CC 2024-08-13_09f Updates to the City Council HandbookItem 9.f.
MEMORANDUM
TO: City Council
FROM: Matthew Downing, City Manager
BY: Jessica Matson, Legislative & Information Services Director/City Clerk
SUBJECT: Updates to the City Council Handbook
DATE: August 13, 2024
RECOMMENDATION:
1) Adopt a Resolution approving the updated City Council Handbook; and
2) Find that adopting the Resolution is not a project subject to the California
Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct,
or reasonably foreseeable indirect, physical change in the environment. (State CEQA
Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no fiscal impact from this action.
BACKGROUND:
On December 9, 1997, the City Council adopted a Policy/Procedure for Conducting City
Council Business. Due to a number of policies being adopted by various City Council
Resolutions, these policies were then compiled into a City Council Operations Manual.
On October 24, 2017, the City Council directed staff to develop a more comprehensive
and organized document that would combine the City Council’s existing policies with other
relevant statutory requirements and regulations governing the responsibilities of the City
Council. On April 10, 2018, the City Council adopted a City Council Handbook.
On October 25, 2022, the City Council adopted the updated City Council Handbook
incorporating Council-adopted policies which had occurred since the 2018 adoption.
Council had expressed interest in reviewing the Handbook for necessary updates ahead
of a Municipal Election season.
ANALYSIS OF ISSUES:
The City Council Handbook ("Handbook") is intended to serve as an introduction for future
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Item 9.f.
City Council
Updates to the City Council Handbook
August 13, 2024
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Council Members unfamiliar with the operations of the City, serve as a resource guide
and compilation of agreed upon operational practices for Council Members throughout
their terms, and provide clarity for the public regarding those operational practices .
Staff has reviewed the current Handbook and has identified the need for substantive
updates, language clean-up, as well as additional content that reflects Council-adopted
policies that occurred since the current Handbook was adopted in 2022.
Substantive items that have been added to the Handbook include the following:
Organizational Chart
The City of Arroyo Grande Organizational Chart was updated i n Section 1.2 to reflect
service changes in various departments. Additionally, Exhibit A – Expanded Description
of City Departments, has been updated to reflect service changes within various
departments.
Workplace Violence Prevention Plan
The City established a Workplace Violence Prevention Plan in compliance with Labor
Code Section 6401.9. Section 3.7 has been added to reflect this new Plan.
Agenda Order
The Agenda order in Section 4.5 has been updated to assist with meeting efficiency.
Public Comment
Sections 4.7 and 4.8 have been added to provide guidelines for the public’s participation
in public meetings including written and oral public comment as well as the use of visual
aids during public comment. This section also provides guidelines for applicants,
applicant representatives, or appellants who desire to speak at a meeting.
Ad Hoc Committees
Section 5.1 has been added to provide guidelines for the creation of limited term, limited
scope committees comprised of less than a quorum of the Council to serve as an advisory
committee of the City Council.
City Commissions, Committees, and Boards
Section 5.3 regarding appointments has been updated to reflect the changes to the
Arroyo Grande Tourism Business Improvement District (AGTBID) Advisory Board.
Updates to the list of Appointment of Council Members to Various Local and
Regional Boards, Commissions, and Committees
Section 5.6 has been updated to remove Boards, Commissions, or Committees that are
no longer active and to reflect changes to the Five Cities Fire Authority (FCFA) Joint
Powers Authority (JPA) Board.
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Item 9.f.
City Council
Updates to the City Council Handbook
August 13, 2024
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Use of City Seal, City Logo, and Police Badge
On August 13, 2024, City Council is anticipated to adopt a Resolution designating the City
Seal, City Logo, and Police Badge as official symbols of the City of Arroyo Grande.
Section 6.4 has been updated to include the policy.
Staff recommends adoption of the Resolution approving the updated City Council
Handbook (Attachment 1). The Handbook will be maintained on file in the City Clerk's
Office, distributed to all Council Members and the City's Executive Team, made available
to the public during business hours, and posted on the City website.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt a Resolution approving the updated City Council Handbook;
2. Modify the Handbook and Adopt a Resolution approving the City Council
Handbook;
3. Direct that specific changes or additions be made to the Handbook and return to
Council at a future date for consideration and approval; or
4. Provide other direction to staff.
ADVANTAGES:
Approving the updated Handbook will provide a comprehensive document that includes
updated policies, procedures, and guidelines that will serve as a reference document for
the City Council, staff and the public.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item. Adopting the Resolution is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no potential
to result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. Proposed Resolution
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ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE APPROVING THE CITY COUNCIL
HANDBOOK UPDATE
WHEREAS, in 1997, the City Council adopted by Resolution a Policy/Procedure for
Conducting City Council Business, which has been reviewed from time to time and
amended as appropriate; and
WHEREAS, since that time, the City Council has adopted various Resolutions creating
additional policies and guidelines, all of which are compiled into the City Council
Operations Manual; and
WHEREAS, at its meeting on October 24, 2017, the City Council directed staff to
develop a comprehensive City Council Handbook and appointed a City Council
Subcommittee to work with staff in the development of the Handbook; and
WHEREAS, at its meeting on April 10, 2018, the City Council adopted a Resolution
approving a City Council Handbook to include the City Council’s existing policies and
other relevant statutory requirements and regulations governing the responsibilities of
the City Council; and
WHEREAS, at its meeting on October 24, 2022, the City Council adopted a Resolution
approving a City Council Handbook update; and
WHEREAS, staff has reviewed the Handbook and identified the need for some
substantive updates, clean-up language as well as content that reflects City Council-
adopted policies and direction that occurred since the adoption of the 2022 Handbook;
and
WHEREAS, the City of Arroyo Grande City Council Handbook provides a summary of
relevant statutory requirements, regulations, policies and procedures governing
responsibilities of the City Council that will serve as a reference document for the City
Council, serve as an introduction for future Council Members unfamiliar with the
operations of the City of Arroyo Grande; and enable the City Council to effectively
compile, maintain, and implement operational practices that are agreed upon.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande as follows:
1. The updated City Council Handbook is hereby approved as set forth in Exhibit
A, attached hereto and incorporated herein by this reference in substantially final
form.
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RESOLUTION NO.
PAGE 2
2. The City Council Handbook may be amended administratively by the City Clerk's
Office to the extent necessary to remain current with Federal, State, and local
law, and effectuate specific direction of the City Council.
3. The City Manager is hereby authorized and directed to place copies of the City
Council Handbook in suitable places, including on the City website, for the
guidance of the public.
4. Adoption of the City Council Handbook hereby supersedes any previous version
of the Handbook.
5. This Resolution shall take effect immediately upon its adoption.
On motion of Council Member , seconded by Council Member , and
by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was approved this 13th day of August, 2024.
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RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
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City of Arroyo Grande
City Council Handbook
Adopted by the City Council:
August 13, 2024
EXHIBIT A
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Resolution No.
THIS PAGE LEFT INTENTIONALLY BLANK
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TABLE OF CONTENTS
1. INTRODUCTION ............................................................................................... 6
1.1 General Law City ........................................................................................ 6
1.2 City Organization Chart ............................................................................... 7
1.3 Arroyo Grande Municipal Code (AGMC) ......................................................... 7
1.4 City of Arroyo Grande Administrative Policy Manual ........................................ 7
1.5 Diversity, Equity, Inclusion and Justice .......................................................... 8
2. COUNCIL ORGANIZATION & DUTIES ................................................................ 8
2.1 City Council Districts ................................................................................... 8
2.2 Newly-Elected Members .............................................................................. 8
2.3 Appointment of Mayor Pro Tem .................................................................... 8
2.4 Meeting Duties of Mayor and Mayor Pro Tem .................................................. 9
2.5 Seating Order ............................................................................................ 9
2.6 Signing of City Documents ........................................................................... 9
2.7 Representation at Ceremonial Functions ........................................................ 9
2.8 Issuance of Proclamations, Commendations, Special Recognition ..................... 9
2.9 Annual Events .......................................................................................... 10
3. COUNCIL ADMINISTRATION .......................................................................... 10
3.1 Salaries and Benefits ................................................................................ 10
3.2 Travel and Expense Reimbursements .......................................................... 10
3.3 Appointment of City Manager and City Attorney ........................................... 10
3.4 City Council/City Manager Mutual Expectations ............................................ 11
3.5 Ethics Policy ............................................................................................ 13
3.6 Sexual Harassment Prevention Training and Education .................................. 13
3.7 Workplace Violence Prevention Plan…………………………………………………………………….13
3.8 The Brown Act ......................................................................................... 13
3.9 Political Reform Act ................................................................................... 14
4. CONDUCTING CITY COUNCIL BUSINESS ........................................................ 15
4.1 Meetings ................................................................................................. 16
4.2 Attendance / Quorum ............................................................................... 16
4.3 Best Practices of Civility and Civil Discourse ................................................. 17
4.4 Agendas .................................................................................................. 17
4.5 Agenda Order .......................................................................................... 18
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4.6 Meeting Procedures .................................................................................. 18
4.7 Public Comment (Written and Oral) …………………………………………………………………….19
4.8 Public Use of Visual Aids at Council Meetings ............................................... 20
4.9 Council Member Requests and Questions ................................................... 211
4.10 Disturbance of City Council Meetings .......................................................... 22
4.11 Council Action Items ................................................................................. 22
4.12 Process for City Council Appeal of Planning Commission Decisions .................. 23
4.13 Televised and Webstreamed Meeting Coverage ............................................ 24
4.14 Flag Display Policy .................................................................................. 244
5. COMMISSIONS/COMMITTEES/BOARDS .......................................................... 24
5.1 Ad Hoc Committees (“Ad Hocs”) ................................................................. 26
5.2 City Commissions, Committees and Boards (“Standing Committees”) ............. 26
5.3 Appointment ............................................................................................ 26
5.4 Removal .................................................................................................. 27
5.5 City of Arroyo Grande Commissioners Handbook .......................................... 27
5.6 Appointment of Council Members to Various Local and Regional Boards,
Commissions and Committees .................................................................... 28
5.7 Criteria and Process for Council Representatives Seeking Council Direction or
Input on Items Being Considered by Regional or Local Boards and Committees 28
5.8 Appointment of Primary Voting Delegate and Alternate to National League of Cities
and/or League of California Cities Annual Conferences ................................... 29
6. COMMUNICATIONS ........................................................................................ 29
6.1 General Communication ............................................................................ 29
6.2 Processing and Delivering of City Council Mail .............................................. 30
6.3 Written Correspondence ............................................................................ 30
6.4 Use of City Seal, City Logo, and Police Badge ............................................... 31
6.5 Speaking Engagements ............................................................................. 31
6.6 Media Relations ........................................................................................ 31
6.7 City Council Protocol Regarding Communications with Project Applicants ......... 31
6.8 Access to Communications/Technology Systems ........................................... 32
6.9 Electronic Communications Prohibited During Meetings ................................. 32
6.10 Electronic Communications Using City-Issued and Personal Devices ................ 33
6.11 Communications with Staff ........................................................................ 34
6.12 Complaints Regarding Performance of Staff ................................................. 34
6.13 Citizen Inquiries ....................................................................................... 34
6.14 Handling of Litigation/Confidential Information ............................................. 34
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6.15 Legislative Communications at the Request of City Affiliated Organizations ...... 35
APPENDIX: Reference Table of Amendments ........................................................... 36
EXHIBIT A: Expanded Description of City Departments ............................................. 37
EXHIBIT B: Travel Policy ....................................................................................... 40
EXHIBIT C: Ethical Standards Policy ....................................................................... 49
EXHIBIT D: Conflict of Interest Code ...................................................................... 53
EXHIBIT E: Best Practices of Civility and Civility Discourse ........................................ 56
EXHIBIT F: Display of Flags Policy .......................................................................... 59
EXHIBIT G: Diversity, Equity, Inclusion and Justice Policy ......................................... 65
EXHIBIT H: City Council Districts ........................................................................... 70
EXHIBIT I: Use of City Seal, City Logo, and Police Badge Policy ................................. 76
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CITY COUNCIL HANDBOOK
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1. INTRODUCTION
The City Council Handbook includes policies and procedures approved by the City
Council regarding City Council activities. The objectives of the Manual are to:
a) Serve as a reference document for the City Council;
b) Provide comprehensive orientation information for new City Council
Members; and
c) Enable the City Council to effectively compile and maintain operational
practices that are agreed upon.
