division also implements special housing programs as
directed by the City Council.
City Clerk's Office
The City Clerk's Office maintains the City's legal records and information
regarding City operations. Responsibilities of this office include:
supervising all municipal and special elections; preparing the agenda and
minutes of all regular and special City Council meetings; maintaining and
certifying records of all ordinances, resolutions, written contracts and final
tract maps; publishing the City's legal notices; and administering oaths of
office.
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Development Services Department
This Department provides a combined service to the community in the
areas of land use planning, redevelopment, municipal code enforcement,
building construction plan check, and building inspection. The
Department is divided into three divisions: Administration, Planning, and
Building/Safety.
Administrative Division
The Administrative Division provides Department direction and clerical
support. The Division is responsible for follow-through and completion of
Planning Commission and Redevelopment Agency agendas and reports, as
well as applicable City Council reports.
Planning Division
The Planning Division, consisting of three sections, Advanced Planning,
Current Planning, and Redevelopment, guides development in the City.
The Division assists in the formulation of long term goals and objectives
established by City Council; prepares special land use related reports
primarily for the Planning Commission; analyzes the environmental
impacts resulting from proposed projects; prepares the Specific Plan; and
prepares and revises the City's General Plan. This Division is also
responsible for the dissemination of zoning information to the public and
the processing of development requests. Redevelopment issues and
projects are also addressed through [his Division. Planning is responsible
for providing assistance to the Costa Mesa Redevelopment Agency, as
needed.
BuildinvJSafety Division
The Building/Safety Division has three sections: Plan Check, Building
Inspection, and Code Enforcement. The Plan Check section provides
structural plan check services to determine compliance with uniform
building codes at the public counter, on the telephone and through
development plan submittals. This section also issues building permits as
required by code. The Plan Check section updates and maintains building
records, and disseminates information pertaining to the City's building
permit process.
The Building Inspection Section performs structural inspections to
determine compliance with approved building plans. This Section
includes structural, electrical, mechanical, and plumbing inspectors and
building clerical support staff who work with property owners and
businesses to ensure developments are in compliance with uniform
building codes, and that the proper permits are obtained. Certificates of
occupancy are issued (commercial and industrial buildings), and release of
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utilities(residential/commercial/industrial buildings) are granted by this
section, once all requirements are met, and related fees are paid.
The Code Enforcement section is responsible for the enforcement of
municipal code provisions which are not enforced by the Police
Department. Examples of municipal code sections governed by Code
Enforcement include trash and debris, illegal signs, inoperable vehicles,
substandard housing, illegally -converted garages, and many other zoning
violations. This section is also responsible for public entertainment and
special event permits.
Finance Department
The Finance Department is responsible for: preparing and administering
the City's annual budget; maintaining a general accounting system;
collecting all taxes and revenues of the City; investing cash reserves;
preparing financial reports; administering the payroll; procuring
equipment and supplies; and control inventories of the City. The Finance
Department is comprised of four divisions: Administration, Accounting,
Purchasing, and Treasury Management.
Administrative Division
The Administrative Division is responsible for preparing and
administering the City's Annual Budget; providing financial advice to the
City Manager and the City Council.
Accounting Division
The Accounting Division maintains the general accounting system, the
payroll system, and the fixed assets system; reconciles bank accounts; and
prepares various financial reports.
Purchasing Division
The Purchasing Division provides centralized procurement of all services,
supplies, and equipment for all departments of the City. It also maintains
the City's central warehouse.
Treasury Management Division
The Treasury Management Division provides centralized cashiering,
collection, and accounting for improvement district bonds; maintains fund
ledgers; prepares fund reports; reconciles bank accounts; collects for all
business and dog licenses; and collects all accounts receivable.
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Fire Department
The functions of the Fire Department include: enforcement of laws
relating to fire prevention; extinguishment of structural, brush, and any
other types of fires; abatement of any hazard or nuisance caused by any
substance that presents a threat to the public due to toxicity, radioactivity
or flammability, provision of rescue and/or medical care to any person in
distress; and performance of other functions as may be delegated by the
City Manager or the City Council.
The Costa Mesa Fire Department accomplishes these functions through its
three divisions: Administration, Suppression/MIC (Mobile Intensive
Care), and Prevention.
Administration
This Division provides the direction for planning programs, establishing
policy and coordinating the functions of all other departmental divisions.
Sunoression/MIC Division
The Suppression/MIC Division is responsible for the direction of eight (8)
fire companies staffed on a 24 hour basis by three shifts of firefighting
personnel. Mobile Intensive Care is responsible for the delivery of
advanced life support emergency medical care at the scene of an
emergency incident.
