CITY COUNCIL HANDBOOK
PAGE 71
Michael Harris Public Records Request Page 1 of 3
Michael Harris
5940 Granite Glen Court
Granite Bay, CA 95746
[email protected]
(916) 802-1659
August 17, 2023
Jessica Matson
City Clerk
City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, CA 93420
Subject: California Public Records Request - Water Well Application/Permit by Michael Harris Dear Jessica Matson,
On or about November 30, 2022 the City of Arroyo Grande was made aware of my desire to obtain a permit for a new domestic water well on one of the three parcels (007-781-055) that I own in the City of Arroyo Grande. The Arroyo Grande Utilities Manager was directly notified of my application on October 17, 2022 by Carrie Zurr-Lopez, Environmental Health Technician for San Luis Obispo County Health Agency.
According to records available to me (City Council meeting minutes) from 2015 to date there have been six well applications. The average number of days from applicant contact to vote by the City Council is 43 days. The average number of City Council meetings between applicant contact and the City Council vote is 2.5 meetings. All well applications were approved.
As of August 15, 2023, for my application, it has been 258 days and there have been 16 City Council meetings. I have been provided no explanation as to why my application is exceptional compared to other prior applications.
Initially, when we started this process, we received positive feedback from City Staff regarding our well application. We were asked for, and provided, some cost information relating to trenching and well costs which supported the conclusion that it was not feasible and practical to connect to the city water system at the southern boundary of the property (not a public right of way). Initially, the City Staff seemed to consider, not just the feasibility of installing a water meter, but also the total cost of service from the city water system. I am responsible for paying the total cost, not just the cost of installing a water meter. We were told on multiple occasions that recommendation of approval of our well application was imminent.
Sometime, around March 20, something changed. It was communicated to us that Patrick Holub had distributed his staff report for final review with City Staff. Shortly after this Patrick notified us that “we do not feel that it is in the best interest of the City to allow a domestic well at this location.” I asked directly
Michael Harris Public Records Request Page 2 of 3
about this dramatic change within the City but have not received any response. I have requested a copy of the staff report that was distributed for review (on July 24, 2023) but have received no response.
At a meeting with City Staff on August 15, 2023 I was told the staff had researched and then met to discuss the meaning of the municipal code relating to water wells, specifically the language relating to “feasible and practical”. Apparently, it was decided the language relating to “feasible and practical” is limited exclusively to the installation of a water meter in any location on a parcel. I was told the determination of feasible and practical is not related to or concerned with the individual characteristics of the parcel on which the water meter would be installed, or where the actual location where water consumption would occur.
Unfortunately, for the reasons stated above I feel my only option is to request public records from the City regarding my water well application and permit. The records requested are very important to me and, I believe, are significantly in the public interest.
According to the City’s Public Records web page “The City of Arroyo Grande is committed to providing open and transparent access to public records created and maintained by the City, which includes timely access to requested records in accordance with the California Public Records Act (Government Code Section 6250 et seq).” I am aware of the exclusions specified in the Public Records Act but feel that they do not apply to my requests as I do believe these records are retained in the normal course of the City’s business and there is no public interest whatsoever in withholding the records.
I would appreciate it if this specific request could be processed according to the City of Arroyo Grande’s policy regarding public records requests.
I am writing to submit a formal public records request under the California Public Records Act (Government Code Section 6250 et seq.) for all writings, including emails, meeting notes, reports, text messages, app messages, and any other forms of communication, related to the water well application or permit submitted by or on behalf of Michael Harris.
I request access to any documents, communications, or records pertaining to the following:
• All communications, including but not limited to emails, text messages, and app messages, regarding the water well application or permit application submitted by or on behalf of Michael Harris.
• Including but not limited to all communications sent around March 20, 2023 which included the staff report for final review.
• Including but not limited to all communications regarding the meaning of “feasible and practical” in the context of the City’s municipal code relating to water wells. • Meeting notes, minutes, and summaries of any discussions, meetings, or hearings related to the review, approval, denial, or conditions associated with the water well application or permit submitted by or on behalf of Michael Harris.
Michael Harris Public Records Request Page 3 of 3
• Any reports, studies, assessments, cost estimates, technical evaluations, and expert opinions produced or received by Arroyo Grande in relation to the water well application or permit application submitted by or on behalf of Michael Harris. • Internal documents, memos, project files, and correspondence among Arroyo Grande staff members and City Council Members discussing the water well application or permit application submitted by or on behalf of Michael Harris, including any discussions of legal, environmental, or regulatory considerations.
• Any communications or records related to public comments, community meetings, or public hearings concerning the water well application or permit application submitted by or on behalf of Michael Harris.
I understand that certain public records may be subject to redaction or withholding if they contain sensitive or confidential information as outlined in the California Public Records Act. If any redactions are made, please provide an explanation for each redaction.
To facilitate the retrieval of these records, please provide them in electronic format if possible. If there are any associated fees for providing these records, please inform me of the estimated costs in advance.
As required by law, I request that you acknowledge the receipt of this request within 10 days and provide an estimated timeline for when I can expect to receive the requested records. If there are any additional steps or requirements on my part, please let me know.
Thank you for your attention to this matter. I look forward to receiving the requested records in accordance with the California Public Records Act. Please respond to this request at your earliest convenience.
Sincerely,
Michael Harris
1 From: Jessica Matson <[email protected]>
Sent: Wednesday, August 23, 2023 5:11 PM
To: Mike Harris
Cc: Sarah Lansburgh
Subject: August 17, 2023 Public Records Request
Attachments: 2023-08-17 PRA Request M Harris.pdf
Mike,
This is to confirm receipt of your aƩached public records request. In accordance with Government Code SecƟon 7922.535, the City will respond on or before August 27, 2023.
Sincerely,
Jessica Matson, CMC
Director of Legislative & Information Services/City Clerk Legislative Services, City of Arroyo Grande
Tel: 805‐473‐5418 |www.arroyogrande.org
300 E. Branch St | Arroyo Grande | CA | 93420
City Hall Business Hours: M‐Th 8:00 am ‐ 5:00 pm; Fridays 8:00 am ‐ 12:00 pm The information contained in this email pertains to City business and is intended solely for the use of the individual or entity to whom it is addressed. If the reader of this message is not an intended recipient, or the employee or agent responsible for delivering the message to the intended recipient and you have received this message in error, please advise the sender by reply email or phone and delete the message. Please note that email correspondence with the City of Arroyo Grande, along with attachments, may be subject to the California Public Records Act, and therefore may be subject to disclosure unless otherwise exempt by law.
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5940 Granite Glen Court
Granite Bay, CA 95746
[email protected]
(916) 802-1659
August 17, 2023
Jessica Matson
City Clerk
City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, CA 93420
• Subject: California Public Records Request - Water Well Application/Permit by Michael Harris Dear Jessica Matson,
On or about November 30, 2022 the City of Arroyo Grande was made aware of my desire to obtain a permit for a new domestic water well on one of the three parcels (007-781-055) that I own in the City of Arroyo Grande. The Arroyo Grande Utilities Manager was directly notified of my application on October 17, 2022 by Carrie Zurr-Lopez, Environmental Health Technician for San Luis Obispo County Health Agency.
According to records available to me (City Council meeting minutes) from 2015 to date there have been six well applications. The average number of days from applicant contact to vote by the City Council is 43 days. The average number of City Council meetings between applicant contact and the City Council vote is 2.5 meetings. All well applications were approved.
As of August 15, 2023, for my application, it has been 258 days and there have been 16 City Council meetings. I have been provided no explanation as to why my application is exceptional compared to other prior applications.
Initially, when we started this process, we received positive feedback from City Staff regarding our well application. We were asked for, and provided, some cost information relating to trenching and well costs which supported the conclusion that it was not feasible and practical to connect to the city water system at the southern boundary of the property (not a public right of way). Initially, the City Staff seemed to consider, not just the feasibility of installing a water meter, but also the total cost of service from the city water system. I am responsible for paying the total cost, not just the cost of installing a water meter. We were told on multiple occasions that recommendation of approval of our well application was imminent.
Sometime, around March 20, something changed. It was communicated to us that Patrick Holub had distributed his staff report for final review with City Staff. Shortly after this Patrick notified us that "we do not feel that it is in the best interest of the City to allow a domestic well at this location." I asked directly Michael Harris Public Records Request Page 1 of3
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a
about this dramatic change within the City but have not received any response. I have requested a copy of the staff report that was distributed for review (on July 24, 2023) but have received no response.
At a meeting with City Staff on August 15, 2023 I was told the staff had researched and then met to discuss the meaning of the municipal code relating to water wells, specifically the language relating to "feasible and practical". Apparently, it was decided the language relating to "feasible and practical" is limited exclusively to the installation of a water meter in any location on a parcel. I was told the determination of feasible and practical is not related to or concerned with the individual characteristics of the parcel on which the water meter would be installed, or where the actual location where water consumption would occur.
Unfortunately, for the reasons stated above I feel my only option is to request public records from the City regarding my water well application and permit. The records requested are very important to me and, I believe, are significantly in the public interest.
According to the City's Public Records web page "The City of Arroyo Grande is committed to providing open and transparent access to public records created and maintained by the City, which includes timely access to requested records in accordance with the California Public Records Act (Government Code Section 6250 et seq):' I am aware of the exclusions specified in the Public Records Act but feel that they do not apply to my requests as I do believe these records are retained in the normal course of the City's business and there is no public interest whatsoever in withholding the records.
I would appreciate it if this specific request could be processed according to the City of Arroyo Grande's policy regarding public records requests.
I am writing to submit a formal public records request under the California Public Records Act (Government Code Section 6250 et seq.) for all writings, including emails, meeting notes, reports, text messages, app messages, and any other forms of communicatio"li,"reia'ie~-,w;jlk~P,fi2n or&'i,1~ submitted by or on behalf o~DP~;!~ffl:~i:[f • ., " " I request access to any documents, communications, or records pertaining to the following:
• All communications, including but not limited to emails, text messages, and app messages, regarding the water well application or permit application submitted by or on behalf of Michael Harris.
• Including but not limited to all communications sent around March 20, 2023 which included the staff report for final review.
• Including but not limited to all communications regarding the meaning of "feasible and practical" in the context of the City's municipal code relating to water wells. • Meeting notes, minutes, and summaries of any discussions, meetings, or hearings related to the review, approval, denial, or conditions associated with the water well application or permit submitted by or on behalf of Michael Harris.
Michael Harris Public Records Request Page 2 of 3
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• Any reports, studies, assessments, cost estimates, technical evaluations, and expert opinions produced or received by Arroyo Grande in relation to the water well application or permit application submitted by or on behalf of Michael Harris. • Internal documents, memos, project files, and correspondence among Arroyo Grande staff members and City Council Members discussing the water well application or permit application submitted by or on behalf of Michael Harris, including any discussions of legal, environmental, or regulatory considerations.
• Any communications or records related to public comments, community meetings, or public hearings concerning the water well application or permit application submitted by or on behalf of Michael Harris.
I understand that certain public records may be subject to redaction or withholding if they contain sensitive or confidential information as outlined in the California Public Records Act. If any redactions are made, please provide an explanation for each redaction.
To facilitate the retrieval of these records, please provide them in electronic format if possible. If there are any associated fees for providing these records, please inform me of the estimated costs in advance.
As required by law, I request that you acknowledge the receipt of this request within 10 days and provide an estimated timeline for when I can expect to receive the requested records. If there are any additional steps or requirements on my part, please let me know.
Thank you for your attention to this matter. I look forward to receiving the requested records in accordance with the California Public Records Act. Please respond to this request at your earliest · convenience.
Sincerely,
Michael Harris
Michael Harris Public Records Request Page 3 of 3
1 From: Jessica Matson <[email protected]>
Sent: Thursday, August 24, 2023 4:15 PM
To: 'Mike Harris'
Cc: Sarah Lansburgh
Subject: RE: August 17, 2023 Public Records Request
Attachments: 2023-08-17 PRA Request M Harris.pdf
Mike,
This correspondence is in response to your request for records received on August 17, 2023, by the City of Arroyo Grande (“City”) pursuant to the California Public Records Act (“PRA”) (Government Code § 7920.000, et seq.).
The City is exercising its right to take 14‐day extension of the standard 10‐day Ɵme period provided under the PRA for making its determinaƟon on a request for records. The basis for the 14‐day extension is the City needs to consult among two or more components of the same agency with substanƟal interest in the request, and due to the need to search for, collect, and appropriately examine a voluminous amount of separate and disƟnct records that are demanded in a single request pursuant to Government Code § 7922.535. We will noƟfy you in wriƟng with a determinaƟon on your request no later than Friday, September 8, 2023. In addiƟon, nothing in this leƩer should be construed as a representaƟon that such record(s) (if they exist) are subject to public disclosure.
Sincerely,
Jessica Matson, CMC
Director of Legislative & Information Services/City Clerk Legislative Services, City of Arroyo Grande
Tel: 805‐473‐5418 |www.arroyogrande.org
300 E. Branch St | Arroyo Grande | CA | 93420
City Hall Business Hours: M‐Th 8:00 am ‐ 5:00 pm; Fridays 8:00 am ‐ 12:00 pm The information contained in this email pertains to City business and is intended solely for the use of the individual or entity to whom it is addressed. If the reader of this message is not an intended recipient, or the employee or agent responsible for delivering the message to the intended recipient and you have received this message in error, please advise the sender by reply email or phone and delete the message. Please note that email correspondence with the City of Arroyo Grande, along with attachments, may be subject to the California Public Records Act, and therefore may be subject to disclosure unless otherwise exempt by law.
From: Jessica Matson
Sent: Wednesday, August 23, 2023 5:11 PM
To: Mike Harris <[email protected]>
Cc: Sarah Lansburgh <[email protected]>
Subject: August 17, 2023 Public Records Request
Mike,
2 This is to confirm receipt of your aƩached public records request. In accordance with Government Code SecƟon 7922.535, the City will respond on or before August 27, 2023.
Sincerely,
1 From: Mike Harris <[email protected]>
Sent: Friday, August 25, 2023 8:53 AM
To: Jessica Matson
Cc: Sarah Lansburgh
Subject: Re: August 17, 2023 Public Records Request
Hi Jessica,
I am confirming receipt of your email.
Have a nice weekend.
Mike
On Thu, Aug 24, 2023 at 4:15 PM Jessica Matson <[email protected]> wrote:
Mike,
This correspondence is in response to your request for records received on August 17, 2023, by the City of Arroyo Grande (“City”) pursuant to the California Public Records Act (“PRA”) (Government Code § 7920.000, et seq.).
The City is exercising its right to take 14-day extension of the standard 10-day time period provided under the PRA for making its determination on a request for records. The basis for the 14-day extension is the City needs to consult among two or more components of the same agency with substantial interest in the request, and due to the need to search for, collect, and appropriately examine a voluminous amount of separate and distinct records that are demanded in a single request pursuant to Government Code § 7922.535. We will notify you in writing with a determination on your request no later than Friday, September 8, 2023. In addition, nothing in this letter should be construed as a representation that such record(s) (if they exist) are subject to public disclosure.
Sincerely,
2 Jessica Matson, CMC
Director of Legislative & Information Services/City Clerk Legislative Services, City of Arroyo Grande
Tel: 805‐473‐5418 |www.arroyogrande.org
300 E. Branch St | Arroyo Grande | CA | 93420
City Hall Business Hours: M‐Th 8:00 am ‐ 5:00 pm; Fridays 8:00 am ‐ 12:00 pm The information contained in this email pertains to City business and is intended solely for the use of the individual or entity to whom it is addressed. If the reader of this message is not an intended recipient, or the employee or agent responsible for delivering the message to the intended recipient and you have received this message in error, please advise the sender by reply email or phone and delete the message. Please note that email correspondence with the City of Arroyo Grande, along with attachments, may be subject to the California Public Records Act, and therefore may be subject to disclosure unless otherwise exempt by law.
From: Jessica Matson
Sent: Wednesday, August 23, 2023 5:11 PM
To: Mike Harris <[email protected]>
Cc: Sarah Lansburgh <[email protected]>
Subject: August 17, 2023 Public Records Request
Mike,
This is to confirm receipt of your attached public records request. In accordance with Government Code Section 7922.535, the City will respond on or before August 27, 2023.
Sincerely,
1 From: Jessica Matson <[email protected]>
Sent: Thursday, September 7, 2023 5:35 PM
To: 'Mike Harris'
Cc: Sarah Lansburgh; Christina Boltinghouse
Subject: RE: August 17, 2023 Public Records Request
Good AŌernoon Mike,
This correspondence serves a determinaƟon in response to your Public Records Act (“PRA”) request received by the City of Arroyo Grande (“City”) on August 17, 2023. The PRA request is as follows:
“staff report that was distributed for review (on July 24, 2023)” “all writings, including emails, meeting notes, reports, text messages, app messages, and any other forms of communication, related to the water well application or permit submitted by or on behalf of Michael Harris
1. All communications, including but not limited to emails, text messages, and app messages, regarding the water well application or permit application submitted by or on behalf of Michael Harris.
• Including but not limited to all communications sent around March 20, 2023 which included the staff report for final review.
• Including but not limited to all communications regarding the meaning of "feasible and practical" in the context of the City's municipal code relating to water wells.
2. Meeting notes, minutes, and summaries of any discussions, meetings, or hearings related to the review, approval, denial, or conditions associated with the water well application or permit submitted by or on behalf of Michael Harris.
3. Any reports, studies, assessments, cost estimates, technical evaluations, and expert opinions produced or received by Arroyo Grande in relation to the water well application or permit application submitted by or on behalf of Michael Harris.
4. Internal documents, memos, project files, and correspondence among Arroyo Grande staff members and City Council Members discussing the water well application or permit application submitted by or on behalf of Michael Harris, including any discussions of legal, environmental, or regulatory considerations.
5. Any communications or records related to public comments, community meetings, or public hearings concerning the water well application or permit application submitted by or on behalf of Michael Harris.”
The City has records responsive to the PRA request, in part or in whole, and anƟcipates making non‐exempt, responsive records available on a rolling producƟon basis beginning on September 28, 2023. If City staff members are able to make the records available prior to the producƟon date indicated above, City staff members will do so. Likewise, if addiƟonal Ɵme will be needed for the review and redacƟon of responsive records, City staff members will noƟfy you in wriƟng.
Sincerely,
Jessica Matson, CMC
Director of Legislative & Information Services/City Clerk Legislative Services, City of Arroyo Grande
Tel: 805‐473‐5418 |www.arroyogrande.org
300 E. Branch St | Arroyo Grande | CA | 93420
City Hall Business Hours: M‐Th 8:00 am ‐ 5:00 pm; Fridays 8:00 am ‐ 12:00 pm
2 The information contained in this email pertains to City business and is intended solely for the use of the individual or entity to whom it is addressed. If the reader of this message is not an intended recipient, or the employee or agent responsible for delivering the message to the intended recipient and you have received this message in error, please advise the sender by reply email or phone and delete the message. Please note that email correspondence with the City of Arroyo Grande, along with attachments, may be subject to the California Public Records Act, and therefore may be subject to disclosure unless otherwise exempt by law.
From: Jessica Matson
Sent: Thursday, August 24, 2023 4:15 PM
To: 'Mike Harris' <[email protected]>
Cc: Sarah Lansburgh <[email protected]>
Subject: RE: August 17, 2023 Public Records Request
Mike,
This correspondence is in response to your request for records received on August 17, 2023, by the City of Arroyo Grande (“City”) pursuant to the California Public Records Act (“PRA”) (Government Code § 7920.000, et seq.).
The City is exercising its right to take 14‐day extension of the standard 10‐day Ɵme period provided under the PRA for making its determinaƟon on a request for records. The basis for the 14‐day extension is the City needs to consult among two or more components of the same agency with substanƟal interest in the request, and due to the need to search for, collect, and appropriately examine a voluminous amount of separate and disƟnct records that are demanded in a single request pursuant to Government Code § 7922.535. We will noƟfy you in wriƟng with a determinaƟon on your request no later than Friday, September 8, 2023. In addiƟon, nothing in this leƩer should be construed as a representaƟon that such record(s) (if they exist) are subject to public disclosure.