The guidelines and protocols set forth herein are not intended to limit the inherent
power and general legal authority of the City Council. Any of the protocols herein
may be waived by a majority vote of the Council Members when it is deemed that
there is good cause to do so based upon the particular facts and circumstances.
The policies shall be amended by a majority vote of the City Council and may be
amended administratively by the City Clerk’s Office in order to remain current
with federal, state, and local law.
A. General Law City
Arroyo Grande was incorporated as a city on July 10, 1911. Arroyo Grande is
a general law city and the City Council is the governing body. The City Council
is vested with all the regulatory and corporate powers of a municipal
corporation provided for by state law governing general law cities.
Certain state laws and other established regulations exist, which govern
various responsibilities of the City Council. This manual is not intended to
duplicate, fully articulate all requirements, or repeal any existing statutes or
regulations. City Council Members are responsible for becoming familiar
with these statutes and regulations.
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B. City Organization Chart
C. Arroyo Grande Municipal Code (AGMC)
Since the City of Arroyo Grande is a General Law City, as opposed to a
Charter City, its City Council must act within the framework of limitations
and procedures established by State Law. Local laws are established by
Ordinance and are compiled in the AGMC. The Municipal Code sets forth the
regulatory, penal and administrative laws of general application to the City.
These laws are enforceable by the City, and violations thereof can constitute
a misdemeanor or an infraction. Other directives and policies of the City
Council are recorded in Council Ordinances, Resolutions or by minute action
of the Council.
D. City of Arroyo Grande Administrative Policy Manual
The Administrative Policy Manual consolidates all administrative policies
and procedures of a general or inter-departmental nature into one City
document. Administrative regulations meet the following criteria: 1) are
directed toward an ongoing City process or procedure; 2) are limited to
one major subject area; and 3) are applicable to more than one City
department. Administrative regulations are issued from the City Manager’s
Office. Certain administrative policies that pertain to City Council Members
are included as Exhibits to this Manual and/or will be provided to members
at the time of assuming office.
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E. Diversity, Equity, Inclusion, and Justice
It is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works and visits Arroyo Grande. The City Council
adopted Resolution 5142 adopting a Diversity, Equity, Inclusion, and Justice
Policy as a commitment to support diversity, equity, inclusion, and justice
in all facets of society and to model and implement the objectives within the
community and City organization (Exhibit G).
2. COUNCIL ORGANIZATION & DUTIES
2.1 City Council Districts
On April 12, 2022, the City Council adopted Ordinance 713 establishing a by-
district election system and created four (4) district boundaries (Exhibit H).
By 2024, each Councilmember will be elected by voters within their district
boundary for a four-year term. The Mayor continues to be elected at-large for
a two-year term.
The City Council wishes to remain united in its service to the community and
will govern on an at-large basis, considering the needs and interests of the
entire community. Professional management of the City will continue to be a
Council-Manager form of government under the policy leadership of the City
Council as a governing body. City resources will be allocated to address
priorities and needs on a citywide basis with a budget adopted by the City
Council as a governing body.
As customer service is a priority, any Council Member will help any member
of the community who contacts them. Current practices regarding invitations
of City Council Members to events and activities and appointments to
committees and various bodies will remain in effect.
2.2 Newly-Elected Members
Newly-elected Council Members are sworn into office generally at a
regular meeting in December following a regular municipal election.
Immediately upon election (even before being sworn into office), newly-
elected Council Members are subject to the provisions of the Brown Act.
A reception is traditionally held immediately following the reorganization
meeting.
2.3 Appointment of Mayor Pro Tem
The City Council appoints a Council Member as Mayor Pro Tem to serve the
duties of Mayor in his/her absence.
The Mayor Pro Tem shall serve a term of one year.
The appointment of the Mayor Pro Tem takes place at the first meeting in
December of each year.
It is the City Council’s policy to rotate appointment of the Mayor Pro Tem
based upon the seniority of City Council Members that have not yet served in
the position of Mayor Pro Tem. City Council Members become eligible to serve
as Mayor Pro Tem after serving on the City Council for a period of one year.
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If two Members of the City Council have the same seniority, the order of
rotation will be based upon time served on a City Council appointed
Commission and/or Committee prior to being elected to the City Council.
2.4 Meeting Duties of Mayor and Mayor Pro Tem
The Mayor shall preside at the meetings of the Council. If he/she is
absent or unable to act, the Mayor Pro Tem shall serve until the Mayor
returns or is able to act.
In the absence of the Mayor and Mayor Pro Tem, the City Clerk shall call
the Council to order, whereupon a temporary Chairperson shall be elected
by the members of the Council present.
2.5 Seating Order
Following the Council reorganization, the City Clerk shall designate the
seating order for the Council dais. The Mayor Pro Tem shall sit to the Mayor’s
left.
2.6 Signing of City Documents
The Mayor, unless unavailable, shall sign all ordinances, resolutions,
contracts/agreements and other documents which have been adopted by the
City Council and require an official signature, except when the City Manager
has been authorized by Council action to sign such documents. In the event
the Mayor is unavailable or has a conflict of interest, the Mayor Pro Tem’s
signature may be used.
2.7 Representation at Ceremonial Functions
The Mayor shall represent the Council at ceremonial functions. The Mayor
may, at his/her own discretion, ask the Mayor Pro Tem or another Council
Member to represent the Council at the function. Voluntary attendance at
ceremonial functions by Council Members is encouraged.
2.8 Issuance of Proclamations, Commendations, Special Recognition
PROCLAMATIONS AND COMMENDATIONS: All requests for proclamations
are subject to the review and approval of the City Manager or his/her designee,
or Mayor. Proclamations and commendations are signed by the Mayor, and
are prepared in response to the type of recognition requested (which may
include recognition of individuals, groups, and events of significance to the
Arroyo Grande community). Proclamations and commendations may be
presented at a City Council meeting or at an outside event or meeting.
Typically, requests are honored for presentation at a Council meeting only if
a local representative from the requesting party can appear to accept the
proclamation or certificate.
IN MEMORY OF: A meeting may be adjourned in memory of an individual
at the direction of the Mayor or a m ember of the City Council if the
Council Member submits a request to the Mayor or to the City Clerk ahead
of the meeting. The announcement will be made at adjournment of the
meeting.
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2.9 Annual Events
There are a number of Annual Events that the Mayor and Council Members
may attend or participate in, including but not limited to the following:
a. City of Arroyo Grande Volunteer Recognition Dinner
b. South County Chambers of Commerce Annual Installation Dinner
c. League of California Cities New Mayors and Council Members Academy
d. Tip-A-Cop Dinner/Fundraiser for Special Olympics
e. League of California Cities Annual Conference
f. League of California Cities Channel Counties Dinners
g. Harvest Festival Parade
h. Village Holiday Parade
i. Arroyo Grande Police Department Santa Cop Program
j. Annual Employee Recognition and Awards Luncheon
3. COUNCIL ADMINISTRATION
3.1 Salaries and Benefits
AGMC Chapter 2.04 sets forth that Council compensation is established by
City Council Resolution. Currently, the Mayor receives a monthly salary of
$798.00, and City Council Members receive a monthly salary of $648.00. The
City contributes an amount equivalent to that received by management
employees towards the Mayor and Council Member’s participation in medical,
dental and vision insurance. Any unexpended amount shall not be distributed
to the Mayor and Council Members in cash. If the Mayor and Council Members
elect to opt out of medical, dental and vision, that individual will not receive
the opt out amount.
3.2 Travel and Expense Reimbursements
The Council shall establish in the biennial budget funding for conferences,
meetings, training, and representation at ceremonial functions. Council
Members shall attend these functions at his/her own discretion for purposes
of improving comprehension of and proficiency in municipal affairs and/or
legislative operations.
The expenses of spouses who accompany public officials in the conduct of
their public duties cannot be reimbursed [75 Cal. Op. Att’y. Gen. 20 (1992)].
Council Members shall be subject to the City’s Administrative Policy and
Procedures for travel and expense reimbursement. Council Members shall
make an oral report on the meeting or conference during Council
Communications as appropriate (EXHIBIT B).
