COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 4 of 13
members of the public to attend via a two-way telephonic service or a two-way audiovisual platform, except if adequate telephonic or internet service is not operational at the meeting location. If adequate telephonic or internet service is operational at the meeting location during only a portion of the meeting, the City Council shall include an opportunity for members of the public to attend via a two-way telephonic service or a two-way audiovisual platform during that portion of the meeting.
If the City Council elects to provide a two-way audiovisual platform, the City shall publicly post and provide a call-in option and activate any automatic captioning function during the meeting if an automatic captioning function is included with the two-way audiovisual platform.
All open and public meetings for which remote attendance is provided pursuant to this section shall provide the public with an opportunity to provide public comment in accordance with Government Code section 54954.3 through the two-way telephonic service or two-way audiovisual platform, with the same time allotment provided to persons attending in person.
2.9 Technology Disruption Policy.
a Purpose. This section establishes procedures for responding to disruptions in telephonic or internet services used to provide two-way remote public access to City Council meetings, consistent with the Brown Act and Government Code section 54953.4. These procedures are intended to maintain transparency, continuity of government operations, and meaningful public participation during technology disruptions. b. Applicability. This policy applies to all open and public meetings of the City Council and any legislative body of the City of Brentwood that are subject to Government Code section 54953.4 and for which remote public participation or observation is provided or required by state law.
c. Definitions. For purposes of this section:
1) “Disruption” means any interruption, outage, or technical failure of telephonic or internet service that prevents members of the public from remotely hearing, observing, or participating in a meeting through the City’s designated remote access platform.
2) “Remote access services” means the telephonic, internet-based, audiovisual, or other electronic platform used by the City to provide two-way real-time remote access to public meetings.
d. Procedures During a Technology Disruption.
1) If the City becomes aware of a disruption to remote access services during a meeting, the Presiding Officer, or City Clerk shall announce the disruption, if possible. The meeting open session shall be recessed while staff attempts to restore service. The City Council may meet in closed session during this period, if permissible under the Brown Act and if the closed session is otherwise authorized and properly agendized.
2) City staff shall make reasonable, good-faith efforts to restore remote access services. Such efforts may include troubleshooting software or hardware issues,
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 5 of 13
restarting equipment, contacting technical support providers, utilizing backup systems, or switching to an alternate meeting platform. 3) The open session of the meeting shall remain in recess for at least one hour following the disruption, or until telephonic or internet service is restored, whichever is earlier.
The recess may be extended if active restoration efforts continue and the City Council determines additional time is appropriate.
e. Reconvening the Meeting.
1) If remote access services are restored, the meeting may reconvene and continue.
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 6 of 13
2) If remote access services cannot be restored after reasonable, good-faith efforts have been made, the City Council may:
a. Adjourn the meeting to a future date and time, or
b. Continue the meeting in open session accordance with Government Code section 54953.4 after adopting,, by roll-call vote, the following, or substantially similar,a finding that:
“The City of Brentwood has made reasonable, good-faith efforts to restore telephonic or internet-based remote access services, and the public interest in continuing the meeting outweighs the public interest in providing remote access under the circumstances.”
f. Recordkeeping. The City Clerk shall document the following in the meeting minutes:
1) The nature and approximate time of the disruption;
2) actions and restoration efforts taken to restore service; 3) whether the meeting was recessed, adjourned, or reconvened; and 4) any findings adopted pursuant to this section.
3 ELECTION OF CITY COUNCIL OFFICERS; DUTIES
3.1 Election of Vice Mayor. The City Council shall elect a Vice Mayor for a two-year term, at the meeting when new Council Members are sworn in after a general municipal election. If the office of Vice Mayor becomes vacant for any reason (including resignation, incapacity, death, recall, municipal election, or removal by majority vote), the City Council shall elect one of its members to fill the vacancy at the next regular meeting. The election or removal of the Vice- Mayor requires three affirmative votes.