Prevention Division
This Division is responsible for the development of life safety standards
and the enforcement of the fire codes. This Division is further responsible
for the delivery of public education to the community and administration
of the Weed Abatement Program.
The Weed Abatement Program eliminates potential fire hazards by
clearing vacant land parcels of weeds, brush, and debris. Fire involving
weeds, debris, and brush may spread to valuable property. This would
require a commitment of Fire Department Suppression/MIC resources that
should otherwise be available for more life-threatening emergencies.
Police Department
The function of the Police Department is to maintain social order within
prescribed ethical and constitutional restrictions. This involves:
prevention of crime; repression of crime; apprehension of offenders;
recovery of property; and regulation of noncriminal conduct. These
objectives are accomplished through the enforcement of local, state, and
federal laws. The Police Department is composed of four divisions:
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Administration, Administrative Services, Patrol Services, and Operations
Services.
Admudstrative Division
The Administrative Division is responsible for direction and planning
based upon interaction and feedback from all divisions. This Division
includes the internal affairs and legal advisor functions.
Administrative Services Division
The Administrative Services Division is responsible for the support
functions in the department, including, but not limited to: records and
information systems; crime scene investigation; photographic services;
training; planning and research; property and evidence; custody and court
liaison services; building and equipment maintenance; and animal control.
Animal control is responsible for the regulation, control, and prevention of
rabies in the wild and domesticated animal population of the City. This
section is firther responsible for the impoundment of animals found at
large or unlicensed, and the enforcement of those laws and ordinances
applying to animals within the City.
Patrol Services Division
The Patrol Services Division is responsible for: field area policing (patrol);
helicopter patrol; gang and special enforcement detail; crowd control unit;
the special weapons and tactics squad; crime prevention/community
relations, and the D.A.R.E. program.
O9perations Services Division
The Operations Services Division is responsible for traffic enforcement
and control; contract policing and special event policing; and the Detective
Bureau, which conducts follow-up investigations, prepares criminal
matters for prosecution, and processes juvenile offenders.
Public Services Department
The Public Services Department is responsible for providing a variety of
services in the City commonly known as `Publics Works." Public Works
traditionally includes streets, highways, public buildings, equipment
maintenance, water supply, storm water control, street lights,
transportation and traffic control, and liquid and solid waste management.
The City of Costa Mesa provides all of these services with the exception
of water supply, which is managed by the Mesa Consolidated Water
District. The Costa Mesa Sanitary District (CMSD), an independent and
separate agency, has primary authority over liquid and solid waste
management. The City, by contract with the CMSD, provides the
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manpower and equipment to administer and manage the District's day-to-
day operation.
The Public Services Department consists of six divisions: Administration;
Engineering Services; Facilities and Equipment; Parks and Parkways;
Project Administration; and Transportation Services.
Administrative Division
The Administrative Division is responsible for direction and planning in
the Department, based upon interaction and feedback from the remaining
divisions. This Division advises the City Manager on public works
projects, oversees reports to the City Council, as well as the Parks,
Recreation Facilities and Parkways Commission, and ensures that City
Council Community Objectives for the Department are implemented.
Engineering Services Division
The Engineering Services Division is responsible for the design and
coordination of capital improvement projects located within the public
right-of-way, as well as the maintenance of streets, curbs, gutters,
sidewalks, storm drains, and sewers. The Division also reviews conditions
and inspects development -related projects. The Sanitation section of this
Division provides contract waste management, maintenance and operation
of sewers, and the administration of contracts for collection, proper
disposal, and recycling of solid waste.
Maintenance Services Division
The Maintenance Services Division is responsible for the care,
maintenance, repair and alteration of the City's municipal facilities,
equipment, utilities, parks, parkways and roadways. The Administration
section plans, organizes and directs all functions of the division. All
capital improvement projects and all major construction involving City
municipal facilities is coordinated by this Division including construction
efforts to comply with Americans with Disabilities Act and Title #24 for
City facilities. The Division consists of five (5) sections:
• Streets Maintenance
• Traffic Operations
• Facilities and Fleet Maintenance
• Parks and Parkways Maintenance
• Sanitation
12 (Comms &k)CO'MV
Revised: 51"5
Proiect Administration Division
The Project Administration Division is responsible for the contract
administration and construction management of all capital improvement
projects developed by the Public Services Department. Contract
administration includes: project advertising and award; change order
processing; compliance with construction contract requirements (legal and
financial); and the processing of all payments to contractors. Construction
management includes supervision and inspection of construction in the
public rights-of-way; compliance with project plans and specifications;
calculations of quantities for payments to contractors; and maintenance of
good public relations with businesses and residents in project areas.