3.3 Appointment of City Manager and City Attorney
The City Manager shall be appointed by the City Council solely on the basis
of his/her executive and administrative qualifications (AGMC Section
2.08.020). The powers and duties of the City Manager are set forth in AGMC
Section 2.08.070. The City Council shall conduct an annual evaluation for the
City Manager in closed session.
The City Attorney shall be appointed by the City Council and shall serve as
legal counsel to the City government and all officers, departments, boards,
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commissions, and agencies thereof. The powers and duties of the City
Attorney are prescribed by State law. The City Council shall conduct an annual
evaluation for the City Attorney in closed session.
In the event a Council Member has issues with, or is concerned about the
performance of either the City Manager or City Attorney, or the City Manager
or City Attorney has concerns or issues regarding his or her relationship with
or treatment by a Council Member, he or she should pursue the following
steps in seeking to resolve the issue:
a. The issues or concerns should be communicated in an appropriate way,
so that the City Manager, City Attorney, or the Council Member is clearly
aware of them and can respond constructively in an effort to resolve the
matter.
b. If the matter is not resolved, request that a closed session be scheduled
to discuss the personnel matter consistent with the Brown Act. At the
closed session, the City Council and affected individual should seek to
resolve the issue or concern, and as appropriate, obtain a clear consensus
on the expectations for the individual and/or Council Member and
communicate those expectations clearly.
c. Depending on the issues or concerns and the circumstances, the City
Council may also consider appointing an ad hoc committee to review the
matter, meet with the individual, and report back on its recommendations
in a follow up closed session. The City Council may also consider retaining
a facilitator to meet with the parties to the conflict, to seek solutions to
the concerns or issues that have been identified.
3.4 City Council/City Manager Mutual Expectations
The following mutual expectations have been agreed upon by the City Council
and City Manager regarding their respective roles and support the successful
operation of the City Manager/Council form of government. They serve as a
general framework to foster a constructi ve working relationship and provide
new Council Members an overall outline of how we have committed to
operate. They may also serve as a basis for discussion to resolve potential
problems or when changes in the expectations are desired.
Expectation of City Manager
a. Promote a high level of customer service to be provided by the
organization.
b. Clearly communicate to the City Council the operational impacts of
policy decisions and direction.
c. Deal with the City Council, staff and community in an up front and
honest manner at all times.
d. Be responsive to Council direction and needs and keep Council members
informed of key issues, activities and follow-up to requests. Take
necessary steps to avoid surprises for Council in public.
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e. Provide information equally to all Council members.
f. Provide complete information regarding an issue or item. Never
manipulate information in order to promote one viewpoint.
g. Ensure staff reports include alternatives, potential impacts of each
alternative and staff’s best recommendation.
h. Be fully committed to successfully implementing City Council’s
decisions, whether or not they are consistent with staff’s
recommendations.
i. Involve the community in planning activities regarding issues impacting
the public and make every effort to develop a consensus on issues in
which there are differing viewpoints.
j. Demonstrate and insist from all staff the highest level of ethics and
integrity.
k. Be an active and visible member of the community.
l. Be an effective problem solver.
m. Provide strong leadership in the organization, but also promote
participation and responsibility on the part of the executive staff in
accomplishing the City’s goals.
n. Promote professional development of staff in the organization.
o. Be accessible.
Expectations of the City Council
a. Recognize that the City Council gives direction only as a convened body.
Share opinions and views, but refrain from providing direction without
the participation of the full Council. Do not individually attempt to
influence the decisions or recommendations of staff.
b. Conclude discussions requiring staff follow-up or action with specific
direction agreed upon by the City Council.
c. Make an effort to let staff know concerns and questions prior to public
meetings so staff can be prepared as best possible. Questions regarding
agenda items should be submitted to the City Manager by noon on the
Monday prior to a Tuesday Council meeting.
d. Share in staff’s commitment to the highest ethical standards and avoid
any appearances of impropriety.
e. Direct questions or requests for information to the City Manager or
Department Directors only. Make requests that will require staff to
prepare information to the City Manager. Non-emergency
communications to the City Manager or Department Directors should be
made during regular business hours to the extent reasonably possible.
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f. Treat staff in a respectful manner at all times. Recognize good work by
staff. Communicate any concerns involving staff to the City Manager.
Refrain from criticizing staff in public.
g. Prevent disagreements with each other, the City Manager or staff from
becoming personal. Commit to and support teambuilding efforts when
necessary and appropriate.
h. Provide feedback on an ongoing basis.
i. In addition to ongoing communications, meet individually with the City
Manager at least monthly for Council members and twice a month for
the Mayor.
j. Seek and provide honesty, directness and op enness.
k. Immediately communicate to the City Manager any items that are
perceived not to be handled in accord with these expectations.
l. Respect staff’s impartiality involving elections and campaign activities.
3.5 Ethics Policy
City Council Resolution No. 3951, adopted by the Arroyo Grande City
Council on September 12, 2006, established an Ethics Policy for City
Employees, Elected Officials and Appointed Officials. The City Council has
adopted this code of ethics and values to promote and maintain the highest
standards of personal professional conduct in the City’s government. Ethics
training shall be required for all elected officials within one year of assuming
office, and every two years thereafter, as required by State law. (Exhibit C)
3.6 Sexual Harassment Prevention Training and Education
State law requires that elected officials who receive any type of
compensation, salary, or stipend from a local agency receive at least two
hours of sexual harassment prevention training and education within the
first six months of taking office, and every two years thereafter
(Government Code Sections 53237-53237.5).
3.7 Workplace Violence Prevention Plan
The City established a Workplace Violence Prevention Plan in compliance
with Labor Code section 6401.9 to outli ne procedures to handle and respond
to reports of workplace violence, inspections to correct workplace violence
hazards, emergency response protocols and employee training on the plan.
Members of the City Council will be included in annual training to understand
job-specific violence hazards and preventative measures.
3.8 The Brown Act
The Ralph M. Brown Act is a law which provides that all meetings of a
legislative body, whether meetings of the City Council or its appointed
advisory bodies, shall be open and public and all persons shall be permitted
to attend. Notices of regular meetings must be made 72 hours prior to the
meeting. Special meetings may be called by the Mayor or a majority of the
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City Council and must be noticed 24 hours prior to the time of the meeting.
The Open & Public Guide to the Ralph M. Brown Act will be provided to all
Council Members upon assuming office.
3.9 Political Reform Act
The Political Reform Act states that public officials shall perform their duties
in an impartial manner, free from bias caused by their own financial
interests or the financial interests of persons who have supported them.
The Political Reform Act establishes regulations regarding conflicts of
interests and campaign receipts and expenditures. (Government Code, Title
9, Sections 81000- 91015)
Conflict of Interest - General Provisions of the Law
The Political Reform Act requires state and local government agencies to
adopt a Conflict of Interest Code, which shall be reviewed biennially in even-
numbered years. The Arroyo Grande City Council adopted Resolution No.
5223 amending the City of Arroyo Grande’s Conflict of Interest Code on
September 27, 2022 (Exhibit D).
The Political Reform Act regulates conflicts of interest through disclosure
and prohibition of participation in decisions, which constitutes conflicts of
interest. Specifically, it requires City Council Members and other public
officials to annually disclose all financial interests that may be affected by
decisions made in their official capacity; this includes interests such as
investments, real property, income, and gifts.
Council Members must disqualify themselves from making or participating
in making or influencing any governmental decision that will have a
foreseeable material financial effect on any economic interest of the Council
Member or certain family members. Government Code Section 87105 states
that a Council Member who has a conflict of interest must take the following
steps after determining that a conflict of interest exists under the Political
Reform Act:
a. Publicly identify the financial interest. This must be done in enough
detail for the public to understand the financial interest that creates
the conflict of interest. Note: Residential street addresses do not have
to be disclosed.
b. Recuse yourself from both the discussion and the vote on the matter.
You must recuse yourself from all proceedings related to the matter.
c. Leave the room until the matter has be en completed. The matter is
considered complete when there is no further discussion, vote or any
other action.
Exception: According to the FPPC, if the matter is on the consent agenda,
you do not have to leave the room.
Exception: Under limited circumstances, if you wish to speak during public
comment, you may do so as long as you have complied with the disclosure
and recusal requirements, left the dais and the matter you appear on is
related solely to your personal interest.
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Government Code Section 1090
Government Code Section 1090 is similar to the Political Reform Act, but
applies only to City contracts in which a public official has a financial
interest. The financial interests covered by GC §1090 are different from
those in the Political Reform Act. Having an interest in a contract may
preclude the City from entering into the contract at all , even if the individual
Council Member with the conflict recuses him or herself. In addition, the
penalties for violating GC §1090 are severe. If a Council Member believes
that he or she may have any financial interest in a contract that will be
before the Council, the member should immediately seek advice from the
City Attorney and/or the Fair Political Practices Commission.
Gifts
Council Members should carefully consider and monitor “gifts” from any
person or organization whether the gift be financial support, loans, event
tickets or passes, meals, etc. Many of these gifts may need to be reported
and may present a conflict of interest when considering and/or voti ng on
projects or issues related to the person presenting the gift.
Advice
It is critical to note that compliance with the State’s conflict of interest laws
is each public official’s personal responsibility. While the City Attorney can
render advice on the interpretation of State laws and regulations on conflict
matters, such advice is solely an interpretation of the law. The only
authority that can provide binding interpretation s and possible immunity
from civil or criminal liability on such matters is the Fair Political Practices
Commission (FPPC). Council Members or the full Council are encouraged to
solicit opinions on such matters directly from the FPPC.
It is also important to keep in mind that the City Attorney represents the
City and City Council as a whole and not individual Council Members.
FPPC Filing Requirements
Elected officials file a Statement of Economic Interest (Form 700) to disclose
certain investments, interests in real property, sources of income, gifts,
loans and business positions within 30 days of assuming office; annually by
April 1st covering the previous calendar year or from the last filing period,
as required; and within 30 days of leaving office. Certain City advisory body
members and designated City employees are also subject to this disclosure
requirement.
Form 460/470 – Campaign Disclosure Statements (Form 460 or 470) are
filed annually in July; or semi-annually in January and July as required by
the FPPC.
