R 5236 RESOLUTION NO. 5236
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 Council directed staff to develop a
comprehensive City Council Handbook and appointed a Council Subcommittee
consisting of Mayor Pro Tern Ray Russom and Council Member Barneich to work with
staff in the development of the Handbook; and
WHEREAS, at its meeting on April 10, 2018, the Council adopted a Resolution
approving a City Council Handbook to include Council's existing policies and other
relevant statutory requirements and regulations governing the responsibilities of the
Council; and
WHEREAS, staff has reviewed the Handbook and identified the need for some clean-
up language as well as content that reflects Council-adopted policies and direction that
occurred since the adoption of the 2018 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.
2. The City Council Handbook may be amended administratively by the City Clerk's
Office in order to remain current with Federal, State, and local law and specific
direction of the City Council.
RESOLUTION NO. 5236
PAGE 2
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 supercedes any previous version
of the Handbook.
5. This Resolution shall take effect immediately upon its adoption.
On motion of Council Member Barneich, seconded by Council Member Storton, and by
the following roll call vote, to wit:
AYES: Council Members Barneich, Storton, Paulding, George, and Mayor Ray Russom
NOES: None
ABSENT: None
The foregoing Resolution was approved this 25th day of October, 2022.
RESOLUTION NO. 5c3(p
PAGE 3
CAREN RAVUSSOM, MAYOR
ATTEST:
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SICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
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WHITNEY I DONALD, CITY MANAGER
APPROVED AS TO FORM:
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TIMOTHY . CARMEL, ITY ATTORNEY
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Adopted by the City Council:
October 25, 2022, Resolution Na.
THIS PAGE LEFT INTENTIONALLY BLANK
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 Tern 8
2.4 Meeting Duties of Mayor and Mayor Pro Tern 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 The Brown Act 13
3.8 Political Reform Act 13
4. CONDUCTING CITY COUNCIL BUSINESS 15
4.1 Meetings 15
4.2 Attendance / Quorum 16
4.3 Best Practices of Civility and Civil Discourse 16
4.4 Agendas 17
4.5 Agenda Order 18
4.6 Meeting Procedures 18
4.7 Addressing the City Council 19
4.8 Council Member Requests and Questions 19
4.9 Disturbance of City Council Meetings 20
4.10 Council Action Items 20
4.11 Process for City Council Appeal of Planning Commission Decisions 21
4.12 Televised and Webstreamed Meeting Coverage 22
4.13 Flag Display Policy 22
5. COMMISSIONS/COMMITTEES/BOARDS 22
5.1 City Commissions, Committees and Boards 23
5.2 Appointment 23
5.3 Removal 24
5.4 City of Arroyo Grande Commissioners Handbook 24
5.5 Appointment of Council Members to Various Local and Regional Boards,
Commissions and Committees 25
5.6 Criteria and Process for Council Representatives Seeking Council Direction or
Input on Items Being Considered by Regional or Local Boards and Committees 25
5.7 Appointment of Primary Voting Delegate and Alternate to National League of Cities
and/or League of California Cities Annual Conferences 26
6. COMMUNICATIONS 27
6.1 General Communication 27
6.2 Processing and Delivering of City Council Mail 27
6.3 Written Correspondence 27
6.4 Use of City Seal and City Logo 28
6.5 Speaking Engagements 28
6.6 Media Relations 28
6.7 City Council Protocol Regarding Communications with Project Applicants 28
6.8 Access to Communications/Technology Systems 29
6.9 Electronic Communications Prohibited during Meetings 29
6.10 Electronic Communications Using City-Issued and Personal Devices 30
6.11 Communications with Staff 31
6.12 Complaints Regarding Performance of Staff 31
6.13 Citizen Inquiries 31
6.14 Handling of Litigation/Confidential Information 31
6.15 Legislative Communications at the Request of City Affiliated Organizations 32
APPENDIX: Reference Table of Amendments 33
EXHIBIT A: Expanded Description of City Departments 34
EXHIBIT B: Travel Policy 36
EXHIBIT C: Ethical Standards Policy 45
EXHIBIT D: Conflict of Interest Code 49
EXHIBIT E: Best Practices of Civility and Civility Discourse 52
EXHIBIT F: Display of Flags Policy 55
EXHIBIT G: Diversity, Equity, Inclusion and Justice Policy 61
EXHIBIT H: City Council Districts 66
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CITY COUNCIL HANDBOOK
PAGE 6
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.
1.1 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.
CITY COUNCIL HANDBOOK
PAGE 7
1.2 City Organization Chart
City of Arroyo Grande
Organizational Chart
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Expanded Department Descriptions provided in Exhibit A
1.3 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.
1.4 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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PAGE 8
1.5 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 Tern
The City Council appoints a Council Member as Mayor Pro Tern to serve the
duties of Mayor in his/her absence.
The Mayor Pro Tern shall serve a term of one year.
The appointment of the Mayor Pro Tern 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 Tern. City Council Members become eligible to serve
CITY COUNCIL HANDBOOK
PAGE 9
as Mayor Pro Tern after serving on the City Council for a period of one year.
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 Tern
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 Tern, 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 member 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 Dinner
g. Harvest Festival Parade
h. Village Holiday Parade
i. Arroyo Grande Police Department Santa Cop Program
j. Annual Employee Recognition 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,
CITY COUNCIL HANDBOOK
PAGE 11
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 constructive 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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PAGE 12
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.
I. 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.
CITY COUNCIL HANDBOOK
PAGE 13
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 openness.
k. Immediately communicate to the City Manager any items that are
perceived not to be handled in accord with these expectations.
I. 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 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
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.
3.8 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.
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PAGE 14
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 been 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.
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
CITY COUNCIL HANDBOOK
PAGE 15
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 voting 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 interpretations 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 commission
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
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.
3
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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.
Agency Meetings (Successor Agency)
The City Council also sits as Board Members of the Successor Agency to the
Dissolved Arroyo Grande Redevelopment Agency and shall meet occasionally
to conduct business. The Mayor shall serve as Chairperson and the Mayor Pro
Tern shall serve as the Vice Chairperson. There is no additional compensation
for serving in these capacities.
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 Tern, 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.
4.3 Best Practices of Civility and Civil Discourse
In order to ensure civility and civil discourse in all of its meetings, the City
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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 appointed 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,
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
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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.orq.
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)
Community Comments and Suggestions
Consent Agenda
Public Hearings
Old Business
New Business
Council Communications
Closed Session
Adjournment
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,
the vote shall be by roll call. vVotes 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
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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.
I. 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 Addressing the City Council
Each person desiring to address the Council shall proceed to the speaker's
stand upon invitation by the Mayor. Speakers shall be asked to voluntarily
state their name for the record, but speakers will not be required to state
their name as a condition of attendance or participation. Unless further time
is granted by the Mayor, (unless overruled by a majority vote of the Council),
the speaker shall limit his/her remarks to three (3) minutes unless special
circumstances exist. All remarks shall be pertinent to the subject at hand.
All remarks must be addressed to the Council as a whole and not to any
Member individually. No questions shall be asked of a Council Member or
member of City staff without the permission of the Mayor.
In order to avoid repetitious presentations and delay in the business of the
Council, whenever any group of persons wishes to address the Council on the
same subject matter, it shall be proper for the Mayor to request a
spokesperson be chosen by the group to represent its position. The Mayor
may, in his or her discretion, grant additional time for a speaker that has
been recognized or designated by a group to present comments on their
behalf.
After a motion has been made and seconded, or a public hearing has been
closed, no member of the public shall address the Council from the audience
on the matter under consideration without first securing permission to do so
from the Mayor or a majority vote of the Council.
4.8 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 at least one other Council Member.
b. Proper action will then be taken by staff.
4.9 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)
4.10 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 an abbreviated
summary of action, impact on financial and personnel resources,
recommended action, 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 Resolution.
Resolutions are generally effective on the date of adoption.
Agreements/Contracts
Municipal government enters 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 action 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.arrovogrande.org.
4.11 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.
4.12 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 contractor'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 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.
4.13 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 of City business.
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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.
5.1 City Commissions, Committees and Boards
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").
5.2 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
With exception to the TBID Board, where members are appointed by the full
Council, 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. The exception
to this process is the TBID Board, which consists of a minimum of three (3)
and a maximum of nine (9) members appointed by the City Council. Vacancies
on the TBID Board are administered by the South County Chambers of
Commerce (Chamber), in coordination with City staff, and applicants are
recommended to the Council for appointment by the Chamber. 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. Two-thirds of
appointees to the TBID Board shall be owners of lodging businesses within
the Arroyo Grande Tourism Business Improvement District or others with
knowledge of tourism and/or the lodging industry.
