CC 2016-05-24_11a Resolution_Council Communications PolicyMEMORANDUM
TO: CITY COUNCIL
FROM: DIANNE THOMPSON, CITY MANAGER
SUBJECT: CONSIDERATION OF A RESOLUTION ESTABLISHING A POLICY
REGARDING COUNCIL COMMUNICATIONS
DATE: MAY 24, 2016
RECOMMENDATION:
It is recommended the City Council adopt a resolution establishing a policy in the City
Council Operations Manual regarding Council communications relating to
correspondence, legislative communications, speaking engagements, and media
relations.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no impact to financial resources and a minimal impact on personnel
resources.
BACKGROUND:
The City Council Operations Manual (“Manual”) includes policies, procedures and
guidelines that have been approved by the City Council regarding City Council
activities. The objectives of the Manual are to:
1.Serve as a reference document for the Mayor and Council Members;
2.Provide comprehensive orientation information for new Council
Members; and
3.Enable the City Council to effectively compile and maintain operational
practices that are agreed upon.
The Manual is intended to be reviewed, modified, updated and added to on an
ongoing basis. Currently, the Manual does not include information or guidelines
regarding Council communications related to correspondence sent by the Council,
responding to requests for positions on proposed legislation, protocol for speaking
engagements, or media relations.
Item 11.a. - Page 1
CITY COUNCIL
CONSIDERATION OF A RESOLUTION ESTABLISHING A POLICY REGARDING
COUNCIL COMMUNICATIONS
MAY 24, 2016
PAGE 2
ANALYSIS OF ISSUES:
At the City Council meeting of May 10, 2016, the City Council directed staff to
prepare a policy on Council Communications for discussion. The City Council has
recently amended Policy #2 in the City Council Operations Manual entitled
“Policy/Procedure for Conducting City Council Business” in regards to special
meetings, setting the agenda, and determining the scope of agenda topics. It is very
common for cities to have a policy regarding Council communications, and the City’s
current City Council Operations Manual does not include a policy on this topic.
As part of the proposed policy, it is recommended that the Council include a
legislative platform policy in order to facilitate the Council’s ability to take a position
on legislative matters. From time to time, the City is asked by the League of
California Cities and other City-affiliated organizations to take a support and/or
oppose position on a particular piece of legislation and/or proposal. When such a
request is received, it is necessary to place the item on a future Council agenda for
approval prior to a response being sent. Often these requests are time-sensitive, and
due to the current process of agendizing these requests for Council consideration, a
response cannot be made in a timely manner.
The proposed legislative platform would allow the Mayor, or his/her designee, on
behalf of the City, to sign and submit the requested communication so long as the
position is consistent with the position taken by the League and/or other City-affiliated
organizations and previous positions taken by the City. A copy of the communication
would be provided to the full City Council and presented as an information item under
City Manager Reports at the next regularly scheduled City Council meeting.
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Adopt the proposed Resolution establishing a policy in the City Council
Operations Manual regarding Council communications;
2. Modify and adopt the proposed Resolution establishing a policy in the City
Council Operations Manual regarding Council communications; or
3. Provide staff other direction.
ADVANTAGES:
The proposed policy will provide consistent procedural guidelines for conducting City
Council business in an effective and efficient manner.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Item 11.a. - Page 2
CITY COUNCIL
CONSIDERATION OF A RESOLUTION ESTABLISHING A POLICY REGARDING
COUNCIL COMMUNICATIONS
MAY 24, 2016
PAGE 3
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, May 19, 2016 and the
Agenda and staff report were posted on the City’s website on Friday, May 20, 2016.
Item 11.a. - Page 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE ESTABLISHING A POLICY REGARDING COUNCIL
COMMUNICATIONS
WHEREAS, the City Council of the City of Arroyo Grande has adopted policies and
guidelines to assist the City Council in the conduct of City business; and
WHEREAS, these policies are contained in the City Council Operations Manual; and
WHEREAS, a fundamental role of a Council member is to communicate with the public,
members of the legislature, other public agencies, and the media; and
WHEREAS, it would be beneficial to Council members to have guidelines and
procedures regarding communication to provide policy direction, to represent the
community’s interests, and to inform the public about the functions of government; and
WHEREAS, because the Council functions as a body, it is important that members
identify whether they are expressing the City’s official position or their personal view
when communicating with the public.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby resolve as follows:
1.A policy entitled “Council Communications” is hereby established as set forth in
Exhibit A attached hereto and incorporated herein by this reference.
