HomeMy WebLinkAbout03/24/1992CITY COUNCIL
AGENDA
Mayor —Jay C. IGm
Mayor Pro Tem —Phyllis E. Papen
Councilman — John A. Forbing
Councilman — Gary H. Werner
Councilman — Gary G. Miller
City Council Chambers
are located at:
South CoastAir Quality Management DistrictAuditonum
21865 East Copley Drive
refrain from ing, eating or drinking jn ci am rs
MEETING DATE: March 24, 1992 Robert L. Van Nort
City Manager
Andrew V. Arczynski
City Attorney
MEETING TIME: Study Session - 6:00 p.m. Lynda Burgess
Closed Session - 9:00 p.m. City Clerk
The City of Diamond Bar uses RECYCLED paper and encourages you to do the same.
DIAMOND BAR CITY COUNCIL
STUDY SESSION
1. CALL TO ORDER: 6:00 P.M. - ROOM CC -8
PLEDGE OF ALLEGIANCE: MAYOR KIM
ROLL CALL: Mayor Kim, Mayor Pro Tem
Papen, Councilmen, Werner,
Miller and Forbing
2. PARKS AND RECREATION COMMISSION: 6:00 - 6:45 p.m.
2.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK
2.2 WHITE PAPER
3. TRAFFIC AND TRANSPORTATION COMMISSION -
6:45 P.M. - 7:30 p.m.
3.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK
3.2 WHITE PAPER
4. PLANNING COMMISSION - 7:30 P.M. - 9:00 P.M.
4.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK
4.2 WHITE PAPER
5. ANNOUNCMENTS:
6. ADJOURNMENT:
7. CLOSED SESSION:
Personnel - Section 54957.6
Litigation - Section 54956.9
CITY COUNCIL
AGENDA
Mayor — Jay C. lam
Mayor Pro Tem — Phyllis E. Papen
Councilman — John A. Forbing
Councilman — Gary H. Werner
Councilman — Gary G. Miller
City Council Chambers
are located at:
South CoastAir Quality Agfa wgeawt DisirktAuditonum
21865 East Copley Drive
Please refrain from.9rooking, eafinor:in in. the:C—=dF Chambers,
MEETING DATE: March 24, 1992 Robert L. Van Nort
City Manager
Andrew V. Arczynski
City Attorney
MEETING TIME: Study session - 6:00 p.m. Lynda Burgess
Closed Session - 9: oo p.m. City Clerk
Copies of staff i reports or other wdtter# stocumesttaiiot� relat g. to eairtt itarrt referred #o ort #pis agenda
am on file ire the O tce of the City Clerk end are available faf`p�uISO it pe<�ticn:. If you tiiave q estiorEs
r c n ► enr t iiem leant contest lige:: Cterlt at `. 8 x40 Burin . bo fess hours,
The City of Diamond Bar uses RECYCLED paper and encourages you to do the same.
DIAMOND BAR CITY COUNCIL
STUDY SESSION
��a-7
1. CALL TO ORDER: 4 P.M. - ROOM CC -8
PLEDGE OF ALLEGIANCE: MAYOR KIM
ROLL CALL: Mayor Kim, Mayor Pro Tem
.Y"Papen, Councilmen, Werner,
Miller and Forbing-14w �Xee_d
2. KA)ffLANP RECREATION
AON�� Cm Ie�S Snq;ON i , , 6'0,0 icct u p.m.
nu
2.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK _ OK
2.2 WHITE PAPER ^'
P130 -� Q-0 ►'x�nel — CD mry' -k.0 n a 6--t am e -d -A,
3. TRAFFIC AND TRANSPORTATION COMMISSION
6.45 P.M. - 7:30 p.m.W+ce Cla"
3.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK -OL cJI
3.2 WHITE PAPER qq � O
.1 � 1VYL d-0 Ap r t l 3 2
4. PLANNING COMMISSION - 7:30 P.M. - 9:00 p.m.
L- i, YY\ejtQ v, F:lounve-v�-(O°ju� Cr' o I'� _" r�l d -e, (f �cc used
4.1 DISCUSSION OF COMMISSION CONDUCT/HANDBOOK
4.2 WHITE PAPER
�W % 'w� S't-a r� 4--)
5. ANNOUNCXIINTS :
6. J URNNENT
CLOSED ESSION:
Personnel - Section 54957.6
Litigation - Section 54956.9
CITY OF DIAMOND BAR
TRAFFIC AND TRANSPORTATION
COMMISSION
COMMISSION HANDBOOK
Revised March 12, 1992
CITY OF DIAMOND BAR
TRAFFIC AND TRANSPORTATION COMMISSION HANDBOOK
Table of Contents
I. INTRODUCTION.......................................1
II. GENERAL INFORMATION
CityHistory ......... ........................2
Diamond Bar's Form of Government .............2
City Advisory Bodies ..........................3
City Staff....................................3
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membership....................................4
Officers.....................................4
Vacancies.....................................5
Quorum........................................5
Meetings......................................5
Agenda For Meetings ...........................6
Compensation..................................7
Reimbursement.................................7
Staff Liaison.................................7
IV. COMMISSION ROLE
Purpose.......................................8
Meeting Procedures ............................8
Motions......................................14
Resolutions..................................16
Voting.......... .........................16
Staff Responsibilities .......................17
Staff Request Procedures ..................... 18
Minutes......................................18
Commission Recommendations ...................19
Relations with City Council, Commissions,
andCommittees...............................19
V. LEGAL RESTRAINTS
The Brown Act................................20
Conflict of Interest .........................20
Disqualification from Commission
Decisions....................................20
Public Records Law ........................... 21
Discrimination and Equal Protection .......... 21
Due Process..................................21
VI. APPENDIX
Diamond Bar Organizational Chart.............23
City Council Standards of Operation
Resolution 91-71 .............................24
City Telephone List ............ .............25
Description of Commissions/Committees........ 26
Statement of Principles ......................26
Policiesfor Service .........................26
I. INTRODUCTION
This handbook is intended to give you an orientation of your role
as a Traffic and Transportation Commissioner. It includes an
overview of the Commission's role and responsibilities and the
structure and procedures of Diamond Bar's Municipal Government.
The handbook will also provide an overview of the Traffic and
Transportation programs.
Diamond Bar Commissioners are vital to the City's organization
and its efforts to meet the needs and interests of the Community.
It is hoped this handbook will assist you as a member of the
team. The City Council and staff are most appreciative of your
time and efforts.
1
II. GENERAL INFORMATION
History of Diamond Bar
As with many Southern California communities, Diamond Bar's
recorded history began with a 4340 -acre Spanish land grant deeded
by Governor Alvardo to Jose del la Luz. The land was divided
into parcels which changed hands many times prior to 1900. In
1918, Frederick E. Lewis bought most of the original Rancho Los
Nogales area to establish a cattle ranch and registered the Brand
of Diamond Bar with the Department of Agriculture.
In 1956, Transamerica Corporation paid $10 million to purchase
8,000 acres of Diamond Bar Ranch from the Bartholome Family.
Transamerica formed a master -planned community that would
eventually become home to some 74,000 people. The first model
homes were built at the north end of town in 1960 and a
development "boom" was begun.
The first effort to gain local voice in government began with the
formation of the Diamond Bar Homeowners Association in 1964. The
name was changed in 1986 to the Diamond Bar Improvement
Association (DBIA) to serve the community as a whole. Between
1964 and 1989, the DBIA represented the community before various
county agencies on matters of development and accepted
responsibility for enforcing covenants, conditions and
restrictions (CC&R's) on the deeds of all residential tracts. In
1976, the Los Angeles County Board of Supervisors created the
Diamond Bar Municipal Advisory Council (MAC) to provide a focal
point for community input to county government.
Diamond Bar is a typical suburban bedroom community with limited
commercial or industrial land. Commercial acreage is primarily
developed with uses designed to serve residents of the community.
Today's Diamond Bar is a young, upscale residential community of
about 54,000 situated among meandering hills and valleys of Brea
Canyon. Covering 14.77 square miles, it is located at the
junction of the 1157" and 1160" freeways.
Diamond Bar's Form of Government
The City of Diamond Bar was incorporated April 18, 1989 as a
general law City with a Council/Manager form of government.
The City Council is composed of five members elected for
overlapping four year terms by Diamond Bar residents. It is the
governing body of the City, vested with regulatory and
corporate power. The City Council establishes policy and is
ultimately responsible to the people for the actions of the local
government.
Fq
Diamond Bar's organizational structure consists of a mayor and a
mayor pro -tem selected by the City Council. The mayor is the
presiding officer of the Council for a period of one year, with
the mayor pro -tem as the position's backup.
Because of the complexity, diversity and quantity of issues
facing the City Council, Commissions are asked for input in the
decision-making process.
City Advisory Bodies
There are two types of advisory bodies; one established by City
ordinance of a permanent nature. The duties, responsibilities
and scope of authority are set forth in the enabling ordinance.
The other type of advisory body is created by a resolution of the
Council to serve a particular function for the City.
The primary purpose of both Commissions and Committees is to
gather information, weigh public opinion, and examine issues in-
depth in order to make a recommendation to the City Council.
City Staff
City Manager - Is responsible for the administration of the
City's government. He is appointed by the City Council, serves
as the City's Treasurer and appoints department heads and
employees to provide services to the community.
City Clerk - The City Clerk has the responsibility of conducting
all municipal elections, providing administrative support to the
City Council, recording their actions and maintaining records for
review. The City Clerk is also the Records Supervisor.
Departments - The administrative branch of Diamond Bar's
government consists of the following departments: Finance,
Planning, and Public Works. The City contracts for Police, Fire
Services and Building and Safety.
Department Directors and contractors are responsible to the City
Manager. The City Manager directs the work of all departments by
direction of the City Council.
3
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membershi
The Traffic and Transportation Commission consists of five (5)
members, each of whom shall be a resident of the City of Diamond
Bar. Each member of the Traffic and Transportation Commission
shall be appointed by one member of the City Council. If a
member of the City Council fails to make an appointment within
thirty days of a vacancy, a majority of the City Council shall
appoint to fill the unexpired term of the vacancy. The terms of
office for the Commission shall be two -years expiring on February
8th of even numbered years.
Each member of the Traffic and Transportation Commission shall be
deemed to have resigned from his/her position on the Commission
ninety (90) calendar days after the City Council person who
selected the Commissioner is no longer on the City Council. That
position will be deemed vacant and available for appointment for
the otherwise unexpired term, if any.
Officers
The Traffic and Transportation Commission shall, at its first
regular meeting in March of each calendar year, elect a
Chairperson and Vice -Chairperson from among its appointed members
for a term of one year. The Commission may create and fill such
other offices as may be deemed necessary.
Chairperson - The Chairperson shall be the Presiding Officer at
all meetings of the Commission. In the absence of the
Chairperson, the Vice Chairperson shall preside. In the absence
of both the Chairperson and the Vice -Chairperson, the Commission
shall elect a temporary Presiding Officer to serve until the
arrival of the Chairperson or Vice -Chairperson or until
adjournment.
The Chairperson shall sign resolutions and documents approved by
the Commission at meetings when he or she is in attendance. In
the event of his or her absence, the Vice -Chairperson shall sign
all such documents as have been adopted and approved. In the
absence of the Chairperson and the Vice -Chairperson, the
temporary Presiding Officer shall sign all such documents as have
been approved and adopted during the meeting at which he or she
presided.
The Chairperson or Presiding Officer is responsible for the
maintenance of order and decorum at all times. No person should
be allowed to speak who has not first been recognized by the
Chair. All questions and remarks should be addressed to the
Chair.
4
Vice -Chairperson - The Vice -Chairperson, in the Chairperson's
absence or inability to act, shall take the place of and perform
all duties of the Chairperson.
The Chairperson may appoint special subcommittees of less than a
quorum of the Commission. Subcommittees may then meet to carry
out their assigned tasks and meetings will be arranged by staff.
vacancies
If a vacancy occurs, other than by expiration of a term, an
appointment to fulfill the unexpired remainder of the term shall
be made within thirty days by the Councilmember who appointed, or
had the opportunity to appoint, the Commissioner whose position
was vacated. If that Councilmember fails to appoint within the
thirty -day period, a majority of the City Council shall appoint
to fill the vacancy.
If a member of the Traffic and Transportation Commission is
absent from three (3) consecutive regular meetings, or from more
than fifty percent (50%) of the regular meetings in any one (1)
year, the office of said Commissioner shall thereupon be deemed
vacant and the Secretary to the Commission shall immediately
inform the City Council thereof.
Any member of the Traffic and Transportation Commission may be
removed without cause during his/her term of office by a four-
fifths vote of the City Council. No such member may be removed
during the initial three months of any term of office for which
he/she is appointed except by unanimous vote of the City Council.
Quorum
A quorum consists of a majority (3) of the members of the
Commission and is sufficient to conduct business. Motions may be
passed 2-1 if only 3 Commissioners are in attendance. A quorum
is required for the conduct of business at any meeting whether it
is a regular, adjourned or special meeting. While a Commissioner
is expected to be present at all meetings, if he/she knows in
advance that his or her attendance is not possible, he or she
should notify the Commission Secretary.
If a majority of Commissioners
quorum, staff representatives
a written notice. The door at
posted with this information.
Meetings
will not be present to allow for a
and news media shall be notified by
the meeting room should also be
Regular Meetings - The Traffic and Transportation Commission
meets on the second Thursday of each month at 6:30 p.m. in the
Hearing Room at South Coast Air Quality Management District at
5
21865 Copley Dr. as specified in a Resolution adopted by the
Commission. The meeting time and place may be changed with 24-
hour notice duly given to the public and media to accommodate
specific needs.
Adjourned Meetings - If, for any reason, the business to be
considered at a regular meeting cannot be completed, the
Commission may designate a time and date for an adjourned
meeting. Any matter to be considered at the regular meeting may
be processed at an adjourned meeting. The adjournment must be
announced to the public present at the time and recorded in the
minutes. A notice of adjournment must be posted near the door of
the room where the meeting was held within 24 hours of said
adjournment. Any meeting may be adjourned to a time, place, and
date certain, but not beyond the next regular meeting. Once
adjourned, the meeting may not be reconvened.
Special Meetings - Special meetings shall be open to the public
and held at such time and place as the Commission determines.
Special meetings may be called by the Chairperson or majority of
Commissioners or the Secretary with notice given to the City
Council and media at least 24 hours prior to the special meeting.
The notice of the meeting must specify the time and place of the
meeting and the business to be transacted, and only matters
specified in the notice may be considered pursuant to Section
54956 of the California Government Code.
Study Sessions - Study sessions, often called "work sessions",
are usually informal and are public. They are usually scheduled
as adjourned regular meetings and have a separate agenda.
Notice of all meetings shall be made pursuant to California
Government Code Sections 54950, et seq., and agendas shall be
posted as required by law.
All regular and adjourned meetings, study sessions and special
meetings of the Commission shall be open to the public.
Agenda for Meetings
The Commission Secretary is responsible for preparation and
distribution of the agenda and supporting documents prior to each
meeting. The Order of Business of each meeting shall be as
contained in the Agenda prepared by the Secretary. The Agenda
shall be a listing by topic of subjects which shall be taken up
for consideration and disposition in the order established by
Commission policy. However, with the unanimous consent of the
Commission, items may be taken out of order.
Any person wishing to place an item on the Agenda shall advise
the Secretary no later than 12:00 Noon on Wednesday preceding the
meeting at which he or she wishes the item to be considered. No
matters other than those on the Agenda shall be finally acted
upon by the Commission; provided, however, that matters not on
the Agenda but deemed to be emergencies or of an urgent nature by
any Commissioner, the City Manager or the Secretary may be
submitted for Commission consideration and action in accordance
with state law. The Commission packet will be available by 4
p.m. on the Friday preceding the Commission meeting on Thursday.
Compensation
The Commission will be compensated for attending regularly
scheduled, adjourned or special meetings, the amount therefor to
be established by Resolution of the City Council. The Commission
Secretary is responsible for processing warrants for payments and
Commissioners will be paid on a monthly basis. Each Commissioner
has the right and opportunity to waive his or her right to be
compensated and a letter of waiving that right must be sent to
the City Manager.
Reimbursement
The Commission may receive reimbursement for travel, meals,
lodging and related expenses incidental to the performance of
their official duties, including attendance at seminars,
conferences or training courses. Prior approval is required to
be obtain from the City Council for attendance at seminars or
conferences. All other expenses require City Manager approval.
Said expenses may by advanced to Commissioners or otherwise paid
in accordance with policies established by City Council. The
Secretary to the Commission will handle all paperwork necessary
to receive compensation.
Staff Liaison
The City Engineer shall be the Secretary to the Traffic and
Transportation Commission.
IV. COMMISSION ROLE
Purpose
As defined in City Council Ordinance No. 28 (1989), the purposes
of the Commission will be:
1.
To act in an advisory capacity to the City
Council in the review and development of
systems, facilities, plans, policies and
programs concerning rail, bus and other forms
of private and public transportation within
the City and effecting the City.
2.
To assist City agencies in providing input
into the planning and implementation process
of transportation systems within the City or
effecting the City.
3.
To assist in studies and reviews of public
transportation as the same may effect the
City and in preparing recommendations for
project implementation in connection
therewith and, further, to review and advise
on proposals, reports and studies of various
public and private agencies as the same may
effect the transporation needs of the City.
4.
To recommend to the City Council and to the
City Traffic Engineer and other City
officials ways and means for improving
traffic conditions and the administration and
enforcement of traffic regulations.
5.
To hear complaints and receive comments from
citizens pertaining to traffic issues
throughout the community and to make
recommendations thereon to the City Council.
6.
To fulfill such additional assignments made
with respect to public and private
transportation issues and traffic and
circulation issues as assigned by the City
Council from time to time.
Meeting Procedures
The following steps are recommended for the efficient conduct of
meetings:
8
Call to order:
Every meeting shall be called to order by the Presiding
Officer. In the absence of both the Chairperson and
vice -Chairperson, the meeting shall be called to order
by the Secretary, whereupon the Secretary shall
immediately call for the selection of a temporary
Presiding officer.
Roll Call:
The order of roll call shall
Chairperson called last, and
the names of those present i
Public Comments:
nbe alphabetical with the
the Secretary shall enter
the Minutes.
Public Comments is the time reserved on each regular
meeting agenda to provide an opportunity for members of
the public to directly address the Commission on items
or matters of interest to the public that are not
already scheduled for consideration on the agenda. The
speaker may complete a voluntary request to address the
Commission form and hand same to the Secretary.
Consent Calendar:
All matters under consent items on the agenda are
considered routine and will be acted upon without
discussion unless a Commission member or member of the
audience has a question or would like to discuss an
item. In that event, the Chairperson will remove that
item from the Consent Calendar and place it for
separate consideration.
Presentation by Members of the Commission
Any Commissioner may bring before the Commission any
new business. These matters need not be specifically
listed on the Agenda, but action on such matters must
be deferred until a subsequent meeting unless acted
upon pursuant to California Government Code Section
54954.2.
Points of Order
The Presiding Officer shall determine all Points of
Order subject to the right of any member to appeal to
the Commission. If any appeal is taken, the question
shall be "Shall the decision of the Presiding Officer
9
be sustained?" in which event a majority vote shall
govern and conclusively determine such question of
order.
Decorum and Order - Commission Members
Every Commissioner desiring to speak shall address the
Chair and, upon recognition by the Presiding Officer,
shall confine himself or herself to the question under
debate.
Every Commissioner desiring to question the administra-
tive staff shall address his or her question to the
Secretary who shall be entitled either to answer the
inquiry directly or to designate some member of staff
for the purpose.
A Commissioner, once recognized, shall not be
interrupted while speaking unless called to order by
the Presiding Officer, unless a Point of Order is
raised by another Commissioner or unless the speaker
chooses to yield to questions from another
Commissioner.
If a Commissioner is called to order while speaking, he
or she shall cease speaking immediately until the
question of order is determined. If ruled to be in
order, he or she shall be permitted to proceed. If
ruled to be not in order, he or she shall remain silent
or shall alter his or her remarks so as to comply with
rules of the Commission.
Commission Members shall accord the utmost courtesy to
each other, to City employees, and to the public
appearing before the Commission and shall refrain at
all times from rude and derogatory remarks, reflections
as to integrity, abusive comments and statements as to
motives and personalities.
Any Commissioner may move to require the Presiding
Officer to enforce the rules, and the affirmative vote
of a majority of the Commission shall require him or
her to so act.
Members of the Commission shall not leave their seats
during a meeting without the consent of the Presiding
Officer.
Participation of Presiding Officer
The Presiding Officer may move, second, and debate from
the Chair, subject only to such limitation of debate as
10
are imposed on all Commission Members, and shall not be
deprived of any of the rights and privileges of a
Commission Member by reason of acting as Presiding
Officer. However, the Presiding Officer is primarily
responsible for the conduct of the meeting. If he or
she desires to personally engage in extended debate on
questions before the Commission, the Presiding Officer
should consider turning the Chair over to another
member.
Decorum and Order - Employees
Members of the Administrative Staff and employees of
the City shall observe the same rules of procedure and
decorum applicable to members of the Commission. The
Secretary shall insure that all City employees observe
such decorum. Any staff member, including the
Secretary, desiring to address the Commission or
members of the public shall first be recognized by the
Chair. All remarks shall be addressed to the Chair and
not to any one individual Commissioner or public
member.
Decorum and Order - Public
Public members attending Commission meetings shall
observe the same rules of order and decorum applicable
to the Commission. Any person making impertinent and
slanderous remarks or who becomes boisterous while
addressing the Commission or while attending the
Commission meeting shall be removed from the room it
the sergeant -at -arms is so directed by the Presiding
Officer, and such person may be barred from further
audience before the Commission. Unauthorized remarks
from the audience, stamping of feet, whistles, yells,
and similar demonstrations shall not be permitted by
the Presiding Officer, who shall direct the sergeant -
at -arms to remove such offenders from the room.
Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
Enforcement of Decorum
The Secretary shall be ex -officio sergeant -at -arms of
the Commission and shall carry out all orders and
instructions given him or her by the Presiding Officer
for the purpose of maintaining order and decorum. Any
person disrupting Commission proceedings may be deemed
guilty of a misdemeanor, and upon conviction thereof,
shall be punished by fine or imprisonment or both.
Upon instructions form the Presiding Officer, it shall
11
be the duty of the Secretary orhis
sfor her meeting.
representative to eject any person
Personal Privilege
The right of a member to address the Commission on a
question of personal privilege shall be limited to
cases in which such member's integrity, character, or
motives, are assailed, questioned, or impugned.
Personal Interest
No member prevented from voting by personal interest
shall remain on the dias during the debate and vote on
any such matter, unless permitted by the Chair. In the
event of such conflict, the member shall publicly state
the grounds for the record and upon acceptance by the
Chair shall leave his or her seat during debate on the
issue.
Limitation of Debate
No member shall be allowed to speak more than once upon
any one subject until every other member choosing to
speak thereon shall have spoken. No member shall speak
for a longer time than five minutes each time he or she
has the floor, without the approval of majority vote of
the Commission.
Dissents and Protests
Any member shall have the right to express dissent from
or protest any action of the Commission and have the
reason entered in the minutes. Such dissent or protest
to be entered in the minutes shall be make in the
following manner: "I would like the minutes to show
that I am opposed to this action for the following
reasons...".
Procedures in Absence of Rules
In the absence of a rule to govern a point of
procedure, Robert's Rules of Order shall govern.
Manner of Addressing the Commission
Any person desiring to address the Commission shall
proceed to the podium and wait to be recognized, he or
she shall state his or her name and address for the
record and shall limit his or her remarks to the
questions under discussion. All remarks and questions
shall be addressed to the Chair and not to any
12
individual Commission Member, staff member or other
person. No person shall enter into any discussion
without being recognized by the Presiding Officer.
Time Limitation
Any public member addressing the Commission shall limit
his or her address to five (5) minutes unless further
time is granted by the Chairperson.
Addressing the Commission after Motion is Made
After a motion has been made or after a public hearing
has been closed, no person shall address the Commission
without first securing permission by a majority vote of
the Commission.
Written Correspondence
The Secretary is authorized to receive and open all
mail addressed to the Commission as a whole and give it
immediate attention to the end that all administrative
business referred to in said communications and not
necessarily requiring Commission action may be disposed
of between meetings. Any communication requiring
action will be reported to the Commission at its next
regular meeting together with a report and
recommendation of the Secretary.
Regular Agenda Items -
• Announce the item and what is to be discussed.
• Ask staff to present the report.
• Ask the Commission if they have questions for
staff.
• Open the item for public discussion.
• Invite those in favor of the item to speak.
• Invite those in opposition to the item to speak.
• Ask staff if any written communications have been
received and, if so, have them read or summarized
into the record.
• Ask the Commission if they have questions for staff
or public.
• Turn the item over to the Commission for
discussion.
• After a motion is made and seconded, the matter may
be discussed by the Commission. If there is no
second, the motion dies. Amendments may be made by
proposal of new motions but are only effective upon
receiving a second. Discussion of an amendment may
only take place after a motion has been made and
seconded. The amendment must be voted upon by the
13
Motions
entire Commission and if defeated, then the
original motion will be voted upon.
The substance of a motion is presented by the moving
Commissioner, requires a second, and normally only
requires a majority or a quorum (like most
resolutions). A roll call vote is not necessary, but a
roll call in all instances is appropriate.
Processing of Motions
When a motion is made and seconded, it shall be stated
by the Presiding Officer before debate. A motion shall
not be withdrawn by the mover without the consent of
the member seconding it and the approval of the
Commission.
Motions Out Of Order
The Presiding Officer may at any time, by majority
consent of the Commission, permit a member to introduce
an ordinance, resolution, or motion out of the regular
Agenda order.
Division of Question
If the question contains two or more divisible
propositions, the Presiding Officer may, and upon
request of a member shall (unless appealed), divide the
same.
Precedence of Motions
When a motion is before the Commission, no motion shall
be entertained except the following which shall have
precedence in the following order:
a. Adjourn
b. Fix hour of Adjournment
C. Table
d. Previous Question
e. Amend
f. Postpone
Motion to Adjourn (not debatable)
A motion to adjourn shall be in order at any time
except as follows:
14
a. When repeated without intervening business or
discussion,
b. When made as an interruption of a member while
speaking,
c. When the previous question has been ordered, and
d. While a vote is being taken.
A motion to adjourn "to another time" shall be
debatable only as to the time to which the meeting is
adjourned.
Motion to Fix Hour of Adjournment
Such a motion shall be to set a definite time at which
to adjourn and shall be undebatable and unamendable
except as to time set.
Motion to Table
A motion to table shall be used to temporarily by-pass
the subject. A motion t table shall be undebatable and
shall preclude all amendments or debate of the subject
under consideration. If the motion shall prevail, the
matter may be "taken form the table" at any time prior
to the end of the next regular meeting.
Motion for Previous Question
Such a motion shall be used to close debate on the main
motion and shall be undebatable. If the motion fails,
debate shall be reopened; if the motion passes, a vote
shall be taken on the main motion.
Motion to Amend
A motion to amend shall be debatable only as to
amendment. A motion to amend an amendment shall be in
order, but an amendment to amend an amendment to an
amendment shall not be in order. An amendment
modifying the intention of a motion shall be in order,
but an amendment relating to a different matter shall
not be order. A substitute motion on the same subject
shall be acceptable, and voted on before a vote on the
amendment. Amendments shall be voted first, then the
main motion as amended.
Motion to continue
Motions to continue to a definite time shall be
amendable and debatable as to propriety of postponement
and time set.
15
Resolutions
voting
Resolutions should be in written form before the
commission. The appropriate motion is "I move that
Resolution No. be adopted." Reading of the title is
not legally required. Upon seconding, a vote is taken.
A roll call vote is the desirable procedure on all
resolutions.
Resolutions Prepared in Advance
Where a resolution has been prepared in advance, the
procedure shall be: motion, second, discussion, vote
and result declared. It shall not be necessary to read
a resolution in full or by title except to identify it.
Any member may call for a roll call vote or require
that the resolution be read in full.
Resolutions Not Prepared in Advance
Where a resolution has not been prepared in advance,
the procedure shall be to instruct the staff to prepare
a resolution for presentation at the next meeting as
follows: motion, second, "no objections? - so ordered".
Urgency Resolutions
In matters of urgency a resolution may be presented
verbally in motion form together with instructions for
written preparation for later execution. After the
resolution has been verbally stated, the voting
procedure for resolutions prepared in advance shall be
followed. Urgency resolutions shall be avoided except
when absolutely necessary.
Question to be Stated
The Presiding Officer may verbally restate each
question immediately prior to calling for the vote.
Following the vote, the Presiding Officer may verbally
announce whether the question carried or was defeated.
The presiding Officer may also publicly state the
effect of the vote for the benefit of the audience
before proceeding to the next item of business.
Voting Procedure
on the passage of every motion, the vote shall be taken
by voice or roll call and entered in full upon the
16
record. The order of voting shall be alphabetical with
the Chairperson voting last.
Roll Call Voting
Resolutions shall be considered by roll call vote. Any
other questions before the Commission shall not require
a roll call vote unless demanded by any member before
the negative has been put. It shall not be in order
for members to explain their vote during roll call.
Any member may change his or her vote before the next
order of business.
Failure to Vote
Every member shall vote unless disqualified for cause
accepted by vote of the Commission or by opinion of the
City Attorney. Self -disqualification, without
approval, which results in a tie vote shall be avoided
as thwarting Commission action, but no Commission
member who abstains shall in effect consent that a
majority of the quorum may act for him or her. Tie
votes shall be lost motions and may be reconsidered.
Reconsideration
Any member who voted with the majority may move a
reconsideration of any action at the same meeting.
After a motion for reconsideration has once been acted
on, no other motion for reconsideration thereof shall
be made without unanimous consent of the Commission.
Staff Responsibilities
The City Engineer lends technical support to the and serves as
the Secretary to the Commission. He or she provides the data,
information and professional counsel to the Commission while
serving as liaison between policy formulation and implanta-tion
of same through administrative procedures.
The City Engineer is primarily responsible for administering the
day-to-day operation and functions of City Engineering and Public
Works, within the policies and guidelines as established by the
City Council and the City Manager. It is also the responsibility
of the City Engineer to function as communicator between staff,
the Commission and the City Manager.
The City Engineer will facilitate clear, concise and efficient
communication of all direct questions, comments, and requests for
information between the Commission, City Manager and staff as
17
well as similar requests between individual Commission members
and individual staff.
The City Manager will assign additional staff to assist the
Commission in a technical and professional capacity, as needed.
It is not expected that every staff recommendation will be
followed; however, because of staff's technical knowledge, full
consideration should be given to their recommendations. Staff
members make objective recommendations without consideration of
personal or political consequences. Following a staff report or
recommendation to the Commission, staff is at liberty to make the
same recommendation to the City Council via the City Manager,
even though the Commission may have taken a different position.
Staff Requests Procedures
All Commissioners' requests for information from staff requiring
extensive time commitments will come through the Commission as a
whole at a regular meeting during Commissioners Comments. If a
Commissioner considers the request an emergency, and time allows,
he shall attempt to obtain the Chairpersons's approval to direct
the request to the City Engineer. If the Chairperson is
unavailable, then the Commissioner may directly contact the City
Engineer. The City Engineer will then report to the Commission
at the next regular meeting the nature of the request and the
action taken. When a request is made by a Commissioner for
copies of correspondence or information, then all Commissioners
shall be sent copies of the same information.
Each Commission may adopt rules and procedures to accomplish its
duties. These rules are subject to City Council approval.
Minutes
Minutes are taken at all Commission meetings, transcribed and
included in the following agenda packet. Once approved, the
minutes are forwarded to the City Council for their information.
Minutes are then kept as the official record for the Traffic and
Transportation Commission's actions and are open for public
review.
Unless the reading of the minutes of the previous meeting is
requested by a majority of the Commission, such minutes may be
approved without reading if the Secretary has previously
furnished each Commissioner with a copy thereof.
The minutes shall consist of a clear and concise statement of
each and every action including the motions made an the vote
thereon. Reasons for making a motion, or voting, debate and
audience reaction are generally irrelevant for purposes of the
minutes. Such items may be included if considered to be
18
particularly relevant or otherwise necessary by the Secretary in
the first instance and by the Commission in the final instance.
The Secretary shall have exclusive responsibility for preparation
of the minutes, and any directions for changes in the minutes
shall be made only by action of the Commission.
Commission Recommendations
All actions of the are of an advisory nature and are forwarded to
the City Council by staff. A review of each recommendation is
conducted by City Council and the City Manager for possible
placement on a future City Council agenda. The Commission may
only recommend items to Council that are on included on regular
agendas and are duly voted upon by a majority of the Commission.
It is the City Engineer responsibility to forward all Commission
recommendations to the City Manager.
Relations with Cit Council Commissions and Committees
In areas where there is an overlap of jurisdiction between
various Commissions, it is important that a liaison be developed
to insure consideration of the different viewpoints and to
minimize duplications of efforts. Joint meetings with the City
Council and other commissions and committees may be mutually
beneficial whenever two bodies are simultaneously addressing the
same topic.
19
V. LEGAL CONSTRAINTS
The Brown Act
"All meetings of the legislative body of a local agency shall be
open and public, and all persons shall be permitted to attend any
meeting of the legislative body of a local agency, except as
otherwise provided in this chapter." (Government Code Section
54953)
The law requires that meetings, at which a quorum of the
Commission is in attendance, must be open to the public. Agendas
must be posted 72 hours prior to regular meetings and they must
contain a brief description of each item to be discussed in
language understandable to the public.
No action, or commitment, may be taken on items which are not on
the posted agenda. No discussion may occur regarding an item
which is not posted on the Agenda. Items brought up by the
general public may be presented, but there will be no discussion
held or action taken. The Commission may refer the item to
staff. Every Agenda must provide an opportunity for the public
to address the Commission.
A copy of the Brown Act is available in the City Clerk's office.
Conflict of Interest
In compliance with the Political Reform Act, the City of Diamond
Bar adopted a Conflict of Interest Code on October 3, 1989. It
states that newly designated Commissioners must file a Conflict
of Interest Statement within thirty (30) days of appointment and
thirty (30) days after leaving office. Forms are obtained from
the City Clerk's Office and must be filed with the City Clerk, no
later than the due date.
Disqualification From Commission Decisions
As a Commissioner, if a matter in which you have a financial
interest comes before the Commission on what you serve, and the
decision will naturally affect that financial interest, you must
disqualify yourself from all participation. This means you may
not discuss the matter with your colleagues, may not participate
in deliberations concerning the matter, must abstain from voting,
and refrain from any attempt to influence the decision on this
matter. Commissioners should leave the room while the matter is
under consideration in order to avoid violating these
prohibitions. The financial interest leading to abstention must
be identified and recorded by the Secretary. If a reason is not
offered, the Chairperson should request it.
20
There are two exceptions to the general rule. The first
exception is that a commissioner will not be disqualified if the
decision will affect the commissioner's financial interest in the
same manner it will affect the public generally. The second
exception is that a commissioner may be advocates on their own
behalf, provided that they do this as any other citizen would.
Personal interests are defined as real property or businesses
owned entirely by a commissioner and his/her immediate family,
and businesses managed entirely by a commissioner, spouse, or
both. City officials should seek the advice of the City Attorney
before becoming involved in any Commission decision wherein there
is the possibility of conflict of interest. It is desirable to
guard against even the suspicion of unethical conduct by any City
official. City officials should be careful to avoid any act or
statement that might be misconstrued. Their official behavior
should appear to all concerned, to be above reproach.
Public Records Law
The Government Code of the State of California provides that all
official records of the City are open for inspection by any
interested citizen at reasonable times. All Commission minutes
and supporting documents are public records and are available for
public review and copying.
Discrimination and Equal Protection
All rules, regulations, laws, services, and facilities must apply
equally to all persons and not give favor to any segment of the
community. Similarly, all policies and ordinances of the City
must afford equal protection to all facets of the Community.
Due Process
Governmental procedures and processes generally provide that an
affected party has a right to be heard and to present testimony
during required public hearings.
Unfair determinations, such as bias, predetermination, refusal to
hear, etc., may invalidate a Commission action.
21
VI. APPENDIX
22
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e
RESOLUTION NO. 91-71
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR
ESTABLISHING CITY COUNCIL STANDARDS OF OPERATION
WHEREAS, it is important to the successful operation of
any public organization that standards be established to define the
roles, responsibilities and expectations of the governing board and
staff in the operation of the organization; and
WHEREAS, the establishment of standards. by the City
Council will promote understanding and trust among members of the
City Council and staff concerning their roles, responsibilities and
expectations for the operation of the City; and
WHEREAS, the establishment and periodic review of these
City Council policy standards will assist new members of the City
Council to better understand their role and responsibilities as
Council Members.
NOW, THEREFORE, BE IT RESOLVED by the City of Diamond Bar
as follows:
section 1. OPERATION OF C.T.TY COUNCIL MEETINGS
A. The Council shall meet the first and third Tuesdays of each
month, commencing at 6:00 p.m. If the Council desires to
proceed past 11:30 p.m., the Council, at 11:00 p.m., will
determine which issues will be completed at that meeting and
which items will be continued to the next Tuesday meeting.
B. Public Comments are to be scheduled for 6:00 p.m., immediately
following the Flag Salute, Roll Call and Council Comments.
C. No action is to be taken on items raised under Public
Comments. Besides oral requests, citizens may also be
requested to put concerns in writing, if that the item(s) is
to be agendized, for a later Council meeting date, at the
discretion of the Council and City Manager.
D. At the beginning of the meeting, if there are a number of
people requesting to speak on a particular subject under
Public Comments, the Mayor may request that there be a
spokesperson and that the others limit their comments, speak
at the end of the meeting or contact Council or City Manager.
This does not apply to scheduled agenda items.
COUNCIL STANDARDS
Page Two
Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'T)
E. In order to ensure that all members of the public have an
opportunity to speak, pertaining to issues that are not on the
meeting agenda, and that the Council is able to complete the
public's business, there shall be a five-minute limitation on
comments by the public unless otherwise prohibited by law. The
Mayor will be responsible for enforcing the time limits as
suggested. Any Council Member may request an extension of the
five-minute time limitation. If the Council concurs that the
nature of the issue warrants an extension of time, the time
limit may be extended.
F. The Council will not hold a public hearing on items scheduled
under Departmental Reports or Council Concerns. If just one
or two people desire to speak on the item, the Council will
listen to their comments. If more than two persons at the
meeting desire to speak on an item, the Council may reschedule
the item on the agenda of a subsequent meeting.
G. With Council approval, Mayor may schedule Council review of
agenda items out of their prescribed order on the printed
agenda.
H. Significant proposed changes to City ordinances shall be set
for public hearing.
I. The Council Member making a motion shall either restate the
motion or have the City Clerk restate the motion, before the
vote, to clarify the motion for the public and staff.
J. Council Members should not get into a debate with a member of
the public or staff at a Council meeting.
K. The City Council will, on a quarterly basis, agendize and
prioritize those significant items to be scheduled as future
Council study session topics.
L. If an applicant submits a new site plan for a development or
if the City Council requests changes in the submitted site
plan, the public hearing will be continued at least two weeks
to allow time for staff review.
M. Any written correspondence or other materials received at a
City Council meeting (from the public or staff) will be
documented with a receipt time and date by the City Clerk and
distribution indicated. If the City Clerk does not receive a
copy of the written submittal, it will not be considered to
have been received or acted upon by the City Council.
COUNCIL STANDARDS
Page Three
Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'T)
N. All minutes of City Council meetings shall be composed
utilizing an action -taken format; rather than a transcript
format. All meetings shall be audiotaped, in their entirety,
for Council, public and staff reference. City Council and
Planning Commission tapes shall be retained for two years,
from the date of the meeting. All other Commission and
Committee meeting tapes shall retained, until the approved
minutes of a meeting have been reported to the City Council.
O. Any concerns by a Council Member over the performance of a
City employee during a Council meeting should be privately
directed to the City Manager to ensure the concern is properly
addressed.
Section 2.
RELATIONS
A. Individual Council Members will have the right to attend
meetings but are cautioned about becoming involved in the
meeting's discussions and/or violating the Brown Act.
B. Written committee reports will be given to the Council on
significant committee recommendations and/or actions.
C. New ideas or suggested programs will be presented to the full
Council before presenting to the media.
Section 3. COUNCIL MEMBER PRESENTATIONS AT OTHER AGENCIES AND
GRQUP$.
A. If a member of the City Council represents the City before
another governmental agency, organization, the Council Member
will first indicate the majority position of the Council.
Personal opinions and comments may be expressed only if the
Council Member clarifies that these statements do not
represent the position of the City Council.
Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF
A. There will be mutual respect from both staff and Council -
members of their respective roles and responsibilities, when
expressing criticism in public session.
B. In public session, City staff members will address Council
members, utilizing Mayor, Councilman or Councilwoman; and,
Council members will address all staff members, utilizing Mr.
or Ms. rather than the person's first names. .
COUNCIL STANDARDS
Page Four
Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF CONT
C. City staff acknowledge that the Council is the City's policy
making body. The City Council acknowledges that staff
administers the Council's policies.
D. The Council, as the overall Policy body,
the cit
Manager responsible for the administration o of the City
Departments. The overall internal administration by the City
Manager is necessary in order to assure efficient and economic
operations of the various departments per Council direction.
E. The Council will direct the City Manager on all major or new
issues. A Council Member will not initiate any action or have
prepared any report that is significant in nature or initiate
any project or study, without the approval of a majority of
the City Council.
F. All written informational material requested by individual
Council Members will be submitted by staff to all Council -
members with the notation indicating which Council
requested the information. Member
G. Council will not attempt to coerce or influence staff in the
making of appointments, the awarding of contracts, the
selection of consultants, the processing of development
applications, or the granting of City licenses or permits.
H. Mail that is addressed to the Mayor and City Council will be
circulated by the City Manager to the City Council with a
comment as to which staff person will be assisting the Mayor
and/or Council Member in preparing a response.
I• The Mayor's response, when appropriate and the original
communication, will be submitted to Council members for their
information. Mail addressed to individual Council Members may
be responded to, by that Council Member.
K. Staff team sensitivity and support is important. Once a final
decision is reached by the Council, Planning Commission or
other City body, it will be accepted, supported and
implemented by staff.
section 5. LITIGATION AND CONFTiI A`taTT a T Tfi
A. C?ty Council Members will keep all written and verbal
information provided on matters that are confidential, under
State law, in strict confidence to insure that the City's
position is not compromised. No dissemination of information
or materials will be made to anyone,
City Attorney, except Council Members,
City Manager or Assistant City Manager.
t
COUNCIL STANDARDS
Page Five
section s. LITIGATION AND CONFIDENTIAL INFORMATION (CON'T
B. If the City Council in closed session has provided direction
to City staff on proposed terms and conditions for any type of
negotiations whether it be related to property acquisition or
disposal, a proposed or pending claims or litigation, and/or
employee negotiations, all contact with the other party will
be the designated City person(s) representing the City in the
handling of the negotiations or litigation. A Council Member
will not have any contact or discussion with the other party
or its representative involved with the negotiation during
this time and will not communicate any discussion conducted in
closed sessions.
section 6. INDIVIDUAL COUNCIL MEMBER RESPONSIBILI
A. Frequent communication is an important and integral part of
Council relationships and will be the standard of operation.
B. Respect for each individual Council Members interpersonal
style will be a standard of operation. Courtesy and
sensitivity to individual points of view will be a standard
of operation.