3.2 Duties of Mayor. The Mayor has the power, authority, and discretion, without a vote of the majority of the Council (except as noted) to:
a. Preside over Council meetings:
1) Maintain order and proper decorum (See Rule 5 below); 2) announce the business before the Council in the order set forth in the agenda (or as such order may be changed per Rule 4.3 below);
3) call for votes on each matter requiring a decision, and announce the results. The Mayor may make a motion, second and debate matters, subject only to the same limitations of debate as are imposed upon all members.); 4) when requested, make these Rules known and decide questions of order, subject to an appeal of the Council;
5) set time limits on Council discussion (subject to Council concurrence) and on communications from members of the public, consistent with the Brown Act; and 6) open public hearings.”
b. Agendas. Work with the City Manager in the preparation of agendas, and place items on a future Council meeting agenda, under Rule Sections 4.2 and 4.4 below. c. Signing. Sign all documents as authorized by the City Council, and ceremonial documents.
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 7 of 13
d. Subcommittees. Create subcommittees, with a concurrence of the Council, under Section
3.4b.
e. Appointments. Make appointments to a public office or position, with the confirmation of a majority of the City Council.
f. City Spokesperson. Serve as the chief spokesperson and representative for the City and City Council for matters concerning public policy.
g. Other duties. Perform other duties as are required by law or as pertain to the office of Mayor.
3.3 Duties of Vice Mayor. The Vice Mayor has the power and authority to:
a. Exercise the duties and powers of the Mayor, in the Mayor’s absence. b. Serve with the Mayor as spokesperson and representative for the Council. c. Assist the Mayor in anticipating an issue that may warrant a special meeting.
3.4 Duties of all Council Members. It is the duty of each Council Member to attend Council meetings, adhere to these Rules, and to cast votes as outlined below. a. Abstention from voting. A Council Member must abstain from voting if:
1) the Council Member has a personal or financial interest in the matter as defined in the California Political Reform Act (Government Code §§ 81000 et seq.) 2 ; or
2) the law otherwise declares the Council Member's participation to be a conflict of interest (e.g., Government Code §§ 1090, 1126, 81000 et seq.; or case law); or 3) the member is disqualified as to a particular matter because of his or her absence from a prior public hearing and inability or failure to review the prior testimony and evidence presented.
If a Council Member is disqualified, he or she shall declare this fact and the reason for it on the record, and shall leave the room until the matter is concluded. However, if the matter on which the Council Member is disqualified is on the Consent Calendar, and is not pulled from the Consent Calendar, the Council member does not need to step down from the dais during the vote. Rather, before the Consent Calendar vote, he or she should declare this fact and the reason for it on the record and state that he or she is not voting on that item. 2 A Council Member may not make, participate in making, or in any way attempt to use their official position to influence a governmental decision in which they know (or have reason to know) they have a financial interest. (Gov’t. Code § 81000.) b. Committees and Boards. The business of the City Council will from time to time
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 8 of 13
require work in Council committees (either a standing committee or ad hoc committee), and through Council Member participation on boards of other governmental agencies.
The Mayor, a majority of the Council, or staff may recommend formation of a committee. A committee assists in the resolution or study of issues arising from a specific area of Council concern. All communications and advice from a committee shall be made to the Council. A committee serves until discharged by a majority of the Council.
It is the duty of any Council Member sitting on such a committee, or outside board, to make periodic reports to the City Council as a whole and to the general public at regular City Council meetings. It is also the duty of a Council Member to timely advise his or her alternate, if any, if the Council Member will be absent from any committee or board meeting.
3.5 Absences. A Council Member should endeavor to give notice to the Mayor, City Manager, or City Clerk in advance if he or she will be absent or late to a Council meeting. If a Council Member is absent without permission from all regular city council meetings for 60 days consecutively from the last regular meeting he or she attended, his or her office becomes vacant and shall be filled as any other vacancy. (Gov’t. Code §36513.) 4 MEETING AGENDA: PREPARATION AND CONTENTS
4.1 General. The City Council will not discuss any item of business not appearing on the written agenda, except as provided in Government Code section 54954.2.