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
submit a new application (terms are not automatically renewed), and
the City Clerk will notify said Commission/Board/Committee members with
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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 conflict 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.
5.3 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/Committee.
c. The person no longer meets the eligibility requirements.
d. The person fails to attend three (3) consecutive 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.
5.4 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 general purpose and duties of each commission.
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5.5 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
• Brisco/Halcyon Interchange Subcommittee
• California Joint Powers Insurance Authority (CJPIA)
• Central Coast Blue Regional Recycled Water Authority Board
• 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 Board of Directors
• Homeless Services Oversight Council (HSOC) Board
• Integrated Waste Management Authority Board (IWMA)
• REACH SLO Advisory Commission
• South County Chambers of Commerce Arroyo Grande Business Meeting
• 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.
5.6 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 $10,000.
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."
5.7 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.
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6. COMMUNICATIONS
6.1 General Communication
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 receive a large volume of mail and other 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 Section 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
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are free to prepare correspondence on such issues as private citizens, City
letterhead, official Council title, and staff support should not be utilized. In
addition, City letterhead and staff support cannot be utilized for any personal
or political purposes.
Council members are often asked to prepare letters of recommendation for
students and others seeking employment or appointment. It is appropriate for
individual Council members to utilize City letterhead and their Council titles for
such letters.
All Council member correspondence using City 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 and City Logo
The seal and logo 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 and logo 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.
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 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.
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a. When meeting with a project applicant, a council member should state
that they represent one vote on the City Council and any statements
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
CITY COUNCIL HANDBOOK
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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
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 business 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.
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c. Consider the appropriate platform for all work-related communications.
As always, a good rule of thumb before hitting "send" is to consider how
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.
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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.
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.
CITY COUNCIL HANDBOOK
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APPENDIX
Reference Table of Amendments
DATE DESCRIPTION ACTION
10/25/2022 City Council adopted City Council Handbook Update Resolution No. _
09/27/2022 Biennial update of City Conflict of Interest Code Resolution No.
(Exhibit D) 5223
05/25/2021 Adoption of a Flag Display Policy(Exhibit F) Resolution No. 5083
01/11/2022 Adoption of a Diversity, Equity, Inclusion, and Justice Policy Resolution No. 5142
(Exhibit G)
4/12/2022 Adoption of Ordinance Establishing By-District Elections Ordinance No. 713
(Exhibit H)
CITY COUNCIL HANDBOOK
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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's Human
Resources Officer reports directly to the City Manager.
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 critical services
the community depends upon and protecting the community's heritage, natural resources
and quality of life.
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 general 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 actions 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
documents and minutes; and conducting elections for the City. The Legislative and
Information Services Department also is responsible for the City's website, social media, and
local government access channel.
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
CITY COUNCIL HANDBOOK
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new. The Department offers adult and youth programs and classes, sport leagues, childcare
programs, 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.
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 engineering division ensures all construction in the public right-
of-way related to land development entitlements comply with adopted codes and engineering
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 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 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.
Five Cities Fire Authority
Pursuant to the Joint Exercise of Powers Agreement 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 Prevention Division assists in the elimination of fire
hazards through inspection of commercial, residential, and industrial areas. The Fire Division
is also responsible for the fire protection requirements on new subdivisions and occupancies.
CITY COUNCIL HANDBOOK
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EXHIBIT B: Travel Policy
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES
POLICY#: A-012 SUBJECT: TRAVEL
ISSUED: 11/24/15
EFFECTIVE: 12/1/15
CANCELLATION DATE: N/A
SUPERSEDES: 12/1/08
POUCY:
It is the City's policy to authorize City employees and officials for travel outside the City In
order to participate in regional meetings,training and conference activities for professional
development and to represent the City's interests. However, it is the City's policy to
_. manage travel expenses In an efficient manner and to limit such expenses to matters that
are necessary and provide a direct benefit to the City. The City shall reimburse travel
expenses directly related to travel on approved City business. All costs incurred for travel-
related expenses are subject to budgeted amounts and this policy is applicable to all City
employees, elected officials and appointed officials. Travel expense reimbursements are
tax-free, provided IRS regulations are followed as described below. Employees traveling
on City business are representing the City and are expected to conduct themselves in the
same manner as they would while at work. Violation of the travel policy and procedures
will be investigated and may result In disciplinary action and/or possible denial of future
travel requests.
Authorized expenditures of City funds for the purpose of this policy includes items paid
directly by the City to applicable vendors, paid via City credit card, advanced to the
employee,or reimbursed to the employee after travel is completed.
PROCEDURE:
1. Authorized Travel •
City funds, equipment, supplies, titles and staff time must only be used for
authorized City business. Expenses incurred in connection with the following types
of activities generally constitute authorized expenses, as long as the other
requirements of this policy are met:
A. Communicating with representatives of regional, state and national
government on City adopted policy positions;
B. Attending educational seminars designed to improve skill and information
levels;
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POLICY 0: A-012
TRAVEL
PAGE 2
C. A conference or organized educational activity relating to topics important to
City policy and operations;
D. Attending meetings Involving activities and/or decisions Important to the City's
interests;
E. Preparing research for City projects and/or Implementing City approved
strategies.
2. Authorization and Cash Advances
A. Travel on City business shall be claimed on an itemized basis. Employees
and officials attending a conference, training or out of town meeting shall
itemize all daily expenses. In general, expenses should be charged to the
City credit card. Funds can be advanced. However,the employee or official
must itemize all expenses and may be eligible for additional reimbursement
or need to refund some of the cash advance to the City. Receipts should be
kept and submitted on all expenses, except for P.O.S.T. meal and Incidental
per diem as described below.
B. Whenever possible, conference and training should be specified during the
budget process.
C. On all travel on City business that exceeds$200 or involves a cash advance,
regardless of whether it is a one-day conference or involves overnight travel,
a Travel Request and Expense Report form(Exhibit A)must be submitted.
Travel authorizations should detail all expenses associated with a trip. This
would include, but not be limited to, meals, lodging, registration fees, air
fare/mileage reimbursement,and estimated car rental.
Travel authorizations and accompanying Travel Request and Expense Form
require approval of the Department Director or his/her designee.
Out-of-state travel or travel that exceeds the Department's budget allocation
for travel must be approved by the City Manager. -
Travel authorizations and accompanying Travel Request and Expense Form
for Department Directors require approval of the City Manager or his/her
designee. Travel authorizations for the City Manager require approval of the
Mayor or his/her designee.
D. Travel authorizations should be submitted a minimum of 10 business days
prior to the scheduled travel for approval and within 10 business days
following the travel for reimbursement.
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POLICY 0: A-012
TRAVEL
PAGE 3
E. If a receipt Is lost, a Travel Substitute Receipt Form (Exhibit B) may be
submitted in its place.
F. All individuals traveling on City business who are not City employees (i.e.,
Planning Commission,Traffic Commission),where the total cost of the travel
exceeds $100, must have the prior approval of the City Council. In cases
where prior approval at a Council meeting is not possible due to a last-minute
necessity, the City Manager will make the determination and inform the City
Council at the earliest opportunity.
G. Police Department personnel attending P.O.S.T. training courses will be
allocated the per diem rate currently approved by P.O.S.T. for meals and
incidental expenses.
3. Reimbursable Expenditures
1 1
A. Registration
The City shall pay for or reimburse primary registration costs for authorized
training and conferences. The City shall not reimburse costs for additional
optional social and entertainment conference activities offered. The City shall
not reimburse conference registration costs for family and friends
accompanying the employee or official.
B. Transportation
1. Air travel shall be reimbursed at the lowest reasonable coach rate
available. Tickets should be purchased through the Enhanced Local
Government Airfare Program whenever possible as long as they
represent the lowest rate available at the time. This program entitles
member agencies to reduced airfares through the State of California
YCAL rating agreement and also provides rental car and hotel
reservations.
2. In cases where air travel would be the normal means of transportation
on City business, an employee or official may drive one's personal
vehicle with the permission of the Department Director. Costs shall be
reimbursed at the City Council established per mile rate. In no case
shall the cost of mileage exceed the cost of coach air travel to the
conference or training.
3. Employees that receive auto allowance shall only be eligible for
mileage reimbursement for travel to destinations outside a fifty (50)
mile radius of the City.
4. An employee may leave from home for a meeting,conference,training
session, etc. However, the mileage reimbursement for travel from
CITY COUNCIL HANDBOOK
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POLICY#: A-012
TRAVEL •
PAGE 4
home to the conference,etc.,shall not exceed what would normally be
the mileage reimbursement for travel from employee's work site to the
conference.