C. On areas where Council Members disagree, especially on the
process to be used, discussions will occur to facilitate a
clear direction.
D. Council approach to authority is collegial rather than
individual.
E. Council Members will keep an open mind on all issues.
F. Individual Council Members, on matters pertaining to upcoming
or anticipated items where a public hearing will be held, will
maintain as near neutral position as possible to assure not
only the appearance but the actual degree of openness that is
attendant to our community responsibility.
The City Clerk shall certify to the adoption of this Resolution.
1991. PASSED, APPROVED AND ADOPTED this 3rd day of December ,
COUNCIL STANDARDS
Page Six
I, Lynda Burgess, City Clerk of the City of Diamond Bar, do hereby
certify that the foregoing Resolution was passed, approved and
adopted at a regular meeting of the City Council of the City of
Diamond Bar held on 3rd day of December 3, 1991, by the following
vote:
AYES: COUNCILMEMBERS: Miller, Forbing, M/Kim
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Papen, Werner
ABSTAINED: COUNCILMEMBERS: None
TYNZA BURGESS, City Clerk
City of Diamond Bar
City of Diamond Bar Telephone List
ADMINISTRATION
Robert L. Van Nort, City Manager 396-5666
Terrence L. Belanger, Assistant City Manager 396-5667
Nancy Whitehouse, Secretary 396-5666
City Council Office 396-5668
CITY CLERK
860-2489
Lynda Burgess
COMMUNITY DEVELOPMENT
James DeStefano, Director 396-5676
PUBLIC WORKS/CITY ENGINEER
Sid Mousavi, Director 396-5673
Charles Janiel, Parks and Maintenance 396-5694
David Liu, Associate Engineer 396-5671
Anne Garvey, Engineering Technician 396-5671
Tseday Aberra, Administrative Analyst 396-5691
25
Description of Commissions/Committees
Planning Commission
Comprised of five members, the Planning Commission reviews all
development issues (tract maps, specific plans, hillside
development, etc.) to assure they conform with the General Plan.
Many actions of the Planning Commission are final, unless
appealed to the City Council.
Parks and Recreation Commission
Comprised of five members, the Parks and Recreation Commission is
an advisory board for the City Council on matters of Park
Improvement Projects, recreation services and special events.
The Commission deals with the scheduling of community sports
organizations as well as City -sponsored sports activities and
one-time park users.
Significant Ecological Area Technical Advisory Committee (SEATAC)
A committee of environmental professionals assigned to review and
advise the City on the ecological impacts of development proposed
within a significant ecological area (SEA), pursuant to Municipal
Code Section 22.56.215.
Statement of Principles
The proper operation of Diamond Bar government requires that:
1. Public officials be independent and impartial in
their judgements and actions.
2. Decisions and policies be made in the proper
channels of the governmental structure.
3. Public office, whether appointed or elected, not be
used for personal gain.
4. The public have confidence in the integrity and
openness of its government and public officials.
Policies for Service
The City Council has, therefore, adopted the following policies:
1. Respect the importance of American ideals of
government and the rule of the law.
2. Work for the common good of the City of Diamond Bar
and its citizens and not for any private interests.
26
3. Provide fair, equal and courteous treatment for all
persons and matters coming before the Council or
any Commission.
4. Learn and study the background and purposes of
important items of business before voting.
5. Perform faithfully all duties of office, including
attendance at Commission training sessions.
6. Refrain from disclosing any confidential infor-
mation concerning the government of the City of
Diamond Bar. (For example: personnel,
negotiations, litigation.)
7. Avoid accepting any gifts, or favors, or promises
of future benefits which might compromise or impair
independence of judgement or action.
8. Refuse to approve any breach of public trust or
improper attempts to influence any pending matter.
9. File a Conflict of Interest Statement with the City
of Diamond Bar within ten (10) days of appointment
as a public official. Make sure all "financial
interests" are disclosed as required. Thereafter,
file appropriate Conflict of Interest Statements as
required by law.
10. Disclose financial interests which are likely to be
materially affected by the City's or Commission's
decision, when performing City duties.
11. Refuse to vote, appoint a person, commit the City,
enter into a contract or otherwise make City
decision in which you have a disqualifying
financial interest.
12. Refuse to negotiate, advise, make recommendations,
conduct research, or prepare any analysis or
reports concerning City decisions in which they
have disqualifying financial interest.
13. Decline any employment incompatible with public
duty or resign form his/her position as a public
official, elected or appointed. However, he/she
may be employed or may contract(s) with the City of
Diamond Bar.
14. Recognize that repeated disqualification demeans
the value of our service to the City. If this is
occurring, resignation would be appropriate.
27
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CITY OF DIAMOND BAR
MEMORANDUM 1991 K143 -9 Am 11: 46
TO: Robert L. Van Nort, City Manager
FROM: Sid J. Mousavi, City Engineer/Pu orks Director
SUBJECT: Issues to be addressed by the City Council during the
March 24, 1992 Study Session.
DATE: March 6, 1992
The Traffic and Transportation Commission was requested to provide
a "White Paper", a list which contains issues the commission
desires the City Council to address and discuss, during a study
session on March 24, 1992.
As a result, provided herewith, is the "White Paper" as compiled by
the Traffic and Transportation Commission.
Attachment
FINAL
March 2, 1992
The following issues have been identified by the members of the Transportation Commission as those which should
be pursued by the City during 1992 and beyond. These issues are numbered for reference only and the order in
which they are presented, do not reflect any priority whatsoever.
Conclude the Circulation Element; this is the tool which we are all anticipating so that we will have policy
direction for future decisions. Now that there is time for review, the Transportation Commission wishes
to have the Circulation Element placed on its agenda as a discussion item and allow for a specific public
forum if possible. There is no intention of creating an additional approval hurdle, but the Transportation
Commission should have formal input on the document which significantly impacts our activities and shapes
our decisions.
2 In finalizing development and approval of the Circulation Element of the General Plan, the City should
adopt the position that Tonner Canyon should be protected as a transportation corridor pending further
engineering, environmental and economic evaluation. This Commission is taking neither a for or against
position; we are strongly advocatint that no irrevoc#ble decisions be made until all of the issuesfre
studied and facts known. ! A l r g CA ra c cn a rt /t ev' Cel c{ rc 1; nQ
s 7 -¢w `� 1
The CityWh�evelop a policy with regard to funding traffic signals involving intersections of private
streets bad pu is thoroughfares. At the present time, the Transportation Commission has identified at least
six intersections which meet warrants for traffic signals. Of these six, two locations are intersections of
private streets and public thoroughfares. Until a policy is developed for funding such intersections,
recommendations regarding all of the needed signals in the City, and their relative priority, cannot be
determined.
At the present time, the Traffic and Transportation Commission has identified at least six intersections
which currently meet signal warrants. As a general rule, traffic signals cost approximately 5100,000 per
intersection. The City should specifically budget for traffic signal installation at a designated level of "X"
number of intersections per year at a rate of $100,000 per intersection.
The City must continue to press Caltrans for funding priority for improvements to the SR 57/SR 60
rnsat interchange. City participation and interest should be increased from a public awareness perspective. This
is perhaps best achieved through City staff and Transportation Commission meetings and activities. The
fact that Caltrans is now seeking approval of a completed Project Study Report (concept planning) and
desires to initiate a Project Report (preliminary design) should be expressed to the citizens of Diamond Bar
so that progress is perceived.
The City must continue to develop the holiday shuttle as a means of proceeding with the community
circulator. This effort is the basis for virtually all future transit efforts in Diamond Bar and it must be
treated as a carefully planned investment (seed money) that will be repaid in the future.
7. The City should support and encourage LACTC efforts to establish commuter rail service in the San
Gabriel Valley, particularly along the rail linos through Industry near Diamond Bar. As a City, we should
also be trying to stimulate the interest of Diamond Bar residents by distributing information on LACTC
efforts and describing the possible benefits to the City and the residents.
The City should make plans to expand the Community shuttle program to access existing and proposed
Park -n -Ride facilities and connect to new commuter rail stations that will be coming on-line in the San
Gabriel valley in the next few years.
9. Improve interface with Foothill Transit District both from a route and relationship perspective. The City
also needs to become a route information resource for local residents. This could easily be accomplished
by placing a brochure kiosk in City Hall that contains route information, stop locations and times, etc...
10. The City should develop an assertive and fon ward-thinkingC'0iih Op cit fee program that identifies the future
transportation system and level of service we want in the City of Diamond Bar. Using this as a basis, we
should estimate the cost of the network and associate that cost with the trips that will be generated by new
development within the City. Impact fees should be charged based on a "consumption" basis using vehicle
miles travelled as the common denominator as opposed to the leas successful examples which try to relate
specific development proposals and roadway projects on the basis of gross trips.
11. The City should set parameters for decisions and establish a schematic (at least) circulation network for
Tres Hermans area together with the relationship of that network to existing Diamond Bar streets. This
could include the following issues:
- a model traffic ordinance
- controlled access routes
limits interruption to destination traffic
designatedlengineered access points and driveways
medians to limit conflict and improve flow
- flexible, progressive traffic signal control system
1. Diamond Bar High School includes a significant amount of parking capability that could be put to use, in
a partnership fashion. The City should pursue a combination Park -n -Ride with the School District at
Diamond Bar High School. A facility that provides parking for both students and commuters has the
potential to provide a revenue stream to the School District and meet the City's needs in terms of regional
planning requirements (air quality, trip reduction, etc...)
Develop regional transit system in conjunction with Chino Hills that accesses LA County and Orange
County employment centers; we want buses full of people coming over Grand Ave instead of single
occupant vehicles. These transit links should ultimately connect with the commuter rail stations planned
by LACTC.
,i� As a City we must establish better lines of communications with school districts regarding traffic issues
in and around school sites. This effort must focus on building a mutually beneficial partnership that is
based on respect for the responsibilities each partner has in representing the community. We must all
remember that student welfare is the only measuring tool we all have. One means of starting this process
may be to host a workshop for representatives of the schools (administrators, principals, PTA) and the City
(staff, Transportation Commission, and Council) to define roles, goals, opportunities, and constraints, as
well as set reasonable expectations.
1i Address and develop solutions for traffic issues in and around South Pointe Middle School. This should
include a thorough neighborhood traffic study which explores means of relieving potential heavy traffic
impacts on Lemon Ave caused by school related traffic.
16. The City should embrace the concept of and encourages driving behavior. Diamond Bar may
have once been a rural community that created the opportunity for driving in a manner of one's choosing.
While we still have the rural ambience, the neighborhoods are larger, there are many more neighbors, and
we all need to recognize that we are not as free to drive on our local streets in the same way as we might
have in the past. The Transportation Commission has heard many complaints of poor driving behavior,
that upon investigation have turned out to be our own citizens. We would encourage an awareness
campaign by the City that includes topics such as the special hazards of city -driving, determination of safe
speeds in city traffic, and reduction of hazards at city intersections.
17. Speed humps are frequently suggested and requested by residents as solutions to speeding traffic in their
neighborhoods. Opinions are divided in available literature, previous studies, and among members of the
t Transportation Commission. Based on the available information, the City should consider and formally
adopt a policy position regarding application of speed humps within the City.
r`f e_ol . Gtr /l ( 2fOU
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CITY OF DIAMOND BAR J._ _
MEMORANDUM 1992 111".31 -9 lti 11: 46
TO: Robert L. Van Nort, City Manager
FROM: Sid J. Mousavi, City Engineer/Pu �Iorks Director
SUBJECT: Issues to be addressed by the City Council during the
March 24, 1992 Study Session.
DATE: March 6, 1992
The Traffic and Transportation Commission was requested to provide
a "White Paper", a list which contains issues the Commission
desires the City Council to address and discuss, during a study
session on March 24, 1992.
As a result, provided herewith, is the "White Paper" as compiled by
the Traffic and Transportation Commission.
Attachment
FINAL
March 2, 1992
The following issues have been identified by the members of the Transportation Commission as those which should
be pursued by the City during 1992 and beyond. These issues are numbered for reference only and the order in
which they are presented, do not reflect any priority whatsoever.
1. Conclude the Circulation Element; this is the tool which we are all anticipating so that we will have policy
direction for future decisions. Now that there is time for review, the Transportation Commission wishes
to have the Circulation Element placed on its agenda as a discussion item and allow for a specific public
forum if possible. There is no intention of creating an additional approval hurdle, but the Transportation
Commission should have formal input on the document which significantly impacts our activities and shapes
our decisions.
2. In finalizing development and approval of the Circulation Element of the General Plan, the City should
adopt the position that Tonner Canyon should be protected as a transportation corridor pending further
engineering, environmental and economic evaluation. This Commission is taking neither a for or against
position; we are strongly advocating that no irrevocable decisions be made until all of the issues are
studied and facts known.
3. The City should develop a policy with regard to funding traffic signals involving intersections of private
streets and public thoroughfares. At the present time, the Transportation Commission has identified at least
six intersections which meet warrants for traffic signals. Of these six, two locations are intersections of
private streets and public thoroughfares. Until a policy is developed for funding such intersections,
recommendations regarding all of the needed signals in the City, and their relative priority, cannot be
determined.
4. At the present time, the Traffic and Transportation Commission has identified at least six intersections
which currently meet signal warrants. As a general rule, traffic signals cost approximately $100,000 per
intersection. The City should specifically budget for traffic signal installation at a designated level of "X"
number of intersections per year at a rate of $100,000 per intersection.
5. The City must continue to press Caltrans for funding priority for improvements to the SR 57/SR 60
interchange. City participation and interest should be increased from a public awareness perspective. This
is perhaps best achieved through City staff and Transportation Commission meetings and activities. The
fact that Caltrans is now seeking approval of a completed Project Study Report (concept planning) and
desires to initiate a Project Report (preliminary design) should be expressed to the citizens of Diamond Bar
so that progress is perceived.
6. The City must continue to develop the holiday shuttle as a means of proceeding with the community
circulator. This effort is the basis for virtually all future transit efforts in Diamond Bar and it must be
treated as a carefully planned investment (seed money) that will be repaid in the future.
7. The City should support and encourage LACTC efforts to establish commuter rail service in the San
Gabriel Valley, particularly along the rail lines through Industry near Diamond Bar. As a City, we should
also be trying to stimulate the interest of Diamond Bar residents by distributing information on LACTC
efforts and describing the possible benefits to the City and the residents.
The City should make plans to expand the Community shuttle program to access existing and proposed
Park -n -Ride facilities and connect to new commuter rail stations that will be coming on-line in the San
Gabriel valley in the next few years.
9. Improve interface with Foothill Transit District both from a route and relationship perspective. The City
also needs to become a route information resource for local residents. This could easily be accomplished
by placing a brochure kiosk in City Hall that contains route information, stop locations and times, etc...
10. The City should develop an assertive and forward -thinking impact fee program that identifies the future
transportation system and level of service we want in the City of Diamond Bar. Using this as a basis, we
should estimate the cost of the network and associate that cost with the trips that will be generated by new
development within the City. Impact fees should be charged based on a "consumption" basis using vehicle
miles travelled as the common denominator as opposed to the less successful examples which try to relate
specific development proposals and roadway projects on the basis of gross trips.
11. The City should set parameters for decisions and establish a schematic (at least) circulation network for
Tres Hermanos area together with the relationship of that network to existing Diamond Bar streets. This
could include the following issues:
- a model traffic ordinance
- controlled access routes
limits interruption to destination traffic
designated/engineered access points and driveways
medians to limit conflict and improve flow
- flexible, progressive traffic signal control system
12. Diamond Bar High School includes a significant amount of parking capability that could be put to use in
a partnership fashion. The City should pursue a combination Park -n -Ride with the School District at
Diamond Bar High School. A facility that provides parking for both students and commuters has the
potential to provide a revenue stream to the School District and meet the City's needs in terms of regional
planning requirements (air quality, trip reduction, etc...)
13. Develop regional transit system in conjunction with Chino Hills that accesses LA County and Orange
County employment centers; we want buses full of people coming over Grand Ave instead of single
occupant vehicles. These transit links should ultimately connect with the commuter rail stations planned
by LACTC.
14. As a City we must establish better lines of communications with school districts regarding traffic issues
in and around school sites. This effort must focus on building a mutually beneficial partnership that is
based on respect for the responsibilities each partner has in representing the community. We must all
remember that student welfare is the only measuring tool we all have. One means of starting this process
may be to host a workshop for representatives of the schools (administrators, principals, PTA) and the City
(staff, Transportation Commission, and Council) to define roles, goals, opportunities, and constraints, as
well as set reasonable expectations.
15. Address and develop solutions for traffic issues in and around South Pointe Middle School. This should
include a thorough neighborhood traffic study which explores means of relieving potential heavy traffic
impacts on Lemon Ave caused by school related traffic.
16. The City should embrace the concept of and encourage sportsmanlike driving behavior. Diamond Bar may
have once been a rural community that created the opportunity for driving in a manner of one's choosing.
While we still have the rural ambience, the neighborhoods are larger, there are many more neighbors, and
we all need to recognize that we are not as free to drive on our local streets in the same way as we might
have in the past. The Transportation Commission has heard many complaints of poor driving behavior,
that upon investigation have turned out to be our own citizens. We would encourage an awareness
campaign by the City that includes topics such as the special hazards of city -driving, determination of safe
speeds in city traffic, and reduction of hazards at city intersections.
17. Speed humps are frequently suggested and requested by residents as solutions to speeding traffic in their
neighborhoods. Opinions are divided in available literature, previous studies, and among members of the
Transportation Commission. Based on the available information, the City should consider and formally
adopt a policy position regarding application of speed humps within the City.
Memorandum
DATE: February 28, 1992
TO: Diamond Bar City Council
FROM: Diamond Bar Planning Commission
SUBJECT: Requested "White Paper"
The Planning Commission is in receipt of the City Council's request, delivered via
Mr. Van Nort, to prepare a "white paper" outlining the Commission's thoughts on the
problems and solutions facing the City of Diamond Bar. This task has caused the
Commission some distress due to its non-specific nature. Several Commissioners have
interpreted the request to be in the nature of "nuts and bolts" issues and others have seen
the goal as being more philosophical in nature. This memorandum serves as an integration
of both of these approaches. It is our hope that the contents provide the Council with
information that is responsive to the original request and helpful to the Council in its
planning efforts.
PRACTICAL ISSUES
Traffic -
What is the City Council's Policy on traffic control? Do we reclaim the local
roads for more local use? Do we at least restrict use of our City as a by-pass or
throughway? Is this best accomplished by actions in Diamond Bar or by encourage-
ment of traffic mitigation measures external to the City limits? Most likely, some
combination will be needed. Most important is the need to establish the will to seek
such solutions and integrate these solutions into our ongoing planning, financing and
capital improvement activities.
2. Code Enforcement -
City ordinances should be enforced in a consistent and uniform manner. We
may, for example, all struggle through months of hearings on the sign ordinance but
if there is not the means or the will to enforce it, the effort is wasted and, worse,
community trust is eroded. Who is responsible for the gorilla?
Diamond Bar City Council
February 28, 1992
Page 2
3. Use of Consultants -
Use of consultants should be moderated by the judicious use of the
information and experience available from other similar and/or neighboring cities.
To the extent that consultants are used, their product should be carefully monitored
and their activities directed so that the City gets maximum value for its money. It
is not necessary to do more than resurrect the obvious: the City of Diamond Bar's
GPAC program was seriously handicapped in major part because the City's
consulting firm did not analyze, initiate and conduct the program with an
appreciation of the impacts of Law, Policy and Politics. Hence, the strong grass-roots
political criticisms.
4. Formation of a Redevelopment Agency -
RDA's are scrutinized much more carefully and have many fewer
options than in past years. An RDA does, however, continue to provide a level of
flexibility and financial wherewithal that cannot be found otherwise.
5. Architectural Review -
A definitive set of architectural review guidelines is needed to assure an
appropriate level of review. To produce these guidelines, the City will need to make
some hard decisions. These include whether a Citywide architectural or design
theme is desired; how much diversity in design is desired; and how greatly does the
City wish to limit individual design perogatives. This is an important issue and
should be considered quickly. Because it is an issue that is complicated and very
community oriented, use of an appropriate consultant should be considered and
budgeted. A policy of cooperation with these associations and a plan for producing
this cooperation will not only aid the coordination of reviews but should create a
sense of oneness with these smaller, more community based organizations.
6. Direction From City Council to Planning Commission -
The City Commissions need more direction from Council. The City Council,
as the elected representatives of the citizens, is the group which must create policy,
not the various Commissions. To date, there has been little proactive communication
from the Council down to the Planning Commission. Is it the Council's policy, for
instance, that apartments are a land use that is seen to be in excessive abundance
and should be discouraged? Or that churches are seen as a threat to the supply of
income producing zoning areas? While it would be inappropriate for the City
Diamond Bar City Council
February 28, 1992
Page 3
Council to direct the actions of the Planning Commission, a greater level of
communication would greatly reduce friction between the bodies.
7. Improve communication between City government and Diamond Bar Citizens.
PHILOSOPHICAL ISSUES
What does the Council see as Diamond Bar's future? There needs to be a
philosophy or personality of the City of Diamond Bar. Land use issues, development codes
and sign ordinances are vital to the workings of the City but so far, these implementation
tools are being crafted and used without a clear sense of what the City of Diamond Bar sees
itself as being or becoming. The following are some examples of goals and issues that could
serve to establish the identity of Diamond Bar.
A. Diamond Bar should include well equipped and well maintained parks as well
as a broad program encompassing the arts and other cultural events involving all public and
private facilities and entities. These parks should by operated by a recreation department
and programs of education, recreation and sports participation should be abundant and well
run.
B. Diamond Bar should consider taking responsibility and ownership (legal or
moral) of the hillsides and other non -park open spaces and manage them to preserve and
enhance their character. These open spaces will continue to exist due to the topographic
nature of our City and we should make them valued assets to the community, not see them
as nuisances to be avoided or ignored.
