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09/07/1993, C-2 - COUNCIL POLICIES AND PROCEDURES
''���►►���i��p�pn ��NIU city of San WI S OBI SPO l COUNCIL AGENDA REPORT FROM: Diane R. Gladwell, City Clerk .i SUBJECT: Council Policies and Procedures RECOMMENDATION: Adopt a resolution rescinding Resolutions No. 6505 and 5369 and amending Resolution No. 6587; and adopt a manual entitled "Council Polices and Procedures" DISCUSSION: At the study session held January 20, 1993, Council directed staff to prepare an updated version of this manual, simplifying the document by removing material addressed by other legislation, manuals or policies, and changing the format and organization. Since that time, Council has adopted policies relating to remote computer access (e-mail), made changes in the advisory body nomination process, improved advisory body participation at Council meetings, and established a Legislative Action Subcommittee. Staff has incorporated these adopted policies into the revised draft. In addition,we have updated and brought forward policies pertaining to the advisory body appointment process and the use of Council Chambers. The new chapter relating to advisory bodies is a blend of old Council Policies and Procedures, Advisory Body Handbook policies and newly adopted procedures. The remaining sections of the old Policies and Procedures Manual have been analyzed as they relate to other policies. These sections are covered by other adopted documents in the city. The portion pertaining to the Brown Act has been re written to be more comprehensive and easier to use. A Charter requirement states that Council compensation be reviewed biennially in even-numbered years,with adjustments effective January 1st of the year following the review. We have accordingly modified our recommendation to convene the committee January 1st of even-numbered years to comply with the Charter. The document organization has changed substantially, and is simpler and easier to use. CONCURRENCES: The City Administrative Officer and City Attorney have reviewed and approved the City Council Policies and Procedures Manual. FISCAL IMPACT: None ALTERNATIVE: Provide additional direction for revision of Policies and Procedures Manual. ATTACHMENTs: 1.' Resolution Adopting. Manual 2.Legislative Draft of Policies and Procedures Manual C..7- Z RESOLUTION NO. (1993•Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO RESCINDING PREVIOUS RESOLUTIONS NO. 6505 (1988 Series) AND NO. 5369 (1984 Series); AND AMENDING RESOLUTION NO. 6587 (1988 Series); AND ADOPTING A MANUAL ENTITLED "COUNCIL POLICIES AND PROCEDURES" WHEREAS, the establishment of procedural rules for the conduct of meetings of the City Council will promote and enhance a more efficient and effective means of conducting the public's business; and WHEREAS, the implementation of procedural rules regarding Council meetings and the conduct of the public's business will allow Council Members and the public an opportunity to speak freely and fully on all matters of public interest; WHEREAS, State law requires that a City Council comply with certain requirements designed to provide reasonable and adequate public notice of these meetings; and NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of San Luis Obispo: SECTION 1. The Council hereby approves and adopts the Council Policies and Procedures Manual, a copy of which is attached hereto marked Exhibit "A" and is incorporated herein. A copy of the Council Policies and Procedures Manual shall be maintained on file in the Office of the City Clerk, shall be distributed to all Council Members and Department Heads, and shall be available to the public during reasonable business hours. C. 7. 3 Resolution No. (1993 Series) Page T w o SECTION 2. This resolution rescinds previous Resolution.No. 6505 (1988 Series) and previous Resolution No. 5369 (1984 Series) SECTION 3. This resolution amends Section 6 of Resolution No. 6587 (1988 Series) to read in full as follows: "SECTION 6. COUNCIL COMPENSATION COMMITTEE A five-member review committee shall be appointed by January 1st in even- numbered years and shall bring its proposed recommendations in resolution form to the City Council within 90 days, or no later than April 1st. A. Membership. The committee membership shall have as broad a representation as possible,including but not limited to, one previously elected official, one Personnel Board member, and one citizen-at-large. B. Review Responsibility. The committee shall review the full Council compensation package including salary, benefits, expense reimbursement, professional development allowances and any other compensation provided the City Council. Review should include, but shall not be limited to: 1) compensation of Council and Mayors of cities of similar population/budget size; 2) compensation practices of both Charter and General Law cities; 3) Government Code provisions for General Law cities; 4) Council and Mayor responsibilities in San Luis Obispo at the time of the committee's review; and 5) any structural changes that may have occurred in municipal government either as a result of Sate legislation or by actions of the local electorate which Resolution No. (1993 Series) Page Three may have added to or deducted from the duties and responsibilities of the Council Members and/or Mayor." On motion of , seconded by , and on the following roll call vote: AYES: NOES: ABSENT: The foregoing Resolution was passed and adopted this day of 1993. ATTEST: Mayor Peg Pinard City Clerk Diane R. Gladwell APPROVED: City Administrative Officer John Dunn rney a orge n C-7- CITY 0� $�N �+UI� OBISPO, Ct�I�ORNI� -7 uu� � 41: Complied by the Office of the City Clerk Adopted by the City Council September 7, 1993 Resolution No. T-T -r v F: V C-7-7 COUNCIL POLICIES & PROCEDURES TABLE OF CONTENTS CHAPTER ONE MEETING GUIDELINES & PROCEDURES 1.1 MEETING SCHEDULE 1.1.1 MEETINGS 1.1.2 REGULAR MEETINGS 1.13 STUDY SESSIONS 1.1.4 SPECIAL MEETINGS 1.1.5 USE OF COUNCIL CHAMBERS 12 AGENDA 1.2.1. PLACING AN ITEM ON THE AGENDA (COUNCIL MEMBER) 1.2.2 PLACING AN ITEM ON THE AGENDA (THE PUBLIC) 1.2.3 EMERGENCY ITEMS 1.2.4 RECONSIDERATION OF AN ITEM 1.2.5 ORDER OF BUSINESS 12.6 CONSENT ITEMS 1.2.7 NOTIFICATION AND ADVERTISING 1.3 MEETING PROCEDURES 13.1 PRESIDING OFFICER 1.3.2 QUORUM 1.3.3 DISCUSSION RULES 13.4 PARLIAMENTARY PROCEDURE 1.3.5 PROTOCOL 1.3.6 VOTING PROCEDURES 1.3.7 PUBLIC COMMENT 1.3.8 CONSENT ITEMS 1.3.9 COMMUNICATIONS 13.10 CLOSED SESSIONS CHAPTER TWO COUNCIL COMPENSATION 2.1 SALARIES FOR MAYOR AND COUNCIL MEMBERS 2.2 RETIREMENT, MEDICAL, DENTAL, VISION, AND LIFE INSURANCE 2.3 PROFESSIONAL DEVELOPMENT 2.3.1 PROFESSIONAL DEVELOPMENT 2.3.2 LEAGUE OF CALIFORNIA CITIES CONFERENCE 23.3 START-UP ALLOWANCE C -7-f 2.4 CITY BUSINESS AND MILEAGE 2.4.1 CITY BUSINESS 2.4.2 MILEAGE 25 GENERAL PROCEDURES AND LIMITATIONS 2.5.1 ACCOUNTING 25.2 REIMBURSEMENT LIMITATION 2.5.3 SPECIAL EXPENSES 2.5.4 HONORARIUM 2.5.5 OTHER GUIDELINES 2.6 COUNCIL COMPENSATION COMMITTEE 2.6.1 MEMBERSHIP 2.62 REVIEW RESPONSIBILITY CHAPTER THREE COUNCIL POWERS & APPOINTMENTS 3.1 MAYOR - POWER AND DUTIES 3.2 APPOINTMENT OF VICE-MAYOR 33 FILLING COUNCIL VACANCIES 3.4 GENERAL POWERS OF THE COUNCIL 35 ADMINISTERING OATHS: SUBPOENAS 3.6 LIMITATIONS 3.7 METHOD OF ACTION BY COUNCIL 3.8 ORDINANCES 3.9 ACCEPTANCE OF GRANTS OR DEEDS CHAPTER FOUR THE BROWN ACT 4.1 APPLICABILITY AND PENALTIES 4.2 MAJOR PROVISIONS 43 SPECIAL MEETINGS 4.4 EMERGENCY MEETINGS 4.5 OTHER PROVISIONS c -7- 9 CHAPTER FIVE COUNCIL/STAFF RELATIONSHIPS AND CONDUCT 5.1 INTENT 5.2 COUNCIL AND COUNCIL MEMBERS 5.3 STAFF 5.4 E-MAIL AND REMOTE ACCESS TO COMPUTERS 5.4.1 COUNCIL REMOTE ACCESS 5.42 REMOTE ACCESS POLICY CHAPTER SIX ADVISORY BODY PROCEDURES 6.1 ROLE OF COUNCIL LIAISON SUBCOMMITTEE MEMBERS 6.2 OTHER COUNCIL SUBCOMMITTEES 6.2.1 LEGISLATIVE ACTION SUBCOMMITTEE 6.3 ROLE OF ADVISORY BODY MEMBERS AT COUNCIL MEETINGS 6.3.1 INTENT 6.32 COUNCIL AGENDA REPORTS 633 COUNCIL MEETINGS 6.3.4 RECOMMENDATIONS 6.4 ROLE OF CITY STAFF PERSONS 6.5 APPOINTMENT PROCEDURES 6.5.1 PURPOSE 6.5.2 COUNCIL SUBCOMMITTEE LIAISIONS 6.6 PROCESS 6.6.1 QUALIFICATIONS 6.6.2 TERMS 6.6.3 PROCESS MAJOR POLICIES AND PLANS REFERRAL LIST C -7-/O Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures 1.04.010 n,.seluilen 6505 adopted 09/27/88 CHAPTER ONE MEETING GUIDELINES & PROCEDURES 1.1 MEETING SCHEDULE .........: . ::..........::...................................:::........... ,r1 . uIEE-rtIG > COUNCIL �. r~nun shall gravid by nrd�narice the:; tine ;and place of holding e ttngs attd the manner an=whtcll special meetings trray lie called Public Interest and z onvenience shall Ue primary conside=atians;when decisions are made as;tri time, oOwn and frequency: Ex t as oth twice proidded by!ativ, a1I 666;.:gs of the,�nunciIt illbe open to th ptbltc. {Charter S2} 1.1.2 REGULAR MEETINGS 1.1.2.1 Regular meetings shall be held the first and third Tuesday of each month ................................................. ............................................................................ beginning at 7:00 p.m. (Prior R'es 6505} In the event that .a regular meeting ref tb Cotln::1:shall fall on a legal holiday,that regular meeting shall be head at the same place and tune on the ne. succeeditxg working day: (Ord &77} .......................... 1.1.2.2 Regular meetings shall be held in the Council Chambers, 940:..P. In Street, M.the City(w ti77} 1.1.2.3 Regular meetings shall be between the hours of 7:00 - 11:00 p.m. It shall be the policy of the City Council to complete meetings, including closed sessions, by 11:00 p.m. unless, upon consensus, Council elects to continue past the adjournment hour. Following the mid-meeting break (around 9:00 p.m.) the Mayor, with assistance from the C.A.O., will review the balance of the agenda with Council to discuss how it can be handled in the allowed time. If it is necessary to continue any items, it will be announced at that time. (P or<R:es <550* 1.1.3 STUDY SESSIONS (Open to the public) 1.1.3.1 The purpose of these meetings shall be for informal discussions between staff, advisory bodies or consultants and the City Council regarding specific programs, projects or policies. (P r Res' G505) page Council Policies & Procedures Chapter 1• Meeting Guidelines & Procedures 1.1.3.2 Stu i 5essz its will be l eld ata cme and place convenient to Cuuncxl atrd`advantari 12:10 p.m. to 2.00 p.m. Addifienal Study Sessiens may be betwee 9.