Sincerely,
From: Jessica Matson
Sent: Wednesday, August 23, 2023 5:11 PM
To: Mike Harris <[email protected]>
Cc: Sarah Lansburgh <[email protected]>
Subject: August 17, 2023 Public Records Request
Mike,
This is to confirm receipt of your aƩached public records request. In accordance with Government Code SecƟon 7922.535, the City will respond on or before August 27, 2023.
Sincerely,
Cleath-Harris Geologists, Inc.
75 Zaca Lane, Suite 110
San Luis Obispo, CA 93401
(805) 543-1413
Well impact evaluation 1 11/8/2022
November 8, 2022
Mike Harris
[email protected]
Subject: Well Impact Evaluation
Proposed Private Well in City of Arroyo Grande
APN 007-781-055
Dear Mr. Harris:
Per your request, Cleath-Harris Geologists has performed a Well Impact Evaluation to address requirements for the City of Arroyo Grande.
The proposed domestic well would serve a residence and ADU on parcel APN 007-781-055. The parcel is located in the northern corner of the City and is not currently served by City utilities.
Two potential sites for the residence and ADU are under consideration. One building site is about 700 feet to the west at an elevation of 230 feet (approximate coordinates of 35.145369, - 120.590831) and the other building site is about 630 feet from the water tank at an elevation of 265 feet (approximate coordinates of 35.143869, -120.89374).
Water demand for the proposed residence and ADU is estimated at about 2 acre-feet, a portion of which would be percolated back into the groundwater via a leachfield and landscape irrigation deep percolation.
CITY PRIVATE WELL ORDINANCE
Arroyo Grande Municipal Code Chapter 13.08 requires the City Council approve new or replacement wells or abandonment of existing wells. Approval to drill a well may be granted if the Council determines that (1) the well will neither deplete nor contaminate the City water supply and (2) service from the City’s water system is either not practical or not feasible.
PROPOSED WELL DESIGN AND CONSTRUCTION
The siting and design of the proposed well will be required to meet State, County and City regulations. Figure 1 from a CHG 2017 study of the property shows the proposed location of the well. The well will be located so as to maintain setbacks from on-site wastewater facilities (150 feet) and property boundaries (10 feet). A 50-foot annular well seal should be placed according to State of California water well standards.
Well impact evaluation 2 11/8/2022
The domestic water well should be drilled to 400 feet depth, depending on the depth of the permeable sands and should be completed with a minimum 5-inch diameter PVC casing to at least 200 feet below the static water level.
The well is anticipated to pump at about 10-20 gallons per minute (gpm). A pumping test will be required to establish that the well is capable of providing 2.5 gallons per minute for a residence.
IMPACT ASSESSMENT
The parcel is outside of the adjudicated Santa Maria Groundwater Basin and the property owner retains overlying water rights.
A groundwater investigation was performed in 2017 on the subject property to determine where an agricultural well could be located and what the impact would be from producing 50 gallons per minute from a proposed well. With the new owner, this concept has since been abandoned.
The 2017 investigation determined that the geologic formations dip at about 20 degrees to the northeast and identified a well site in the northern portion of the property that would not produce water from aquifers tapped by City wells in the Oak Park area. The currently proposed well is located at this site.
The City produces water from the “Los Robles Aquifer”. The closest City well (Well #10) is located about 2,800 feet southwest of the proposed well site (Figure 1, CHG 2017). Some years ago, an exploratory test hole was drilled for the City of Arroyo Grande at the Rancho Grande water tank location adjacent to this property. The test hole was abandoned when it was determined that there was insufficient water bearing formations at this location.
Since the proposed domestic well would not tap the same aquifer tapped by the City wells, there would be no interference impact on the City’s existing wells. The operation of the proposed well would not deplete the City’s water supply.
CONTAMINATION ASSESSMENT
The new well would provide domestic supply to a proposed residence (and future ADU) and is required to have setbacks from potential contamination sources. The only contamination sources in the proximity to the well are on-site wastewater disposal systems located outside of the City limit. The well is located more than 150 feet from existing septic system/leachfield areas. This setback will be confirmed by County Environmental Health as part of the water well permitting process.
There currently is no on-site wastewater disposal system on the property. Future systems will be required to have the necessary setback from this well. The adjacent property (outside of the City
Well impact evaluation 3 11/8/2022
limit) is more than 250 feet from the proposed well site and is outside of the required well setback for a septic tank/leach field.
The proposed domestic well serving the residence (and future ADU) would not contaminate the City’s water supply.
PRACTICALITY OF SUPPLY FROM THE CITY’S WATER SYSTEM
The City would need to consider the design requirements for delivering water to this parcel or to the residence in order to determine the practicality and feasibility of serving water to this parcel or building site.
The City does not currently have a water line service connection to the parcel where the well is to be drilled/constructed and the proposed residence is to be located.
City water could be served from a water line at the Rancho Grande water tank parcel immediately south of the subject parcel. The water tank parcel is at an elevation of about 402 feet and the building sites are at 230 feet and 265 feet elevations. The water line on the property would need to be placed on 20 percent slopes where erosion could be significant and where access for maintenance could be limited.
CONCLUSION
Based on this review of available groundwater information and site conditions, CHG finds that the property is underlain by aquifers that have a good potential for providing water for residential purposes. Verification of the satisfactory yield and suitability of the water quality will follow the construction of the well with the pumping test and water quality analytical tests. The proposed well would not produce from the same aquifers tapped by the existing City wells. No significant water level drawdown impact from pumping the proposed well is anticipated at the City well, 2,800 feet distant from the proposed wells. No contamination of City water wells is anticipated to occur from this proposed well. There are conditions at the site that could make installation of a water line from a City connection impractical for the proposed alternative residential sites.
Sincerely,
Timothy S. Cleath, Certified Hydrogeologist #81, State of California
11/8/2022
CITY OF ARROYO GRANDE
ORGANIZATIONAL VALUES
We, as an organization, share the following values, which guide our actions and decisions. They serve as the driving force for how we operate and treat our customers and each other. Our collective commitment to these values enables us to create a positive environment in which to work and serve. As a government agency, we also recognize our responsibility to serve at a higher level of ethics and accountability.
PRIDE
We are proud of the important role each of us plays in serving the community and strive to do so through common vision, innovation, and creative problem solving. We are motivated by our responsibility and by those who depend on us to make Arroyo Grande the best place possible for all who live, work and visit here.
SERVICE
We are committed to providing excellent customer service, striving to exceed the expectations of those we serve, both within the community and the organization. We shall be responsive to our customers in a timely, courteous, and friendly manner. While serving our community, we recognize the importance of each individual’s needs.
PROFESSIONALISM
We conduct ourselves in a professional manner at all times, treating the public and each other with respect, integrity and honesty. We maintain credibility and trust by applying current knowledge and skills in the interests of those we serve.
TEAMWORK
We work effectively toward achieving common goals through cooperation, coordination and communication. In working together, each of us is committed to doing our part for the benefit of the team. We create a special work environment by supporting each other, recognizing each employee’s accomplishments, and maintaining a spirit of humor and fun.
COMMITMENT
We are dedicated, loyal and work hard to always do our best, while continuing to strive for improvement. We hold ourselves accountable for our actions and perform our responsibilities through a deep commitment to benefit the community we serve and to make a positive difference. We strive for the highest quality in the work we do, while carrying out our responsibilities in a fiscally sound and responsible manner.
APN: 007-781-055
Parcel Information
5940 GRANITE GLEN CT GRANITE BAY
Parcel location within San Luis Obispo County
Selected Parcel
Description: CY AG PM 28-85 PTN LT 11
Tax Rate Area Code: 001011
CA 95746
Estimated Acres: 26.54
Permit Description Application Date
Permit Information
Owner Address:
00000 NOYES RD
Site Address:
Addresses on this Property
Parcel History
Recorded Ownership Documents
Supervisor District:
CITY
Flood Hazard Area
Supdist 4
ARGR
Land Uses Combining Designations
Community Code:
Average Percent Slope: 24
Land Use Information
Renewable Energy Overlay
Parcel Report APN: 007-781-055
This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable.
Report generated:
2/20/2024 4:05:43 PM Page 604 of 1799
Parcel Report APN: 007-781-055
APN Is (Child Parcel) APN Was (Parent Parcel)
This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable.
Report generated:
2/20/2024 4:05:43 PM Page 605 of 1799
RESOLUTION NO. 4847
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DENYING WITH PREJUDICE
CONDITIONAL USE PERMIT 16-008; LOCATED AT 727 EL
CAMINO REAL; APPLIED FOR BY ELA FOODS, INC.
WHEREAS, the project site is currently vacant, located at 727 El Camino Real, and zoned Highway Mixed- Use ( HMU); and
WHEREAS, the applicant has filed Lot Merger 16- 001 and Conditional Use Permit 16- 008 for the construction of an approximately 2, 650 square foot fast-food restaurant with drivethru and associated site improvements; and WHEREAS, the Architectural Review Committee considered the project on June 19, 2017 and recommended approval with conditions; and
WHEREAS, the Traffic Commission considered the project on August 14, 2017 and September 18, 2017 and recommended approval with conditions; and WHEREAS, the Planning Commission considered the project on October 17, 2017 and February 6, 2018 and recommended approval with conditions; and WHEREAS, the City Council has reviewed this project in compliance with the California Environmental Quality Act ( CEQA), the State CEQA Guidelines, and the Arroyo Grande Rules and Procedures for Implementation of CEQA and has reviewed the draft Mitigated Negative Declaration; and
WHEREAS, the City Council reviewed the project at a duly noticed public hearing on March 27, 2018, and considered all written evidence and oral testimony; and WHEREAS, the City Council tentatively denied the proposed project and directed staff to return with appropriate findings for denial; and
WHEREAS, the City Council finds, after due study, deliberation and public hearing, the following circumstances exist:
Lot Merger Findings:
1. The lot merger is in compliance with the Subdivision Map Act.
Conditional Use Permit Findings:
1. The proposed use is permitted within the subject district pursuant to the provisions of this section and complies with all the applicable provisions of this title, the goals, and objectives of the Arroyo Grande General Plan, and the development policies and standards of the City.
RESOLUTION NO. 4847
PAGE 2
The proposed fast food restaurant with drive- thru is inconsistent with Policies LU5- 6, LU5- 8, and ED5 of the General Plan. This inconsistency is due to the deleterious effects the proposed use would have on the adjacent residential neighborhood, which is a result, in part, of traffic from the uniquely shaped site and the design of required secondary access leading to necessary restrictions on the adjacent circulation system. The deleterious effects additionally result from noise from the proposed use being equivalent to that of a diesel train adjacent to the residential neighborhood and intensity of the drive- thru use conflicting with the adjacent neighborhood. Lastly, the proposed use is inconsistent with the General Plan due to the loss of commercial continuity of service and retail business sectors of the City as a result of primarily freeway serving use.
2. The proposed use would not impair the integrity and character of the district in which it is to be established or located.
The proposed use fast-food restaurant with drive-thru is proposed on a vacant commercial parcel zoned HMU located in convenient proximity to US Highway 101 and would not impair the integrity of the HMU district due to the intent of the district to provide areas for a variety of visitor-serving and auto-related uses in areas convenient to both freeway traffic ad vehicles or pedestrians, including restaurants.
3. The site is suitable for the type and intensity of use or development that is proposed.
The site and adjacent residential neighborhood are not suitable for the intensity of use proposed due to the shape of the site for the proposed use, which requires unique implementation of the requirement for secondary access that affects the existing circulation system and requires additional modifications to the circulation system to achieve compatibility. The site is also located in close proximity to an existing residential neighborhood and the potential noise generated from the proposed use, which is equivalent to that of a diesel train, is not a suitable intensity of use for the site, as it would have deleterious effects on the area.
4. There are adequate provisions for water, sanitation, and public utilities and services to ensure public health and safety.
The provisions for water, sanitation, and public utilities were examined during processing of the entitlement and it was determined that adequate public services will be available for the proposed project and will not result in substantially adverse impacts.
5. The proposed use will not be detrimental to the public health, safety or welfare or materially injurious to properties and improvements in the vicinity.
The proposed use would be detrimental to the public health, safety, and welfare, particularly in the immediately adjacent residential
RESOLUTION NO. 4847
PAGE 3
neighborhood, due to site and road configurations that would necessitate unique implementation of the requirement for secondary access that affects the existing circulation system, the impact of the intensity of the drive-thru fast food restaurant in the proposed configuration, and the potential noise generated from the proposed use equivalent to that of a diesel train.
NOW, THEREFORE, BE IT RESOLVED that, based upon the foregoing findings, the City Council of the City of Arroyo Grande hereby denies with prejudice Conditional Use Permit 16-008.
On motion by Council Member Barneich, seconded by Council Member Ray, and by the following roll call vote, to wit:
AYES: Council Members Barneich, Ray, Harmon, and Mayor Hill NOES: None
ABSENT: Council Member Brown
the foregoing Resolution was adopted this
10th
day of April, 2018
RESOLUTION NO. ybf'7
PAGE 4
JIM ILL, MAYOR
ATTEST:
KELLY T RE, CITY CLERK
APPROVED AS TO CONTENT:
41116
JAMES A AN, CITY MANAGER
APPROVED AS TO FORM:
EATHER K. WHITHAM, CITY ATTORNEY
OFFICIAL CERTIFICATION
I, KELLY WETMORE, 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. 4847 was passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the
10th
day of April, 2018.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 12th
day of
April, 2018.
Odld11/6-04___
KELLY WE ' M E, CITY CLERK
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S:\community development\PROJECTS\GPA\04-002 Noyes Road\CC sr 04-002 0824004.doc
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, ASSOCIATE PLANNER
BY: ROB STRONG, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONSIDERATION OF CONTINUED PUBLIC HEARING FOR GENERAL PLAN AMENDMENT 04-002; CHANGE IN LAND USE DESIGNATION FROM
CONSERVATION/OPEN SPACE AND SINGLE FAMILY RESIDENTIAL-LOW
DENSITY PLANNED DEVELOPMENT TO CONSERVATION/OPEN SPACE
AND SINGLE FAMILY–VERY LOW DENSITY PLANNED DEVELOPMENT
FOR AN APPROXIMATE 53-ACRE PROPERTY LOCATED ON THE SOUTH
SIDE OF NOYES ROAD AT THE NORTHWEST EDGE OF THE CITY LIMITS IN THE RANCHO GRANDE PLANNED DEVELOPMENT (1.2), CITY OF
ARROYO GRANDE (CASTLEROCK DEVELOPMENT)
DATE: AUGUST 24, 2004 (CONTINUED FROM JULY 27, 2004)
RECOMMENDATION:
It is recommended by the Planning Commission that the City Council adopt the attached resolution to amend the Land Use Element (Land Use Map) of the General Plan to change the land use designation for the subject properties to Conservation/Open Space and Single Family – Very Low Density Planned Development.
FUNDING:
No fiscal impact.
DISCUSSION:
Background
The subject properties affected by the
proposal were designated
Conservation/Open Space and Single
Family Residential – Low Density Planned
Development during the 2001 General Plan
Update. This land use designation would
allow a potential maximum of up to 35 units
for the 53-acre property, which consists of
two parcels. The current zoning for the site
is Single Family Planned Development 1.2
with a maximum of one unit for each parcel
for a total of two units.
CITY COUNCIL
GENERAL PLAN AMENDMENT CASE NO. 04-002
AUGUST 24, 2004
PAGE 2 OF 4
CC sr 04-002 0824004 4/23/19
On April 27, 2004, there was a request by Mayor Ferrara to place the proposal on the next Council Member Items portion of the agenda for consideration. On May 11, 2004, the proposal was formally agendized by unanimous Council action for the May 25, 2004 public hearing that was subsequently continued. On June 8, 2004, the City Council formally initiated a General Plan amendment to consider a change in land use designation for the property from low density (1 dwelling unit per 1 ½ acres) to very low density (1 dwelling unit per 2 ½ acres), a difference of potential maximum density of 14 units (Attachment 1).
The subject properties are owned by ACG and Sandstone Holding Corporations, are vacant and include a roadside swale for Meadow Creek, areas of steep slope and several areas of oak trees (please refer to Attachment 2 for aerial photo of property). The subject properties have been used for livestock grazing and to store construction equipment and material during residential build-out of various tracts in Rancho Grande.
Planning Commission Recommendation
The Planning Commission discussed the proposal on July 6, 2004 and recommended by a 3- 1 vote that the Council adopt a resolution changing the land use designation as proposed (Attachment 3).
General Plan Land Use Designation and Zoning Considerations The subject properties are within the Rancho Grande Planned Development (PD 1.2) and are designated as the “unplanned areas” within the planned development, along with the property at James Way and La Canada, that is subject to Vesting Tentative Tract Map and Planned Unit Development application 01-001 (commonly referred to as Tract 1998). The total number of residential units allowed within the total PD 1.2 district is 527. The maximum number of residential units allowed for the unplanned areas is 42. As described in the PD 1.2 district, a maximum of up to 40 units were allotted for the VTTM/PUD 01-001 site with two units for the subject properties.
During the 2001 General Plan update, consideration was given to the unplanned areas of the PD 1.2 district and the land use designation for the VTTM/PUD 01-001 property was changed from a residential maximum of forty units potentially allowable with the 1990 General Plan to a residential maximum of up to five units, and maximum potential density was increased for the subject properties to up to 35 units. (See minutes for General Plan update meetings in Attachment 4).
Currently, Castlerock Development is in the process of applying for a revised project of 21 units under a recently resubmitted VTTM/PUD 01-001 application in order to better address constraints identified in the project’s Revised Subsequent Environmental Impact Report (RFSEIR) (please refer to Castle correspondence in Attachment 5).
On May 26, 2004, after the unanimous Council action agendizing this item, Castlerock Development submitted a Pre-Application for a 35 unit residential subdivision for the subject properties consistent with the current land use designation. However, as the project is in the
CITY COUNCIL
GENERAL PLAN AMENDMENT CASE NO. 04-002
AUGUST 24, 2004
PAGE 3 OF 4
CC sr 04-002 0824004 4/23/19
early pre-application stage, the applicant will be required to revise the application if a different land use designation is approved by General Plan Amendment 04-002.
The subject site is identified as an offsite alternative in the RFSEIR for VTTM/PUD 01-001.
The environmental impacts described for the subject site are generally similar to those found on the VTTM/PUD 01-001 site. Other environmental information for the site is included in the Program EIR prepared for the 2001 General Plan update. A range of land use alternatives is included in the program EIR (page EIR-39-41) from a strict Conservation/Open space designation, allowing a maximum of two (2) residential units consistent with current zoning, to various combinations of Conservation/Open Space and higher residential densities. The 2001 General Plan designation combines the conservation/open space with a Planned Development area for single family residential development for the purposes of retaining natural slopes, drainage and preserving vegetation and wildlife habitat over the majority of the properties.
The subject site is located at the northwest edge of the City limits and is bounded by the open space portion of a single family residential subdivision (Tract 1834) to the southeast; Oak Park Acres residential subdivision to the southwest, which generally allows 1-acre size lots; and San Luis Obispo County Rural Suburban uses to the northwest and northeast, which allows 1-3 acre size properties depending upon slope considerations.
The proposed land use designation for residential density is Very Low Density, which would allow for a maximum of twenty-one (21) units. An alternative for discussion may be to include in the General Plan a land use designation of one (1) dwelling unit/2 acres, which would equate to a maximum of twenty-six (26) units for the subject properties. This maximum density may also be considered appropriate for clustered subdivision proximate to environmentally sensitive land at the edge of the City, thereby providing a transition density to the County rural land use designations. Other properties that may also be considered for this alternative density in the future would be properties on Easy Street that are currently designated Very Low Density residential because of lack of City services. This alternative would require direction to staff to re-notice the General Plan Amendment for the alternative land use designation.