5. Use of City vehicles may be authorized for travel on City business
outside the local area when this method of transportation can be
demonstrated as the most economical means available. There shall
be no reimbursement for transportation when a City-owned vehicle is
used. Any out-of-pocket expenses Incurred In operating the vehicle,
such as gasoline,shall be reimbursed if receipts are provided.
6. Rental vehicles shall be utilized for travel if rental fees and actual
projected gasoline costs are determined to be less than the projected
mileage reimbursement to utilize a personal vehicle. Any out-0f--pocket
expenses incurred In operating the vehicle,such as gasoline, shall be
• reimbursed if receipts are provided.
7. Carpooling is encouraged when more than one employee or official are
attending the same event or activity.
8. Rental rates that are equal or less than those available through the
State of California's website (www.catravelsmart.com/default.htm)
shall be considered the most economical and reasonable for purposes
of reimbursement under this policy. The most economical car make
and models sufficient to meet the needs of the travel shall be utilized,
subject to vendor availability.
9. Taxi, bus and shuttle fares may be reimbursed, including a 10%
gratuity per fare when applicable,when the cost of such fares is equal
or less than the cost of car rentals,gasoline and parking combined,or
when such transportation is necessary for time efficiency.
C. Lodging
1. Lodging expenses at the single room rate will be reimbursed or paid
for when travel on official City business reasonably requires an
overnight stay.
2. If such lodging is in connection with a conference,•lodging expenses
shall not exceed the group rate published by the conference sponsor if
such rates are available at the time of booking.
3. Employees and officials shall request government rates when
available.
4. Gratuities of$1 per night for hotel maids shall be reimbursed and $1
per bag for bellhops when necessary.
{
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POLICY*: A-012
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PAGE 5
5. Lodging incidental costs that are not listed as reimbursable expenses
in this policy shall not be reimbursed.
D. Meals
1. Meals shall be paid or reimbursed at actual cost not to exceed the U.S.
Government Per Diem Schedule for the specific geographic area, as
stated on the U.S. General Services Administration web site
(www.gsa.gov),which shall Include tax and a 15%to 20% gratuity, as
appropriate.
2. To determine the maximum reimbursement amount for daily meals,
access www.gsa.aov and take the following steps:
a. Access the per diem rates table
b. Identify the Meals&Incidental Expense(M&IE)rate for the area
where the travel will take place.
c. Access the M & IE table and apply the M&IE rate to determine
the daily limit for meals by adding the amounts for all meals
identified.
d. If meals are provided by the event or hotel and consumed by
the employee or official, the amount identified in the M & IE
table for that meal shall be deducted from the allowable
reimbursement amount Employees and officials are
encouraged to take advantage of meals provided unless
infeasible due to times or business necessity. To determine the
amount to be deducted from the daily limit for a specific meal,
access M & IE table and apply the M&IE rate to identify the
specific limit for each meal.
e. Per diem amounts provided for each eligible meal required
during authorized travel will be considered full compensation for
those meals.
3 Meals for meetings or travel within the local area will be paid or
reimbursed at the Department Director's discretion.
E. Parking
1. Parking fees shall be reimbursed at the actual cost, including a $2
gratuity for valet parking when necessary.
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POLICY#: A-012
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PAGE 6
2. Parking fees at hotels and conference sites will be predetermined
whenever possible and included in the employee's travel expenses.
When parking costs cannot be predetermined, employees will be
reimbursed for any required parking fees.
3. Long-term parking shall be used for any airport parking for travel
exceeding 24 hours.
F. Communications
1. Employees and officials shall be reimbursed for actual telephone, fax
and intemet access occurred on City business.
2. Telephone bills should identify which calls were made on City
business.
3. Staff needing Internet access for City related business while on City
travel and/or training may purchase high speed intemet access from
the employee's place of lodging if available at the City's expense.
Determination of the need for intemet access shall require approval of
the Department Director. Internet access paid for by the City shall be
subject to the provisions of the City's Information Systems Policy (A-
018).
4. Non-Authorized Expenditures
a. Alcohol and personal bar expenses are not authorized unless pre-approved
by the City Manager.
b. Personal expenses such as in-room movies or games are not authorized
expenditures.
c. Excess baggage charges are generally not eligible for reimbursement If the
airline charges for all checked baggage, the City will cover the cost for one
checked bag only, unless pre-approved by the City Manager.
d. Laundry and Dry Cleaning services are generally not reimbursable.
e. Rental car options such as GPS devices are not a reimbursable expenditure
unless pre-approved by the City Manager.
f. Expenses for which City employees or officials receive reimbursement from
another agency are not reimbursable.
g. No costs associated with family members and friends accompanying an
employee or official shall be reimbursed.
h. The City shall not be responsible for or reimburse any additional costs related
to the extension of stay beyond the time necessary to complete the approved
conference,trainings,conventions or other functions.
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POLICY 0: A-012
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5. IRS Guidelines
a. Payment for travel related expenses is not considered compensation for tax
purposes under IRS regulations, provided reimbursement requests are
submitted and approved within the timelines in this policy. However,should a
request be submitted and approved more than sixty (80) days after being
incurred, the reimbursement will be considered compensation for tax
purposes.
B. Travel Time
For non-exempt (hourly) travelers, required travel time to the event on workdays
during normal working hours will be counted as time worked. Generally, travel time
to the event on City business Is limited to the actual dates of a function plus
reasonable travel time not to exceed a maximum of twenty-four (24) hours before
and/or after the function.
No overtime will be provided for travel time to the event, other than that mandated
, by the Federal Fair Labor Standards Act CFLSA) requirements and/or approved
Memorandums of Understanding (MOU). Departments must be aware of the FLSA
and MOU requirements when arranging for travel for all non-exempt (hourly)
travelers. Travel-related overtime in connection with travel on City business requires
authorization from the Supervisor.
Upon prior approval by the Department Director,the employee may stay beyond the
time required for business purposes. Such time must be charged to an available
leave balance such as vacation, personal leave, or compensatory time for the
individual traveler. The City will not be responsible for any additional costs
associated with extended travel.
7. Follow-Up
Council Members shall make an oral report on the meeting or conference during
Council Communications as appropriate. Written reports of the highlights of a
conference or training program may also be required for employees at the discretion
of the City Manager or applicable Department Director, particularly when other
individuals In the organization could benefit from such information.
8. Audits of Expense Reports
All expenses are subject to verification of compliance with this policy.
9. Exceptions
Questions or interpretation of exceptions to the above must be clarified and/or
approved by the City Manager In advance of the proposed travel.
/s/Dianne Thompson
Dianne Thompson
City Manager
CITY COUNCIL HANDBOOK
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CITY OF ARROYO GRANDE
TRAVEL REQUEST AND EXPENSE REPORT EXHIBIT A
FORM"T"FOR TRAVEL POLICY A-012
Part I -TRAVEL REQUEST
INSTRUCTIONS: Prior to travel,prepare Part I, list checks to be issued,obtain required approvals
and submit to the Administrative Services Department(Accounts Payable).
Name&Title of Requester
Date of Request Date of Trip
Conference or Meeting Estimated Cost of Trip
Location Account Number
Was travel included in Department Budget? Yes No
Advance Payments Requested:
Date Requested Payable To: Amount
}
Total Requested:
Signature of Requester Department Director Approval City Manager Approval(if req'd)
PART II-EXPENSE REPORT
INSTRUCTIONS: Following travel,complete Part II and submit to the Administrative
Services Department with receipts,printout of U.S.Government per diem
meal schedule for the location of travel,and any balance due to the City If
applicable.
Final Costs Amount
Registration Fees
Transportation
Lodging(room charges&taxes only)
Meals
Garage/Parking
Communications
Gratuities
Other(please Itemize)
Total Expenses $ -
Less Total Advanced/Paid by City Credit Card
Balance Due to:Traveler/(City) $ -
I HEREBY CERTIFY THAT THIS ISA TRUE AND CORRECT STATEMENT OF MY EXPENDITURES
Employee Department Director Approval City Manager Approval(d req'd)
Audited By Date Check or Receipt No.
CITY COUNCIL HANDBOOK
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CIT„OF EXHIBIT B
POLICY A-012
CITY OF ARROYO GRANDE
TRAVEL SUBSTITUTE RECEIPT FORM
INSTRUCTIONS: If a receipt for eligible travel reimbursement expenses is lost,complete the
following and submit with itemized expenses along with Travel Request and Expense Report.
