City, of Blue Lake 111 Greenwood' Road-P.O. Box 458 BlueLake, CA95525 707-668-56550P) 707-668-5916(F) www.bluelake.cagov City Council Agenda Tuesday, February 11, 2025 a 6:30 p.m. -Special Council Meeting Skinner Store-111 Greenwood Road, Blue Lake California Unless Otherwise Noted, AlL Items on the Agenda are Subject to Action. Public Input can be given to the Council by emailing inderkablachakeager until 4:30 p.m. PLEASE NOTE that live meeting logistics will be prioritized. The quality of the Zoom teleconference meeting cannot be guaranteed. Technical challenges experienced by either the participant or the City will not interrupt or halt the progress of the meeting. Public input may be facilitated by Zoom at the following meeting link: on the day of the scheduled meeting. Join Zoom Meeting: Meeting ID: 81757909622 Passcode: 898231 1. Call to Order 3. Approval of Agenda 2. Pledge of Allegiance and Establish a Quorum of the Council 4. Public Comment - The Public is invited to present petitions, make amouncements, or provide other information to the City Council that is relevant to the scope ofauthority of the City of Blue Lake that is not on the Agenda. The Council may, provide up to 15 minutes for this public input session. To assure. that each individual presentation is heard, the Council may uniformly impose time limitations of3 minutes to each individual presentation. The public will be given the opportunity to address items that are on the agenda at the time the Council takes up each specific agenda item. 5. City Council Roles and Responsibilities Manual Update-Discussion a. Meeting Efficiency and Optimization b. Interaction with City of Blue Lake Commissions C. Overall Manual Update 6. Council Correspondence 7. Consent Agenda 8. Reports of Council and Staff 9. Future Agenda Items 10. Adjourn Ar request for disability-related modification or accommodation, including auxiliary aid or services, may be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting, by contacting the City Clerk at 707-668-5655, at least 24 hours prior to the commencement ofthe meeting. Mandy's Draft CITY OF BLUE LAKE CITY COUNCIL ROLES AND RESPONSIBILITES PROTOCOL MANUAL C ADOPTED: OCTOBER 30, 2012 Formatted: Line spacing: single REVISED: JULY23,2013 AUGUST 13, 2013 SEPTEMBER 10, 2013 City of Blue Lake City Council Roles and Responsibilities Protocol Manual TABLE OF CONTENTS City ofl Bluej Lakel Mission - page2 City Council: Powers and Responsibilities- page 2 City Council Meetings 1 page 6 Council Communications- - page 12 Interaction with City Staff/ Officials - page 15 Roles and Information Flow- - page 19 Support Provided to City Council -page 22 Financial Matters -1 page 23 Conflicts andi Liability- page 25 List ofA Appendices - Page 27 Commented [AT1): Update pages ands sections appropriately 2 The Bluel Lake City Council Roles and Responsibilities Protocol Manual ist tos servea as aguide: and reference for City Council Members in their role: ase elected public officials. City of] Blue Lakel Mission Wea area a small, historic, family friendly town witha ane enhanced quality ofl life and engaged community locatedi ina ar natural setting that provides us with recreational, as well as, economic opportunities. The Citys serves a diverse community of residents, businesses and visitors with al knowledgeable, dedicated, responsive staff undert thel leadership and support oft the City Council. The Councill listens tot the citizens, acts responsibly: and's seeks innovative: and creative: solutions tol best meet the challenges before them. Guided by fairness, honesty, integrity: and transparency,; the City Council and City Staff are responsive tot the needs oft the community. In doing so, the City of Bluel Lakel helps insure that we: area thriving, vibrant, healthy community. City Council: Powersand Responsibilities City Council, Generally Fundamentally, the powers oft the City Council are tol be utilized for the good ofthe community andi its residents and toj provide for thel health, safety and general welfare oft the citizenry. The City Council ist thej policy and lawmaking! body oft the City. Statel law: and local ordinances definet the powers andi responsibilities oft the City Council. The Council isi made up of fiver members and acts as a single decision-making body. All Council Members have equal powers. Policy is establishedl by: at least the majority vote of the Council and does bindt the entire Council to a course of action. Itis both the individual Council Members andt the: staff's responsibility to ensuret the policy of ther majority oft the Ifa Council Member intends tol be absent from the Cityf for an extended period oft time he or shes shall notify the City Managero ofs such absence andi its duration. Thisi isi intended for the purpose of convening special meetings anda actingi in ane emergency. Council Member contacti information, such as cell phone numbers ande email addresses shall be made Council is upheld., available tot the City Manager. 3 Roles of City Council Members This isa al list ofc duties thatt the Council collectively performs. Itis not a comprehensive list buti rather an effort tos summarize primary responsibilities ofa Council Member. Members oft the! Bluel Lake City Council are collectively responsible for establishing policy, adopting ana annuall budget, and providing vision and goals tot the City Manager. The City Council adopts goals and objectives ande enacts local ordinances andi resolutions. Council Members appointa City Manager and City Attorney and evaluate their Council Members serve on various boards; committees and commissions; when acting in their capacity as a board member, commissioner: or liaison, the duty oft the Council Member ist to give guidance or clarification oft the committee's goals and objectives from the Whiles serving on the various committees, boards, JPAs and commissions, Council Members acta as ar representative oft the body oft the Council. Council Members reportback, tot the entire Council and citizens, ons what) has happened atl board, committee, commission and Council Members: study problems, review alternatives and determine best course of public The City Council has several boards, commissions and committees thati its members are selected tos serve on. These! boards provide: ag great deal of assistance to our City when Council members do not become members of the commissions. or City of Blue) Lake committees: The duty oft the Council member ist tos giveguidancer oro clarification oft the committee's goals and objectives fromt the Coundllsperspective. *The City Council is the designated appeal boardf for the City of] Blue Lake's) Planning. Commission: as such. the City Council does not appoint al liaison tot this commission. The City Manager attends the Planning Commission. meetings.andi fulfills ther role ofl liaison, Thec current committees, commissions; boards, joint powers authorities (JPAS) and) liaison performances. Council's perspective. liaison meetings atbi-monthly City Council Meeting. policy. They call special elections as necessary. Boards, Committees, Commissions and Taskl Forces. formulating policy andt transforming policy into action. Formatted: Font Notl Italic positions on which Council Members serve are asf follows: City of] Blue Lake Liaison) Positions: City of Blue Lakel Parks and Recreation Commission Liaison City of Blue Lake Public Safety Commission- &SheriffLlaisen City of Bluel Lakel Economic: Development Commission. Liaison City ofl Bluel Lake Arts and Heritage Commission Liasion Bluel Lake Business and Chamber of Commerce. Liaison Blue Lake Rancheria Liaison & Indian Gaming Grant Funds Commissien Localand Regional Boardsand Ioint Powers Authorities Positions: Humboldt County. Association of Governments (HCAOG) Humboldt County Waste Management Authority (HWMA) Redwood Region Economic Development Commission (RREDC) Redwood Coast Energy Authority (RCEA) Humboldt Bay Municipal Water District(HBMWD) Water Task Force League of California Cities, Redwood Empire" Taski Force AssAeialReICAHOarAaNniNAPIA) Bluel Lake Firel DistrictLiaison Typically, assignments to committee, commission, JPA, board andl liaison positions are made: att the beginning ofa Council term att the first regularly scheduled meeting after elections are certified. With the approval oft thef full Council, Councill Members decide amongst themselves which! boards they will serve on. Council Member appointments on commissions, JPA's, boards, andl liaison positions are fora a term oft two (2): years. Council members may be appointed fora as second two (2), year term, or Council may decide to: appoint new representatives in ordert to giver maximum exposure: to the Council ona variety ofi issues ands subject matter: League of California Cities The City of Blue Lakei is a member oft the League of California Cities ("League"): as such, the City participates inl legislative activities for thes well-being and: safety of Blue Lake. The City Council liaison tot thel League confers with thel League and often with the City Manager