The General Plan Guidelines suggest the following criteria for General Plan Amendments:
The amendment must be in the public interest;
The amendment must be consistent with other parts of the General Plan; If the amendment necessitates other changes to the plan, those changes must be considered at the same time in order to maintain internal consistency; and If the amendment necessitates changes in zoning or other ordinances, those changes should be considered within a reasonable time.
Public Notice
A public notice regarding the project was published in the Times-Press Recorder on June 23, 2004 and July 16, 2004. Notices were sent to 84 property owners within 300’ of the project on June 23, 2004 and July 16, 2004.
CITY COUNCIL
GENERAL PLAN AMENDMENT CASE NO. 04-002
AUGUST 24, 2004
PAGE 4 OF 4
CC sr 04-002 0824004 4/23/19
Environmental Assessment
Staff has reviewed the project in compliance with the California Environmental Quality Act (CEQA) and determined that the proposal is within the scope of the Program EIR prepared for the 2001 General Plan Update because no new environmental effects could occur and no new mitigation measures would be required pursuant to Section 15168(c) of the CEQA Guidelines.
ALTERNATIVES:
The following alternatives are presented for Council consideration:
- Modify and adopt the Resolution
- Direct Staff to revise the density designation and re-notice General Plan Amendment 04-002
- Do not adopt the Resolution
- Provide direction to staff.
Attachments:
1. City Council minutes, June 8, 2004
2. Aerial view of properties subject to General Plan Amendment 04-002
3. Planning Commission, July 6, 2004
4. 2001 General Plan Update Minutes pertaining to subject properties
5. Correspondence regarding the proposal
6. Request from Council Member Dickens to continue the item.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE APPROVING GENERAL PLAN AMENDMENT 04-002; REVISE
THE LAND USE DESIGNATION FROM CONSERVATION/OPEN SPACE
AND SINGLE FAMILY RESIDENTIAL- LOW DENSITY PLANNED
DEVELOPMENT TO CONSERVATION/OPEN SPACE AND SINGLE
FAMILY-VERY LOW DENSITY PLANNED DEVELOPMENT FOR AN
APPROXIMATE 53-ACRE PROPERTY LOCATED ON THE SOUTH
SIDE OF NOYES ROAD AT THE NORTHWEST EDGE TO THE CITY
LIMITS OWNED BY ACG AND SANDSTONE HOLDING
CORPORATIONS
WHEREAS, the City Council of Arroyo Grande adopted the updated General Plan which became effective on November 9, 2001; and
WHEREAS, on June 8, 2004, the City Council initiated a General Plan Amendment to allow for the consideration of a change in land use designation from Conservation/Open Space and Single Family Residential Low Density-Planned Development to Conservation/Open Space and Single Family Residential–Very Low Density Planned Development for two properties on Noyes Road in the northwest edge of the City (APN 007-781-056 and 007-781-055); and
WHEREAS, the Program EIR prepared for the 2001 General Plan update evaluated environmental impacts for a range of alternatives for the Noyes road properties; and WHEREAS, after consideration of all testimony and all relevant evidence, the Planning Commission recommended that the City Council adopt a resolution approving General Plan Amendment 04-002; and
WHEREAS, after consideration of all testimony and all relevant evidence, the City Council has determined that the following General Plan Amendment findings can be made in an affirmative manner:
1. The proposed amendment to the 2001 General Plan land use element designation provides consistency with the goals, objectives, policies and programs of the general plan including:
Policy LU2-2 to ensure that all residential hillside development, regardless of density, does not excessively intrude on the natural slope and terrain of the hillside, including density that is commensurate with the steepness of slope and discouraging excessive use of retaining walls, intrusive grading and removal of native oak trees
Policy LU10-1 to ensure that the Conservation/Open Space combining designation is used with land use and development standards to mitigate potential impacts of development for areas of special site development concerns;
RESOLUTION NO.
PAGE 2
Policy LU10-2 to ensure that the PD designation is used for relatively large properties or sites involving diverse adjoining land uses or unusual or unique features;
Objective LU11 and all related policies and implementation measures for growth management for ensuring that patterns of land use protect the integrity of existing land uses, area resources and infrastructure and involves logical jurisdictional boundaries with adjacent communities and the County; Consistency with the LU (Fringe) 1 -Fringe and Urban Area land use policies requiring adequate groundwater resources and sewage disposal for sloping and clay type hillside soils in addition to consideration of higher fire hazard and marginal response times for adjacent Arroyo Grande Fringe properties; and
2. The proposed amendment will not adversely affect the public health, safety, and welfare; and
3. The potential environmental impacts of the proposed amendment are considered and analyzed in the Certified Program EIR for the 2001 General Plan Update and are considered insignificant as the change in land use designation reflects alternatives considered for the General Plan update, includes a lower intensity of land use and will have no potential environmental impacts.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande hereby approves General Plan Amendment 04-002 to amend the Land Use Element (Land Use Map) with the above findings by directing the following:
The land use category for the following property shall be redesignated to Conservation/Open Space and Single Family Residential–Very Low Density Planned Development:
Assessors Parcel Numbers (APN) 007-781-056 and 007-781-055, generally located on the south side of Noyes Road at the northwest edge of the City Limits.
RESOLUTION NO.
PAGE 3
On motion by Council Member ___________, seconded by Council Member __________, and by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was adopted this day of 2004.
RESOLUTION NO.
PAGE 4
_______________________________________
TONY M. FERRARA, MAYOR
ATTEST:
KELLY WETMORE, DIRECTOR OF ADMINISTRATIVE SERVICES/
DEPUTY CITY CLERK
APPROVED AS TO CONTENT:
______________________________________
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
______________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
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CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-001 SUBJECT: ADMINISTRATIVE POLICIES AND
PROCEDURES MANUAL
ISSUED: 6/1/03
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 8/24/98
POLICY:
The Arroyo Grande Municipal Code/Section 2-2.07(d) provides that the City Manager shall prescribe rules, regulations, and policies as deemed necessary or expedient for the conduct of administrative services.
PROCEDURE:
1. In order to organize such rules, regulations, and policies in an efficient manner, an Administrative Policies and Procedures Manual is hereby created. All current and future, but unpublished, rules, regulations, and policies shall not be voided by failure to incorporate such into the Administrative Policies and Procedures Manual. Any administrative rule, regulation, or policy superseded by ordinance, resolution, motion of the Council, or regulation of the State or Federal government or legal judgement shall be null and void.
2. All Department Directors are responsible for enforcement of all administrative policies, current and future and as amended from time-to-time, and to maintain a copy of all policies within their offices or work place. Directors shall also be responsible for communicating all administrative policies as received from timeto-time to their applicabl~ employees and to require all new permanent employees (full-time and part-time) to review all sections of the Administrative Policies and Procedures Manual at the time of commencing employment.
3. · Recommendations for new or revised policies should be submitted by the Department Director to the City Manager for consideration. All policies shall be prepared in the standard format. Approved policies will be distributed with a cover memorandum to all employees. Employees assigned a copy of the Administrative Policies and Procedures Manual shall be responsible for inserting the new or revised policy and maintaining the Manual up-to-date at all times.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-002 SUBJECT: MISSION AND VALUE STATEMENTS/
CUSTOMER SERVICE PHILOSOPHY
ISSUED: 10/1/06
EFFECTIVE: 10/1/06
CANCELLATION DATE: N/A
SUPERSEDES: 6/1/03
POLICY:
The policy of the City of Arroyo Grande is to develop a Mission Statement, Value Statements and a Customer Service Philosophy under which the City may effectively serve the community. The organizational values have been established by, and committed to, by all employees. They serve a~ the framework by which those in the organization make decisions, operate, and treat each other and those we serve.
PROCEDURE:
1. Mission Statement
The mission of the City is to make Arroyo Grande the best place possible for everyone who lives, works and visits here.
2. Organizational Value Statements
We, as an organization, share the following values, which guide our actions and decisions. They serve as the driving force for how we operate and treat our customers and each other. Our collective commitment to these values enables us to create a positive environment in which to work and serve. As a government agency, we alsq recognize our responsibility to serve at a higher level of ethics and accountability. ·
A. Pride
We are proud of the important role each of us plays in serving the community and strive to do so through common vision, innovation, and creative problem solving. We are motivated by our responsibility and by those who depend on us to make Arroyo Grande the best place possible for all who live, work and visit here.
B. Service
We are committed to providing excellent customer service, striving to exceed the expectations of those we serve, both within the community and
POLICY #: A-002
MISSION AND VALUE STATEMENTS/ CUSTOMER SERVICE PHILOSOPHY PAGE2
the organization. We shall be responsive to our customers in a timely, courteous, and friendly manner. While serving our community, we recognize the importance of each individual's needs.
C. Professionalism
We conduct ourselves in a professional manner at all times, treating the public and each other with respect, integrity and honesty. We maintain credibility and trust by applying current knowledge and skills in the interests of those we serve.
D. Teamwork
We work effectively toward achieving common goals through cooperation, coordination and communication. In working together, each of us is committed to doing our part for the benefit of the team. We create a special work environment by supporting each other, recognizing each employee's accomplishments, and maintaining a spirit of humor and fun.
E. Commitment
We are dedicated, loyal and work hard to always do our best, while continuing to strive for improvement. We hold ourselves accountable for our actions and perform our responsibilities through a deep commitment to benefit the community we serve and to make a positive difference. We strive for the highest quality in the work we do, while carrying out our responsibilities in a fiscally sound and responsible manner.
3. Customer Service Philosophy
We provide Arroyo Grande customers - residents and businesses - with exceptional public service, quality, and responsiveness. We believe that public confidence in local government is strengthened by our successes. We accomplish these purposes through adherence to the following beliefs:
A. We believe that customer service is everyone's business in the m~nicipal organization.
B. We are driven to create a reputation for superior service.
C. We hire good people and train them so they have the knowledge and skills to achieve the superior service standards we maintain.
D. We are consistently excellent. We know that sustaining exceptional customer service is an ongoing effort; no matter how many times we do it right, we have to do it all over again.
POLICY #: A-002 .
MISSION AND VALUE STATEMENTS/ CUSTOMER SERVICE PHILOSOPHY PAGE3
E. We are friendly and approachable, no matter how chaotic the day has been.
F. We are the best source of information, which must be accurate and upto-the-minute, about City services.
G. We solve problems, rather than passively apply bureaucratic standards.
H. We treat our customers as individuals. We empathize with the problems of other human beings. We will spend sufficient time with customers to ensure that we thoroughly understand their requests and consider alternative solutions to their problems.
I. We tell our customers our names when they .contact us and invite them to recontact us in the future.
J. We listen ·genuinely listen - to our customers to ascertain their requests and how they evaluate our performance.
K. We respond to customer requests and undertake timely follow-up activities to ensure their satisfaction.
L. We explain what we are doing and what will happen next. When we do . not know what will happen next, we promise to find out and recontact the customer within one working day.
M. When we make mistakes, we promptly recover in a positive, managed effort to attack the customer's problem so thoroughly and wholeheartedly that there will be no possibility the customer might leave discouraged, disappointed, or wishing he/she had never gotten involved with the City in the first place. We recontact our customers when we make a mistake, facilitating the prompt recovery of our errors, providing exceptional attention to customer requests, and monitoring of corrective action.
N. We apologize in the first person. We say "please" and ''thank you." We know that even the largest institutions are evaluated based on the quality of the frontline contact.
0. We take pride in our appearance and in how we "sound" to others. We know there is only one chance to make a good impression. Excellent voice modulation is as important as how we dress.
P. We remember to say "good-bye" and request our customers to contact us again. Last impressions are equally as important as first.
POLICY #: A-002
MISSION AND VALUE STATEMENTS/ CUSTOMER SERVICE PHILOSOPHY PAGE4
Q. We recognize the special challenge when contracting out for services.
We strive to make our customers' lives hassle free by insisting on consistently high standards of quality and responsiveness from all our contractors.
R. We suggest improvements in City procedures and enhancements to City services to better serve the needs of our customers. We reduce red tape and bureaucracy.
~~ Steven - Adams ~ -
City fylanager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY #: A-003 SUBJECT: DISTRIBUTION OF CITY COUNCIL
AGENDA PACKETS
ISSUED: 11/1/07 -------
EFFECTIVE: 11/1/07
CANCELLATION DATE: l::MA_
SUPERSEDES· 11/1/99
POLICY:
It shall be the policy of the· City to establish a distribution list for City Council Agenda packets.
PROCEDURE:
1. The distribution list for City Council Agenda packets shall be as follows:
No. of
packets
City Council ............................................................................ 5 City Manager .......................................................................... 1 City Attorney .......................................................................... 1 City Clerk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . ... . . . . . . . . . 1 Press (TPR) ............................................................................ 1 Counter Copy ......................................................................... 1 Agenda Summary Only
Department Directors .............................................................. 6 Executive Assistant. ................................................................ 1
2. The Administrative Services Office will distribute the Agenda packets to the City Council on the Thursday night preceding the Tuesday night City Council meeting. The Agenda packet will be posted on the City's website on the Friday preceding the Tuesday night City Council meeting no later than 5:00 p.m. The counter copy will be made available to the public at the City Hall lobby on the Friday prior to the City Council meeting and will be placed in the City Council Chamber lobby on the night of the City Council meeting.
POLICY #: A-003
DISTRIBUTION OF CITY COUNCIL AGENDA PACKETS
PAGE2
3. All requests for copies of City Council Agenda items or the Agenda packet shall be charged according to the procedures outlined in the City's Copy Policy (See Policy A-008).
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-004
------
ISSUED: 2/1/12
EFFECTIVE: 2/1/12
CANCELLATION DATE: N/A
SUPERSEDES: 10/1 /07
POLICY:
SUBJECT: CITY COUNCIL AGENDAS, AGENDA
ITEMS AND STAFF REPORTS
It shall be in the City's policy to adopt and use a uniform format for City Council staff reports, ordinances, resolutions, and agreements for the ease of those required to prepare or refer to them.
PROCEDURE:
1. The sponsoring Department shall prepare all draft and final City Council staff reports, ordinances, and resolutions in the format attached hereto as Exhibits A, 8, and C, respectively. Staff reports that exceed one page require pagination/heading (Exhibit A).
2. Where necessary and appropriate, the sponsoring Department and the City Attorney's office may agree that the Department should be responsible for providing the essential substance of an ordinance, resolution, or agreement; and the City.Attorney's off!c~ shall prepare the draft and final documents. • ,•! • ·····' ..
3. Staff reports should be concise, but include all .Jr:lf<;>rmation necessary for City Council to ·make a decision and attempt to· address any expected questions.
Staff reports should provide a cornp.rehensive ··analysis of the staff report topic, .. includtng the background, evaluation of all related issues, cost impacts, potential policy and operational impacts, schedule, all feasible alternatives, and staff's recommendation.
4. The following Agenda Timetable is established for the preparation, circulation, and SGtieduling of public hearing notices, staff reports and necessary documents ·.. for City Council Agendas: ,,
A. Title~ ~1,1d.recommend~~iOl")$;Of proposed ag~nda:ite.ms requiring a Public Hearing r~lated to'·'n~w· pr inc.reased: fees are to be submitted on an · .\ Ageii·d~. 1.t~m .Proce·s~ing Form to. the· Direclor of Administrative Services a minimum of twenty-two (22) days prior to the meeting (Monday by 12:00 p.m.) in order to meet legal publishing requirements. (Exception: Property related fees subject to Proposition 218 have a 45-day noticing requirement.)
POLICY#: A-004
CITY COUNCIL AGENDAS, AGENDA ITEMS AND STAFF REPORTS
PAGE2
B. Titles and recommendations of proposed agenda items requiring a Public Hearing are to be submitted on an Agenda Item Processing Form to the Director of Administrative Services fifteen (15) days prior to the meeting (Monday by 12:00 p.m.) in order to meet legal publishing requirements.
C. Titles and recommendations of all other proposed agenda items are to be submitted on an Agenda Item Processing Form to the Director of Administrative Services thirteen (13) days prior to the meeting (Wednesday by 5:00 p.m.), prior to distribution of Draft Agenda on Friday.
Departments shall identify on the Agenda Item Processing Form any parties that should receive copies of the staff report. This shall include applicants, members of the public that have been involved with the item, and members of the public that have requested information on the item.
D. The draft Agenda is prepared and distributed to Department Directors on Friday for review 11 days prior to the day of the Council Meeting. Agenda Item titles shall be reviewed and matched to staff reports.
E. Staff reports, resolutions, ordinances, and agreements are due by 5:00 p.m. on Friday the week prior to distribution of the agenda packets.
Revised/final staff reports are due no later than 5:00 p.m. on Wednesday the week prior to the Council meeting. Exceptions may be made by the City Manager.
F. Staff meetings are held on Tuesdays to discuss the Agenda for the upcoming Council Meeting.
G. Council Agenda packets are distributed Thursday afternoon (prior to the Council meeting scheduled for the following Tuesday).
H. Agenda Summary, Staff Reports, and other back-up agenda information is to be distributed/mailed to applicants, press, or other members of the· public after City Council packets are distributed.
Steven Adams
City Manager
EXHIBIT A - POLICY A-004
MEMORANDUM
TO: CITY COUNCIL
FROM: DEPARTMENT DIRECTOR
BY: STAFF MEMBER RESPONSIBLE FOR PREPARING REPORT
SUBJECT: CONSIDERATION OF (TITLE OF AGENDA ITEM) .
DATE:DATE OF COUNCIL MEETING
RECOMMENDATION:
It is recommended the City Council: Describe staffs recommendation.
FINANCIAL IMPACT:
Describe the cost impact of the recommendation on the current fiscal year budget, the future cost impact if any costs are deferred, and the funding proposed to finance the costs.
BACKGROUND:
Describe the history of the item, including history of the issue, how, when, why and/or who the item was generated by, past discussions or consideration of the item, and other review board recommendations and comments.
ANALYSIS OF ISSUES:
List each issue and a brief discussion of how it relates and/or impacts each of the alternatives. Be thorough, yet concise. The objective of the discussion is to provide all information necessary to members of the City Council to make a well educated decision.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration: , Include a brief summary of each feasible alternative available for consideration. It is important to provide a complete list. Do not exclude potential alternatives simply because staff believes they will be detrimental
Recommended Alternative
Other Alternative
Other Alternative
Include 1" margins to allow room for insertion of master page numbers
(STANDARD HEADER)
CITY COUNCIL
AGENDA ITEM TITLE
DATE
PAGE NUMBER
ADVANTAGES:
List the ''pros" of the recommended action, including benefits to the City, community, neighborhood, groups, environment, etc., as well as specific reasons the action is preferred over other alternatives available.
DISADVANTAGES:
List the "cons" of the recommended action, including any potential negative outcomes or impacts to the City, community, neighborhood, groups, environment, etc., as well as specific aspects of alternatives available that may be preferable to the recommended action.
ENVIRONMENTAL REVIEW:
Describe any environmental review performed on the item. If not applicable, simply state: "No environmental review is required for this item." PUBLIC NOTIFICATION AND COMMENTS:
Describe members of the public impacted by the item, efforts made to notify and solicit input, public notification required, public notification provided, and summarize public input received. Written communications should be referred to as an attachment. If no special public notification or comments were involved with the item, simply state: "The Agenda was posted in front of City Hall on Thursday, [date posted]. The Agenda and report were posted on the City's website on Friday, [date posted]. No public comments were received."
Attachments:
1. List attachments
2. Include 1" margins to allow room for Page 887 of 1799 insertion of master page numbers EXHIBIT B - POLICY A-004
SAMPLE RESOLUTION 1) Block the Resolution Title
Margins for
whole document
should be 1 inch
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
2) Move the Right Indent in 1 inch
3) Move the Left Indent in 1 inch
RESOLUTION NO. __ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE (State Purpose of Resolution
Here)
; and
; and
; and
; and
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby~------------------------------------------- On motion of Council Member (leave plenty of space) , seconded by Council Member (leave plenty of space) , and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this (leave plenty of space) day of (leave plenty of space), 2006.
RESOLUTION NO} Resolution and Page No. only
PAGE 2 should be on every page
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
' TIMOTHY J. CARMEL, CITY ATTORNEY
I Separate Page
Follow this order for
signatures
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that Resolution No. __ is a true, full, and correct copy of said Resolution passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the _day of , 200_.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this _ day of ____ ,200_.
