AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: YVETTE E. AGUILAR
DEPUTY CITY MANAGER/PARKS, RECREATION AND LIBRARY SERVICES DIRECTOR
SUBJECT: CITY COUNCIL COMMITTEE POLICY: DIVERSITY COALITION AND SUSTAINABLE CITY COMMITTEE PROPOSED STRUCTURE
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Summary:
At the City Council meeting of July 8, 2025, the City Council discussed the purpose and support requirements for the Sustainable City Committee (SCC) and Diversity Coalition Committee (DCC). Staff outlined the differences between commissions and committees, explained the formation and purpose of the SCC and DCC, and presented estimates of staff resources dedicated to supporting each committee. The City Council then directed staff to return with a framework for ad hoc and standing committees that provides structure and establishes criteria to ensure that all committees have a specific workplan outlining City resource allocation. Staff drafted a proposed policy that provides parameters for both standing and ad hoc committees for City Council consideration.
On December 9, 2025, the City Council approved the draft Committee Policy and directed staff to work with both the SCC and DCC to establish a plan specific to each group based on the new policy guidelines. Staff drafted and proposed the frameworks for both the SCC and DCC and provided both committees with the opportunity to share their input and provide feedback. As such, staff propose the City Council approve the proposed structure for the SCC and DCC.
Strategic Plan Goal(s):
Goal No. 5 High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Staff recommends the City Council approve the proposed formation structure for the Diversity Coalition Committee and the Sustainable City Committee.
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Fiscal Impact:
There is no fiscal impact associated with the recommended action. Staff will request appropriate budget appropriations for the activities of City Council appointed committees as part of the upcoming two-year budget cycle.
Background:
At the City Council meeting of May 13, 2025, Mayor Jones received support from Council Member Woods to enable further discussion to review the formation guidelines, staff resources and budget requirements, and other similar details of the SCC and DCC. During this meeting, the City Council also requested approximate staff costs to support City committees. Staff drafted a report in response to the City Council’s request for a more robust policy discussion and to facilitate the conversation.
At the City Council meeting of July 8, 2025, the City Council discussed the purpose and support requirements for both the SCC and the DCC. The City Council then directed staff to return with a framework for ad hoc and standing committees that provides structure and establishes criteria to ensure that all committees have a specific workplan and the City allocates resources appropriately.
On December 9, 2025, staff presented the proposed City Council Committee Policy (Attachment A). City Council approved the policy and directed staff to receive input on the planned implementation process with both the SCC and DCC, and to return with a recommendation that would fall within the new policy and establish a parameter for each of the existing committees.
Analysis:
To further enable understanding and discussion of this issue, staff is providing a short explanation below of the different types of committee structures commonly utilized by municipal organizations.
• Standing Committees are permanent, ongoing committees that handle work or issues that are continuously relevant to an organization. Because their responsibilities are long-term, these committees meet regularly, follow established procedures, and provide consistent guidance or oversight of topics that do not have a specified term and are considered ongoing.
• Ad-Hoc Committees are temporary committees formed to address a specific purpose or project; these committees exist only as long as the task exists. Once the committee completes its assignment or achieves its identified purpose, the committee is dissolved. The focus for Ad-Hoc Committees is narrow, time-bound, and targeted and these types of committees may be established to study a particular issue or plan a one-time event.
Over the past several years, both the SCC and DCC have initiated events and programs to advance their respective goals that have since been incorporated into regular City programming. For example, the SCC holds two Mayor cleanup events each year and the City has incorporated recommendations related to recycling and environmental efforts. Similarly, the DCC acts as community ambassadors and engages in community conversations at City parks, hold flag-raising events throughout the year, and plan an annual diversity breakfast. Some of these efforts have also been incorporated into regular City programming and include staff support.
After the City Council approval and adoption of the City Council Committee Policy, staff prepared draft proposal structures for each committee based on the provision that all committees initiate terms as ad hoc (Attachments B and C). Staff recommends that both committees continue operation in alignment with the City Council Committee Policy as outlined below for each respective committee.
Sustainable City Committee
Purpose
The Sustainable City Committee (SCC) would continue to serve as an advisory body to the City Council on matters that are identified to be related to environmental sustainability. Over the coming year, the SCC would continue to study, evaluate, and develop recommendations and best practices for a potential privately operated farmer’s market that promotes sustainability, health, and wellness, as directed by the City Council. The SCC would continue to operate in an advisory capacity only and does not possess decision-making authority; final policy and budget decisions remain the responsibility of City Council.
