Joint Special Council/BFPD
03/3/25 06:00 PM
City Manager Department
Matthew Summers
Policy
Doc ID: 5908
AGENDA ITEM
AGENDA MATTER:
ADOPT CITY COUNCIL POLICY MEMORANDUM #2025-XX, MANAGEMENT OF CONFIDENTIAL
CLOSED SESSION RECORDS
EXECUTIVE SUMMARY:
This policy establishes guidelines for the management, protection, and disclosure of confidential records created for, related to, or generated during closed session matters of any legislative body of the City, including the City Council, and any City boards, commissions and committees in accordance with the California Brown Act.
DISCUSSION:
At the January 28, 2025 meeting, the Committee requested these changes:
Add “City Manager or designee”
Limit the “authorized personnel” for a confidential personnel matter to Human Resources, their staff, the City Council and Mayor, City Attorney. Assistants or department managers/directors without an official role or essential role in the closed session are not included. Include examples of unsecured areas where records should not be kept No recordings of closed sessions
Breaches must be reported the same business day
City Manager is to work with the City Attorney and/or Mayor as appropriate when a breach occurs Add a no retaliation clause for anyone reporting a breach On February 25, 2025, the Rules and Policy Committee finalized their feedback for consideration by the City Council. A redline of the changes requested by the Committee is enclosed as Attachment 1. A clean copy is enclosed as Attachment 2.
Background
The City Council requested a policy to clearly regulate the conduct of all City officials and employees in when handling confidential closed session materials. The proposed policy includes policies for access control, security and storage, handling and disposal, and breach of confidentiality.
The proposed policy applies to all elected and appointed city officials, employees, and contractors who handle or are responsible for the creation, management, or storage of records from closed sessions, including notes and other materials generated during closed session discussions.
The proposed policy also applies to any person that has an official or essential role in the subject matter of a closed session including all elected and appointed city officials, employees, and contractors who are provided closed session records or who create, distribute manage, or store closed session records. Per Joint Special Council/BFPD
03/3/25 06:00 PM
City Manager Department
Matthew Summers
Policy
Doc ID: 5908
AGENDA ITEM
the request of the Rules and Policy Committee, “authorized personnel” for confidential employment/personnel matters is limited to specific individuals, such as the Human Resources Director, the City Council and Mayor, the City Manager, and the City Attorney, and does not include their support staff.
Attachment 1 - Redline City Council Policy Memorandum #2025-XX, Management of Confidential Closed Session Records
Attachment 2 - Clean Copy of Policy
FISCAL IMPACT:
None. Any impacts to City staff is within the budgeted duties for their positions.
RECOMMENDED ACTION:
Adopt City Council Policy Memorandum #2025-XX, Management of Confidential Closed Session Records