KELLY WETMORE, CITY CLERK
SAMPLE ORDINANCE EXHIBIT C - POLICY A-004
1) Block the Ord. Title
ORDINANCE NO. 2) Move the Right Indent in 1 inch
3) Move the Left Indent in 1 inch
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE (State Purpose of Ordinance Here)
THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES ORDAIN AS FOLLOWS:
Must be in all
Ordinances by law
SECTION1: ______________________________________ __
SECTION2: ______________________________________ ~
SECTION3: ______________________________________ ~
SECTION4: ________________________________ ~~~----~
SECTION 5: Within fifteen (15) days after passage of this Ordinance, it shall be published once, together with the names of the Council Members voting thereon, in a newspaper of general circulation within the City.
[Note: If the text of the Ordinance is more than two pages, please use the following altemative language for Section 5 above:
SECTION 5: 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 again, and the City Clerk shall post a certified copy of the full text of such adopted Ordinance.
[Ordinance summaries shall be prepared by the Director of Administrative Services/City Clerk and reviewed and approved by the City Attorney.}
This paragraph
must appear in
the Ordinance by
law
ORDINANCE NO.
PAGE2 }
Ordinance and Page No. only
should be on every page
SECTION 6: This Ordinance shall take effect and be in full force and effect thirty (30) days after its passage.
On motion of Council Member (leave plenty of space) , seconded by Council Member (leave plenty of space) , and on the following roll call vote to wit:
AYES:
NOES:
ABSENT:
the foregoing Ordinance was adopted this (leave plenty of space) day of (leave plenty of space), 2006.
ORDINANCE NO.
PAGE3 }
Ordinance and Page No. only
should be on every page
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
I Separate Page
Follow this order for
signatures
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that Ordinance No. __ is a true, full, and correct copy of said Ordinance passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the _ day of , 200_.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this _ day of ____ ,200_.
KELLY WETMORE, CITY CLERK
CITY OF ARROYO GRANDE
POLICY#: A-005
-------
ISSUED: 6/1/03
--------
EFFECTIVE: 6/1 /03 ------- CANCELLATION DATE: N/A
SUPERSEDES:~6~/1~ffi~6---~-
POLICY:
ADMINISTRATIVE POLICIES AND PROCEDURES
SUBJECT: ACCEPTANCE OF GIFTS OR
GRATUITIES
It is the policy of the City to prohibit the acceptance of gifts of more than minimal value to individual employees or Departments. This policy shall apply to all forms of gifts, including entertainment, food items, beverages, cash, checks, merchandise, gift certificates, loans of equipment, or waiver·of charges for services or food items.
PROCEDURE:
1. No gifts with an estimated value of over $30.00 should be accepted. Gifts of nominal value may be accepted. Examples of such items may include, but are not limited to: calendars, scratch pads, pens, greeting cards, boxes/containers of candy, confections, etc.
2. If a gift of more than nominal value is offered, it must be returned or donated to a non-profit organization. The party offering the gift or gratuity must be made aware that the City prohibits the acceptance of gifts and the intended course of action regarding the gift (return or donate).
3. No gift or favor of any value should be accepted if the grantee or granter believes it will give the granter preferential treatment in one's dealings with the· City or possibly influence the grantee with the discharge of his/her duties.
4. In no circumstances should cash be accepted as a gift.
5. Upon acceptance of a gift, refer to California Fair Political Practices Commission Regulations regarding reporting requirements and imposed dollar limits on the acceptance of gifts and gratuities.
6. All City employees shall report the offering of any gift to his/her Department Director.
7. This policy is not intended to prohibit the exchange of gifts among City employees, officers, officials and/or other staff for the celebration of holidays and birthdays.
POLICY #: A-005
ACCEPTANCE OF GIFTS OR GRATUITIES
PAGE2
RESPONSIBILITY:
1. Department Directors are responsible for determining whether the gift is of nominal value.
2. The City Manager shall be notified if gifts of more than nominal value are offered, returned, or donated.
a
a
a
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-006 SUBJECT: INCIDENT REPORTING ------- ISSUED: 6/1/03 ------- EFFECTIVE: 6/1/03
------ CANCELLATION DATE: N/A
SUPERSEDES:.....:6"'"11..u..1-..:96"--'--
POLICY:
Employees shall report all incidents that result in damage (vehicular or otherwise) to any City property, private property, or person(s} and personal injury that results to any City employee according to the procedures outlined below.
PROCEDURE:
1. 2.
3. 4.
A Vehicle and Property Accident Report (See Exhibit A) found in every City vehicle shall be legibly completed for each incident that results in damage (vehicular or otherwise) to any City property, private property, or person(s} and personal injury that results to any City employee. The employee involved, as well as the Department Director for whom the employee works, shall sign the report.
The Arroyo Grande Police Department shall be immediately notified after the occurrence of a theft, vandalism, or any other crime to any City property, and a Police Report shall be completed.
Statements shall not be made to any party(s} not associated with the City. NO . ADMISSION OF FAULT SHOULD BE MADE TO ANYONE. INCLUDING THE POLICE. Statements to the officer should be limited to a factual description of the accident and relevant circumstances in response to the officer's investigation.
The involved employee on the Vehicle and Property Accident Report shall note individuals witnessing the incident, including their current address and. phone number.
Copies of the Vehicle & Property Accident Report shall be submitted to the City Manager within 24 hours of the incident.
Steven Adams
City Manager
EXHIBIT A
VEHICLE AND PROPERTY ACCIDENT REPORT POLICY A-006
CENTRAL COAST SELF INSURANCE FUND
FROM: CITY OF ARROYO GRANDE TO: CARL WARREN & CO.
SUBJECT: REPORT ON POTENTIAL CLAIM
Report Date
Time of Report AM PM
A – Complete for all Accidents
Date & Time of Accident
Month Day Year Time AM
PM
Location Police to Whom Reported
B – Complete Only If City Car or Equipment is Involved
Veh. No. Year Make Model Owner
Employee or Driver Address Age Phone No.
Purpose of Use Used with Permission Yes No
C – Complete Only If Other Property is Damaged
Owner Address Phone No.
Other Driver Address Phone No.
Describe Property of Auto: Year / Make / Lic. No. Describe Damage D – Complete Only If Someone is Injured
NAME ADDRESS & PHONE NO. INJURY AGE
1)
2)
3)
D – Complete Only If Someone is Injured
Describe Incident – State Factual Points Only – Do Not Give Opinions as to Fault, Negligence or Liability Weather Conditions Sunny Rainy Overcast Windy Describe
Witness – Name Address Phone No.
Was Claims Administrator Notified? Yes No By Whom? _______________________________________ Date ______________________ Time _________________
Report Prepared By _____________________________
Employee Signature _____________________________ Department Director Signature _____________________ Policy#: A-006 Page 896 of 1799
EXHIBIT A
POLICY A-006 INSTRUCTIONS
It is the responsibility of all City employees to immediately notify the Claims Administrator upon receipt of knowledge or witnessing an occurrence or transaction from which a potential claim could result or in which the City could be liable. This form is provided for this purpose.
WHAT TO DO IN CASE OF AN ACCIDENT
1. Notify the Claims Administrator as soon as possible.
2. Complete this form as follows:
A. Enter the date and time of the incident.
B. Identify and enter the name of the person(s) sustaining injury or a description of the property damaged.
C. Describe the exact location where the incident occurred.
D. Briefly describe how the incident occurred.
E. Briefly describe the damages or injuries observed.
F. Obtain names, addresses and telephone numbers of persons involved or witnessing the incident.
G. Describe weather conditions (was surface condition slippery).
3. If the person involved makes claim overtures to you, advise that a claim must be made with the Director of Administrative Services.
4. If the person does not make claim, do not volunteer.
5. If contacted by the Claims Administrator’s representative, furnish requested information as accurately and as quickly as possible.
6. All persons seeking accident information other that City personnel should be referred to CARL WARREN AND COMPANY.
7. MAKE NO STATEMENT AS TO YOUR OPINION REGARDING CAUSE, FAULT OR LIABILITY!
8. Give other person(s) involved your name and address.
Policy#: A-006
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY #: A-007 SUBJECT: COMMUNICATIONS EQUIPMENT
ISSUED: 6/1/13
--------
EFFECTIVE: 6/1 /13
CANCELLATION DATE: N/A
SUPERSEDES: """"7/....;.:1/'-=0..;_7 __ _
POLICY:
The City's communications system exists for conducting City business. The use of the system by employees for making personal calls may be permitted if it does not interfere with the conduct of City business. All use of communications equipment shall be in accordance with the following procedures:
PROCEDURE:
1. System Usage
A. All telephone calls should be limited to the shortest possible time.
B. Service charges are incurred by the City for the use of optional telephone company services such as directory assistance, busy signal confirmations, and emergency interrupts. As such, the use of these services is restricted for business purposes and should be used only when required.
2. Personal Calls
A. Local personal calls may be permitted if it does not interfere with the conduct of City business.
B. Personal calls outside the local dialing area shall be allowed only for emergencies.
C. The City's telephone lines shall only be used minimally for personal incoming calls. It is prohibited to list the City's number in classified advertising or for any other promotional purposes not related to the conduct of City business.
D. Persons found to have abused the City's telephone usage policy will be required to compensate the City for telephone charges. In addition, other disciplinary action may be taken particularly where the use of City time for personal activities justifies such action.
POLICY#: A-007
COMMUNICATIONS EQUIPMENT
PAGE2
E. City telephone lines or City-issued cellular phones shall not be used for any illegal or inappropriate activities.
3. Reporting of Telephone Calls
The Administrative Services Department can be contacted to request called-party information from the telephone company for calls that appear to be exceptions to the City's Telephone Usage Policy.
4. Business Trips and Irregular Hours
A. Procedures involving reimbursement for telephone calls during business trips is set forth in the Travel Policy, A-012, Section 3.F.
B. If City business requires an employee to work irregular hours, personal calls are allowed to communicate changed plans.
5. Cellular Devices
A. A City-issued cellular phone or cellular phone allowance may be authorized for City employees where the urgency of communication requires the use of the cellular phone access. Such authorization shall require prior approval of the City Manager.
B. Department Directors are authorized to be issued a smart phone, a mobile data device, or allowance for such items. Upon approval of the City Manager, management and/or supervisory staff may also be authorized for these items when determined necessary to carry out responsibilities of the position.
C. Employees authorized for a City cellular phone and/or mobile data device use shall select one of the following options:
1. City-issued Cellular Phone and/or Mobile Data Device a. The cellular phone or mobile data device shall be purchased by the City and enrolled in a Citywide monthly access and/or data plan.
b. No personal use of the cellular phone or mobile data· device shall be allowed for outgoing or incoming calls except for emergencies.
POLICY#: A-007
COMMUNICATIONS EQUIPMENT
PAGE3
c. A statement shall be signed by the employee that there will be no personal use of the equipment. Monthly invoices may be reviewed by the Department Director to ensure no
personal use has occurred.
d. Any cellular phone or mobile data device equipment issued to an employee shall be returned to the City at the
conclusion of their employment. If not returned, the original cost of the equipment shall be deducted from the employee's final paycheck.
e. Any personal or improper use of the cellular phone or mobile data device shall be grounds for disciplinary action.
f. All other restrictions involving telephone calls outlined in this policy shall apply to use of a City-owned cellular phone or mobile data device. All restrictions outlined in the City's Information Services Policy, A-016, shall apply to use of the cellular phone or 'mobile data device for text messaging or email.
2. Cellular Phone and/or Mobile Data Device Allowance
a. Employees approved to receive a cellular phone and/or mobile data device allowance shall be responsible for
purchasing their own cellular phone or mobile data device and enrolling in their own monthly access plan.
b. The employee shall receive a monthly cellular phone
allowance of $45 for use towards the cost of the cellular phone and monthly access plan payment.
c. Department Directors or management staff authorized for use of a smart phone or other mobile data device shall
receive a monthly PDA allowance of $70 for use towards the monthly access and/or data plan payment.
d. An employee who is issued a City smart phone is not eligible for any cellular phone or mobile d~ta device allowance. An employee who is issued a mobile data device with a data plan is only eligible for a cellular phone allowance of $45 authorized by the City Manager.
POLICY #: A-007
COMMUNICATIONS EQUIPMENT
PAGE4
e. Cellular phone and mobile data device allowances shall be reported as taxable income by the Administrative Services Department.
f. Employees shall provide a copy of a valid cellular phone or mobile data device invoice or contract to the Administrative Services Department on an annual basis in order to be
issued the cellular phone or mobile data device allowance payments.
g. Personal use of equipment paid for through a monthly allowance is allowed. However, use of the equipment, as well as use of other personally owned cell phones, for
personal calls, text messaging or e-mail during working hours shall be minimal, shall not interfere with normal business, and shall not involve any inappropriate or illegal behavior.
D. Hand held cellular phones or mobile data devices shall not be used while driving a vehicle during work hours without the use of a hands free device.
E. Department Directors may issue cellular phones to members of staff on a temporary basis to enhance communication capabilities during City emergencies and disasters or other City business as required.
F. City public safety vehicles may be equipped with cellular phones and/or mobile data devices to enhance communication capabilities for public safety personnel while engaged in the performance of their duties. ="/ Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY #: A-008 · SUBJECT: COPYING GUIDELINES
ISSUED: 6/1/96
-------- EFFECTIVE: 6/1 /96
CANCELLATION DATE: N/A
SUPERSEDES: N/A
-----
PURPOSE:
It shall be the policy of the City to establish guidelines regarding the distribution of all City documents, publications, and copies; and to institute a uniform reproduction fee for copying.
PROCEDURE:
All requests for documents, publications, and copies shall be charged as follows:
1. Copies of City records as needed for all City Council Members, City Boards, Commissions, Committees, and City employees during the course of their duties shall be provided at no charge. Copies of City records for City Commissions, Committees, and Boards shall be requested through the appropriate Department that provides administrative support to that entity.
2. The first copy of City records will be provided at no charge for the following types of organizations:
A. Civic groups such as Chamber of Commerce, YMCA, service clubs, local nonprofit organizations, etc.
B. Recognized employee groups.
C. Other governmental agencies.
D. News media.
E. Outside organizations and individuals specifically mentioned in a City Council, Planning Commission, or other City Boards/Committees Agenda item.
F. Outside parties with requests for Economic Development information.
POLICY #: A-008
COPYING GUIDELINES
PAGE2
G. Vendors requesting information relating to goods or services provided by them to the City.
H. Bid documents and related information to prospective bidders unless otherwise indicated in the bid package.
3. The first copy of all documents and publications prepared for external distribution shall be provided at no cost (depending on availability) unless a fee for the document has been established by the City Council.
4. Copies of City records may be provided to other outside parties at no charge as determined by the City Manager.
5. All other requests for copies will be charged at the current copy, document, or publication fee as established by the City Council.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-009 SUBJECT: FACSIMILE MACHINE USAGE
ISSUED: 6/1/03
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 9/1/97
POLICY:
The City's facsimile machines are intended for City business use only when conventional methods of delivery are impractical due to cost or timing considerations.
The non-City business use of facsimile machines is prohibited. In consideration of the various telephone costs associated with facsimile transmission, facsimile machine utilization is subject to the following procedures.
PROCEDURE:
1. Only those documents that relate exclusively to City business may be transmitted. Additionally, facsimile transmission of documents shall be limited to circumstances where communication beyond a phone call is required or interoffice or standard mail distributions (or any other delivery alternative) that will not sufficiently meet City needs.
2. The cost to transmit documents via facsimile machine is largely dependent upon destination area codes and prefixes, call duration, and transmission time (night and weekend transmissions; all transmission costs drop after the first minute).
Generally, it costs less to transmit rather than mail documents within the City's Pacific Bell Service Area, particularly when the transmission occurs at night.
Under most circumstances, it also costs less to transmit rather than mail a document via overnight Express Mail (unless the document exceeds one hundred pages). If the destination location of a document falls outside the City's Pacific Bell Service Area, mailing becomes the most cost-effective delivery alternative. Therefore, whenever possible, employees shall consider these guidelines, as well as the urgency of delivery, when determining appropriate delivery alternatives, i.e., "fax" versus mail.
3. Only employees trained to operate the facsimile machines shall use them.
Employees shall complete a Facsimile Transmittal Form for each document transmitted to a specific facsimile station.
POLICY #: A-009
FACSIMILE MACHINE USAGE
PAGE2
4. Persons found to have abused the City's facsimile-usage policy shall be required to compensate the City for telephone and other use charges. In addition to reimbursement, other disciplinary action may be taken, particularly where the use of City time, equipment, or facilities for personal activities justifies such action.
5. Department directors shall designate a staff person to be responsible for each existing facsimile machine, including to:
a. Notify employees of the receipt of incoming transmissions on a timely basis.
b. Monitor incoming and outgoing transmissions for adherence to City policy. c. Obtain necessary repair and maintenance service.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY #: A-010 SUBJECT: USE OF CITY VEHICLES
ISSUED: 8/1/07
EFFECTIVE: 8/1/07
CANCELLATION DATE: N/A
SUPERSEDES: 5/1/07
-----
POLICY:
Vehicles are made available for employees to use on City business and employees shall not use City vehicles for personal u~e unless specifically authorized per this policy.
PROCEDURE:
The Department Director or City Manag.er may authorize an employee to use City vehicles as follows:
1. An employee may be authorized to use a City vehicle for transportation to and from the work place. Such authorization will only be made where the possibility of call-out during non-working hours justifies such use. City vehicles that are taken home may be used for call-out assignments, to attend City and community related business functions during non-business hours, and to travel to and from work. Employees while on-call and public safety personnel may also use assigned vehicles for limited incidental personal use within San Luis Obispo County and the City of Santa Maria. Such use should be limited to necessary tasks of short duration, such as medical appointments, errands and meals.
2. Based upon Internal Revenue Service regulations, the personal use of a City vehicle is a taxable fringe benefit. Personal use includes the value of commuting to and from work in a municipal vehicle. The value of the fringe benefit must be included in wages and is subject to income and employment taxes. There are three methods. that can be used to determine the value of the vehicle provided to the employee: commuting value rule (commuting is valued at $1.50 each way), cents-per-mile rule, and automobile lease rule. Personal commuting between the residence and the principal place of business ·is considered non-business travel or personal use regardless of whether it is required by the City.
POLICY#: A-010
USE OF CITY VEHICLES
PAGE2
3. In order to use the commute rule and value commuting at $1.50 each way, all of the requirements below.must be met:
a. The vehicle is owned or leased by the City.
b. The vehicle is provided to the employee for business use. c. The City requires the employee to commute in the vehicle for valid noncompensatory business reasons. d. The City has a written policy prohibiting personal use other than commuting.
e. The City does not use the vehicle for other than de minimis personal use.
4. A completed "Use of City Vehicle" form (Exhibit A) must be on file prior to use of a City vehicle for transportation to and from the work place.
5. Employees may use assigned City vehicles during working hours for transportation from their work sites to restaurants, coffee shops, or similar locations during an authorized meal break. Other employees may also use City vehicles for this purpose when working in the field and their work site is not in close proximity to the facility to which they report for work at the time of the meal break.
6. Pool cars are available in most departments for periodic use. Any employees that receive automobile allowance shall not utilize pool vehicles unless necessary for special circumstances, including instances when their personal vehicle is not available due to repairs or because they have carpooled to work, the pool car is more suitable for a specific task, etc.
7. When driving City vehicles, employees are authorized to carry non-employee passengers only for the conduct and facilitation of City business as provided in this Policy. All other non-employee passengers must be approved by the City Manager or his/her designee.
8. When utilizing a City vehicle for travel, the vehicle may be used to attend meals and other activities directly related to the training, conference, or other travel function.
9. Employees utilizing City vehicles must possess a valid California Drivers License.
The City, through the Department of Motor Vehicle Pull Program, will monitor the status of the employee's driver's license. The Chief of Police will be the Pull Program coordinator.