C. We should make education and development of our children a priority. Cities
like San Marino do not have consistently higher test scores, graduation rates and college
entrance rates just because the families are wealthy. To a great degree it is caused by a
community attitude that fosters and expects superior performance from the students, the
schools and the parents. We should work with the two school districts and private schools
in town to seek the enhancement of our children's education. If the districts are unable or
unwilling to work with us, a separate Diamond Bar School District may be a necessary goal.
D. The goal of working with the AQMD to allow the City of Diamond Bar to be
a "test lab" or model City is terrific. We should expand that goal, however. Because we
have good access and a centralized geographic location, Diamond Bar can act as a
headquarters for other regulatory agencies in Southern California. Agencies such as SCAG,
EPA, U.S. Army Corps of Engineers, California Dept of Fish and Game, Water Quality
Control Board & CALEPA come to mind. While their facilities are tax exempt, the jobs
Diamond Bar City Council
February 28, 1992
Page 4
generated from such agencies are numerous. The presence of these types of agency and the
City's active participation in their proposed or existing programs can bring pride to the
community; and, in many cases, money for pilot programs, another source for expansion of
our children's horizons.
E. The ongoing interaction of residents and the City government can, if, correctly
handled, foster respect and positive feelings toward the community. uch of the animosity
seen in public hearings is a result of uncertainty by the public as mu`h as it is indicative of
specific concerns. If the City makes an effort to establish a clear direction and philosophy
and makes that direction visible and well understood by the citizens, these citizens will have
less cause to be distrustful and antagonistic.
F. Fiscally speaking, a developmentally well balanced community should generate
a level of income that will sustain the basic service levels of that community. The additional
services and amenities discussed above are supportable through benefit districts and user
fees. While a large, costly program or project would meet with opposition, this may be
overcome by starting small and building the community's support and confidence with
success. Services that are to be provided by the City should be supported by user fees which
are equally assessed and geared to making the programs self supporting.
DS:rb
2/diabar.mem
[misc.dir]
CITY OF DIAMOND BAR
PARKS AND RECREATION
COMMISSION
COMMISSION HANDBOOK
Revised March 12, 1992
CITY OF DIAMOND BAR
PARRS AND RECREATION COMMISSION HANDBOOK
Table of Contents
I. INTRODUCTION.......................................1
II. GENERAL INFORMATION
CityHistory ......... ........................2
Diamond Bar's Form of Government .............2
City Advisory Bodies ..........................3
City Staff....................................3
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membership....................................4
Officers.....................................4
Vacancies.....................................5
Quorum........................................5
Meetings......................................5
AgendaFor Meetings ...........................6
Compensation..................................7
Reimbursement.................................7
Staff Liaison.................................7
IV. COMMISSION ROLE
Purpose.......................................8
Duties........................................8
MeetingProcedures ............................9
Motions......................................14
Resolutions..................................16
Voting....... ...........................17
Staff Responsibilities .......................18
Staff Requests Procedures .................... 18
Minutes......................................19
Commission Recommendations ...................19
Relations with City Council, Commissions,
and Committees...............................19
V. LEGAL RESTRAINTS
The Brown Act.. 20
Conflict of Interest .........................20
Disqualification from Commission
Decisions....................................20
Public Record Law ............................ 21
Discrimination and Equal Protection .......... 21
DueProcess..................................21
VI. PARKS AND RECREATION ACTIVITIES
Park Facilities..............................22
School Facilities ............................24
Other Recreation Facilities .............. ..24
Recreation Opportunities .....................25
VII. APPENDIX
Diamond Bar Organizational Chart.............27
City Council Standards of Operation
Resolution 91-71 .............................28
City Telephone List ............ .............29
Description of Commissions/Committees ........ 30
Statement of Principles ......................30
Policies for Service .........................30
I. INTRODUCTION
This handbook is intended to give you an orientation of your role
as a Parks and Recreation Commissioner. It includes an overview
of the Commission's role and responsibilities and the structure
and procedures of Diamond Bar's Municipal Government. The
handbook will also provide an overview of the Parks and
Recreation programs.
Diamond Bar Commissioners are vital to the City's organization
and its efforts to meet the needs and interests of the Community.
It is hoped this handbook will assist you as a member of the
team. The City Council and staff are most appreciative of your
time and efforts.
1
II. GENERAL INFORMATION
History of Diamond Bar
As with many Southern California communities, Diamond Bar's
recorded history began with a 4340 -acre Spanish land grant deeded
by Governor Alvardo to Jose del la Luz. The land was divided
into parcels which changed hands many times prior to 1900. In
1918, Frederick E. Lewis bought most of the original Rancho Los
Nogales area to establish a cattle ranch and registered the Brand
of Diamond Bar with the Department of Agriculture.
In 1956, Transamerica Corporation paid $10 million to purchase
8,000 acres of Diamond Bar Ranch from the Bartholome Family.
Transamerica formed a master -planned community that would
eventually become home to some 74,000 people. The first model
homes were built at the north end of town in 1960 and a
development "boom" was begun.
The first effort to gain local voice in government began with the
formation of the Diamond Bar Homeowners Association in 1964. The
name was changed in 1986 to the Diamond Bar Improvement
Association (DBIA) to serve the community as a whole. Between
1964 and 1989, the DBIA represented the community before various
county agencies on matters of development and accepted
responsibility for enforcing covenants, conditions and
restrictions (CC&R's) on the deeds of all residential tracts. In
1976, the Los Angeles County Board of Supervisors created the
Diamond Bar Municipal Advisory Council (MAC) to provide a focal
point for community input to county government.
Diamond Bar is a typical suburban bedroom community with limited
commercial or industrial land. Commercial acreage is primarily
developed with uses designed to serve residents of the community.
Today's Diamond Bar is a young, upscale residential community of
about 54,000 situated among meandering hills and valleys of Brea
Canyon. Covering 14.77 square miles, it is located at the
junction of the 1157" and 1160" freeways.
Diamond Bar's Form of Government
The City of Diamond Bar was incorporated April 18, 1989 as a
general law City with a Council/Manager form of government.
The City Council is composed of five members elected for
overlapping four year terms by Diamond Bar residents. It is the
governing body of the City, vested with regulatory and
corporate power. The City Council establishes policy and is
ultimately responsible to the people for the actions of the local
government.
N
Diamond Bar's organizational structure consists of a mayor and a
mayor pro -tem selected by the City Council. The mayor is the
presiding officer of the Council for a period of one year, with
the mayor pro -tem as the position's backup.
Because of the complexity, diversity and quantity of issues
facing the City Council, Commissions are asked for input in the
decision-making process.
City Advisory Bodies
There are two types of advisory bodies; one established by City
ordinance of a permanent nature. The duties, responsibilities
and scope of authority are set forth in the enabling ordinance.
The other type of advisory body is created by a resolution of the
Council to serve a particular function for the City.
The primary purpose of both Commissions and Committees is to
gather information, weigh public opinion, and examine issues in-
depth in order to make a recommendation to the City Council.
City Staff
City Manager - Is responsible for the administration of the
City's government. He is appointed by the City Council, serves
as the City's Treasurer and appoints department heads and
employees to provide services to the community.
City Clerk - The City Clerk has the responsibility of conducting
all municipal elections, providing administrative support to the
City Council, recording their actions and maintaining records for
review. The City Clerk is also the Records Supervisor.
Departments - The administrative branch of Diamond Bar's
government consists of the following departments: Finance, Parks
and Maintenance, Planning, and Engineering/Public Works. The
City contracts for Police, Fire Services and Building and Safety.
Department Directors and contractors are responsible to the City
Manager. The City Manager directs the work of all departments by
direction of the City Council.
M
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membershi
The Parks and Recreation Commission consists of five (5) members,
each of whom shall be a resident of the City of Diamond Bar.
Each member of the Parks and Recreation Commission shall be
appointed by one member of the City Council. If a member of the
City Council fails to make an appointment within thirty days of a
vacancy, a majority of the City Council shall appoint to fill the
unexpired term of the vacancy. The terms of office for the
Commission shall be two -years expiring on February 28th of even
numbered years.
Each member of the Parks and Recreation Commission shall be
deemed to have resigned from his/her position on the Commission
ninety (90) calendar days after the City Council person who
selected the Commissioner is no longer on the City Council. That
position will be deemed vacant and available for appointment for
the otherwise unexpired term, if any.
Officers
The Parks and Recreation Commission shall, at its first regular
meeting in March of each calendar year, elect a Chairperson and
Vice -Chairperson from among its appointed members for a term of
one year. The Commission may create and fill such other offices
as may be deemed necessary.
Chairperson - The Chairperson shall be the Presiding Officer at
all meetings of the Commission. In the absence of the
Chairperson, the Vice Chairperson shall preside. In the absence
of both the Chairperson and the Vice -Chairperson, the Commission
shall elect a temporary Presiding Officer to serve until the
arrival of the Chairperson or Vice -Chairperson or until
adjournment.
The Chairperson shall sign resolutions and documents approved by
the Commission at meetings when he or she is in attendance. In
the event of his or her absence, the Vice -Chairperson shall sign
all such documents as have been adopted and approved. In the
absence of the Chairperson and the Vice -Chairperson, the
temporary Presiding Officer shall sign all such documents as have
been approved and adopted during the meeting at which he or she
presided.
The Chairperson or Presiding Officer is responsible for the
maintenance of order and decorum at all times. No person should
be allowed to speak who has not first been recognized by the
Chair. All questions and remarks should be addressed to the
Chair.
4
Vice -Chairperson - The Vice -Chairperson, in the Chairperson's
absence or inability to act, shall take the place of and perform
all duties of the Chairperson.
The Chairperson may appoint special subcommittees of less than a
quorum of the Commission. Subcommittees may then meet to carry
out their assigned tasks and meetings will be arranged by staff.
Vacancies
If a vacancy occurs, other than by expiration of a term, an
appointment to fulfill the unexpired remainder of the term shall
be made within thirty days by the Councilmember who appointed, or
had the opportunity to appoint, the Commissioner whose position
was vacated. If that Councilmember fails to appoint within the
thirty -day period, a majority of the City Council shall appoint
to fill the vacancy.
If a member of the Parks and Recreation Commission is absent from
three (3) consecutive regular meetings, or from more than fifty
percent (50%) of the regular meetings in any one (1) year, the
office of said Commissioner shall thereupon be deemed vacant and
the Secretary to the Commission shall immediately inform the City
Council thereof.
Any member of the Parks and Recreation Commission may be removed
without cause during his/her term of office by a four-fifths vote
of the City Council. No such member may be removed during the
initial three months of any term of office for which he/she is
appointed except by unanimous vote of the City Council.
Quorum
A quorum consists of a majority (3) of the members of the
Commission and is sufficient to conduct business. Motions may be
passed 2-1 if only 3 Commissioners are in attendance. A quorum
is required for the conduct of business at any meeting whether it
is a regular, adjourned or special meeting. While a Commissioner
is expected to be present at all meetings, if he/she knows in
advance that his or her attendance is not possible, he or she
should notify the Commission Secretary.
If a majority of Commissioners will not be present to allow for a
quorum, staff representatives and news media shall be notified by
a written notice. The door at the meeting room should also be
posted with this information.
Meetings
Regular Meetings - The Parks and Recreation Commission meets on
the fourth Thursday of each month at 7:00 p.m. in the Hearing
Room at South Coast Air Quality Management District at 21865
5
Copley Dr. as specified in a Resolution adopted by the
Commission. The meeting time and place may be changed with 24-
hour notice duly given to the public and media to accommodate
specific needs.
Adjourned Meetings - If, for any reason, the business to be
considered at a regular meeting cannot be completed, the
Commission may designate a time and date for an adjourned
meeting. Any matter to be considered at the regular meeting may
be processed at an adjourned meeting. The adjournment must be
announced to the public present at the time and recorded in the
minutes. A notice of adjournment must be posted near the door of
the room where the meeting was held within 24 hours of said
adjournment. Any meeting may be adjourned to a time, place, and
date certain, but not beyond the next regular meeting. Once
adjourned, the meeting may not be reconvened.
Special Meetings - Special meetings shall be open to the public
and held at such time and place as the Commission determines.
Special meetings may be called by the Chairperson or majority of
Commissioners or the Secretary with notice given to the City
Council and media at least 24 hours prior to the special meeting.
The notice of the meeting must specify the time and place of the
meeting and the business to be transacted, and only matters
specified in the notice may be considered pursuant to Section
54956 of the California Government Code.
Study Sessions - Study sessions, often called "work sessions",
are usually informal, though public. They are usually scheduled
as adjourned regular meetings and have a separate agenda.
Notice of all meetings shall be made pursuant to California
Government Code Sections 54950, et seq., and agendas shall be
posted as required by law.
All regular and adjourned meetings, study sessions and special
meetings of the Commission shall be open to the public.
Agenda for Meetings
The Commission Secretary is responsible for preparation and
distribution of the agenda and supporting documents prior to each
meeting. The Order of Business of each meeting shall be as
contained in the Agenda prepared by the Secretary. The Agenda
shall be a listing by topic of subjects which shall be taken up
for consideration and disposition in the order established by
Commission policy. However, with the unanimous consent of the
Commission, items may be taken out of order.
Any person wishing to place an item on the Agenda shall advise
the Secretary no later than 12:00 Noon on Wednesday preceding the
meeting at which he or she wishes the item to be considered. No
6
matters other than those on the Agenda shall be finally acted
upon by the Commission; provided, however, that matters not on
the Agenda but deemed to be emergencies or of an urgent nature by
any Commissioner, the City Manager or the Secretary may be
submitted for Commission consideration and action in accordance
with state law. The Commission packet will be available by 4
P.M. on the Monday preceding the Commission meeting on Thursday.
Compensation
The Commission will be compensated for attending regularly
scheduled, adjourned or special meetings, the amount therefor to
be established by Resolution of the City Council. The Commission
Secretary is responsible for processing warrants for payments and
Commissioners will be paid on a monthly basis. Each Commissioner
has the right and opportunity to waive his or her right to be
compensated and a letter of waiving that right must be sent to
the City Manager.
Reimbursement
The Commission may receive reimbursement for travel, meals,
lodging and related expenses incidental to the performance of
their official duties, including attendance at seminars,
conferences or training courses. Prior approval is required to
be obtain from the City Council for attendance at seminars or
conferences. All other expenses require City Manager approval.
Said expenses may by advanced to Commissioners or otherwise paid
in accordance with policies established by City Council. The
Secretary to the Commission will handle all paperwork necessary
to receive compensation.
Staff Liaison
The Assistant City Manager shall be the Secretary to the Parks
and Recreation Commission.
7
IV. COMMISSION ROLE
Purpose
As defined in City Council Ordinance No. 24 (1989), the purposes
of the Commission will be:
1. To coordinate all of the recreation and leisure
activities of the City.
2. To provide for the establishment and maintenance of
sound recreation and parks programs.
3. To ensure the efficient operation of all recreation
and park facilities within the City.
4. To encourage a sound and well-rounded program of
activities to serve the recreational, park, leisure
time and related needs of people within the City.
Duties
The duties of the Commission shall be:
1. To identify the recreational, leisure time and
other people -oriented needs and aspirations of the
community and shall be responsible for analyzing
alternative methods of fulfilling the needs and
aspirations and to present alternate solutions or
recommendations for action.
2. To act in an advisory capacity to the City Council
and City Manager in all matters pertaining to
public recreation and people -related activities and
to cooperate with all governmental agencies and
civic groups in the advancement of sound
recreational planning and programming.
3. To recommend joint recreational programming, and to
render assistance regarding the terms of
contractual agreements on financial aid and
recreational planning and programming.
4. To interpret the community park, recreational and
leisure time programs to public officials and to
the general citizenship in order to promote
understanding and financial support from public and
private sources.
5. To recommend the establishment of general policies
with respect to recreation and parks.
e
6. To assist in the acquisition, development,
beautification and maintenance of recreation and
park facilities in the City as part of a sound
master plan in keeping with community needs and
future growth.
7. To advise in the preparation of the annual budget
and the long-range recreation and parks capital
improvement budget.
Meeting Procedures
The following steps are recommended for the efficient conduct of
meetings:
Call to order:
Every meeting shall be called to order by the Presiding
Officer. In the absence of both the Chairperson and
Vice -Chairperson, the meeting shall be called to order
by the Secretary, whereupon the Secretary shall
immediately call for the selection of a temporary
Presiding Officer.
Roll Call:
The order of roll call shall
Chairperson called last, and
the names of those present in
Public Comments:
be alphabetical with the
the Secretary shall enter
the Minutes.
Public Comments is the time reserved on each regular
meeting agenda to provide an opportunity for members of
the public to directly address the Commission on items
or matters of interest to the public that are not
already scheduled for consideration on the agenda. The
speaker may complete a voluntary request to address the
Commission form and hand same to the Secretary.
Consent Calendar:
All matters under consent items on the agenda are
considered routine and will be acted upon without
discussion unless a Commission member or member of the
audience has a question or would like to discuss an
item. In that event, the Chairperson will remove that
item from the Consent Calendar and place it for
separate consideration.
Presentation by Members of the Commission
Any Commissioner may bring before the Commission any
new business. These matters need not be specifically
listed on the Agenda, but action on such matters must
be deferred until a subsequent meeting unless acted
upon pursuant to California Government Code Section
54954.2.
Points of Order
The Presiding Officer shall determine all Points of
Order subject to the right of any member to appeal to
the Commission. If any appeal is taken, the question
shall be "Shall the decision of the Presiding Officer
be sustained?" in which event a majority vote shall
govern and conclusively determine such question of
order.
Decorum and Order - commission Members
Every Commissioner desiring to speak shall address the
Chair and, upon recognition by the Presiding Officer,
shall confine himself or herself to the question under
debate.
Every Commissioner desiring to question the administra-
tive staff shall address his or her question to the
Secretary who shall be entitled either to answer the
inquiry directly or to designate some member of staff
for the purpose.
A Commissioner, once recognized, shall not be
interrupted while speaking unless called to order by
the Presiding officer, unless a Point of Order is
raised by another Commissioner or unless the speaker
chooses to yield to questions from another
Commissioner.
If a Commissioner is called to order while speaking, he
or she shall cease speaking immediately until the
question of order is determined. If ruled to be in
order, he or she shall be permitted to proceed. If
ruled to be not in order, he or she shall remain silent
or shall alter his or her remarks so as to comply with
rules of the Commission.
Commission Members shall accord the utmost courtesy to
each other, to City employees, and to the public
appearing before the Commission and shall refrain at
all times from rude and derogatory remarks, reflections
10
as to integrity, abusive comments and statements as to
motives and personalities.
Any Commissioner may move to require the Presiding
Officer to enforce the rules, and the affirmative vote
of a majority of the Commission shall require him or
her to so act.
Members of the Commission shall not leave their seats
during a meeting without the consent of the Presiding
Officer.
Participation of Presiding Officer
The Presiding Officer may move, second, and debate from
the Chair, subject only to such limitation of debate as
are imposed on all Commission Members, and shall not be
deprived of any of the rights and privileges of a
Commission Member by reason of acting as Presiding
Officer. However, the Presiding Officer is primarily
responsible for the conduct of the meeting. If he or
she desires to personally engage in extended debate on
questions before the Commission, the Presiding Officer
should consider turning the Chair over to another
member.
Decorum and Order - Employees
Members of the Administrative Staff and employees of
the City shall observe the same rules of procedure and
decorum applicable to members of the Commission. The
Secretary shall insure that all City employees observe
such decorum. Any staff member, including the
Secretary, desiring to address the Commission or
members of the public shall first be recognized by the
Chair. All remarks shall be addressed to the Chair and
not to any one individual Commissioner or public
member.
Decorum and Order - Public
Public members attending Commission meetings shall
observe the same rules of order and decorum applicable
to the Commission. Any person making impertinent and
slanderous remarks or who becomes boisterous while
addressing the Commission or while attending the
Commission meeting shall be removed from the room it
the sergeant -at -arms is so directed by the Presiding
Officer, and such person may be barred from further
audience before the Commission. Unauthorized remarks
from the audience, stamping of feet, whistles, yells,
and similar demonstrations shall not be permitted by
11
the Presiding Officer, who shall direct the sergeant -
at -arms to remove such offenders from the room.
Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
Enforcement of Decorum
The Secretary shall be ex -officio sergeant -at -arms of
the Commission and shall carry out all orders and
instructions given him or her by the Presiding Officer
for the purpose of maintaining order and decorum. Any
person disrupting Commission proceedings may be deemed
guilty of a misdemeanor, and upon conviction thereof,
shall be punished by fine or imprisonment or both.
Upon instructions form the Presiding Officer, it shall
be the duty of the Secretary or his or her
representative to eject any person from the meeting.
Personal Privilege
The right of a member to address the Commission on a
question of personal privilege shall be limited to
cases in which such member's integrity, character, or
motives, are assailed, questioned, or impugned.
Personal Interest
No member prevented from voting by personal interest
shall remain on the dias during the debate and vote on
any such matter, unless permitted by the Chair. In the
event of such conflict, the member shall publicly state
the grounds for the record and upon acceptance by the
Chair shall leave his or her seat during debate on the
issue.
Limitation of Debate
No member shall be allowed to speak more than once upon
any one subject until every other member choosing to
speak thereon shall have spoken. No member shall speak
for a longer time than five minutes each time he or she
has the floor, without the approval of majority vote of
the Commission.
Dissents and Protests
Any member shall have the right to express dissent from
or protest any action of the Commission and have the
reason entered in the minutes. Such dissent or protest
to be entered in the minutes shall be make in the
following manner: "I would like the minutes to show
12
that I am opposed to this action for the following
reasons...".
Procedures in Absence of Rules
In the absence of a rule to govern a point of
procedure, Robert's Rules of Order shall govern.