4. CONDUCTING CITY COUNCIL BUSINESS
The following guidelines are to assist the City Council in the conduct of City business
and are procedural only. Failure to strictly observe such procedures shall not affect
the jurisdiction of the Council nor invalidate any action taken at a meeting that is
otherwise held in conformance with the law.
Except as otherwise provided for in this Handbook, any special rule adopted by the
City Council, or as otherwise provided by state statute, the procedures of the City
Council meetings shall be governed by the latest revised edition of “Sturgis Standard
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Code of Parliamentary Procedure”, as modified by Council practices. The City
Attorney is designated as the parliamentarian for City Council meetings. The City
Manager shall preside as the parliamentarian in the City Attorney’s absence.
4.1 Meetings
City Council Meetings
The City Council shall meet in regular session on the second and fourth
Tuesday of each month.
Business at regular sessions shall be conducted from 6:00 PM to 11:00 PM
only, unless extended by unanimous consent of the City Council Members
present.
A special meeting may be called at any time by the presiding officer (Mayor)
or by a majority of the City Council.
The Council may adjourn any regular, or special meeting, to a time and place
specified in the order of adjournment pursuant to the procedures set forth in
the Brown Act.
A regular meeting may be cancelled by a majority vote of the Council.
Historically, it has been the Council’s policy to cancel the first regular meeting
in July so the City Council and staff can coordinate vacation time during the
summer months. In addition, the City Council generally cancels the second
regular meeting in December due to the holidays and related City office
closures.
The order of business for the City Council shall be as arranged by the City
Manager, except for matters set at a specific time by the Council.
4.2 Attendance / Quorum
Council Members acknowledge that attendance at lawful meetings of the
City Council is part of their official duty. Council Members shall make a
good faith effort to attend all such meetings unless unable. Council
Members will notify the City Manager or City Clerk if they will be absent
from a meeting .
Three members of the City Council shall constitute a quorum and shall be
sufficient to transact business. If less than three appear at a regular meeting,
the Mayor, Mayor Pro Tem in the absence of the Mayor, any Council Member
in the absence of the Mayor and Mayor Pro Tem, or in the absence of
all Council Members, the City Clerk, or his/her designee, shall adjourn the
meeting to a stated day and hour or cancel the meeting due to the lack of a
quorum.
Council Members may attend meetings remotely, in compliance with all
applicable Brown Act or other legal requirements, if in-person attendance is
not possible due to extenuating circumstances. If attending a meeting
remotely, Council Members are responsible for ensuring that they are using
reliable teleconferencing or videoconferencing services.
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4.3 Best Practices of Civility and Civil Discourse
In order to ensure civility and civil discourse in all of its meetings, the City
Council has pledged its commitment to the best practices of civility and civil
discourse. The Arroyo Grande City Council adopted Resolution No. 4872
amending the pledge to reaffirm the importance of civility and civil discourse
by including a Regional Code of Civility on June 26, 2018 (Exhibit E).
a. To respect the right of all people to hold different opinions in all of our
meetings;
b. To avoid rhetoric intended to humiliate, malign, or question the
motivation of those whose opinions are different from ours in all our
meetings;
c. To strive to understand differing perspectives in all our meetings;
d. To choose words carefully in all our meetings;
e. To speak truthfully without accusation, and avoid distortion in all our
meetings; and
f. To building a civil political community in which each person is respected
and spirited public and political debate is aimed at the betterment of the
City of Arroyo Grande and its people and not the disparagement of those
with whom we disagree.
The City Council shall promote the use of and adherence to the principles of
civility and civil discourse in conducting business with appoint ed and elected
officials, staff, and citizens.
4.4 Agendas
a. Agendas for the Council will be prepared by the City Manager.
b. The purpose of the agenda is to provide a framework within which
Council meetings can be conducted and to effectively implement the
approved Council Goals, Long Term Financial Plan and Budget,
Critical Needs Action Plan and also work programs, objectives, and
business of the City as established by the City Council. Agenda items
may also include, but are not limited to, recommendations to the City
Council from advisory bodies, public hearings for land use and zoning
actions or appeals, awarding bids, contracts, agreements, and
adoption of resolutions and ordinances establishing various City
regulations or policies. Agenda items will be within the policy context
established by the Council, the scope of existing work programs, and
within the jurisdiction of the City.
For items that are of a regional, State, or Federal nature, including
but not limited to proposed legislation, the item may be placed on
the City Council agenda if it meets any of the following criteria:
1. Items that will result in any direct significant financial impact
to the City;
2. Items that involve new regulations, requirements or other
impacts that will result in a significant impact to staff workload
or adversely impact Arroyo Grande businesses or citizens;
3. Items that will create or increase a fee, tax or other charge
unique to Arroyo Grande residents.
c. The electronic City Council agenda packet, including all reports,
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communications, ordinances, resolutions, contracts, documents that
are available, or other matters to be considered by the City Council
at the regular meeting, will be delivered electronically to members of
the City Council no later than 72 hours preceding the Tuesday Council
meeting to which the agenda packet pertains. Agenda packets for
special meetings will be delivered electronically to members of the
City Council no later than 24 hours preceding the date and time set
for the special meeting.
d. Agendas shall be posted on a bulletin board, publicly accessible, at
City Hall, 300 E. Branch Street, Arroyo Grande, and posted on the
City website at www.arroyogrande.org.
4.5 Agenda Order
The order of the Regular Meeting Agenda is generally as follows:
Call to Order
Roll Call
Moment of Reflection
Flag Salute
Agenda Review
Special Presentations and City Manager Communications
City Council Reports (2nd Meeting of Month)
Consent Agenda
Public Hearings
Business Items
Community Comments and Suggestions
Council Communications
Adjournment
As permitted by the Brown Act, the City Council Agenda may include a Closed
Session before the regular City Council meeting or at the end of the City
Council Agenda.
4.6 Meeting Procedures
a. Council ordinances and resolutions must be reviewed in written form
before binding action is taken on same.
b. A Council order applies mainly as a directive to City officers or
employees. It need not be in writing, as it generally applies to one
specific act only.
c. In the absence or inability of the Mayor and the Mayor Pro Tem to attend
a meeting of the City Council, the Members present shall select one
Member to temporarily preside.
d. A motion shall not be debated or “put to vote”, unless the same is
seconded. When a motion is seconded, if requested, it shall be stated by
the Mayor or the City Clerk before debate.
e. Upon a motion having been made and seconded, it shall be deemed to
be in possession of the Council, but it may be withdrawn at any time,
before decision or amendment, with the assent of a second.
f. A Member called to order should relinquish the floor, unless permitted
to explain; and the Council, if appealed to, shall decide on the case, but
without debate. If there is no appeal, the decision of the Mayor shall be
final.
g. Upon demand of any Council Member, or at the discretion of the Mayor,
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the vote shall be by roll call. Votes on all ordinances or resolutions shall
be by roll call vote.
h. Tie votes shall be lost motions.
i. Tie votes on the appeal of a Commission/Board/Committee or staff
decision sustain the action of the Commission/Board/Committee, or
staff.
j. Every Council Member, unless disqualified by reason of a conflict of
interest or as otherwise provided by law, shall cast his/her vote upon
any matter put to vote by the legislative body.
k. Any Council Member who abstains from voting without a valid reason
shall be deemed to have voted with the majority on that particular issue.
l. A Council Member who publicly announces that he/she is abstaining from
voting on a particular matter for specified reasons shall not subsequently
be allowed to withdraw that abstention.
m. In order to avoid any attack on the validity of Council hearings, Council
Members shall avoid forming final conclusions or making commitments
with proponents and opponents during any meetings, conferences, or
discussions regarding the merits of the matter or issue before the body,
including but not limited to, specific zoning and related land-use
proposals, comprehensive planning, and like matters.
n. A motion to reconsider a legislative or quasi-legislative action taken by
the Council may be made only at the same meeting at which the action
was taken. Quasi-judicial actions shall not be subject to a motion to
reconsider.
4.7 Public Comment (Written and Oral)
a. Comments on agenda items are encouraged. As a courtesy to the
Council, citizens are encouraged to submit written comments at least
one day prior to the meeting. This provides the Council with a greater
opportunity to review and consider issues and/or concerns expressed in
written communications prior to a meeting. Written comments received
before 2 p.m. day-of, at, or during a Council meeting are included in
the public record and posted to the City’s website.
b. “Agenda Correspondence,” in general, includes correspondence and
other documents from the public, the City Council, and City staff
regarding Council agenda items that are received after the agenda
packets have been distributed. Agenda Correspondence may take the
following form: letters and emails from citizens; memos of clarification
or revision from City staff; liaison reports from the City Council;
communication items from the City Council; and late release or added-
on agenda reports.
c. Agenda Correspondence shall be date-stamped. Agenda
Correspondence are distributed by the City Clerk via a Supplemental
Memo and made available for public review, if received prior to 2 p.m.
on the day-of the meeting.
d. The Mayor will invite comments from the public, including in support of,
or in opposition to, specific agenda items following the staff report. Oral
communications on matters that are not on the agenda may be provided
during the Public Comment period of every regular meeting.
e. The following are guidelines for providing oral public comments:
i. Members of the public may address the City Council on items that
are not on the printed agenda during the Community Comments
and Suggestions portion of the Agenda. A time limit of three
minutes is provided. A speaker may not yield time to another
speaker.
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ii. There may only be one person at the podium and using the
microphone at a time to speak during the Community Comments
and Suggestions portion of the Agenda to ensure that it is clear
which speaker is conveying the message and avoid cross-talk.