-00 p.m. and en an as needed basis and at tifnes Faest 7R�-H585-? 1.133 Participation of the public shall be at the discretion of the Presiding Officer, upon consensus of the Council. (Prior>1tw : 5) 1.1.4 SPECIAL MEETINGS (as defined by State law) 1.1.4.1 Special meetings may be called by the Mayor or three members of the City Council (OC 54955) Wratten notice of each speci;at meetrng tntist be given not less than twenty faun(24 hpurs before such:meeting to each nemUerof:the qty Council notointztg'the call: (Ord. 577); 1.1.4.2 Written notice must be given to the City Council and to the media 24 hours prior to each meeting. G '' 9S5} 1.1.4.3 A supplemental telephone call shall be made if necessary to notify each. Council Member. (Prior Res 65w)... ... ................... .... 1.1.4.4 No business other than that announced shall be discussed. (Prior Res:: ..............:...: ::.. 5.545) 1.1.4.5 Any special meeting held at a place other than City Hall shall be open to the public. Notice requirements of the Brown Act shall be complied with for any such meetings; regular minutes shall be taken by the City .............................................. Clerk and shall be available for public inspection. (Prior R'e650 } 1.15 USE OF COUNCIL CHAMBERS 1.1.5.1 The City Administrative Officer, or designee, is responsible for maintaining a calendar on the use of the Council Chamber and all requests for reservations shall be cleared through the administrative ...................................... ................ office. ;::PrarI' PF $ (....:::.::........:...:::.:.....:.........::...:.:::... 1.1.5.2 When a question arises regarding permission for any group to use the facility, the City Administrative Officer shall have authority to make the final decision. ( o ' P P i %': 0s) 1.1.5.3 The following rules are established as a guide: page 2 C—7- /Z Council Policies & Procedures Chapter 1• Meeting Guidelines & Procedures 1.15.4 Use of the Council Chamber by City commissions, committees, and other advisory bodies shall take precedence over any other group or agency; 1.1.5.5 Favorable consideration shall be given to other governmental agencies and non-profit groups. I`Ta evenis of A.: cominerctal,nature: shall ;be allow 1.15.6 No admission shall be charged. No e�reiEits featunng,tl ;e servtce of food :. ..,... E?t ( G Sll$II ......e{1i 1.15.7 Regularly scheduled meetings by other agencies and groups shall be discouraged. T' o' ', VE 9). 1.2 AGENDA 12.1 Any Council Member may retluest aII 'tetra be.placed:o a future agenda dtiring.'CQmrmtuicattous, and tylion consensus of a majority of Council; submit an ifefa feF the agenda ihr-eugh the Mayer- or- the staff will prepare a staff report on behalf of `'-� Getineil Membe- if formal Council action is required. Action in support of or in opposition to legislation at another government level, or of a specific cause, shall be considered only if the subject issue directly affects, or is within the purview or control of, the City of San Luis Obispo aztid is consistaitt wttih ivouncYs polIctsPnar Res 6505} 1.2.2 A member of the public may request an xtetn be placed on a futtue agenda during Publicoinment;or other cnmmun�cafion w.......I ....t....h Counal Members,:and upon consensus of a tnaority of Council, thr-eughe Member- eF the staff-, that a matter be plaeed en the agenda. 1 it is an appr-epr-iate itefa fef the agenda; a staff report will be prepared ............................................... and approved by the C.A.O. or his designee. ;(Prior es .6505} 1.2.3 Emergency items may be placed on the agenda only in accordance with state law. Generally, only those matters affecting public health or safety may be considered emergency in nature. A four-fifths vote of Council is ............................................... necessary to add an emergency item. Pizd ` ;esa5(lS} 1.2.4 Reconsideration of an item shall be allowed in accordance with Robert's Rules of Order and established Council guidelines. Resubmittal of issues previously acted upon is discoura a W P Y P S d, ; .,;requests will be considered uptitt a consensus of a najorzty o the Council; . ' or„R... 1.2.5 ORDER OF BUSINESS shall be as follows: page 3 C.?— /3 Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures 1.25.1 Call to Order 1.2.5.2 Pledge of Allegiance 12-13<.,,,..PVToinent t}f irfspirat%d 1.2.5.4 Roll Call ' YPutc on ........................................................:..:........... ...................................................................... ....................................................................... 1.2.5.6 Consent Agenda Dr ..t.a: effi ,;OE1CtI1YItS .................................................................. R. ..._.. nt 125.9 Public Hearings Mid Agenda Break (apffemiffiatelyMO pan.) 1.2.5.10 Business Items 2 U.-Communications r cir=Tees G5. 1.2.6 CONSENT ITEMS Consent items are the first items on the.......... agenda (item s :t>are rou3nek►ave been discussed before, xelate to a�npi.ementatzort of;approved budget, oe fo rtY. erato5 ; s or item .......:..............:..:.::.::........:. to be later set for public hearing). ( rxa L7;e5G505) (Public Comment moved to 1.3.7) (Ordinances moved to 3.8) (Communications moved to 1.3.9) 1.2.7 NOTIFICATION AND ADVERTISING 1.2.7.1 The City will advertise all matters of significant neighborhood or community public interest which appear on a City Council or Planning Commission agenda, as well as all matters where advertising is required by law. Said advertisements shall include location maps, project descriptions and posting of property, if required, written in plain English in order to fully inform all interested individuals. 12.72 All advertising shall be accomplished in an economical manner. All affidavits of publication shall be reviewed by the City Clerk and will be available to interested members of the public. page 4 C _7./v Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures 1.3.1 PRESIDING OFFICER 13.1.1 The Mayor is the Presiding Officer and acts as h ;r eha4mae at Council meetings. (Carter.. .4073 1.3.1.2 In the absence or incapacity of the Mayor, the Vice-Mayor will serve aef as Presiding Officer. (.Ptio < e65(?5 13.1.3 Seating arrangement of the Council: 13.1.3.1 The Mayor Pro-Tempore (Vice-Mayor) shall always be seated immediately next to the Mayor. (P or'Re 05) 1.3.1.3.2 The Mayor with approval of individual Council Members shall establish other seating arrangements for regular Council ................................................ meetings. :..(Pri4rRes 6505) 1.3.1.4 Signing of City Documents The Mayor, unless unavailable, shall sign all ordinances, resolutions, contracts and other documents which have been adopted by the City Council and require an official signature except when ;the City Admtnstrattve Officer has been attthprizett by Council actiori tv sign documents;. In the event the Mayor is unavailable, the Mayor Pro-Tempore's (Vice-Mayor) signature may be used (Prior Rgs 6505) ( o ed frotn prtor CP&P ........16 020) Ai rna3or�ty of ::the Council IrTembers shall:: constitute a ;quorum far tte transaction of 13 tsiA ss (Charier 503'1 1.3.3 DISCUSSION RULES 1.3.3.1 Obtaining the floor: 1.3.3.1.1 A member of the City Council or staff shall first address the Presiding Officer and gain recognition. ((rr'or 5; 'fi5,t5 1.33.12 Comments: and.to questions undef-debate should be limited tit: the tssuebefore Co► nctt ...... language av_e�d. (Prior Res 6505): 1.3.3.1.3 Cross-exchange between Council Members and public should be avoided. (Pr xar.ssTtes...6505) page 5 C—7. /:r Council Policies & Procedures Chapter 1• Meeting Guidelines & Procedures 1.3.3.2 Questions to Staff: A Council Member shall, after recognition by the Presiding Officer, address questions to the designated staff member. ...friar IRes. fi505 1.33.3 Interruptions: 1.333.1 Once recognized, a Council Member shall not be interrupted while speaking except to make a point of order or personal privilege (Robert's Rules). (Pr Res 6505 1.3.3.3.2 If a Council Member is called to order while speaking, the individual shall cease speaking until the question of order is determined (Roberts Rules Pnar des_ f505) 13.33.3 Upon being recognized by the Presiding Officer, members of staff shall hold the floor until completion of their remarks or until recognition is withdrawn by the Presiding Officer. (Pr;or Resf505) 1.3.3.4 Limitation on Discussion: No Council Member shall speak more than once on a particular subject until every other Council Member has had the opportunity to speak. Council Members are encouraged to discuss items during the decision-making process. (Pnor Res 6505} 1.3.35 Tabling Procedure: ............................................. Immediately stop discussion and vote (Robert's Rules). (.Phi R::: 65115) 1.3.3.6 Right of Protest: A Council Member is never required to state reasons for dissent. (Psor Resp;;6515 sales sl cel re (loved Arnim prtor C;4'8 1b.(l ) heConcl shad ietermtne tts.....0...W. tures o procedure (Chater .. 5.f14 i fqu>za`l Member wishes a.stated :opinigr► to be, entered m the page 6 C. 7./b Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures merit#es, he/shy should precede the Stafemerft wttv. h "fqT the record," of request t.C.C.t Clergy to enter rt into tlae record following the sfatemet 1.3.4 PARLIAMENTARY PROCEDURE Those rules in effect according to the City Council policy (State law and Robert's Rules).; See table 13:4,which sumrrianzes the most frequently used v. ... .....:.:.:.: actions. Itirz�r Res. GS15 t . . . . . . . ("Individuals" moved to Public Comment & Input) 13;5 PROTOCOL 1.3.5.1 Council Members and staff shall: 1.3.5.1.1 Work earnestly to preserve appropriate order and decorum during all meetings. :(P 'Res 6505) 1.35.1.2 Side conversations, disruptions, interruptions or delaying efforts are discouraged; oz'Res :6505 1.3.5.1.3 Inform the Presiding Officer when departing from a meeting. (Pries.65;05) 135.2 Persons demonstrating rude, boisterous, or profane behavior will be called to order by the Presiding Officer. If such conduct continues, the Presiding Officer may... . a`.ecess, request the removal of such person(s) from the Council Chamber, adjourn Elie:€heeling, or take such other appropriate action as permitted iR by the Brown Act (Poor Iles 6505) 1.35.3 Only the City Council, staff, and those authorized by the Presiding Officer shall be permitted to sit at the Council or staff tables. (Ptr ................ es Sp,5 1.3.5.4 Enforcement of order: 1.3.5.4.1 The Police Chief or his designee shall act as the Sergeant-at-Arms. (.]R o ' 6505) 13.5.4.2 Any Council Member may request the Presiding Officer to enforce the rules of protocol. Upon motion and majority vote, the Presiding Officer shall be required to do so. (;Prio ' 2'es 6545): page 7 C-7- 17 o g � n � n H Z n r n n n N 2 o m G) m < n o m D m -1 n -4 D m m m D G) D D 0 � Z 3 c " m o m o m m 0 3 0 zO _O y o m a o <. m w 3 0 °o ° c — m 'o m '- ° r m ' '0o o ° a` o > > m m n $ a 5 c m m a n c .° m w m m 3 33 n •• p c W m o w m m' 0. m y m m m O .� r r D SD o a m m rm m w m ° m ° O n •• y :rm m m 7 H 2 D 3 so m S y Do O - to a m m w 3 9 .a w. w m z 0 O T O w N M r m m c � D a n � ' ° m M j 3 0 3 p 0 o C SP D m °. j om m 0 3 3 m 3 o mR 3 3 3 �° m m 0m m o Cr Q _ S m o o O Ir 5 O 0 mm 0 yRi C j m =• H a o 0 m m' m a m o 3 m m Q o C •� 3 m = > > > m o m a 3 3 m F m m 3 N < c m 3 0 O o o. o T w p' .ww. m a a " c •'mC v ° O 3 w m w 0 �a " m o 7 m y fD 1 - 7 y m � c m m O. C7 7 w m N 1 1 O H 3 CD n w O z fD 0 O0 7 m m z z m Z -< z z z z z m r H w w ° O m O w O O O O O mr O a w .V rD O O D a O C N n m O z z m m m m Z m m m tu m = m y O O y w N w ° w w w w w p a m e m N Z Z z z Z Z m z m m m W ..� O O O O O O w O fp fp y m O` O O O O O O O m O m m m m m w w w w p, 3 m a •V z 3 z 3 3 3 m ? O N m m m 100 Mm m m m m 0 Z O OG O O O O O fq C m m Iz Z m 4) l'f O < y ra 0 0 0 0 0 0 o m a m p; m _ m m 4 .v Table 13A Council Policies & Procedures Chapter. 1: Meeting Guidelines & Procedures 4G VOTING PROCEDURES Adopted by mefien on H/Vi/S8 Meyed by Rappafflnar-d (4 1, Settle veting no) to amend the Getifteil Pe ieies (Moved from prior CP&P 1.16.020) 13.6.1 When present, all Council Members shall vote. Failure of a seated Council Member to vote will be construed as an affirmative vote. (+Charter v505: 13.62 . No'lordnance: resclutton ;or motion shall be ;;passed' or become effective without receiving the affirmauve Yate of at least',three.......................... of the: Council; Cltarter ..`506); 1.3.6.3 A conflict of interest shall be declared whenever appropriate and in compliance with State law atld'tl a Council Member will step,dpwn and nat;partieib-a.. in the discussion or vote s]n th%e` tem (Prior Tees 6505 1.3.6.4 A vote may be changed by a Council Member only immediately after the vote announcement by the City Clerk and prior to the introduction of the next agenda item. (Frit;r` ' 5505) ....................................... 1.3.6.5 The City Clerk shall restate the motion prior to the vote;o'iequesrti e moior mer tt instate;tbe oration ifetXu%red for ,council or. public clarity {Pnor Res. 6503) 1.3.6.6 Electronic voting is the preferred method for recording Council votes. ` t tin an a1'; '-8.8) 13.6.7 Voice vote�a be taken at the cliscretien b the . :... laaxx I' ar>iRes 1.3.6.8 general c4xisent ucite may be taken at.the cltscretion;of the,Chau, if there are iia negative votes or oblecci�rxs by ouncil h+tembe s (pnar Rd::::.. b'50.5) (Moved from 1.16.020) 13.6.9 Upofl the retest o1. f any tiettibe�r, tie ayes aind noes sail be taken aui recorded ort any::,v a (C:harter 505} (Moved from 1.16.020) 13.6.10 The,ayes and noes shall be taken upon t)ie passage of a] ordinances:aril Page 8 C - 7. / 4 Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures .::::::.:..:::::. : :...:.:.::::: :...:::.::........... :::::::.: reSoTutibns;and entered upon t�i+ rsurual of the proceedings of the Gdutctl. (:Charted 505} 1.3.6.11 Following the vote the City Clerk shall announce whether the questions ............................................... have been carried or defeated. nPrResS:OS 1.3.6.12 Tie votes. Should a tie vote occur, the Council is required to continue the item by majority vote or make motions until an action receives three affirmative votes. (Mr! or> B P: -1.6.030 13.6.13 The Presiding Officer may publicly explain the effect of the vote for the audience or may direct a member of the staff to do so. (Pr%n '1zes! 6505) 1.3.7 PUBLIC COMMENT "DDRE;SS it THE GFT:V Pili TNG11 13.7.1 Immediately prior to scheduled public hearings, members of the public ................... may address the City Council on items that OA NOT appeaf ................. ro dot on the printed agenda, pr steins ori the CoSent Agenda. A time limit of ......................................................................:.:.........::.. three minutes is provided. A speaker slip must be filed with the City ............................................... Clerk prior to the beginning of the meeting. (POr .Res :6505) ............................................... 1.3.7.2 �'ursuant tt the $iawn Act; , action wiH may not be taken on issues not listed on the agenda. Staff may gener-ally be asked to follow-up on such items. (Pro r.Res `f S05 1.3.7.3 Individualsdes r'l 1W4pea shall: 1.3.7.3.1 Submit a speaker slap to ti7e Cuy C" erT 1.3.7.3.2 Address the Council from the podium after giving name and city of residence; (Pro `es' ' 505) 1.3.7.3.3 Comment on the specific matter before the Council with reasons for the position taken. Written comments are encouraged and should.be submitted before the public hearing is closed on that item; (Pig ............................. R'e 05) 1.3.7.3.4 Limit comment to three minutes until others have had opportunity to address the Council. The Presiding Officer, after all others have spoken, may allow additional brief comment from speakers who have already commented on the same agenda item. (Pride;Resp 6 ;r�5 page 9 C-7. ZD Council Policies & Procedures Chapter 1: Meeting Guidelines & Procedures .............................................. 13.7.4 Group or applicant representatives des i:f: spe0. shall: 1.3.7.4.1 Stitntt o speaker stip tc� the; City Clerk 1.3.7.4.2 Address the Council from the podium after giving name of the group, its purpose if necessary, and the representative's name and ........................................... city of residence; ;(Pr oi'Res 65. 05). 13.7.43 Be permitted up to ten minutes to speak in either support or opposition to an agenda item. Prior written comments are welcomed and encouraged. P.H. ..Res.;>650 1.3.7.5 After the public hearing is closed, no member of the public shall be permitted to address the Council or the staff from the audience, except at the discretion of the Presiding Officer. (P.60 Res.:6505) 13.8 CONSENT ITEMS 1.3.8.1 Minor Questions. A Council Member may ask questions on any item without it being pulled from the Consent Agenda. (Pra '17es; 65:05) When a Council Member has a minor question for clarification concerning a consent item which will not involve extended discussion, the item may be pulled for clarification at the beginning of the meeting and the questions will be addressed along with the rest of the Consent Agenda. There should be no objections at this time. Council Members are encouraged to seek clarifications prior to the meeting (if at all possible). (Mernocandurr fiom, Vlayor.dated 612/91;) 13.8.2 No Vote. When a Council Member wishes to pull an item simply to register a dissenting vote, a request should be made that the item be pulled for separate vote without discussion. Such items will also be handled at the beginning of the meeting along with the rest of the Consent Agenda. (Memoartdutn from Mayor d:'ated fi f 12 j91) 1.3.8.3 Any item may be pulled by a Council Memberb r seuss o . A member of the public may request€ttseC'ounc ^ `'� �� ' `^ "` to pull an item far dtscussott (Prior Res. 13.8.4 Pulled items shall be heard at the close of the session unless a majority of the Council c1Yo5esn earlier ttm:.: Pnar R:es .:::::.::.:..::.::::::::.::::::...... 65.05 1.3.9 COMMUNICATIONS page 10 C- 7. Z / Council_Policies & Procedures Chapter 1: Meeting Guidelines & Procedures 13.9.1 The purpose of this time is to allow staff and Council to provide an update or share information regarding a particular matter. Examples of appropriate communications would be information of general interest received from outside agencies, and comments or inquiries received from individuals or from the public, or requesis to agendize £afore items: ............................................... 1.3.9.2 If possible, written material connected with a particular communication item should be provided to the C.A.O. sufficiently in advance of the meeting to be distributed with the regular agenda materials. (Po )EZes 13.9.3 State law provides that Council can take action only on such matters which have been noticed at least three days in advance of the meeting, unless special circumstances are found to exist. Formal action or approval onnon agen%dtzed ;tams is not pfefer�ed allawecl and such an item should be PeRtinued pla ... . ............ ...... meeting. (Prior.Res,.bS05) 1.3.9.4 The communications period should not exceed 15 minutes and speaking to a particular item should be limited to five minutes (Prior)rtes b505) 1.3.10 CLOSED SESSIONS (closed to the public) ............................. 13.10.1 Closed Sessions are regulated pursuant to the Brown Act. (Prior'ReSA: ' ..............:...:........... bSOS) 13.10.2 No member of the Council, employee of the City, or anyone else present shall disclose to any person the content or substance of any discussion which takes place in a closed session unless authorized by a four-fifths .............................................. vote of the Council. ;(Prigs R:es ;G. ) C. 7. Z �. page 11 Council Policies & Procedures Chapter 2: Council Compensation CHAPTER TWO COUNCIL COMPENSATION 1 AA 030 Resolution 6587 ...7. pied 3/13/8-9 (ReaffiHned oft 1/15/94) ural;ctgextsatt4n anz� eeits are estaitsed every other yeah by Cor�neit acttan a£ter the ttputpezatutt Committee conducts biemt�al revsew and :makes a reztdaz , ;beeecttcrn V> of thislapte 2.1 SALARIES FOR MAYOR AND COUNCIL MEMBERS Effective January 1, 1989, compensation for services rendered in an official capacity shall be provided as follows: a Council Member is $800 per month and the Mayor receives a monthly salary of $1,000. 