Transportation Services Division
The Transportation Services Division is responsible for the safe and
efficient movement of people, goods, and services throughout the
community. Although traffic on city streets is of primary concern, this
Division is also responsible for the safety of pedestrians and bicyclists,
and oversees pedestrian linkages, as well as local and regional bicycle
routes. The Transportation Services Division provides expertise to the
Planning Division pertaining to traffic impacts, on-site circulation and
parking for development projects. The Division also provides city-wide
monitoring to identify, manage, and eliminate potentially hazardous traffic
conditions. The application of "scientifically accepted" principles in
traffic engineering and transportation planning are utilized to improve and
maintain the transportation system network to meet current and future
needs of the City.
III. POLICIES, PRACTICES, AND PROCEDURES
A. Commissions. Committee and Board Authorization and Formation
The City Council appoints commissions, committees and boards based upon the
need for citizen input on matters of importance to the community. Citizen
commissions, committees and boards are created at the request of individual
council member;, local organizations, or citizens. "Committee Formation
Application Forms" and "Committee Interest Forms" forms are available for all
parties interested in petitioning the City Council for the creation of such a body.
Upon review of the Committee Formation Application, the City Council may
constitute a new commission, committee or board by formal action. A formation
statement is formulated for each commission, committee or board establishing it
as a part of the political process. While the Planning Commission is established
by state law, other commissions, committees and boards are established by one of
the following: (a) municipal code, (b) ordinance, (c) resolution, (d) minute
order, or (e) informal direction. In addition to establishing the commission,
13 (Cormmnndbk)CtyM9
Revised: 5/16/05
committee or board, the source document also includes guidelines on purpose and
authority of the commission, committee, or board; number of members; and other
items of clarification.
Ad Hoc and Standing Committees and Boards
A committee or board may be established as ad hoc or standing. Ad hoc
committees and boards are called to serve a limited and specific purpose, and are
dissolved when the committee or board has served its stated purpose. Standing
committees, on the other hand, deal with more perennial issues, and fulfill their
purpose on a continuing basis. When creating an ad hoc committee, the City
Council will designate a deadline for completion of the committee's work. The
Council has the authority to extend or shorten the committee deadline. Once the
final deadline has been reached, the committee will automatically cease to exist.
Standing committees may also be terminated if the City Council so decides.
B. Membership Application and Procedures
The City Council appoints members to various commissions, committees, and
boards.
For the practices and procedures governing the recruitment and appointment
process for both the Planning and Parks & Recreation Commissions, please refer
to Council Policy 000-2.5. This Policy also identifies other information specific
to both Commissions.
Committees and boards serve staggered terms. The Mayor may appoint a
chairperson pro tem of a committee to assist in organizing, after which time the
committee may annually elect a chairperson from among themselves. The
chairperson is the presiding officer for the committee or board. The position is
rotated on an annual basis to other members. The Mayor designates at least one
member of the City Council to serve as a non-voting liaison to each committee.
All commission, committee, and board members serve at the pleasure of the City
Council for designated terms: Committee and board members are typically
appointed for two years, unless otherwise specified by the City Council.
If a member wishes to be reappointed, a letter or "Committee Interest Form"
requesting reappointment must be submitted to the Mayor prior to the term
expiration date. Unless reappointment is desired, and such application is
received, committee and board members are required to step down after their
terms have been completed. Committee and board members may step down or
resign by submitting a letter to the Mayor. In addition, the City Council may
request resignations or terminate membership at any time for any committee or
board member.
14 (CatunrNdbk)Ct~
ReA.d: 5/16105
Notification Process
The staff liaison notifies all applicants of their appointments or reappointments
and the term expiration date in writing. All applicants not appointed or
reappointed are notified in writing by each staff liaison, and are informed that
their application will be kept on file for consideration at the next recruitment.
Staff liaisons are required to contact non -appointed candidates prior to the next
recruitment to determine whether they are still interested in serving.
Prior to taking office, all commissioners must complete an Oath of Allegiance,
required by Article XX, Section 3, of the Constitution of the State of California.
All oaths are administered by the City Clerk. Newly -appointed commissioners
should make arrangements to take the Oath immediately after appointment. Upon
taking office, new members are given a copy of the handbook as well as Council
Policy 000-2 on commissions, committees and boards. According to the
California Attorney General, advisory committee and board members are not
required to take the constitutional oath; however, staff liaisons shall provide each
new committee/board member with a handbook and Council Policy 000-2.