There is an exception to this rule if an additional person is needed
to provide language translation services or if there is an
accessibility-related need under the ADA.
iii. For all hybrid (in-person and via teleconference) meetings, those
requesting to speak in-person will be called first, then those
requesting to speak via teleconference will be called.
iv. Pursuant to the Brown Act, action may not be taken on issues not
listed on the agenda. Staff may be asked to follow up on such
items.
v. Individuals desiring to speak on an item on the agenda shall:
i. Address the Council from the podium or via teleconference
after giving their name and city of residence. Speakers shall
direct their comments to the Council, not the staff or
audience.
ii. Comment on the specific matter before the Council with
reasons for the position taken.
iii. Limit comments to three (3) minutes until others have had
opportunity to address the Council. The Presiding Officer
with the consensus of Council Members, in their discretion
and after all others have spoken, may allow additional brief
comment from speakers who have already commented on
the same agenda item. A speaker may not yield their time
to another speaker.
iv. Shall avoid personal attacks, abusive language or other
disruptive behavior.
vi. Applicants, applicant representatives, or appellants desiring to
speak shall:
i. Be permitted to speak first prior to the public comment
portion of the public hearing for not more than ten (10)
total minutes unless extended by vote of the City Council.
ii. Address the Council from the podium or via teleconference
after giving their name and address, and/or the name and
address of the applicant/appellant they are representing , if
applicable.
iii. Following discussion by Council , and prior to a vote on the
item, the applicant, applicant representative or appellant
will be entitled to a three-minute rebuttal period upon the
applicant’s request.
iv. Be permitted to use City audio-visual equipment for their
presentation to City Council only if the items are emailed to
the City Clerk by 12:00 noon on the day of the meeting so
that the items can be scanned for viruses or malware and
prepared for viewing in the meeting. Portable storage
devices (i.e. USB, flash drive, etc.) will not be accepted (see
section 4.8).
v. After the public comment portion of 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. Staff and invited
guests, meaning those invited by Staff or the City Council
to speak on an item because of that speaker’s expertise on
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the item, may speak for such length of time and use such
materials or visual aids that are necessary for the legislative
body to appropriately deliberate the item, determined at the
discretion of the Presiding Officer.
4.8 Public Use of Visual Aids at Council Meetings
Applicants, applicant representatives or appellants who desire to utilize
electronic visual aids to supplement their oral presentations:
a. Must provide display ready material to the City Clerk by 12:00 noon on
the day of the meeting via email.
i. No data provided to the City Clerk later than 12:00 noon on
the day of the meeting will be accepted.
ii. Staff may recommend that the presenter produce hard copies
of their materials and present the copies to Council during
their presentations.
iii. Electronic presentations must be provided in a format that can
be read on a standard PC-compatible computer running
Microsoft Windows or Microsoft Office.
iv. Upon receipt, the City Clerk will promptly transmit electronic
visual aids to the City’s Information Technology Division for a
determination as to whether the material is free of viruses.
v. Staff shall preload and queue the electronic visual aid in the
City’s media system and display it when the public member is
called upon to speak.
vi. Members of the public shall not be permitted to connect
equipment, devices, or storage media directly to the City’s
computer system during a live Council meeting.
vii. Members of the public shall not be permitted to access the
internet from the City’s computer equipment.
viii. Nothing in this Policy is intended to warrant or otherwise
guarantee that electronic visual aids will successfully display
at a City Council meeting.
ix. Members of the public are urged to have hard copies of their
presentations available at the City Council meetings in the
event a media system malfunction occurs.
b. Members of the public shall not wear or display signs, placards, banners,
hats, costumes or similar items at any time in the Council Chamber or
Committee room that obstruct the view of other audience members. In no
event shall signs, placards, banners, props or similar items be larger than
8 ½ by 11 inches, be illuminated, or be attached to any pole, stick or other
device. This sub-clause only applies to general public comment.
Applicant/appellants may use visual aids as stated in sub-clause a of this
section. Staff and invited guests are regulated in the manner provided in
Section 4.7 (at the discretion of the Presiding Officer).
4.9 Council Member Requests and Questions
a. Under the Council Communications portion of the meeting agenda,
Council Members may ask a question for clarification, make an
announcement, or report briefly on his or her activities. Council Members
may also request staff to report back to the Council at a subsequent
meeting concerning any matter or request that staff place a matter of
business on a future agenda. Any request to place a matter of business
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for original consideration on a future agenda requires the concurrence
of two other Council Members.
b. Proper action will then be taken by staff.
4.10 Disturbance of City Council Meetings
The following procedure and format will be used by the City Council to address
disruptive persons at a Council Meeting:
a. The Presiding Officer shall make the following announcement:
“As the Presiding Officer, I am advising you that your comments have
violated the City Council’s rules of procedure for addressing the City
Council and you are causing a serious disruption to this meeting. I must
ask you to immediately cease the disturbance before further action is
necessary. At this time, I am going to recess the meeting for 10 minutes.
We will then reconvene our meeting.”
b. Recess and call for police to be present when meeting reconvenes.
c. If the disturbance continues after reconvening the meeting, the
Presiding Officer shall make the following announcement:
“As Presiding Officer, since you are continuing this disturbance, I must
advise you that the Penal Code provides that every person who, without
authority of law, willfully disturbs or breaks up any meeting, not unlawful
in its character, is guilty of a misdemeanor. If you do not immediately
cease this disturbance, I will request the police to arrest you under Penal
Code Section 403.”
d. If the disturbance continues, request the police to come forward to make
the arrest. (Government Code Section 54957.95)
4.11 Council Action Items
Staff Reports
Each City Council agenda business item shall have a coordinating staff
report prepared by the originating department. Staff reports are written
specifically for the purpose of communicating information necessary for
policy and decision-making and generally includes a recommended action,
impact on financial and personnel resources, background, analysis of issues,
alternatives, advantages, disadvantages, environmental review (if
applicable), and public notification methods.
Ordinances
Ordinances are the laws of a municipality. An ordinance generally prescribes
some permanent rule of conduct or government that remains in force
until the ordinance is repealed. Ordinances are required to be read in their
entirety at the time of introduction or at the time of passage, unless a regular
motion waiving further reading is adopted by a majority of all Council
Members present (this occurs during the meeting under Agenda Review).
Ordinances may only be passed at a regular meeting or at an adjourned
regular meeting. Except for urgency ordinances, ordinances may not be
passed at a special meeting. Ordinances generally take effect 30 days
following the date of adoption. The following Ordinances take effect
immediately: Ordinances relating to an election; and urgency ordinances for
the immediate preservation of the public peace, health, or safety, containing
a declaration of the facts constituting the urgency, and passed by a four -
fifths vote of the City Council.
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Resolutions
A Resolution expresses City Council policy or directs certain types of
administrative action and may be changed by a subsequent R esolution.
Resolutions are generally effective on the date of adoption.
Agreements/Contracts
Municipal governments enter into contracts for many different types of
goods and services. These contracts are usually written agreements that are
legally binding upon the parties. Typically, agreements are entered into with
the approval of the City Council or, if legally authorized, the City Manager.
Minute Motion
A minute motion or motion is appropriate when: 1) the action is not of a
penal nature or intended to be a local law; 2) an ordinance or resolution is
not specifically required; or 3) a formal document reflecting the City
Council’s action is not necessary. The only record of such acti on is in the
form of minutes taken of the meeting at which the action is taken.
Submitted Materials at Meetings are Public Record
Any written correspondence or other materials, when distributed to all, or
a majority of all, of the members of the City Council by any person in
connection with a matter subject to discussion or consideration at an open
public meeting, are disclosable public records under the California Public
Records Act and shall be made available upon request without delay.
Writings that are public records and that are distributed during a public
meeting shall be made available for public inspection at the meeting if
prepared by City staff or a member of the City Council, or after the meeting
if prepared by some other person. All writings referenced herein shall be
provided to and documented with a received/filed date by the City Clerk.
Minutes
The minutes serve as a permanent record of the City Council’s actions. The
City Clerk, or his/her Deputy, shall attend and prepare action minutes of all
public meetings of the City Council [Gov’t Code Sections 36814 and 40801
and Resolution No. 4341, adopted February 22, 2011].
Minutes ready for Council approval shall be placed on the regular City
Council meeting agenda and included in the Council packet. Minutes of
Council meetings are available for review in the City Clerk's Office and online
at www.arroyogrande.org.
4.12 Process for City Council Appeal of Planning Commission Decisions
Pursuant to Municipal Code Section 1.12.050, the City Council may appeal
decisions of the Planning Commission. The following procedure has been
established for such appeals:
a. City Council will receive the Planning Commission Agenda the Friday
prior to the Planning Commission meeting.
b. The Wednesday following the Planning Commission meeting, staff will
distribute to the City Council an annotated copy of the Planning
Commission Agenda with the action of the Commission highlighted if any
final actions were taken.
c. City Council Members may determine if an appeal is desired after
reviewing the annotated Agenda.
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d. Any Council Member that desires to appeal a decision shall contact the
City Manager or City Clerk by 2:00 p.m. on Thursday following the
Planning Commission meeting to direct that the request be placed on the
next City Council Agenda under “Council Communications.”
e. In order to proceed with an appeal, the City Council shall adopt a motion
to appeal the action of the Planning Commission.
f. If approved by the City Council, the City Clerk will set a date for the
hearing within 60 days of the City Council’s decision to appeal the action
and notify the affected applicant and Planning Commission.
4.13 Televised and Webstreamed Meeting Coverage
All regular City Council meetings are held in a hybrid in-person and virtual
format in the City Council Chambers and online. Meetings are broadcast live
and rebroadcast on the City’s government access channel, webstreamed live
on the City’s website, and archived online for on-demand viewing. The
purpose of televising and webstreaming meetings of the Arroyo Grande City
Council is to enhance the awareness and education of the general public
regarding the actions and deliberations of the City Council.
a. Council coverage is not to be edited or subjected to editorial comment.
b. All regular City Council meetings shall be televised and webstreamed,
except for meetings or portions of meetings which are closed to the
public, or when the Council or City Manager directs otherwise.
c. Cameras used shall be owned by the City and operated only by City
employees or persons under contract with the City.
d. Cameras shall be operated so that they are focused only on the officially
recognized speaker, and on any visually displayed information they may
be showing.
e. The City Clerk’s minutes shall remain the official record of Council
proceedings.
f. To assure timely information for the public, a link to the Council meeting
video will be placed on the City’s website as soon as possible.
4.14 Flag Display Policy
City Council adopted a Resolution adopting a Flag Display Policy to provide
guidance and standards for the outdoor display of flags at City facilities,
including commemorative flags other than the United States flag, the State of
California flag, and City flags (Exhibit F). The desire of the Council is to reflect
the role of the Arroyo Grande City Hall as an inclusive gathering location and
local symbol of government and democracy. Flying of flags on City facilities is
a nonpublic forum for the display of the United States flag, the State of
California flag, City flags, and any commemorative flag authorized by the City
Council.