to decide whichl legislationi is appropriate tot take: ap position on. 5 The Council decides ons subject areas ofl flegislationt that are ablet tob be" "fast tracked" ift they are time sensitive. These areas are decided on byar majority vote oft the Council as a group and are designated for" "fast track" status. Oncea a subject areai is designated undert this statust thes subject areal bills or positions ares supported or opposed byt the Council and can bes sent out to the: appropriate Legislator without going through an additional City Council. meeting. The: subjectareas that are not" "fastt tracked" are broughtbefore the City Council at ther nextr regularly scheduled meeting. The areas of" "fast tracked" legislation can be changed and prioritized byt thev will of the Council. City ofl Bluel Lake Commissions & Special Topic Committees The Council may create boards, commissions, committees and taskf forces as required or convenient. Boards, commissions and standing committees shalll be created by ordinance. Task Force and Adl Hoc Committees mayl be created! by appointment) by thel Mayor.either The City Council mayf form Council: sub-committees comprised ofr nor more than two (2) Council members. Thes sub-committee(s): willl be assigned specific tasks, willr report.tot the. full Council and will cease to exist ata designated pointi int time. The Council has established, by ordinance, the following Commissions: motion or resolution oft the Council. Public Safety Commission Parks and Recreation Commission Economic! Development Commission Artsa and Heritage Commission Planning Commission The composition ofe each commission is determined by the commission's Ordinance. The City Councils selects commissioners: through an open solicitation process. Tofill commission vacancies, aj public announcement: isp posted fora aj period of3 30 days prior toa any appointment. Potential commissioners. are: askedt to complete an: application. All applications are presented: tot the City Council fori review and consideration. Commissioners ares selected byt the Council atac dulyr noticed Council Meeting. For heCyCaumdrehepahueialePammin, Commisiem-assiehe-CaeappalintalieiwtNrwne-Giy HamagerattemdrtheA-yd-maiesn application form see AppendixA. Formatted: Highlight 6 Ad Hoc ammlitemCommlitesand Task Forces As needed, the City Council mayf form special topic committees; these committees servei in an advisory rolet tot the Council for specific topic areas or subject matter, ands shall ceaset to exist after a designated time. These committees may take the form of an Ad Hoc Committee ora a' Task Force depending upont the: scope oft the subject area and thel length of At task forcei isas work group typically comprised of subject: area experts; taskf forces are small groups ofp people, and resources, brought together to accomplish as specific objective, with the expectation that the group will disband when the objective has been completed. Ad Hoc Committees are: appointed with av well-defined charge and deadline, after whicht the committee will ceaset toe exist.Ad-hoct committees targeta aspecific problemor objective, rather thanl being parto ofabroader project. The Mayor.or Tthe City Council.bymalority vote,-may appointmembersi to an Ad Hoc Committee orTask Forcel based upons various qualifying factors: appointments tos either mayl ber made outside oft hereaularappointment process in order to facilitate and address issues ofi immedlagyand/orareas ofs specific eGIS-COHmeHy-mapnyvelwmemberstssmAHeGom-Task Poree-haseshuper-ve.aH4y-Eeppeinimeiehermsy-bemadeewtide h-rgarapPainisnNPieew-awefimmadiay thed committee's usefule existence. expertise, Formatted: Space After: Opt, Lines spacing: single, Don't adjust space between Latina andA Asiant text Don't adjust space! between Asian texta andr numbers Pe Role of Mayor and Mayor Pro Tempore Presiding Officer The Council selects the Mayor and Mayor Pro Tempore att the beginning ofe each Council terma att the first regularly: scheduled meeting after elections are certified. This is a two-year term. Thel Mayor serves as the presiding officer, unless otherwise delegated, anda acts as chair ata alli meetings ofthe City Council. Thel Mayor may participate in all deliberations of the Councili int the same manner as any other member and is expected to vote in: all proceedings, unless a conflict ofi interest occurs. During Council proceedings, the Mayor facilitates discussion, gauges directions, andl listens for ther majority support to calling fora vote on a motion. Thel Mayor does not possess any power to veto. State law: allows the Mayor tor move ors second a motion. Ceremonial Representative: and Other Duties oft thel Mayor Responsibility to act ast the City Council's ceremonial representative: atp public events and functions has been assigned tot the Mayor. Int the Mayor's absence, the Mayor shall appoint aCouncil Member representative top perform a ceremonial role. However, all Council Members are encouraged toj participate inj public events. The Mayor may initiate and execute certificates of appreciation: and recognition, and all Council-approved Int the absence oft the Mayor, the Mayor Pro Tempore shall perform the duties oft thel Mayor. When) botht the Mayor and Mayor Pro Temporea are absent, thel Mayor will designate from amongst the Council Members aj person tos serve as Acting Mayor, whos shall, for the term of Ifthel Mayor or Mayor Pro' Tempore resigns fromt their position, the City Council wills select ai new Mayor orl Mayor Pro Tempore at ther next regularly scheduled meeting. proclamations. such absence, have the powers oft thel Mayor.. Resignation ofl Mayor or Mayor Pro Tempore Incompatibility of Office Ing general, California law prohibits public officials froms simu.taneously holding more than one public office whent thef functions orr responsibilities oft thet two offices have the potential for overlapping. This prohibition arises from the concern over potential clash oft two offices held byasingle official with! potentially overlapping public duties. Thel Legislature may, however, expressly authorize through legislation the holding of two offices notwithstanding the fact that the dual holding would otherwise. bej prohibited. Rolei inl Disaster/Emergency Emergency) Plan (Ordinance No. 511) The City of Bluel Lakel has an adopted and updated Emergency Operations Plant thati isin compliance with thel Humboldt County Emergency Plan. The City's Emergency Operations Plan clearly spells out how the City and various other agencies, individually: and collectively, prepare for, respond to, andi recover from disasters. Thisi integrated emergency management: system is based on an" all-hazards approach" to dealing withi incidents which allow the City to manager disasters no The City! Manager ist the Director of Emergency Operations (DOS)-for the CityBlue-bake. The YMagwweyerepPeseeN Director of Emergency Operations decides the course ofa action under the Unified Command System. The Emergencyi is assessed and at the City Council will declaration of declare anl Emergencyis declared if warranted. edlyame-aypresPeewiheRreGNefe: SherifsDepa:mentdesateafh-emegeeAgPamdmesessayand Pprepriate-actonistEkeamderthemedelarUmiRedcommandSyste: The primary role of Councilmembers duringa a disasteri is one of policymaker, communicator, liaison, and oversight. A copy oft the City's Emergency Plan can bes viewed at City! Hall. matter the: size or complexity. City Safety The Cityl has a contract with Humboldt County Sheriff's Office forl law enforcement services.polieing. The City has also established the Public Safety Commission through Ordinance which actsi in an: advisory capacity to the City Council: and asa liaison tot thec citizenry. Ordimanes-92am4505isacmpaimaieihiscentractand eserbeshewtheSaieyCamaisAwwtswiedlyipeuensurethegualityefthe contractandaetsasa5anadHisey-sadyiptaeciyandalasontolaediienty-Thecontraet Withthe-HumboldeCountysherisO.eamdordimanses92am4505establishingPuble Formatted: Highlight snyCammisamkeanaeee Strategic Plamning/Goalseting Goal settingi is done ona ayearly! basis. Formatted: Highlight The Council invites the community tol become involved with the City'sstrategic planning process everyt three tof fivey years through information gatherings sessions. Oncei issues are defined an action plani is developed by Council with direction tos staff for implementation. Thestrategic plani is reviewed mulymirmplicmoeras modstsarepmnitadey.s City Manager erA CityCouncilMeetings General Procedures To assist the City Council int the orderly discussion ofi items, rules are followed which represent accepted practices for the management of Council meetings. By resolution, the City Council has adopted Rosenberg's Rules ofOrder (copies areavailable through the Note: Amendmentte! Rosenberg's Rules of Order ARCREReRe: ares present atameeting: and a1 vete er at etens2-1thek issue-shall be placed ont the nextCounet! City Clerk's office). whiche can beipundimApendip Formatted: Highlight agenda fOFe-cRsideratie: Open Meeting Laws ("The Brown Act") Operations