TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, Acting City Manager
FROM:
Liza Tamura, City Clerk
Mark Leyman, Parks and Recreation Director
George Gabriel, Assistant to the City Manager
Patricia Matson, Management Analyst
SUBJECT:Title
Consideration of Approval of the Updated Boards and Commissions Handbook; Introduction and First Reading of an Ordinance Amending Chapter 2.44 of the Manhattan Beach Municipal Code Pertaining to City Boards, Commissions, and Committees; and Adoption of a Resolution Authorizing the City Clerk, with Approval from the City Manager and City Attorney, to Approve Certain Updates to the Handbook (City Clerk Tamura).
A) APPROVE UPDATED HANDBOOK
B) INTRODUCE ORDINANCE NO. 24-0008
C) ADOPT RESOLUTION NO. 24-0110
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Approve the updated Boards and Commissions Handbook;
b) Introduce and conduct the first reading of Ordinance No. 24-0008, which amends Manhattan Beach Municipal Code (MBMC) Chapter 2.44 pertaining to City Boards, Commissions, and Committees; and
c) Adopt Resolution No. 24-0110 authorizing the City Clerk, with approval from the City Manager and City Attorney, to approve certain updates to the Boards and Commissions Handbook without further action by the City Council.
FISCAL IMPLICATIONS:
There are no fiscal implications associated with the recommended action.
BACKGROUND:
On August 15, 2017, the City Council approved a modernized Boards and Commissions Handbook. Since the handbook’s approval in 2017, several revisions have been suggested, which would serve to update the content, provide clarity and uniformity to current policies, simplify text in certain sections, remove data-based items to ensure they don’t become outdated, and to improve the overall flow of the handbook.
While the current handbook authorizes the City Clerk to make minor administrative changes to the handbook, substantive revisions require City Council approval.
DISCUSSION:
Regulations, procedures and policies related to the City’s Boards and Commissions are formulated through the Handbook, Council Resolution and the Manhattan Beach Municipal Code. Thus, staff has drafted a revised Handbook, a new Council Resolution, and an Ordinance amending the Municipal Code. A summary of changes within each document are provided below.
Handbook
As part of efforts to ensure best practices are being followed, staff has compiled suggested revisions and attached an updated Boards and Commissions Handbook to the report. One version includes the proposed redlined edits and the second is an updated clean version that also includes new formatting, graphics, and title page that are consistent with the City’s Brand Guidelines.
The attached redlined version will showcase all proposed revisions, however, edits to the handbook that are considered more substantial are summarized in detail below (where applicable, all references to page numbers are from the redline version):
1. The “Strategic Plan” section was removed as the City no longer utilizes that plan.
2. The language authorizing the City Clerk to make edits to the Handbook was updated and moved from the “Policies and Procedures” section to the end of the handbook on page 32. The language proposes that the City Clerk, with approval from the City Manager and City Attorney, will have the authority to update the Handbook without further action by the City Council. However, any formal changes regarding the membership or role of the Board or Commission would be brought to City Council for consideration. Further information and a corresponding resolution for this request will be discussed later in the report.
3. A membership requirement from Resolution No. 17-0059 was added as a footnote on page 12 for the Cultural Arts Commission that states: “Gallery owners, dealers, producers, agents, and other profit-orientated intermediaries are not eligible for appoint to the commission.” The omission of this requirement was a clerical error.
4. Clarifying language was added to the “Qualifications” subsection on page 15 that states that board and commission members cannot be appointed if they are a current elected official of the City or if they are employed by the City of Manhattan Beach. This language is consistent with the City’s municipal code.
5. An “Attendance” subsection was added on page 17 regarding the expectation of board or commissions members to appear in-person for their meetings even though they are now held in a hybrid format. The subsection also requires that the member contact their Staff Liaison for the specific requirements, as dictated by the State Government Code, that need to be met to arrange for a member to join a meeting remotely.
6. The “Absences” subsection on page 18 was updated to reflect that the allowable number of absences for Student Representatives is four absences within a year (June 1 - May 31) instead of three. The handbook previously provided that non-attendance by student members during the summer were not considered absences, however, that statement has been removed. The enforcement of this section will begin with the new Student Representatives appointed in May 2025.
7. An updated subsection was added regarding causes for removal and resignations on page 18 that includes clarifications to the absence policy, other forms of absence, and the ability of the City Council to remove a member from office.
8. The “Statement of Economic Interests” subsection from “Policies and Procedures” was removed and combined with the pre-existing language of the “Assuming Office” subsection under “Legal Procedures” on page 24 as the language was duplicative.
9. At the March 14, 2023, City Council Work Plan Meeting, the City Council directed staff to review the Work Plan process for the boards and commissions and determine whether or not the commission Work Plan process should be combined with the City Council Work Plan process. Staff has since evolved the Work Plan process. The old “Work Plan” section on page 21-23 was removed, and the new process is now under the “Board & Commission Meetings & Process” section.
10. Clarifying language regarding the definition of “immediate family” was added to the “Nepotism Policy” subsection on page 25.
11. A “Live Scan” subsection was added on page 27 as the City now requires all commissioner’s serving with a Student Representative to complete a Live Scan (criminal record check).
12. The “Joint Meeting Schedule” subsection on page 29 was removed. Due to the update to the “Work Plan” subsection, the previously scheduled annual joint meetings are no longer required.
13. A subsection regarding ceremonial requests was added on page 31 to ensure that all requests are communicated to the City Clerk’s office to coordinate approval with the Mayor.
14. A subsection regarding City issued e-mail accounts was added on page 32 to ensure members know that all correspondence should be sent to and from their City account and that it is the member’s responsibility to check it regularly.
15. Clarifying language was added regarding chairperson rotation and terms on page 34.
Ordinance
Staff is proposing amendments to sections of MBMC Chapter 2.44 pertaining to Boards, Commissions, and Committees as the bulk of the chapter has not been updated since 1998. These amendments are being suggested to clarify and remain consistent with current procedures.
A legislative digest is attached to the report which showcases all proposed amendments to the chapter.
Resolution
Staff is requesting that City Council authorize the City Clerk, with approval from the City Manager and City Attorney, to make certain updates to the Boards and Commissions Handbook without further action by the City Council.
This authority will allow staff to efficiently make changes and provide updates to current and prospective members as needed. However, any formal changes to the membership or role of a board or commission will be brought to the City Council for consideration as those may need to be adopted by City Council via resolution.
CONCLUSION:
Staff recommends that the City Council:
a) Approve the updated Boards and Commissions Handbook;
b) Introduce and conduct the first reading of Ordinance No. 24-0008, which amends MBMC Chapter 2.44 pertaining to City Boards, Commissions, and Committees; and
c) Adopt Resolution No. 24-0110 authorizing the City Clerk, with approval from the City Manager and City Attorney, to approve certain updates to the Boards and Commissions Handbook without further action by the City Council.
If the handbook is approved, staff will distribute the updated version to all board and commission members and the appropriate staff. Additionally, the handbook that is linked to the City’s Boards and Commissions webpage will continue to be updated with the most recent version available.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT
1. Ordinance No. 24-0008
2. Legislative Digest - Ordinance No. 24-0008
3. Resolution No. 24-0110
4. Boards and Commissions Handbook (Redlined Version)
5. Boards and Commission Handbook (Clean Version with Brand Updates)