2.The City Manager is hereby authorized and directed to incorporate said policy in
the City Council Operations Manual and to post copies of the policy in suitable
places for public review.
On motion of Council Member , seconded by Council Member ,
and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this day of , 2016.
Item 11.a. - Page 4
RESOLUTION NO.
PAGE 2
JIM HILL, MAYOR
ATTEST:
KITTY NORTON, DEPUTY CITY CLERK
APPROVED AS TO CONTENT:
DIANNE THOMPSON, CITY MANAGER
APPROVED AS TO FORM:
HEATHER WHITHAM, CITY ATTORNEY
Item 11.a. - Page 5
9.COUNCIL COMMUNICATIONS
5/24/16
COMMUNICATION GENERALLY
A fundamental role of a Councilmember is communication – communication with the public
to assess community opinions and needs –communication with members of the legislature
and other public agencies to represent the community’s interests – and, communication with
the media to inform the public about the functions of government.
Because the City Council functions as a body, i.e., acting on a majority vote, it is important
that members represent the City’s official position, or if expressing personal views, the
public is so advised. To ensure that accurate City communications reach the public in a
timely manner, the following shall apply.
CORRESPONDENCE
Members of the City Council will often be called upon to write letters to citizens, businesses
or other public agencies. Typically, the Mayor will be charged with transmitting the City’s
position on policy matters to outside agencies on behalf of the City Council. Individual
members of the Council will often prepare letters for constituents in response to inquiries or
to provide requested information. City letterhead is available for this purpose, and staff can
assist in the preparation of such correspondence.
On occasion, members may wish to transmit correspondence on an issue upon which the
Council has yet to take a position or about an issue for which the Council has no position. In
these circumstances, members should clearly indicate either in correspondence or verbally
that they are not speaking for the City Council as a whole, but for themselves as one
member of Council. City letterhead and office support may be utilized in these
circumstances.
After the City Council has taken a position on an issue, official correspondence should
reflect this position. While members who may disagree with a position are free to prepare
correspondence on such issues as private citizens, City letterhead, official Council title, and
staff support should not be utilized. In addition, City letterhead and staff support cannot be
utilized for any personal or political purposes.
Council members are often asked to prepare letters of recommendation for students and
others seeking employment or appointment. It is appropriate for individual Council members
to utilize City letterhead and their Council titles for such letters.
All Council member correspondence using City resources shall be copied to the full Council,
the City Manager, the City Attorney, and the City Clerk. In addition, all Council
correspondence to public agencies in which the Mayor or Council Member identifies
themselves as such, shall be copied to the full Council.
EXHIBIT A
Item 11.a. - Page 6
LEGISLATIVE COMMUNICATIONS AT THE REQUEST OF CITY-AFFILIATED
ORGANIZATIONS
From time to time, the City is asked by the League of California Cities and other City-
affiliated organizations to take a support and/or oppose position on a particular piece of
legislation and/or proposal. When a request is received, the Mayor, or his/her designee, on
behalf of the City, may sign and submit the requested communication so long as the
position is consistent with the position taken by the League and/or other City affiliated
organizations and previous positions taken by the City. A copy of the communication shall
be provided to the City Council and presented as an informational item under City Manager
Reports at the next regularly scheduled City Council meeting.
SPEAKING ENGAGEMENTS
Council members may accept public speaking invitations.
Presentations shall clearly articulate the Council’s adopted policy position.
A Councilmember may indicate that their individual position differs from that which was
adopted.
MEDIA RELATIONS
Typically, the Mayor is the designated representative of the Council to speak on official City
positions.
Individual Council members may comment to the media but should be clear about whether
their comments represent the official City position or a personal viewpoint.
Generally, press releases shall be prepared and routed to the City Manager for approval
before release to the media.
Police and Fire responses to, and/or press releases regarding, emergencies may be
reported directly to the media by the designated department spokesperson.
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