2.2 RETIREMENT, MEDICAL, DENTAL, VISION, AND LIFE INSURANCE The Mayor and Council Members shall be entitled to city-funded participation in group insurance benefits such as P.E.R.S. retirement, medical, dental, vision, and life insurance plans available to city employees with the city providing funding up to the level provided management employees. The City shall not pay an annual lump sum payment for the difference between the benefit amounts provided and any lesser sum expended by the Council Member for medical, eye care, and dental coverage for the calendar year. 658'7 23 PROFESSIONAL DEVELOPMENT Allowances shall be budgeted for the Mayor and each Council Member as follows: 2.3.1 PROFESSIONAL DEVELOPMENT For costs of professional development and educational conferences designed to improve understanding of and proficiency in municipal affairs. Said allowance shall be used for out-of-county expenses only and shall be reimbursed in accordance with accepted City Travel Guidelines: Annual Allowance: Council Member $1500 Mayor $1800 ( ;esfi8 ) page 12 C.7. 2 3 Council Policies & Procedures Chapter 2: Council Compensation 23.2 LEAGUE OF CALIFORNIA CITIES CONFERENCE For the cost of participating in the Annual Conference of the League of California Cities. The City shall also reimburse the following costs for spousal participation, which is encouraged: Double room instead of a single room. - Spousal registration fees to attend Conference seminars (this does not include reimbursement for recreational activities that may be offered by the League during meeting activities). - Travel expenses only if a bus, train, or plane must be used rather than a city vehicle. If the public official uses his/her personal vehicle, travel reimbursement shall be provided only the employee. - Meals that spouses are expected to attend as part of directly-related Conference activities will be reimbursed at the same per diem as the public official. (R6s687;} 233 START-UP ALLOWANCE An additional professional development allowance up to $1,000 shall be budgeted to each new Mayor and Council Member to help accelerate his/her comprehension of municipal and legislative operations during the first 12 months following the taking of office. ( es' ;658. ......................::......: 2.4 CITY BUSINESS AND MILEAGE Quarterly allowances shall be budgeted for the Mayor and each Council Member as follows: 2.4.1 CITY BUSINESS For costs incurred in connection with official City business. Said allowance shall be used for in-county expenses and shall include all meals, tickets, periodicals, dues, subscriptions, and similar miscellaneous expenses. Quarterly Expense Allowance: Council Member $300 Mayor $450 ( 'e:.&—T 2.4.2 MILEAGE For official travel within the County of San Luis Obispo, reimbursement shall be made upon submittal of an official mileage expense form: page 13 Z. Z Council Policies & Procedures Chapter 2: Council Compensation Quarterly Mileage Allowance: Council Member $300 Mayor $450 s Res ... 7 2.5 GENERAL PROCEDURES AND LIMITATIONS Appropriate budgetary practices and accounting controls shall be established to ensure that expenditures and reimbursements are in compliance with approved budget allocations. The Mayor and each Council Member is expected to plan business activities so as to stay within his/her budget. When exceptional circumstances require that additional amounts be allocated to accounts, formal Council action shall be required. (Re = 587.) 2.5.1 ACCOUNTING An account shall be established in the name of each Council Member with all expenditures charged to the individual Council Member or Mayor. If any account is depleted prior to the end of the fiscal year, additional allocations shall require a specific action of the City Council. Claims for reimbursement as specified in Section IV, above, may be submitted monthly but the aggregate of three monthly claims may not exceed the quarterly maximum. Receipts shall be submitted within the fiscal year. The Council budget shall be available for review in the City Clerk's Office and the Mayor and Council Members shall receive periodic statements. ( 655,81) 2.5.2 REIMBURSEMENT LIMITATION The City's adopted Travel Guidelines shall govern all expenditures for non-local professional development and conferences. These guidelines include all non-local official meals, tuition or fees, transportation to meeting ............................... sites, materials and telephone usage. 2.5.3 SPECIAL EXPENSES For occasions when the Mayor and/or a Council Member is designated by the City Council to represent the City at special meetings, reimbursement shall be made from an unallocated Travel Expense Account. (Res 6�.7 2.5.4 HONORARIUM If the Mayor or a Council Member receives an honorarium as a result of his/her participation in a meeting or conference, the amount of the honorarium shall be deducted from the amount normally provided by the City for that meeting or conference if the City paid for the Council Member's page 14 C•7. Z $ Council Policies & Procedures Chapter 2: Council Compensation .. ........................ attendance at such meeting or conference. (Re 65.8`7} 2.5.5 OTHER GUIDELINES Any other travel-related issue not specifically governed in this resolution shall be adjudicated in accordance with the City of San Luis Obispo adopted Travel Guidelines. '( .e 2.6 COUNCIL COMPENSATION COMMITTEE A five-member review committee shall be appointed by maA.r ry August 1 in even-numbered years and shall bring its proposed recommendations in resolution form to the City Council within 90 days, or no later than APffffiblst. (Tees ;' 7) 2.6.1 MEMBERSHIP The committee membership shall have as broad a representation as possible, including but not limited to, one previously elected official, one Personnel ............................... Board member, and one citizen-at-large. LR:es6$$?). 2.6.2 REVIEW RESPONSIBILITY The committee shall review the full Council compensation package including salary,benefits,expense reimbursement,professional development allowances and any other compensation provided the City Council. Review should include, but shall not be limited to: 1) compensation of Council and Mayors of cities of similar population/budget size; 2) compensation practices of both Charter and General Law cities; 3) Government Code provisions for General Law cities; and 4) Council and Mayor responsibilities in San Luis Obispo at the time of the committee's review; and 5) any structural changes that may have occurred in municipal government either as a result of State legislation or by actions of the local electorate which may have added to or deducted from the duties and responsibilities of the Council Members and/or Mayor. . . ............. ... ....... (Res' C58 (Covered by Finance Management Manual) 1.04.040 Resolution 5368 adepied 06/" The mvised Travel Guidelines ef the City of San Luis Obispo dated May 15, 1984, are hereby adepted to provide pahey direetieft and pr-eeeder-es te all departments far- the r-eimbumefoent far- tr-avel expenses shall be paid, speeifieally as felle page 15 Council Policies & Procedures Chapter 2: Council Compensation w Per a:,..., fee- meals and miseellaneetis expenses $28.00. 1. 5 4.00 breakfast 3. $12.00 a:.,..e. 4. $ 6.00 m6eellafteeus (Deleted per- 09/15/88 fnefnerandtifn ffefa Fiftaftee Direefer- William Statler) 2. c 9.00 1....,.h 3. $1 6.00 a:.,..,._ 4. $ 3.00 fn ell,...,.,.... expenses G. UsePer-sefial -Autemob: e. The Gity ..hall _ ...1...._se an ..1,.yee er ,.leeted Za V[ YlYYLY fate setafmeally by the !RS. ('his Fate is eur--rent-ly 273—eenss perfrile, e€€eetive 3/i/91). Th a of a pfivate .., ebile e„_ a ffl ial ._ ,.hall be ZV[ V111F141 L14.Y1 shall appfe-ved by the appFeffiate Department Head. No r-eimber-sement shall be paid J,L,glY reem eenCer-enee where '.1 CC 1, ple ,J.. spetise is empeeted atte..,7 the G:... r-eem. AJI other- expenses f:elated to the par-tieipation of an r � spettse sheR be paid by the offieial or- employee. The Gity shall pay the fidil east of a G 1 femia CitiesTCVIaer-enee. When the spouse e f a ofeial eF empleyee is aaYvw...�.ted zu y meeting expeffie wil4 be paid b.!,; the Gity with the autherizatieft of the City Administmfive O ffiee'n F. Credit G.._.1.. The Finanee De .._.... nt shall be d: eYted to maintain Yet ::.L-.. busiaess.. i.04.050 >c . __. r-.._ Memorandum o:..,.nee n:..,.,ter William Stall,._ to All n page 16 C-7. 2 7 Council Policies & Procedures Chaster 2: Council Compensation Depffilments 9/15/88 Revised Travel Preeedureq Gifl�s etwFent tFavei guidelines. Unless listed below, it ShA-1-11d hp. Fid;.m-f�-ed that the exi when the total eest ef fFavel is estimated te emeeed $209 er- eyeffiight aeeeffiffiedatiens %411 be required; the weeher- systefa sheuld be used aber-sement Fe ether- empleyee expenses; fer- expemes under- $25.00. Howeyer, a diary of eash expenses fnest be submitted ledging expenses; heweyef:, it is unlikely that any iedgi :11 be ifietir-fe an afnettat less than $25.W. 4. Daily expease afneunts should fiet emeeed the "altefflative" per- diem tar-get affleents fefer-eiteed in the T-F&vel Guidelines, whieh afe hereby extended to all City- tr-a-Vel $B1.81 , . 4 Hem afaetififs as listed ift the Tfavel Guidelines may be used. 6. .411 ;A-iseellaneaus expeases must be itemized. (Regular & Special Meetings moved to Chapter 1, Meeting Guidelines & Procedures) page 17 Council Policies & Procedures Chapter 3: Council Powers & Appointments CHAPTER THREE COUNCIL POWERS & APPOINTMENTS 3.1 MAYOR - POWER AND DUTIES (Moved from prior CP&P § 1.16.010) The Mayor shall preside at all meetings of the City Council and perform such other duties consistent with the office as may be imposed by the Council or by vote of the people. The Mayor shall be entitled to, and must vote when present, but shall possess no veto power. As presiding officer of the Council, the Mayor will faithfully communicate the will of the Council majority to the Administrative Officer in matters of policy. (.Cb i&f S.!407) The Mayor shall present an annual work program to the Council for its consideration at the first meeting in May. The Mayor shall have the responsibility for forwarding the work program approved by the Council. '( : rt; ; .. 