1. Name&Title
2. Date of Request �3. Date of Expense
4. Amount of Expense
5. Description of Expense
6. Name of Business
7. Location of Business
8. Reason Why Receipt is Not Available
Signature of Requester
Department Director Approval
City Manager Approval
CITY COUNCIL HANDBOOK
PAGE 45
EXHIBIT C: Ethical Standards Policy
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE
POLICY#: A-030 SUBJECT: ETHICAL STANDARDS
ISSUED: 10/1/06
EFFECTIVE: 10/1/06
CANCELLATION DATE: N/A
SUPERSEDES: New
POLICY:
It shall be the City's policy to have fair,ethical and accountable local government,which
has earned the public's confidence for its integrity. To do this requires that public
officials be independent,impartial and responsible in their judgement and actions to the
people. City employees are also in a position of public trust and have an obligation to
do their jobs in the spirit of public service. As such, it is the City's policy that City
officials and employees conduct themselves in an ethical manner, both on and off the
job,and in a manner that does not present the appearance of a conflict of interest.
PROCEDURE:
A. Act in the Public Interest
• Recognizing that stewardship of the public interest be their primary concern,
officials and employees shall work for the common good of the people of Arroyo
Grande and not for any private or personal political or financial business interest.
Officials and employees shall assure fair and equal treatment of all persons,
claims and transactions.
B. Comply with the Law
Officials and employees shall comply with all federal, state and local laws in the
performance of their duties. These laws Include, but are not limited to, the
Constitutions of the United States of America and State of California;the City of
Arroyo Grande Municipal Code; laws pertaining to conflicts of interest, election
campaigns, financial disclosures, employer responsibilities, and open processes
of government;and other City resolutions and policies.
C. Personal Conduct
The conduct of officials and employees must be above reproach and avoid the
appearance of any impropriety. Officials and employees shall refrain from
abusive conduct, personal charges or verbal attacks upon the character or
motives of other officials,employees or the public. Officials and employees shall
conduct their official and private affairs so as not to give the impression that they
CITY COUNCIL HANDBOOK
PAGE 46
POLICY#:A-030
ETHICAL STANDARDS
PAGE 2
can be improperly influenced in the performance of their duties. Officials and
employees will make impartial decisions, free of bribes, unlawful gifts, narrow
political interests and be truthful in what they say and do.
D. Use of Public Resources
Officials and employees shall not use public resources that are not available to
the public in general for private gain or personal purposes. Officials and
employees shall use their titles and City letterhead for official City business
related purposes only.
E. Respect for Established Processes and Procedures
Officials and employees shall perform their duties in accordance with the
processes and rules of order established by the City Council, City Manager and
boards and commissions governing the deliberation of public policy issues,
meaningful involvement of the public, and implementation of policy decisions of
the City Council by City staff.
F. Conduct of Public Meetings
Officials and employees shall prepare themselves for public issues, listen
• courteously and attentively to all public discussions,and focus on the business at
hand. They shall refrain from interrupting other speakers, making personal
comments not germane to the business of the body,or otherwise interfering with
the orderly conduct of meetings.
G. Decisions Based on Merit
Officials and employees shall base their decisions on the merits and substance
of the matter at hand rather than on unrelated considerations.
H. Conflict of interest
To assure independence and impartiality on behalf of the common good,officials
and employees shall not use their official positions to influence government
decisions in which they have a material financial interest or where they have an
organizational responsibility or personal relationship that may give the
appearance of a conflict of interest. In accordance with the law, officials and
designated employees shall disclose investments, interests in real property,
sources of income, and gifts. They shall also abstain from participating in
deliberations and decision-making where conflicts may exist. However,this does
not preclude the right of any individual to participate in deliberations as a member
of the general public.
Gifts and Favors
Officials and employeesshall not take any special advantage of services or
opportunities for personal gain by virtue of their public office that are not available
CITY COUNCIL HANDBOOK
PAGE 47
POLICY#:A-030
ETHICAL STANDARDS
PAGE 3
to the public in general. They shall refrain from accepting any gifts, favors or
promises of future benefits that might compromise their independence of
judgement or action or give the appearance of being compromised.
J. Confidentiality
Officials and• employees shall respect the confidentiality of information
concerning litigation, personnel, property,or other affairs of the City. They shall
• neither disclose confidential information without proper legal authorization, nor
use such information to advance their personal, financial or other private
interests.
K. Advocacy
Officials and employees shall represent official policies and positions of the City
to the best of their ability when designated for this purpose. When representing
individual opinions and positions, officials and employees shall explicitly state
they do not represent their body or the City of Arroyo Grande,nor will they allow
the inference that they do.
L. Roles of Officials and Employees
Officials and employees shall respect and adhere to the Council-Manager
structure of government as outlined in the City of Arroyo Grande Municipal Code.
In this structure,the City Council determines policies of the City with the advice,
Information and analysis provided by the public, boards and commissions, and
staff. Elected and appointed officials shall not interfere with the administrative
functions of the City or professional duties of City staff. City employees shall not
take actions that establish or conflict with policy decisions reserved for the City
Council's authority. In order to maintain the value of the independent advice of
boards and commissions, the City Council shall also refrain from using their
position to unduly influence the deliberations or outcomes of board and
commission proceedings.
M. -'ravel
To effectively conserve City resources, officials and employees shall dttempt to
use the most reasonable, economical and cost efficient means of travel related
expenditures when conducting City business for which the City may reimburse
them.
•
N. Positive Work Place Environment
Officials and employees shall support the maintenance of a positive and
constructive work place environment for City employees and for citizens and
businesses dealing with the City. Officials and employees shall be committed to
• the organization's value statements,which serve as the overall guideline to how
officials and employees treat each other and the customers the City serves.
CITY COUNCIL HANDBOOK
PAGE 48
POLICY#:A-030
ETHICAL STANDARDS
PAGE 4
O. Implementation
Officials and employees have the primary responsibility to assure that ethical
standards are understood and adhered to and that the public can continue to
have full confidence in the integrity of its government. Therefore, the following
measures shall be taken on an ongoing basis to inform and reinforce the ethical
standards of conduct described in this policy and procedure:
1. Ethical standards shall be included in the regular orientation for newly
elected and appointed officials, board members and commission
members,and employees.
2. Ethics training shall be required every two years for all elected officials,
board members and commissioners, and department directors. Training
shall be required every three years for all other City employees. Those
required to complete training shall have the option of attending and/or
participating in programs provided by:
a. League of California Cities
b. Central Coast Employment Relations Consortium
c. Institute for Local Government
d. State of California Department of Justice
e. Special training programs contracted directly by the City or
provided by the City Attorney
3. Each individual shall obtain and provide to the City Clerk a certificate of
completion.
4. The Mayor and chairs of boards and commissions have the responsibility
to intervene when actions of fellow officials appear to be in violation of the
City's Ethics Policy are brought to their attention. If the Mayor or
chairperson is the subject of the complaint, the Mayor Pro Tern or vice
chairperson shall be responsible. Employees may be subject to
disciplinary action when conduct does not comply with these ethical
standards. Employees are expected to secure the advice from their
department director or City Manager when in doubt about the meaning or
application of any conduct requirement applying to their specific situation.
Steven Adams
City Manager
CITY COUNCIL HANDBOOK
PAGE 49
EXHIBIT D: Conflict of Interest Code
CONFLICT OF INTEREST CODE
FOR THE CITY OF ARROYO GRANDE
The Political Reform Act, Government Code Section 81000, et seq., requires state
and local government agencies to adopt and promulgate conflict of interest codes.
The Fair Political Practices Commission has adopted a regulation, 2 California Code
of Regulations Section 18730, which contains the terms of a standard conflict of
interest code, which can be incorporated by reference in an agency's code. After
public notice and hearing,• it may be amended by the Fair Political Practices
Commission to conform to amendments in the Political Reform Act.
Therefore, the terms of Title 2 of the California Code of Regulations Section 18730
and any amendments to it duly adopted by the Fair Political Practices
Commission are hereby incorporated by reference, and along with the attached
appendices, Exhibit "A" and Exhibit "B", in which positions are designated and
disclosure categories are set forth, constitute the conflict of interest code of the City
of Arroyo Grande,which is considered the"agency"within the purview of this code.
Designated employees, committees, commissions, boards, and consultants shall file
statements of economic interests with the City Clerk of the City of Arroyo Grande,
who shall be and will perform the duties of filing officer for the City of Arroyo
Grande and who will make the statements available for public inspection and
reproduction (Gov. Code Section 81008). Upon receipt of the statements of those
positions designated in Government Code Section 87200 (members of the City Council
and Planning Commission, City Manager, City Attorney, and City Treasurer), the City
Clerk shall make and retain a copy and forward the original of these statements to
the Fair Political Practices Commission. Statements of all other designated
positions will be retained by the City Clerk in accordance with State law.