10. All vehicles shall be appropriately marked with City identification unless specifically authorized by the City Manager.
11. Employees driving City vehicles shall abide by all traffic laws.
POLICY#:· A-010
USE OF CITY V_EHICLES
PAGE3
12. When using City vehicles, employees shall not abuse the vehicle in any way and any mechanical problems shall be reported to the Fleet Maintenance Coordinator immediately. City vehicles shall be kept clean at all times.
13. No smoking is permitted in City vehicles.
14. _ See Policy A-006 for procedure if an accident occurs while utilizing a City vehicle.
Steven Adams
City Manager
USE OF CITY VEHICLE EXHIBIT A
POLICY A-010 Department ____________ _
Vehicles are made for employees to use on City business and employees shall not use City vehicles for personal use. unless specifically authorized by th~ Citv Council.
The Department Director or City Manager may authorize an employee to use City vehicles as follows:
An employee may be authorized to use a City vehicle for transportation to and from the work place. Such authorization will only be made where the possibility of call-out during nonworking hours justifies such use. City vehicles that are taken home may be used for call-out assignments, to attend City related business functions during non-business hours, and to travel to and from work.
Employees are authorized to carry non-employee passengers only for the conduct and facilitation of City business.-
All other non-employee passengers must be approved by the City Manager • I Employee l Homa Address . IHoma Phone have read and understand the 11Use of City Vehicles" Policy #A-01 O
EMPLOYEE'S SIGNATURE
1. Purpose and Justification: Attach to this form.
2. D.escription of Vehicle and/or Equipment:
3. "Cl Management ·o General Unit O Sworn
4. Will employee receive standby pay? ·o Yes ·o No Conditions:
5. Will employee receive overtime pay?·D Yes D No Conditions:
6. Is additional insurance required? (Required if any special use, personal use, or use by non-city employees.) D Yes D No
D City Provided Annual Cost D Employee Provided
D Proof of Insurance Coverage Received
AUTHORIZATION: Department Director ___________ _ Date ________ _ Qity Manager ----------------- Date ______ _
City Council ---------------- Date ________ __
DISTRIBUTION TO: Originating Department I City Manager I Personnel File I Employee Policy: # A-010 Page 909 of 1799
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-011 SUBJECT: MILEAGE REIMBURSEMENT
ISSUED: 6/1/03
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 7/1/00
POLICY:
It is the policy of the City that employees and volunteers are eligible for the reimbursement of authorized expenses incurred directly by them in the use of their personal vehicle in the performance of City business.
PROCEDURE:
1. Authorized expenses shall be reimbursed at the per-mile reimbursement rates established by the City Council, which. is based on the IRS rate. However, the reimbursement rate for Police Department training through POST (Peace Officer Standards & Training) is established separately by POST.
2. Authorized use of an employee's or volunteer's personal vehicle in the performance of City business shall be limited to:
A. Travel within and outside the City as authorized by the employee's Department Director or Supervisor.
B. Travel outside of normal working hours for required public meetings of the City Council, Planning Commission, or other appointed body.
Reimbursement may be for mileage to and from the employee's residence (if the employee must return from his/her residence) or from a place of work and return. This type of reimbursement shall only apply to employees who do not receive a monthly mileage allowance.
C. Employees who receive a monthly mileage amount shall not be reimbursed for mileage within the City limits.
3. The approved mileage reimbursement rate includes all fixed costs to the employee or volunteer such as insurance, license, registration fees, taxes, depreciation, and finance charges; and all variable costs such as gasoline and oil, and maintenance.
POLICY #: A-011
MILEAGE REIMBURSEMENT
PAGE2
4. In case of damage to the employee's or volunteer's vehicle while on City business, the employee or volunteer shall be responsible for the cost of repair and/or any insurance deductibles.
5. Reimbursement for mileage outside the City shall not exceed the cost of the coach airfare for the same distance or designation.
6. Reimbursement for mileage included as part of a travel authorization request shall be recorded on a Travel Authorization Request form (See Policy A-012).
7. Request for mileage reimbursement for mileage not included on a Travel Authorization Request shall be itemized and recorded on the City's Claim on the Treasury form. Such forms shall be completed and submitted for reimbursement in a timely manner.
Steven Adams
City Manager
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 -------
POLICY:
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 devetopment 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 travelrelated 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;
POLICY #: A-012
TRAVEL
PAGE2
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 ~he scheduled travel for approval and within 10 business days following the travel for reimbursement.
POLICY #: A-012
TRAVEL
PAGE3
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
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 permissi.on 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
POLICY #: A-012
TRAVEL
PAGE4
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-of-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 maiqs shall be reimbursed and $1 per bag for bellhops when necessary.
.....
POLICY #: A-012
TRAVEL
PAGES
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.gov and take the following steps:
a. Acpess 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.
POLICY #: A-012
TRAVEL
PAGES
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 internet 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 internet access from the employee's place of lodging if available at the City's expense.
Determination of the need for internet 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 (A016).
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.
POLICY #: A-012
TRAVEL
PAGE7
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 (60) days after being incurred, the reimbursement will be considered compensation for tax purposes.
6. 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 ("FLSA0
) 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.
U_pon 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.
Isl Dianne Thompson
Dianne Thompson
City Manager
CITY OF ARROYO GRANDE
TRAVEL REQUEST AND EXPENSE REPORT
FORM "T" FOR TRAVEL
Part I - TRAVEL REQUEST
EXHIBIT A
POLICY A-012
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
Location
Estimated Cost of Trip ~~~~~~~~~~~~ -------
Account Number
Was travel included in Department Budget? Yes No
Advance Payments Requested:
Date Requested Payable To: Amount
Ta'ta1 Requested: I
Signature of Requester
INSTRUCTIONS:
Final Costs
Registration Fees
Transportation
Department Director Approval City Manager Approval (if req'd)
PART II - EXPENSE REPORT
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.
Amount
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 IS A TRUE AND CORRECT STATEMENT OF MY EXPENDITURES Employee Department Director Approval City Manager Approval (if req'd) Audited By---------- Date Check or Receipt No. ___ _
CITY OF
c~ ~,. f t=A&.11 Ut4NIA 'I .,.
CITY OF ARROYO GRANDE
TRAVEL SUBSTITUTE RECEIPT FORM
EXHIBITS
POLICY A-012
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. Amountof 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 OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-013 SUBJECT: GRANT PROGRAMS
ISSUED: 6/1/03
-------- EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 6/1/96
POLICY:
It shall be the policy of the City to seek outside grant funding for City projects and programs where possible on an ongoing basis, but to do so in a strategic manner to ensure that outside funding supplements City resources rather than commit unavailable resources.
PROCEDURE:
1. Prior to submitting a grant request, an analysis, independent of the grant application and staff report, shall be prepared by the requesting Department for review by the City Manager. The analysis shall detail the impact upon City resources of operating under the grant and the potential impact upon termination of the grant. Particular attention should be given in the analysis to grants involving additions in personnel.
2. The Department preparing the grant application shall also prepare the analysis.
Sufficient time must be afforded to ensure proper review of the analysis without interfering with grant submittal deadline. The Department shall also be responsible for overall grant activities related to their operations.
3. The City Manager's Office shall review the analysis. If authorized by the City Manager, the Department may submit the grant request if not commitment by the City is associated with the request.
4. City Council approval shall be required before any commitment is made by the City associated with the grant or prior to accepting an award of a grant to the City.
5. The City Manager's Office shall maintain a centralized tracking system and prepare a quarterly report for the City Council. The City Manager's Office will also ~ordinate with each department on advocacy efforts for pending grant requests.
POLICY#: A-013
GRANT PROGRAMS
PAGE2
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-014 SUBJECT: VIOLENCE IN THE WORKPLACE
ISSUED: 6/1/03
-------- EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 6/1/96
POLICY:
It is the policy of the City of Arroyo Grande to provide a workplace for City employees that is free from violence. In doing so, the City is complying with and supporting Federal OSHA and California OSHA, which requires employers to provide their employees with a safe and healthy work environment. To this end, it is the policy of the Gity of Arroyo Grande to attempt to prohibit the occurrence of any for form of workplace violence or threats of violence. It is also intended that all useful management tools such as a discipline policy be employed to secure the workplace from violence and reasonably protect employees from its effects. The City will fully cooperate with law enforcement in the prosecution of anyone outside the organization who subjects employees to violent acts or threats of violence.
On November 30, 1994, the Workplace Violence Safety Act (Code of Civil Procedures 527.8) became effective. The law allows employers to seek restraining orders and injunctions on behalf of employees who have suffered unlawful violence at the workplace or received credible threats of violence that can be reasonably construed to be carried out in the workplace. The law is intended to provide an additional remedy against workplace violence.
PROCEDURE:
This procedure is applicable to all City Departments. Exceptions to this procedure shall be allowed only when approved by the City Manager.
Where any section, subsection, sentence, clause, or phrase of this procedure is inconsistent with an approved current memorandum of understanding enacted between the City and a recognized employee organization, the memorandum of understanding shall prevail.
1. Amendments
This procedure may be amended by the City Manager when approved by the City Council.
POLICY #: A-014
VIOLENCE IN WORKPLACE
PAGE2
2. Definitions
"Assault" is any threatening work or gesture showing an immediate intention, coupled with the present ability, to commit a violent injury on the person of another.
"Battery" is the willful and unlawful striking, touching, or use of force or violence upon the person of another.
"Course of conduct" is a pattern of conduct composed of a series of acts over a period of time, however short, evidencing a continuity of purpose, including following or stalking an employee to or from the place of work; entering the workplace, following an employee during hours of employment; telephone calls to an employee; correspondence with an employee, including but not limited to the us~ of the public or private mails, interoffice mail, fax, or e-mail. "Credible threat of violence" is a knowing and willful statement or course of conduct that serves no legitimate purpose and would cause a reasonable person to believe that he or she is under the threat of death or serious bodily injury, and that is intended to, and actually causes, a person to believe that he or she is under the threat of death or serious bodily injury.
"Employee" includes all persons rendering actual service to the City, with or without pay or other compensation, however measure; elected and appointed officers; members of City boards, committees, and commissions; and for purposes of this administrative procedure only, volunteers, and independent contractors performing services for the City at City work sites. "Harassment" is a knowing and willful course of conduct directed at a specific person that seriously alarms, annoys, torments, or terrorizes the person and services no legitimate purpose. The course of conduct must be such as would cause a reasonable person to suffer substantial emotional distress and must actually cause substantial emotional distress to the person. . .
"Property damage" is intentional damage to property that includes property owned by the City, employees, visitors, and vendors.
"Stalking" is the willful, malicious, and repeated following or harassment of another person, accompanied by a credible threat with intent to place that person in reasonable fear for his or her own safety or for the safety of his or her immediate family.
POLICY#: A-014
VIOLENCE IN WORKPLACE
PAGE3
"Unlawful violence" is any assault, battery, or stalking, but does not include lawful acts of defense of self or other or constitutionally and statutorily protected speech and activities, such as lawful conduct during labor dispute picketing.
3. Current Safeguards
The City maintains procedural safeguards that reduce the risk of violence in the workplace. Current safeguards include:
A. Screening and testing of applicants for competency, suitability and possession of the necessary physical criteria to perform the essential functions of the position. Subsequent fitness for duty evaluation as needed.
8. Probationary period and annual evaluations.
C. Progressive discipline system with seriousness of the offense ~eighed.
D. Open-door policy and a grievance procedure.
- E. A variety of communications mechanisms, e.g., training meetings, safety committee meetings, flyers, City publication~. and occasional addresses by the City Manager.
F. Substance abuse policies.
4. Prohibited Actions
It is a violation of this policy to:
A. Make threats of violence;
8. Commit or foster workplace violence as defined herein; or C. Use or possess a weapon, i.e., firearm, knife, etc., at work or on City property, including in a City or Private vehicle.
EXCEPTION: An employee may use or possess a lawful firearm and other approved weapons if the employee is a certified
law enforcement officer. Additionally, public safety
personnel (Police or Fire) may possess knives and
related instruments as specified by their Department's
policies/procedures.
POLICY #: A-014
VIOLENCE IN WORKPLACE
PAGE4
E. Employees are not permitted to joke about threats of violence. All threats will be taken seriously. A violation of this policy shall be considered unacceptable personal conduct, shall be investigated, and can subject the employee to disciplinary action up to and including dismissal. Further, the City may pursue criminal charges in appropriate cases.
5. Communication and Training
The City of Arroyo Grande will provide training to Department Directors and Supervisors on this policy/procedure, upon distribution thereof and will then offer technical assistance as needed. The training will also include recognizing the signs of potential workplace violence, diffusing hostile situations, and conducting an investigation. All City employees will receive a copy of this policy/procedure.
6. Reporting
Employees who act in good faith by reporting violent behavior or viol§ljions of the policy shall not be subjected to harassment or retaliation. All employees are encouraged to be alert to the possibility of violence on the part of employees, former employees, customers, and strangers. Any report of violence will be handl~d in a confidential manner to the extent reasonably feasible.
A. Emergency Situations - The first response to serious violence, if possible without escalating the situation, should be to call 9-911 from City extensions and 911 from non-City extensions. Be prepared to calmly state your exact location, your name, the specific nature of the problem, the name of the violent person, and whether weapons are involved. A Supervisor should be contacted, who will then inform his/her. division or Department Director and the City Manager. The City Manager will contact the City Attorney. They will direct any other measures necessary to attempt to protect the workforce, including, as a minimum measure, attempting to obtain control over the situation and secure the affected area.
8. Non-emergency Situations - In non-emergency situations the individuals involved usually should be separated, if this CE;ln be accomplished safely. A supervisor should be advised immediately about the confrontation or altercation. The supervisor will than contact his/her Department Director and City Manager, who will determine further appropriate action.
C. Potential Situations - Employees who observe or are involved in situations where they fear that workplace physical retaliation may occur, or where someone has made verbal threats of physical violence, are obligated to discuss it immediately with their supervisor. The supervisor will then discuss it with his/her Department Director and City Manager, who will
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VIOLENCE IN WORKPLACE
PAGES
evaluate the facts and determine what protective measures should be taken.
If a violation of this policy occurs and employees are harmed physically and/or psychologically, the following reporting procedures will also be adhered to:
A. Workers' Compensation and accident reporting (including OSHA 200 log) will be followed, which include providing appropriate medical care; and B. When workplace violence results in a serious injury, illness, or death and does not constitute a Penal Code violation, a report must be made immediately to Cal/OSHA via telephone or fax.
7. Investigation
A prompt, fair, and thorough investigation of all acts or threats of violence will . occur. Other employees will be questioned if necessary. If the allegeg_perpetrator is an employee of the City, he/she may be questioned unless the situation is too dangerous. Victims and witnesses will provide written signed statements. Witness statements will be kept confidential to the extent feasible. At any time the situation warrants, law enforcement shall be contacted and may be present at interviews.
The investigation should ascertain detailed and concrete "facts of what happened, not opinion, and should include the following:
A. Who made or is involved in the threat or act;
B. Who is the target of the threat or act;
C. The specific nature of the threat or confrontation;
D. Description of any physical conduct constituting or suggesting future violence;
E. The identity and role of any other witnesses;
F. The time and place where the incident occurred;
G. Previous threats or acts of violence by the perpetrator; H. Any additional information that the violence will define an act that has occurred and/or assist in ensuring the violence is kept out of the workplace.
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Search - In the event a search of an employee's work area, locker, file cabinet, or desk is deemed necessary to enforce this policy, the following procedure is required, except in cases of immediate and substantial threat of physical harm:
A. Before conducting any search pursuant to policy, the consent of the employee shall first be sought, even if the employee is off the premises.
B. No search shall be conducted until after the employee has been informed that his/her work area, locker, file cabinet, or desk is to be searched. If the employee is on the premises, the search shall be conducted in the presence of the employee.
C. If consent is refused, searches into the areas where the employee is deemed to have a reasonable expectation of privacy may be conducted. In that event, before conducting the search, a written memorandum must be prepared setting out the facts that demonstrate the search is reasonable; and the City Manager and City Attorney must approve the mem_Q!"andum.
D. No search pursuant to this policy may be made of the employee's person or of close personal items, such as handbags, briefcases, or private automobiles, without the written consent of the employee. Should such a search be desired and consent refused, the City Attorney will be consulted to determine that such a search is legal. If the circumstances fit legal guidelines and the City Attorney agrees, a search will be conducted.
E. As an alternative, the employee may be relieved of duty and sent home in cases of immediate and substantial threat of physical harm.
F. This policy shall not apply to searches conducted for any purpose other than pursuant to this policy.
8. Action Options
Depending on the employment relationship of the alleged perpetrator and an assessment of the legitimacy, nature, severity, and urgency of a violent threat or act, the Supervisor and City Manager may take or recommend any of ttie following:
A. No action warranted;
B. Usual and customary discipline, up to termination;
C. Advise voluntary counseling;
D. Obtain on-site counseling;
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E. Referral for fitness for duty evaluation;
F. Per the City's procedures regarding drug or alcohol use, the employee involved or suspected of violent behavior may be submitted for a drug/alcohol test if reasonable suspicion is established; G. Place of paid home leave pending further action or information; H. Obtain an injunction or restraining order;
I. Pursue criminal charges against the individual;
J. Notify targets of threats to protect themselves;
K. Notify other employees to be alert;
L. Provide security on the work site as needed;
M. Any other reasonable and appropriate action.
9. Confidentiality
Disciplinary action against an employee for violent activities will be accomplished in accordance with City policy and personnel rules and procedures, including the - right to be fully informed about the allegations and to respond to the charges.
10. Restraining Orders
Any employee who has been harassed at the workplace or who has received a credible threat of violence that can be reasonably construed to be carried out at the workplace should immediately report the situation to his or her Supervisor, who will immediately notify the City Manager and City Attorney.
To the extent possible, the Department Director· shall determine the facts of the situation and, with the victim and the City Manager, City Attorney, Police Chief, and other City staff as necessary, analyze and evaluate the facts bearing on the situation, including the seriousness of the conduct, the probability of future violations at the workplace, and the safety of the victim at his/her workplace and of the victim's immediate family.
If a restraining order is determined to be necessary, the City Attorney shall prepare and file the required documents and appear at the necessary hearing. The employee shall provide the information necessary to obtain the restraining order and cooperate in the preparation and proceedings. The work location, as well as
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place of residence, shall be included in the order, if appropriate. The employee may of course appear on his/her behalf and/or retain private counsel at his/her own expense.
The most important part of the documentation is the employee's statement of the specific acts of the harasser with details of the act or course of conduct that. has alarmed, annoyed, or harassed the employee. This is the information the judge will use to determine if the City and the employee have proved that the victim has suffered unlawful violence in the workplace or received a credible threat of violence from the harasser and that great or irreparable harm will result if such harassment continues. Upon presentation of the required documents to the Court, it is possible to obtain a temporary restraining order without the defendant (the person accused of harassing the employee) being present. A temporary restraining order remains effective for fifteen (15) days. The City Attorney will arrange for the order to be served on the defendant and on the Arroyo Grande Police Department and any other law enforcement agencies involved in the matter.
Before the temporary restraining order expires, a judge will conduct a hearing in court to determine whether to extend the restraining order as a permanent injunction against the defendant. In response to the City's petition on behalf of the employee, the defendant may file papers that explain, excuse, justify, or deny the allegations of harassment.
At the hearing, the judge will receive relevant testimony from the parties and may make independent inquiries. If the defendant is a City employee, the judge must receive evidence concerning the City's decision to retain or discipline the defendant or to terminate his or her employment.
If the judge finds by clear and convincing evidence that the defendant engaged in unlawful violence or made a credible threat of violence, an injunction shall be issued prohibiting further unlawful violence or threats of violence. Such an order is effective for up to three (3) years. The order can be modified, rescinded, or extended by procedures similar to those described above.
After the order is issued, the City Attorney will arrange for it to be personally served on the defendant and for certified copies of it to be provided to all applicable law enforcement agencies. The employee victim must carry a certified copy of the order in his or her possession, notify his/her Supervisor of the issuance of such an order, and provide a description of the individual cited.