and procedures of the City and City Council incorporate requirements oft the Sstate's open meeting law (commonly referred toa ast the Brown Act). The entire City organization conducts its business in compliance with the Ralph M. Brown Act, State Government Code Section 54950. Thei intent oft the Acti ist to ensure that deliberation and actions ofl local public agencies are conductedi int the open and: atp public meetings. This law 9 isa ani important part ofl local government operations. Specific requirements oft thel law, and consequences for non-compliance: and- can bet foundi ink AppendixE Presiding Officer: The Mayor ist the presiding officer and: acts as chair at Councili meetings. Int thea absence ori incapacity oft the Mayor, the Mayor Pro Tempore serves as presiding officer. Thel Mayor, as the presiding officer, enforces the rules ofc order witht the assistance Seating arrangement oft the Council: Thel Mayor Pro Tempore iss seated immediately next Quorum: Three-fifths oft the Council Members constitute: a quorum for the transaction of Meeting Schedule: The City Council regularly meets bi-menthlymonthly: at? 7pm. ont the secend and fourth Tuesday ofe eachr month att the Skinner Store, 111 Greenwood Ave., with closed sessions generally being convened earlier, as needed, or att thee end oft ther meeting at thec conclusion ofp public! business. The Councilreserves ther righttoh hold: as Special Council meeting on the second Tuesday of each month as business directs. Itist the desire of City Council that City Council meetings shalll last threetwe and one-half (23 %) hours. Att the threetwe (32) hourr mark, the Mayor shall review the remaining items to! be discussed. Att thet threewe and one half (321 %) mark, ther meeting shall adjourn On occasion, the Council meeting willl be held in alternative locations such ast the Mad River Grange or Praschl Hall. Allr meeting dates timesand locations will bes properlynoticedas Council Members: should inform the City Manager as soon: as possible ift they intend tol be out oft town on asetr meeting date. Ina accordance with thel Brown Act, arrangements may! be madei in order fora a Council Member to remotely participate in Council meetings.by Vacancy for Nonattendance: Under Sstate law, ifa Council Member is absent without permission from all regular City Council meetings for 60 days consecutively fromt the last regular meetingl he ors she attended, his orl her office becomes vacanta ands shalll be filled as Att the start ofe each City Council meeting, the City Clerk, or designee, will callt the roll. Any absent Council Member who has called the Mayor or City Manager's Officel before. 5:00 p.m. on the day oft ther meeting to advise of such absence may request tol be excused byt the City Formatted: Highlight oft the Council. tot the Mayor. business. unless Councilt takes action to extend. required by the BrownAct telephone confereneeeall any other vacancy [California Government Code $36513(a). Council. 10 Other Vacancies: Other vacancies, including resignation or death, shall be filled pursuant tot the provisions of California Government Code (see section S: 36512). Special Meetings: Special meetings may! be called by the Mayor or by three members of the City Council. Written notice must! be given tot the City Councila and tot ther media 24 hours prior to as special meeting. No business other than that officially noticed mayk be Public Input: Ata all regular and special meetings, the, public comments must! bei permitted before oF during consideration of any agendai item- WWill havea and opportunity! to give input on any regulara agenda item. An overall publici input session for members oft the public tol have the opportunity to comment oni items not on thea agendai is required of all regular meetings. Iti isa allowed, but not required, of special meetings. Public comment isa appropriate ona any matter within thejurisdiction oft the City Council. Meeting Noticesand Minutes: Noticing requirements oft the Brown. Act are complied with fora all mectings-minutasaFtaee-metingeretenlyladydeerdesigeeandmade Formatted: Highlight discussed, Commented [AT2): Need to defines scope ofs special meeting andp provider regulatory process for noticing, etc.. Formatted: Highlight Formatted: Highlight Formatted: Highlight aerruempatde (see Appendix E). Meeting Minutes: and the Role of the City Clerk: The City Clerki isa appointed by the City Council,but undert the direction oft the City Manager The Clerkv works witht the Council and City Manager to ensure that the decision-making process ist transparent to the public.complies) with federal, state, andl local regulations; and Meeting minutes are recorded! byt the City Clerk and are a publicrecord. While minutes do not require approval by the Council, iti is common practice to dos S0. Council members who were absent ata a meeting need nota abstain from approving minutes, ast ther minutes are of ther meetings oft the Council as a whole, not individual members. Once official minutes are approved, they are available online at the City websitea and at Cityl Hall for publici inspection, Development of Agenda: The City! Manager isr responsible for preparing thea agenda for City Council Meetings. The City Council may establish an agenda committee toa assist the City Manager. and the City Clerki in the review andi recommendation! of agenda items. Formatted: Font: NotE Bold, Highlight Formatted: Highlight Formatted: Font: NotE Bold, Highlight Formatted: Highlight Formatted: Font: NotE Bold, Highlight Formatted: Font: Not Bold isproperly recorded. Placing Items on Agenda: City Council: A Council Member may request an item be considered on: a future agenda and, Formatted: Underline, Not Highlight upon agreement ofar majority of Councils staff will prepare: as staff reporti iff formal Council action is required. Council Members may make this request verbally during a meeting or Formatted: NotH Highlight may submit written requests. 11 This Nermallythe process involves two steps: 1.The initial consideration oft the request by the full Council att the soonest possible regularly scheduled meeting; and 2.)i ifa majority agrees, the matteri ist then scheduled for further consideration on an upcoming meeting agenda. Agendai items, with a description ands supporting documents ifr needed, are due to City Hall atr noon ont the Wednesday prior tot the regularlys scheduled meeting. Members oft the public: A member of the public may request that: ani item bej placed on a future agenda during public comment or through discussion witht the City Manager. If needed, the City! Manager willi inform the Council ofthe potential impact ther request will. have on established priorities ors staff workload ands seeka approval by the City Council before authorizing the work ors scheduling the item as appropriate. Emergencyand Non-Agendized litems: Emergency andi non-agendized items may be added. to an agenda only in accordancer withs statel lawand/or-the Brown Act, (see Appendix E). Emergency items are only those matters affectingpublic health ors safetysuch as work Adding an emergency: item requires ar majority vote oft the Council. Emergency items are very rare. Merel likely,a after the agendai is-pesteda an item-arises that the Couneilwouldlke to-actupenen- Non-agendizedi items may be added tot thea agenda only ifthe Council makes findings that (1)t ther needt to consider the item arose after the posting oft thea agenda, and; (2) therei isan needt to takei immediate: action: att this meeting oft the City Council. These findings must! be: approved! by a 4/5th vote; iflesst than five members of Council are present, thef findings require a unanimous vote oft those present. Notification: and Advertising: The City attempts to well publicize matters ofs significant neighborhood or community publici interest that appear on: a City Council agenda, as well as all matters where advertising is required byl law. Advertisements: and notifications are intended toi inform alli interestedi individuals andj placed int three public places within the City of Bluel Lake. The City's designated postings sites are the following: 1. The City's Bulletin Boardi inside thel Blue Lake Post Office 2. Thel Bulletin Board: at thel Mad River Grange 3.1 The City Bulletin Board) Located at City Hall 4. The City's Official Website atv www.bluelakecagox, Formatted: Underline Commented [AM3):T Thisr mayo conflict witht thel language adoptedint the City's Municipal Code Formatted: Underline stoppages, disasters and other severe. emergencies, Commented [AT4):V Verifyt thatt thisp process reflects State law andt theB Brown Act. Formatted: Font: (Default) Cambria, 12pt. Numbering! Formatted: Style: List Paragraph, 1,2,3.m + Numbered Starta at:1 1+ Level:1+ Alignment Left+ Aligned at 0.25" + Indenta at 0.5" Order of Business: The City Council established the order of business for meetings through the: adoption ofa ap policy on meeting procedures. Technically, the order ofthe agendai is as follows: 1.eEstablisha a quorum through roll call; 2.Conduct