Manner of Addressing the Commission
Any person desiring to address the Commission shall
proceed to the podium and wait to be recognized, he or
she shall state his or her name and address for the
record and shall limit his or her remarks to the
questions under discussion. All remarks and questions
shall be addressed to the Chair and not to any
individual Commission Member, staff member or other
person. No person shall enter into any discussion
without being recognized by the Presiding officer.
Time Limitation
Any public member addressing the Commission shall limit
his or her address to five (5) minutes unless further
time is granted by the Chairperson.
Addressing the Commission after Motion is Made
After a motion has been made or after a public hearing
has been closed, no person shall address the Commission
without first securing permission by a majority vote of
the Commission.
Written Correspondence
The Secretary is authorized to receive and open all
mail addressed to the Commission as a whole and give it
immediate attention to the end that all administrative
business referred to in said communications and not
necessarily requiring Commission action may be disposed
of between meetings. Any communication requiring
action will be reported to the Commission at its next
regular meeting together with a report and
recommendation of the Secretary.
Regular Agenda Items -
• Announce the item and what is to be discussed.
• Ask staff to present the report.
• Ask the Commission if they have questions for
staff.
• open the item for public discussion.
13
Motions
• Invite those in favor of the item to speak.
• Invite those in opposition to the item to speak.
• Ask staff if any written communications have been
received and, if so, have them read or summarized
into the record.
• Ask the Commission if they have questions for staff
or public.
• Turn the item over to the Commission for
discussion.
• After a motion is made and seconded, the matter may
be discussed by the Commission. If there is no
second, the motion dies. Amendments may be made by
proposal of new motions but are only effective upon
receiving a second. Discussion of an amendment may
only take place after a motion has been made and
seconded. The amendment must be voted upon by the
entire Commission and if defeated, then the
original motion will be voted upon.
The substance of a motion is presented by the moving
Commissioner, requires a second, and normally only
requires a majority or a quorum (like most
resolutions). A roll call vote is not necessary, but a
roll call in all instances is appropriate.
Processing of Motions
When a motion is made and seconded, it shall be stated
by the Presiding Officer before debate. A motion shall
not be withdrawn by the mover without the consent of
the member seconding it and the approval of the
Commission.
Motions Out Of Order
The Presiding Officer may at any time, by majority
consent of the Commission, permit a member to introduce
an ordinance, resolution, or motion out of the regular
Agenda order.
Division of Question
If the question contains two or more divisible
propositions, the Presiding Officer may, and upon
request of a member shall (unless appealed), divide the
same.
14
Precedence of Motions
When a motion is before the Commission, no motion shall
be entertained except the following which shall have
precedence in the following order:
a. Adjourn
b. Fix hour of Adjournment
C. Table
d. Previous Question
e. Amend
f. Postpone
Motion to Adjourn (not debatable)
A motion to adjourn shall be in order at any time
except as follows:
a. When repeated without intervening business or
discussion,
b. When made as an interruption of a member while
speaking,
c. When the previous question has been ordered, and
d. While a vote is being taken.
A motion to adjourn "to another time" shall be
debatable only as to the time to which the meeting is
adjourned.
Motion to Fix Hour of Adjournment
Such a motion shall be to set a definite time at which
to adjourn and shall be undebatable and unamendable
except as to time set.
Motion to Table
A motion to table shall be used to temporarily by-pass
the subject. A motion t table shall be undebatable and
shall preclude all amendments or debate of the subject
under consideration. If the motion shall prevail, the
matter may be "taken form the table" at any time prior
to the end of the next regular meeting.
Motion for Previous Question
Such a motion shall be used to close debate on the main
motion and shall be undebatable. If the motion fails,
debate shall be reopened; if the motion passes, a vote
shall be taken on the main motion.
15
Motion to Amend
A motion to amend shall be debatable only as to
amendment. A motion to amend an amendment shall be in
order, but an amendment to amend an amendment to an
amendment shall not be in order. An amendment
modifying the intention of a motion shall be in order,
but an amendment relating to a different matter shall
not be order. A substitute motion on the same subject
shall be acceptable, and voted on before a vote on the
amendment. Amendments shall be voted first, then the
main motion as amended.
Motion to Continue
Motions to continue to a definite time shall be
amendable and debatable as to propriety of postponement
and time set.
Resolutions
Resolutions should be in written form before the
Commission. The appropriate motion is I move that
Resolution No. be adopted." Reading of the title is
not legally required. Upon seconding, a vote is taken.
A roll call vote is the desirable procedure on all
resolutions.
Resolutions Prepared in Advance
Where a resolution has been prepared in advance, the
procedure shall be: motion, second, discussion, vote
and result declared. It shall not be necessary to read
a resolution in full or by title except to identify it.
Any member may call for a roll call vote or require
that the resolution be read in full.
Resolutions Not Prepared in Advance
Where a resolution has not been prepared in advance,
the procedure shall be to instruct the staff to prepare
a resolution for presentation at the next meeting as
follows: motion, second, "no objections? - so ordered".
Urgency Resolutions
In matters of urgency a resolution may be presented
verbally in motion form together with instructions for
written preparation for later execution. After the
resolution has been verbally stated, the voting
procedure for resolutions prepared in advance shall be
16
Voting
followed. Urgency resolutions shall be avoided except
when absolutely necessary.
Question to be Stated
The Presiding Officer may verbally restate each
question immediately prior to calling for the vote.
Following the vote, the Presiding officer may verbally
announce whether the question carried or was defeated.
The presiding Officer may also publicly state the
effect of the vote for the benefit of the audience
before proceeding to the next item of business.
Voting Procedure
On the passage of every motion, the vote shall be taken
by voice or roll call and entered in full upon the
record. The order of voting shall be alphabetical with
the Chairperson voting last.
Roll Call voting
Resolutions shall be considered by roll call vote. Any
other questions before the Commission shall not require
a roll call vote unless demanded by any member before
the negative has been put. It shall not be in order
for members to explain their vote during roll call.
Any member may change his or her vote before the next
order of business.
Failure to vote
Every member shall vote unless disqualified for cause
accepted by vote of the Commission or by opinion of the
City Attorney. Self -disqualification, without
approval, which results in a tie vote shall be avoided
as thwarting Commission action, but no Commission
member who abstains shall in effect consent that a
majority of the quorum may act for him or her. Tie
votes shall be lost motions and may be reconsidered.
Reconsideration
Any member who voted with the majority may move a
reconsideration of any action at the same meeting.
After a motion for reconsideration has once been acted
on, no other motion for reconsideration thereof shall
be made without unanimous consent of the Commission.
17
Staff Responsibilities
The Assistant City Manager lends technical support to the and
serves as the Secretary to the Commission. He or she provides
the data, information and professional counsel to the Commission
while serving as liaison between policy formulation and implanta-
tion of same through administrative procedures.
The Assistant City Manager is primarily responsible for
administering the day-to-day operation and functions of the Parks
and Recreation Departments within the policies and guidelines as
established by the City Council and the City Manager. It is also
the responsibility of the Assistant City Manager to function as
communicator between staff, the Commission and the City Manager.
The Assistant City Manager will facilitate clear, concise and
efficient communication of all direct questions, comments, and
requests for information between the Commission, City Manager and
staff as well as similar requests between individual Commission
members and individual staff.
The City Manager will assign additional staff to assist the
Commission in a technical and professional capacity, as needed.
It is not expected that every staff recommendation will be full
followed; however, because of staff's technical knowledge,
consideration should be given to their recommendations. Staff
members make objective recommendations without consideration of
personal or political consequences. Following a staff report or
recommendation to the Commission, staff is at liberty to make the
same recommendation to the City Council via the City Manager,
even though the Commission may have taken a different position.
Staff Requests Procedures
All Commissioners' requests for information from staff requiring
extensive time commitments will come through the Commission as a
whole at a regular meeting during Commissioners Comments. If a
Commissioner considers the request an emergency, and time allows,
he shall attempt to obtain the Chairpersons's approval to direct
the request to the Assistant City Manager. If the Chairperson is
unavailable, then the Commissioner may directly contact the
Assistant City Manager. The Assistant City Manager will then
report to the Commission at the next regular meeting the nature
of the request and the action taken. When a request is made by a
Commissioner for copies of correspondence or information, then
all Commissioners shall be sent copies of the same information.
Each Commission may adopt rules and procedures to accomplish its
duties. These rules are subject to City Council approval.
18
Minutes
Commission meetings, transcribed and
Minutes are taken at all
included in the following agenda packet. Once approved, the
ir
minutes are forwarded to the City as the officialnrecord cil rfor ethe lParks aand
n.
Minutes are then kept public review.
Recreation Commission's actions and are open for
of the previous meeting is
Unless the reading of the minutes
such minutes may be
Of the Commission,
requested by a majority
approved without reading if the Secretary thereof.
previously
h has as
furnished each Commissioner with a copy
The minutes shall consist of a clear
mand concise statement of
each and every action including or voting, debate and
thereon. Reasons for making a mirrelevant for purposes of the
audience reaction are generally
minutes. Such items may be included if considered rybetsecretary in
particularly relevant or otherCommissionsanythe final instance.
the first instance and by
exclusive responsiblin the minutesfor tlon
The Secretary shall have
of the minutes, and any directions for changes
shall be made only by action of the Commission.
Commission Recommendations
All actions of the are ff.anAadvisory
ofnature
each recommendationforwarded
is to
the City Council by sta possible
conducted by City Council and the Cagenda. Thety Manager Commissionmay
placement on a future City Council agenda.
only recommend items to Council that are
oritynofuthe Commission.
agendas and are duly voted upon by a maj
It is the Assistant City Manager's responsibility to forward all
Commission recommendations to the City Manager.
Relations with CitV Council Commissions and Committees
In areas where there is an overlap of jurisdiction between
various Commissions, it is important that a liaison
be
developed
to insure consideration of the different viewpoints
minimize duplito
cationsof rand committeests. Joint tmaysbelmutuallylty
Council and other commissionsaddressing the
beneficial whenever two bodies are simultaneously
same topic.
19
V. LEGAL CONSTRAINTS
The Brown Act
"All meetings of the legislative body of a local agency shall be
open and public, and all persons shall be permitted to attend any
meeting of the legislative body of a local agency, except as
otherwise provided in this chapter." (Government Code Section
54953)
The law requires that meetings, at which a quorum of the
Commission is in attendance, must be open to the public. Agendas
must be posted 72 hours prior to regular meetings and they must
contain a brief description of each item to be discussed in
language understandable to the public.
No action, or commitment, may be taken on items which are not on
the posted agenda. No discussion may occur regarding an item
which is not posted on the Agenda. Items brought up by the
general public may be presented, but there will be no discussion
held or action taken. The Commission may refer the item to
staff. Every Agenda must provide an opportunity for the public
to address the Commission.
A copy of the Brown Act is available in the City Clerk's office.
Conflict of Interest
In compliance with the Political Reform Act, the City of Diamond
Bar adopted a Conflict of Interest Code on October 3, 1989. It
states that newly designated Commissioners must file a Conflict
of Interest Statement within thirty (30) days of appointment and
thirty (30) days after leaving office. Forms are obtained from
the City Clerk's Office and must be filed with the City Clerk, no
later than the due date.
Disqualification From Commission Decisions
As a Commissioner, if a matter in which you have a financial
interest comes before the Commission on what you serve, and the
decision will naturally affect that financial interest, you must
disqualify yourself from all participation. This means you may
not discuss the matter with your colleagues, may not participate
in deliberations concerning the matter, must abstain from voting,
and refrain from any attempt to influence the decision on this
matter. Commissioners should leave the room while the matter is
under consideration in order to avoid violating these
prohibitions. The financial interest leading to abstention must
be identified and recorded by the Secretary. If a reason is not
offered, the Chairperson should request it.
20
There are two exceptions to the general rule. The first
exception is that a commissioner will not be disqualified if the
decision will affect the commissioner's financial interest in the
same manner it will affect the public generally. The second
exception is that a commissioner may be advocates on their own
behalf, provided that they do this as any other citizen would.
Personal interests are defined as real property or businesses
owned entirely by a commissioner and his/her immediate family,
and businesses managed entirely by a commissioner, spouse, or
both. City officials should seek the advice of the City Attorney
before becoming involved in any Commission decision wherein there
is the possibility of conflict of interest. It is desirable to
guard against even the suspicion of unethical conduct by any City
official. City officials should be careful to avoid any act or
statement that might be misconstrued. Their official behavior
should appear to all concerned, to be above reproach.
Public Records Law
The Government Code of the State of California provides that all
official records of the City are open for inspection by any
interested citizen at reasonable times. All Commission minutes
and supporting documents are public records and are available for
public review and copying.
Discrimination and Equal Protection
All rules, regulations, laws, services, and facilities must apply
equally to all persons and not give favor to any segment of the
community. Similarly, all policies and ordinances of the City
must afford equal protection to all facets of the Community.
Due Process
Governmental procedures and processes generally provide that an
affected party has a right to be heard and to present testimony
during required public hearings.
Unfair determinations, such as bias, predetermination, refusal to
hear, etc., may invalidate a Commission action.
21
School Facilities
Pomona Unified School District facilities:
Armstrong Elementary School
22750 Beaverhead Dr.
Diamond Point Elementary School
24150 Sunset Crossing
Golden Springs Elementary School
245 Ballena Dr.
Lorbeer Junior High School
501 S. Diamond Bar Blvd.
Walnut Unified School District
Castle Rock Elementary School
2975 Castle Rock
Evergreen Elementary School
2450 Evergreen Springs Dr.
Maple Hill Elementary School
1350 Maple Hill Road
Quail Summit Elementary School
23330 Quail Summit Drive
Walnut Elementary School (located in Diamond Bar)
841 Glenwick Ave.
South Point Middle School
20671 Larkstone Drive
Chaparral Intermediate School
1405 Spruce Tree Dr.
Diamond Bar High School
21400 Pathfinder Rd.
Other Recreation Facilities
Diamond Bar Golf Course
An 18 hole, 72 -par golf course. It is open to the public and is
operated by the Los Angeles County Parks and Recreation
Department. The course also has club house facilities available
for rent to the public.
24
Diamond Bar Little League Facilities
This "park" is actually 4 improved baseball fields owned and
maintained by the Diamond Bar Little League Association.
"The Country" Park
This oak and walnut tree dotted canyon occupies 132.7 acres
within "The Country", a private gate -guarded community. The park
has an equestrian center with an indoor arena, and a tennis club,
16.4 acres is developed.
Diamond Bar/Walnut YMCA
The Diamond Bar/Walnut YMCA has a baseball field and a community
building for recreation activities.
Recreation opportunities
The City of Diamond Bar currently contracts with the City of Brea
for Recreation Services. The contract is for contract classes,
youth and adult sports, tiny tots, youth/adult excursions, and
Concerts in the Park. Recreation Services are provided
throughout the community in quarterly sessions.
25
VII. APPENDIX
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1
RESOLUTION NO. 91-71
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR
ESTABLISHING CITY COUNCIL STANDARDS OF OPERATION
WHEREAS, it is important to the successful operation of
any public organization that standards be established to define the
roles, responsibilities and expectations of the governing board and
staff in the operation of the organization; and
WHEREAS, the establishment of standards. by the City
Council will promote understanding and trust among members of the
City Council and staff concerning their roles, responsibilities and
expectations for the operation of the City; and
WHEREAS, the establishment and periodic review of these
City Council policy standards will assist new members of the City
Council to better understand their role and responsibilities as
Council Members.
NOW, THEREFORE, BE IT RESOLVED by the City of Diamond Bar
as follows:
section 1. OPERATION or CITY COUNCIL MEETINGS
A. The Council shall meet the first and third Tuesdays of each
month, commencing at 6:00 p.m. If the Council desires to
proceed past 11:30 p.m., the Council, at 11:00 p.m., will
determine which issues will be completed at that meeting and
which items will be continued to the next Tuesday meeting.
B. Public Comments are to be scheduled for 6:00 p.m., immediately
following the Flag Salute, Roll Call and Council Comments.
C. No action is to be taken on items raised under Public
Comments. Besides oral requests, citizens- may also be
requested to put concerns in writing, if that the item(s) is
to be agendized, for a later Council meeting date, at the
discretion of the Council and City Manager.
D. At the beginning of the meeting, if there are a number of
people requesting to speak on a particular subject under
Public Comments, the Mayor may request that there be a
spokesperson and that the others limit their comments, speak
at the end of the meeting or contact Council or City Manager.
This does not apply to scheduled agenda items.
COUNCIL STANDARDS
Page Two
Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'TI
E. In order to ensure that all members of the public have an
opportunity to speak, pertaining to issues that are not on the
meeting agenda, and that the Council is able to complete the
public's business, there shall be a five-minute limitation on
comments by the public unless otherwise prohibited by law. The
Mayor will be responsible for enforcing the time limits as
suggested. Any Council Member may request an extension of the
five-minute time limitation. If the Council concurs that the
nature of the issue warrants an extension of time, the time
limit may be extended.
F. The Council will not hold a public hearing on items scheduled
under Departmental Reports or Council Concerns. If just one
or two people desire to speak on the item, the Council will
listen to their comments. If more than two persons at the
meeting desire to speak on an item, the Council may reschedule
the item on the agenda of a subsequent meeting.
G. With Council approval, Mayor may schedule Council review of
agenda items out of their prescribed order on the printed
agenda.
H. Significant proposed changes to City ordinances shall be set
for public hearing.
I. The Council Member making a motion shall either restate the
motion or have the City Clerk restate the motion, before the
vote, to clarify the motion for the public and staff.
J. Council Members should not get into a debate with a member of
the public or staff at a Council meeting.
K. The City Council will, on a quarterly basis, agendize and
prioritize those significant items to be scheduled as future
Council study session topics.
L. If an applicant submits a new site plan for a development or
if the City Council requests changes in the submitted site
plan, the public hearing will be continued at least two weeks
to allow time for staff review.
M. Any written correspondence or other materials received at a
City Council meeting (from the public or staff) will be
documented with a receipt time and date by the City Clerk and
distribution indicated. If the City Clerk does not receive a
copy of the written submittal, it will not be considered to
have been received or acted upon by the City Council.
COUNCIL STANDARDS
Page Three
Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'T)
N. All minutes of City Council meetings shall be composed
utilizing an action -taken format; rather than a transcript
format. All meetings shall be audiotaped, in their entirety,
for Council, public and staff reference. City Council and
Planning Commission tapes shall be retained for two years,
from the date of the meeting. All other Commission and
Committee meeting tapes shall retained, until the approved
minutes of a meeting have been reported to the City Council.
O. Any concerns by a Council Member over the performance of a
City employee during a Council meeting should be privately
directed to the City Manager to ensure the concern is properly
addressed.
•
A. Individual Council Members will have the right to attend
meetings but are cautioned about becoming involved in the
meeting's discussions and/or violating the Brown Act.
B. Written committee reports will be given to the Council on
significant committee recommendations and/or actions.
C. New ideas or suggested programs will be presented to the full
Council before presenting to the media.
Section 3. COUNCIL MEMBER PRESENTATIONS AT OTHER AGENCIES AND
GROUPS
A. If a member of the City Council represents the City before
another governmental agency, organization, the Council Member
will first indicate the majority position of the Council.
Personal opinions and comments may be expressed only if the
Council Member clarifies that these statements do not
represent the position of the City Council.
Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF
A. There will be mutual respect from both staff and Council -
members of their respective roles and responsibilities, when
expressing criticism in public session.
B. In public session, City staff members will address Council
members, utilizing Mayor, Councilman or Councilwoman; and,
Council members will address all staff members, utilizing Mr.
or Ms. rather than the person's first names. _
COUNCIL STANDARDS
Page Four
Section 4. CITY COUNC L RELATIONSHI S WITH CITY STAFF CONT
C. City staff acknowledge that the Council
making body. is the City's policy
The City Council acknowledges that staff
administers the Council's policies.
D. The Council, as the overall Policy body,
Manager responsible for the administration o of the Citthe y
Departments. The overall internal administration by the City
Manager is necessary in order to assure efficient and economic
operations of the various departments per Council direction.
E. The Council will direct the City Manager on all major or new
issues. A Council Member will not initiate any action or have
prepared any report that is significant in nature or initiate
any project or study, without the approval of a majority of
the City Council.
F. All written informational material requested by individual
Council Members will be submitted by staff to all Council -
members with the notation indicating which Council Member
requested the information.
G. Council will not attempt to coerce or influence staff in the
making of appointments, the awarding of contracts, the
selection of consultants, the processing of development
applications, or the granting of City licenses or permits.
H. Mail that is addressed to the Mayor and City Council will be
circulated by the City Manager to the City Council with a
comment as to which staff person will be assisting the Mayor
and/or Council Member in preparing a response.
I. The Mayor's response, when appropriate and the original
communication, will be submitted to Council members for their
information. Mail addressed to individual Council Members may
be responded to, by that Council Member.
K. Staff team sensitivity and support is important. Once a final
decision is reached by the Council, Planning Commission or
other City body, it will be accepted, supported and
implemented by staff.
section 5. LITIGATION AND ['n 1 TnE TT f r
INF�RM�TTnu
A. City Council Members will keep all written .and verbal
information provided on matters that are confidential, under
State law, in strict confidence to insure that the City's
Position is not compromised. No dissemination of information
or materials will be made to anyone, except Council Members,
City Attorney, City Manager or Assistant City Manager.
COUNCIL STANDARDS
Page Five
section s. LITIGATION AND CONFIDENTIAL INFORMATION (CON -
B. If the City Council in closed session has provided direction
to City staff on proposed terms and conditions for any type of
negotiations whether it be related to property acquisition or
disposal, a proposed or pending claims or litigation, and/or
employee negotiations, all contact with the other party will
be the designated City person(s) representing the City in the
handling of the negotiations or litigation. A Council Member
will not have any contact or discussion with the other party
or its representative involved with the negotiation during
this time and will not communicate any discussion conducted in
closed sessions.
section 6. INDIVIDUAL COUNCIL MEMBER RESPONSIBILITIES
A. Frequent communication is an important and integral part of
Council relationships and will be the standard of operation.