Membership Terms
Upon the formation of a new committee, or board, staggered membership terms
are established by the City Council. The expiration of these terms are tied to one
of two time periods:
April
October
In February of 2003, City Council redefined the terms of Planning Commissioners
and Parks and Recreation Commissioners to coincide with the concurrent term of
the respective appointing Council Member (see Council Policy 000-2.5 for
details).
The Recntitment Schedule
In conformance with California Government Code Sections 54970 through 54976,
the City Clerk annually publishes an appointment list of all regular and ongoing
commissions, committee, and boards for which the City Council has appointive
power. The list is available to the general public. The City of Costa Mesa issues
press releases announcing vacancies and application deadlines, and encouraging
Costa Mesa residents to submit interest applications for consideration at the time
of commission/committee/board vacancies. Vacancies may be filled immediately
or held open until a regular appointment time period occurs. The Mayor and each
member of the City Council review the submitted interest applications when
considering appointments.
15 (Cormnnndbk)cryMW
Revised: 5/16/05
April Committee/Board Recruitment — Approximate Deadlines
1. JANUARY — Staff liaisons shall notify those existing members whose
terms are expiring, that they must provide a letter of interest to the City
Council if they wish to continue to serve. Letters of interest shall be
mailed/sent to the staff liaison for compilation, and must be received by
the fast Monday in January. Staff liaisons are then to provide the City
Manager's office with number of vacancies on committee or board.
2. FEBRUARY — City Manager's office to send out press release on
committee and/or board vacancies. Staff liaisons compile information on
interested applicants.
3. MARCH 1sT — Staff liaisons submit information on prospective candidates
for appointment/reappointment to the City Manager's office for inclusion
in the City Council staff report.
4. APRIL — City Council appoints/reappoints members.
5. APRIL/MAY — Staff liaisons forward updated rosters (members names,
addresses, phone numbers, and term expirations [month/year]), and work
program to the City Manager's Office for compilation into the master
roster. The City Manager's Office distributes updated rosters to all staff
liaisons.
6. Staff liaisons will write appropriate letters to appointed committee
members and forward to the City Manager's Office for signature by the
Mayor.
October Committee/Board Recruitment — Approximate Deadlines
1. JULY — Staff liaisons notify those existing members whose terms are
expiring, that they must provide a letter of interest to the City Council if
they wish to continue to serve. Letters of interest shall be mailed/sent to
the staff liaison for compilation, and must be received by the first Monday
in July. Staff liaisons are then to provide the City Manager's office with
number of vacancies on committee or board.
2. AUGUST — City Manager's office sends out a press release on committee
and/or board vacancies. Staff liaisons compile information on interested
applicants.
3. SEPTEMBER 1sT — Staff liaisons submit information on prospective
candidates for appointment/reappointment to the City Manager's office for
inclusion in the City Council staff report.
4. OCTOBER — City Council appoints/reappoints members.
16 (Commnndbk)CtyMW
Revisal: 5/16/05
5. OCTOBER/NOVEMBER — Staff liaisons forward updated rosters
(members names, addresses, phone numbers, and term expirations
[month/year]), and work program to the City Manager's Office for
compilation into the master roster. The City Manager's Office distributes
updated rosters to all staff liaisons.
6. Staff liaisons will write appropriate letters to appointed committee
members and forward to the City Manager's Office for signature by the
Mayor.
PlanninWParks & Recreation Commissions - Recruitment/Appointment Process
Please refer to Council Policy 000-2.5 (see Practices and Procedures
section, 1. Appointments)
2. Staff liaisons forward updated rosters (members names, addresses, phone
numbers, and term expirations [month/year]), and work program to the
City Manager's Office for compilation into the master roster. The City
Manager's Office distributes rosters to all staff liaisons.
3. Staff liaisons will write appropriate letters to appointed commissioners
and forward to the City Manager's Office for signature by the Mayor.
Alternate Committee Members
Alternate committee and board members may be appointed by the City Council.
While precluded from voting, alternate members are encouraged to participate
fully in committee/board activities. However, an alternate may vote if a regular
member is absent at the time of the meeting. Should a vacancy occur on a
committee/board, an alternate shall automatically fill the vacancy left by the
departure of a full member, based on the following priority criteria:
1. The first priority for appointment shall be made on the basis of the
alternate with the most seniority.
2. The second priority for appointment shall be made on the basis of the
alternate with the best attendance record.
3. The third priority for appointment shall be made at the discretion of the
Council Liaison.
Staff liaison shall advise the City Manager's Office of automatic move -ups of
alternates to full member.