the flags salute; 3. Aremtpubic-ommemton. non-agendizedi items:3. PHBeimpwE.ntroduce proclamations; 4.Conduct public hearings; 5.Makeappointments: tot a/cmnisN/omaes consentealendar: publiehearings 6.Conductspecial business; 7-Conductregular business; B.Consider.consent: agenda; 9.Presenti informational items; 10. Receive Council, 12 committee. and staff reports; 11.Review nformationitems: written communications: 12. Meeting doummemadweN. However, the agenda iss subject to change by Council approval. The following section describes the various types of meeting components. Closed: Sessions (closed to the public):T The ability oft the City Council to conduct sessions not opent tot the public ist restricted! by: statel law to ensure open proceedings. Specific defined circumstances exist wherein: a City Council may meet without the publicin attendance. Such circumstances include: Real Property Negotiations: The purchase, sale, exchange orl lease of real property with the City's negotiator; the real property and thej person(s) with whom the City may negotiate must bea announced: in opens session priort tot the closeds session (Cal Litigation: Pending. or as significant exposure tol litigation or the decision toi initiate litigation; the litigation title must! bei identified in opens session prior to the closed session unless the Council statest thatt to dos SO wouldj jeopardize its ability to conclude existing settlement negotiations or effectuate: service ofprocess. Compensation: Salaries and benefits ofe employees; Council meets in closed session tor reviewi its position andi instruct designated: representatives (Cal Government Personnel: Ac closed session is heldt to discuss the appointment employment evaluation of performance, or dismissal ofap public employee, or tol hear a complaint against the employee unless the employee requestsa aj public hearing (Cal Itis critical tos stress that theres shall bei no disclosure of closeds session confidential information. Members oft the Council, employees of the City, or anyone else present shall not disclose to any person, including affected/opposing parties, the press, or anyone else, the content ors substance ofa any discussion which takes place ina a closed: session. Whenever possible, written reports received for closeds sessioni items willb bet turnedi in at the end of Typically, closed: sessions willl be scheduled prior tot thej public portions ofther meeting or at the end oft ther meeting after public business has been concluded. Thisi is dones soj public portions oft the meeting are noti interruptedl by closed sessions. In addition, such sessions may requiret the attendance ofs special legal counsel and consultants. In an attempt to manage the costs oft these! professionals, itisl beneficial to conduct closed: sessions ata specified time. On occasion, during the course ofar regular meeting, ani issuei may; arise that requires the Council toa adjourn toa closed: session ont the advice oft the City Attorney. Formatted: Font: Bold Government Code 54956.8). Formatted: Font: Bold. Formatted: Font Bold Formatted: Font Bold Code $54957.6). Government Code $54957.6). the meeting. 13 Public Input: At all regular Council Meetings Thej publici isi invited toj present petitions, make announcements, or provide otheri information tot the City Council thati isi relevant to thes scope oft the authority oft the City of Bluel Laket thati isi not ont the agenda. The Council may provide upt to 15, minutes for this publici input: session. To assure thate eachi individual presentationi isl heard, the Council may uniformlyi impose time limitations of3r minutes to eachi individual presentation. The public willl be givent the opportunity toa address items that are ont the agenda at the time Council takes up each specific agendai item. Fors special meetings, an open Publicl Input session for items not on the agenda is allowed, but Members oft the public are encouraged' toy present written comments, preferably ina advance oft ther meeting, as a way to fully communicate theirt thoughts on agenda or non-agenda items. When written materials are presented, they should be: submitted tot the City Manager for distribution Wednesday noon prior to the: schedule meeting and forr record Video, PowerPoint ors similar presentations may accompany in-person testimony but prior notice and coordination with the City Clerka and City Manager is required. Public Hearing: Int thec case of public hearings, once the Council has votedt to close the hearing, no member oft thep public shalll be permitted to address the Council or the stafff from the audience, except att the discretion oft the presiding officer (Mayor). Consent Calendar: Those items ont the Council agenda thata are considered tol be ofa routine: and non-controversial naturel by the City Manager are placed ont the "Consent Calendar." Thesei items shalll be: approved, adopted, accepted, etc., by one motion ofthe Council Members may request that anyi iteml listed under "Consent Calendar" be removed. fromt the Consent Calendar. Council will thent take action separately on this item. A member oft the public may request that ani item listed under "Consent Calendar" be removed and Council action taken separately on the item; the City Council must concur with sucha a request. Items that are removed by members oft the Council for discussion will typically bel heard after other Consent Calendar items are approved unless the majorityof Agendai items: Regular business items are: shown on the agenda and aret takeni int the order listed. Agendai items normally follow staff's presentation oft thes staffi report, clarifying questions from Council Members and applicant comments as necessary: and appropriate. not required. keeping ahead oft time. Council. Council chooses an earlier orl latert time. Council will then) hear public comment 14 Commission Reports: Commission: reports provide an opportunity for designated members of appointed! boards to address the Council on matters ofi importance ort to update the Council andd community ons studies that are underway. Council Member Reports: This part oft ther meeting provides members oft the Council an opportunity toi introduce matters not currently before the Council, including brief announcements, briefr reports ofboard, commission, committee, liaison activity, and to pose questions ofs staff. Examples ofa appropriate communications would bei information of general interest received from outside: agencies, comments ori inquiries received fromt the Statel law provides that Council can take action only on: such matters that have been noticed at72 hours in advance of the regular meeting, or 241 hoursi in the case ofas special meeting, unless special circumstances are found to exist (as mentioned: above). Formal action or approval on non-agenda itemsi is not allowed, ands suchi items should be placed ont the Future Agenda Items:Thisportion: oft ther meeting provides Council Members. staff and. thep public an opportumity to maker requests for items to be placed on the agenda ata af future Written Communications, / Correspondence: The City Council has established ap practice ofp placing written communication: between Members requesting items to be agendized and selectl letters sent by agencies to Council Members on the meeting agenda sot thatt this correspondence receives wide distribution. Ifletters or emails from thej publica are received on the day ofc orj just! before a meeting, copies willl bey placed att the Council Members' Study Session: From timet tot time, the Council mayl hold study sessions. These are regular, agendized meetings ands subject the Brown Act, (see Appendix E). Thep purpose. ofs study sessions ist to givet the Council a less formal andi morei interactive: forum to discuss issuesi in Staff often presents policy: alternatives and is more directly engaged int the dialogue. Official minutes arer not generally kept. While general direction may! be given tos staff or the proponent! behindt the topic of discussion, nof formal action byt the Council ist takeni ina public, or announcements ofi interest to thej public. agenda oft ther next available regular meeting. Commented (ATS): Clarify thep process...r refer backt to previous section regarding: agendas setting Formatted: Highlight Formatted: Highlight meeting positions ont the dais. advance of any official action tol bet taken. studys session. 