HomeMy WebLinkAboutAgenda Package - VACR_Apr15_2026
Date:Wednesday, April 15, 2026
Time:6:00 p.m.
Location:City Hall, Bldg. C, Conference Room B-112
276 4th Avenue, Chula Vista
Veterans Advisory Commission Regular Meeting
______________________________________________________________________________
In-Person Public Comments: Join us for the Veterans Advisory Commission meeting at the time
and location specified on this agenda to make your comments. Each person will be allotted three
minutes to address the Commission, unless otherwise adjusted by the presiding officer.
Electronic Public Comments: At www.chulavistaca.gov/boardmeetings, locate this meeting and
click on the comment bubble icon. Select the item and click on "Leave Comment." The deadline to
submit e-comments or any comments emailed to VAC@chulavistaca.gov will be noon on the day
of the meeting.
Accessibility: Individuals with disabilities are invited to request modifications or accommodations in
order to access and/or participate in a Veterans Advisory Commission meeting by contacting the
commission staff at VAC@chulavistaca.gov (California Relay Service is available for the hearing
impaired by dialing 711) at least forty-eight hours in advance of the meeting.
We encourage community participation—sign up at www.ChulaVistaCA.gov/Boards to receive
email notifications when agendas are available.
Pages
1.CALL TO ORDER
2.ROLL CALL
Commissioners Akana, Castro, Jimenez, Nava, and Pine.
3.PLEDGE OF ALLEGIANCE TO THE FLAG
4.PUBLIC COMMENTS
The public may address the Commission on any subject matter within the
Commission’s jurisdiction that is not listed as an item on the agenda. State law
generally prohibits the Committee from discussing or taking action on any issue
not included on the agenda. The Committee may schedule the topic for future
discussion or refer the matter to staff.
5.PRESENTATIONS
The following item(s) will be presentations given to the Commission. Action on
these item(s) is typically limited to the Commission receiving the presentation
and providing direction or feedback to staff, as appropriate.
5.1 Presentation on City of Chula Vista Commission Roles, Duties, and
Procedures
4
Presenters: Rosemarie Horvath, Deputy City Attorney, and Kerry
Bigelow, City Clerk
Hear the presentation on the roles, duties, and processes related to City
of Chula Vista commissions, including general rules applicable to City
boards and commissions, open meeting requirements (Brown Act), and
public records (California Public Records Act).
6.ACTION ITEMS
Action items are considered individually by the Commission and are expected to
elicit discussion and deliberation.
6.1 Update on Veteran of the Year Subcommittee
Members of the subcommittee to present an update.
6.2 Update on Outreach Subcommittee
Members of the subcommittee to present an update.
City of Chula Vista Veterans Advisory Commission
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6.3 Update on Starlight Parade Subcommittee
Members of the subcommittee to present an update.
7.STAFF COMMENTS
8.CHAIR'S COMMENTS
9.COMMISSIONERS' COMMENTS
10.ADJOURNMENT
to the regular meeting on May 20, 2026.
Materials provided to the Veterans Advisory Commission related to any open-
session item on this agenda are available for public review, please contact the
Fire Department at VAC@chulavistaca.gov.
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VETERANS ADVISORY COMMISSION
Role, Duties, and Procedures
April 15, 2026
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City of Chula Vista Veterans Advisory Commission
April 15, 2026 Agenda
Agenda City Overview & Board/Commission/Committee (B/C/C) Role
Duties
Procedures
Meetings/Attendance
Agenda
Minutes
Conflict of Interest
Member Communications
Recommendations to Council
Brown Act
Public Records Act
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City of Chula Vista Veterans Advisory Commission
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City
Structure
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Role of B/C/Cs
Study a specific
area of concern
Advise the City
Council
DO DON'T
Ear for the City Council Make policy decisions
Forum to encourage
communication participation early
in the process
Direct budget decisions, city
operations or programs
Broad perspective on focused
topics
Direct staff
Advisory recommendations to the
City Council
Act outside of the authority granted
by City Council
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Transition to B/C/C Member
Community Advocate/ Activist
-Independent
-Advocacy
-Focused agenda
B/C/C Member
-Official City representative
-Team member
-Collaborative
-Deliberator
-Focused on overall good for City
-Broad agenda
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Categories of
Member
Responsibilities
To the City Council
To the Community
To Each Other
To Staff
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Responsibilities to the City Council
Act consistently with Council directionAct
Be familiar with Council prioritiesBe
Clearly state if you are speaking for the
B/C/C or yourself as an individualState
Ask staff or who nominated you for
feedback and insightAsk
Stay focused on the official role of your
B/C/CFocus
Support and promote Council prioritiesSupport
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Responsibilities to the Community
Listen to and
understand
diverse interests
within the
community
1
Bring forward
ideas…but within
the scope of the
B/C/C’s role and
work plan
2
Show respect to all
who come before
the B/C/C
3
Understand that
you are seen as a
City
representative, not
a resident or
advocate
4
Help recruit for
B/C/C vacancies –
you’re a great
advocate!