17 (Cmmnn k"Mgr
aev :5/16/05
C. Work Program
Each commission, committee and board is expected to fulfill its stated purpose.
The establishment of a work plan allows the City Council to evaluate the work of
the commission, committee, or board. Staff liaisons shall prepare a status
report on the work plan by the end of March of each year. This report will
be included with the April appointment requests for review by City Council.
This status report includes:
1. Evaluation of the previous year's progress.
2. Delineation of the upcoming year's program goals and objectives.
3. Proposed budget requests.
The City Council shall conduct a Committee Review Process once a year in April
to review the role and progress of commissions, committees and boards to
determine their effectiveness. In doing so, the City Council reserves the right to
revise the status of any commission, committee or board based upon their need
and benefit to the community.
D. Compensation
Except for the Planning and Parks Commissioners, no member of any committee,
commission and board receives compensation. Commissioners, committee
members and board members may be reimbursed for necessary expenses related
to the performance of their duties, if approved in advance, and in writing, by the
City Manager. No commissioner or committee member should incur expenses
without following the approved City procedure.
E. Scone of Authority
One of the most important aspects of understanding the role of a commission,
committee or board member is understanding the decision-making boundaries of
such bodies. The following section outlines commission, committee and board
members' scope of authority with respect to the City Council, City departments
and employees, the public, and outside agencies. All commissions, committees
and boards act in an advisory capacity to the City Council. As an advisory body,
commissions, committees, and boards do not receive, disburse, or in any way
possess money or any other valuable commodity, nor enter into any contract as an
agent of the City without prior authorization of the City Council. In addition,
commissions, committees, and boards are not involved in the hiring, promotion,
dismissal, or suspension of City employees. All action and business of
commissions, committees, and boards is to be conducted by the group as a whole.
No member is to transact business on an individual basis unless duly authorized
by a majority of the quorum. Should a split opinion exist on commission action,
the majority report that is sent to the Council as the recommendation should
include an attached explanation outlining reasons for dissent.
18 (Cmmn &k)CtyMW
ser :5116105
Relations with the Citv Council
Commission, committee and board members should always be open in
communicating with the City Council. Contact should never be used to
circumvent fellow commission, committee or board members, or the staff.
All formal communication to the City Council should be in writing, with
written reports and minutes distributed to the Council after each
committee, commission or board meeting.
A commission, committee or board recommendation may be included in a
staff report presented to the City Council by the City Manager. If a
commission, committee or board desires to suggest major changes or
additions to city policies, the commission, committee or board must fust
review the issue with its assigned staff liaison.
Relations with City Staff
The relationship between the staff liaison and advisory body is pivotal.
One or more staff liaisons are assigned to each committee, commission
and board to: attend meetings; speak to procedural and policy issues;
coordinate the distribution of agendas and minutes; and provide support by
preparing reports and assisting in special projects. Council approval shall
be required for any Committee or Board assignment which requires more
than four (4) hours of staff time. Staff liaisons are appointed by the City
Manager or his designee. Staff liaisons are not considered members of the
commission, committee or board and have no power to vote on
commission, committee or board matters. Because of their support
position, staff members should not respond to questions from the public at
commission, committee or board meetings, unless requested to do so by
the Chair. The staff liaison will assist in identifying issues, which may
need the commission, committee, or boards attention, and will assist in
suggesting alternatives the commission, committee or board may consider.
Staff's recommendations are purely advisory. The following are
important guidelines to follow in maintaining effective working
relationships:
Contacts should only be made with the staff member assigned to
the commission, committee or board. At such time as a
commissioner, committee or board member wants to make contact
with a higher level supervisor, the member should notify the
assigned staff person of this contact.
2. Contacts with staff members should be clearly within the
framework of the commission, committee or board assignments.
3. Commissioners, committee and board members should not ask for
individual reports, favors, or special consideration. Any
19 (C.Hndbk)Ct~
Revised: 5/16105
assignment requiring more than (4) hours of staff time requires
prior City Council approval.
4. Citizen complaints heard by commissioners or committee and
board members should be referred directly to the staff liaison
assigned to the commission, committee or board.
S. The assigned staff liaison reports directly to a supervisor and may
not be able to carry out every recommendation that a commission,
committee, or board may have without obtaining his or her
supervisor's approval.
Relations with the Public and Outside Agencies
It is important to recognize that a commission, committee, or board
member's actions and comments can be interpreted as that of the entire
advisory body, city council, or city as a whole. For this reason, the
following guidelines should be followed:
1. There should be no promises made to the public that are binding on
the commission, committee, board, City Council, or City staff.