The City Council shall only consider a request to display a commemorative flag
if the request is made by a member of the City Council and another City
Council member agrees to place the discussion to authorize such display on
the agenda for a regular or special City Council meeting. Four (4) Council
Members must agree to display the Commemorative Flag.
5. COMMISSIONS/COMMITTEES/BOARDS
The City Council shall appoint committees as deemed necessary for the proper conduct
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of City business.
No committee or subcommittee shall include in its membership more than two (2)
Council Members.
The City Manager, or his/her designee, shall be an ex-officio member of all
committees.
The City Clerk will maintain a list of all ad hoc and standing committees, and the list
of all such committees will be reviewed annually by Council as an agenda item to
determine whether such committees should be dissolved or extended, as t he case
may be. The list shall include the name of the committee, its purpose, the names of
the active members, and in the case of ad hoc committees, the estimated date that it
will be dissolved.
5.1 Ad Hoc Committees (“Ad Hocs”)
An ad hoc committee is an advisory committee that is comprised solely of
less than a quorum of the Council and is formed for a specific task or objective
for a limited period of time. Ad hoc committees should be dissolved after the
completion of the task or achievement of the objective. They are not subject
to the Brown Act, and are distinct from the City Commissions, Committees
and Boards discussed below. An ad hoc committee must be limited to
members of the legislative body, and in no instance may be comprised of a
quorum of the legislative body. This means that only two Councilmembers
may serve on an ad hoc committee.
Those appointed to an ad hoc committee must take care to only discuss the
subject matter of the ad hoc only amongst themselves, and with no other
members of the legislative body, to avoid creating a quorum or serial meeting
issue. City officials and staff must treat those members of the ad hoc
appropriately, meaning that if the Planning Commission creates an ad hoc
discussing the same subject matter as an ad hoc formed by the City Council,
those two bodies cannot work together and report back to the same legislative
body. For example, a Council-formed ad hoc must report back only to the City
Council, and a Planning Commission-formed ad hoc must report back only to
the Planning Commission. Failure to follow this protocol could cause the ad
hocs to be treated as a City Commission, Committ ee, or Board (“Standing
Committee”), discussed in the subsequent Section 5.2. Those bodies are
subject to the Brown Act’s requirements.
Ad hoc committees may be proposed by motion of a Councilmember, which
is seconded and receives a majority vote in favor. The motion must identify
a specific task or objective of the ad hoc committee and the two members of
the proposed ad hoc.
The ad hoc committee shall regularly report back to Council on its progress
in accomplishing its stated objective. Once the ad hoc committee completes
its task or objective, it should report back to the City Council at a noticed
public meeting, if contemplated by the ad hoc’s creation. After that time, the
ad hoc committee should then be dissolved. Ad hoc committees will be
presumed to dissolve two years following their creation, unless they are
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extended for a limited duration by Council upon a factual showing of a need
for that committee’s continued existence and why the ad hoc committee was
unable to accomplish its stated purpose within the two-year timeframe.
5.2 City Commissions, Committees and Boards (“Standing Committees”)
City commissions (which hereinafter include standing Council-appointed
boards, commissions, and committees) serve as advisory bodies to
facilitate public input and citizen participation in the determination of
public policies. This is accomplished by formulating recommended courses
of action and policy to the City Council with whom final determination
rests. The Planning Commission (AGMC Chapter 2.18, “Planning
Commission”) has authority to make final determination in applicable
circumstances (AGMC Title 16, “Development Code”). These kinds of bodies
are subject to the requirements of the Brown Act.
5.3 Appointment
Pursuant to Council Resolution, the City Council appoints representatives to
the following City boards, commissions and committees:
Planning Commission
Downtown Parking Advisory Board
Architectural Review Committee
Tourism Business Improvement District (TBID) Board
Community Service Grant Program (CSGP) Committee
The Mayor and each Council Member shall appoint one representative to each
respective Commission/Board/Committee. All appointments are subject to
approval by a majority of the Council.
Members of each respective Commission/Board/Committee shall serve for a
term ending the January 31st following the expiration of the term of the
respective appointing Mayor or Council Member, as applicable. Members of
each respective Commission/Committee/Board may be removed prior to
expiration of their term by a majority vote of the Council.
Applicants, with the exception of the Downtown Parking Advisory Board, and
TBID Board must be registered voters of Arroyo Grande. Applicants for the
Downtown Parking Advisory Board shall have a business within the Arroyo
Grande City Parking and Business Improvement Area. The TBID Board shall
consist of five (5) members, with a pr eference that at least three (3)
members shall be owners of lodging businesses within the AGTBID, or others
with knowledge of tourism and/or the lodging industry. Members of the Board
who are lodging owners shall have a valid permit to operate and be current
with TOT payments.
It is preferred that members of the CSGP Committee reside within the
appointing Council Member’s District, but is not required. TBID Advisory Board
members will not be subject to the City’s residency requirements otherwise
required of advisory body members.
Those seeking appointment to a Commission/Board/Committee must
submit an application to the City Clerk’s Office. Those
Commission/Board/Committee members whose terms have expired must
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submit a new application (terms are not automatically renewed), and
the City Clerk will notify said Commission/Board/Committee members with
a letter and new application form.
Applications shall remain valid and on file for one year.
Following Council appointment, the new Commission/Board/Committee
member will be notified by the City Clerk’s Office via letter of the
appointment and c onflict of interest filing obligations. Copies of the letter
and completed application form(s) will be forwarded to the appropriate
staff liaison, who will contact the successful member(s) regarding meeting
dates, times and responsibilities. All appointees to a City
Commission/Board/Committee are also subject to the City’s Ethics Policy and
training requirements.
The City Council also appoints an Arroyo Grande representative to the San
Luis Obispo Council of Government’s (SLOCOG) Citizens Transportation
Advisory Committee (CTAC). The CTAC provides citizen review and
recommendations on agenda items to SLOCOG staff and the SLOCOG Board
of Directors. Those seeking appointment to the CTAC must submit an
application to the City Clerk’s Office. The City Clerk will then forward the
application to the City’s appointee to the SLOCOG Board of Directors for
review and recommendation for appointment by the City Council.
5.4 Removal
A person appointed by the City Council to a Commission/Board/Committee
shall continue to serve as a member thereof except when:
a. The person's term of office expires and a different person has been
appointed.
b. The person voluntarily resigns from the Commission, Board, or
Committee.
c. The person no longer meets the eligibility requirements .
d. The person fails to attend three (3) consecutive and/or 25% of
meetings of the Commission and does not have prior approval for
said absences by way of a majority action of the City Council.
e. A majority of the City Council determines the member shall be
removed.
Any member of the City Council may initiate a person's removal from a
Commission by requesting that consideration of the person's removal be
placed on the Council's agenda at a regular or special meeting for
discussion and potential action. The City Clerk shall notify the person
affected of the time and place of the meeting. When the item is on the City
Council agenda, the City Council may, by majority vote, remove the
person from a Commission/Board/Committee.
A member of City Council, by contrast, may only be removed in the manner
authorized by state law and are not subject to the guidelines of this section.
5.5 City of Arroyo Grande Commissioners Handbook
The Commissioners Handbook assists members of all City commissions,
committees, and boards in carrying out responsibilities in accordance with
the policies and guidelines established by Council. The Handbook outlines the
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general purpose and duties of each commission.
5.6 Appointment of Council Members to Various Local and Regional
Boards, Commissions and Committees
There are a number of local and regional boards, commissions and
committees that either require a member of the City Council as the City
representative or it has been established practice for a Council Member to
serve as the representative. They include, but may not be limited to, the
following:
Air Pollution Control District Board of Directors (APCD)
Audit Committee
California Joint Powers Insurance Authority (CJPIA)
Central Coast Community Energy (CCCE) Policy Board
City Selection Committee (Mayors)
Community Action Partnership San Luis Obispo (CAPSLO) (3-year rotation
among South County Cities)
Council of Governments/Regional Transit Authority (SLOCOG/SLORTA)
County Water Resources Advisory Committee
Five Cities Fire Authority JPA Board of Directors
Homeless Services Oversight Council (HSOC) Board
Integrated Waste Management Authority Board (IWMA)
REACH Economic Development Roundtable
South County Chambers of Commerce Governmental Affairs Committee
South San Luis Obispo County Sanitation District (SSLOCSD) Board
Visit SLO CAL Advisory Board
Zone 3 Water Advisory Board
The City Council makes these appointments at the first regular meeting in
December following a municipal election.
Most appointments include selection of a primary representative and an
alternate.
5.7 Criteria and Process for Council Representatives Seeking Council
Direction or Input on Items Being Considered by Regional or Local
Boards and Committees
After each election year, the City Council appoints members of the City
Council to serve on regional and local boards and committees that request
Council representation. Appointees represent the City on these various
boards and committees and are granted authority to make decisions in the
best interest of the City of Arroyo Grande, as well as the general public and
interests served by the specific agency. However, it is appropriate to seek
City Council input and/or direction on items meeting criteria that has been
established by the City Council. The following guidelines outline the criteria
and process:
a. When time permits prior to an item scheduled to be voted on by a board
or committee that a member of the City Council has been appointed to
by the City Council, City Council Members are advised to place items on
the City Council agenda for direction and/or input if they meet any of the
following criteria:
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i. Items that will result in a one-time or annual direct financial impact
to the City of over $100,000 (goods and services), or over
$200,000 (public projects).
ii. Items that involve new regulations, requirements or other impacts
that will result in a significant impact to staff workload or adversely
impact Arroyo Grande businesses or citizens.
iii. Items that will create or increase a fee, tax or other charge to
Arroyo Grande residents.
iv. Items of a controversial nature that have been frequently reported
in the media and have resulted in vocal opposition from the public
and/or diverse vocal opinions from interest groups and the public.
v. Items involving issues that the City Council has received a
significant number of comments or correspondence from members
of the community.
b. If time permits, City Council Members are advised to brief the remainder
of the City Council on any item that may meet any of these criteria under
“City Council Reports” and request whether the City Council would like the
item to be placed on the next agenda for formal direction.
c. If an upcoming item meets any of these criteria, and there is not sufficient
time to brief the City Council under the next scheduled “City Council
Reports,” Council Members are advised to notify the City Manager or City
Clerk/Director of Legislative & Information Services to place the item on
the next City Council agenda. If there is not time available, referral of items
from other boards and committees may bypass the normal requirement
for Council Members to first place under “Council Communications” the
request that the item be placed on a future agenda. The City Manager will
determine where on the agenda the item will be placed depending upon
the nature of the item.
d. If an item is scheduled to be decided by the board and committee prior to
the next City Council meeting, Council Members are advised to request the
item be continued until feedback from the entire City Council can be placed
on an agenda. If postponement of the item is not possible or is refused by
the board or committee, Council Members are advised to vote on the item
independently and report to the full City Council during the next “City
Council Reports.”