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Responsibilities to Each Other
Be prepared for meetingsBe
Advise the secretary/staff well in advance if you will be absentAdvise
Allow others to speak without interruptingAllow
Seek to understand other points of viewSeek
Respect decisions of the majorityRespect
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Responsibilities
to City Staff
Teamwork
Be realistic about staff capacity
Avoid giving staff direction
Treat staff with respect and courtesy, and expect the
same in return
Resources Use staff as a resource –ask questions in advance when
possible
Chair Chair coordinates with the B/C/C staff/secretary
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Role of Staff Liaison & Secretary
Manages the agenda with
the Chair
•Confirms subject matter
jurisdiction of the B/C/C
•Sequences flow
•Reviews requests for items
Makes professional
recommendations Manages work plan
Provides input and
technical advice
Monitors for potential
Brown Act or other
concerns
Manages B/C/C roster
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Veterans Advisory Commission’s Duties
Chula Vista Municipal Code –2.39.030 –Functions and Duties
A.A.Provide advice to the City Council on matters directly relating to veterans.
B.B.Serve as an information resource to the City Council on matters relating to the City’s policy regarding veterans’ entitlement programs established by federal, state, or county legislation.
C.C.Promote and assist the City on Veterans Day or Memorial Day observations and other City military recognition events.
D.D.Encourage and promote patriotism in the City, including support as available to military services recruitment offices.
E.E.Provide a forum for discussion of issues relating to military veterans
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Veterans Advisory Commission’s Duties
Chula Vista Municipal Code –2.39.030 –Functions and Duties
F.Coordinate with the City veterans’ fraternal organizations regarding resources available for mobilization in case of a disaster or emergency, and act as liaison between the City and veterans’ fraternal organizations regarding community programs.
G.Provide advice regarding matters of protocol with which veterans are especially familiar, such as flag presentation, color guard procedures and other military and paramilitary procedures; and promote interest in flag etiquette and display and represent the City in providing notices of flag use violations.
H.Coordinate individual City recognition programs for active duty military and veteran residents of the City who have achieved significant merit.
I.Provide advice and assistance to City residents when requested regarding resources available to veterans’ spouses, and dependents.
J.Formulate and develop a recommended City position and endorsement regarding proposed legislation affecting veterans and military personnel.
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Veterans Advisory Commission’s Duties
Chula Vista Municipal Code –2.39.030 –Functions and Duties
K.Attend meetings of, and report on actions affecting the City taken by, the San Diego County Veterans Advisory Council.
L.Study future needs of veterans, including veterans’ homes and veterans’ halls.
M.Provide various analyses and reports to the City Council. (Ord. 3211 §13, 2011; Ord. 2593 §1, 1994).
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Your Webpage
www.chulavistaca.gov/vac
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City of Chula Vista Veterans Advisory Commission
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Regular Meetings &
Attendance
The Commission’s regular meeting date and time
are the third Wednesday of each month at 6:00
p.m.
Please promptly contact the B/C/C secretary if you
will be absent
vac@chulavistaca.gov
Notice is important to ensure that the B/C/C will
have a quorum
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Absences
Chula Vista Municipal Code –2.25.110 –Attendance requirements –Excused Absences
An office is deemed vacated if a member has three consecutive unexcused
absences from regular meetings.
Absences may be excused for the following reasons:
Illness; business commitments; pre-planned vacation with notice;
funeral/religious services; unscheduled emergency; any other reason where
seven (7) days’ notice provided
The B/C/C must vote to excuse absences –a member may vote to excuse
their own absence.
Approval of excused absences must be entered into the minutes.
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FAQ -
Attendance
Q: How do I request an excused
absence?
A: Complete a “Request for Excused
Absence” form, which you can request
from your secretary. Alternatively, you
can ask the secretary to complete the
form for you.