2. Comments to the public and to the press should be factual.
3. Technical questions which cannot be answered by commissions,
committees or board members should be referred to the staff
liaison for a response.
4. Commission, committee and board members have an obligation to
listen to input from the public in a courteous and appropriate
manner.
5. Individual comments of commission, committee and board
members should always be distinguished from full commission,
committee or board positions. Special care should be taken when
talking to the press or City Council to distinguish individual
viewpoints from official commission, committee or board
positions.
6. Commission, committee and board members are free to engage in
political campaigns or partisan activity while serving on a
commission, committee or board. However, ethics and common
sense should be applied. Commission, committee or board
member: who work on a political campaign may not do so in the
name of the commission. City government is nonpartisan.
Therefore commissions, committees and boards are nonpartisan,
and cannot take action to sponsor political candidates.
20 (comm &k)C1yldge
Revised: 916/05
F. Conflict of Interest
Commission, committee or board members are subject to conflict of interest
provisions. These provisions, outlined in various sources, are designed to protect
the public from biased decisions based on financial interests. There are a number
of sources of conflict of interest laws, including the Political Reform Act of 1974,
(Government Code 8100% Chapter X of the Costa Mesa Municipal Code, and
other sections of the Government Code. Each of these sources is consistent in
holding commission and committee members responsible to disclose their
financial interests, and to abstain from participating in any matter before the
member's commission or committee which may have a material effect on the
individual member's financial interest.
Commission, committee and board members are required to file annual statements
of economic interest which disclose the member's interest in investments, real
property, and income designated as reportable. Disclosure forms and instructions
are available through the City Clerk's Office.
Any member of a local agency who knowingly fails to disclose such interest will
be guilty of misconduct in office. The penalties for violating conflict of interest
laws are serious, and may include fines and a prohibition against future service in
public office. If a commission, committee or board member is uncertain as to a
possible conflict of interest, it is generally best to refrain from participating and
voting on the matter at hand. A safe way to deal with a possible conflict is for the
member to state the basis for his/her conflict of interest immediately after the
chairperson announces the item for consideration. Clarification as to what
specifically constitutes a conflict of interest may be obtained from the City
Attorney's Office through the staff liaison.
IV. MEETINGS
The commission, committee or board meeting is the time and place for decisions and
actions. The following outlines policies, procedures, and guidelines for running effective
meetings:
A. Brown Act
The City of Costa Mesa's commissions, committees and boards must conduct
business based upon provisions of the Brown Act, which deals with the conduct
of public meetings. The Act requires that meetings of all boards, committees, and
commissions be open to the public. To abide by this provision, an agenda must
be posted in a location freely accessible to the public at least 72 hours before the
scheduled meeting. Each agenda must contain sufficient information to briefly
describe each item to be transacted or discussed at the meeting. A commission,
committee or board is prohibited from taking action on any item not on the posted
agenda. All documents presented to a commission, committee or board me
considered public record unless otherwise determined by the City Attorney.
21 (C.m dbk)CtyMW
Revised: 5/1"5
B. Public Meetings
Every resident of or property owner in the City of Costa Mesa has the right to
address a commission, committee or board regarding any item on the agenda.
They may do so by requesting permission for the floor from the chairperson.
When possible, oral and written requests should be made prior to the motion on
the subject. When granting permission to speak, the chairperson should request
that the speaker state his/her name and address for the record. The chairperson
may limit the time for public comment, and request that speakers avoid reiterating
positions previously presented.
C. Meeting Times. Ouorums. and Attendance
Commissions, committees and boards establish their own regular time and place
of meetings. The time and place for regularly scheduled meetings are set either
by ordinance, commission, committee or board bylaws, or whatever rules that
have been adopted by the commission, committee or board. If the regular
meeting date falls on a holiday, the commission, committee or board should
establish another date for the meeting. If no such arrangement is made, the
meeting will automatically be held on the next regular business day. A special
meeting may be called by either the Chair or majority vote of the membership
when an issue is urgent and action is required before a regular meeting takes
place, or when an in-depth discussion of an issue is needed. Written notice to the
commission, committee or board members and the press is required 24 hours
before the time of the meeting. The notice should specify time, place, and
business to be transacted.
When addressing Citywide or area wide issues, Commissions, Committees and
Boards may find it beneficial to schedule a Study Session. Such meetings are
allowed for under the law in order to provide input to City staff on broad policy
matters such as the formulation of ordinances, resolutions or policies. No action
may be taken at any scheduled Study Session and meetings must follow the same
procedures as regularly scheduled meetings including but not limited to
provisions for posting of agendas and public comments. While Study Sessions can
be a very effective tool for communicating ideas and requests for information to
City staff, care should be taken to restrict deliberations to broad policy matters as
noted in the preceding.
