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Home My WebLink About65B - COMMITTEES RESTRUCTURE AND APPTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 15, 2019 TITLE: DISCUSS AND CONSIDER RESTRUCTURING THE CITY COUNCIL COMMITTEES, ESTABLISH MEETING SCHEDULE AND APPOINT MEMBERS {STRATEGIC PLAN NO. 5, 11 TY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 161 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Adopt resolution rescinding current council committees and establish new council committees as approved by the City Council. Establish a meeting schedule for each standing committee. 3. Appoint 2 to 3 City Council members to each committee. The City Council first established Council committees in 1999. Since then, they have been periodically reviewed to ensure that the diverse issues and challenges facing the City are adequately addressed. Currently the City Council has four (4) established committees as follow: • Youth, Education and Community Services Committee -(and Joint Santa Ana Unified School District and City Council Committee) • Economic Development, Infrastructure, Budget and Technology Committee • Legislative Affairs, Ethics, Transparency and Communications Committee • Public Safety, Code Enforcement and Neighborhood Empowerment Committee Staff recommends the following standing committees and proposed schedule: Audit and Budget Council Committee: o Meet monthly January thru June o receive 2nd and 3m quarter updates o preliminary budget proposals o face-to-face with independent auditor for annual audit planning meeting 6513-1 Restructure City Council Committees January 15, 2019 Page 2 o Meet once in late October o receive preliminary fiscal year end o receive 15t quarter budget update o face-to-face with independent auditor for annual audit exit meeting o Lead Agency is the Finance and Management Services Agency 2. Public Safety Council Committee o Meet bi-monthly (February, April, June, August, October and December) o Lead Agency is the Police Department 3. Community and Economic Development Council Committee o Meet bi-monthly (January, March, May, July, September and November) o Lead Agency would be joint effort by Community Development, and Planning and Building Agencies 4. Code of Ethics and Legislative Council Committee o Meet semi-annually (February and August) o Lead Agency is the City Manager's Office 5. Joint Santa Ana Unified School District and City Council Committee o Meet semi-annually (April and October) o Lead Agency is the Parks, Recreation and Community Services Agency Ad Hoc Committees may be convened for any other policy direction required including technology, transportation, transparency, communications, infrastructure, personnel, and parks and recreation matters. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT Council committees make recommendations for City Council consideration; thus no fiscal impacts associated with this action. Staffing costs associated with holding meetings are included in the annual budget. Exhibit: 1. Resolution 65B-2 RESOLUTION NO. 2019-xxx A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA, RESCINDING RESOLUTION 2017-076 AND ESTABLISHING NEW COUNCIL COMMITTEES AND POLICY GOVERNING COUNCIL COMMITTEES WHEREAS, the City Council desires to gather facts and establish preliminary policies on issues of importance to the City through methods utilizing less than a quorum of the City Council; and WHEREAS, the City Council of the City of Santa Ana desires to encourage the use of Council committees to devote significant time and effort to issues of importance to its citizens; and WHEREAS, the City Council desires to establish a uniform policy applicable to all Council committees so that committee work will be performed in an efficient manner and in compliance with the Ralph M. Brown Act WHEREAS, The City Council now seeks to reorganize the Council Committees in order to improve efficiency and productivity of the committee process. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Santa Ana, California, does hereby: 1. Finds, determines and declares that from and after the date hereof, there shall be the following Committees of the City Council, as approved by a majority of the City Council, as follow: 1. Audit and Budget Council Committee: 2. Public Safety Council Committee 3. Community and Economic Development Council Committee 4. Code of Ethics and Legislative Council Committee 5. Joint Santa Ana Unified School District and City Council Committee Each committee shall consist of two (2) or three (3) Councilmembers. The members on the committees shall be appointed by a majority of the entire City Council at a public meeting. Committee members do not receive additional stipends or compensation for serving of these committees. A Councilmember member may not serve on no more than two (2) committees at a time. Each committee member shall serve on the committee for a two-year term commencing with the first meeting of each new City Council following a general election, but L• each Councilmember shall continue to serve on his or her committee until replaced. 2. The City Council hereby establishes a "Council Committee Policy" governing Council committees formed, which include less than a quorum of the full Council as its members. a. The purpose of the Council Committee Policy is to establish rules and regulations for the governance of City -sponsored committees in which two or three Council members are members in compliance with the provisions of State law including the Ralph M. Brown Act (Government Code section 54950, et seq.), when applicable. b. City -sponsored City Council committees fall into the following categories: 1. Standing Committees. Council committees that are permanent in nature and have two or three Council members shall be considered Standing Committees of the City Council. Standing Committees shall be of a long- term or permanent nature and shall comply with all noticing and posting provisions required under the Ralph M. Brown Act for less than a quorum of the city council. 2. Ad Hoc Committees. Council committees established on an Ad Hoc basis shall be those of a temporary or transitory nature. Typically, Ad Hoc Committees shall be formed for either limited time duration or for a short- term issue. 3. Joint Committees. City -sponsored committees are those committees that include two council members sitting on a committee with members of the public and/or members of other jurisdictions. Joint Committees do not include joint powers authorities, regional agencies or other organizations which are approved under Government Code Section 6500 et.seq. or by State Legislation. Joint Committees are those in which a Council member or two members serve with appointees from another jurisdiction, a City Commission, local citizens or a local non-profit The appointment of a single Council member and an alternate to serve in representative's absence shall not be considered two Council members on a Committee for the purpose of this policy. c. All standing committees shall be formed by resolution and shall approve by-laws which shall include the committee's scope of work, jurisdiction, regular meeting schedules (if any) or any other policy guidance as needed. d. All Standing Committees shall comply with the Ralph M. Brown Act. For Standing Committees with a regular meeting schedule, all notices and postings shall be made at least 72 hours before regular meetings of the Standing Committee. All L. other meetings of the Standing Committees shall be noticed in accordance with the rules established for special meetings or emergency meetings as is applicable. 3. Except as specified herein, Ad Hoc Committees shall not require posting and public notices for meetings. Ad Hoc Committee meetings in which members of the public are invited to speak or attend shall be publicly noticed in the same manner as if it is a Standing Committee. 4. Joint Committees shall be considered Standing Committees unless otherwise specifically designated as an Ad Hoc Committee. 5. The City Council shall review status of all Council committees at least every other year following an election. Ad Hoc Committees shall not remain in existence for more than one calendar year after their formation unless specifically approved by Council majority. 6. This Resolution repeals and replaces all previous resolutions in their entirety relating to this subject matter. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Ana, held this , day of , 2019. APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers L• - Miguel A. Pulido, Mayor CERTIFICATION OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of Council, do hereby attest to and certify the attached Resolution No. 2019- to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Maria D. Huizar, Clerk of the Council City of Santa Ana