Important Notes:
The requests are public records, so
it’s recommended that you use the
form or provide a brief request
without personal details
It’s incumbent on each member to
request an excused absence.
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Agenda
Roadmap for what will be discussed
Only items on an agenda may be discussed/acted
upon
Items may be added by the Chair, City staff, or by
a vote of the majority
Must provide for public participation
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FAQ –Adding Agenda Items
Q: How do I get an item added to the agenda?
A: The Chair, staff, or a majority of the B/C/C can add an item to the
agenda.
Option 1:The individual can ask the Chair to consider including the
item on the next agenda. Be careful only to email the Chair and
secretary. Emailing or discussing with a majority of the B/C/C may
lead to a potential Brown Act violation.
Option 2:Individual members can request consensus under the
Member Comments section of the agenda to add an item to a future
agenda. The matter cannot be discussed at that time –the B/C/C can
only decide whether to add the item to future agenda.
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Agenda Website
www.chulavistaca.gov/boardmeetings
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Rules of Order
Chair leads the meeting and maintains order
Majority rules
Minority has right to be heard but must respect
decision of majority
Opposition must be verbalized
When a member has the floor, do not interrupt
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Typical Process for Hearing Agenda Items
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FAQ –Meeting Procedures
Q: How do I make a motion?
A: Depending on the situation, the following are examples of how to
make a motion, after hearing public comments and being recognized
by the Chair:
“I move approval of Item 5.”
“I move to add an item to next month’s agenda to discuss XYZ.”
“I move to [insert action].”
Be sure to make your motion clear so that the public, staff, and B/C/C know exactly
what the vote pertains to. Refrain from saying “so moved” –the action can be easily
misunderstood.
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Minutes
CVMC 2.25.230 calls for the secretary to take action minutes
Action Minutes INCLUDE:
The actions (votes) that took place at
the meeting
The members who were present and
absent at the meeting
The name, city of residence, and
whether they were in support or
opposed to a particular item
Confirmation of legal processes that
were followed (e.g., if there was a
public hearing item, there may be a
statement that the hearing was held at
the time in the public hearing notice)
Action Minutes DO NOT include
A transcript or summary of the
discussions that occurred during the
meeting
A transcript or verbatim record of
public speaker comments
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FAQ -Minutes
Q: Can the B/C/C direct the staff or secretary to produce summary or
verbatim minutes?
A: No. The form of the minutes is decided by the City Council via the Chula
Vista Municipal Code. In addition, the Charter and Municipal Code prohibit
B/C/Cs from directing the work of staff. The City Council minutes are also
prepared in the same form.
Many B/C/Cs have audio recordings of the meetings posted on their websites, if
members or residents would like to listen to the full discussion.
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Conflicts of Interest
Recusal
Types of conflicts
Financial (general, property-based, contract)
Common Law Bias
Recusal
Should recuse oneself when there is an actual conflict or when the appearance
of conflict is so great that it may taint the process
You were placed on the B/C/C to participate -recusal should be reserved only
for conflicts and not be used solely to avoid making a decision on a matter
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RECUSAL
Steps to Follow
When a member has a conflict of interest, he or she
must:
Publicly state the nature of the conflict (e.g., “I own
property within 500 feet of the subject project”); and
Unless the item is on the Consent Calendar, he or she
must leave the dais or table until consideration of the
item is finished.
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Tips to
Avoiding
Conflicts of
Interest
Review each agenda statement carefully.
If you are aware of any basis for a potential conflict on
any item, contact the City Attorney in advance for advice.
Report any changes in property holdings to the secretary.
When in doubt, don’t vote.
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To Vote or Not To Vote
If any question, seek advice from the City Attorney in advance.
Situation Good Reason
NOT to Vote?
Why?
The member owns a house
that is next door to the
project being considered.
Probably Member likely has a conflict of interest because of
the property owned within 500 -1,000 feet of the
project.
The decision is very
controversial, and the
member doesn’t want to
upset anyone.
Probably Not Members are appointed to make certain decisions,
and sometimes the decisions may be
uncomfortable. Members should review the
materials thoroughly and consider all points
carefully in order to make a thoughtful decision.
Feel free to ask questions and engage in discussion
during the meeting so that you can feel confident
in your vote.
The issue being discussed
would financially benefit
the member’s business.
Probably This scenario could constitute a conflict of interest. If
you’re not sure, always ask!