CITY COUNCIL HANDBOOK
PAGE 50
•
RESOLUTION NO. 5223
PAGE 5
EXHIBIT"A"
APPENDIX OF DESIGNATED POSITIONS
The following positions entail the making or participation in the making of decisions which may
foreseeably have a material effect on financial Interests:
Designated Position:2 Disclosure Category:
Management Analyst 1,3
Assistant City Manager/Public Works Director 1,2,3
Capital Improvement Project Manager 1,2,3
Utilities Manager 1,3
Public Works Manager 1,3
Public Works Supervisor 1,3
Director of Community Development 1,2,3
Planning Manager 1,2,3
Associate Planner 1,2,3
Assistant Planner 1,2,3
City Engineer 1,2,3
Senior Engineer 1,2,3
Associate Engineer 1,2,3
Assistant Engineer 1,2,3
Engineering Inspector 1,2,3
Building Official 1,2,3
Building and Fire Safety Inspector 1,2,3
Director of Legislative and Information Services/City Clerk 1,3
Information Technology Manager 1,3
Deputy City Clerk/Communications Coordinator 1,3
Police Chief 1,2,3
Police Commander 1,2,3
Director of Administrative Services 1,2,3
Accounting Manager 1,3
Human Resources Officer 1,3
Director of Recreation Services 1,2,3
Assistant City Attorney 1,2,3
Deputy City Attorney 1,2,3
Architectural Review Committee Member 1,2,3
Downtown Parking Advisory Board Member 1,2,3
Tourism Business Improvement District Board Member 1,2,3
Successor Agency Board Member 1,2,3
Consultants' Determined on case by case basis
Exempt Officials' 1,2,3
2 In the event that State law or regulations regarding the filing of Conflict of Interest Statements should be amended,this Exhibit
shall be changed to include the designated position and category of each official as required by said amendment.
'Consultants:An individual Is a consultant if the person serves In a staff capacity with the agency and in that capacity performs
the same or substantially all the same duties for the agency that would otherwise be performed by a person holding a position
specified or that should be specified in the City's Conflict of Interest Code. The City Manager and/or the City Attorney may
determine In writing that a particular consultant,although a"designated position",Is hired to perform a range of duties that are
limited in scope and thus is not required to fully comply with the disclosure requirements described herein. Such written
determination shall include a description of the consultant's duties and,based upon that description,a statement of the extent of
disclosure requirements.The City Manager's and/or the City Attorney's determination is a public record and shall be retained for
public inspection in the same manner and location as this Conflict of Interest Code.
' Exempt Officials include the Mayor, Members of the City Council, candidates for City offices, Members of the Planning
Commission, City Manager, City Attorney, and City Treasurer who are all otherwise required to file disclosure statements
pursuant to State Law.
CITY COUNCIL HANDBOOK
PAGE 51
RESOLUTION NO.5223
PAGE 6
EXHIBIT"B"
APPENDIX OF DISCLOSURE CATEGORIES
CATEGORIES OF DISCLOSURE FOR
DESIGNATED POSITIONS
The following shall be the categories of disclosure covered by this Policy:
1. Investments
California Fair Political Practices Committee("FPPC")Form 700,
Schedules A-1 and A-2
2. Interests in Real Property
FPPC Form 700, Schedule B
3. Income&Business Positions
FPPC Form 700,Schedule C,D,and E
The officials and employees covered by this policy shall each disclose the categories 1, 2, and 3 as
designated herein above set forth.
tiS
3
CITY COUNCIL HANDBOOK
PAGE 52
EXHIBIT E — BEST PRACTICES OF CIVILITY AND CIVIL DISCOURSE
RESOLUTION NO.4872
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AMENDING THE EXISTING PLEDGE TO
FOLLOW BEST PRACTICES OF CIVILITY AND CML
DISCOURSE IN ALL MEETINGS
WHEREAS, members of the City Council, Commissions, Committees, and Boards are
committed to building a civil political community in which each person is respected and spirted
public and political debate is aimed at the betterment of the City of Arroyo Grande and its
citizens and not the disparagement of those with whom we disagree;and
WHEREAS,the City Council pledges to promote the use of and adherence to the principles
of civility and civil discourse in conducting business with appointed and elected officials,staff,
and citizens;and
WHEREAS,the City Council desires to reaffirm the importance of civility and civil discourse
in the democratic process by incorporating a regional Code of Civility.
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Arroyo Grande,in
order to ensure civility and civil discourse in all of our meetings,we pledge our commitment
to the following best practices of civility and civil discourse:
a. To respect the right of all people to hold different opinions in all 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 accusations, and avoid distortion in all our meetings.
BE IT FURTHER RESOLVED that the City Council desires to reaffirm the importance of
civility and civil discourse by including a regional"Code of Civility",attached hereto as Exhibit
A and incorporated herein by reference.
BE IT FURTHER RESOLVED that this Resolution amends and supercedes Resolution No.
4685 adopted September 8,2015.
On motion by Mayor Hill,seconded by Council Member Harmon,and on the following roll call
vote,to wit:
AYES: Mayor Hill,Council Members Harmon, Brown, Barneich,and Ray
NOES: None
ABSENT: None
The foregoing Resolution was passed and adopted this 26'"day of June,2018.
CITY COUNCIL HANDBOOK
PAGE 53
RESOLUTION NO.grz
PAGE 2
i-
JJMc,LL,MAYOR
TTEST:
of' I /
KELLY •RE,CITY CLERK
APPROVED AS TO CONTENT:
JAMES Vomi. N,CITY MANAGER
APPROVED AS TO FORM:
HEAT ER WHIT ,CITY A EY
CITY COUNCIL HANDBOOK
PAGE 54
EXHIBIT A
CODE OF CIVILITY
A healthy democracy respects the people's right to debate issues with passion.A healthy democracy not
only tolerates disagreement but welcomes it in order to refine Ideas and create policies that benefit the
greater good.
The deterioration of civility across the country and within our community poses a threat to our
democracy and our civic well-being.This deterioration:
• Compromises the Integrity of a healthy,representative democracy
• Closes the door on depth of thought,reducing complex problems to harmful oversimplification
• Deters potential leaders from running for office or serving In government
• Poisons the civic well and discourages citizens from engaging on pressing community Issues
• Casts the spotlight on poor behavior rather than shining a light on possible solutions
• Sets a poor example for our children
We have crafted this Code of Civility as a promise to each other,and to the people and institutions we
serve, that we will always strive to conduct our debates - whether in person, online, or in written
communication - in ways that allow for the widest range of opinions on Ideas and policies,yet also
respect the dignity,Integrity and rights of those with whom we might disagree.With our Individual and
collective commitment to this code,we welcome our elected colleagues,the press and the public to hold
us accountable.
In our deliberations we pledge to:
Listen First
We will make an honest effort to understand views and reasoning of others by listening to understand,
not listening to find fault,allowing thoughtful discussion to lead to the best possible outcomes.
Respect Different Opinions
We will invite and consider different perspectives,allowing space for ideas to be expressed,opposed and
clarified in a constructive manner.
•
Be Courteous
We will treat all colleagues, staff and members of the public in a professional and courteous manner
whether In person,online,or in written communication,especially when we disagree.
Disagree Constructively
We strive to advance solutions to community Issues;when faced with disagreement,we do more than
simply shore our concerns with differing positions, we work to propose a course of action of mutual
benefit.
Debate the Policy Not the Person
We will focus on the issues,and not personalize debate or use other tactics that divert attention from the
issue.
CITY COUNCIL HANDBOOK
PAGE 55
EXHIBIT F — FLAG DISPLAY POLICY
RESOLUTION NO.5083
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A FLAG DISPLAY
POLICY
WHEREAS,the City of Arroyo Grande currently displays the United States Flag and the
State of California Flag at the Arroyo Grande City Hall; and
WHEREAS, the City of Arroyo Grande does not have a policy regarding the display of
flags;and
WHEREAS, the City Council desires to establish a policy thaprovides 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; and
VVHEREAG, in adopting this Policy, the City Council desires to reflect the dignity of the
flags flown at City-owned or City-maintained faoi|iheo, as well as the role of the Arroyo
Grande City Hall as an inclusive gathering location and local symbol of government and
democracy;and
VVHEREAG, in adopting this flag display U the City Council declares thaflags and
flagpoles owned or maintainedbytheChyo/AnoyoGnundeomnmintendad0ooemeas
a forum for free expression by the public, but rather as 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 as an expression of the City Council's official
sentiments(government speech);and
WHEREAS,in adopting this Policythe CiCouncil declares that thefoUmwingOagouhaU
not be considered commemorative flags that can be displayed or flown on City owned or
maintained flagpoles: 1) flags of a particular religious movement or creed to avoid the
appearance of City government endorsinreligion or a particular religious movement or
creed;2)flags of a political party to avoid the appearance of City governmentendomioQ
a political party;and 3)flags advocating a certain outcome in an election.