In order for a commission, committee or board to conduct business, a quorum
must be present. A majority of the members constitutes a quorum.
Subcommittees established by the commission, committee or board do not require
a quorum of the full membership to conduct business.
In cases in which the membership of a commission, committee or board is
reduced to less than a majority of the members due to vacancies, the quorum shall
be a majority of the remaining members of such body until the vacancies are filled
by City Council. However, under no circumstances shall the quorum be lowered
22 (C..Hndbk)CIyMg
Revised: 916W
to less than three (3) commission, committee or board members. (For example, a
committee formed by City Council which has seven members would need four
members to be present for the committee to take formal action on a matter on the
agenda for the meeting. If vacancies occur due to resignations of the members,
the quorum is adjusted to require a minimum of three members. Once the
vacancies are filled, the quorum returns to four members).
To ensure effective meetings and decisions, commission, committee and board
members are expected to attend all meetings and should make every effort to do
so. Unless for an excused absence (vacation, illness, etc.), absence from three
consecutive meetings or more than four unexcused absences out of twelve
meetings a year, may constitute a basis for dismissal by the City Council. For
those committees or boards meeting less than twelve times a year, unexcused
absences that exceed 33 1/3% of the total number of meetings a year would also
establish a basis for dismissal by City Council. In the event of an excused
absence, a member should notify the Chair in advance of the meeting.
D. Minutes
Minutes are required for every standing commission, committee and board regular
or special meeting. Minutes constitute the official record of the proceedings.
The minutes are a record of resolutions, transactions, findings, and other
determinations. Commission, committee and board meetings may be taped to
facilitate the preparation of the minutes. The minutes must contain the following:
the members of the commission, committee or board and staff who are present;
the time the meeting convenes and adjourns; a description of the items discussed;
the names and addresses of people who have spoken at the meeting (and their
opinions about decisions or issues, if requested); all motions made and the votes
taken; and any stated reason for abstentions and'rno" votes. Only action minutes,
rather than verbatim minutes, will be taken, due to the cost involved in minute
preparation. Each Committee is responsible for providing a Secretary from their
members to prepare the action minutes. This may be in the form of an elected
Secretary or a position to be rotated to a new member each meeting. The minutes
of all meetings must be reviewed and approved by the commission, committee or
board. After the meeting, the minutes will be distributed to the City Council, City
Manager, and other interested parties.
E. Parliamentary Procedure and Effective Meetings
Each commission, committee and board should follow Parliamentary Procedures
during meetings. Parliamentary Procedures are accepted methods for conducting
meetings, and are outlined in Robert's Rules of Order. Revisedwhich
commissioners and committee members should review. The following is a guide
for running effective meetings, based on principles of Parliamentary Procedure:
General Principles of Parliamentary Procedure
a. Practice justice and courtesy for all.
23 (C. mm dbk)CIyMgr
Revised: 91"5
b. Do only one thing at a time: one subject at a time; one speaker at a
time.
C. Business must be conducted.
d. Facilitate action, not obstruct it.
e. All members are equal.
f. The majority decides.
g. The rights of a minority must be protected.
h. Silence gives consent.
i. A question once settled may not be reintroduced.
j. Human feelings must be respected.
2. Goals of Meetings
a. Ensure that majority rule prevails.
b. Assure that the dignity of all members is respected.
C. Provide for a logical order of business.
3. Types of Meetings
a. Regular - These meetings are held at specified times and deal
with general business of the commission, committee and board.
b. Special - These meetings are convened to treat a specific item.
No other business can be discussed at a special meeting.
C. Study Session — These meetings are convened to provide input or
pose questions to City stats on issues of Citywide or area -wide
significance.
4. Types of Procedures
a. Formal - This procedure does not permit discussion of a subject
until it is offered as a motion, then seconded and restated by the
Chair.
b. Informal - The members are permitted to discuss the subject prior
to the presentation of motions. The informal procedure may form
better motions by permitting the group to arrive at a general
opinion before the making of a motion.
5. Conduct of Meeting
a. Addressing the Chair - Whether formal or informal procedure is
used, all discussion is controlled by the Chair. Members address
the Char as Mr. or Madam Chair.
b. Recognizing Members - The Char must recognize members in
the order in which they raise their hand.
