CC 2020-02-11_11b Strategic Concepts Ad Hoc Committee
MEMORANDUM
TO: CITY COUNCIL
FROM: JAMES A. BERGMAN, CITY MANAGER
SUBJECT: CONSIDERATION OF ESTABLISHING A CITY COUNCIL AD HOC
COMMITTEE RELATED TO STRATEGIC CONCEPTS
DATE: FEBRUARY 11, 2020
SUMMARY OF ACTION:
The City Council will discuss and consider establishing an ad hoc committee to assist in
the further refinements to strategic concepts presented on January 21, 2020
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no financial impact projected from this action.
RECOMMENDATION:
It is recommended the City Council 1) review background information about the use of ad
hoc committees, 2) establish the specific purpose, timeframe and make up of a desired
ad hoc committee, and 3) if desired, select members of the City Council to serve on the
ad hoc committee.
BACKGROUND:
At the January 28, 2020 City Council meeting, Mayor Ray Russom and Council Members
Paulding and George recommended the Council establish an ad hoc committee of
Council Members to assist with City strategic planning efforts.
ANALYSIS OF ISSUES:
The Brown Act applies to “legislative bodies,” including standing committees or
commissions or a body created by charter, ordinance, resolution or other formal action of
a legislative body. Any committee, regardless of its composition, that has either continuing
subject matter jurisdiction or a meeting schedule fixed by formal action of the legislative
body is a legislative body. Under the Brown Act, the term “legislative body” excludes
temporary advisory committees (often referred to as “ad hoc” committees) composed
solely of less than a quorum of members of the legislative body, provided they are not
committees that have continuing subject matter jurisdiction or a fixed meeting schedule.
If the advisory committee membership includes persons other than members of the
legislative body, then it is a legislative body subject to the Brown Act. To be an ad hoc
committee exempt from the Brown Act, the advisory body should have a defined task and
Item 11.b. - Page 1
CITY COUNCIL
CONSIDERATION OF ESTABLISHING A CITY COUNCIL AD HOC COMMITTEE
RELATED TO STRATEGIC CONCEPTS
FEBRUARY 11, 2020
PAGE 2
be of limited duration. In this case, the defined task would be to further refine the strategic
concepts presented to the Council at the January 21, 2020 regular meeting and report
back to the Council as soon as possible.
Another option available to the Council is establishing a standing committee. Standing
committees of a legislative body, which consist solely of less than a quorum of the body,
are subject to the requirements of the Brown Act. Some common examples include the
finance, personnel, or similar policy subcommittees of a city council or other city
legislative body that have either some “continuing subject matter jurisdiction” or a meeting
schedule fixed by formal action of the legislative body. Standing committees exist to make
routine and regular recommendations on a specific subject matter; they survive resolution
of any one issue or matter, and are a regular part of the governmental structure. The
Council could create a standing committee with continuing subject matter jurisdiction
regarding the strategic plan concepts. The standing committee could include citizens and
staff members if desired, but would have to comply with the meeting noticing and other
requirements of the Brown Act.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Consider establishing an ad hoc committee composed of two Council
members to coordinate with staff and report back to City Council regarding
City strategic concepts;
2. Do not consider establishing an ad hoc committee; or
3. Provide direction to staff.
ADVANTAGES:
Since this is a high priority project for the City, it will be helpful to have direct involvement
by representatives of the Council regarding these efforts. In addition, the Committee will
report to, and solicit feedback from, the full City Council at the conclusion of the
assignment. This will help ensure that staff efforts reflect the priorities and concerns of
the City Council.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 11.b. - Page 2