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Arroyo Grande
as follows:
1. The recitals set forth herein are true, correct and incorporated herein by this
reference.
2. The City of Arroyo Grande of Flagsattached hereto as
Exhibit A and incorporated herein by nafeosnce, is hereby adopted.
3. This Resolution shall be effective immediately upon its adoption.
CITY COUNCIL HANDBOOK
PAGE 56
RESOLUTION NO.5083
PAGE 2
On motion by Council Member Barneich, seconded by Council Member George, and on
the following roll call vote,to wit:
AYES: Council Members Barneich, George, Storton, Paulding, and Mayor Ray Russom
NOES: None
ABSENT: None
The foregoing Resolution was passed and adopted this 25th day of May, 2021.
CITY COUNCIL HANDBOOK
PAGE 57
RESOLUTION NO.5083
PAGE 3
irty"
CARE RA •SOM,MAYOR
ATTEST:
'-'--
SSICA MATSON,CITY CLERK
APPROVED AS TO CONTENT:
67(171
WHITNEY M ONALD,CITY MANAGER
APPROVED AS TO FORM:
zynit.s.„
TIMOTHZ).CARMEL,CITY ATTORNEY
CITY COUNCIL HANDBOOK
PAGE 58
EXHIBIT A
CITY OF ARROYO GRANDE POLICY ON
DISPLAY OF FLAGS
I. Purpose
A. The Arroyo Grande City Council desires to establish clear guidelines regarding:
1. The outdoor display of the United States Flag,the California State Flag,and the
City of Arroyo Grande Flag at City facilities or City-owned or City-maintained
flagpoles; and
2. The outdoor display of commemorative flags at the Arroyo Grande City Hall and
Heritage Square Park.
B. In adopting this Policy, the City Council desires to reflect the dignity of the flags
flown on flagpoles or displayed at City-owned or City-maintained facilities, as well
as the role of the Arroyo Grande City Hall as an inclusive gathering location and
local symbol of government and democracy.
C. In adopting this Policy, the City Council declares that flagpoles owned or
maintained by the City of Arroyo Grande are not intended to serve as a forum for
free expression by the public,but rather as a non-public forum for the display of the
United States, State of California, City of Arroyo Grande, and any commemorative
flag authorized by the City Council as an expression of the City Council's official
sentiments(government speech).
II. Policy
A. Conformance with Federal and State Regulations. Flags shall be displayed in
accordance with Federal and State statutes and regulations, including, but not
limited to, United States Code,Title 4, Chapter 1 and California Government Code
section 430 et seq., and this Policy.
1. Per California Government Code section 431(a), the Flag of the United States
and the Flag of the State of California shall be prominently displayed upon or in
front of public buildings of the City.
2. Per California Government Code section 434.7, any Flag of the United States
or Flag of California that the City purchases must be made in the United States.
3. The United States Flag may only be flown at half-staff in accordance with the
guidelines set forth at https://www.usa.gov/flag. The State of California Flag
shall be flown at half-staff if the United States Flag is flown at half-staff or on
order of the Governor,
B. City Facilities other than the Arroyo Grande City Hall.At facilities that the City owns
or maintains(other than facilities maintained by other governmental entities), there
may be one flagpole where the United States Flag shall be flown and the State of
California flag may be flown as described in Section II.
CITY COUNCIL HANDBOOK
PAGE 59
C. Arroyo Grande City Hall.
1. There shall be flagpoles at the Arroyo Grande City Hall to fly the following flags
in the manner described below: Flag of the United States, Flag of the State of
California,Flag of the City of Arroyo Grande,and any approved commemorative
flag.
2. The City of Arroyo Grande Flag shall fly at half-staff if either the United States
or California Flag is at half-staff.The Mayor may order the City of Arroyo Grande
Flag to fly at half-staff at the death of a current or former City Council Member
or current City staff member or a historically significant member of the
community.
3. Commemorative Flaq.
a. As expression of the City's official government speech,the City Council may
authorize the display of a commemorative flag to fly at the Arroyo Grande
City Hall and the Heritage Square Park flagpoles only.
b. The City Council shall only consider a request to display a commemorative
flag if the request is made by a member of the Arroyo Grande 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. Requests to fly a commemorative flag by members of the public
will not be considered.
c. At a noticed and agendized City Council meeting,four(4)Council Members
must agree to display the Commemorative Flag.
d. Commemorative flags shall be displayed for a period of time that is
reasonable or customary for the subject that is to be commemorated, but no
longer than thirty(30)consecutive days.
e. Commemorative flags must be either purchased by the City or temporarily
donated for the City's use and must be clean,without holes and tears, and
be made of an all-weather fabric. Commemorative flags must be the same
size or smaller than the United States and California flags that are flown.
The City will not be responsible for the condition of the commemorative flag
once flown.
f. If any other flag is flown at half-staff, the commemorative flag will also be
flown at half-staff.
g. A "commemorative flag" as defined in this Policy shall mean a flag that
identifies with a specific historical event, cause, nation or group of people
that the City Council choses to honor or commemorate consistent with the
City's mission and priorities. The following are not allowed as
Commemorative Flags and will not be considered by the City Council:
Page 2 of 3
CITY COUNCIL HANDBOOK
PAGE 60
i. Flags of a particular religious movement or creed to avoid the
appearance of City government endorsing religion or a particular
religious movement or creed;
ii. Flags of a political party to avoid the appearance of City government
endorsing a political party; and
iii. Flags advocating a certain outcome in an election.
Ill. Procedures
A. No other flag shall be placed above the United States Flag and no other flag shall
be larger than the United States Flag. Other flags may be flown at the same height
and in the same size, in accordance with this Policy. Where both the United State
Flag and the California State Flags are flown, they shall be of the same size.
B. Flags should be hoisted briskly and lowered ceremoniously.The United States Flag
should be hoisted first and lowered last.
C. Flags shall be displayed during operating hours on all days on which the City is
open for business, and on national and State holidays. Flags may be displayed
twenty-four(24)hours a day as long as they are illuminated during darkness.
D. Flags shall not be displayed during inclement weather, unless all-weather flags are
used and are illuminated during darkness.
E. When flags are displayed on a single pole, the order from top to bottom shall be:
the United States Flag, the California State Flag, and, if displayed, the City of
Arroyo Grande Flag.
F. When the flags are flown from adjacent flag poles, the United States Flag shall be
flown at the highest point of honn,, which is the furthest point to the left from the
standpoint of the observer("the flag's right").
G. When a flag is displayed at ha|f-ata#, it shall first be hoisted to the peak for a
moment and then lowered to half-staff positionBefore being lowered at the end of
the day or when taken down, the flags shall again be hoisted to the peak for a
moment and then fully lowered.
Page 3 of 3
CITY COUNCIL HANDBOOK
PAGE 61
EXHIBIT G — DIVERSITY, EQUITY, INCLUSION, AND )USTICE POLICY
RESOLUTION NO. 5142
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A DIVERSITY, EQUITY,
INCLUSION,AND JUSTICE POLICY
VVHEREAS, it is the mission of the City to make Arroyo Grande the best place possible
for everyone who lives, works, and visits; and
WHEREAS,the City is committed to supporting diversity,equity, inclusion,and justice, in
all facets of society; and
WHEREAS,the Citof Arroyo Grande does not currently have a policy specifically stating
its commitment to diversity,equity, inclusion, and justice; and
WHEREAS,the City Council desires to establish a diversity,equity, inclusion,and justice
(DEIJ) policy that provides guidance and standards for the City to model and implement
the aforementioned objectives within the community and the City organization; and
WHEREAS,in adopting this policy,the City Council declares that it is vital to assume the
}
responsibility to face the challenges and seize opportunities created by diversity, and to
identify opportunities in po|iuieo, regulations, and guidance to address systemic
� |
inequities.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande
that:
1. All recitals set forth and above, are true,correct and incorporated herein.
2. The Diversity, Equity, Inclusion, and Justice (DEIJ) Po|icy, attached hereto as
Exhibit A and incorporated herein, is hereby adopted.