6. Agenda/Order of Business
a. The agenda shall contain a brief general description of each item to
be considered. Except as otherwise provided by law, no action
24 (C.m dbk"Mar
Revised: 5116105
shall be taken or discussed on any item not appearing on the
agenda.
b. The order of business provides a logical sequence for group
considerations as well as the procedures by which the Chair
advances from one matter to another. It reviews actions taken at
the last meeting. The order of business also reports actions of
elected officials, communicates knowledge gained by special
committees, is a reminder of actions still pending, and furnishes
knowledge and facts recently attained. The sequence of items on
an agenda is as follows:
Call to order
a. The Chair presides at the meetings. In the Chair's absence,
the Vice Chair presides.
b. Quorum - Simple majority of the commission/committee/
board.
C. Open the meeting - To open the meeting, a roll call is
taken. If a quorum is present, the Chair will call the
meeting to order by announcing, "The meeting of the
commission/committee/board
will come to order." If a quorum is not present, the Chair
announces, "As there is no quorum, a motion to adjourn is
in order." The motion is made by a member, seconded, and
the meeting is adjourned by the Chair.
d. The secretary is responsible for posting a notice at the
entrance door when no quorum exists.
2. Minutes of previous meeting - Minutes are the official record of
the actions of the commission/committee board. They are
approved at the beginning of each meeting to establish continuity
of action.
3. Reports of members and standing. subcommittees - These reports
deal with accounts of what the various members have
accomplished. The reports offer a chance for the entire
commission/committee/board to be informed of the involvements
of the members and the various subcommittees.
4. Reports of special committees - Special committees study a
proposal suggested by the commission/committee/board, resident
or another body, and submit their findings at a
commission/committee/board meeting. These committees are
appointed by the Char. Committee reports should include: (a) A
statement of the issue (b) The approach used in seeking a solution
25 (Cmmnnndbk"Mgr
Revised: 5/16105
(c) information gathered, and (d) recommendations. All special
committees should keep the Chair informed of their progress and
report at the meeting that coincides with completion of their work.
Members should be advised prior to the end of a meeting that
specific reports will be presented at the next meeting. The item
should then be agendized. A copy of every report should be filed
with the staff liaison prior to preparation of the agenda. These
reports are advisory in nature. Commission/committee/board
approval is required if any of the recommendations are to be
utilized.
5. Announcements - The Chair mentions items of interest and
events. All effective announcements contain five elements: who,
what, why, where, and when.
6. Unfinished Business - This item concerns matters still under
study or discussion, as well as matters postponed from a previous
meeting.
7. New Business - Any proposal or issues not previously considered
by the group are dealt with during New Business. Items are
introduced in the form of a motion. In addition to die individual
members, the Chair is privileged to hold informal discussions on a
topic before a formal motion is made. The Chair states, "A motion
is now in order, what is your pleasure?"
8. Public Comment — The Brown Act requires that a time period be
set aside during the meeting for public comment. Each
commission, committee, and board shall determine where the
public comment period shall be on the agenda. It is suggested that
the public comment statement from the city council agenda be used
for speaker time allotment, total time allotted for public comment,
and exceptions thereto.
9. Adjournment - A motion to adjourn has highest precedence. It is
in order at any time but may not interrupt a speaker or voting.
There are two types of adjournment motions: To adjourn until the
next regular meeting or to adjourn to a specific time and place.
The second motion has priority over the first and is amendable
concerning time and place (but not the issue of adjournment). The
first is not debatable and hence not amendable.
7. Reminders for the Presiding Officer
a. Correct procedure should always be your goal.
b. Always state the exact wording when dealing with motions or
amendments. Ask to have an item repeated if you are unsure of the
correct wording.
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C. Discussion is not in order until the motion has been stated by the Chair.
d. The Chair should not voice a strong opinion at the beginning of a
discussion.
e. The Chair should always indicate clearly how a vote is to be taken; rather
than calling for "the usual sign."
f. The Chair should always call for the negative vote, saying, "Those
opposed, say `no'."
g. The adoption of an amendment does not mean adoption of the main
motion. The Chair should remember to state the main motion as amended.
h. It is better to say: "The motion is out of order" than to indicate an
individual is out of order.
The information and direction contained in this handbook will better assist all
commission, committee, and board members in understanding the City, their role, and
responsibilities. Additionally, use of the handbook as a tool by those involved — staff
liaison, commission, committee, board members, or city council — will ensure
consistency in procedures and practices involving all such advisory groups.
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COMMITTEE FORMATION APPLICATION
Proposed Name:
Task/Objective(s):
Type: ❑ Standing ❑ Ad Hoc
Proposed Membership:
Proposed Term of Office:
Committee Expenses (estimated):
Requested By:
Address:
Telephone:
Date:
Fax:
2$ (Cmmnnndbk)CryMW
Revised: 5/16105