HomeMy WebLinkAbout2023-01-19 CEC Regular Meeting Agenda PacketCity of Palm Desert Page 1
CIVIC ENGAGEMENT COMMITTEE
CITY OF PALM DESERT, CALIFORNIA
AGENDA
(HYBRID MEETING)
City Hall – Administrative Conference Room
73510 Fred Waring Drive
Palm Desert, CA 92260
Pursuant to Assembly Bill 361, this meeting may be conducted by teleconference.
•To participate via Zoom, use the following link: https://palmdesert.zoom.us/j/86500127181.
•To participate via phone: Dial (213) 338-8477 enter the Zoom Meeting ID: 865 0012 7181
followed by #. Indicate that you are a participant by pressing # to continue. During the meeting,
press *9 to add yourself to the queue and wait for the Recording Secretary to announce your
name/phone number. Press *6 to unmute your line and limit your comments to three minutes.
•Written public comment may also be submitted to CityClerk@cityofpalmdesert.org. Emails
received by 11:00 a.m. prior to the meeting will be distributed to the Committee. Any
correspondence received during or after the meeting will be distributed to the Committee as
soon as practicable and retained for the official record. Emails will not be read aloud except
as an ADA accommodation.
1.CALL TO ORDER
2.ROLL CALL
3.NON-AGENDA PUBLIC COMMENT: This time has been set aside for the public to address
the Civic Engagement Committee on issues that are not on the agenda for up to three minutes.
Because the Brown Act does not allow the Committee to act on items not listed on the agenda,
members may briefly respond or refer the matter to staff for a report and recommendation at
a future meeting.
4.WELCOME BY MAYOR KELLY
5.PRESENTATION BY THE CITY CLERK:
A.PURPOSE AND RESPONSIBILITIES OF THE CIVIC ENGAGEMENT COMMITTEE
B.ROLE OF THE COMMITTEE CHAIR AND VICE CHAIR
6.COMMITTEE MEMBER, CITY COUNCIL LIAISON, AND STAFF INTRODUCTIONS
Thursday
January 19, 2023 2:00 p.m.
Regular Meeting
Civic Engagement Committee Agenda January 19, 2023
City of Palm Desert Page 2
7.PRESENTATION OF THE CITY’S CURRENT ENGAGEMENT CHANNELS
8.ACTION CALENDAR
A.REVIEW OF RESPONSIBILITIES AND AREAS OF CONSIDERATION FOR SECOND
MEETING
B.SET FUTURE REGULAR MEETING DATES AND TIME
RECOMMENDATION:
Recommend that the Civic Engagement Committee meets quarterly in the months of
January, April, July, and October. All meetings will be scheduled for a two-hour duration.
The Committee may select a meeting time from the following available ranges:
a.Third Monday of the month between the hours of 1:00 p.m. to 5:00 p.m.
b.Third Tuesday of the month from 2:00 p.m. to 4:00 p.m.
c.Third Wednesday of the month between the hours of 11:00 a.m. and 5:00 p.m.
d.Third Thursday of the month between the hours of 11:00 a.m. and 2:00 p.m.
C.ELECTION OF CHAIR AND VICE CHAIR FOR THE REMAINDER OF FISCAL YEAR
2022/23
9.INFORMATIONAL REPORTS & COMMENTS
A.CIVIC ENGAGEMENT COMMITTEE MEMBERS
B.CITY COUNCIL LIAISONS
C.CITY STAFF
D.ATTENDANCE REPORT
10.ADJOURNMENT
Civic Engagement Committee Agenda January 19, 2023
City of Palm Desert Page 3
AFFIDAVIT OF POSTING
I hereby certify under penalty of perjury under the laws of the State of California that the
foregoing agenda for the Civic Engagement Committee was posted on the City Hall bulletin
board and City website not less than 72 hours prior to the meeting.
/s/ Monique M. Lomeli, CMC
Recording Secretary
PUBLIC NOTICES
Agenda Related Materials: Pursuant to Government Code §54957.5(b)(2) the designated
office for inspection of records in connection with this meeting is the City Clerk’s Office,
City Hall, 73-510 Fred Waring Drive, Palm Desert. Staff reports for all agenda items and
documents provided to a majority of the legislative bodies are available for public inspection
at City Hall and on the City’s website at www.cityofpalmdesert.org.
Americans with Disabilities Act: It is the intention of the City of Palm Desert to comply with
the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at
this meeting, or in meetings on a regular basis, you will need special assistance beyond what
is normally provided, the city will attempt to accommodate you in every reasonable manner.
Please contact the Office of the City Clerk, (760) 346-0611, at least 48 hours prior to the
meeting to inform us of your needs and to determine if accommodation is feasible.
CITY OF PALM DESERT
CITY CLERK’S OFFICE
INTEROFFICE MEMORANDUM
To: Civic Engagement Committee
From: Anthony J. Mejia, City Clerk
Date: January 11, 2023
Subject: Use of Action Minutes for Commission & Committee Meetings
On April 28, 2022, the City Council adopted Resolution No. 2022-30 adopting action minutes as the
official format for City Council, Commissions, and Committees, with the condition that audio or video
recordings of the meetings are permanently retained.