40 "1 he Mayor sbQicl submYt tie annum wank program at tie legtntung of the budget process t all��tr�acorrtidn mta the Gounctl goat setting process. The Mayor shall be recognized as the official head of the City for all ceremonial purposes, and by the Governor for military purposes. In time of public danger or calamity, the Mayor shall take command of the public forces, maintain order, and enforce laws. {Charter S 40 The Mayor shall exercise such other powers and perform such other duties as may be prescribed by law or ordinance or by resolution of the Council, except as limited by this Charter. (Ch V. 3.2 APPOINTMENT OF VICE-MAYOR 12/19/83 #2 After- diseessien it was fae-ved by Geufteilfnan Griffin, seeanded by Getmeiknan e . t Geufteil that twe , eenoHffefii iAth ih8—MayeOs tefm. seleetien e€ the Viee Mayer- would be en _e ........................... : .:.......�..:.... ....: y >ptme: 10 fcr a One-year term aad is made ort otics the apttxnent going tct t 'e next setxrot riYember ')Che Vice mayor shah page 18 C - 7- 29 Council Policies & Procedures Chapter 3: Council Powers & Appointments rotatinnat oasts; tate appo�rttment going to the next setztor members The Vicom 1Vlaynr shalt be appointed a Chet meeting yn December {Adote by hottoaion 12�t9f83 and 3.3 FILLING COUNCIL VACANCIES (Moved from prior CP&P 5 1.12.010) 33.1 Council appointment within 30 days; or call Special Election. Per City Charter Section 406, the Council shall by a majority vote of the remaining Council members appoint a replacement member to the Council within 30 days of the occurrence of the vacancy. If no appointment is made within said 30 days, the Council shall set a date for a special election to fill the vacancy. .. ... ........... ............... ERes az3 3.3.2 Open and public procedures for appointment. In order that the public may know how its business is being conducted, all phases of the Council process to appoint a replacement member to a vacancy shall be conducted in public. ......4423) ............................... 3.3.3 Advertise for applicants to fill vacancy. At least ten days before Council meets the first time to select a replacement member for a vacancy, the City shall advertise in a local newspaper of general circulation describing the vacancy and term thereof, requesting applications from those persons interested in being appointed. (Res; 4423} 3.3.4 Qualifications. Although the only two established minimum qualifications for appointment are (i) residency in the City for at least 30 days prior to appointment, and (ii) elector status at the time of appointment (City Charter S 403), each applicant shall submit a petition signed by no less that 20, nor more than 30 registered voters, together with a written statement of 200 words or less covering at least the following areas: 3.3.4.1 The amount of time available each week to devote to the Council; 3.3.4.2 Reasons for wanting to be appointed; 3.3.4.3 Involvement in community affairs and organizations, especially in the preceding 23-month period; 33.4.4 Personal qualifications for the position; 3.3.45 Prior experience in government, or areas associated with or doing page 19 C- -7- 30 Council Policies & Procedures Chanter 3: Council Powers & Appointments business with government. 33.5 Public Meeting 3.3.5.1 At a time(s) selected by the Council, a meeting open to the public shall be held by the Council to consider the selection of an applicant to fill the vacancy. 335.2 The applications shall be given to the Council and be available to the public at least four days before the opening of the meeting. 3.3.5.3 Members of the public may submit written comments regarding an application at any time up to 24 hours before the meeting begins. 3.3.5.4 At the meeting each applicant and two other persons designated by the applicant may speak up to three (3) minutes in support of his or her application; comments not in support of a candidate shall also be limited to three (3) minutes. 3.3.5.5 Thereafter, all discussion shall be confined to the Council except for questions directed by the Council to staff or to members of the public. 3.3.5.6 Upon the conclusion of such discussion, the Mayor shall open the floor to nominations by the remaining Council Members. All nominations, seconding, and voting, shall be done audibly in public. 33.5.7 If no person is appointed, the Council may adjourn the meeting from time to time to attempt to reach a decision at any time within 30 days of .. ........................... the occurrence of the vacancy. (Res: 4423). 3.4 GENERAL POWERS OF THE COUNCIL (Moved from prior CP&P 5 1.16.020) Subject to the provisions and restrictions contained in this Charter and the delegation of power, if any, to any person, officer, Board, or Commission, the Council shall have the power in the name of the City, to do and perform all acts and things appropriate to a municipal corporation and the general welfare of its inhabitants and which are not specifically forbidden by the Constitution and laws of the State of California, or which now page 20 Council Policies & Procedures Chapter 3: Council Powers & Appointments or hereafter it would be competent for this Charter to specifically enumerate. No enumeration or specific statement herein of any particular powers shall be held to be exclusive of, or a limitation of, the foregoing general grant of powers. ............................................................ (Clar ;e St501 ) 3.5 ADMINISTERING OATHS: SUBPOENAS (Moved from prior CP&P 5 1.16.020) Each member of the Council shall have the power to administer oaths and affirmations in any investigation or proceeding pending before the Council. The Council shall have the power and authority to compel the attendance of witnesses, to examine them under oath and compel the production of evidence before it. Subpoenas may be issued in the name of the City and be attested by the City Clerk. Disobedience of such subpoena or the refusal to testify (upon other than constitutional grounds), shall be deemed contempt and shall be punishable as provided by the general laws of the State. ( } rter. 5;07°) 3.6 LIMITATIONS (Prior CP&P y 1.16.020) No member of the Council shall be appointed to or serve as a voting member of any City Board, Committee, or Authority, whether composed of citizen volunteers, City employees, or a combination of both. This is not to be construed as prohibiting members of the Council from serving on Committees or Subcommittees of the Council itself, or of agencies representing other levels of government ( arter? >'Sf38'j 3.7 METHOD OF ACTION BY COUNCIL (Prior CP&P 5 1.16.020) All action by the Council shall be taken only by means of ordinance, resolution, or oral motion duly made and passed. Ordinances shall become a part of the Municipal Code and so remain until amended or voided. All municipal laws relating to taxation or to possible criminal action against an offender shall be in the form of ordinances. Resolutions shall be serially numbered and filed sequentially in the office of the City Clerk. Oral motions shall be recorded only in the minutes of any regular or special meeting of the Council. page 21 C- 7. 3 -. Council Policies & Procedures Chanter 3: Council Powers & Appointments 3.8 ORDINANCES The consideration and adoption of ordinances shall be in accordance with the Charter and relevant state law. Ordinances not legally required to have a public hearing shall be set for a public hearing if the subject matter is controversial or of a special nature. Any Council Member, prior to the time required for notice and publication, may request the C.A.O. to set a public hearing on an ordinance. ( oF+e655:' No ordinance, resolution or motion shall be passed or become effective without receiving ......................... .............. the affirmative vote of at least three members of the Council (Charter:' 506) 3.9 ACCEPTANCE OF GRANTS OR DEEDS (Prior CP&P S 1.04.070) That both the Mayor and Vice-Mayor of the City of San Luis Obispo are hereby authorized to accept and consent to the recordation of any deed or grant conveying any interest in or easement upon real property to the City of San Luis Obispo. (R:.e53:70) GIMPTER 08 REGU64rR AND SPEGIA16 MEETINGS . "Meetingn (Moved !a GhapteF One; nes and PFeeedures CHAPTER 1.16 GHARTER REQUIREMENTS OF MA-YOR AND GOUNG116 48:7 MAYOR POWER AND D MES :..:. 701 GE; L'D A T POWERS OF THE COUNCIL 307 ML'LT IGS OF GO TNN w ViRA VY •V 503. QUORUM page 22 C• 7. 33 Council Policies & Procedures Chapter 3: Council Powers & Appointments ...........el'....l* ........... ......... ............. 504. RULES OF PROGEDURE oll..ROO i .1............. e 505. VOTING T.Q...b..........foo-.Po Pf. ...... 506. NPJ()RFFY RULE- ..G.41004000*�P.O.o 507. ADMINISTERING OATHS. SUBPGENAS .... .. ........... . .................... m .1 ......................... .......NP !�.. ..... .w 508. .................. ........ ..... .........I....................... 601. METHOD OFAGRON BY GOU lGill. ■ ..e...W.0 f 0-19. 1.16.030 Gity Aiterney Piequet Opinien 01/84 Pr-eeedure to Pass or Fail Ge Aegion Adepied b)' Gity GhfiFteF 5 505 The Gity ei Safi Luis Gbi . Led by the C-har-fef whieh iftdiettfes that eeeneilffiefaber- , at, must Yefe eft an ifem. Failur-e oF refusal to -vew 16 eemtrded as an affiffnati-ve Yete (abstentiens aFe ther-efer-e fiat peFfnitted) I I . . Is three affiFfnatiye vefes ie p A- miefient. sheuld a fie -vote oeetir-, the Geufteil is feqi te eefitifme the item by majer-ity vefe or- make fnetiefis until an aefien r-eeei-ves effirmative votes. .......... O .M.Aute. 0 ........... .......... page 23 CAN 7.34d Council Policies & Procedures Chapter 4: The Brown Act CHAPTER FOUR THE BROWN ACT 1Y:Yi~iBTf.'lt Y AND: INA . SES :. :. .is�:iiii::.i:?:?i:!.A:.i:!.ii:.i:.i:.iiiiii%. :.i:.i:.i'.:�:Y::.i:i::ilii: 'n::: :::...:::: �'.i.