B. Respect for each individual Council Members interpersonal
style will be a standard of operation. Courtesy and
sensitivity to individual points of view will be a standard
of operation.
C. On areas where Council Members disagree, especially on the
process to be used, discussions will occur to facilitate a
clear direction.
D. Council approach to authority is collegial rather than
individual.
E. Council Members will keep an open mind on all issues.
F. Individual Council Members, on matters pertaining to upcoming
or anticipated items where a public hearing will be held, will
maintain as near neutral position as possible to assure not
only the appearance but the actual degree of openness that is
attendant to our community responsibility.
The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 3rd day of December ,
1991. "
COUNCIL STANDARDS
Page Six
I, Lynda Burgess, City Clerk of the City of Diamond Bar, do hereby
certify that the foregoing Resolution was passed, approved and
adopted at a regular meeting of the City Council of the City of
Diamond Bar held on 3rd day of December 3. 1991, by the following
vote:
AYES: COUNCILMEMBERS: Miller, Forbing, M/Kim
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Papen, Werner
ABSTAINED: COUNCILMEMBERS: None
a01-7 " , -W!�& -1-4
1
LYN BURGESS, Ci y Clerk
City of Diamond Bar
City of Diamond Bar Telephone List
ADMINISTRATION
Robert L. Van Nort, City Manager 396-5666
Terrence L. Belanger, Assistant City Manager 396-5667
Nancy.Whitehouse, Secretary 396-5666
City Council Office 396-5668
Kellee A. Fritzal, Administrative Assistant 396-5690
CITY CLERK
Lynda Burgess 860-2489
COMMUNITY DEVELOPMENT
James DeStefano, Director 396-5676
PUBLIC WORKS/CITY ENGINEER
Sid Mousavi, Director 396-5673
Charles Janiel, Parks and Maintenance 396-5694
RECREATION
Bob Rose Recreation Superintendent 396-5695
29
Description of Commissions/Committees
Planning Commission
Comprised of five members, the Planning Commission reviews all
development issues (tract maps, specific plans, hillside
development, etc.) to assure they conform with the General Plan.
Many actions of the Planning Commission are final, unless
appealed to the City Council.
Traffic and Transportation Commission
Comprised of five members, the Traffic and Transportation
Commission reviews local traffic conditions and recommends to the
City Council appropriate actions to deal with traffic congestion.
Significant Ecological Area Technical Advisory Committee (SEATAC)
A committee of environmental professionals assigned to review and
advise the City on the ecological impacts of development proposed
within a significant ecological area (SEA), pursuant to Municipal
Code Section 22.56.215.
Statement of Principles
The proper operation of Diamond Bar government requires that:
1. Public officials be independent and impartial in
their judgements and actions.
2. Decisions and policies be made in the proper
channels of the governmental structure.
3. Public office, whether appointed or elected, not be
used for personal gain.
4. The public have confidence in the integrity and
openness of its government and public officials.
Policies for Service
The City Council has, therefore, adopted the following policies:
1. Respect the importance of American ideals of
government and the rule of the law.
2. Work for the common good of the City of Diamond Bar
and its citizens and not for any private interests.
3. Provide fair, equal and courteous treatment for all
persons and matters coming before the Council or
any Commission.
30
4. Learn and study the background and purposes of
important items of business before voting.
5. Perform faithfully all duties of office, including
attendance at Commission training sessions.
6. Refrain from disclosing any confidential infor-
mation concerning the government of the City of
Diamond Bar. (For example: personnel,
negotiations, litigation.)
7. Avoid accepting any gifts, or favors, or promises
of future benefits which might compromise or impair
independence of judgement or action.
8. Refuse to approve any breach of public trust or
improper attempts to influence any pending matter.
9. File a Conflict of Interest Statement with the City
of Diamond Bar within ten (10) days of appointment
as a public official. Make sure all "financial
interests" are disclosed as required. Thereafter,
file appropriate Conflict of Interest Statements as
required by law.
10. Disclose financial interests which are likely to be
materially affected by the City's or Commission's
decision, when performing City duties.
11. Refuse to vote, appoint a person, commit the City,
enter into a contract or otherwise make City
decision in which you have a disqualifying
financial interest.
12. Refuse to negotiate, advise, make recommendations,
conduct research, or prepare any analysis or
reports concerning City decisions in which they
have disqualifying financial interest.
13. Decline any employment incompatible with public
duty or resign form his/her position as a public
official, elected or appointed. However, he/she
may be employed or may contract(s) with the City of
Diamond Bar.
14. Recognize that repeated disqualification demeans
the value of our service to the City. If this is
occurring, resignation would be appropriate.
31
VI. PARRS AND RECREATION ACTIVITIES
Diamond Bar Park Facilities
HERITAGE PARR
2900 Brea Canyon Road
Located adjacent to Castle Rock School, this 3.4 acre
park is one of the oldest in the City. It contains a
youth baseball diamond with lights, and a parking lot
with 36 spaces. It also contains a small Community
Recreation room (currently being remodeled), a half-
size basketball court, picnic facilities (3 tables/3
barbecue braziers), tot lot (children's sand play area
with equipment), restrooms and five drinking fountains.
MAPLE HILL PARR
1309 South Maple Hill Road
This 4 acre neighborhood park is located across the
street from Maple Hill Elementary School. It has three
lighted tennis courts, one basketball court, a tot lot,
picnic facilities (10 tables/3 barbecue braziers),
restrooms and tow drinking fountains. Its parking lot
has 35 spaces.
PAUL C. GROW PARR
Quail Summit Drive at Highbluff Road
This neighborhood park occupies 5.0 acres and contains
a tot lot, picnic tables, and barbecue stands. This
park was developed adjacent to Quail Summit School
through a joint powers agreement between the City and
the walnut Valley Unified School District. It has 10
parking spaces in addition to street parking.
CARLTON J. PETERSON PARK
24142 East Sylvan Glen Drive
Formally the Sylvan Glen County Park, the City recently
completed a renovation. It occupies 9 acres. It has
two (unlighted) baseball diamonds, a tot lot, picnic
pavilion, 2 barbecue braziers, picnic tables, and
restrooms. It has 7 acres of undeveloped hillsides and
a parking lot for 48 spaces.
RONALD REAGAN PARK
Pathfinder Road at Peaceful Hill Road
This park occupies 6 acres. It has 3 lighted tennis
courts, 1 lighted basketball court, a large sand play
area for children, picnic facilities (2 sheltered
22
areas, 11 tables, 2 cooking area, and 6 barbecue
braziers), and restrooms. Its parking lot has 33
spaces.
STARSHINE PARR
20838 Starshine Avenue
This small neighborhood park occupies 2.0 acres and has
a tot lot.
SUMMIT RIDGE PARR
Grand at Summit Ridge Road
This hilltop park commands panoramic views of northern
Diamond Bar, including the undeveloped Tres Hermanos
and Upper Sycamore Canyon areas. It occupies 26 acres
and has a baseball field, playground, tot lot, Par
course (20 stations), picnic facilities (2 sheltered
areas, 10 tables, and 5 barbecue braziers), 5 drinking
fountains, and restrooms. Its parking lot has 53
spaces.
SYCAMORE CANYON PARR
22930 Golden Springs Drive
This is the largest and most natural park in the City,
although 50 of its 54 acres are presently undeveloped.
On its developed 4 acres, it contains one baseball
diamond, a playground, picnic facilities (9 tables and
2 barbecues braziers), five drinking fountains, and
restrooms. Its parking lot has 62 spaces.
LARKSTONE PARK - Undeveloped
Larkstone Drive at Dab Court
Its 2 acres are presently undeveloped, located next to
South Point Middle School.
PANTERA PARK - Undeveloped
Boworeek Drive at Pantera Drive
This 23 acre site is across the street from a proposed
Pomona Unified School District school site.
23
CITY OF DIAMOND BAR
PLANNING COMMISSION
COMMISSION HANDBOOK
Revised March 16, 1992
CITY OF DIAMOND BAR
PLANNING COMMISSION HANDBOOK
Table of Contents
I. INTRODUCTION.......................................1
II. GENERAL INFORMATION
CityHistory ......... ........................2
Diamond Bar's Form of Government .............2
City Advisory Bodies ..........................3
City Staff....................................3
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membership....................................4
Officers.....................................4
Vacancies.....................................5
Quorum........................................5
Meetings......................................5
Agenda For Meetings ...........................6
Compensation..................................7
Reimbursement.................................7
StaffLiaison.................................7
IV. COMMISSION ROLE
Purpose.......................................8
MeetingProcedures ............................8
Motions......................................13
Resolutions..................................15
Voting......... .............................16
Staff Responsibilities .......................17
Staff Requests Procedures .................... 17
Minutes ............... ......................18
Commission Recommendations .......... ........18
Relations with City Council, Commissions,
andCommittees...............................18
V. LEGAL CONSTRAINTS
TheBrown Act................................19
Conflict of Interest ...... .. ...............19
Disqualification from Commission
Decisions....................................19
Public Record Law ............... ............20
Discrimination and Equal Protection ..........
20
DueProcess..................................20
VI. PLANNING ACTIVITIES
Functions of Community Development ...........
21
VII. APPENDIX
Diamond Bar Organizational Chart.............23
City Council Standards of Operation
Resolution 91-71 .............................24
Ordinance No. 25 (1989) A,B,C................25
City Telephone List ..........................
26
Description of Commissions/Committees ........
27
Statement of Principles ......................27
Policies for Service .........................27
I. INTRODUCTION
This handbook is intended to give you an orientation of your role
as a Planning Commissioner. It includes an overview of the
Commission's role and responsibilities and the structure and
procedures of Diamond Bar's Municipal Government. The handbook
will also provide an overview of the Planning.
Diamond Bar Commissioners are vital to the City's organization
and its efforts to meet the needs and interests of the Community.
It is hoped this handbook will assist you as a member of the
team. The City Council and staff are most appreciative of your
time and efforts.
1
II. GENERAL INFORMATION
History of Diamond Bar
As with many Southern California communities, Diamond Bar's
recorded history began with a 4340 -acre Spanish land grant deeded
by Governor Alvardo to Jose del la Luz. The land was divided
into parcels which changed hands many times prior to 1900. In
1918, Frederick E. Lewis bought most of the original Rancho Los
Nogales area to establish a cattle ranch and registered the Brand
of Diamond Bar with the Department of Agriculture.
In 1956, Transamerica Corporation paid $10 million to purchase
8,000 acres of Diamond Bar Ranch from the Bartholome Family.
Transamerica formed a master -planned community that would
eventually become home to some 74,000 people. The first model
homes were built at the north end of town in 1960 and a
development "boom" was begun.
The first effort to gain local voice in government began with the
formation of the Diamond Bar Homeowners Association in 1964. The
name was changed in 1986 to the Diamond Bar Improvement
Association (DBIA) to serve the community as a whole. Between
1964 and 1989, the DBIA represented the community before various
county agencies on matters of development and accepted
responsibility for enforcing covenants, conditions and
restrictions (CC&R's) on the deeds of all residential tracts. In
1976, the Los Angeles County Board of Supervisors created the
Diamond Bar Municipal Advisory Council (MAC) to provide a focal
point for community input to county government.
Diamond Bar is a typical suburban bedroom community with limited
commercial or industrial land. Commercial acreage is primarily
developed with uses designed to serve residents of the community.
Today's Diamond Bar is a young, upscale residential community of
about 54,000 situated among meandering hills and valleys of Brea
Canyon. Covering 14.77 square miles, it is located at the
junction of the 1157" and 1160" freeways.
Diamond Bar's Form of Government
The City of Diamond Bar was incorporated April 18, 1989 as a
general law City with a Council/Manager form of government.
The City Council is composed of five members elected for
overlapping four year terms by Diamond Bar residents. It is the
governing body of the City, vested with regulatory and
corporate power. The City Council establishes policy and is
ultimately responsible to the people for the actions of the local
government.
2
Diamond Bar's organizational structure consists of a mayor and a
mayor pro -tem selected by the City Council. The mayor is the
presiding officer of the Council for a period of one year, with
the mayor pro -tem as the position's backup.
Because of the complexity, diversity and quantity of issues
facing the City Council, Commissions are asked for input in the
decision-making process.
City Advisory Bodies
There are two types of advisory bodies; one established by City
ordinance of a permanent nature. The duties, responsibilities
and scope of authority are set forth in the enabling ordinance.
The other type of advisory body is created by a resolution of the
Council to serve a particular function for the City.
The primary purpose of both Commissions and Committees is to
gather information, weigh public opinion, and examine issues in-
depth in order to make a recommendation to the City Council.
City Staff
City Manager - Is responsible for the administration of the
City's government. He is appointed by the City Council, serves
as the City's Treasurer and appoints department heads and
employees to provide services to the community.
City Clerk - The City Clerk has the responsibility of conducting
all municipal elections, providing administrative support to the
City Council, recording their actions and maintaining records for
review. The City Clerk is also the Records Supervisor.
Departments - The Diamond Bar government consists of the
following departments: Finance, Planning and Public Works. The
City contracts for Police, Fire Services and Building and Safety.
Department Directors and contractors are responsible to the City
Manager. The City Manager directs the work of all departments by
direction of the City Council.
3
III. COMMISSION MEMBERSHIP AND OPERATIONS
Membership
The Planning Commission consists of five (5) members, each of
whom shall be a resident of the City of Diamond Bar. Each member
of the Planning Commission shall be appointed by one member of
the City Council. If a member of the City Council fails to make
an appointment within thirty days of a vacancy, a majority of the
City Council shall appoint to fill the unexpired term of the
vacancy. The terms of office for the Commission shall be two -
years expiring on February 28th of even numbered years.
Each member of the Planning Commission shall be deemed to have
resigned from his/her position on the Commission ninety (90)
calendar days after the City Council person who selected the
Commissioner is no longer on the City Council. That position will
be deemed vacant and available for appointment for the otherwise
unexpired term, if any.
Officers
The Planning Commission shall, at its first regular meeting in
March of each calendar year, elect a Chairperson and Vice -
Chairperson from among its appointed members for a term of one
year. The Commission may create and fill such other offices as
may be deemed necessary.
Chairperson - The Chairperson shall be the Presiding Officer at
all meetings of the Commission. In the absence of the
Chairperson, the Vice Chairperson shall preside. In the absence
of both the Chairperson and the Vice -Chairperson, the Commission
shall elect a temporary Presiding Officer to serve until the
arrival of the Chairperson or Vice -Chairperson or until
adjournment.
The Chairperson shall sign resolutions and documents approved by
the Commission at meetings when he or she is in attendance. In
the event of his or her absence, the Vice -Chairperson shall sign
all such documents as have been adopted and approved. In the
absence of the Chairperson and the Vice -Chairperson, the
temporary Presiding Officer shall sign all such documents as have
been approved and adopted during the meeting at which he or she
presided.
The Chairperson or Presiding Officer is responsible for the
maintenance of order and decorum at all times. No person should
be allowed to speak who has not first been recognized by the
Chair. All questions and remarks should be addressed to the
chair.
4
Vice-Chairperson - The Vice-Chairperson, in the Chairperson's
absence or inability to act, shall take the place of and perform
all duties of the Chairperson.
The Chairperson may appoint special subcommittees of less than a
quorum of the Commission. Subcommittees may then meet to carry
out their assigned tasks and meetings will be arranged by staff.
Vacancies
If a vacancy occurs, other than by expiration of a term, an
appointment to fulfill the unexpired remainder of the term shall
be made within thirty days by the Councilmember who appointed, or
had the opportunity to appoint, the Commissioner whose position
was vacated. If that Councilmember fails to appoint within the
thirty-day period, a majority of the City Council shall appoint
to fill the vacancy.
If a member of the Planning Commission is absent from three (3)
consecutive regular meetings, or from more than fifty percent
(50%) of the regular meetings in any one (1) year, the office of
said Commissioner shall thereupon be deemed vacant and the
Secretary to the Commission shall immediately inform the City
Council thereof.
Any member of the Planning Commission may be removed without
cause during his/her term of office by a four-fifths vote of the
City Council. No such member may be removed during the initial
three months of any term of office for which he/she is appointed
except by unanimous vote of the City Council.
uorum
A quorum consists of a majority (3) of the members of the
Commission and is sufficient to conduct business. Motions may be
passed 2-1 if only 3 Commissioners are in attendance. A quorum
is required for the conduct of business at any meeting whether it
is a regular, adjourned or special meeting. while a Commissioner
is expected to be present at all meetings, if he/she knows in
advance that his or her attendance is not possible, he or she
should notify the Commission Secretary.
If a majority of Commissioners will not be present to allow for a
quorum, staff representatives and news media shall be notified by
a written notice. The door at the meeting room should also be
posted with this information.
Meetings
Regular Meetings - The Planning Commission meets on the second
and forth Monday of each month at 7:00 p.m. in the Auditorium at
South Coast Air Quality Management District at 21865 Copley Dr.
5
as specified in a Resolution adopted by the Commission. The
meeting time and place may be changed with 24-hour notice duly
given to the public and media to accommodate specific needs.
Adjourned Meetings - If, for any reason, the business to be
considered at a regular meeting cannot be completed, the
Commission may designate a time and date for an adjourned
meeting. Any matter to be considered at the regular meeting may
be processed at an adjourned meeting. The adjournment must be
announced to the public present at the time and recorded in the
minutes. A notice of adjournment must be posted near the door of
the room where the meeting was held within 24 hours of said
adjournment. Any meeting may be adjourned to a time, place, and
date certain, but not beyond the next regular meeting. Once
adjourned, the meeting may not be reconvened.
Special Meetings - Special meetings shall be open to the public
and held at such time and place as the Commission determines.
Special meetings may be called by the Chairperson or majority of
Commissioners or the Secretary with notice given to the City
Council and media at least 24 hours prior to the special meeting.
The notice of the meeting must specify the time and place of the
meeting and the business to be transacted, and only matters
specified in the notice may be considered pursuant to Section
54956 of the California Government Code.
Study Sessions - Study sessions, often called "work sessions",
are usually informal, though public. They are usually scheduled
as adjourned regular meetings and have a separate agenda.
Notice of all meetings shall be made pursuant to California
Government Code Sections 54950, et seq., and agendas shall be
posted as required by law.
All regular and adjourned meetings, study sessions and special
meetings of the Commission shall be open to the public.
Agenda for Meetings
The Commission Secretary is responsible for preparation and
distribution of the agenda and supporting documents prior to each
meeting. The Order of Business of each meeting shall be as
contained in the Agenda prepared by the Secretary. The Agenda
shall be a listing by topic of subjects which shall be taken up
for consideration and disposition in the order established by
Commission policy. However, with the unanimous consent of the
Commission, items may be taken out of order.
Any person wishing to place an item on the Agenda shall advise
the Secretary no later than 12:00 Noon on Wednesday preceding the
meeting at which he or she wishes the item to be considered. No
matters other than those on the Agenda shall be finally acted
6
upon by the Commission; provided, however, that matters not on
the Agenda but deemed to be emergencies or of an urgent nature by
any Commissioner, the City Manager or the Secretary may be
submitted for Commission consideration and action in accordance
with state law. The Commission packet will be available by 4
p.m. on the Monday preceding the Commission meeting on Thursday.
Compensation
The Commission will be compensated for attending regularly
scheduled, adjourned or special meetings, the amount therefor to
be established by Resolution of the City Council. The Commission
Secretary is responsible for processing warrants for payments and
Commissioners will be paid on a monthly basis. Each Commissioner
has the right and opportunity to waive his or her right to be
compensated and a letter of waiving that right must be sent to
the City Manager.
Reimbursement
The Commission may receive reimbursement for travel, meals,
lodging and related expenses incidental to the performance of
their official duties, including attendance at seminars,
conferences or training courses. Prior approval is required to
be obtain from the City Council for attendance at seminars or
conferences. All other expenses require City Manager approval.
Said expenses may by advanced to Commissioners or otherwise paid
in accordance with policies established by City Council. The
Secretary to the Commission will handle all paperwork necessary
to receive compensation.
Staff Liaison
The Community Development Director shall be the Secretary to the
Planning Commission.
7
IV. COMMISSION ROLE
Purpose
As defined in City Council Ordinance No. 25 (1989), the purposes
of the Commission shall be:
"The Planning Commission shall have power to do and perform such
acts and carry out and put into effect such plans and programs as
are provided by and pursuant to the provisions of the State
Planning Act, California Government Code Sections 65100, et seq,
and shall serve as the Advisory Agency to the City Council
regarding subdivisions and non-residential parcel maps."
Meeting Procedures
The following steps are recommended for the efficient conduct of
meetings:
call to order:
Every meeting shall be called to order by the Presiding
Officer. In the absence of both the Chairperson and
Vice -Chairperson, the meeting shall be called to order
by the Secretary, whereupon the Secretary shall
immediately call for the selection of a temporary
Presiding Officer.
Roll Call:
The order of roll call shall
Chairperson called last, and
the names of those present in
Public Comments:
be alphabetical with the
the Secretary shall enter
the Minutes.
Public Comments is the time reserved on each regular
meeting agenda to provide an opportunity for members of
the public to directly address the Commission on items
or matters of interest to the public that are not
already scheduled for consideration on the agenda. The
speaker may complete a voluntary request to address the
Commission form and hand same to the Secretary.
Consent Calendar:
All matters under consent items on the agenda are
considered routine and will be acted upon without
discussion unless a Commission member or member of the
audience has a question or would like to discuss an
item. In that event, the Chairperson will remove that
8
item from the Consent Calendar and place it for
separate consideration.
Presentation by Members of the Commission
Any Commissioner may bring before the Commission any
new business. These matters need not be specifically
listed on the Agenda, but action on such matters must
be deferred until a subsequent meeting unless acted
upon pursuant to California Government Code Section
54954.2.