As noted by the City Clerks Association of California (CCAC), action minutes are time-efficient, succinct,
cost-effective, and more appropriately aligned with the intent of applicable government codes for
meeting minutes. Below are guidelines developed by CCAC for the preparation of action minutes:
Guidelines for the Preparation of Action Minutes:
1.The guidelines contained herein are applicable to commissions and committees subject to the
Brown Act. It is acknowledged that many commissions and committees take few legislative actions,
and the tendency is to include more detail in the minutes on event reports and planning. At a
maximum, action minutes may include key points of the final reports or determinations, and all
comments shall be attributable to the entire body and not attributable to individual members.
2.Minutes should provide a record of: a) when and where a meeting took place, and who was present
(including member absences, late arrivals, departures, adjournment time); b) type of meeting
(Regular/Special/Adjourned Regular); c) what was considered; d) what was decided; e) agreed upon
follow-up action.
3.The Recording Secretary should enter the ayes and noes in the minutes. For informal consensus (i.e.,
providing staff direction), it is appropriate to note the dissention of one or more members by stating
the dissenting member’s name and a brief reason, such as “Commissioner Jones dissented citing
budget concerns.”
4.To the fullest extent possible, action minutes should be impersonal and should not attribute views
to individual persons. Only the positions and decisions taken by the whole legislative body should
be recorded. The passive voice is favored i.e. “It was suggested that…,” “It was generally felt that...,”
“It was questioned whether…,” “During discussion, it was clarified…”
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Memo: Use of Action Minutes for City Council, Commissions, & Committees Page 2 of 2
5.Action minutes, at a minimum, record the final decisions made; and, at a maximum, may record
what advice the body was given to enable it to make its decisions, the body’s thought process in
making the decision, and the final decisions made. Emphasis is given on the body’s thought
process, not individual members’ thought processes. The minutes should summarize only the main
points which arose in discussion if and only if they are relevant to the decision.
6.It is acknowledged that agency meetings also serve as platforms for ceremonial presentations and
informational reports. Action minutes should identify that presentations were made, informational
reports were given, and the subject matter of the presentation or report.
7.Action minutes shall serve to clarify decisions taken and who is expected to execute the decisions. It
is not necessary to write down all action points or all tasks identified. Minutes shall not serve as a
substitute for task lists, and the focus shall remain on the final decisions made by the legislative body.
8.While the primary purpose of minutes is to memorialize decisions made by the legislative body,
under limited circumstances it is necessary to attribute comments to individual members including:
a.Individual members report on their attendance at meetings, seminars, and conferences at the
expense of the local agency. The minute record shall include the type of meeting attended and
the subject matter.
b.Individual member’s reports on intergovernmental agencies. Action minutes should include the
type of meeting and subject matter.
9.Individuals speaking under public comment. Action minutes shall, at a minimum, list the public
member’s name (if provided); and, at a maximum, include the overall topic and stance/position.
Such as Mr. Jones spoke in opposition to Project X. Being mindful that the minutes are recordings
of the legislative body’s proceedings, it is not appropriate to include detail of individual comments.
There is an exception for public testimony provided during public hearings, for which the minutes
shall include the speaker’s name (if provided) and a summary of the speaker’s position (i.e.,
supported or opposed).
10.The language of action minutes should be relatively restrained and neutral. Action minutes will
record the substance of the point in an intemperate way.
11.To the fullest extent possible, minutes should be self-contained to be intelligible without reference
to other documents.
12.Action minutes should concentrate on central issues germane to the final decision. The record of
the discussion should be presented in a logical sequence, rather than reproduced in the actual order
they were made in the discussion.
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CITY OF PALM DESERT
CITY CLERK’S OFFICE
INTEROFFICE MEMORANDUM
To: Civic Engagement Committee
From: Anthony J. Mejia, City Clerk
Date: January 11, 2023
Subject: Attendance Requirements – Excused/Unexcused Absences
Excused Absences
An “excused absence” may be granted if the member is hospitalized due to illness, serving on jury duty,
serving in the military, or has suffered a death in the family (spouse, parent/step -parent, grandparent,
brother, sister, mother in-law, father in-law, child, grandchild, or any member of the immediate
household).1
If you need to be absent from a meeting, please notify the staff liaison or recording secretary as early
as possible. This will help us ensure we have a quorum for the meeting and we may request that the
advisory body accepts the absence as an “excused absence.”
Unexcused Absences
Below are the attendance requirements2 based on the advisory body’s meeting frequency:
•One unexcused absence from regular meetings in any twelve-month period shall constitute an
automatic resignation on advisory bodies that meet quarterly.
•Two unexcused absences from regular meetings in any twelve-month period shall constitute an
automatic resignation on advisory bodies that meet bimonthly.
•Three unexcused absences from regular meetings in any twelve-month period shall constitute
an automatic resignation on advisory bodies that meet monthly.
•Six unexcused absences from regular meetings in any twelve-month period shall constitute an
automatic resignation on advisory bodies that meet twice monthly.
Upon reaching the allowed number of unexcused absences, the City Clerk’s Office will notify the
member that they are subject to automatic resignation and will provide a 15-day period for the member
to request waiver of any past unexcused absence from the Mayor.
1 Palm Desert Municipal Code § 2.34.020
2 Palm Desert Municipal Code § 2.34.010
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