5.8 Appointment of Primary Voting Delegate and Alternate to National
League of Cities and/or League of California Cities Annual Conferences
The City Council shall appoint a voting delegate and an alternate to serve as
the voting delegate for all League of California Cities annual business meetings.
However, if the Mayor or a Council Member serves on the League of California
Cities (LOCC) Executive Board of Directors, the LOCC Channel Counties
Division Board of Directors, or in any other League capacity, priority shall be
given to that individual to be designated as the Voting Delegate. In the event
that this individual does not attend, the Council shall appoint a voting delegate
and alternate.
6. COMMUNICATIONS
6.1 General Communication
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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.
6.2 Processing and Delivering of City Council Mail
Members of the City Council sometimes receive a large volume of mail and
other hard copy materials from the public and staff. The City Manager’s Office
maintains a mailbox at City Hall for each member. The City Manager, or his/her
designee, is authorized to receive and open all mail addressed to the City
Council as a whole, the Mayor and/or individual City Council Member, and said
mail shall be opened and date stamped the day it was received. Letters
addressed to the Mayor and/or individual City Council members will be copied
to the full Council. Letters received which include issues directly related to a
particular department shall be copied to the City Manager and the Department
Director. Mail relating to a legal issue may also be forwarded to the City
Attorney. Council Members may pick up their mail any time at City Hall.
Notwithstanding mail that is time sensitive needing immediate attention, all
other mail that is not picked up at City Hall will be delivered to the Council at
every Council meeting.
All correspondence, including email, addressed to the City Council or to
individual Council members relating to the conduct of the City’s business is a
public record as defined in Government Code Secti on 6252 and will be retained
by the City in accordance with its Records Retention Policy.
6.3 Written 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
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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 letterhead 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.
6.4 Use of City Seal, City Logo, and Police Badge
The seal, logo, and police badge are considered symbols of the authority and
jurisdiction of the City and, as such, are valuable assets of the City and its
citizens. The City seal, logo, and police badge shall be used for official purposes
only and according to policies and guidelines developed by the City Manager,
or as authorized by the City Council. [EXHIBIT I]
6.5 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.
6.6 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 and
Legislative & Information Services Director/City Clerk 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.
6.7 City Council Protocol Regarding Communications with Project
Applicants
The following are informal protocol guidelines and procedures regarding
meetings between developers and City Council members to discuss upcoming
projects.
a. When meeting with a project applicant, a council member should state
that they represent one vote on the City Council and any statements
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represent the opinion of the individual council member only. Formal
direction or action requires consideration and approval by a majority of
the City Council at a lawfully scheduled and notified meeting.
b. A council member should encourage the applicant to meet with all other
members of the City Council and to seek their input.
c. When a council member meets with an applicant regarding a potential
project, the council member should attempt to notify the City Manager
when possible. When appropriate, the City Manager will contact the
applicant and request they meet with other members of the City Council.
d. If any materials are provided by an applicant, the council member should
provide them to the City Manager, who will forward copies to each of the
other members of the City Council.
e. A council member may request staff to attend a meeting if desired. If
staff attends, it should be communicated to the applicant that staff is
present to answer any process or technical questions. It is not appropriate
for staff to participate in discussion regarding the merits of the project at
such a meeting.
f. While the meeting is an appropriate opportunity to express concerns, ask
questions and identify issues, the council member should refrain from
stating how he/she intends to vote on a project and should avoid making
representation or commitments regarding future actions. A vote should
be based upon information presented as part of the formal application
process.
g. Council members are encouraged to disclose ex parte contacts with a
project applicant before consideration of the project.
6.8 Access to Communications/Technology Systems
The City will provide each Council Member with equal and appropriate
communications and technological devices to facilitate their public service and
within the confines of the Information Technology standards for hardware and
software. Use of such devices shall be subject to the City’s Administrative
Policies, a copy of which is provided to Council Members upon assuming office.
6.9 Electronic Communications Prohibited During Meetings
The following policy shall define electronic communications and establish
guidelines and procedures regarding electronic communications during public
meetings that have implications under the Ralph M. Brown Act (“Brown Act”)
and/or the Public Records Act.
a. Electronic Communications shall mean electronic text or visual
communications and attachments distributed via e-mails, websites,
instant messaging, text messages, Twitter or comparable services.
b. Electronic devices (i.e., iPads or laptops) issued by the City to Council
Members for use of storing agenda materials and accessing agenda
materials during City Council meetings shall be the property of the City
and returned to the City when a Council Member is no longer serving in
his or her elected capacity. Agenda packets will be distributed through the
City’s Paperless Agenda Program so that Council Members receive their
agenda packets electronically. Council Members may access agendas and
agenda packets using City issued iPads or other electronic devices
(including, but not limited to personal computers and smart phones).
c. City Council Members shall not use electronic devices or electronic
communications at any time during a meeting of the City Council at which
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he or she is in attendance to access the internet or to receive or send
emails, text messages or other communications. The presiding officer of
the meeting may use electronic devices to receive messages from City
staff regarding procedural issues arising during the course of the meeting.
d. The limitations on use of electronic devices and electronic communications
during meetings contained herein shall not apply to the receipt of
telephone calls or text messages from family members in the event of an
urgent family matter. A Council Member wishing to respond to such a
message during a meeting shall do so during a recess or shall excuse him
or herself from the meeting to place the return call or text in a manner
that does not disrupt the meeting.
6.10 Electronic Communications Using City-Issued and Personal Devices
As a public official, your communications regarding City business are
potentially subject to disclosure via a Public Records Act (PRA) request,
regardless of the medium used to send, receive, or store the records. In order
to minimize potential risk, embarrassment, or awkward situations for yourself
and for the City, please take the following into consideration when using
various electronic communication methods:
a. All City business should be conducted using City communications
equipment and accounts to the greatest extent feasible. Conducting work
communications in this way assures that the City has a record of your
communications, which can then be searched and produced in a non -
invasive manner should a public records request be received. However,
should you need, under limited circumstances, to use personal devices
and/or personal accounts, such as text messaging, email, or social media,
to communicate with others regarding City business, please be prepared
to timely search for and provide copies of work-related communications
if the City receives a related PRA request.
b. Exercise tact and caution when communicating in writing regarding City
business, regardless of the medium or recipient. While the PRA's
definition of work-related "records" is essentially limited to
communications relating to actual conduct of the City's b usiness by an
individual in their official capacity, there is no guarantee that any
particular personal or seemingly incidental work-related communication
will ultimately be deemed exempt from production or disclosure.
While the law attempts to strike a balance between the public's interest
in disclosure and the official's personal right to privacy, permitted
exemptions from production and disclosure are rather narrow, and the
City Attorney must act impartially when determining whether a record is
exempt. Factors such as potential embarrassment cannot be accounted
for in determining what to produce, and the City is obligated by law to err
on the side of disclosure.
Additionally, bear in mind that in the event of litigation, a subpoena for
records is a more powerful tool that can potentially compel the City to
produce a broader array of records, including those that would not have
been produced under a PRA request.
c. Consider the appropriate platform for all work-related communications.
As always, a good rule of thumb before hitting "send" is to consider how
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you would feel if the communication were to be reprinted in the
newspaper. If a communication is sensitive enough that you would not
want it to be reprinted, you are encouraged to consider using the
telephone and personal visits to communicate instead, when appropriate.
A copy of the City’s Administrative Policy regarding the use of electronic
communication and City-issued devices will be provided to Council Members
upon assuming office.
6.11 Communications with Staff
Pursuant to AGMC Section 2.08.080, “Administrative relationships,” the City
Council and its members, except for the purpose of inquiry, shall deal with
administrative services solely through the City Manager, and neither the City
Council nor any member thereof shall give orders to any officer or employee
of the City under the supervision of the City Manager.
In regard to questions relating to agenda items, Council Members are
encouraged to contact the City Manager or appropriate Department Director to
ask questions for clarification prior to the meeting at which the subject will be
discussed.
6.12 Complaints Regarding Performance of Staff
Any concerns by a member of Council over the behavior or work of a City
employee should be directed to the City Manager privately to ensure the
concern is resolved. Council Members shall not reprimand employees
directly, nor shall they communicate their concerns to anyone other than
the City Manager.
6.13 Citizen Inquiries
Often a constituent will call a Council Member with a question or a complaint
about a particular problem or issue. Sometimes the complaint is related to
not understanding why a particular action is taken and sometimes it relates
to how a service has been provided or not provided.
When particular service issues or questions come up, the staff is also
concerned about getting a quick and accurate response to a citizen. The most
effective way for staff to ensure this response is for the Council Member to
contact the City Manager's office to relay the question or complaint. Staff will
take the information, coordinate with the appropriate Department, follow up
with the citizen directly or provide information back to the Council Member,
whichever is preferred.
6.14 Handling of Litigation/Confidential Information
Council Members shall keep all written materials and verbal information
provided to them on matters that are confidential in complete confidence
to ensure that the City’s position is not compromised. No disclosure or
mention of information in these materials shall be made to anyone other
than Council Members, the City Attorney, or City Manager.
Council Members may not disclose information obtained in closed session
unless authorized by a majority vote of the Council, or as otherwise required
by law.
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6.15 Legislative Communications at the Request of City Affiliated
Organizations
From time to time, the City is asked by the League of California Cities or
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, the matter shall be placed on the agenda and acted upon at the
next regularly scheduled City Council meeting. When a request is received
necessitating a more timely response in that action is required prior to the
next regularly scheduled City Council meeting, 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, if any, taken by the City. A copy of the communication shall
be provided to the City Council and reported on as an informational item
under City Manager Communications or Council Communications at the next
regularly scheduled City Council meeting.