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To Vote or Not To Vote
If any question, seek advice from the City Attorney in advance.
Situation Good Reason
NOT to Vote?
Why?
The item involves the
member’s own request for
an excused absence
Probably not Members can vote on their own excused absences
The member isn’t sure if
they have a conflict of
interest
Yes When in doubt, don’t vote. Always make an effort
to review materials in advance and request advice
from the City Attorney.
The item is approving
minutes from a meeting
the member was absent
Probably not There is no legal requirement that a member
abstain from voting on minutes when they were
absent. Voting to approve minutes is a ministerial
action that indicates your confidence in the
secretary’s production of accurate minutes. You
can also ask for the audio recording of a meeting
you may have missed to review the meeting.
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Member Communications
When making statements, members must ensure that:
Their comments are factual
They indicate that actions taken by the B/C/C are recommendations,
with final actions to be taken by City Council, when appropriate
They represent themselves as private residents, unless the views or
recommendations they express have been officially voted upon
Individual members making recommendations or expressing views
that have not been officially voted on must indicate they are
expressing themselves as private residents, not as representatives
of their B/C/C.
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FAQ –B/C/C Duties
Q: If there is a topic the B/C/C is passionate about and wants to discuss,
but it’s not part of the duties, can the B/C/C still discuss and make
recommendations on the topic?
A: No. B/C/Cs are charged with a specific scope and duties by the City Council.
If the subject matter is not within the scope of the B/C/C duties, the B/C/C
doesn’t have jurisdiction over the matter.
What you can do: pursue the matter as a private resident or include a
recommendation in your annual report to the City Council that the topic be
incorporated into your B/C/C’s duties.
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Recommendations to Council
B/C/Cs may have topics, ideas, suggestions, and requests for direction to bring forward to the City Council. These items require majority approval of the B/C/C.
The following processes are in place to communicate with the Council:
By June 30 each year, all B/C/Cs provide an annual report to the City Council on the previous fiscal year’s activities. B/C/C s may also make recommendations to the City Council as part of that report.
B/C/Cs may have written reports distributed to the City Council through staff, by way of an “Informational Memorandum” to the Council, or the placement of “Written Communications” on the Council agenda.
B/C/Cs, upon affirmative vote of a majority, may add an item to the City Council agenda.
From time to time, the City Council holds joint meetings with B/C/Cs to discuss items requiring significant discussion.
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The Ralph M.
Brown Act
Cal. Govt. Code §§
54950, et. seq.
Core Principles
Local agencies can only deliberate and take
action at public meetings
Public must be notified in advance of all
meetings and matters to be considered
Public must be given access to information and
opportunity to provide input to decision-makers
Exceptions are limited
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Meeting Rules
Cannot consider,discuss,deliberate or take action on mattersnotontheagenda
Otherwise,only appropriate action is to refer item to staffand/or for consideration on a future agenda
Brief response,question or statement is allowed
Very limited exceptions
When in doubt, best NOT to act and agendize for the next meeting
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What to Avoid -Serial Meetings
Hub & Spoke
Member
A
Member
B
Member
C
Member
D
Daisy Chain
Member
C
Member
B
Member
A
A chain of communications (via phone, email, in
person, etc.) involving contact from Member A to
Member B, who then communicates with
Member C would constitute a serial meeting in
the case of a five-person body.
When a person acts as the hub of a wheel (Member
A) and communicates individually with the various
spokes (Members B and C) regarding a matter
under the jurisdiction of the B/C/C a serial meeting
may have occurred.
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Examples
Email between two
members regarding
their support for a
project, with copies to
two other members
One member to
another:“I’ve talked
with Member Z, and
they think. . .”
Staff tells a member
that two other
members are “on
board” with a pending
item
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Subcommittees
The Brown Act may or may not apply
to subcommittees created by the
B/C/C
Contact City Clerk or City Attorney
for direction beforeforming a
subcommittee
Formation of a subcommittee must
be a noticed item on a meeting
agenda before it can be created
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Rights of the Public:
Attendance
Public must be allowed to attend, observe and speak at meetings
Cannot be required to register, or fulfill any “condition precedent” to attend; name and address can be requested, but no obligation to provide
Allowed to record the meeting with audio or video recorder; take photographs
Public may be critical of B/C/C in comments
Public may not engage in conduct that disrupts a meeting. Disruption is a very high standard and literally must be to the point where the meeting cannot go on.
