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    13.    
City Council Regular Joint
Meeting Date: 10/22/2019  

SUBJECT:
UPDATES TO THE ADMINISTRATIVE POLICIES AND PROCEDURES MANUAL
RECOMMENDATION:
Approve updates to the Administrative Policies and Procedures Manual for the following policies:
  • Section 1.1 - City Council Reorganization
  • Section 1.2 - Preparation of Meeting Minutes
  • Section 1.3 - Proclamations/Commendations/Certificates and City Tiles
  • Section 1.4 - Guidelines for All Public Meetings
  • Section 1.5 - City Council Staff Support and Assistance
  • Section 1.7 - Conduct for Public Hearings
  • Section 1.8 - Invocation Policy City Council Meetings
  • Section 3.2 - Security Deposit Policy
  • Section 3.3 - Improvement Security Policy
  • Section 3.4 - Street Naming
  • Section 5.1 - Candidates in Municipal Elections
  • Section 5.2 - Legislative Program
  • Section 5.3 - Designation of Directors to Prepare Summaries of Ordinances
  • Section 5.5 - Request for Public Records
2. Adopt the following new policies to the Administrative Policies and Procedures Manual
  • Section 6.1 - Computer and Network Use Policy
  • Section 6.2 - Password Security Policy
3. Delete the following policies from the Administrative Policies and Procedures Manual:
  • Section 12.4 - Facility Use Insurance Requirements
  • Section 12.6 - Contract Instructor Insurance Policy
BACKGROUND/ANALYSIS:
The following are brief explanations for the updates, additions, or deletions as applicable.
  • Section 1.1 - City Council Reorganization: Mayor Pro Tem reference is changed to Vice Mayor.
  • Section 1.2 - Preparation of Meeting Minutes: Minor changes to spacing
  • Section 1.3 - Proclamations/Commendations/Certificates and City Tiles: Minor changes to spacing.
     
  • Section 1.4 - Guidelines for All Public Meetings: Title changed from Public Comments Presentation Guidelines for All Public Meetings, and  Public Comment portion updated to be consistent with the City Council Agenda.
  • Section 1.5 - City Council Staff Support and Assistance: Title changed from Staff Support and Assistance, removed City Clerk reference as Council appointee, and replaced references to Council with City Council.
  • Section 1.7 - Conduct for Public Hearings: Title changed from Conduct of Public Hearings, replaced Mayor Pro Tem with Vice Mayor, and added same wording to time limitations.
  • Section 1.8 - Invocation Policy City Council Meetings: Replaced "Organization" with "Institution" to be consistent with use in Municipal Code and added time limitation.
  • Section 3.2 and 3.3 - Security Deposit Policy and Improvement Security Policy: In March of 2016, a resolution was adopted to authorize the City Engineer to release securities without City Council approval. The attached changes reflect the updated policy in regards to releasing and reducing securities, as well as updating the Labor and Material bond amounts from 50% to 100% of the Engineer’s cost estimates.
  • Section 3.4 - Street Naming: Language has been updated to reflect current agency names and City departments/divisions; reorganized for ease of use; and accurate terminology. Additionally, the proposed update includes a formalization of an unwritten staff policy which prohibits street names that are of living persons. 
  • Section 5.1 - Candidates in Municipal Elections: Added notification methods, but no significant change to content.
  • Section 5.2 - Legislative Program: Legislative Analyst defined and reference to Brown Act added.
  • Section 5.3 - Designation of Directors to Prepare Summaries of Ordinances: Title updated, replaced "Officials" with "Directors", updated Public Works Director/City Engineer title, and added Assistant City Manager to list of preparers.
  • Section 5.5 - Request for Public Records: Updated methods of request submittals to include newly implemented PRA software, defined procedure for Licensed professional requests for release of records, expanded wording relating to payment for records, updated process for receipt of Subpoenas and Police Department requests, and noted that the State no longer reimburses for PRA compliance.
  • Section 6.1 - Computer and Network Use Policy: New policy to provide guidance concerning rights and responsibilities with respect to the proper use of City of Chino Hills computer and network resources, including policies on privacy, confidentiality, and security in electronic (e-mail) communication.
  • Section 6.2 - Password Security Policy: New policy to establish standards to aid in the protection of electronic resources through the creation of strong passwords, the security of those passwords, and the frequency in which passwords must be changed across all Information Technology (IT) related systems throughout the City.
  • Section 12.4 - Facility Use Insurance Requirements: Policy is being deleted because the insurance requirements for use of a facility is included in the policy for each respective facility.
  • Section 12.6 - Contract Instructor Insurance Policy: Policy is being deleted because the insurance requirements for contract instructors is part of the overall Contract Compliance Policy.
     
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.), because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and, constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)).
FISCAL IMPACT:
None
Attachments
Section 1.1
Section 1.2
Section 1.3
Section 1.4
Section 1.5
Section 1.7
Section 1.8
Section 3.2
Section 3.3
Section 3.4
Section 5.1
Section 5.2
Section 5.3
Section 5.5
Section 6.1
Section 6.2

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