If the defendant violates any condition of the order, he or she may be found guilty of a misdemeanor, which is punishable by a fine up to $1,000 or by one year in jail or both. Convictions for violations resulting in physical injury will subject the defendant to a mandatory jail sentence of 30 days (which the judge may not reduce to less than two (2) days).
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11. Security and Assessment
A work site analysis shall be conducted within 6 months of the effective date of this policy. The City Safety Coordinator will meet with the Department Directors to identify existing conditions, operations, and situations that create or contribute to potential workplace violence issues. A report outlining recommendations for corrections will be submitted to the City Manager. Following initial work site analysis, periodic inspections will be conducted to identify unsafe conditions and work practices to ensure continued workplace safety. The Supervisor of a work site will investigate any and all complaints alleging a workplace security hazard, .document such investigations, and recommend appropriate corrective measures.
Escape Routes - In accordance with each facility's emergency response plan, employees will use the designated escape routes when necessary due to an incident. The Department Director responsible for those facilities without designated routes will determine which are the best paths to exit the building.
He/she will then publish the routes and notify employee of such. --·
12. Interpretation and Implementation
Any questions relative to the event and/or application of this policy should be directed to the City Manager.
4~ Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-015 SUBJECT: TAPENIDEO RECORDINGS
ISSUED: 6/1/96
EFFECTIVE: 6/1/96
CANCELLATION DATE: N/A
SUPERSEDES: N/A -----
POLICY:
1. City employees are allowed to make tape/video recordings only when:
A. Engaged in official City activities; and
8. In compliance with applicable Federal and State law and written rules and regulations of the City and/or its Departments.
2. A surreptitious recording is a recording made secretly without the knowledge of all the participants to a conversation. No City_ employee may surreptitiously record any conversation with another employee(s) or City -official(s) without the specific permission of the Chief of Police or his/her designee.
A. Any such recording directed by the Chief of Police or his/~er designee shall be conducted in strict compliance with Federal and State law and written Departmental procedures.
8. Generally, such direction by the Chief of Police should have the concurrence of the City Manager.
C. Except while in the performance of his/her official rules, no City employee may possess any original and/or copy of any surreptitious tape/video recording subject to this section.
D. Any violation of the provisions of this Policy is gross misconduct and any such conduct potentially exposes the violating employee to civil and criminal liability.
Steven .Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES POLICY#: A".016 SUBJECT: INFORMATION SYSTEMS
ISSUED: 10/1/06
EFFECTIVE: 10/1/06
CANCELLATION DATE: N/A
SUPERSEDES: 6/1/03
POLICY:
It shall be the policy of the City of Arroyo Grande to protect data, information, computer programs, and hardware that are the property of the City of Arroyo Grande from unauthorized access, data loss, and/or corruption. (Council Approved 02-27-96) The purpose of this policy is to define the parameters within which computers may be used and to standardize operations as necessary in order to operate the City's information system in the most effective manner.
PROCEDURE:
1. General
A. All computer data, hardware, and software used in City facilities shall be the property of the City of Arroyo Grande and used on City property for business purposes only, unless prior consent from the City Manager is obtained.
B. Prior to using any computer, consent from the person assigned the computer should be obtained. There may be proprietary information on the computer.
C. All software run· on City computer systems shall be verified free of computer virus, including software that has been commercially obtained.
A virus-checking program is recommended for checking disks before running them.
D. All computers shall use quality U.L. Approved surge protectors or a better solution such as an uninterrupted power supply battery-backup system.
E. Use of copyrighted software without proper authorization or possession of the software license is prohibited.
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F. Department Directors or their designees shall act as computer systems administrators for their departments. Department computer systems should, if practical, be compatible with other Departments' systems.
When new equipment is added to the Department, the Director shall decide where the new equipment shall be placed within the Department.
G. Replacement Equipment - When equipment is replaced within a department, the Computer Technology Committee may make
recommendations as to where and how the old (replaced) equipment shall be utilized within the City.
H. Computer files two years old or more should be archived (transferred from the hard drive to alternate storage media) yearly at the close of the fiscal year. The exception is those databases which, by law, are to be maintained beyond two years.
I. The City reserves the right to monitor computer systems for any reason, including the right to review, audit and disclose all matters sent over and/or stored in the systems.
J. Employees shall be required to sign a form (Exhibit A) acknowledging that they have read, understood, and will abide by this policy.
K. Computer Technology Committee - The City Computer Technology Committee will consist of a member from each City Department, the Department Automation Specialist, and the Human Resources Manager.
The committee shall meet on an as-needed basis to discuss and make recommendations regarding computer hardware, software, and training issues that have citywide application. The Computer Technology Committee shall make recommendations to the Department Automation Specialist regarding development of the City's Management Information Systems Budget.
2. Use of City-Owned Computers:
A. City-owned computers are provided for City-related business.
B. All software applications installed on computers shall be City-owned or authorized by the employee's Department Director.
C. Employees who utilize a portable computer away from City premises shall be responsible for safeguarding the computer from damage, theft or other loss.
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D. Any portable computers removed from City premises shall be returned each working day, unless the employee is traveling on City business and the Department Director approves the extended use. The City Manager may also approve use of a City computer at a non-City site on an extended basis when necessary for operational reasons.
3. Hardware/Software Standards:
A. The City shall maintain specified hardware· and software standards for computer system purchases, which shall be recommended by the Department Automation Specialist and Computer Technology Committee, and approved by the City Manager. Departments may find it necessary to exceed these specifications on certain individual machines subject to City Manager approval. The Department Automation Specialist will review proposed hardware and software purchases to ensure that such purchases comply with City standards. No ~aviation from the standards shall oc~ur without the prior approval of the City Manager.
B. Computer applications that are specific to a Department are the responsibility of the affected Department, including hardware and software specifications and acquisition. The responsible Department Director, or his/her designee(s), will seek input from the Department Automation Specialist to ensure compatibility, if practical with the existing City system(s). Department applications that require network access will have the capability to operate on the City's designated network software.
Examples of Department specific applications include, but are not limited to:
1. Department of Public Works:
a. Computer Aided Design (CAD) System(s)
b. Water System Monitoring Equipment
c. Wastewater Treatment System Monitoring Equipment
2. Department of Building and Fire:
a. Fire Records Management System
b. Building Permitting Software
c. Police Department
d. Police Records Management System
e. Computer Assisted Dispatch System and Interface to
County, State, and Federal Criminal Justice Automated
Information Systems
f. Enhanced 911 System
g. Automated Photo Digital System, including Digital Booking System
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h. Automated Live Scan Fingerprint System
i. Document Imaging System
3. Community Development Department:
a. Geo-Based Information System
b. Project Tracking
4. Administrative Services:
a. Document Imaging System
5. Parks, Recreation and Facilities Department:
a. RecWARE Registration Program (or equivalent)
b. Tree Inventory Program
6. Financial Services Department:
a. Financial Management Software
4. Work Order Request for Computer Services
A. The Human Resources Manager will provide functional supervision to the Department Automation Specialist. This includes responsibility for oversight of the scheduling of tasks to be conducted by the Department Automation Specialist.
-s. Work Order Request form (Exhibit B) is required any time computer services are requested of the Department Automation Specialist.
C. The form must be completed as follows:
1. Name of the Requesting Department
2. Name of the Requesting Party
3. Job Description - Give a detailed description (or as much as possible) of the request(s) or problem(s).
4. Department Authorization - The signature of the Department Director, or his/her designee, is required.
5. Date Requested
6. Dafe Needed
D. Submit the completed form to the Department Automation Specialist, with a copy to the Human Resources Manager.
E. Requests will be scheduled according to date received, unless a priority (crisis) should occur. Priority requests should be made to the Human Resources Manager. In the absence of the Human Resources Manager, priority requests may be made to the City Manager.
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F. Any disagreement between a Department Director and the Human Resources Manager concerning the scheduling of the Department Automation Specialist will be resolved by the City Manager. - -------....... E-MAIL ·
A. E-mail exists to enhance .communications for business purposes.
Employees are encouraged to use e-mail as a tool for fulfilling their assigned duties. Good judgement should be used at all times regarding its appropriate use.
B. Improper use will not be tolerated. Prohibited uses include, but are not limited, to the following:
1. Transmittal of anything in violation of any federal, state or local law, ordinance or regulation.
2. Use of inappropriate, derogatory, obscene, suggestive, defamatory, offensive or harassing language.
3. Misrepresentation of an employee's identity.
4. Unauthorized transmittal of copyrighted material.
5. Any action causing the City to incur a fee or charge without prior authorization.
6. Any communication that compromises the integrity of the City and its business in any manner.
7. Distribution of chain letters.
8. Involvement in gambling, commercial, personal profit-making or political activity.
C. Employees should be aware of the fact that deletion of a message or file may not fully eliminate the message from the system.
D. Employees shall be aware of the fact that, under most circumstances, communications sent by e-mail may be subject to disclosure under the Public Records Act or litigation.
E. Every effort should be made to respond to e-mail communications from the public within 24 hours Monday through Friday. Inter-departmental
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communications should be answered within eight (8) hours, Monday through Friday. All messages should be communicated in a courteous and professional manner.
F. While the use of e-mail is furnished for official City business, incidental and occasional brief personal use is permitted so long as it is not during normal work time and does not interfere with the employee's work or violate any provisions of this policy.
G. E-Mail File Management - For file management and storage purposes, email messages should only be retained for as long as needed to accurately document City functions and to help create a historical record.
This means deleting messages soon after they have been read, sent, or printed and filed in a record keeping system. Individual e-mail accounts are established with a mailbox size limit of 150 megabytes. Users are responsible for routinely deleting or archiving all messages (including "sent" items) when no longer needed to avoid overloading the storage capacity of the system. The system is configured to a·utomatically delete messages more than 180 days old. Messages in the "trash" folder are automatically deleted after 14 days. The City retains system-wide backups for one week (5 business days, Monday through Friday). This means that any messages included in the scheduled system backup are recoverable for up to one week from the date the message was deleted.
6. Network
A. The loading of software onto the file servers shall be restricted activity.
Only authorized MIS personnel will perform this function.
B. The loading of software onto the file servers shall be restricted activity.
Only authorized MIS personnel will perform this function. Each network user shall be assigned his/her own unique login user name and User ID and password. In order to ensure network integrity, User ID and passwords should not be shared with anyone.
C. Each of the file servers is configured with an automated tape backup system, and shall be available for recovery from catastrophic failure of the network and for the restoration of individual files or documents that might have been inadvertently deleted. While each of the file servers are protected, data stored on the local "C" drives of individual PCs shall be protected by performing a local media backup. This is the responsibility of each individual PC user.
D. The fundamental document transfer policy shall require that as long as an individual is working on a document, that document is in his/her control
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and shall exist in no other electronic form anywhere else in the City. Once the individual electronically transfers a document to another, either for correction, approval, review, or any other purpose, then the one and only copy of the document shall be transferred. A copy shall not be retained ·on either the local "C" drives or within an individual's personal directory on the network. This policy is 'intended to prevent the problems associated with "version" confusion.
7. Remote Access
A. The City will provide members of the Arroyo Grande City Council and designated staff with laptop computers, modems, and software for accessing City Hall, as funds become available. Printing to the network printer at City Hall will be available; the City will not support home printing.
B. Training on City applications and remote access to the City Hall network will be provided to the Council Members and staff.
C. At the end of the Council Members' term of office or employees' employment with the City, the computer equipment and software shall be returned to the City.
D. Council Members and staff shall abide by the Brown Act, Council Policies and Procedures, and the City's General Computer, E-Mail, Network, and Remote Access Policies.
E. Remote access modem lines shall have security systems to prevent unauthorized access to City computer systems
8. Internet
·The City of Arroyo Grande provides access to Internet resources as a way to help employees do their job more efficiently and to be well informed. The facilities to provide that access represent a considerable commitment of City resources for telecommunications, networking, software, storage, etc. This Internet usage policy is designed to help employees understand the expectations of the City for use those resources.
Unnecessary or unauthorized Internet usage causes network and server congestion. It slows other users, takes away from work time, consumes supplies, and ties up printers and other shared resources. Unlawful Internet usage may also create negative publicity for the City. While the City's direct connection to the Internet offers many benefits, it can also open the door to significant risks to data and systems if appropriate security disciplines are not followed ..
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The City Manager may grant exceptions to the following procedures as appropriate to accommodate confidentiality or other requirements for specific access uses.
A. Employees shall not use City-provided computer equipment, communications equipment or access services for personal use unless specifically authorized by the e~ployee's Department Director and the City Manager or his designee. Employees found to have abused any authorized personal use will be required to compensate the City for identified service or communications charges. In addition. further disciplinary actions may be taken.
B. Employees shall observe all applicable laws and accepted City standards when accessing and/or obtaining computer software or other copyrighted information from the Internet or other computer information service.
Employees are prohibited from disabling anti-virus software ~pplications, or taking other actions that jeopardize the security of the City's computer networks, computer systems, communications systems, or subject such systems to damage from computer viruses. Violations of copyright laws and/or other violations of this policy may result in revocation of access authorization and other disciplinarv actions.
C. The City reserves the right to monitor and record all Internet usage. No employee should have any expectation of privacy as to his or her Internet usage. Internet activity and usage patterns may be reviewed by appropriate personnel to assure that City Internet resources are devoted to maintaining the highest levels of productivity
D. Technical
1. User IDs and passwords help maintain individual accountability for Internet resource usage. Any employee who obtains a password or ID for an Internet resource must keep that password confidential.
City policy prohibits the sharing of user IDs or passwords obtained for access to Internet sites. ·
2. Any file that is downloaded must be scanned for viruses before it is run or accessed.
3. Video and audio streaming and downloading technologies represent significant data traffic, which can cause local network congestion. Video and audio downloading are prohibited unless authorized by a department director or the City Manager.
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E. Security
1. The City has installed a firewall to assure the safety and security of the City's networks. Employees shale not attempt to disable, defeat or circumvent any City security facility.
2. Computers that use their own modems to create independent data connections sidestep our network security mechanisms. An individual computer's private connection to any outside computer can be used by an attacker to compromise any City network to which that computer is attached. Dial-up connections should only be used to meet specific needs related to City business.
Steven Adams
City Manager
EXHIBIT A
POLICY A-016
AGREEMENT TO COMPUTER POLICY
All staff members of the City of Arroyo Grande assigned a computer are responsible for seeing that the Computer Policy A-016 is followed. Computers are tools to be used in an effective, efficient, ethical, and lawful manner. Violations of this policy will be dealt with in the same manner as violations of other City policies and may result in a disciplinary review. In addition, violation of some of the above policies may constitute a criminal offense under the California Penal Code and/or Federal Law.
I have read the City of Arroyo Grande General Computer Policy A-016 and agree to the terms of its use. I understand and accept the consequences that may result from violations of this policy.
Employee's Name (Please Print)
Employee's Signature Date
CITY OF ARROYO GRANDE
WORK ORDER REQUEST
COMPUTER SERVICES
Requesting Department Requesting Party Phone Ext.
JOB DESCRIPTION (Please be as detailed as possible)
Department Authorization:
Date Requested: Date Needed:
Work Completed
Signature: Date:
Please complete this form and submit it to:
Attention: Walt Cuzick
S:\Administratlon\CITY MANAGER\Mary\Policy and Procedure Manual\Sectlon A\A-016 Exhibit B.doc
EXHIBIT B
POLICY A-016
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES POLICY#: A-017 SUBJECT: CONSERVATION OF OFFICE PAPER
ISSUED: 6/1/03
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 6/1/96
POLICY:
The policy of the City is to conserve office paper by recycling, promoting source reduction of forms, increasing double-sided copying, using letter-size paper, and purchasing recycled paper.
PROCEDURE:
1. Used paper will be recycled.
2. Forms will be condensed and minimized to a point necessary to convey the idea.
3. Double-sided copying will be done whenever practicable.
4. Letter-size paper will be used.
5. Recycled paper will be purchased for use in all offices.
6. Place used paper in the large bins located in all City buildings. Building maintenance employees will empty the bins and the paper will be taken to the rear of City Hall where the recycling company will collect it.
7. Recyclable paper includes:
White and colored paper
Carbon copies (without carbons)
Miscellaneous office forms
Stationery and typing paper
Register/adding machine tapes
Envelopes (without plastic windows)
Computer printouts
Mimeo/machine copies
Hardcover books
Manila folders
Shredded paper in a closed bag
NOTE: Metal staples, paper clips, or fasteners need not be removed.
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CONSERVATION OF OFFICE PAPER
PAGE2
8. Request for proposals and request for bids shall require proposals and bids to be submitted on recycled paper.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE · POLICY#: A-018 SUBJECT: CITY SPONSORED MEMBERSHIPS
ISSUED: 6/1/03 -------
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 5/1 /98
POLICY:
In order to enhance the effectiveness of City management and open communication with organizations involved in government operations, the City will sponsor a limited number of memberships in professional organizations.
PROCEDURE:
There are four types of memberships:
1. Citywide: These memberships, such as the League of California Cities, have a citywide benefit and are at the discretion and approval of the City Manager as a part of the budget process.
2. Departmental: These are unique to a particular department and must be of direct benefit in effectively and efficiently providing the services and programs of that department. Memberships of this nature would assist the department in keeping abreast of trends, changes, issues, and new technology in the field.
3. Professional/Management: These are individual memberships for City management personnel. For the City Manager, City Attorney, and Department Directors, the number may not exceed three (3). For other management personnel, the number of memberships may not exceed two (2). Memberships of this nature provide personal growth and professional development, as well as benefit to the City.
4. Professional Licenses/Certificates: For those employees whose positions require special licenses or certifications, the cost of that license shall be paid by the City.
Those licenses that are requirements for a position shall be determined by the Department Director with the concurrence of the City Manager.
5. Memberships shall be requested and specified in th~ budget process.
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CITY SPONSORED MEMBERSHIPS
PAGE2
6. Employees shall be responsible for membership fees for participation in community organizations and service clubs. However, employees are encouraged to participate in community organizations and service clubs.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY#: A-019 SUBJECT: USE OF CITY COUNCIL CHAMBERS
AND COUNCIL CONFERENCE ROOM -------
ISSUED: 6/1/03 -------
EFFECTIVE: 6/1 /03
CANCELLATION DATE: N/A
SUPERSEDES: 5/1198
POLICY:
It is the policy of the City to limit the use of the Council Chamber and Council Conference Room according to the procedures outlined below.
PROCEDURE:
1. Council Chamber Use
A. Use of the Council Chamber and dais shall be limited to the following official bodies:
. 1. City Council
2. Redevelopment Agency Board of Directors
3. Planning Commission
4. Traffic Commission
5. Parks and Recreation Commission
6. Senior Advisory Commission
7. Meetings of various San Luis Obispo governments as deemed appropriate by the City Council.
B. Any use by another group, organization, or body different from those listed above must be specifically requested in advance in writing and expressly approved for a stated purpose by the City Manager.
2. Council Conference Room Use
Use of the Council Conference Room may be permitted to any recognized nonprofit educational, civic, or cultural group subject to the following guidelines:
A. Usage Limitations
1. The primary use of the Council Conference Room is for Citysponsored programs and activities. Any proposed use of the Council Conference Room shall not conflict with the primary function indicated above.
POLICY#: A-019
USE OF CITY COUNCIL CHAMBERS AND COUNCIL CONFERENCE ROOM PAGE2
2. Regularly scheduled meetings of outside groups shall not be permitted in the Council Conference Room.
3. The serving of food or beverages shall be limited to coffee (or similar beverages) and light refreshments.
4. Alcoholic beverages shall not be consumed in the Council Conference Room at any time.
5. No decorations shall be hung on any wall in the Council Conference Room.
6. Political activities shall not be permitted in the Council Conference Room.
7. Religious services shall not be permitted in the Council Conference Room.
8. Use of the Council Conference Room by any commercial or promotional groups/organizations is prohibited.
9. Room capacity as determined by fire and safety regulations shall not exceed 200 in the City Council Chambers and 20 in the Council Conference Room.