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APPENDIX
Reference Table of Amendments
DATE DESCRIPTION ACTION
10/28/2022
Addition of Community Service Grant Program Committee to
Section 5.2
City Council
Direction
10/25/2022
08/13/2024 Adoption of a City Seal, City Logo, and Police Badge Policy
(Exhibit I) Resolution No. ___
08/13/2024 City Council adopted City Council Handbook Update
Resolution No. ___
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EXHIBIT A: Expanded Description of City Departments
The following is a short description of the services of each of the City’s departments.
City Manager
The City Manager serves at the will of the City Council and is responsible for providing them
with policy recommendations, staff support and implementing their directions and decisions.
The City Manager is responsible for overseeing day to day operations of the City and appoints
professionals to direct departments responsible for a wide variety of services provided to the
community. The City Manager is responsible for overall direction and coordination of the City
organization to provide services and projects in an efficient manner. The City Manager
coordinates with community organizations and individuals to ensure the City is responsive to
the community’s needs and concerns.
The City Manager is committed to providing leadership to the organization that promotes
professionalism, responsiveness to the community, and decision making focused on
addressing both current and future needs. The City Manager is dedicated to addressing
financial challenges in a prudent and responsible manner, while maintaining crit ical services
the community depends upon and protecting the community’s heritage, natural resources
and quality of life.
The City’s Human Resources Officer reports directly to the City Manager. Human Resources
includes ensuring compliance with State and Federal employment-related laws and
regulations, participating in collective bargaining with employee unions and administering
union contracts, Risk Management, Recruitment, Employee Development, Performance
Management, administering benefits and worker safety, as well as administering job
classifications and compensation plans.
City Attorney
The City Council appoints a city attorney to whom it turns to for legal advice. He/she attends
Council meetings to advise on points of the law and to ensure that all proper procedures are
maintained. The City Attorney also provides legal advice and represents the City Council, City
Manager, City departments and other City boards and commissions on legal matters. The
City Attorney is responsible for drafting ordinances, reviewing contracts and prosecuting
municipal code violations.
Administrative Services
The Administrative Services Department collects and disburses all City monies. It maintains
accounting records of all monetary transactions, involving cash receipts, accounts payable,
payroll, utility billing, and business licensing, and oversees the information technology
function of the City. The Department manages the prudent investment of currently idle City
funds. It also prepares the proposed biennial City budget, in conference with various City
department directors and key personnel and under the gen eral direction of the City Manager.
Following City Council adoption, the final budget is then prepared.
Legislative and Information Services (City Clerk)
The Legislative and Information Services Department is responsible for managing the
legislative history of the City; responding to requests for information and researching
legislative data for the public, staff, media, and the City Council; recording actio ns taken at
City Council meetings; preparing and distributing City Council meeting agenda packets;
coordinating official filings with the California Fair Political Practices Commission; updating
the City’s Conflict of Interest and Municipal Codes; maintaining official records and archives
of the City including ordinances, resolutions, contracts, agreements, deeds, insurance
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documents and minutes; and conducting elections for the City. The Legislative and
Information Services Department also is responsible for the City’s public information program
to include the City’s website, social media, mobile app, local government access channel, and
media relations.
Recreation Services
The Recreation Services Department is responsible for providing recreation and leisure
opportunities for residents and visitors of all ages. These programs are offered with the hope
that they not only meet the community's interests, but also inspire residents to try something
new. The Department offers adult and youth programs and classes, sport leagues, and special
events which are highlighted in a seasonal Activity Guide. The Recreation Services
Department manages scheduling and reservations for all recreational facilities, including
parks and barbeque areas, community centers, and athletic fields. The Department provides
staff assistance for the Arroyo Grande Tourism Business Improvement District Advisory
Board.
Community Development
The primary goal of the Community Development Department is to assist the community,
City Council, and Planning Commission in preparing for the City’s future growth and
development, as well as review current development plans for consistency with local
ordinances. The Department deals with transportation, housing, community facilities, public
safety, open space, design, and the use of land. Additionally, the Department oversees
economic development efforts to create an atmosphere conducive to the retention,
expansion, and creation of quality businesses, consistent with the community’s vision of
Arroyo Grande. This effort will result in maintaining and increasing the number of jobs and
enhancing the fiscal position of the City through increased business tax, sales, tax, and
property tax revenues. The building division
reviews project plans, issues permits, and provides inspection services for compliance of
California's building, fire, mechanical, electrical, plumbing, energy, and disabled access
codes, as well as city ordinances, for all new and existing buildings in the city. The Department
provides staff assistance for the Planning Commission, Architectural Review Committee,
Downtown Parking Advisory Board, and Community Service Grant Committee.
Public Works
The Public Works Department is responsible for maintaining all City infrastructure (streets,
parks, sports complex, city-owned buildings, water and sewer facilities) as well as
maintaining the City’s vehicle fleet and equipment. The capital improvement projects
manager administers the design, construction and inspection of all publicly funded capital
projects. The engineering division ensures all construction in the public right -of-way related
to land development entitlements comply with adopted codes and e ngineering standards.
Engineering is also responsible for all subdivision processing, approval of final subdivision
maps, accepting related offers of dedications and entering into agreements to complete
subdivision agreements. The Public Works Department also administers the City of Arroyo
Grande Community Tree Program including the administration of tree removal requests and
permits.
Police
The mission of the Police Department is to maintain the public peace, safeguard lives and
property, and to provide for a quality of life whereby those persons within the City have a
sense of security and freedom in their daily activities. To accomplish this, the Department
provides a wide variety of public safety-related services. These services are provided through
the program areas: Uniformed patrol, traffic management, investigations, crime prevention,
delinquency prevention, records management, communications, and disaster management.
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Five Cities Fire Authority
Pursuant to the Joint Exercise of Powers Agreement (JPA) creating the Five Cities Fire
Authority (FCFA), the FCFA serves the City of Arroyo Grande to provide its citizens with fire
protection and other emergency services. The fire chief is overseen by the Management
Committee which is made up of the current City Manager of each Member Agency of the JPA
(currently the two member agencies are the City of Arroyo Grande and the City of Grover
Beach). The Fire Prevention Division assists in the elimination of fire hazards through the
inspection of commercial, residential, and industrial areas. The Fire Division is also
responsible for the fire protection requirements on new subdivisions and occupancies.
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EXHIBIT B: Travel Policy
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EXHIBIT C: Ethical Standards Policy
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EXHIBIT D: Conflict of Interest Code
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EXHIBIT E – BEST PRACTICES OF CIVILITY AND CIVIL DISCOURSE
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EXHIBIT F – FLAG DISPLAY POLICY
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EXHIBIT G – DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
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EXHIBIT H – CITY COUNCIL DISTRICTS
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EXHIBIT I – CITY SEAL, CITY LOGO, AND POLICE BADGE POLICY
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DESIGNATING THE CITY SEAL, CITY
LOGO, AND POLICE BADGE AS OFFICIAL SYMBOLS OF
THE CITY OF ARROYO GRANDE
WHEREAS, the City of Arroyo Grande does not currently have a policy specifically designating
the City Seal, City Logo, and Police Badge as official symbols; and
WHEREAS, the City Council desires to establish a City Seal, City Logo, and Police Badge use
policy that provides guidance and standards for use of the symbols; and
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande that:
1. The City Council finds and declares as follows:
A. It is in the public interest to establish a policy guiding the appearance of the City Seal
and distinctive devices, including badges, incorporating the City Seal. The City Seal
is a symbol of the authority and jurisdiction of the City, and as such, is a valuable
asset of the City and its citizens;
B. The City Seal should only be used when conducting official City business as
unauthorized use of the City Seal may mislead the public; and
C. The most appropriate method of implementing such a policy is to adopt this resolution
and authorize the City Manager to implement the provisions specified within this
resolution.
2. Definitions. Unless the contrary is stated or clearly appears from the context, the following
definitions will govern the construction of the words and phrases used in this resolution:
A. “City Seal” means the current Seal, any and all prior versions of the City’s Seal, or
any graphic representation that simulates, approximates or resembles the City’s Seal
and contains the City’s name. The image of the City Seal is substantially the same
as the form shown in Exhibit A and incorporated by this reference.
B. “City Logo” means the official logo of the City of Arroyo Grande that is displayed
on City documents, stationary, uniforms, and monument signs, the image of which
is substantially the same as shown on Exhibit B and incorporated by this
reference.
C. “Police Badge” means the distinctive device worn as a sign of membership in and
authority of the Arroyo Grande Police Department. The Police Badge identifies the
wearer as an Arroyo Grande Police Officer. The image of the Police Badge is
substantially the same as the form shown on Exhibit C, and incorporated by this
reference.
DRAFT
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3. City Seal, City Logo, and Police Badge Designated Official Symbols.
A. The City Seal is designated the official seal of the City of Arroyo Grande.
B. The City Logo is designated the official logo of the City of Arroyo Grande.
C. The Police Badge is designated the official badge of the Arroyo Grande Police
Department.
SECTION 4: Alteration of City Seal, City Logo, and Police Badge. The City Seal, City Logo, and
Police Badge cannot be altered unless such alterations are approved by resolution of the City
Council.
SECTION 5: Prohibition. No person can make, reproduce, manufacture, display or use the City
Seal or City Logo or Police Badge, or their design, or any design so closely resembling the same
as to deceive or be reasonably mistaken for the City Seal or City Logo, for any purpose other
than for official City business, a City-sponsored event or publication, or a City-endorsed event or
publication, without the approval of the City Council.
SECTION 6: Authorization. The City Manager or their designee is broadly authorized to
promulgate administrative policies and procedures to implement the purpose and direction set
forth in this Resolution that the City Seal, City Logo, and Police Badge be used only for official
and authorized purposes.
SECTION 7: This Resolution will become effective immediately upon adoption and will remain
effective unless superseded or repealed.
SECTION 8: The City Clerk will certify to the passage and adoption of this Resolution; will enter
the same in the book of original Resolutions of said City; and will make a minute of the passage
and adoption thereof in the record of proceedings of the City Council of said City, in the minutes
of the meeting at which the same is passed and adopted.
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 13th day of August, 2024.
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___________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
___________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
____________________________________
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
____________________________________
ISAAC ROSEN, CITY ATTORNEY
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EXHIBIT A
CITY SEAL
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EXHIBIT B
CITY LOGO
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EXHIBIT C
POLICE BADGE
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