Committee Term and Sunset Provision
Staff proposes that the SCC’s term begin effective immediately and continue through the end of the 2026-2027 fiscal year (June 30, 2027), unless otherwise extended or redesignated by action of the City Council. This defined term ensures a focused scope of work with clear deliverables and provides City Council with an opportunity to evaluate the Committee’s outcomes before determining any future continuation.
Membership Structure
The proposed membership structure is to maintain the existing incumbent members of the Sustainable City Committee and fill vacant seats for a total of seven members, and three alternates. The proposed composition of the SCC includes seven members, in addition to three alternates comprised of two Council Members, one Planning Commissioner, one Park and Recreation Commissioner, one Civil Service Commissioner, one Community Member, and one Business Liaison. The three alternates would include one representative from each of the City’s commissions, including Planning, Parks and Recreation, and Civil Service Commission.
The alternate members would not be voting members; however, they would still attend meetings to stay informed, provide expertise, and step in to vote only when a designated primary member is absent or has a conflict of interest, increasing the opportunity to achieve quorum for meetings.
The proposed reduction of Community Members from three to one is a result of the desire to facilitate achieving a quorum. Under existing membership makeup, the larger membership format presented more challenges in securing a quorum due to varying schedules. Members of the community are always welcome to attend meetings and have the opportunity to share their knowledge, information, and feedback through the public comment portion of the meeting and the modification to the structure is not intended to limit public or community participation. Public participation is strongly encouraged, and members maintain the ability to share constituent feedback they may receive with other SCC members for consideration as deliverables are developed.
Appointment to Existing Vacant Positions
With the proposed modified structure of the SCC, there would be two existing vacancies for (1) Community Member and (1) Business Liaison. Staff proposes that applications for the two vacancies open on March 2, 2026, and remain open through April 2, 2026. Applications submitted for the prior recruitment period between May 8, 2025-June 8, 2025, would be included for City Council appointment consideration. Based on this schedule, the City Council would make its final selection after reviewing all applications, with appointment no later than April 30, 2026, by a majority vote.
Meeting Schedule
Staff proposes that the SCC maintain its current meeting schedule on the first Tuesday of each month in February, May, and October, with the August meeting scheduled on a Thursday as determined by the SCC due to conflicting City events. This structure would allow the SCC to balance formal reporting and coordination with focused, task-oriented work between full committee meetings. The SCC would maintain the option to meet in their working groups outside formalized meeting times to work on deliverables.
Scope of Work and Deliverables
The primary deliverable of the Sustainable City Committee during its term is to prepare a list of a proposed recommendations (vendor, location, product types, and size) for a potential privately operated farmer’s market and present operational best practice guidelines for privately operated farmer’s market that promotes sustainability, health, and wellness (equipment type and materials for the implementation of the farmer’s market such as eco-friendly cutlery, paper/reusable bags, and other related issues).
Staff Support and Fiscal Impact
Staff support for the Sustainable City Committee would continue to include coordination, preparation and attendance at all SCC meetings. The estimated level of staff support is 5 to 10 hours per month, depending on meeting schedules and program development needs. The estimated annual cost associated with staff time and support is approximately $10,000 to $15,000.
Diversity Coalition Committee
Purpose
The Diversity Coalition Committee would continue to serve as an advisory body to City Council, focused on promoting diversity, equity, inclusion, and belonging within the City of Signal Hill. The Committee’s role would be to study, evaluate, and develop programmatic recommendations that support inclusive community engagement, equitable access to City services, and initiatives that reflect the City’s diverse population. The DCC would continue to operate in an advisory capacity only and does not possess decision-making authority; final policy and budget decisions remain the responsibility of City Council.
Committee Term and Sunset Provision
Staff proposes that the DCC’s term begin effective immediately and continue through the end of the 2026-2027 fiscal year (June 30, 2027), unless otherwise extended or re-designated by action of the City Council. This defined term ensures a focused scope of work with clear deliverables and provides City Council with an opportunity to evaluate the Committee’s outcomes before determining any future continuation.
Membership Structure
The proposed membership structure would maintain the existing ten members, allowing the current committee members to complete a full one-year term and fulfill their assigned objectives without disruption. Maintaining the current membership supports continuity, efficiency, and accountability in completing the committee’s work plan.