B. Application
1. All req1,.1ests from outside groups to use the Council Conference Room must be submitted in writing to the City Manager's Office a minimum of two weeks prior to the event.
2. At the discretion of the City Attorney, the City may require insurance coverage and/or a Hold Harmless Agreement from any outside group using the Council Conference Room naming the City as additional insured for the duration of the event.
3. Users of the Council Conference will be responsible for all damage to the building, appurtenances thereto, and shall be responsible for reimbursement to the City for any loss or damage to City property caused by such use.
C. Fees
1. At the discretion of the City Manager, a refundable, cleaning deposit of $100 may be required.
POLICY#: A-019
USE OF CITY COUNCIL CHAMBERS AND COUNCIL CONFERENCE ROOM PAGE3
2. Control of the lights, keys, locks, and locking of doors during normal working hours will be the responsibility of the custodian on duty. If the Council Conference Room is utilized at any time other than when City staff is normally present, custodial personnel will be scheduled to be present for the duration of the event. The group will be required to reimburse the City for the cost of this service.
Generally, the room will only be scheduled during normal working hours.
3. All costs and required deposits must be paid prior to use of the facility.
D. Other
1. An adult over 21 years of age must assume responsibility for the Council Conference Room.
2. The City will not be involved in providing any equip-ment and/or arrangements except for the facility itself.
3. All groups are to leave the Council Conference Room in the same condition in which it was found including the arrangement of chairs and tables.·
4. Permission to use the Council Conference Room is granted subject to observance of the guidelines set forth and may be revoked for non-compliance of guidelines specified herein.
5. These guidelines may be waived at the discretion of the City Council or City Manager.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY#: A-020 SUBJECT: FLAG PROTOCOL
ISSUED: 1/1/99
EFFECTIVE: 1/1/99
CANCELLATION DATE: NIA
SUPERSEDES: _.__N/~A.___~-
POLICY:
It shall be the policy of the City of Arroyo Grande to establish a guideline regarding Flag Protocol as it relates to flying the flag at half-staff.
PROCEDURE:
1. Flags are flown at half-staff under the following conditions:
A. A declaration by the President;
8. A declaration by the Governor; or
C. A declaration, either written or oral, by the Mayor of the City.
2. A declaration by the Mayor will also include the length of time the flag shall be flown at half-staff.
3. Following a declaration, flags will be flown at half-staff at all City facilities. An exception would be a request by a department for a declaration to fly flags at half-staff at the respective department's facilities to recognize a death in the lineof ':'service. ~---- Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES POLICY#: A-021 SUBJECT: VOICE MAIL
ISSUED: 4/28/00
-------- EFFECTIVE: 4/28/00
CANCELLATION DATE: N/A
SUPERSEDES: 10/11 /99
POLICY:
It shall be the policy of the City of Arroyo Grande to establish g'uidelines regarding the use of voice mail. Voice mail will be made available to City employees or officials to facilitate the receipt of messages and enhance communication.
PROCEDURE:
1. Every attempt should be made be answer the phone before it is forwarded to voice mail.
2. A caller will automatically go into voice mail after four rings.
3. Employees are encouraged to change the outgoing message each morning to indicate the date and the schedule of the City employee.
4. The outgoing message should provide the option to dial 03 to speak to an alternate member of the department.
· 5. When the employee is out of the office, the message should indicate an alternate person available to the caller.
6. When the employee is out of the office for an extended period of time, the outgoing message should state the expected return date and an alternate person available to the caller.
7. When away from the office on business, voice mail should be checked daily to ensure that calls are promptly answered.
8. Employees with voice mail will establish a password to limit access to their "voice mail box".
POLICY#: A-021
VOICE MAIL
PAGE2
9. Voice mail will be provided to the City Manager, the Department Directors, and specified personnel, approved by the City Manager, with schedules making them unavailable to answer calls during the business day.
( ~-~ - ->
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES.
POLICY#: A-022 SUBJECT: GUIDELINES FOR COMMUNITY
ISSUED: 6/1/03
EFFECTIVE: 6/1/03
CANCELLATION DATE: N/A
SUPERSEDES: 7/1/00
POLICY:
SERVICE GRANTS
When funding is available, the City may consider requests for Community Service Grants, which are to be funded from the City's General Fund. The objective is to use these funds to support special activities or programs that benefit Arroyo Grande residents. Community groups applying for these grants should not expect ongoing funding as a grant in one year does not assure subsequent grants. . .
PROCEDURE:
1. The City may annually consider requests for Community Service Grants from the General Fund to community service organizations, schools, nonprofit groups, parent/teacher groups, senior support agencies, the Chamber of Commerce, and disadvantaged programs.
2. The funds are to be directed to operational expenses for ongoing programs, for special events, or other programs that directly serve or benefit Arroyo Grande residents. Activities eligible for Community Service Grants are:
A. Annual or recurring, community-wide special events;
B. Ongoing operation or maintenance activities of community service organizations;
C. Support for the Chamber of Commerce, tourist attractions, City promotion activities, and/or Youth Employment;
D. Cultural arts, education, and/or youth safety programs; E. Programs aiding the disadvantaged.
POLICY#: A-022
GUIDELINES FOR COMMUNITY SERVICE GRANTS
PAGE2
3. Each year, as a part of the budget review process, the City Manager may recommend a total amount for Community Service Grants to be allocated among community groups.
4. Request for the available funding must be submitted to the City Manager's office by March 1st of each year. The requests shall include full details on the program, budget, other revenue sources, estimate of the number of Arroyo Grande citizens served, and appropriate supporting information.
5. The requests will be reviewed by the Financial Services Department and, upon recommendation by the City Manager, presented to the City Council during the budget review process.
6. The City Council shall have full authority to determine the allocation of available funds.
7. Grantees will acknowledge the receipt of funds in writing and agree to expend them consistent with the purpose stated in the application. --
8. The City reserves the right to distribute the grant in installments. The funds should be expended in the fiscal year for which they are granted.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY #: A-023 SUBJECT: EMPLOYEE INVOLVEMENT IN
POLITICAL ACTIVITIES
ISSUED: 2/1/04
EFFECTIVE: 2/1/04
CANCELLATION DATE: N/A
SUPERSEDES: 8/9/02
POLICY:
This policy outlines conditions regarding participation by City employees in the electoral process, whether related to legislative ballot measures or election of officials. The purpose is to maintain the neutral position of the City organization in elections, comply with all State and Federal laws, and recognize the right of employees to participate in the democratic process. Therefore, it is the policy of the City that employees shall not engage in political activities while on duty, but may participate in activities during nonwork hours that in no way uses their official City position to influence voting or infers the City supports, endorses or opposes a candidate or measure.
PROCEDURE:
1. Political Activities On Duty
No employee at any level, while “on duty” and in an official capacity as a representative of the City, is permitted to engage in political activities during working hours, which includes campaigning or promoting one side of an issue related to a legislative ballot measure and/or a candidate for a public office. This includes the wearing of buttons promoting a partisan position while on duty and the placement of any campaign material, such as partisan signs and bumper stickers on City property and vehicles.
2. Political Activities in Uniform
No officer or employee of the City shall participate in political activities of any kind while in City uniform.
3. Requests for Political Contributions
No City employee or officer, or a candidate for a City elective office may solicit any political contributions from an officer or employee of the City, or from a person on an employment list of the City if it is known that the person from whom the contribution is solicited is an officer or employee.
Political contributions may include sales of tickets for political events, such as BBQs, dances, receptions and other fund raising events to benefit candidates. A
POLICY #: A-023
EMPLOYEE INVOLVEMENT IN POLITICAL ACTIVITIES
PAGE 2
committee or organization acting for a candidate is the same as the candidate making the request.
This does not apply to solicitations for contributions when the solicitation is made to a significant segment of the public, which may include officers or employees of the City.
Solicitation of officers or employees may be made for the purpose of promoting the passage or defeat of a ballot measure affecting the pay, hours of work, retirement, civil service or other working conditions of officers or employees of the City.
4. Use of City Funds, Facilities and Property
The expenditure of any City funds on behalf of a ballot measure position or candidate for a public office is prohibited. City facilities or property, such as paper, copying machines, office space, telephones or stamps shall not be used for political activities. No City vehicles or equipment shall be used in photographs for campaign purposes. Letterhead and the City seal shall not be used on any materials produced for campaign purposes. No campaign materials may be posted on City property, including walls, bulletin boards, doors and City owned vehicles.
5. Endorsements
Endorsements of political candidates or ballot measures by a City employee shall include no reference to the City of Arroyo Grande in any campaign materials, literature or announcements. In such instances, a reference may be made to the individual’s job title, but shall not include reference to the City of Arroyo Grande as part of that title. Exceptions may be granted by the City Manager regarding ballot measures sponsored by the City and/or endorsed by the City Council. In order to limit perceived conflicts, it is preferred that City employees not endorse candidates for City offices.
6. Requests for Information from Candidates
It is essential that all requests for information from candidates for City offices and committee members are coordinated through the Administrative Services Office.
In the event that a candidate or his/her representative asks for information about the City, the questions should be referred to the appropriate Department Director.
The Department Director is responsible for notifying the Administrative Services Director of all requests for information. The purpose for doing this is to ensure that all requests from candidates are handled in the same manner, to ensure all candidates have access to the same information, and to minimize disruption from normal activities.
POLICY #: A-023
EMPLOYEE INVOLVEMENT IN POLITICAL ACTIVITIES
PAGE 3
7. Ballot Measure Information
It is permissible for staff to engage in “informational” activities that simply give a fair presentation of the facts in response to a citizen inquiry regarding a ballot measure. In all instances in which an informational inquiry is made to staff, the City Manager and Director of Administrative Services shall be informed before staff time and resources are used and before a response is made.
8. Release Time to Vote
Under the following conditions, City employees may take up to two (2) hours with pay to vote:
A. The employee must show he/she has insufficient time to vote outside of work hours.
B. Two (2) day’s notice shall be given when the employee knows or has reason to believe release time for voting will be required.
C. The specific time off shall be requested to, and approved by, the supervisor.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY#: A-024 SUBJECT: NEWS MEDIA CONTACT AND
RELATIONS
ISSUED: 5/1/11
EFFECTIVE: 5/1/11 ------
CANCELLATION DATE: N/A
SUPERSEDES: 5/1 /03
POLICY:
It shall be the City's policy that all staff respond to requests and contacts by the news media consistent with these standard procedures. The purpose of this policy is to effectively inform the public about City business and issues on an ongoing basis, to ensure that information js provided in a timely, accurate and appropriate manner, and to maintain confidentiality where appropriate and legally defensible. In addition to this policy, departments may establish specific procedures regarding press contacts, release of information and notification requirements consistent with the general provisions of this policy.
PROCEDURE:
A. Employees Authorized to Respond to Media Requests/Contacts
1. Only the City Manager, department directors, or their designees are authorized to respond to the media.
2. If the media contacts an employee not authorized to respond to the media, the call should be referred to the Department Director, his/her designee, or the City Manager.
3. If the City Manager, Department Director or designee determines that it is appropriate for another employee to respond to a media request in order to provide information consistent with the objectives of this policy, he/she may contact the appropriate employee and direct them to respond to the request.
4. If the Department Director, designee or requested employee responds to a media request, he/she shall notify the City Manager and/or Public Information Officer (PIO). The City Manager or PIO need not be notified if the request is for public information requested by and/or distributed to the media on an ongoing basis, such as meeting agendas, agenda reports, Police press information, etc.
POLICY#: A-024
NEWS MEDIA CONTACT AND RELATIONS
PAGE2
5. When appropriate, the City Manager may designate ~ media spokesperson to respond to a specific issue of major significance to ensure that information is disseminated quickly, accurately and consistently. When such a designation is made, the City Manager will notify the Department Directors to forward all inquiries regarding the issue to the appropriate spokesperson.
6. This policy does not apply to City employees acting in the capacity of a member of a labor organization regarding labor organization activities.
8. Public Information Officer CPIO)
1. The City Manager shall designate a Public Information Officer (PIO).
2. The general responsibilities of the PIO include the following:
a. Monitor City activities and coordinate the distribution of information to the news media and public regarding items of significance; and b. Serve as a liaison between the City and news media to maintain an effective relationship and proactively provide information to the public on items of interest.
3. Specific tasks of the PIO include the following:
a. Request departments to prepare press releases on appropriate items on an ongoing basis;
b. Contact media representatives to provide follow-up information and encourage coverage of items when public education is deemed important for the benefit of the community;
c. Coordinate staff responses to requests from the media for information to ensure appropriate staff is assigned and information provided is consistent, accurate and complies with the provisions of this policy.
d. Coordinate distribution of public information through other media, including the cable television government access channel bulletin board, City web site, etc.
4. Department staff should contact the PIO regarding items within this policy involving the City Manager when the City Manager is not available.
5. Once approved, all press releases should be submitted electronically to the PIO.
POLICY#: A-024
NEWS MEDIA CONTACT AND RELATIONS
PAGE3
C. Response to Requests for Information
1. Every attempt shall be made by those contacted to respond promptly and accurately to media inquiries.
2. Information provided shall be factual and not include personal opinions.
3. Information regarding matters requiring City Council approval shall not be released prior to being provided to the City Council unless directed by the Council for purposes of receiving public input. Responses by employees shall not include speculation regarding future City Council action.
4. The media shall be provided access to all records or proceedings deemed to be of a public nature. Confidential records shall not be released, which primarily involve, but are not limited to, personnel and medical records, labor negotiations, Police records declared by law as confidential, draft correspondence, records pertaining to pending City litigation, proceedings of closed Council Executive Sessions, and confidential correspondence between the City Attorney and City officials/staff. The City Attorney shall be consulted at any time there is an uncertainty as to whether information should be released to the media.
D. Press Releases
1. For the purpose of this policy, a press release is the issuance of information and/or announcements by the City to the media, which are considered an official position of the City of Arroyo Grande. It is submitted to the media for potential media coverage. It does not include advertisements, public notices, bids and other items submitted for direct publication.
2. Staff is encouraged to prepare and distribute press releases to provide announcements of significant City items, events, accomplishments or upcoming activities.
3. All press releases shall be prepared in the standard City format, which can be accessed on the City network.
4. All press releases shall be approved by the Department Director and City Manager prior to distribution. Exceptions include crime and related press releases issued by the Police Department, which do not require City Manager approval.
5. Press releases shall be distributed to the media distribution list of contacts maintained by the City Manager's Office.
6. Consistent with Section B of this policy, press releases should be submitted electronically to the PIO when approved in order to transmit
POLICY#: A-024
NEWS MEDIA CONTACT AND RELATIONS
PAGE4
information to the City web site, cable television government access channel bulletin board, etc.
E. Major Events
1. When a major event of a sensitive and/or serious nature occurs, the PIO and City Manager and City Council shall be notified immediately.
2. No information or responses regarding a major event shall be provided to the media until an attempt has been made to seek authorization by the PIO or City Manager.. Exceptions include public safety information that rriust be provided to the general public for informational purposes.
3. The PIO, City Manager, Department Director(s) involved in the event, and appropriate staff shall prepare and coordinate appropriate responses and information to be provided to the media as soon as feasible following the event.
4. The PIO or City Manager shall contact all members of the City Council as soon as feasible following development of media information to provide an updated briefing on the event and instructions regarding media contacts.
5. The PIO, City Manager, Department Director(s) involved in the event, and appropriate staff shall continue to meet periodically as appropriate to update media information.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY#: A-025 SUBJECT: WEBSITE
ISSUED: 6/1/03 -------
EFFECTIVE: 6/1/03 ------ CANCELLATION DATE: N/A
SUPERSEDES:__._N~/A.....__~-
POLICY:
The City of Arroyo Grande permits the establishment of links to external websites on the City's official website solely in conformance with this policy. In establishing and maintaining its official website, the City does not intend in any manner to create a forum or other means by which public discourse, exchange of opinions, or discussion on issues of any nature may occur. Rather, the sole and limited purpose of the City's website and permitted external links is to provide non-political and/or non-religious information of a factual nature about the City of Arroyo Grande including various services and resources available within and around the City, or as may be available from other governmental agencies. External links shall be considered only for the objective or support or advancing this purpose. To avoid any perception that the City endorses or provides favorable treatment to any private person or business enterprise, no corporate or commercial logos or direct links to vendor sites are allowed. It is the City's policy that externat· links will be limited to the following types of entities and organizations:
1. Chamber of Commerce and/or Visitors Bureau;
2. Other governmental agencies;
3. Hospitals;
4. Museums, libraries, historical organizations and similar formal non-advocacy related organizations that provide cultural resources to residents and visitors of the City;
5. Public and private educational institutions as defined in Education Code § 210.1, or as described in Education Code§ 66010(a) and (b), located within San Luis Obispo County; and
6. Entities and organizations whose primary purpose is to provide the location, telephone number and/or description of tourism events in the City of Arroyo Grande.
7. Public Utilities (e.g. P.G. &E.)
POLICY#: A-025
WEBSITE
PAGE2
8. Entities that the City has an existing formal, contractual relationship with to directly fund or co-sponsor projects and/or programs.
PROCEDURE:
1. Entities and organizations wishing to establish external links on the City's official website must submit an application on a form provided by the City Manager's office (Exhibit A) which shall contain all information necessary to verify the facts stated and as may be necessary to establish that the proposed link is in compliance with this policy.
2. The City of Arroyo Grande reserves the right to:
A. deny an external link application as to any person, business or organization when it is determined, following review of a complete application, that the entity or organization for which application is made does not meet the criteria set forth in this policy;
B. deny an external link application as to any person, business or organization whose website is determined not to serve or advance the established purpose of the City's website;
C. deny an external link app_lication as to· any person, business or organization which fails to provide all required information, or fails to provide truthful information;
D. remove any external link if the nature of the organization or business to which the link relates no longer complies with the City's external link policy;
E. discontinue an external link at any time if entities' websites provide or promote false, slanderous, illegal, immoral, or incorrect information at any time, or
F. revise this policy without prior notice when to do so is deemed to be in the best interests of the City.
3. The Arroyo Grande Logo is a trademark of the City of Arroyo Grande. Any use of the materials stored on the City's website is prohibited without the written permission of the City of Arroyo Grande. The City of Arroyo Grande retains all intellectual property rights including copyrights on all text, graphic images and other content This means that the following acts or activities are prohibited without prior, written permission from the City of Arroyo Grande:
A. modify and/or re-use text, images or other web content from a City server; B. distribute the City's web content; or
C. "mirror" the City's information on a non-City server.
POLICY#: A-025
WEBSITE
PAGE3
4. Information contained on the website, including information obtained from external links thereon, is provided without any representation of any kind as to accuracy or content and should be verified by the user. Additionally, providing links to web pages of other, independent organizations do not equal an endorsement of that organization, its web page, or its mission. The City of Arroyo Grande is not responsible for any special, indirect, incidental or consequential damages that may arise from the use of, or the inability to use, the website and/or the materials contained on the site whether the materials contained on the website are provided by the City of Arroyo Grande, or a third party.
Steven Adams
City Manager
EXHIBIT A
POLICY A-025
REQUEST FOR EXTERNAL LINK ON CITY OF ARROYO GRANDE WEBSITE Name of Entity:
Address:
Phone number:
Fax number:
URL:
Type of Entity:
{ex. non-profit)
Referring to City's Website Policy, what criteria does your entity meet to be able to hyperlink to the City Site (reference 1-8)?
I acknowledge the conditions of the City's Website Policy.
Name: ·
---------------
Entity Name: -------------
Date:
--....,......--------------
Approval: -------------- Signature Date
Non-Approval: ------------
Signature Date
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY#: A-026 SUBJECT: GOVERNMENT CABLE ACCESS
CHANNEL OPERATIONS
ISSUED: 8/1/08
EFFECTIVE: 8/1/08 ------
CANCELLATION DATE: N/A
SUPERSEDES: 6/1 /03
POLICY:
It shall be the City's policy that the purpose of the Arroyo Grande Government Access Channel is to cablecast meetings, programs and information on City government operations to educate the general public and encourage community involvement and access (Council approved 11/26/02).