Points of Order
The Presiding Officer shall determine all Points of
Order subject to the right of any member to appeal to
the Commission. If any appeal is taken, the question
shall be "Shall the decision of the Presiding Officer
be sustained?" in which event a majority vote shall
govern and conclusively determine such question of
order.
Decorum and Order - commission Members
Every Commissioner desiring to speak shall address the
Chair and, upon recognition by the Presiding Officer,
shall confine himself or herself to the question under
debate.
Every Commissioner desiring to question the administra-
tive staff shall address his or her question to the
Secretary who shall be entitled either to answer the
inquiry directly or to designate some member of staff
for the purpose.
A Commissioner, once recognized, shall not be
interrupted while speaking unless called to order by
the Presiding Officer, unless a Point of Order is
raised by another Commissioner or unless the speaker
chooses to yield to questions from another
Commissioner.
If a Commissioner is called to order while speaking, he
or she shall cease speaking immediately until the
question of order is determined. If ruled to be in
order, he or she shall be permitted to proceed. If
ruled to be not in order, he or she shall remain silent
or shall alter his or her remarks so as to comply with
rules of the Commission.
9
Commission Members shall accord the utmost courtesy to
each other, to City employees, and to the public
appearing before the Commission and shall refrain at
all times from rude and derogatory remarks, reflections
as to integrity, abusive comments and statements as to
motives and personalities.
Any Commissioner may move to require the Presiding
Officer to enforce the rules, and the affirmative vote
of a majority of the Commission shall require him or
her to so act.
Members of the Commission shall not leave their seats
during a meeting without the consent of the Presiding
Officer.
Participation of Presiding Officer
The Presiding Officer may move, second, and debate from
the Chair, subject only to such limitation of debate as
are imposed on all Commission Members, and shall not be
deprived of any of the rights and privileges of a
Commission Member by reason of acting as Presiding
Officer. However, the Presiding Officer is primarily
responsible for the conduct of the meeting. If he or
she desires to personally engage in extended debate on
questions before the Commission, the Presiding Officer
should consider turning the Chair over to another
member.
Decorum and Order - Employees
Members of the Administrative Staff and employees of
the City shall observe the same rules of procedure and
decorum applicable to members of the Commission. The
Secretary shall insure that all City employees observe
such decorum. Any staff member, including the
Secretary, desiring to address the Commission or
members of the public shall first be recognized by the
Chair. All remarks shall be addressed to the Chair and
not to any one individual Commissioner or public
member.
Decorum and Order - Public
Public members attending Commission meetings shall
observe the same rules of order and decorum applicable
to the Commission. Any person making impertinent and
slanderous remarks or who becomes boisterous while
addressing the Commission or while attending the
Commission meeting shall be removed from the room it
the sergeant -at -arms is so directed by the Presiding
10
Officer, and such person may be barred from further
audience before the Commission. Unauthorized remarks
from the audience, stamping of feet, whistles, yells,
and similar demonstrations shall not be permitted by
the Presiding Officer, who shall direct the sergeant -
at -arms to remove such offenders from the room.
Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
Enforcement of Decorum
The Secretary shall be ex -officio sergeant -at -arms of
the Commission and shall carry out all orders and
instructions given him or her by the Presiding Officer
for the purpose of maintaining order and decorum. Any
person disrupting Commission proceedings may be deemed
guilty of a misdemeanor, and upon conviction thereof,
shall be punished by fine or imprisonment or both.
Upon instructions form the Presiding Officer, it shall
be the duty of the Secretary or his or her
representative to eject any person from the meeting.
Personal Privilege
The right of a member to address the Commission on a
question of personal privilege shall be limited to
cases in which such member's integrity, character, or
motives, are assailed, questioned, or impugned.
Personal Interest
No member prevented from voting by personal interest
shall remain on the dias during the debate and vote on
any such matter, unless permitted by the Chair. In the
event of such conflict, the member shall publicly state
the grounds for the record and upon acceptance by the
Chair shall leave his or her seat during debate on the
issue.
Limitation of Debate
No member shall be allowed to speak more than once upon
any one subject until every other member choosing to
speak thereon shall have spoken. No member shall speak
for a longer time than five minutes each time he or she
has the floor, without the approval of majority vote of
the Commission.
Dissents and Protests
Any member shall have the right to express dissent from
or protest any action of the Commission and have the
11
reason entered in the minutes. Such dissent or protest
to be entered in the minutes shall be make in the
following manner: "I would like the minutes to show
that I am opposed to this action for the following
reasons...".
Procedures in Absence of Rules
In the absence of a rule to govern a point of
procedure, Robert's Rules of Order shall govern.
Manner of Addressing the Commission
Any person desiring to address the Commission shall
proceed to the podium and wait to be recognized, he or
she shall state his or her name and address for the
record and shall limit his or her remarks to the
questions under discussion. All remarks and questions
shall be addressed to the Chair and not to any
individual Commission Member, staff member or other
person. No person shall enter into any discussion
without being recognized by the Presiding Officer.
Time Limitation
Any public member addressing the Commission shall limit
his or her address to five (5) minutes unless further
time is granted by the Chairperson.
Addressing the Commission after Motion is Made
After a motion has been made or after a public hearing
has been closed, no person shall address the Commission
without first securing permission by a majority vote of
the Commission.
Written Correspondence
The Secretary is authorized to receive and open all
mail addressed to the Commission as a whole and give it
immediate attention to the end that all administrative
business referred to in said communications and not
necessarily requiring Commission action may be disposed
of between meetings. Any communication requiring
action will be reported to the Commission at its next
regular meeting together with a report and
recommendation of the Secretary.
Regular Agenda Items -
• Announce the item and what is to be discussed.
• Ask staff to present the report.
12
Motions
• Ask the Commission if they have questions for
staff.
• Open the item for public discussion.
• Invite those in favor of the item to speak.
• Invite those in opposition to the item to speak.
• Ask staff if any written communications have been
received and, if so, have them read or summarized
into the record.
• Ask the Commission if they have questions for staff
or public.
• Turn the item over to the Commission for
discussion.
• After a motion is made and seconded, the matter may
be discussed by the Commission. If there is no
second, the motion dies. Amendments may be made by
proposal of new motions but are only effective upon
receiving a second. Discussion of an amendment may
only take place after a motion has been made and
seconded. The amendment must be voted upon by the
entire Commission and if defeated, then the
original motion will be voted upon.
The substance of a motion is presented by the moving
Commissioner, requires a second, and normally only
requires a majority or a quorum (like most
resolutions). A roll call vote is not necessary, but a
roll call in all instances is appropriate.
Processing of Motions
When a motion is made and seconded, it shall be stated
by the Presiding Officer before debate. A motion shall
not be withdrawn by the mover without the consent of
the member seconding it and the approval of the
Commission.
Motions Out Of Order
The Presiding Officer may at any time, by majority
consent of the Commission, permit a member to introduce
an ordinance, resolution, or motion out of the regular
Agenda order.
Division of Question
If the question contains two or more divisible
propositions, the Presiding Officer may, and upon
request of a member shall (unless appealed), divide the
same.
13
Precedence of Motions
When a motion is before the Commission, no motion shall
be entertained except the following which shall have
precedence in the following order:
a. Adjourn
b. Fix hour of Adjournment
C. Table
d. Previous Question
e. Amend
f. Postpone
Motion to Adjourn (not debatable)
A motion to adjourn shall be in order at any time
except as follows:
a. When repeated without intervening business or
discussion,
b. When made as an interruption of a member while
speaking,
c. When the previous question has been ordered, and
d. While a vote is being taken.
A motion to adjourn "to another time" shall be
debatable only as to the time to which the meeting is
adjourned.
Motion to Fix Hour of Adjournment
Such a motion shall be to set a definite time at which
to adjourn and shall be undebatable and unamendable
except as to time set.
Motion to Table
A motion to table shall be used to temporarily by-pass
the subject. A motion t table shall be undebatable and
shall preclude all amendments or debate of the subject
under consideration. If the motion shall prevail, the
matter may be "taken form the table" at any time prior
to the end of the next regular meeting.
Motion for Previous Question
Such a motion shall be used to close debate on the main
motion and shall be undebatable. If the motion fails,
debate shall be reopened; if the motion passes, a vote
shall be taken on the main motion.
14
Motion to Amend
A motion to amend shall be debatable only as to
amendment. A motion to amend an amendment shall be in
order, but an amendment to amend an amendment to an
amendment shall not be in order. An amendment
modifying the intention of a motion shall be in order,
but an amendment relating to a different matter shall
not be order. A substitute motion on the same subject
shall be acceptable, and voted on before a vote on the
amendment. Amendments shall be voted first, then the
main motion as amended.
Motion to Continue
Motions to continue to a definite time shall be
amendable and debatable as to propriety of postponement
and time set.
Resolutions
Resolutions should be in written form before the
Commission. The appropriate motion is "I move that
Resolution No. be adopted." Reading of the title is
not legally required. Upon seconding, a vote is taken.
A roll call vote is the desirable procedure on all
resolutions.
Resolutions Prepared in Advance
Where a resolution has been prepared in advance, the
procedure shall be: motion, second, discussion, vote
and result declared. It shall not be necessary to read
a resolution in full or by title except to identify it.
Any member may call for a roll call vote or require
that the resolution be read in full.
Resolutions Not Prepared in Advance
Where a resolution has not been prepared in advance,
the procedure shall be to instruct the staff to prepare
a resolution for presentation at the next meeting as
follows: motion, second, "no objections? - so ordered".
Urgency Resolutions
In matters of urgency a resolution may be presented
verbally in motion form together with instructions for
written preparation for later execution. After the
resolution has been verbally stated, the voting
procedure for resolutions prepared in advance shall be
15
Voting
followed. Urgency resolutions shall be avoided except
when absolutely necessary.
Question to be Stated
The Presiding Officer may verbally restate each
question immediately prior to calling for the vote.
Following the vote, the Presiding Officer may verbally
announce whether the question carried or was defeated.
The presiding Officer may also publicly state the
effect of the vote for the benefit of the audience
before proceeding to the next item of business.
Voting Procedure
On the passage of every motion, the vote shall be taken
by voice or roll call and entered in full upon the
record. The order of voting shall be alphabetical with
the Chairperson voting last.
Roll Call Voting
Resolutions shall be considered by roll call vote. Any
other questions before the Commission shall not require
a roll call vote unless demanded by any member before
the negative has been put. It shall not be in order
for members to explain their vote during roll call.
Any member may change his or her vote before the next
order of business.
Failure to Vote
Every member shall vote unless disqualified for cause
accepted by vote of the Commission or by opinion of the
City Attorney. Self -disqualification, without
approval, which results in a tie vote shall be avoided
as thwarting Commission action, but no Commission
member who abstains shall in effect consent that a
majority of the quorum may act for him or her. Tie
votes shall be lost motions and may be reconsidered.
Reconsideration
Any member who voted with the majority may move a
reconsideration of any action at the same meeting.
After a motion for reconsideration has once been acted
on, no other motion for reconsideration thereof shall
be made without unanimous consent of the Commission.
16
Staff Responsibilities
The Community Development Director lends technical support to the
and serves as the Secretary to the Commission. He or she
provides the data, information and professional counsel to the
Commission while serving as liaison between policy formulation
and implantation of same through administrative procedures.
The Community Development Director is primarily responsible for
administering the day-to-day operation and functions of the
Planning, Code Enforcement and Building and Safety Departments
within the policies and guidelines as established by the City
Council and the City Manager. It is also the responsibility of
the Community Development Director to function as communicator
between staff, the Commission and the City Manager.
The Community Development Director will facilitate clear, concise
and efficient communication of all direct questions, comments,
and requests for information between the Commission, City Manager
and staff as well as similar requests between individual
Commission members and individual staff.
The City Manager will assign additional staff to assist the
Commission in a technical and professional capacity, as needed.
It is not expected that every staff recommendation will be
followed; however, because of staff's technical knowledge, full
consideration should be given to their recommendations. Staff
members make objective recommendations without consideration of
personal or political consequences. Following a staff report or
recommendation to the Commission, staff is at liberty to make the
same recommendation to the City Council via the City Manager,
even though the Commission may have taken a different position.
Staff Requests Procedures
All Commissioners' requests for information from staff requiring
extensive time commitments will come through the Commission as a
whole at a regular meeting during Commissioners Comments. If a
Commissioner considers the request an emergency, and time allows,
he shall attempt to obtain the Chairpersons's approval to direct
the request to the City Manager. If the Chairperson is
unavailable, then the Commissioner may directly contact the City
Manager. The City Manager will then report to the Commission at
the next regular meeting the nature of the request and the action
taken. When a request is made by a Commissioner for copies of
correspondence or information, then all Commissioners shall be
sent copies of the same information.
Each Commission may adopt rules and procedures to accomplish its
duties. These rules are subject to City Council approval.
17
Minutes
Minutes are taken at all Commission meetings, transcribed and
included in the following agenda packet. Once approved, the
minutes are forwarded to the City Council for their information.
Minutes are then kept as the official record for the Planning
Commission's actions and are open for public review.
Unless the reading of the minutes of the previous meeting is
requested by a majority of the Commission, such minutes may be
approved without reading if the Secretary has previously
furnished each Commissioner with a copy thereof.
The minutes shall consist of a clear and concise statement of
each and every action including the motions made an the vote
thereon. Reasons for making a motion, or voting, debate and
audience reaction are generally irrelevant for purposes of the
minutes. Such items may be included if considered to be
particularly relevant or otherwise necessary by the Secretary in
the first instance and by the Commission in the final instance.
The Secretary shall have exclusive responsibility for preparation
of the minutes, and any directions for changes in the minutes
shall be made only by action of the Commission.
Commission Recommendations
Planning Commission actions can be either advisory or conclusive
unless appealed to the City Council. Advisory actions are
transmitted to the City Council for decision by way of the
Community Development Director.
Relations with City Council, Commissions and Committees
In areas where there is an overlap of jurisdiction between
various Commissions, it is important that a liaison be developed
to insure consideration of the different viewpoints and to
minimize duplications of efforts. Joint meetings with the City
Council and other commissions and committees may be mutually
beneficial whenever two bodies are simultaneously addressing the
same topic.
18
V. LEGAL CONSTRAINTS
The Brown Act
"All meetings of the legislative body of a local agency shall be
open and public, and all persons shall be permitted to attend any
meeting of the legislative body of a local agency, except as
otherwise provided in this chapter." (Government Code Section
54953)
The law requires that meetings, at which a quorum of the
Commission is in attendance, must be open to the public. Agendas
must be posted 72 hours prior to regular meetings and they must
contain a brief description of each item to be discussed in
language understandable to the public.
No action, or commitment, may be taken on items which are not on
the posted agenda. No discussion may occur regarding an item
which is not posted on the Agenda. Items brought up by the
general public may be presented, but there will be no discussion
held or action taken. The Commission may refer the item to
staff. Every Agenda must provide an opportunity for the public
to address the Commission.
A copy of the Brown Act is available in the City Clerk's office.
Conflict of Interest
Government Code Section 87200, the Political Reform Act, requires
Planning Commissioners to file Conflict of Interest Statements
within ten (10) days of appointment and thirty (30) days after
leaving office. Forms are obtained from the City Clerk's Office
and must be filed with the City Clerk no later than the due date.
The originals are then forwarded by the City Clerk to the Fair
Political Practices Commission.
Disqualification From Commission Decisions
As a Commissioner, if a matter in which you have a financial
interest comes before the Commission on which you serve, and the
decisionwill naturally affect that financial interest, you must
disqualify yourself from all participation. This means you may
not discuss the matter with your colleagues, may not participate
in deliberations concerning the matter, must abstain from voting,
and refrain from any attempt to influence the decision on this
matter. Commissioners should leave the room while the matter is
under consideration in order to avoid violating these
prohibitions. The financial interest leading to abstention must
be identified and recorded by the Secretary. If a reason is not
offered, the Chairperson should request it.
19
There are two exceptions to the general rule. The first
exception is that a commissioner will not be disqualified if the
decision will affect the commissioner's financial interest in the
same manner it will affect the public generally. The second
exception is that a commissioner may be advocates on their own
behalf, provided that they do this as any other citizen would.
Personal interests are defined as real property or businesses
owned entirely by a commissioner and his/her immediate family,
and businesses managed entirely by a commissioner, spouse, or
both. City officials should seek the advice of the City Attorney
before becoming involved in any Commission decision wherein there
is the possibility of conflict of interest. It is desirable to
guard against even the suspicion of unethical conduct by any City
official. City officials should be careful to avoid any act or
statement that might be misconstrued. Their official behavior
should appear to all concerned, to be above reproach.
Public Records Law
The Government Code of the State of California provides that all
official records of the City are open for inspection by any
interested citizen at reasonable times. All Commission minutes
and supporting documents are public records and are available for
public review and copying.
Discrimination and Eaual Protection
All rules, regulations, laws, services, and facilities must apply
equally to all persons and not give favor to any segment of the
community. Similarly, all policies and ordinances of the City
must afford equal protection to all facets of the Community.
Due Process
Governmental procedures and processes generally provide that an
affected party has a right to be heard and to present testimony
during required public hearings.
Unfair determinations, such as bias, predetermination, refusal to
hear, etc., may invalidate a Commission action.
20
VI. PLANNING ACTIVITIES
Functions of the Community Development Department
The Department of Community Development is responsible for the
functions related to current and advanced planning, building and
safety, code enforcement, economic development and CDBG
administration. It consists of two operating divisions.
The Planning Division provides the community with long and short
term planning in order to coordinate and monitor growth and
development. It is charged with the development and
implementation responsibilities of the General Plan. It prepares
and administers projects for compliance with various development
ordinances. The Planning Division insures that all projects
receive the required environmental review in compliance with
CEQA. Further, it provides technical support to the City Council
and the various planning related committees/commissions.
The Planning Division is also responsible for the development and
administration of economic development and CDBG programs. it
updates and maintains records for the general public and
coordinates projects and programs with other governmental
agencies.
The Building and Safety Division is responsible for building and
safety functions. Services are currently provided under
contract. This division is responsible for the protection of
public health and safety through the enforcement of the Building
and related codes. This division provides for building and
safety plan check, permit issuance and inspection services.
21
VII. APPENDIX
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COMMUNITY DEVELOPMENT
DEPARTMENT
DIRECTOR
James DeStefano
BUILDING & SAFETY
BUILDING OFFICIAL
Dennis Tarango
PERMIT TECHNICIAN
Yolanda Huapaya
PLAN CHECKER
Joe Buzzone
SENIOR INSPECTOR
Steve Olsen
INSPECTOR
Mike Scarpelli
3-92
CITY PLANNING
PLANNING DIRECTOR
James DeStefano
SECRETARY
Marilyn Ortiz
CODE ENFORCEMENT
OFFICER
ADMIN ASST
Kellee Fritzal
(Part-time)
ASSOCIATE PLANNER
Rob Searcy
PLANNING TECHNICIAN
Ann Lungu
PLANNING INTERN(S)
RESOLUTION NO. 91-71
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR
ESTABLISHING CITY COUNCIL STANDARDS OF OPERATION
WHEREAS, it is important to the successful operation of
any public organization that standards be established to define the
roles, responsibilities and expectations of the governing board and
staff in the operation of the organization; and
WHEREAS, the establishment of standards. by the City
Council will promote understanding and trust among members of the
City Council and staff concerning their roles, responsibilities and
expectations for the operation of the City; and
WHEREAS, the establishment and periodic review of these
City Council policy standards will assist new members of the City
Council to better understand their role and responsibilities as
Council Members.
NOW, THEREFORE, BE IT RESOLVED by the City of Diamond Bar
as follows:
section 1. OPERATION OF CITY COUNCIL MEETINGS
A. The Council shall meet the first and third Tuesdays of each
month, commencing at 6:00 p.m. If the Council desires to
proceed past 11:30 p.m., the Council, at 11:00 p.m., will
determine which issues will be completed at that meeting and
which items will be continued to the next Tuesday meeting.
B. Public Comments are to be scheduled for 6:00 p.m., immediately
following the Flag Salute, Roll Call and Council Comments.
C. No action is to be taken on items raised under Public
comments. Besides oral requests, citizens- may also be
requested to put concerns in writing, if that the item(s) is
to be agendized, for a later Council meeting date, at the
discretion of the Council and City Manager.
D. At the beginning of the meeting, if there are a number of
people requesting to speak on a particular subject under
Public Comments, the Mayor may request that there be a
spokesperson and that the others limit their comments, speak
at the and of the meeting or contact Council or City Manager.
This does not apply to scheduled agenda items.
COUNCIL STANDARDS
Page Two
Section 1. OPERATION OF CITY COUNCIL MEETINGS (CON'T)
E. In order to ensure that all members of the public have an
opportunity to speak, pertaining to issues that are not on the
meeting agenda, and that the Council is able to complete the
public's business, there shall be a five-minute limitation on
comments by the public unless otherwise prohibited by law. The
Mayor will be responsible for enforcing the time limits as
suggested. Any Council Member may request an extension of the
five-minute time limitation. If the Council concurs that the
nature of the issue warrants an extension of time, the time
limit may be extended.
F. The Council will not hold a public hearing on items scheduled
under Departmental Reports or Council Concerns. If just one
or two people desire to speak on the item, the Council will
listen to their comments. If more than two persons at the
meeting desire to speak on an item, the Council may reschedule
the item on the agenda of a subsequent meeting.
G. With Council approval, Mayor may schedule Council review of
agenda items out of their prescribed order on the printed
agenda.
H. Significant proposed changes to City ordinances shall be set
for public hearing.
I. The Council Member making a motion shall either restate the
motion or have the City Clerk restate the motion, before the
vote, to clarify the motion for the public and staff.
J. Council Members should not get into a debate with a member of
the public or staff at a Council meeting.
K. The City Council will, on a quarterly basis, agendize and
prioritize those significant items to be scheduled as future
Council study session topics.