15 Council Communications Overview Perhaps ther most fundamental role ofa Council Member is communication- communication with constituents tos sharet the vision andg goals oft the City, with the public to assess community opinions and needs, and with stafftop provide policy direction andt to gain an understanding oft the implications ofv various policy alternatives. Because the City Council performs as a body (thati is, acting! based on they will ofthe majority: as opposed toi individuals), itisi important that general guidelines be understood whens speaking as a Council Member for the Council. Equallyi important, when members are expressing personal views andr nott those oft the Council, ther public should! bes soadvised. At the first meeting ofe eachi new Council term, after newly elected Councilmembers ares seated, thel Pledge of Civility willl be recited by all Councilmembers. Thej pledge is Thez manner in which wes govern ourselves is often asi important as the positions we take. The Council's collective decisions willl be better-and! truer to our mission- when differing views have the opportunity to be fully vetted and considered. All those who appear before the Council have the right to bet treated with respect, courtesy, and Accordingly, we commit to conduct ourselves with civility and courtesy, to both those with whom the Council interacts andt to each other. We also pledge to endeavor to correct ourselves, should our conduct) falll below this standard. Formatted: Highlight Formatted: Highlight Formatted: Highlight Pledge of Civility asf follows: Formatted: Font Italic openness. Wei valuei input. Correspondence from Council Members Members oft the City Council may! be called upon to writel letters to citizens, businesses or other public: agencies. Typically, the! Mayor, or appropriate Council Member as an appointed committee. liaison, willl be charged with transmitting the City'sapproved position on policy matters ort to provide requested information to outside inquiries on behalf oft the City Council. All official correspondence: sent onl behalf oft the Council is placed on City letterhead andi is signed by thel Mayor, City Manager ort the full City Council. Council Members are required to place on file andt toy provide copies uponr request ofa any On occasion, members may wish to transmit correspondence: on: ani issue upon which the Council has yett tot take aj position or about ani issue for which the Council has noj position. In correspondence. sent on City letterhead. 16 these circumstances, members should use their own stationary and clearlyi indicate within the correspondence that they are not speaking for the City Council as a whole, butf for themselves as one member of Council. Aftert the City Council has takena a position. ona an Council Members may! be approached by community members toj prepare letters of recommendation. Itisi inappropriate for Councill Members to make: a recommendation or utilize Cityl letterhead or their Council titles for suchl letters without approval oft the City letterhead, logo, insignia and brand, as well as, staffs support cannot be utilized for issue, official correspondence: should reflect this position. majority of Council. personal or political purposes. Speaking for "the City" Similart tos written correspondence, when members are requested tos speak to groups or wheni individuals askt the Council's position, the response. should reflectt the position of the Council as a whole. When representing the City: at meetings or other venues, itisi important that thosei in: attendance gain an understanding oft the City Council's position rather than Ofc course, ar member may clarifyt their vote on: a matter bys stating, for example; "Whilel voted: against "X", the City Council voted in support ofit" In responding to: ani individual or group's statedi issue, concern or question of policy, Council Members shallr refer themt to consult with the City Manager ort tol bringt the matterl before the full City Council ifc deemed Att times measures that affect City Council policy may be placed on the! ballot. There are restrictions regarding whata actions the City, a City Council ori individual Members may take on ballot measures. Specifically, states statutes prohibit the City from usingi its personnel, equipment, materials, buildings, or other resources toi influence the outcome ofe elections. What the City can doi is distribute informational reports or pamphlets for the purpose of Additional guidelines ast toy whati is permissible are available from the City Attorney upon The Cityi is a member oft thel League of California Cities. This group actively tracks legislation: att the: statel level. Either through the advisories received from this organization that of ani individual member. appropriate. City Ballot Measures Formatted: Space After: Opt informing thep public oft thet facts ofa ani issue. request. State Legislation,' Propositions 17 orasar result of City staff ori individual Council Members following key legislativel bills of importance tot the City, the Council is att times requested tot take a position or an action on These arel legislative items, whicht typically deal with issues that will directly affectt the City's financial stability ore effective operation. Ani item for discussion and approval byt the Council willl be placed on the agenda and: supporting documents willl bey providedif pending statel legislation. appropriate. Proclamations Ceremonial proclamations are often requested oft the City in recognition ofa an event or issue (e.g. National NightOut). Proclamations are nots statements ofp policy buta a manner in which the Council çan makes special recognition ofa ani individual, event, ori issue. As partof his/her ceremonial. responsibilities, the Mayor is charged with administration of proclamations. Individual Council Members do not issue proclamations. Proclamations can be: sent tot the requestor or presented ata City Council meeting as arranged with the Toe ensure that business communications: submitted to andl by elected and appointed officials comply witht the California Public Records Act and the Ralph M. Brown Acti (Appendix E), the following isr required for written ande electronic communications: AIlI letters, memoranda, andi interactive computer emailand/or social media communiationsinvoking City Council Members and members ofl boards, commissions, committees andt taskf forces, thes subject ofv which relate tot the conduct ofgovernment ort the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are publicrecords. Copies of suchl leters.ommunication. memoranda, and email communications may not! be provided tot thej public or news media without the filing ofa public information disclosure request witht the City Clerk. The City Clerk has as system for requesting body anda att the Mayor's discretion. State Public Records! Disclosure Act A. Communications, Generally Formatted: Font: NotE Bold Commented [AT7): Textr messages??? processing such requests. B. Written Communications Written letters and memoranda received byt the City on as specific agendaituem, addressed toa a Council Member or the Council as a body, will be photocopied and provided to all City Councill Members: att ther nexts scheduled meeting and ac copy kept accordingt tot the City's Records Retention Schedule. 18 CE Electronic Communications Email communications: shall notl bes shared with more than one other Council Member andi mustb be considered inl light oft thel Ralph M.J Brown Act. Ifthei intended purpose oft the emaili ist tol havea a discussion that should be helda ata an open meeting, thee electronic discussion should not occur. Thee email items or web addresses Email should be used cautiously whens seeking legal advice or to discuss matters of pending litigation or other" "confidential" City business. Ing general, emaili is discoverable inl litigation, and even deleted email ist noti necessarily removed from Confidential email communications: should not! bes shared withi individuals other than the intended recipients ort the attorney-client privilege protectingt the Emaill between Council Members ande emails between Council Members and: staff shallr notl be transmitted tot the public or news media without the filing ofap public Berma-messRgewiNerstesonialesmdhsdestralaieie:hefunctienal ESpenaelelmeresRLSENssuehsmetingmelses: emindes.felepheme-mesesamtialeres-demetsenstseapuhie ecert-lsershaleRESRERseIhedmiNistativepurpasais Alle ethermessagest that relate tot the functional responsibility of ther recipient or sender as aj public official constitute: ap publicrecord. Suchr records ares subjectto The California Public Records Actr requires that government agencies preserve publicr records regardless ofp physical form, and: specifies" "any form of communication or representation." Therefore, social media records in California Ralphl M. Brown act and Open Meetingl laws must be considered: with Social Media as well.I Ifmoret than two Councilmembers comment, like, and/ /or share posts from social media, this may constituteas serial meeting ands should bea avoided. should be place in the agenda packet. the system. document from disclosure may be waived. disclosure request with the City Clerk. served publici inspection and copying. D. Social Media Formatted: Font: NotBold qualify as public records undert the law. 19 Interaction with CityStaff/Oficials Overview City Council policy isi implemented through dedicated and professional: staff. Therefore, it is critical thatt the relationship between Council ands staffi be well understood by all parties so policies and programs mayl bei implemented. successfully. Tos support effective relationships, itisi important