�ii Tite ex►ttre Ckty nratuxattan conducts zUs business m compliance wig t3�e Ralph]vf Mrown tact,State ezntntzt Cade Sectaons 5495Q<et seq 'tee zz�tent o£the Act:is to erasure tk�at deli` araiipns and actions X. t©eaI pumc::: penand public mee>i s 'lie faX. w prov..des faz zntsdexneanor penaftites for mexnbeTs of a body who violaie i thect:{Ci 54959 ' In addition,v�ofatioris are subject to cisr�l act�on'(G 54960) A rrent.+capy n the Act vrnh Ue pzovided t4 all Couttcit Members assumtng office, buE tine rovssitn5 fhai:most dzeetiy affect the Council are summarized jn flus Chapter {as of, uly t3RICSTOS .. .......... ::.:::.:. :::....:'.;::;i;.:';.,.:.;: ; isr of ..•,<:.i;:'r::'r'ii '.iii;r..n.::,:;.;..::::.;'o;:.:y::.,.::vc.::. 2:f. .. .Applicabi ty a,pct applzes to Council,C>ty staf1.4 all bodies that advise ..: ... Etsui. { C 54952,2] >.:.i...;.i..�.>ii.ii:.::.i:.:>: .:: .i:.i>:«<:.:,.;:.::«.,, :.,',:...:: <.i:.>i:.:i;:.::::::,i>:::<.:i:<.:i:.i:.i:..is::. ::< 4. Meetings. All meeting, shall be open and public. 42.27. Win Lung;takes place w:henearei a gporum (3 :or mare) members are pi`esent anti rnformauon,;about she business of the Body �Secetve dlscusslot qual�fY. for a meeting: .. 4.2.22 Seim ee trtgs take place wheel azry member: 0 ::Counc�`i or;Cuy st .ff contact mpze than t"COunc11 Members for ihe;purpp5e of deliberating ar.gg" ugntt an i tem pending'. elfoze the City Council {does`not RDD to...thq.pu w. or me.. 4 Cprreudence that merely takes a position oa ..........an Ussue zs acceptable ; Agog 1gen Agezzcfas for regular m.... s must be posted '.. hours iii advance Qf t1�e neet�ng and must meet:yaripus recfuiemenis, {GC 549542) i,i>:. »;:<. :ii:<: ........... .......i:.i:;:::i; . .>:<:iii:: . WIN fiction shall be taken on;any Item not appearzn on Ube posted page 24 c- z- 3.� Council Policies & Procedures Chapter 4: The Brown Act � t�a <Exce ta'ri� ' 4Z.4 Y.......An:,emergency situahoin exists, (determined by a :majority of the CountlI 4 2.4.2 "khat the�e to takeacuon arose subsequent to the agenda being posted {detertrmined by 23 of the Council, or if Less that 2 f 3 are prep by,unanimous vote 4:2.43X 'I'he tezrt wa., ontznued toiiother teCting that wgs scheduled and posted Wdf. h 5 days of the origrpal agenda. 54.942) 4.2:5 �'lblic Input. 'The public has an opportuluty to address the Council on any item f interest to the publts that i$ within the lurisdictnowp the::Council: I'Iie Cnty has the right to establish time omits on speakers grid the total time al.acaxed for a partsculai issue,; (GC § 549543} 5 Pubtxc Dz`srupttois A portion of all of the public znay be'rennved;l wiIlfi7l ilfsruption makes conducting the meeting' in€eble" the press Inay remain tit les they participate zn the disrupuOh(GC § 54957 4) Ccirrespcindence All writings distxnbutied for cliscussen or consideration at;a P meeting are public records (GC § 549575 ; 4=:> <_,<<.;;;, ,;>::::::::>; ,,, a:>.:.::::::...:.:.:.:.::::.:...b:e;..`e d>to>diseiss lfeal`property l`he purcttiaser safe, exchange'or lease pf rest property with i City's negotiator,the rcal;property and the p...... s}with whoa the City may negtrti ate must bel;anounced in open session prior: the closed ......... (GC 54956:$: ttgatlott lrendin$ Qr a sign scant exposure to l�tigattan, or the ;dernsiai to initiate titiggtinri; the .Itigguori or title must be identii+ied in apen scssivnnar to the;closed sessxoia unless'tlae Cauctl stades hto da'so ................... ;;.;:.:: . rauld jeopardize ability to cvncude existing settiemextt negptiation Vt effecuate service of process A codehtial mehorandun frorit the Citjr Atfciney must be subrititted i4 Council within one week pfclosed session (GC 549 9 lExceptions have been very narrowly interpreted in court decisions. page 25 c• 7-3b Council Policies & Procedures __ __ Chapter 4: The Brown Act 42.$.3mpensatonsalies aid betiefFts)of eatployee5,to revsew its'position arzd:Attstruct des�guated;represezttataves. (G+C §54957 6 4. 81-. 7xersonnel The 4:0:. : - neat, erxiploy eut, evaluation of performance; a ifisr�nssal, f a.publc employee, ar to heaF compIamt against tfie employee,unless the en7poyee request a'public hearing: (GC 54957 "S . IlE 'I`IS g:.;::.,;•:isba :.:.: ..: ....: :..:::..::..<; :.:::.:;."'.<y:.�:::.: ::::. ......Y:... "_.. :" :.:: . 4 SpeCaal Meeh may be called by the Mayne tie,.a malonty of;the Council r�ntl.. strict .ata aatxozz rerju tnents liv the-M dAa azzd a�uncll 24 loursX. before the tine a£ Elt Ming.(GC 54956) .4;> EIVIERC� `.VIE1E"!~IC .ttiergency meetings riiay be called due to the disruption Or: d4tene I disruption of P. c faclitxes wzthaut n©txfeat�on. Duly +orCc stappage5 ar er�pplrngsastecs that�opaxr the puhlc#iealth audar safety qualify for emergency meetings (GC 54956. ) HER . �I . V. 1['he Act grcwides maw ather testricti0ns and requirement *this chapter,ss intended merely as a un srmmary„and overview of the Act and:nothing zn thisChapier supersedes the ppisioias +�f tihe Brown Act.; Thts section was written tri;7uly 1493, and since;State'law ctiistatitly changes,it is Empotant to ensureyou have the latest information Please Check t �vxt tie City attaruey and/o tI�e pity clerk for tnQre information; ro P• MFgED 1;20 BROVRr . see-Gevernment Code-Se . 54650 et. seq. Aw full rt r��t + zn n+n Glove le tion by Gity Attorney D:,.quet 927124/84 The n n is r thm the publie has a right to have the r eovers beth delibeFatieffi regarding the pub-lie's business, as well as aetual aefien. The epen fneeting fequir-ement of the Aet applies to %4nually all meetings held by the Gi '” eeeFtaia netiee beo pFess and r s page 26 G ?- 37 Council Policies & Procedures Chapter 4: The Brown Act the legal ff-afnewer-k under whieh the Geuneil operates. Key Seetiens of the Aef are- A Applies to C-haft__ `hies (S 54951) B. Applies to Geuneil, Beards, Gemmissiens (S 54953) Memoranda Between GouneH Members Adopted by Sime Gevernment /`ode c 5495-7-.5 The fellevying explains the law r-egar-difig fnefnefanda sent ffefn elle Getineil Member- te the n (a)...agendas of publie fneetifigs and other- witifies. when disifibuted to all of--& offleer-f f meeting ef stieh body, are e-reeerds ...and-shall e made evailabi (rimphosis supplied) at a publie meeting sheuld be genemily tf:eated as supplemental agenda materials and page 27 C- 7-�� Council Policies & Procedures Chapter 5: Council/Staff Relationships & Conduct CHAPTER FIVE COUNCIL/STAFF RELATIONSHIPS AND CONDUCT 1=24.010 Resolution 5369 adopted 06/05j84 This Geuaefl hereby appFelves and adepts Adfniaistr-atiye Peliey entitled "Relatieaship&-aiw Exhibit ",V' and thereby ineer-pefated her-ein. A eepy ef said Adff�ftistrafive Peliey shall be inaintained on file ift the effiee ef the City Gler-k and shall be available to the publie during masenable business hours. Gepies shall alse be giYen to all depanfaent h.e_ed__q 400he shall be fespeasible far- infenning their- staff ef the eentents of said peliey. riMKBIT .................................... This chapter addresses the relationship and conduct between Council Members and staff with the intent of the Council to: 5.1.1 Maintain control and direction of the City by the Council as a whole; `(Print �tes3`�9 5.1.2 Insure Council members free access to and flow of any information relative to the running of the City and to insure that such information is communicated by staff in full and with candor to those requesting it; (Prior R'es 3369) 5.1.3 Avoid intrusion by individual Council Members into those areas which should be the responsibility of staff and to prohibit intervention by individual Council Members in staff decision-making, the making of staff recommendations, scheduling of work, and executing department priorities without the prior knowledge and approval of the City Council as a whole; (Rd fr'RRs 1369.) 5.1.4 Protect staff from undue influence and pressure from individual Council Members, and to allow staff to execute priorities given by management and the Council as a whole without fear of reprisal. or Res';5369 A peliey guiding the eendeet between Gettaei4 MembeFs and staff in their-eentaets%ith eaeb ethers is hereby stated.: page 28 C- 7- 39 Council Policies & Procedures Chapter 5• Council/Staff Relationshil2s & Conduct COUNCIL AND COUNCIL MEMBERS 5.2.1 The full City Council retains full power to accept, reject, amend, influence, or otherwise guide and direct staff actions, decisions, recommendations, work loads and schedules,departmental priorities, and the conduct of City business. ............................................... (PrvrReS ;(9), :....:...:........:..................:.....:.:. 5.2.2 Individual members of the Council shall make no attempt to pressure or influence staff decisions, recommendations, workloads, and schedules, and departmental priorities without the prior knowledge and approval of the Council as a whole. (PrrR539) 5.2.3 If a Council Member wishes to influence the actions, decisions, recommendations, workloads, work schedules, and priorities of staff, that member must prevail upon the Council to do so as a matter of Council policy. (Prior;>Re �< 369 .....:......::.:.....................:......:.. 5.2.4 Individual Council Members as well as the Council as a whole shall be permitted complete freedom of access to any information requested of staff and shall receive the full cooperation and candor of staff in being provided with any requested information. (PHO Res! '9.) 53 STAFF 5.3.1 The Council recognizes the primary functions of staff as executing Council policy and actions taken by the Council and in keeping the Council informed. 53.2 Staff is obligated to take guidance and direction only from the Council as a whole or from the appropriate management superiors as may be the case. Staff is directed to reject any attempts by individual members of the Council to unduly influence or otherwise pressure them into making, changing or otherwise suppressing staff decisions or recommendations, or changing departmental work schedules and priorities. Staff shall report such attempts to influence them in confidence to the City Administrative Officer who may inform the Council as a whole of such attempts. Prior ............ 