S. This Resolution shall be effective immediately upon its adoption.
On motion of Council Member Gtorton, seconded by Council Member Pauldin0, and on
the following roll call vote,to wit:
AYES: Council Members Storton, PauNing, Barneich, George, and Mayor Ray Russom
NOES: None
ABSENT: None
the foregoing Resolution was passed and adoptethis
11m day of January, 2022:
xW �
��.
- i
CITY COUNCIL HANDBOOK
PAGE 62
RESOLUTION NO.5142
PAGE 2
CAREN R USSOM,MAYOR
ATTEST:
/ I,
JESSICA MATSON,CITY CLERK
APPROVED AS TO CONTENT:
12,
WHITNEY MCDONALD,'CITY MANAGER
APPROVED AS TO FORM:
„,72
TIMOTHY J.CARMEL,CITY ATTORNEY
CITY COUNCIL HANDBOOK
PAGE 63
Exhibit
CITY OF ARROYO GRANDE
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE POLICY
POLICY:
The City is committed to supporting diversity, equky, inclusion, and justice (DEIJ) in all
facets of »ociety, the principles of which include fairness of treatmant, recognition of
rights,acceptance of responsibilities commitment to equity and justice, and dedication to
expanding opportunities for all.The mission of the City is to make Arroyo Grande the best
place possible for everyone who lives, works, and visits here. Valuing diversity is a core
City principle that will be practiced and communicated at all levels of the organization.
PURPOSE:
Members of our community face challenges and opportunities related to their race.
m|iginn, gendor, o|hnicity, lan0uago, age, sexual orientation and gender iduntky,
socioeconomic baukgmvnd, and diverse abilities. It is important for members of our
community and the City as a whole to assume the responsibility of facing the challenges
and seizing the opportunities created by diversity, and to identify opportunities in policies,
regulations, and guidance to address systemic inequities.
Inclusion and equity do not seek to'treateveryone the same,'but recognize that everyone
)
is different,that there are strengths inherent in those differences,and that people's needs
are met in different ways. This can be as a resident, visitor, City Council Member, City
Advisory Body K1nmbo,, or employee. Diversity awareness recognizes that each
individual is unique,engendering recognition, respect,and celebration of the added value
that differences bring
DEFINITIONS:
Diversity
Diversity refers to the variety of similarities and differences between people based on
which they experience advantages or encounter barriers to opportunities, including but
not limited to, gender, gender identity, oihnidty, race, native or indigenous origin, age,
gcnera6on, sexual orientation, cuhum, religion/belief sys0am, marital status, parental
otatvs, socio-economic status, appearance, language and oocem, physical and menIal
ability, mental health, education, geography, and nationality.
Equity
Equity refers to the consistent and uyo1emmic, fair, just, and impartial treatment of all
individuals, seeking to ensure that all people have access to the same opportunities and
resources while recognizing that people do not all start from the same place due to
systemic and individual advantages and barriers.
CITY COUNCIL HANDBOOK
PAGE 64
POLICY#:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 2
Inclusion
Inclusion seeks to support people with different identities to feel valued and welcomed
within a given setting,including fostering a sense of belonging by centering and amplifying
the voices, perspectives, and styles of those who experience more barriers based on their
identities.
Justice
Justice refers to the practice of directly dismantling barriers to resources and opportunities
in society so that all individuals and communities can live a full and dignified life.
IMPLEMENTATION:
The City is committed to modeling and implementing dive,sity, oquky, inc|uoion, and
justice within the community and the City organization, and will do so through measures
that include but are not limited to the following:
A. Provide informed, authentic leadership supporting divcrnity, equhy, inc|"sion, and
justice by:
1. Connecting givomhy, equity, inclusion, and justice to the City's mission as critical
principles to ensure the well-being of the City's employees and the community;
2. Acknowledging and dismantling inequities within the City's poUcies, systomn,
programs, and services,including continual review and updates to support ongoing
progress;
J. Embedding language in the City's plans, policieu, and goats consistent with the
intent of this Policy to promote diversity, equity, inclusivity, and lustice;
4 Exploring potential vnUorl*ng, unquestioned assumptions that interfere with
diversity, equi\y, inclusivity, and justice;
5. Advocating for and supporting executive team-level thinking about how systemic
inequities irripact the City's work, and how best to address these inequities in a
way that is consistent with the City's mission and this Policy;
0. Challenging assumptions about what it takes to be a strong leader within the City
organization and who is well-positioned to provide leadership;
7. Practicing and encouraging transparent and inclusive communication in all
intomctiono, including focus on and commitment to reducing and preventing
incidents of prejudice;
O. Committing time and resources to expand diverse leadership opportunities within
the City Council, employees, committees, and advisory bodies, including outreach
to diverse social and professional organizations and publications;
9. Championing diversity, equity, inclusivity, and justice by leading with respect,
awareness, and acceptance;
1O.Committing to keeping current on"best practices"that take place in other cities
and government jurisdictions, and partnering with other cities in sharing
information and efforts;
CITY COUNCIL HANDBOOK
PAGE 65
POLICY#:
DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
PAGE 3
11.Expecting all employees to exemplify this Policy in all workplace interactions and
through everyday practices.
B. Abide by the following to help promote diversity and inclusion in the workplace:
1. Pursue cultural competency throughout the organization by creating substantive
learning opportunities and formal transparent policies;
2. Pursue and evaluate quantitative and qualitative research related to justice,equity,
divershy, and inclusion initiatives and barriers to guide the implementation of
effective measures;
3. Make incremental, measurable progress toward the visibility of the City's diversity,
equhy, inu|usion, and justice efforts;
4, Improve the City's cultural leadership pipeline by creating and supporting programs
and policies fostering leadership that reflects the full diversity of American society;
5. Identify and incorporate DEIJ efforts and components in the City's recrvi\mcn1,
retention, and training efforts;
6. Pool resources and expand offerings for underrepresented communities by
connecting with other organizations committed to DEIJ efforts;
7. Develop and present sessions internally on DEIJ to provide education and
resources and to support full implementation of this Policy;
h. Promote opportunities for organizations, businesses and advocacy groups to
share information with the City and with each other regarding the changing
realties of the workforce and workplace;
9. Be intentional in bringing awareness and consciousness of bias during the hiring,
promoting,and/or evaluating process and institute practices to increase DEIJ in all
[ �
aspects of recruitment and retention;
1O.Advocate for public and private-sector policies that DEIJ and challenge systems
and policies that create inequity, oppression, and disparity.
C. Promote inclusive outreach to diverse communities by
1. Identifying traditionally underrepresented or marginalized communities within the
City and developing and implementing strategies to increase effective
communication and engagement:
2. Regularly conferring with representatives of diversity groups to better understand
and support the community and to ensure ongoing application and review of this
Policy;
3. Work with community partners to support opportunities for professional leadership
and DEIJ training for small businesses within the City;
4. Intentionally incorporate DEIJ initiatives into the City's economic development
e#orto, including support for small and diverse businesses;
5. Evaluating barriers to participation in decision-making processes by traditionally
underrepresented or marginalized communities and developing mechanisms to
reduce identified barriers;
O. Fostering an environment of inclusivity in internal and public-facing events,
meetings, and processes through intentional application of this Policy.