thati roles are clearly recognized. Council-Manager Form of Government Blue Lake has a Council- Manager form of government. Basieally-Wwith this structure, the City Council's rolei ist to establish City policies and priorities. The Council appointsa City Manager toi implement those policies and undertake the administration of the organization. The City Manageri is appointed byt the City Council to enforce itsl laws, to direct the daily operations of city government toj prepare. andi monitor the principal budget, andt to implement the policies and programs initiated byt the City Council. The City Manager is responsible to the City Council, rather than toi individual Council Members, and directs and The City Manageri ist responsible fora appointing all department directors and authorizing all other personnel positions. The City Council authorizes positions through the budget process; based. upon that: authorization, the City Manager makes the appointments. The Council-Manager form of governmenti is outlined in the California Government Code coordinates the various departments. and City Ordinance No. 439: and Ordinance No. 486. The powers and duties oft the City Manager include: Appoint andi remove at any time any employees, C-mayswp-mi-Cmenl supervision over thea administrative affairs oft the City; Attend all meetings oft the Council at which the Manager's attendance may! be See that alll laws and ordinances are faithfully executed, subject tot the authority which the Council may grantt the Mayor to maintain law and order int times of Recommend for adoption by the Council such measures: as the Manager may deem Prepare ands submit tot the Council suchy reports as may ber required byt that body, or Keept the Council fully advised oft thef financial condition oft the City and its future required byt thath body, emergency, necessary ore expedient fort the operations of the City, as deemed advisablet tob be submitted, needs, 20 Prepare and: submit tot the Councila a proposed budget for the fiscal year, due nol later than] June 30, and) be responsible. for its administration upon adoption, Perform such other duties ast the Council may determine by direction, ordinance or resolution. Implement and administer City Council policy. Non- interference by City Council The City Councili ist to work through the City Manager when dealing with administrative Ini no manner, either directly or indirectly, shall a Council Member become involved in, or attempt toi influence, personnel matters that are under the direction oft the City Manager. No member oft the Council shall, bys suggestion or otherwise, attemptt toi influence or coerce the City Manager concerning: appointments to City offices or employment. Nors shall the City Council bei involved in, ori influence, the purchase ofa any supplies beyond the requirements ofthe City's procurement code/procedures. Except for thej purpose ofi inquiry, the Council: andi its members will deal witht the administrative. services solely through the City Manager or designee, and neither the Council nor any commission, committee or member ofal boards shall give an order to, try to influence, coerce or direct, either formally ori informally, any subordinate oft the City Violations oft thej provisions oft this section bya anyi individual Council Members ors group of Council Members, ifreportedt tot the City Manager, willl bel brought forth tot the entire City Council for review. The Council, on: a case-by-case basis, wille establish what, ifany, corrections and/or sanctions are: appropriate. After ani initial public warning, ifinference continues to occur, the City Council wills seek counsel with the City Attorney for further services oft the City including contracted consultants. Manager. direction. City Council/City Manager Relationship The employment: relationship! between the City Council and City Manager honors the fact that the City Manager is the chiefe executive oft the City. All dealings with the City Manager, whether inj public or private, should respect the authority oft the City Manageri in administrative matters. Disagreements. should be expressed inj policy terms, rather than in terms that question the satisfaction with ors support oft the City Manager. The City Manager respects andi is sensitive tot the policy responsibilities oft the Cityand the Gouneile and acknowledges thatt the final responsibility for establishing the policy direction City Council. The City manager oft the Cityi is held byt the City Council. 21 The City Council evaluates the City Manager on an annuall basist to ensure thatb botht the City Council and City Manager arei in: agreement about performance: andg goals based upon mutualt trust and common objectives. The City Manager's performance: is evaluated in the following: areas: availability, professional: andi managerial skills, developing and implementing thel budget, management of Cityf finances and preparation ofa and for City Council meetings. City Council/City Clerk Relationship Where the City Council is-dictates the policy oft the City, and the City! Manager delivers the product of Council policies, the City Clerke ensures the procedure oft the Council. The City Clerki is the local official for elections, locall legislation, thel Public Records Act, thel Political The City Clerk ensures thata all actions by the City Council are in compliance with federal, state andl locals statutes andt that all actions are properly executed, recorded, and archived. The City Clerki is appointed by the City Council andi is under the direction oft the City Manager and however equally contributes tot the overall process of Council Meetings. City Council Member contact with City staff members for City! business, including the City Manager, willl be during regular business hours, excepti in the case ofa ane emergency. Pursuant to recommendation oft the City Manager, the City Council shall make provision for obtainingl legal counsel for the City, either by: appointment ofa City Attorney on al full-time or part-time basis, orl by any reasonable contractual: arrangement fors such professional The City Attorneyi is a contract employee appointed by the City Council. The City Attorney ist the legal advisor for the Council, its committees, commissions and! boards, the City Manager, and all City officers ande employees withi respect to any legal question involving an official duty or anyl legal matter pertaining to the affairs oft the City. Theg general legal Provide legal assistance. necessary: for formulation and implementation ofl legislative Represent the City'si interest, as determined by the City Council, in litigation, administrative hearings, negotiations, ands similar proceedings; Formatted: Font Not Bold Reform Act and the Brown Act. City Council/City Staff Relationship City Council/City. Attorney Relationship services. responsibilities oft the City Attorney: aret to: policies and projects; 22 Prepare or approve ast to form ordinances, resolutions, contracts, and other legal documents tol best reflecta andi implement the purposes: andi intentions oft the City Keep City Council and: staffa apprised of courti rulings andl legislation affecting the Itisi important to note that the City Attorney does not represent individual members oft the Council, butr rather the City Council as as whole. Accordingly, with the exception of conflict ofinteresti inquiries, inc questions involving pending or upcoming matters, or protocol and procedure, the City Attorney's services are engaged: and directed through the majority of the Council. Individual Council Members may seek advice or assistance: from the City Attorney on. other matters while exercising their bestj judgment on the moste efficient and appropriate use ofhis/her resources. The City Attorney's performance isr reviewed as Council; and legal interests oft the City. Formatted: Indent Left: 0.5", Nob bullets orr numbering provided by the contract. Rolesand Information Flow Council Roles The full City Councilr retains the: authority to accept, reject, or amend thes staff Members oft the City Council musta avoid intrusion into those areas that are the responsibility ofs staff. Individual Council Members may noti intervenei ins staff decision- making, the development ofs staffr recommendations, schedulingo of work, ande executing department priorities without the prior knowledge and approval oft the City Council asa whole and of the City Manager. Thisi is necessary toj protects stafff from unduei influence and pressure from individual Council Members, and to allows stafft to execute priorities given by management: and the Council as a whole without fear ofi reprisal. Ifa Council Member wishes toi influence the: actions, decisions, recommendations; workloads, works schedule, or priorities ofs staff, thati member must prevail upon the Council to dos 50 as ar matter of recommendation on policy matters. Council policy. Access tol Information The City Manager is thei information: liaison between the Council and City staff. Requests from Councill Members fori informationegarding: City business are tol be directed to the City Manager and will be responded to promptly. The information requested willl be copied to all members of the Council sot thate eachy member may be equally informed. Thes sharing of information with the City Councili is one oft the City Manager's highestpriorities. Formatted: Font: NotB Bold 23 Information reguested asar resident oft the City may be done through the City Clerkasa There arel limited restrictions controllingy when information cannot be provided. The Cityis legally bound not tor release. certain confidential; personnel information. Likewise, certain aspects of public safetya affairs (e.g, access tor restrict or confidential information related to The Councilt recognizes the primary functions of staff ase executing Council policy and actions taken! byt the Council, andl keeping the Council informed. Staffis obligated tot take guidance and direction only from the City Manager or Department Director. This direction follows the policy guidance oft the City Council as a whole. Staffis directed tor rejectany attempts byi individual Council Members to unduly direct or otherwise pressure themi into City staff will makee every effort to respond ina at timely and professional: manner to all requests fori information or assistance madel by individual Council Members provided that, int thej judgment of the City Manager, the requesti is not ofar magnitude, either in terms of workload or policy, that itwould be more: appropriately assigned to: stafft through the. Formatted: Font NotE Bold Public Records request. crimes) mayi not! be available tor members of the City Council. Staff Roles making, changing, or otherwise influencing recommendations. direction oft the full City Council. Dissemination ofl Information Ina additiont toi regular, comprehensive memoranda written by the City Manager directly to City Council concerning all aspects of City operations (exclusive of confidential personnel issues), all Council Members receive copies ofa all correspondence received by the City Manager that will: assist them in their policy-making role. The City Manager also provides other documents tot the Council on: a regular basis; such ass status reports, executive summaries, contracted: services reports and agendas ofa all City commission and committee A variety ofr methods are usedt tos share information witht the Council. Workshops and: study sessions arel heldt toj provide detailed presentations of matters. The City Manager's open- door policy allows individual Council Members tor meet with the Manager on ani impromptu Any information, service-related needs, or policy positions perceived as necessary by individual Council Members that cannot be fulfilled based upon the: above guidelines should be considered. as ani item for thea agenda ofa City Council meeting. Ifso directed by meetings. or one- on- one basis. Magnitude ofInformation! Request 24 an action oft the Council, staff willj proceed to complete the worky withina a Council- established timeline. Staff Relationship to Advisory Bodies Staff support and assistance may! be provided tot the City's boards, commissions, committees and task forces. Thesel bodies, however, do not have supervisory authority over City employees. Whiles staffr may work closely with advisory bodies, staff members remain responsible tot their immediate: supervisors and, ultimately, the City Manager. The members oft thec commissions, boards, or committees are responsible for the functions oft the advisory body." The chairpersoni is responsible for committee compliance with the municipal codea and/or committee bylaws. Staff members are to: assistt the: advisory body chairt to ensureappropriate compliance with: state and locall laws and regulations. Staff support includes: chairperson; Commissions issues. Preparation ofas summary agenda and appropriate notice after approval by the Preparation ofi reports providingab briefbackground oft the issues, al list of alternatives, recommendations; anda appropriate backupi materials, ifn necessary; and Assistance with they preparation ofr meeting, minutes ifr requested bythe PreparatenotmisestsefnamuyhadymestingsAivbwyhasymembersshoale havesufidentinlermatrsedteNsbashasdspenadaresplamatiomofhe Advisory bodies wishing to communicate recommendations tot the City Council shall dos so through adopted Council agenda procedures as outlined int this manual. In addition, when an advisory body wishes to correspond with an outside. agency, correspondence: shalll be reviewed and approved byt the City Council upon recommendation: oft the City Manager. Blue Lakei isar nonpartisan local government. Professional: staff formulates recommendations: in compliance with Council policy fort the good oft the community: andi is noti influenced by political factors. For this reason, itis very important to understand: the By working for the City, staff members dor not surrender their right tol bei involved in political activities. Employees may privately express their personal opinions. They may register to vote, sign nominating or recall petitions, and they may vote ina any election. Restrictions onl Political Involvement by Staff restrictions ofp political involvement ofs staff. City Manager Code ofl Ethics 25 The City Managers shall Subscribet to thel International City/County Management Association's (ICMA) Code ofEthics. ICMA: maintains as strict professional code of conduct for public managers, and those members found violating the code ofe ethics are subjectto private or publiccensure or even expulsion from membership in ICMA. Thel ICMA'sCodeof Formatted: Highlight Ethics can be foundi in AppendixF. Commented [AT8): The Cityi is notar member ofl ICMA; cant thisl language ber revisedt tor reflectt thec code ofe ethics requirement! butr noth bes subjectedt to ICMAr membership? Formatted: Highlight Support Provided to City Council StaffSupport: Staffa and administrative: support to members oft the City Council is provided through the City Manager's Office. Council members may Gcontact the City Manager directly to discuss matters, schedule: appointments andr relay messages. WheCeumeilshoulabeawarethatthe yMAaerevesswporingmaterialsers Genemeetimgsaneotherolea: Pwrpeses-TASReNlaescee.Memlersswbmatingesemalattachments-fwordles, pds,ete/thatare-agndamatenakeventammounementsretherdyrellateddecuments orthepupeseafpining-wpigamimaaeNwrferpesingferte Council should: send all supporting materials for Council meetings to the City Clerk andt the City Manager fori inclusion: into agenda packets. These materials shouldl ber received nol later thant the Wednesday priort to each Council meeting. All other materials for official city purpose, including postings for thep public as well as for other City needs as they arise, should be received byt the City Manager for dissemination. All other Council requests for staffs services are madel byr request tot the City Manager who may determine. necessity based heswaaseraherdiyaedasmayatie Formatted: Font: NotE Bold ont the current staff workload. Officel Equipment. and Supplies: All office equipment is primarily there for the use oft ther manager and: staff. Itis not for the use ofCouncill Members. Some exceptions may occur when Council Members need copies, or other offices supplies for official City business. Office equipmenti is never tol be used for personal matters. Postage is available for Council approved or official City business. Ifscheduled: ina advance, Council Members may use the offices space provided in City Hall or the Skinner Store Building for transacting City business ift the: spacei is available. Meeting Rooms: Mail, Deliveries: 26 Members oft the City Council may receive maila and otherr materials through City Halli ifthey are so addressed or drepped offt theredelivered there. The offices staff disseminates these. materials toi individual Council Members. Staff deesnot opens maila addressed toi individual Council Members unless' confidential" is expressly written on the document. General correspondence: addressed to Council Members asa as whole may! be opened and delivered to all Council Membersifa appropriate. CiySlfwil-makeattemptsto-home delnerfoumat-packetsyeFadyalememcmpterterp-ayysehedaedPuesday, meetings Council meeting agenda and packets are maaemehpe ont the Friday prior tot ther regularly scheduled' Tuesday meetings. Councilmembers: may choose to pick up these packets inj person, download the digital version fromer the City Website, or When needed, Council Members have access to all City records normally: availablet tot the pep-dy These materials are forr reference only and are not tol be removed from City Hall although copies may be requestedi ifnecessary. Formatted: Font: NotE Bold ask tol have their packet home delivered. City Records: Financial Matters Council Compensation State laws sets the overalll level of compensation for City Council Members (California Govemmentc4es36510 The City provides for payment ofar modest stipend to members oft the City Council for attendance. at City Council and City-Relatedi