L. If an applicant submits a new site plan for a development or
if the City Council requests changes in the submitted site
plan, the public hearing will be continued at least two weeks
to allow time for staff review.
M. Any written correspondence or other materials received at a
City Council meeting (from the public or staff) will be
documented with a receipt time and date by the City Clerk and
distribution indicated. If the City Clerk does not receive a
copy of the written submittal, it will not be considered to
have been received or acted upon by the City Council.
COUNCIL STANDARDS
Page Three
Section 1. OPERATION OF CITY COUNCIL MEETINGS ICON'T)
N. All minutes of City Council meetings shall be composed
utilizing an action -taken format; rather than a transcript
format. All meetings shall be audiotaped, in their entirety,
for Council, public and staff reference. City Council and
Planning Commission tapes shall be retained for two years,
from the date of the meeting. All other Commission and
Committee meeting tapes shall retained, until the approved
minutes of a meeting have been reported to the City Council.
O. Any concerns by a Council Member over the performance of a
City employee during a Council meeting should be privately
directed to the City Manager to ensure the concern is properly
addressed.
Section 2. COMMITTEE ASSIGNMENTS. CITY COMMISSIONS AND PRESS
RELATIONS
A. Individual Council Members will have the right to attend
meetings but are cautioned about becoming involved in the
meeting's discussions and/or violating the Brown Act.
B. written committee reports will be given to the Council on
significant committee recommendations and/or actions.
C. New ideas or suggested programs will be presented to the full
Council before presenting to the media.
Section 3. COUNCIL MEMBER PRESENTATIONS AT OTHER AGENCIES AND
GROUPS
A. If a member of the City Council represents the City before
another governmental agency, organization, the Council Member
will first indicate the majority position of the Council.
Personal opinions and comments may be expressed only if the
Council Member clarifies that these statements do not
represent the position of the City Council.
Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF
A. There will be mutual respect from both staff and Council -
members of their respective roles and responsibilities, when
expressing criticism in public session.
B. In public session, City staff members will address Council
members, utilizing Mayor, Councilman or Councilwoman; and,
Council members will address all staff members, utilizing Mr.
or Ms. rather than the person's first names. .
COUNCIL STANDARDS
Page Four
Section 4. CITY COUNCIL RELATIONSHIPS WITH CITY STAFF (CON'T)
C. City staff acknowledge that the Council is the City's policy
making body. The City Council acknowledges that staff
administers the Council's policies.
D. The Council, as the overall policy body, holds the City
Manager responsible for the administration of the City
Departments. The overall internal administration by the City
Manager is necessary in order to assure efficient and economic
operations of the various departments per Council direction.
E. The Council will direct the City Manager on all major or new
issues. A Council Member will not initiate any action or have
prepared any report that is significant in nature or initiate
any project or study, without the approval of a majority of
the City Council.
F. All written informational material requested by individual
Council Members will be submitted by staff to all Council -
members with the notation indicating which Council Member
requested the information.
G. Council will not attempt to coerce or influence staff in the
making of appointments, the awarding of contracts, the
selection of consultants, the processing of development
applications, or the granting of City licenses or permits.
H. Mail that is addressed to the Mayor and City Council will be
circulated by the City Manager to the City Council with a
comment as to which staff person will be assisting the Mayor
and/or Council Member in preparing a response.
I. The Mayor's response, when appropriate and the original
communication, will be submitted to Council members for their
information. Mail addressed to individual Council Members may
be responded to, by that Council Member.
K. Staff team sensitivity and support is important. Once a final
decision is reached by the Council, Planning Commission or
other City body, it will be accepted, supported and
implemented by staff.
Section S. LITIGATION AND CONFIDENTIAL INFORMATION
A. City Council Members will keep all written and verbal
information provided on matters that are confidential, under
State law, in strict confidence to insure that the City's
position is not compromised. No dissemination of information
or materials will be made to anyone, except Council Members,
City Attorney, City Manager or Assistant City Manager.
COUNCIL STANDARDS
Page Five
Section 5. LITIGATION AND CONFIDENTIAL INFORMATION (CON'T)
B. If the City Council in closed session has provided direction
to City staff on proposed terms and conditions for any type of
negotiations whether it be related to property acquisition or
disposal, a proposed or pending claims or litigation, and/or
employee negotiations, all contact with the other party will
be the designated City person(s) representing the City in the
handling of the negotiations or litigation. A Council Member
will not have any contact or discussion with the other party
or its representative involved with the negotiation during
this time and will not communicate any discussion conducted in
closed sessions.
Section 6. INDIVIDUAL COUNCIL MEMBER RESPONSIBILITIES
A. Frequent communication is an important and integral part of
Council relationships and will be the standard of operation.
B. Respect for each individual Council Members interpersonal
style will be a standard of operation. Courtesy and
sensitivity to individual points of view will be a standard
of operation.
C. On areas where Council Members disagree, especially on the
process to be used, discussions will occur to facilitate a
clear direction.
D. Council approach to authority is collegial rather than
individual.
E. Council Members will keep an open mind on all issues.
F. Individual Council Members, on matters pertaining to upcoming
or anticipated items where a public hearing will be held, will
maintain as near neutral position as possible to assure not
only the appearance but the actual degree of openness that is
attendant to our community responsibility.
The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 3rd day of December .,
1991.
COUNCIL STANDARDS
Page Six
I, Lynda Burgess, City Clerk of the City of Diamond Bar, do hereby
certify that the foregoing Resolution was passed, approved and
adopted at a regular meeting of the City Council of the City of
Diamond Bar held on 3rd day of December 3— 1991, by the following
vote:
AYES: COUNCILMEMBERS: Miller, Forbing, M/Kim
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Papen, Werner
ABSTAINED: COUNCILMEMBERS: None
J
LYNOA BURGESS, City Clerk
City of Diamond Bar
ORDINANCE NO. 25C (1989)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF DIAMOND BAR AMENDING ORDINANCE NO. 25
(1989) AS HERETOFORE AMENDED, CONCERNING THE
TERMS OF OFFICE OF PLANNING COMMISSIONERS.
The City Council of the City of Diamond Bar does ordain
as follows:
Section 1. Section 5(f) of Ordinance No. 25 (1989), as
heretofore amended, of the City Council of the City of Diamond
Bar hereby is amended to read, in words and figures, as follows:
"(f) The terms of office of the Planning
Commission shall be two-year terms commencing on March 1
of even numbered years and expiring on the last day of
February of even numbered years; provided, however, that
the �'ermz of office of persons initially appointed to
the Planning Commission shall expire the last day of
February, 1992."
Section 2. The City Clerk shall certify to the
adoption of this Ordinance and shall cause the same to posted in
three (3) public places within the City of Diamond Bar pursuant
to the provisions Resolution 89-6.
W"M
ADOPTED AND APPROVED this 29th day of October ,
Mayor
I, LYNDA BURGESS, City Clerk of the City of Diamond
Bar, do hereby certify that the foregoing Ordinance was
introduced at a regular meeting of the City Council of the City
of Diamond Bar held on the _15th day of October 1991,
and was finally passed at a regular meeting of the City Council
of the City of Diamond Bar held on the -�qf-h day of
October , 1991, by the following vote:
AYES: COUNCIL MEMBERS: Papen, Nardella, Kim,
Forbing
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: Werner
ABSTAINED: COUNCIL MEMBERS: None
ATTEST:
Ci Clerk of tY,�
City of Diamond Bar
N1101110RDM OB 6.1 2 1
ORDINANCE NO. 25B(1989)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF DIAMOND BAR AMENDING ORDINANCE NOS.
25(1989) AND 25A(1989) CONCERNING THE
PLANNING COMMISSION.
The City Council of the City of Diamond Bar does ordain
as follows:
Section �.
Ordinance Nos. 25(1989) and 25A(1989) hereby are
amended to read, in words and figures, as follows:
Section 1. Planning commission created.
There is hereby created a Planning Commission.
Section 3. Composition.
The Planning Commission shall be composed of five
members, each of whom shall be a resident of the City of Diamond
Bar, and appointed in accordance with the procedures set forth in
Section 5 hereof.
Section4. powers A$A Duties.
The Planning Commission shall have power to do and
perform such acts and carry out and put into effect such plans
and programs as are provided by and pursuant to the provisions of
the State Planning Act, California Government Code Sections
65100, et seq., and shall serve as the Advisory Agency to the
City Council regarding subdivisions and non-residential parcel
maps.
i
1 t
Section A. organization and terms of office; filling
of vacancies in office; officers; meetings.
(a) Each member of the Planning Commission shall be
appointed by one member of the City Council, provided that should
a member of the City Council fail to make an appointment within
thirty days of the vacancy in question being created a majority
of the City Council shall appoint to fill the vacancy.
(b) If a vacancy occurs other than by expiration of a
term, it shall be filled within thirty days by appointment for
the unexpired portion of the term by the Council Member who
appointed or had the opportunity to appoint the commissioner
whose position has been vacated or the Council Member serving the
unexpired portion of the term of that person. If that Council
Member fails to appoint within that thirty -day period, a majority
of the City Council shall appoint to fill the vacancy. If the
vacancy is effected by the removal process specified in this
Section, the person so removed may not be appointed to fill the
vacancy.
(c) Notwithstanding any other term or provision of
this Ordinance, each of the Planning Commissioners shall be
deemed to have resigned from his or her position on the
Commission ninety (90) calendar days after the succession of any
person, whether by election, reelection or appointment, to the
office of the Council Member who appointed, or had the
opportunity to appoint, such Commissioner and that Commission
e
2 t
position shall thereupon be deemed vacant and available for
appointment for the otherwise unexpired term, if any.
(d) If a member of the Planning Commission is absent
from three (3) consecutive regular meetings or from more than
fifty percent (50%) of the regular meetings thereof in any one
(1) year period, the office of said Commissioner shall thereupon
be deemed vacant and the secretary to the Commission shall
immediately inform the City Council thereof.
(e) Any member of the Planning Commission may be
removed without cause during his or her term of office by a
four-fifths vote of the City Council, provided that no such
member may be removed during the initial three months of any term
of office for which he or she is appointed.
(f) The terms of office of the Planning Commission
shall be two-year terms commencing on July 1st of even numbered
years and expiring on June 30th of even numbered years; provided,
however, that the terms of office of persons initially appointed
to the Planning Commission shall expire June 30, 1992.
(g) The Planning Commission shall, at its first
regular meeting in July of each calendar year, elect a chairman
from among its appointed members for a term of one year, and may
create and fill such other offices as it may determine and shall
hold regular meetings at least once a month and other meetings at
such additional times are are deemed necessary.
(h) The Director of Planning, or his or her designee,
shall be the Secretary to the Commission.
t
3 t
Section 6. Compensation; travel expenses.
(a) Each member of the Planning Commission shall be
paid a fixed sum for each commission meeting such commissioner
attends. The sum to be paid to each commissioner for each such
meeting attended by such commissioner shall be established by
resolution of the City Council.
(b) The City Council may, from time to time, provide
such sums as the City Council deems reasonable, in its sole
discretion, for travel expenses, meals, lodging and related
t
expenses necessarily incurred by Planning Commissioners
incidental to the performance of their official duties, including
attendance at seminars, conferences or training courses approved
by the City Council. Said expenses may be advanced to
Commissioners or otherwise paid to them in accordance with
policies established by the City Council.
Section Z. References to commission.
Wherever in the Los Angeles County Code, as heretofore
adopted by this City Council, reference is made to the "Planning
Commission," "Regional Planning Commission" or "hearing officer",
the same shall be deemed to refer to the Planning Commission as
established by this Ordinance.
soction S.
The City Clerk shall certify the adoption of the ordinance
and shall cause the same to be posted in three (3) public places
within the City of Diamond Bar pursuant to the provisions of
Resolution 89-6.
c
4 +
ADOPTED AND APPROVED this 16th day of October , 1990.
I, LYNDA BURGESS, City Clerk of the City of Diamond
Bar, do hereby certify that the foregoing Ordinance was
introduced at a regular meeting of the City Council of the City
of Diamond Bar held on the 2nd day of October , 1990, and
was finally passed at a regular meeting of the City Council of
the City of Diamond Bar held on the 16th day of October, 1990,
by the following vote:
AYES: COUNCIL MEMBERS: Horcher, Papen, Kim,
Mayor Pro Tem Forbing and Mayor Werner
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
ATTEST:,
Ci Clerk
City of Diamond Bar
N110111PC25S WB6.1 5
ORDINANCE NO. 25A (1989)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF DIAMOND BAR AMENDING SECTION 4 OF ORDINANCE
NO. 25 (1989) PERTAINING TO THE POWERS AND
DUTIES OF THE CITY PLANNING COMMISSION.
The City Council of the City of Diamond Bar does ordain
as follows:
ect on 1. Section 4 of Ordinance No. 25 (1989), as
heretofore adopted, hereby is amended to read, in words and
figures, as follows:
"99="R 4. Powers and Duties.
"The Planning Commission shall have power to do and
perform such acts and carry out and put into effect such
plans and programs as are provided by and pursuant to the
provisions of the State Planning Act, California Government
Code Sections 65100, et seq., and shall serve as the
Advisory Agency to the City Council regarding subdivisions
and non-residential parcel maps.,,
ASSIL9A I. The City Clerk shall certify to the adoption of
this Ordinance and shall cause the same to be posted in three (3)
public places within the City of Diamond Bar pursuant to the
provisions of Resolution 89-6.
1990.
ADOPTED AND APPROVED this 3rd day of April
1
Mayor '
I
t
I, LYNDA BURGESS, City Clerk of the City of Diamond
Bar, do hereby certify that the foregoing Ordinance was
introduced at a regular meeting of the City Council of the City
of Diamond Bar held on the 20th day of March
1990, and was finally passed at a regular meeting of the City
Council of the City of Diamond Bar held on the 3rd day of
April , 1990, by the following vote:
AYES: COUNCIL MEMBERS: Horcher, , Forbing , Miller, Mayor
Pro -Tem Werner, Mayor Papen
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ABSTAINED: COUNCIL MEMBERS: None
ATTEST: , xda' -&4-t Q
City tlerk, City of Diamond Bar
S%10WORULMIN 1.38 2
!
ORDINANCE NO. 25 (1989)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF DIAMOND BAR ESTABLISHING A PLANNING
COMMISSION.
The City Council of the City of Diamond Bar does ordain
as follows:
Section 1.
Chapters 2.108 and 3.48 of the Los Angeles County Code,
as heretofore adopted by this City Council, hereby are repealed.
Sectio 3 Planning Commission Created.
There is hereby created a Planning Commission.
S ct c 3. Composition.
The Planning Commission shall be composed of five
members appointed in accordance with the procedures set forth in
Section 5 hereof.
Section 4. Powers and Duties.
The Planning Commission shall have power to do and
perform such acts and carry out and put into effect such plans
and programs as are provided by and pursuant to the provisions of
the State Planning Act, California Government Code Sections
65100, et seq., and shall serve as the Advisory Agency to the
City Council regarding subdivisions and parcel maps.
Notwithstanding any provisions to the contrary set forth in the
Los Angeles County Code as heretofore adopted by this City
Council, the Planning Commission shall act in an advisory
1 t
t
capacity to the City Council with respect to any and all
applications for conditional use permits and variances.
Section S. Organization and terms of office; filling
of vacancies in office; officers; meetings.
Each member of the Planning Commission shall be
appointed by one member of the City Council, provided that should
a member of the City Council fail to make an appointment within
thirty days of the vacancy in question being created a majority
of the City Council shall appoint to fill the vacancy.
If a vacancy occurs other than by expiration of a term,
it shall be filled within thirty days by appointment for the
unexpired portion of the term by the Council Member who appointed
or had the opportunity to appoint the commissioner whose position
has been vacated or the Council Member serving the unexpired
portion of the term of that person. If that Council Member fails
to appoint within that thirty -day period, a majority of the City
Council shall appoint to fill the vacancy. If the vacancy is
effected by the removal process specified in this Section, the
person so removed may not be appointed to fill the vacancy.
The terms of office of the Planning Commission shall be
two-year terms commencing on July 1st of even numbered years and
expiring on June 30th of even numbered years; provided, however,
that the terms of office of persons initially appointed to the
Planning Commission shall expire June 30, 1992.
Any member of the Planning Commission may be removed
without cause during his or her term of office by a four-fifths
2
i
i
vote of the City Council, provided that no such member may be
removed during the initial three months of any term of office for
which he or she is appointed.
The Planning Commission annually shall elect a chairman
from among its appointed members for a term of one year, and may
create and fill such other offices as it may determine and shall
hold regular meetings at least once a month and other meetings at
such additional times are are deemed necessary.
8 ct 6. Compensation; travel expenses.
(a) Each member of the Planning Commission shall be
paid a fixed sum for each commission meeting such commissioner
attends. The sum to be paid to each commissioner for each such
meeting attended by such commissioner shall be established by
resolution of the City Council.
(b) The City Council may, from time to time, provide such
sums as the City Council deems reasonable, in its sole
discretion, for travel expenses, meals, lodging and related
expenses necessarily incurred by Planning Commissioners
incidental to the performance of their official duties, including
attendance at seminars, conferences or training courses approved
by the City Council. Said expenses may be advanced to
Commissioners or otherwise paid to them in accordance with
policies established by the City Council.
Section s References to Commission.
Wherever in the Los Angeles County Code, as heretofore
adopted by this City Council, reference is made to the "Planning
3 t
t
Commission," "Regional Planning Commission" or "hearing officer",
the same shall be deemed to refer to the Planning Commission as
established by this Ordinance.
section S.
The City Clerk shall certify the adoption of the ordinance
and shall cause the same to be posted in three (3) public places
within the City of Diamond Bar pursuant to the provisions of
Resolution 89-6.
ADOPTED AND APPROVED this 19th day of Septembez 1989.
LA
T Mayor
I, LYNDA BURGESS, City Clerk of the City of Diamond
Bar, do hereby certify that the foregoing ordinance was
introduced at a regular meeting of the City Council of the City
of Diamond Bar held on the 5th day of September-, 1989, and
was finally passed at a regular meeting of the City Council of
the City of Diamond Bar held on the 19th day of September 1989,
by the following vote:
AYES: COUNCIL MEMBERS: Forbing, Miller, Werner, Mayor Pro Tem
Horcher and Mayor Papen
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
ATTEST:,
Ci Clerk
City of Diamond Bar
N%1011%PLNGCa1ADB 1.3E 4
t
City of Diamond Bar Telephone List
fctblyl0co-tz"-ZiN40)Z1
Robert L. Van Nort, City Manager 396-5666
Terrence L. Belanger, Assistant City Manager 396-5667
Nancy Whitehouse, Secretary 396-5666
City Council Office 396-5668
CITY CLERK
Lynda Burgess 860-2489
COMMUNITY DEVELOPMENT
James De5tefano, Director 396-5676
Rob Searcy, Associate Planner 396-5677
Ann Lungu, Planning Technician 396-5677
Marilyn Ortiz, Planning Secretary 396-5676
Al Flores, Code Enforcement Officer 396-5676
Dennis Tarango 860-3195
PUBLIC WORKS/CITY ENGINEER
Sid Mousavi, Director 396-5673
Charles Janiel, Parks and Maintenance 396-5694
26
Description of Commissions/Committees
Parks and Recreation Commission
Comprised of five members, the Parks and Recreation Commission is
an advisory board for the City Council on matters of Park
Improvement Projects, recreation services and special events.
The Commission deals with the scheduling of community sports
organizations as well as City -sponsored sports activities and
one-time park users.
Traffic and Transportation Commission
Comprised of five members, the Traffic and Transportation
Commission reviews local traffic conditions and recommends to the
City Council appropriate actions to deal with traffic congestion.
Significant Ecological Area Technical Advisory Committee (SEATAC)
A committee of environmental professionals assigned to review and
advise the City on the ecological impacts of development proposed
within a significant ecological area (SEA), pursuant to Municipal
Code Section 22.56.215.
Statement of Principles
The proper operation of Diamond Bar government requires that:
1. Public officials be independent and impartial in
their judgements and actions.
2. Decisions and policies be made in the proper
channels of the governmental structure.
3. Public office, whether appointed or elected, not be
used for personal gain.
4. The public have confidence in the integrity and
openness of its government and public officials.
Policies for Service
The City Council has, therefore, adopted the following policies:
1. Respect the importance of American ideals of
government and the rule of the law.
2. Work for the common good of the City of Diamond Bar
and its citizens and not for any private interests.
27
3. Provide fair, equal and courteous treatment for all
persons and matters coming before the Council or
any Commission.
4. Learn and study the background and purposes of
important items of business before voting.
5. Perform faithfully all duties of office, including
attendance at Commission training sessions.
6. Refrain from disclosing any confidential infor-
mation concerning the government of the City of
Diamond Bar. (For example: personnel,
negotiations, litigation.)
7. Avoid accepting any gifts, or favors, or promises
of future benefits which might compromise or impair
independence of judgement or action.
8. Refuse to approve any breach of public trust or
improper attempts to influence any pending matter.
9. File a Conflict of Interest Statement with the City
of Diamond Bar within ten (10) days of appointment
as a public official. Make sure all "financial
interests" are disclosed as required. Thereafter,
file appropriate Conflict of Interest Statements as
required by law.
10. Disclose financial interests which are likely to be
materially affected by the City's or Commission's
decision, when performing City duties.
11. Refuse to vote, appoint a person, commit the City,
enter into a contract or otherwise make City
decision in which you have a disqualifying
financial interest.
12. Refuse to negotiate, advise, make recommendations,
conduct research, or prepare any analysis or
reports concerning City decisions in which they
have disqualifying financial interest.
13. Decline any employment incompatible with public
duty or resign form his/her position as a public
official, elected or appointed. However, he/she
may be employed or may contract(s) with the City of
Diamond Bar.
14. Recognize that repeated disqualification demeans
the value of our service to the City. If this is
occurring, resignation would be appropriate.
28