3. Staff shall be ebligated to pr-e-vide any individual Getineil Mefaber-s with a" 4"Efflatien--ah-es- efaber—requests;-ifieluding but net limited te, statisti � depaftfneat� any justifieatiens far- staff r-eeeRHnendatiens, ete. Staff shall eefmminieate fully and with eander- any infefmatien to the ffiember requesting it. page 29 C, ?. �O Council Policies & Procedures Chapter 5: Council/Staff Relationships & Conduct 4. if staff is tifiable to pre-vide requested infemnation by feasen of ififeffnatieft infematien is net ef eafmot be made available and what steps shettid be takeft te %ith the h&f-malieft he requests. 6. if staff feels that stieh infeFfnation would be of interest fe the ether- Gel Members, he shall see that apprepriate distr-ibutien is fn :....:.::.:::.:::::, ...::::,:...r:...;..r:: :s..:,.;..::.._..;::.;'.r::.;:".........::....:o;;+:;...... ;;:::.:::::<.::.;;:.>;::«.;:.;;:::;u.;::.:':.;:.:a::.::.;;;:.;;:;.:;s�;.;.s:<:;.::�:a:.x.x.;:.;:y..:..;:...;:.;:.; 53.3: C{ty staff will make every effort to responc] art a ;timely end pro€essio manner ya all rewo.... tzrade l y�ndtsndual Council Members for yn£ormataoz or ass;stance, prv�ndei that, -in- ....... the :judgment of the City Administrative Officer tike reqest ss not of.........magriuude, either tit terms of workload o pal�cyx wh10. would'regwre that �t,mare appropna ely be!ass�gned to staff tibraugh;the colCecuue direcuorz of the; City anal In terriis of �nakzng flits dgxneutx the follawtng gUtdelnes should be considered Tfie xeyuest Should lie Specific and'.lunited in scope so That staff tart Fespand with. altering athez pxaxtttes and wit only zriFnunaX delay to other assrgnrnents,Llxe request should oniy ir�po9e a."bne tune"work requi;reneztt,as opposed to art on going worfc zequireznent,the response to therequest shouid.not requu e a stgiuficanti ailocatton of staff resources(generalCy defuteti as consisting of snare;than on sfaff person, czr a sngte %...person worlc�rig on tfie 1ssu ;in excess of 5.x;.4 expnan to the above gutiehzzesznaye staff work requued tit support sxf antncsl lVfentber des,gnated i1y the etty Council to represent fhe City tri an ter uvernz tenial oTe (e , mexnbershtp oxr .01 Powers Autfiortty),or ctauue to a apectal assignment (e g, a special tsfc'foretR S> . . : to cases where a sta€€;Fesgckn5e to azt �ndtvdual Council Member requesf i xt�ofves wzxttea ll mater l rjvhief may be ofzh. rest to other Cnunczl Members; e CSC will pro�rzde copies of the ziafer}atto al) othe...Counc�I Nlembe .Malang thzs udgmeiYt, the CAO will : f ider wi ether the infor nation is srgn�ficant or new ar flthexwise not avadable.to the Counc�Z or of tmterest to .................... page 30 �.� 7— V/ Council Policies & Procedures Chapter 5• Council/Staff Relationshins & Conduct .3. Arty znfoFinattort, service relaied needs or p011cy pas�tzons perceived as necessary by uzdlvzdualox�rxcz Memlexs which cauuot be fulfilled lrex the sl ave guidelines:should:be taisea by the individual_ cauneil':.member MI&J, the"Coznmunzcatrons category of a regularlyscizedule l qty Goune�MOW f`so directed by the caYtective acttort of the CouIIai# then staff Win:proceed to rornplete the yvork within trgunczl established deadlines so mm :.1VIAIL AND ww:REM+(?TE ACCESS TO COMP[}'i'ER5 pilEtt:program t+� lrr►vide remote: access fpr +E~,oundl Members wha pwn an 1C�M Goznpatyble�ouiputex�Rrzll iae rzzpletnezzted August, 79 Councrl Meh bexs wi`II . Mae fl eir::a ht�me eamputers far`acc ss,t)zc m nrrzm co guratiozr supported zncludes b4. tAl� ai d Ut7S i Clnly one dzal in session can be accommodated at a tune, t);exetore instant access tt the I.AAI may not be ava�lalle when anothe�C Council Member is utilizmg tfe service ttiVtttion aiopted ' j21Y3 x,41 QQUNCIL REM©TE ACCESS 5.4.3.I.; Th .... .. will provide an exterzra} ;9,60Q boos modem'and software, this rn�ust be returned. :139:0 e QfFice ufthe City Clerk at txie end of a Counci;t fen be mss term {lVlotiotF adopted?�2(i 5.4.3 Council lUiemberssnd Staff}will alxide by the Brvwwu Ad and alI Counczi Policies anel Procedures as well as adopted realote access policies as fisso ted xn I�Iarzagetneni I forrrratrgn Systiems, Polrczes and Procedures (Mot-ton adopted 7 20/93 ..:::.:::..::... ::......::::.:::.::.::::::::::::::::....:::::::::::::.:._:.::::.::::.:.:.::::::::.:.: ::.....:.... 5 4 13 'I`raining nn City apIitirins and remate2ccess to the city Hail;network W.M.0 provided bY.the City.Cler4c's office (ll o on adopted XVtO.' " ACSJ IC`Y Modem use to end frtritz the Cfty'saguter systems shnirld accnr under gztdeliztes in the lVlanagexraerrt Iufoxnnat►on SystemsSvl:caes and procedures please refer 10 this_Do. for to.m ete znformat�on; ..........................aa`.r�..TTn.++.....v................ s:cio; .y...;%::�:;;;i'.:a.:ny;.:.i::i:K:::'w:i::i:::'::%:«::o:iakiiii'»i`:.>:.i:.;:.>;':c>::i:,. _. ... :4 2. 1te Ctty utilizes drat back commurucattonssoftware to ensure only authorized ntrnxbexs Have access to zty caizputex systems 5 42,4 2 ;Passwords . The City standad loge name zs first znzual;and last name up t. eipt characters :Passwords are a confiden&116' qu of letters andnumiaers. because pssvuord s are tlae keyt? systeri page 31 - ?. Council Policies & Procedures Chapter 5• Council jStaff Relationships & Conduct Sec zntY, t T5 E.SSEnti2 ;;that they arO t1b dLS OSeE CJF,lt11 1Ze{ Y::Ot11. F persbizs All passwords will be assigned by the System t�drrunistratge and changed eveiy 5 mt�ntl7s. I)isciosure of passwords (or the use of an tuiatztnorized are) ivay'resul I terrrunatmg access remote a WW) to the Ctty'S I ANs, and depending' on the seventy of the outcome of the disclosure,may result zn discptinaryaction,' ncludug t n; . STIP+ T RESFON5BILI`1xES Infarcnatxc t� >5ystezt s wdl pravxde xnWid �nstaltatonr of extetrial modems amid commun_acat ons software. 5.4 2 _ The Office of the `C�tyIerk wi11 prpvidetraimm�g on . s#anda rd City application ii.soihware (samne;appticu.... may run very slow mn the remote;access:environment) Pnntu3g tb the network printer in pity Halt is 'avamlalile, home prmnung is not supported by the Cm tv. 4 6 C( UNCI . MEv1BE) RESPUNSiB1LTTIES Counci Members;why avert a cdmpiiter inay dial ut to the Ctty's Ipcal area network. "The inmTiimum:.ycamputer must be a . IBItiIPC vF coiripatibfewith 640 M and1�C7S 31 Aip other costs assacmated uvtf zmistalting rertmate access well 'as rile on going mnatntenanc'e repamrs, ani upgrnes bf,tile remote computers are the;responsibility of tlieindxviclual Council ..Memer At the end of employment with the Ci:l3' far ternuriatman& e access privileges),the Cainmunicatioi software: and;external modem mnust be returned to the City Cferk's 17eparumeat Leh timate user veil'.have the same level of access:of programs and files as they would while on site; to`°';ted;:<l " iOtia '`' } ::::::p.::: Y.:::::::::::::.:.:::::_:::::.::::.:.:. ..:::..:. ♦1♦ page 32 C. 7- V3 Council Policies & Procedures Chapter 6: Advisory Body Procedures CHAPTER SIX ADVISORY BODY PROCEDURES 1;24.020 Gmeerpt fmm Advisory Body Handbook (Reseluieen No. 6914, adepied 42/1-8/90) page 2 (D). ............. ........... ....... ............... sst ...........i ' c >Is. ...... .......... ............ facilitate. om.....m...........u......................................................................... the; .............a...........n...........c............ and.:. .... . ................... B.............d:...... ..y .6..! 6......1...2..... the I fj r.:anty with'th me— bem' h*-W..p............ r msand ssues ..ofthe a....... .. ..................... h, M d 6:.Tet 0 ...a ...$.:i ovamintit.0 401....K W e...M..CW# nd bon can pan :m ornm ............... ........ .......................................... COMO... il ............ ........... . . .............. . ... A attend.COMMM1.0i m ..............o...r...observation pr dses:b@y ....... kB Me IUMCOMMITMES ......................................... ..................... Qu iM�:�.M......a...y.. dstahh-sb:sufto.m..............U. .w....e.. ....P.....f.............. ...M...... or0 thad:tMX... q m&gM.& : waW d ress:..A....r...e...as.:Pf ... ............. . ........ 50, dem.mad. x .study OR R. �xxx:2: .. ....... S . ......... ... lve.q... Subco Itt et .... . 12.0 �w..... ........ ..................................... .......... T . E.subcommitteeX...... ........................................... c a...r......m................ tFerg. .: .a.. d S t ato civ . . AIon mess, .. .... Uague .................... ................................. .... .. .. .... ....... ....... Aq, .w on A&A ndw:�mas .... ..:...4.l N:X :,: fil 4 4P... .. .... . ....M.. . .......................... ... .... re�r . .... ......... . .... ....... . . .............. . .............. . .............. . .............. . ............... ............ y the C � Signed bye Mayor, and ...............Secretary,......... ................... stbsegn ndy ..... ....... ... ... ......-.....................1..........4...i..................:............................. ........ ........... ..................:.. ......:....'.....legislators...... . ............ ...... X. ...,........................:....... ........ ...........h...'e ..re aourtct .. . . P kAp14 u there is me t b . tine bncU,fox;:d . t10M 6 iink:services-ion= tine computer iegtslat ve .......... �::.. subcommittee v On- rmalibial.arep.rovi ................................... I ty aLlEiw ekem access to timely d'.. lef ,:11 00 egg. ..... g�:Jegts a. ire me: ............ .14 s..:-s ou :::::ensure:: ew: .646 T h Id.: celvea.g.co . Py...... .. ............ Actionthe current Leglattve; ....Process.... -Of...th &0 offl. m the.................cm. rx ...ll .... X: .... % ... ................................................. ................... ............... do p .. ........... ....... page 33 C- 7. AV40' Council Policies & Procedures Chapter 6: Advisory Body Procedures 63 ROLE OF ADVISORY BODY MEMBERS AT COUNCIL MEETINGS .1 meTo. na advisory body del�berattons, esus and PO. .ons an Issues iefire Cniirictt,`enhande comuuntcations between Council and their advisor bodies;and altaw participation;and Input byadvisory'body triembets (Metria €tam.City.Clerk; 6 j29 j9�) Un. Ag hd'q'�ReIDOTU 6. 