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Rights of the Public: Public Comment
Regular Meeting
Agenda Items: Comment must be allowed; reasonable time limits can be adopted by local agency.
Non-agenda matters: Regular meeting agenda must provide an opportunity for members of the public to directly address the legislative body on any item of interest to the public within its purview.
No action or discussion can occur
Can refer to staff for information; request a report back; request item be placed on future agenda
City Council speaker time limits:
Agenda Items: 3 minutes
Non-Agenda-Item Public Comments: 3 minutes
Consent Calendar: 3 minutes (for any or all items on the consent calendar)
Individuals using an interpreter are allotted twice the amount of time for public comments.
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FAQ –Public Speakers
Q: What happens when a speaker brings up an issue that’s not on the agenda?
The Brown Act doesn’t allow discussion or action on items that are not on the
agenda, but the B/C/C or staff can “briefly respond” to comments or questions,
request information from staff, or place the item on a future agenda for discussion.
Examples of acceptable responses:
“I would like to request consensus of the B/C/C to add this item to the next meeting
agenda. At that time, can staff please provide additional information regarding the
matter?” Discussion among the B/C/C must be limited to whether to add the matter to the
agenda –no discussion of the matter brought forward can take place at that time.
“Staff, do you know the answer to the speaker’s question about the timing of the budget
preparation?” Staff can respond with a brief explanation of the timeline. Any further
discussion about the budget or B/C/C recommendations should be added as an item on a
future agenda.
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FAQ –Public Speakers
Q: How should the B/C/C address speakers who may be disruptive, critical
of the B/C/C’s or staff’s work, or just plain rude?
A: Brown Act provisions protect the public’s right to attend, observe, and participate in meetings. B/C/Cs cannot prohibit public criticism of policies, procedures, programs or services of the City or the acts or omissions of the B/C/C itself.
Tips:
The B/C/C members should always listen and make an effort to understand the concerns and statements of all public speakers.
A simple “Thank you for your comments. The next speaker is…” is a sufficient reply.
The time allotted to public speakers is an opportunity for them to voice their opinion. B/C/C members are not obligated to engage in discussion or respond to questions.
Members may ask follow up questions, if desired, but should be mindful of the speaker time limit to ensure all speakers have equal opportunity to speak.
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Social Media
and the
Brown Act
Increased risk of “serial” meetings
Emails, texts, tweets or posts during meetings
deny public access to decision-making
process
Using icons to react to other B/C/C members’
posts may constitute a violation
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The California
Public
Records Act
Intended to hold government accountable to the public –secrecy is antithetical to a democratic government
Gives the public access to information/records that enable them to monitor the functioning of their government
Public record = any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of form (i.e., electronic, paper)
Some types of records are exempted, but legal authority is required
Most documents the B/C/C handles are public records
Includes texts/emails on personal devices if they involve City business
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FAQ -Records
Q: If I’ve been emailing back and forth with a resident about a project that
will be discussed at the next B/C/C meeting, can someone obtain that by
filing a public records request?
Yes! Even communications on private devices and accounts can be public records that must be disclosed.
Best Practice: Encourage members of the public to attend meetings and send communications through your B/C/C email address. Staff will distribute communications to the B/C/C so all members have the benefit of receiving the information. It will also be made available to the public as required by law
Acceptable Practice: Copy your secretary on B/C/C communications and consider creating a separate email account for your B/C/C duties.
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Additional Duties
Ethics training: Required to be completed within one year of being appointed, and
every two years thereafter. The City Attorney conducts periodic trainings that you
can attend in person. The FPPC offers free, online training at:
http://localethics.fppc.ca.gov/login.aspx. Provide your certificate to
cityclerk@chulavistaca.gov.
Form 700 filing: Required for some B/C/Cs. Filings are due within 30 days of
assuming or leaving office, and annually on April 1.
Reappointments: You will hear from the City Clerk’s office shortly before the end of
your term, if you are eligible to serve a second term. Please respond and let us
know if you’re interested in being considered for another term.
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Additional Resources
League of California Cities Publications: www.calcities.org/home/resources
“Open & Public VI: A Guide to the Ralph M. Brown Act”
“The People's Business: A Guide to the California Public Records Act”
Institute for Local Government: www.ca-ilg.org/meeting-resource-center-
tools-effective-meetings
“Meeting Resource Center: Tools for Effective Meetings”
Your staff liaison and secretary
City Attorney and City Clerk
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QUESTIONS?
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