While originally the DCC had more members, the larger membership format presented more challenges in securing a quorum due to varying schedules. As securing a quorum continued to be a challenge, the DCC changed its regular meeting to a different day and time, and more recently updated its meeting frequency to every other month instead of monthly. The DCC would maintain the option to meet in their working groups outside formalized meeting times to work on deliverables as needed, without the need to secure a quorum as a potential obstacle. Additionally, to maximize the representation of the different perspectives and needs in the community, public participation is strongly encouraged. Members maintain the ability to share constituent feedback they may receive with other DCC members for consideration as deliverables are developed.
Meeting Schedule
Staff recommends that the Diversity Coalition Committee retain its current meeting schedule meeting on odd-number months, the second Wednesday of the month; the DCC also meets as part of separate working groups as needed. This proposed structure would allow the DCC to balance formal reporting and coordination with focused, task-oriented work between full committee meetings.
Scope of Work and Deliverables
The primary deliverable of the Diversity Coalition Committee during its term would be to
Develop a proposed list of programs that would foster and promote inclusivity, encourage community engagement, and advance the City’s efforts to provide equitable access to services and resources to the City’s diverse population. The DCC would also provide feedback about existing programs and recommendations for ways in which to incorporate the aforementioned elements.
Staff Support and Fiscal Impact
Staff support for the Diversity Coalition Committee would continue to include coordination, preparation and attendance at all DCC meetings, and provide a level of logistical and administrative support for DCC-related programs and activities through the remainder of the fiscal year. The estimated level of staff support is 10 to 15 hours per month, depending on meeting schedules and program development needs. The estimated annual cost associated with staff time and support is approximately $12,000 to $20,000, including an existing budget allocation for the Diversity Breakfast.
Committee Final Deliverables and Presentation to City Council
Both the SCC and DCC would present their findings and recommendations to the City Council in February 2027, allowing sufficient time for review of the findings by City Management, City Council consideration, and integration into the City’s FY 2027-2028 operating budget, based on City Council direction. Upon submission and City Council consideration of the recommendations from each committee, their primary goal shall be considered completed and accomplished, consistent with the proposed sunset date, unless otherwise directed by the City Council.
Input and Feedback from SCC and DCC Members
Generally, most of the feedback received from the SCC and DCC committee members was supportive of the structure, with some comments that were addressed throughout the proposal and analysis of this staff report. In general, comments related to the SCC focused on committee composition and the degree of community participation, which would be negated by continuing to comply with the public participation process, and encouraging members to share constituent feedback as they work on their deliverables. One other area of consideration was the future input on environmental policy work by the SCC. As already noted, should the need arise, the City Council would maintain the ability to extend the committee’s term to continue their focused work on an existing topic, or assign a new focus topic for the committee.
Being that the City Council formed both committees to address specific challenges reflective of that time, over the course of several years both committees defaulted to standing committees, with their specific focus evolving as membership dynamics changed. Providing both committees with an opportunity to reengage and start with focused deliverables to better align with the current opportunities or challenges facing the Signal Hill community. Should the City Council determine that an ad hoc committee’s purpose is permanent and ongoing in nature, they would maintain the discretion to reclassify an ad hoc committee to a standing committee. The ad hoc committee designation does not diminish the committee’s original purpose but rather provides clearer guidance to maintain focus on its issue area and to allocate resources in an appropriate, fiscally prudent manner.
Conclusion
Generally, most of the feedback received from the SCC and DCC committee members was supportive of the structure, respectively. The proposals for both the SCC and DCC provide clear, time-limited structure that aligns with the City Council Committee Policy, ensures fiscal and operational accountability, and focuses the committee’s efforts on producing meaningful, actionable recommendations for City Council consideration. Furthermore, the City has incorporated activities of both the SCC and DCC into its annual operating budget, reflecting the City Council’s consideration of the work completed by the SCC and DCC. The proposed term, membership stability, meeting schedule, and defined deliverables allow the City to evaluate the effectiveness of both the SCC and DCC and make informed decisions regarding its future role beyond June 30, 2027.
DCC members indicated a desire to increase the total number of members on the committee; however, the larger the membership makeup, the more challenging it could be to secure a quorum due to varying schedules. Historically, the DCC has encountered challenges with meeting quorum due to the larger membership body. While committee members also indicated it was difficult to secure volunteers for events and programs, their new defined purpose would not necessarily require them to plan and execute programs but provide feedback and input on existing and proposed programs for future consideration.
Reviewed for Fiscal Impact:
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Siamlu Cox
Attachment(s):
A. City Council Committee Policy
B. SCC Draft Framework Proposal
C. DCC Draft Framework Proposal