2. Recmnnetdanan Differences 1~gr thcase pare occasxotzswhen the CAC)'s . recc�rnmendation differsAdvisriry Body recommendatron, the difference should lie clearly noted in a separate paragraph following the CAO recommendation The Ascussion section contains Information relating to the adrisnry body reemtnenauon ;(Memo from Gity Clem 4j9 ) �i 22 'fie;mirtutes cif'tlr`e advisory bt�dy iterrt is tnclu fed as an attic meat to the Agenda 1'tepnrtMer<in from City Clerk, fz j29 j3j ouHO','.fee ins $:.;. b1n..appeals dr nets brought by the ►dvisory Body, the Chair;(or Ytce Chair, when the tatr is not avadable} may be seated next to the de of truent fiend " lie department head bakes the imtrq`ducta'on,the4.J C Chair of the Advisory Body makes a brief presentation,`representing the position of the acfvts©ry body. (Memo frorri Clay Clerk; 6 j2sf93} 6 . 2 t'�tt er zriembers o€ tfie Advisory Body are free to appear ;and give iestimoIIyiefarenuncri using the public microphpne,i after idennfyiiig whether fey are;speaking as a representative of the advisor+ body ar €tat:•.;{A$Hj� IIt,Bg) 6.3.4 Recommendations Recommendations or Reports to Council must be in written form 6A ROLE OF CITY STAFF PERSONS Staff support and assistance may be provided or made available but advisory bodies do not have supervisory authority over city employees. While they may work closely with advisory bodies, staff members remain responsible to their immediate supervisors and ultimately to the CAO and Council. The members are responsible for the functions of the advisory body and the chairperson is responsible for committee compliance with the policies outlined in page 34 C- 7- 4S Council Policies & Procedures Chapter 6: Advisory Body Procedures the Advisory Body Handbook. ( $ M Staff support includes preparation of a summary agenda after approval by the Chairperson, and preparation of agenda reports providing a brief background of the issue, a list of alternatives, recommendations, and appropriate backup material, if necessary. Advisory body members should have sufficient information to reach decisions based upon a clear explanation of the issues. Assigned staff person serves as Secretary taking minutes as needed. 1 It is important that advisory bodies wishing to communicate recommendations to the City Council do so through adopted or approved Council agenda procedures. Staff members shall assist the advising body chair to insure appropriate legal review or city and state ............ .. ............... legislation is complied with. ( B..... ';ThD) 6.5 APPOINTMENT PROCEDURES The following procedures shall be the policy of the City Council in regard to appointment of volunteer citizens to the various advisory bodies of the City. 6.5.1 PURPOSE The establishment of these procedures shall insure that well-qualified, responsible and willing citizens are given the opportunity to serve the City and participate in the governing of their community. These procedures will apply to all appointments and reappointments to standing Advisory Bodies. (Ph br CP&P 2 40 Q;1,0 6.5.2 COUNCIL SUBCOMMITTEE LIAISONS Subcommittee liaisons to advisory bodies are selected annually by the full Council, usually in December. The Mayor and Vice Mayor shall submit recommendations to the full Council, rotating nominations for Council Member Subcommittees, thereby ensuring an opportunity for each member to serve as liaison at least once on each Advisory Body, when possible. When terms of office do not allow each member to serve once, members with greatest seniority shall have first right of selection. t } 6.6 PROCESS 6.6.1 QUALIFICATIONS 6.6.1.1 Applicant must be a resident and registered voter of the City at the time and during the entire term of appointment unless excepted by State law or special circumstances such as deed restrictions.r;( BTTI ) page 35 C — 7. yfv Council Policies & Procedures Chapter 6: Advisory Body Procedures 6.6.12 Applicant must be at least 18 years of age at the time of appointment. 6.6.2 TERMS 6.62.1 Shall be four years and shall commence on April 1. A13H§ IXQ)Yi d staggered so that apPro :txtately .hal£ o me �uexrtberstp will be neva appointments of reappaintntents every two years (Friar ;CP&P 6 G leo appointee skid serve pn tl�e;same advisory body £or mitre;;than twa.: cousecut�ve, fult terns ($years ,;l2ut may subsequently serve oil angtizer advisory body unless noted athefwU... :Some exceptions inelude The Housing Authority;Jack House Committee and;Tree Cammitte (ABH 6i 3 ►fter a one year %ntervai person may reapply-to seine nn ;the same ............... Ad�Saxy�ot��+ fr :4 M`tci term appointment toa vacantseat shall no€ preclttile the appointee from servuig tw0< additional conseCutiv full terms; pavided that the ixtltial, partial term served 1s less<than one year:: (ABH:; TILT 6.6.25 Other Advisory Bodies. As a general policy, an applicant shall not be appointed to serve on more than one advisory body except that a member may also serve on one technical or special-purpose committee at the same time. If appointed to another committee, he/she will be expected to resign from one body upon being appointed to another. �:ITt :S 6.63 PROCESS 6.6.3.1 Applications are obtained and filed with the Office of the City Clerk. ' l 6.6.3.2 In February of each year, the City Clerk shall advise the City Council of the terms which are due to expire on each advisory body. The City Clerk shall also notify each advisory member whose term is due to expire. Each of these members shall be given the opportunity to apply for reappointment unless the member has then served a total of eight (8) years on that Advisory Body. 240.01 6.6.3.3 The Council Liaison Subcommittee reviews the current applications and page 36 C-7- y7 Council Policies & Procedures Chapter 6: Advisory Body Procedures determines the recruitment process, including whether to advertise or not. ( 14I: III,C3) If the committee is a tectxntcal ar..spenal purpose eottei (Bear of A PIS+ ]aek House Comrmttee, Jdiszt RerreattQ Use of School' pistxxct< Frrs-P.. SWoxnmtttt e, Mass ransportattan Camrnittee, or :;Tree :';Committee), ;the city Staff rt presentat%ve Chaur are anr+ized to participate in ieternu ng the recrutmentpracss. (Motion adopted 72tTj93, Pnor Resr bOG) 6.6.3.4 The City Clerk shall then place an ad in the local newspaper, inviting citizens to apply for consideration as an appointment to an advisory body, with instructions regarding the application process. ef€eet. ( . C ;2 dir-eetiefts of pokeies stated at the tifne of the eemmittee's establishment by the Eeeneil. 6.6.3.5 The applicant reads the Advisory Body Handbook and attends at least one meeting prior to the interview with the Council Liaison Subcommittee. C.2) 6.6.3.6 (moved to 6.4.2) , shall Advisefy Bedy Chair-. Qualified appheants shall be interviewed by The subcommittee shall interview qualified applicants, inviting the Advisory Body Chair to attend (if the Chair is being considered for reappointment, the Council Liaison Subcommittee shall designate another representative.) (ADR. ,C3) .......:......+:•.i:.iii:i:!!.:V::. '.i'::.i' G.:ii: :>:: ttt vacancys foT a techptcaf yr spectal purpose committed (Board of APPMx JacOR Ctytlmittee, Jpiiiti iZeereational Use csf Scho©1 .ii: €sect Property Gommittce, Mass"Cratsspnrtataoxi CQntt7ltte or.......... . e COtrimittee , tie City s#off rpitasentative ti�nll be iited_ (Motion 6.6.3.7 , ........... --d- Adyisery Body Ghair-shall Feeemmend a slate of eendidaies-f Ment by the Gift' Getineil. The Council Liaison Subcommittee shall submit ........................ recommendations for appointment to the entire Council. If a unanimous decision for recommendation to the full Council cannot be reached, the page 37 C_7. 40'g Council Policies & Procedures Chapter 6: Advisory Body Procedures Council shall take a separate motion for each candidate proposed by each member of the Council Liaison Subcommittee .ABH 5:I14C 6.6.3.8 Applicants not appointed will be advised and their applications held for consideration in the event of a future vacancy for no less than one year. 6.6.3.8 keslcommittee may prepare a list of all qualified candidates that they ..................... ..................... interview. Such list shall be filed with the City Clerk and may be used as a basis for appointments to fill vacancies which may occur during the year. Council appointment of a particular term is�4H-te-be-required. (prior.CP&l §.. 4Q 00 page 38 C- 7. �q MEET,-got; AGENDA DATE 2143 ITEM# A/ 6� ,_er MEMORANDUM ` August 27, 1993 TO: Council Colleagues �— FROM: Councilmembers Bill Roalman and Dave Romero N� Council Liaison Subcommittee to the Airport Area Annexation r SUBJECT: Council Liaison Report: Airport Area Annexation Status Report #2 Discussions with Airport Area property owners and County-staff are continuing relative to the Airport Area Annexation. As noted in an earlier status report, the parties are meeting on an every-other-Monday basis, with the first meeting held on July 19. The parties met again on August 2 and discussed such key issues as the form of an eventual agreement (agreements similar to the Broad Street Preannexation Agreements are the current focus), the importance of completing a cost-benefit analysis,the County's Airport Area specific plan process, and public information/education strategies. Because the Airport Area property owners were unable to meet on August 16, staff met with representatives of the County to discuss their major interests in the annexation and, in particular, approaches to assuring a "greenbelt" on the southern edge of the area. Other issues discussed during this meeting were the airport operation and the need for navigation easements, City-County tax agreement, and the LAFCO process. On August 30, a second meeting with County staff will be held in lieu of a meeting with the property owner representatives. The property owner representatives feel that further City- County discussions will help expedite the remainder of the process, and thus are supportive of this meeting in lieu of their meeting with the City. Staff and RRM representatives will be meeting during the week of September 6 to discuss the fiscal impact study. City-property owner discussions are expected to continue on September 13. \airann