-- - '- -
CITY COUNCIL HANDBOOK
PAGE 66
EXHIBIT H — CITY COUNCIL DISTRICTS
ORDINANCE NO. 713
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE, ADDING CHAPTER 2.21 TO TITLE 2
OF THE CITY OF ARROVO GRANDE MUNICIPAL CODE
ESTABLISHING BY-DISTRICT ELECTIONS FOR FOUR
COUNCIL K0EH88ERS, DEFINING DISTRICT
BOuNDAR|ES, AND SCHEDULING THE ORDER OF
ELECTION FOR EACH DISTRICT
WHEREAS,the City of Arroyo Grande ("City") currently elects four(4) Council members
and one (1) Mayor using an at-large election system; and
WHEREAS, in response to threatened litigation regarding alleged non-compliance with
the California Voting Rights Act ("CVRA"), the City Council of the City of Arroyo Grande
(~City Council") has determined that it is in the best interest of the City to shift from its
current at-large election system to a by-district election system for four (4) Council
members and to continue electing the mayor at-large; and
WHEREAS, on October 22, 2019 the City Council adopted Resolution No. 4949,
declaring the City's intention to transition from at-large to district-based elections for
Council members pursuant to Elections Code Section 10010; and
WHEREAS, California Government Code section 54886 permits the City Council to
change the City's method of election by ordinance,with certain formalities,to require the
members of the legislative body to be elected by district with an elective mayor; and
WHEREAS, pursuant to California Government Code section 34886. it is declared that
the purpose of this change in the method of electing Council members is to further the
purposes of the California Voting Rights Act of 2001 (California Elections Code section
14025 et seq.)and implement the guarantees of Section 7 of Article I and of Section 2 of
Article II of the California Constitution; and
WHEREAS, the City engaged an expert demographic firm to assist the City with the
process of analyzing the City's popu|odon, developing draft maps, and gathering input
from residents on the possible maps; and
VVHGREAS, in accordance with Elections Code section 10010. the City Council held two
(2) public hearings to obtain input on proposed district boundaries on July 27, 2021 and
August 10, 2021; and
WHEREAS, the City conducted public workshops on September 18, 2021 and October
28, 2021 on the proposed district maps and made presentations to eight (8) community
organizations; and
WHEREAS,on February 15, 2022,the City posted all draft maps submitted by the public
on its website for public review; and
CITY COUNCIL HANDBOOK
PAGE 67
ORDINANCE NO. 713
PAGE 2
WHEREAS, on March 1, 2022, the City posted four (4) Council-selected focus district
maps prepared by its demographer on its website for public review;and
WHEREAS, at its regular meetings on February 22, 2022, March 8, 2022 and March 22,
2022, the City Council held three-(3) additional pUblic hearings at which the public was
invited to provide input regarding the draft maps and the sequence of district elections;
and
VVMEREAS, at its March 8, 2022, meeting, the City Council provided direction to staff to
bring back this Ordinance with a designated draft district map for the consideration of the
City Council; and
WHEREAS, on March 22, 2022. the City Council in\mduued, read by title, and waived
further reading of this Ordinance;and
WHEREAS, the City Council has satisfied all legal prerequisites to the enactment of this
Ordinance;and
WHEREAS,the purpose of this Ordinance is to enact, pursuant to California Government
Code section 84886. an ordinance providing for the election of Council members by-
district in four(4)single-member districts,as reflected in Exhibit A to this Ordinance, and
y'districtinfour(4)uinO|e'mamberdiotho$.aoeOectedinExhibdAVothioOrdinanoo. and
the election of a Mayor by an at-large election,
NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES
HEREBY ORDAIN AS FOLLOWS:
� }
SECTION 1. Incorporation of Recitals. The above recitals are true and correct and are
incorporated herein by this reference.
SECTION 2. Chapter 2.21 entitled "Elections" is hereby added to Title 2 of the City of
Arroyo Grande Municipal Code,
SECTION 3. At-Large Election of Mayor. Section 2.21.010 of Chapter 2.21 is hereby
added to Title 2 of the City of Arroyo Graride Municipal Code to read as follows:
At-Large Election of Mayor.
The mayor shall be elected at-large and have a term of two(2) years. At a
general municipal election in 1982, the voters determined to have an
elected mayor who should serve a term of two(2)years.
CITY COUNCIL HANDBOOK
PAGE 68
ORDINANCE NO. 713
PAGE 3
SECTION 4. By-District Elections. Section 2.21.020 is hereby added to Chapter 2.21 of
Title 2 of the City of Arroyo Grande Municipal Code to read as follows:
By-District Elections of Council members.
A. Pursuant to California Government Code section 34886, four (4)
members of the City Council of the City of Arroyo Grande shall be elected
by-district in separate single-member districts.
1. Members of the City Council shall be elected in the electoral districts
established by subdivision B of this Section,as may be subsequently
reapportioned pursuant to State law. Elections shall take place "by
district" as that term is defined in California Government Code
section 34871. meaning one Council member shall be elected from
each district, by the voters of that district alone.
2. Any candidate for City Council must reside in, and be a registered
voter in, the district in which he or she seeks election at the time
nomination papers are issued. Any Council member elected or
appointed to the seat of a specific district must reside in that district
and be a registered voter in that district for his or her full term of
office.
3. Termination of residency in a district by a Council member shall
create a vacancy for that City Council district unless a substitute
residence within the district is declared and established within thirty
(30)days after the termination of residency.
4. Notwithstanding any other provision of this section, the Council
members in office at the time this section takes effect shall continue
in office until the expiration of the term to which they were elected. In
the event a vacancy occurs during a Council member's term, the
vacancy shall be filled pursuant to the provisions of Government
Code section 36512 (b).
8
City Council Districts and District Elections. Four (4) Council
members shall be elected on a by-district"basis from the Council districts
shown and numbered on the map titled'City of Arroyo Grande District Map'
attached as Exhibit A, a copy of which shall be on file in the City Clerk's
office. In 2022,and every four(4)years thereafter,the following two(2)City
Council districts shall be elected by-district: District 1 and District 4. In 2024,
and every four (4) years themoMer, the following two (2) City Council
districts shall be elected by-district: District 2 and District 3.
C. Amendment of District Boundaries. Pursuant to Elections Code
section 21801. as it may be amended from time to time, the City Council
shall adjust the boundaries of any or all of the districts following each
decennial federal census to ensure that the districts are in compliance with
CITY COUNCIL HANDBOOK
PAGE 69
ORDINANCE NO. 713
PAGE 4
SECTION 6.CEQA. Based upon the whole of the administrative record before it, the City
Council hereby finds that a transition from at-lato by-district elections is exempt from
environmental review under the California Environmonta| Quality Act ("CEQA") (Pub.
Resources Code, §21000 et seq.)pursuant to State CEQA Guidelines(Cal. Code Regs.,
tit. 14, 015000 et seq.) sections 15061(b)(3). 15520. and 15378(h)(3). Adoption of this
Ordinance is an organizational and administrative activity of the City, does not have the
potential to result in either a direct or reasonably foreseeable indirect physical change in
the onvimnment, and is therefore not a project for purposes of CEQA, (State CEQA
Guidelines, §§15061(b)(3); 15378(b)(5).) In the event adoption of this Ordinance does
constitute a pmjeu, it is categorically exempt under the Class 20 (Changes in the
Organization of Local Governments) categorical exemption. (State CEQA Guidelines,
§15320) Furthnr, none of the exceptions to the exemptions found in State CEQA
Guidelines Section 153002 apply. Staff is hereby directed to pnepeno, execute and file
with the San Luis Obispo County Clerk a CEQA Notice of Exemption within five (5)
working days of the adoption of this Ordinance.
SECTION 6. Severability. If any provision of this Ordinance or the application thereof to
any person or circumstance is for any reason held to be invalid or unconstitutional by a
decision of any court of competent jurisdiction, such decision shall not affect the validity
of the remaining portions of this Ordinance.The City Council hereby declares that it would
have passed this Ordinance and each and every section, auboection, oontaooe, o|ouos,
or phrase not declared invalid or unconstitutional without regard to whether any portion
of the ordinance would be subsequently declared invalid or unconstitutional.
SECTION 7. Effective Date. Pursuant to Government Code section 86937(a). this
Ordinance shall take effect immediately upon adoption
SECTION 8.Publication.A summary of this Ordinance shall be published in a newspaper
published and circulated in the City of Arroyo Grande at least five (5) days prior to the
City Council meeting at which the proposed Ordinance is to be adopted.A certified copy
of the full text of the proposed Ordinance shall be posted in the office of the City Clerk.
Within fifteen (15)days after adoption of the Ordinance, the summary with the names of
those City Council members voting for and against the Ordinance shall be published
mgoin, and the City Clerk shall post a certified copy of the full text of such adopted
Ordinance.
On motion by Council Member Storton, seconded by Council Member Barneich, and by
the following roll call vote to wit:
AYES: Council Members 8mrton, Barneich, Paulding, and Mayor Pro Tern George
NOES: Mayor Ray Russom
ABSENT: None
the foregoing Ordinance was adopted this 12th day of April, 2022.
mw �
CITY COUNCIL HANDBOOK
PAGE 70
ORDINANCE NO. 713
PAGE 5
ler
CAREN RAY RUSSOM,MAYOR
ATTEST:
)
JESSICA MATSON,CITY CLERK
APPROVED AS TO CONTENT:
Ir
WHITNEY MdDONALD,CITY MANAGER
APPROVEQ\AS TO FORM:
17.),‘
-
TIMOTHY J. CARMEL, CITY ATTORNEY
CITY COUNCIL HANDBOOK
PAGE 71
ORDINANCE NO.713
PAGE 6
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OFFICIAL CERTIFICATION
I, JESSICA MATSON, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 5236 was passed and adopted at a regular meeting of the City Council
of the City of Arroyo Grande on the 25th day of October, 2022.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 27th day of
October, 2022.
41 ,
SSICA MATSON, CITY CLERK