meetings. The City'sl level of compensation: is welll below those: allowed by the government codea andi iss set by ordinance which may be amended fromt time tot time. Inl lieu ofas stipend, Council Members may request mileage reimbursement: att the then current IRSI business rate fora any official meeting out oft town by filinga a mileage reimbursement report for review: and approval byt the City Manager. Budget The: annual City budget includes appropriations for City Council expenses. The: amount: set asides should atl least be sufficient to cover Council stipends although there may! be additional limited fundingt to cover approved: attendance at conferences ore educational seminars when deemed appropriate. Financial Disclosure 27 Candidates for the office of Councill Member shallf filea ai financial disclosure statement online with the Gity-Clerkwhow Mllrasins-wpamdenwineae Fair Political Practices Commission (FPPC) (California Government Code SS8 87201 and 87202). Financial disclosure shalll be filed with nomination papers, not earliert than 113 days before the election with the deadline being nol latert than 88 days before the election (California Elections Code, $1 10220-10227; California Government Code S 87200). When Council Members: assume orl leave office, whether by election, appointment, end oft term, or resignation, Statements ofE Economic Interests (FPPCI Form 700) covering ther previous 12 months, or thep period sincet the previous statement was filed under Government Codes 87202 or 87203, must bet filedy within thirty days (California Government Code S8 87204). In addition, Councill Members are required tof file financial disclosure: statements (FPPCE Form 700) on an annual basis after) January1: and before April 10 ofe each year covering the previous calendar year (California Government Code $87203). Statements filedi in any of the above circumstances are considered public documents anda available fori inspection. Councilmember must also file financial disclosure: statements with each oft the commissions, JPA's, or committee assignments thatt they hold. Councilmembers. should consults staffi involved with the various commissions, committees and) PA'st to find out filing practices. Thes same financial disclosure statement cannot be used for all appointments. Each Councilmember: musts submit an original, wet signature, copy of the formt to each commission, committee or JPAt that theys serve on as) primary or as alternate members. The AIIC City Council travel must! be: approved byt the Council on: a case-by-case basis. Valid requests could be for travel tot trainings seminars, ort to meetings or conferences related to City! business. Approved travele expenses willl be covered through reimbursement: after submission ofa travel expense report along with receipts tot the City Manager for review and approval. Ifmeals and/orr rooms are not included int the price of attendance, the daily limit for reimbursement willl bes set by limits defined as applicable by the IRS for that ACity Council Member must: show adequate vehicle insurance tol be able to use their personal vehicle on official city business. The reimbursement cost for the use ofp personal vehicles on approved city! business willl be determined by the then applicable Federal IRS standard business mileage ratelonly. The expense oft tolls and parking may! be claimed. separately. Copies ofi insurance verification must! be placed onf file with the City on an Formatted: Font: Not Bold CFomm709eambeioundimAppendaG. Travel Policy and! Procedures particular location or locations. Formatted: Highlight rate? Formatted: Highlight Commented [AT9): Make consistent with Cityp policy-GSA annuall basis. City Credit Card Policy 28 City credit cards are not usually available for use by Council Members. A Council Member will only have access toa a City credito card by approval oft the City Council. The card willl be signed out through the City Manager with the approved use oft the cards strictly defined in advance. Any other use may! be subject to fine and/or penalty. Al lost or stolen credit card must ber reported as soon: as discovered to the City Manager's office. All cards musth be returned tot the City Manager as soon as possible after the approved use is over. Conflictsandi Liability Ethicsand Ethics Training (AB: 1234) Statel law (California Government Code $5 53235, ets seq.) requires public officials to complete two hours oftrainingi ine ethics principles andl laws every two years: This requirement can bes satisfied bya a free on-line course offered by the California Fair Political Practices Commission website. There may alsol bel locale ethics workshops offered from time to time. Certificates of course completion must! be turned int to the City Clerkfor recording: and filing, In addition to trainings offered in the community, training can be accessed online at htp://ppcca.gov. Conflicts of Interest There: are two primary laws thatg govern conflicts ofi interest for public officials in California. The Political Reform Act (PRA) controls financial conflicts ofinterest. Thisl lawis implemented: and enforced! byt the Fair Political Practices Commission (FPPC), which has issued comprehensive implementing regulations. To understand the PRA'si impact ona Council Member's actions, itiss suggested thati members discuss thel lawa and potential conflicts witht the City Attorney ora private attorney. In general, undert the PRA, public officials are prohibited from making, participating in, ori ina any way attempting to uset their official position toi influence a government decision in which theyk know or have reasont to know they! have ai financiali interest (California Government Code $87100; 20 California Code The other applicable lawi is Government Code $1090. Itiss similar tot the Political Reform Act, buta applies only to City contracts in which aj public official has a financial interest. The financial interests covered by $1090 are different fromt thosei int the Political Reform ActA Member having an interesti in a contract may preclude the City frome entering into the contract ata all. Ina addition, the penalties for violating $1090 are severe. Ifa Council Member believes that he ors she mayl have any financiali interesti in a contract that willl be before. the Council, the Member shouldi immediately seek advice fromt the City Attorney or of Regulations SS 18700, 18702-18702.4). the Member's) personal attorney. 29 Thej purpose of these laws and regulations ist to ensure thata all: actions are takeni int the publici interest. At anyt time a Council Member believes aj potential for conflict ofinterest exists, he ors shei is encouraged to consult witht the City Attorney or private legal counsel for advice. Staffr may alsor request an opinion from the City Attorney regardinga an member's potential conflict. Laws thati regulate conflicts are. very complicated: and violations may erfaurtherespiamationaaadaulsone-gseaeseianterestse-Appenda- Fora a period of ones year after leaving office, statel law prohibits Councill Members from acceptinge employment: with the City, orf from acting as agent or attorney for any other person! by appearing formally ori informally, orally ori in writing, before the Council or any ofi its commissions, or committees ifthe appearance or communicationi ist made for the purpose ofi influencing administrative orl legislative action, ori influencing anya action or proceedingi involving thei issuance of, amendment to, award of, or revocation ofap permit, liçense, grant, or contract, or thes sale or purchase ofg goods or property (California resulti ins significant penalties including criminal prosecution. Anti-revolving door) policy Government Code S8 87406.3). Liability Even though the City must: always approach its responsibilities. and actions ina a manner that reduces riskt to alli involved, the City may occasionally findi itselfs subject tol legal actions through lawsuits. Bluel Lake belongs to Public Agency Risk Sharing Authority of California (PARSAC) with other city governments tor manage insurance and risk activities. PARSAC will usually stepi int tol help: att those times. Stilli iti is important tor note that certain violations ofl laws andi regulations byi individual: members oft the City Council may not! be covered and mayr resulti int that member being personally liable for damages. Examples mighti include acts ofc discrimination, harassment, or fraud. Personal liability may: also occur when Council Members breach aj prohibition ons secrecy ors spend public moneys for non- city or personal purposes. UISTOFAPPENDICES Formatted: Highlight A. Commission. and Committees Application Form B-HwmbekdECes: ShesifsOFeeCORte: OrdimanseestablisaaleyCemmisien D.F RoxmlwsRal-eonie Ralph! M. BrownAct E. international City/County Management AMXOCMANCA-Ns 30 KPaaPwtkwSmis.,pOReme -Cemiktsefhaterest articles,etg. Helpful Resources for City Council Members. -website: addresses, books, pamphlets, Commented [AT10): Review forc consistency andi updates Formatted: Highlight 31