PROCEDURE:
1. Programming
The City Government Access Channel may be utilized for the following programming:
A. Gavel-to-gavel cablecast of all regularly scheduled City Council and Planning Commission meetings, excluding closed sessions.
B. City Council budget study sessions.
C. Special City Council meetings determined to be appropriate to cablecast in order to provide information to the public and encourage public input and participation.
D. City Commission and Committee meetings directed by the City Council to be cablecast.
E. City sponsored and co-sponsored events and activities.
F. Programs developed or purchased to provide public education on City programs, projects, activities, or public safety topics.
POLICY #: A-026
GOVERNMENT CABLE ACCESS CHANNEL OPERATIONS
PAGE2
G. A bulletin board that shall provide the following information:
1. City programs, services and projects.
2. Contact information for City offices and officials.
3. Schedule for Government Channel programming.
4. General information about the community.
5. Information about events solely sponsored or co-spensored by the City.
H. City election candidate forums and debates that are sponsored by a nonpartisan and impartial group or organization and open to ~he community and all candidates.
I.~ Programs on general community events not sponsored or_ co-sponsored - by the City may be cablecast if approved by the City Council.
J.. Emergency information.
2. Restrictions
A... . -The City Government Access Channel shall not be used to bro~dcast programming to promote or publicize information and activities of specific groups, organizations, businesses or individuals.
B. Programming will not be used for the promotion of any. elected official, candidate or ballot measure. The channel is exempt from providing equal _opportunities to a candidate for time incumbents. spend on the channel when performing the routine duties of their position, including participation at regular and special sessions of the City Council or other public meetings. ·
C. No obscene, indecent, libelous, slanderous or illegal material is allowed on the channel.
D. Programming will contain nothing that is in violation of any copyright laws.
3. Responsibilities
All programming and scheduling shall require the approval of the City Manager or his/her designee. Any programming that is not listed above shall require the prior approval of the City Council before being broadcast on the City Government Access Channel.
POLICY#: A-026
GOVERNMENT CABLE ACCESS CHANNEL OPERATIONS
PAGE3
4. Advertising and Sponsorships
Programming and the City Bulletin Board shall contain no commercial advertising. The names of sponsors of a video program or City event may be shown in the end credits of the program or the bulletin board.
5. Cablecast Scheduling
A. City Council and Planning Commission meetings shall be cablecast a minimum of three times a day each day for one week following the meeting day and a minimum of one time a day the following week. The cablecast of meetings one time a day the following week may be canceled when necessary to schedule other programs as set forth in this policy.
Additional rebroadcasts shall be scheduled if there is more than a twoweek period between meetings and programming time is available.
B. Cablecast of City Council candidate debates and forums shall be cablecast a minimum of three times a day up until the day of the City Council election. Additionai rebroadcasts will be scheduled if a programming time is available when official meetings are not being televised and the debate or forum is held more than three weeks prior to the election.
C. Cablecast schedules for public education programs prepared or purchased by the City shall be determined by the City Manager or his/her designee.
D. When determining cablecast schedules, emergency information shall have the highest priority. Official City meetings will have the second highest priority. Programming with a time sensitive nature will have third priority.
All other programming will have fourth priority.
E. Cablecast schedules shall be announced on the City Government Channel bulletin board. In addition, cablecast schedules for any special programming shall be distributed in a press release announcement.
6. Program Ownership
All programming produced by the City, its officers and agents, is the sole property of the City. Videotapes or other materials produced in whole or in part under agreement with contract agents of the City become the sole property of the City and will not be sold or Gommercially distributed without the written permission of the City.
POLICY #: A-026
GOVERNMENT CABLE ACCESS CHANNEL OPERATIONS
PAGE4
7. Editing
Official public meetings shall not be edited or be subject to editorial comment.
Any programming prepared, originated or provided by a City Department may be modified or edited as appropriate.
8. Incorrect Information
Should human or mechanical error result in the cablecast of incorrect information over the channel, the City shall not be liable for the inaccuracy of transmitted information.
9. Channel Operating Hours
The City Government Access Channel shall be available to operate 24-hours per day, seven days per week if appropriate and resources permit.
10. Back-up Tapes and Disks
The City's contract cablecast service provider shall make a duplicate recording at the time of the original recording as a back-up.
11. Retention of Tapes and Disks
Videotapes and disks shall not be considered the official record of public meetings. Videotapes and disks ar~ the property of the City of Arroyo Grande.
Videotapes and disks shall be retained according to the City's record retention schedule and/or State law.
12. Tape and Disk Duplication
The City's contract cablecast service provider shall provide copies of tapes or disks of City Council meetings to the public upon request and charge a fee authorized by the City.
Steven Adams
City Manager
CITY OF ARROYO GRANDE
POLICY#: A-027
--------
ISSUED: 6/1/03
EFFECTIVE: 6/1 /03
CANCELLATION DATE: N/A
SUPERSEDES: N/A
POLICY:
ADMINISTRATIVE POLICIES AND PROCEDURES
SUBJECT: PROJECT MANAGEMENT AND
COORDINATION GUIDELINES
The City shall adopt a comprehensive approach to project management in order to implement projects and utilize City resources as effectively and efficiently as possible.
This process will emphasize designation of project managers to assure accountability and clarification of responsibilities, use of project teams to ensure coordination between different departments and with other agencies, and project tracking to maintain projects. on schedule and within budget. The policy applies to capital improvement projects, as well as other types of major City projects. Each step within this procedure may not be applicable to all instances, depending upon the scope, type and size of the project.
However, in order to maintain a uniform process, all steps shall be followed that are deemed appropriate for a given project.
PROCEDURE:
1. Project Manager
A. The Project Manager is responsible for managing the entire process of implementing a project and directly oversees planning, design, and bid document preparation and award. The Project Manager also leads the project team assigned to oversee major projects.
8. The first step in the project management process is for the department director to assign a project manager. In many instances, the project manager and lead department may be different for the planning phase and implementation phase. If the project management function is expected to transition to another individual and/or department for the implementation phase, it is important to identify and involve that individual in the planning activities.
C. In most instances, the Public Works Department will be the lead department for management of approved construction and capital improvement projects, particularly in the design and construction phases.
If the project involves improvements to a facility operated by another department, the user department will serve in a "client" relationship with
POLICY #: A-027
PROJECT MANAGEMENT AND COORDINATION GUIDELINES
PAGE2
the Public Works Department. As a result, the Public Works Department will provide project management services, but the user department will identify needs and be consulted for key decisions impacting project design and implementation.
2. Project Definition
Once a project manager is assigned, the first step is to clearly define the project.
The project manager should do this by meeting with the supervisor and other appropriate staff, review goals established by the department, City Manager and/or City Council, and request input from others involved with the project.
3. Project Team
The project manager should establish a team of individuals assigned from all operations that will be involved in and/or impacted by the project.
Representatives of each department shall be selected by the department director at the request of the project manager. The project team shoulcf meet on a regular basis to update status, identify issues and coordinate activities.
4. Goals and Objectives
The first task of the project team is to agree upon the goals and objectives of the project. Specific components of the project will be defined after needs have been assessed. At this point, the team will simply prepare a general list of accomplishments they desire to achieve and specify the overall scope of the project.
5. Project Schedule and Tracking
The project manager shall create and maintain a project schedule. It is important to identify any steps that can overlap or be accomplished concurrently in order to minimize the overall time required to complete the project.
Contents of the schedule may be modified after the goals and objectives are more clearly established. The schedule is then used to track the progress of the project by updating the status of each task on a regular basis. The critical path of the schedule should be established in order to identify any specific tasks that must be completed on time in order to avoid delays in the overall project schedule.
The project schedule shall be submitted to the City Manager, along with the following information:
POLICY#: A-027
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A. Project title
8. Project manager
C. Project team
D. Key steps in the implementation of the project
E. Projected completion date for each step
The City Manager's Office will maintain a City-wide project schedule of key projects.
6. Needs Assessment
The next task is to complete a needs assessment. The specific steps involved include the following:
A. Identify existing conditions;
8. Identify issues;
C. Determine who the users of the project are and/or will be; and D. Request input from users to identify needs.
7. Public Participation
A. For projects impacting the public, a public participation program should be incorporated into the process. The program should include steps to obtain public input while identifying needs, response to draft proposals, and how to address impacts during implementation/construction.
8. An effort should be made to identify any residents/businesses that will be specifically imp~cted by proposed improvements. If feasible, they should be personally contacted to notify and discuss the improvements.
C. Implementation of the project should include a plan to minimize any potential negative impacts to businesses and residents. Notification of construction activity dates and times should be made to those affected.
8. Resource Inventory
It is necessary to identify and develop ideas on potential resources available to complete the project by completing the following steps:
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A. Identify available and potential funding, staffing, equipment, facilities, etc.
B. Review other similar projects that have been implemented by the City or other agencies to generate additional concepts; and
C. Review current products and services on the market that could meet the needs of the project.
9. Feasibility Study
The project team should prepare alternatives for addressing each issue identified and feasibility should be analyzed for each. The first step is to identify any "fatal flaws" in the project that would eliminate the feasibility of an alternative. Costs and necessary resources should be identified for each alternative. Input and feedback from users should once again be incorporated into the process.
Alternatives are then analyzed by providing a cost-benefit analy~ls for each alternative. All cost, savings and revenue impacts should be evaluated utilizing lifecycle methodology. This involves identifying all construction, maintenance and operational expenses and revenue over the life of the project.
Based on the analysis, tlie recommended alternative or alternatives should be established. All levels and stages of approvals necessary must be identified, including those that will occur in the implementation phase. The methodology, analysis and recommendations may be documented in a report if appropriate and submitted for approval.
10. Implementation Plan
The emphasis of any project development should be on implementation. Based on the results of the needs assessment and feasibility study, an implementation plan should be established. The plan includes steps for implementation, how they will be carried out, who will be responsible, timelines for each task and a funding plan.
11. Design
Design of the project, solution or system may be prepared in-house or by a consultant depending on the type of project. If professional services will be used, a request for proposals (RFP) will be prepared and issued. The City standardized format shall be used for preparation of the RFP and agreement.
POLICY#: A·027
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12. Implementation. Installation and/or Construction
A. When equipment is purchased and installed or construction is contracted, the City's bid procedure shall be followed. The City's standardized bid documents and agreement shall be used for all projects.
B. For non-construction projects, the project manager maintains oversight throughout implementation. The City's standardized RFP and procurement policies for professional services shall be followed for any projects/programs resulting in ongoing contractual services.
13. Construction Manager
A. Once the bid is awarded for a construction project, the construction manager assumes oversight of the construction activities through the construction phase. However, the construction manager shall also participate in the planning and design process. Depending upon the type of project, the project manager may also serve as the construction manager.
B. In most instances, the Public Works Department staff will be designated the function of construction manager. Parks, Recreation & Facilities staff will serve as construction manager for facilities maintenance projects. As outlined in 1.C., if the project involves improvements to a facility operated by another department, the user department will serve in a "client" relationship with the construction manager.
14. Measurement and Testing
How success of the project will be determined should be identified.
Implementation should then involve some type of measurement and testing to determine if it is successful and if it is operating as designed. Ongoing testing should be implemented on a periodic basis to ensure that implementation continues as proposed and approved.
15. Maintenance
It is important to establish an effective transition process from the implementation to maintenance phases. Those who will be responsible for maintenance should participate on the project team and be involved in all phases of the project. A transition phase is then developed for the project manager and staff responsible for maintenance to work together to identify and resolve any remaining issues before ongoing maintenance begins.
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Steven Adams
City Manager
CITY OF ARROYO GRANDE
POLICY#: A-028
--------
ISSUED: 6/1/03
EFFECTIVE: 6/1 /03
CANCELLATION DATE: N/A
SUPERSEDES: N/A
POLICY:
ADMINISTRATIVE POLICIES AND PROCEDURES
SUBJECT: RESPONSE TO SUBPOENAS
It is the City's policy that the City be reimbursed for all costs associated with employees' testimony in response to a subpoena. This policy does not apply to Police Department employees, the procedure for which is specified in the Police Department operational policies.
PROCEDURE:
1. The employee should immediately forward a copy of the subpoena (along with a statement indicating whether any monetary deposit was made) to the City Attorney so that it can be reviewed for legal sufficiency (timeliness, scope, payment of fees, etc.).
2. The issuing party is required to include with the subpoena a deposit of $150 for each day the employee is expected to remain in attendance pursuant to the subpoena.
3. Once the City Attorney has determined the subpoena to be legally sufficient, he should so advise the subpoenaed individual. The issuing attorney should then be contacted directly to arrange for the most convenient means by which he or she can comply with the terms of the subpoena. The City Attorney will advise the subpoenaed individual whether the City Attorney will make that contact_ or the subpoenaed individual should make the contact. In most instances, the issuing attorney will agree to put the subpoenaed employee on several hours telephone standby notice. If the subpoenaed individual makes the contact and is unable to work out a convenient arrangement, he or she can request the City Attorney's assistance.
4. The subpoenaed employee should carefully document any and all time spent involved I the matter, including, but not limited to, preparation time, travel time, time spent waiting to testify and testifying, as well as any qosts (copies, travel, etc.) so that the City can recover all costs and expenses associated therewith. A formal invoice should be prepared. If the amount exceeds the required $150
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deposit, the invoice should be submitted to the issuing attorney. If the amount is less than $150, the difference should be returned.
Steven Adams
City Manager
CITY OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURE POLICY#: A-029 SUBJECT: REQUESTS FOR SERVICE AND
COMPLAINTS
ISSUED: 10/1/06 ~------
EFFECTIVE: 10/1/06
CANCELLATION DATE: N/A
SUPERSEDES: N/A
POLICY:
It is the policy of the City to provide outstanding customer service, which involves responsive, effective and professional follow-up to all complaints and requests for assistance. To accomplish this, the City maintains a decentralized system of processing and responding to requests, which allows for more timely response and personalized service. At the same time, a standard tracking system is utilized citywide to provide a me~ns to ensure that follow-up to all requests are completed in a timely manner. Furthermore, it is the City's policy to comply with all Federal, State and local regulations and to immediately respond in a thorough manner to complaints that any representative of the City has not acted in accordance with such regulations.
PROCEDURE:
A. Citizen Reauest Procedure
1. When an individual or group has a complaint or request for assistance, they may make that request to the appropriate department or to Administration.
2. If a request is made to another department, the individual or group shall be referred to the appropriate department.
3. The individual or group shall be provided the opportunity to either submit the background of the request verbally or to complete the standard City Request Form {See Exhibit A).
B. Records
1. The City shall maintain a database of requests for service on the City's computer network that can be accessed by all departments, which included the following information:
a. Name
b. Address
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c. Phone Number
d. Date received
e. Description of request
f. Staff assigned to respond to the request
g. Status of the request
h. Date completed
2. The individual receiving the request or complaint shall enter the data in the tracking system. If the request is received by Administration, the data shall be entered and the request referred to the appropriate department.
The initial individual that the item is referred to shall be recorded as the . staff assigned.
3. If the operating department assigns the request to another staff person in the department, the supervisor assigning the work shall modify the recorded staff assignment in the tracking system.
C. Processing Regu·ests
1. Staff shall respond to requests in a prompt and responsive manner.
2. The staff person assigned to the request shall update the status of the response in the system on a weekly basis.
3. The system shall provide the City Manager with a monthly report identifying all requests that are active or have been completed within the prior month.
4. The City Manager shall review and monitor all requests on an ongoing basis.
D. Complaints Regarding Staff Performance
1. Any complaint regarding staff performance shall be referred to the City Manager.
2. Items involving employee performance are tracked independently and not entered into the citywide tracking system.
3. The appropriate department director shall be requested to investigate the performance issue.
4. If the complaint involves a claim of harassment, discrimination or illegal behavior, other investigation and response shall be conducted as appropriate per the City's policies and procedures, which may be assigned
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to the Human Resources Manager, Police Department or other investigator.
5. Appropriate action shall be determined.
6. The City Manager shall respond to the complainant.
E. Complaints Involving Illegal Activities
1. Any complaints involving unlawful acts shall be referred immediately to the Police Department or other appropriate authority.
2. Reports of illegal activity will not be entered in the citywide tracking system. The record instead shall be tracked by the appropriate authority to which the complaint is referred.
F. Disputes
1. Any dispute with a department decision or response to a request shall be referred to the City Manager.
2. The dispute shall be investigated by the City Manager to determine appropriate action. The City Manager shall respond to the complainant in a timely manner.
3. If the action is final and does not involve an agenda item to be appealed or considered by any other decision making authority, the complainant may submit a request in writing or during the public comment period at a public meeting for the City Council to place the issue on the agenda for consideration. The City Council may then request the City Manager to place the item on a future City Council ag~nda for consideration.
G. Informal Administrative Review Process Involving Staff Reports
1. If members of the public identify information or conclusions within a staff report that they believe to be inaccurate or inconsistent with City policies and/or regulations, they may submit their concerns to the City Manager either in person or on the City Standard Request Form.
2. The City Manager will meet with the complainant and immediately investigate the information and make a determination if a change is necessary.
3. The City Manager will submit a written determination to the appropriate board, commission or City Council prior to the meeting and provide a copy to the complainant. Staff will report any changes to the Board, Commission or City Council at the meeting.
4. If the City Manager determines the changes are substantive to the issues being considered and individuals involved are not provided satisfactory
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time to review modifications, postponement of the item and/or decision shall be recommended.
5. If the City Manager determines the issues are substantive to the issues being considered and sufficient time is not available to properly investigate and respond to the concerns, postponement of the item and/or decision shall be recommended.
6. If postponement of the item is not recommended and/or the issues identified have not been resolved to the satisfaction of the complainant, the complainant may communicate their concerns and request the board, commission or City Council and request they consider postponement of the item and/or decision during the public comment period of the hearing involving the agenda item.
City Manager
,.
\....i...
.CITY OF
& City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, CA 93420
(805) 4 73-5400
Fax: (805) 473-0386
CITY OF ARROYO GRANDE
CITIZEN REQUEST FOR SERVICE/COMPLAINT FORM
Address-----------------------------
Location of concern or request: ---------------------
Description of request for service/complaint: ----------------- For City Use Only
Outcome: ___________________________ ~
Received By Date Received
Routed To:
D City Manager D Administrative Services
D Legislative and Information Services D Recreation Services D Building D Police
D Community Development D Public Works
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 pub!ic'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 arid 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.
8. 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
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PAGE2
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 unrelateQ 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.
I. Gifts and Favors
Officials and employees shall not take any special advantage of services or opportunities for personal gain by virtue of their public office that are not available
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PAGE3
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 lhe 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. Travel
To effectively conserve City resources, officials and employees shall attempt 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.
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0. 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 OF ARROYO GRANDE ADMINISTRATIVE POLICY AND PROCEDURES POLICY #: A-031 SUBJECT: MEAL REIMBURSEMENT --------- 1 SS U ED: 12/1/07 EFFECTIVE: 12/1/07
CANCELLATION DATE: ___._..N/"""""A._____
SUPERSEDES: New
POLICY:
Employees and/or officials may be reimbursed for meals that are not associated with approved travel only when necessary for official City business.
PROCEDURE:
1. If a meeting or activity takes place during a meal where City of Arroyo Grande business is actively conducted, an employee or official is eligible for meal reimbursement with written approval by the Department Director or City Manager.
2. Department Directors shall use discretion when approving a meal for reimbursement. Meetings and activities involving a lunch or other meal shall be reimbursed only if it is determined that there is a necessity to schedule the meeting or activity during the meal period, including, but not limited to, the following purposes:
A. The City employee has no control over the scheduling of the meeting or activity;
B. It is determined that individuals other than employees necessary for the purpose of the meeting or activity are only available during the time involving a meal;
C. The meeting or activity requires over a half-day period; D. It is determined that it will be cost effective to work through a meal period due to the number of people involved in the meeting or activity; or E. The meeting or activity involves hosting a dignitary or other individual when it is determined appropriate to provide a meal to conduct business to serve the City's interests.
3. Employees may be reimbursed for meals associated with meetings of professional organizations.