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City updates boards-and-commissions onboarding: two-phase orientation and required steps clarified
Summary
The deputy city clerk reviewed an updated BCC handbook and a two-phase onboarding process that requires oath of office, Form 700, ethics training, handbook attestation and city-and-commission orientations.
Francesca Reyes, deputy city clerk, presented updates to the boards, commissions and committees (BCC) onboarding process and the latest version of the BCC handbook at the Sept. 9 Policy and Services Committee meeting.
The nut graf: the clerk—s office described a two-phase onboarding program intended to standardize orientation across commissions while allowing department liaisons to deliver commission-specific training. The aim is to help new commissioners understand legal obligations and operational expectations before participating in meetings.
Reyes said the onboarding program is divided into two phases. The clerk—s office leads the first phase in partnership with the City Attorney—s Office and covers general items required of all commissioners, including legal requirements (Brown Act, Public Records Act), roles and ethics. The clerk listed five items required before a commissioner may participate in meetings: taking the oath of office, filing Form 700, completing mandated ethics and anti-harassment training, attesting that they have reviewed the BCC handbook, and completing the clerk/attorney-led orientation sessions.
The second phase is led by the staff liaison for each commission and covers body-specific topics such as municipal-code responsibilities, the commission—s work plan, quasi-judicial procedures where applicable, and procedural expectations. The clerk told the committee the handbook was updated to reflect prior council actions including recruitment calendars, sizes of selected BCCs, interview processes, remote-attendance clarifications and training requirements.
Committee members suggested several refinements. Council member Lou proposed formalizing a role for commission chairs to provide informal onboarding (a buddy system) and suggested recurring, low-effort member surveys to track experience and demographics. Other members recommended adding training on meeting management and Robert—s Rules of Order and emphasizing the advisory nature of many commissions so new members understand the limits of commission authority.
Deputy city manager Chantelle Cotton Gaines and other staff described how onboarding responsibilities are shared: the clerk—s office provides common baseline training while department staff deliver commission-specific content (for instance, quasi-judicial procedure for planning-related bodies). The clerk—s office confirmed a chair/vice-chair training was delivered in 2021 and said staff could consider repeating or updating that training.
Ending: The committee did not take formal action. Staff said fall recruitment is underway and offered to incorporate the committee—s suggestions, including considering chair training, brief surveys, and clarifying role limits to the public and commissioners.