If other matters (not on the agenda) are raised by the public, the City Council or staff may refer the matter to staff or to a subsequent meeting.
3 (Gov’t. Code §54954.2.)
4.2 Agenda Preparation; Distribution. There shall be a written agenda for each City Council meeting. The agenda shall contain a brief general description of each item of business to be transacted or discussed and shall include other matters as set forth in this Section 4. The City Clerk shall prepare the agenda in conjunction with the City Manager’s office. Anonymous communications will not be considered nor placed on the agenda. Only the City Manager, City Attorney, the Mayor and Council Members may add items to a Council agenda. If a member of the public wishes an item to be added, he or she must have a Council Member sponsor the item. The agenda will be posted and distributed as required by the Brown Act. (Gov’t. Code §§54954.2, 54954.1.)
4.3. Agenda Contents; Order of Business. The agenda shall include general information, a brief description of items of business, and the order of business (See Government Code § 54954.2). 3 No action or discussion shall be undertaken on any item not appearing on the posted agenda, except that members of a legislative body or its staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights, ask a question for clarification, or provide a reference to staff or other resource for factual information. (Gov’t. Code §54954.2)
The order of business is as follows, subject to change by the Mayor, Vice-Mayor (in the
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 9 of 13
Mayor’s absence), City Manager or a majority vote of the City Council:
Call to Order and Roll Call
Pledge of Allegiance
Presentations (and Proclamations) (these may also be included on the Consent Calendar.) Public Comments (for items not on the public hearings or business items portions of the agenda, or requests for future agenda items)
Consent Calendar
Public Hearings
4 Business Items
Informational Reports from Council Members, committees, liaisons, and staff Request for Future Agenda Items (by Council Members)
Adjournment
4.4 Adding Future Agenda Items.
An item may be added to a future agenda, and staff time authorized, in either of the following ways:
a. Standard agenda process for agenda preparation, under Rule Section 4.2 above, including:
1) by the City Manager, City Attorney, or staff; or
2) by written request to the City Manager by the Mayor or two Council Members at least one week before the publication of the next agenda (Thursday by 5:00 p.m.) and the City Manager determines that there is adequate staff time to prepare discussion and recommendation materials; or
b. By an individual Council Member making:
1) a written request to the City Manager at least one week before the publication of the next agenda to place the item under Request for Future Agenda Items on the next agenda; or
2) a verbal request at a Council meeting to have an item placed on the next agenda under Request for Future Agenda Items.
In either case (b.1 or b.2), the listed item will identify the Council Member making the request and briefly describe the nature of the request. Council discussion will be limited to whether staff time and City resources should be spent on the item and the time period for scheduling. Staff will not spend time on the requested item unless and until the Council wishes additional information, except that if staff has already worked on a matter or the City Manager deems an item to be urgent, he or she may place it on the next agenda as an action item.
4 Public Hearings. Public hearings are those having specific notice requirements by state law or City ordinance. At the hearing, the Council shall afford any interested person (and his or her representative) the opportunity to speak, present witnesses and evidence, subject to these Rules. Public hearings will be conducted in the following order: (1) Staff Reports and Council Member questions to staff; (2) Public hearing opened by Mayor; (3) Public testimony; (4) Mayor closes the public hearing, by majority vote; (5) Discussion among Council Members; and (6) Action by majority vote
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 10 of 13
5 DECORUM
5.1 Decorum Generally - City Council Members. The Mayor and Council Members shall preserve order and decorum at City Council meetings. Council Members shall confine their remarks to the agenda item under consideration and speak only when recognized by the Mayor, except as otherwise provided in these Rules. Once a Council Member is recognized, he or she will not be interrupted unless called to order by the Mayor. A Council Member may not, by conversation or otherwise, disturb or disrupt the proceedings or the peace of the City Council in any way, nor disturb any other Council Member or member of the public while speaking, nor refuse to obey the instruction of the Mayor or City Council.
During a quasi-judicial hearing
5 , an applicant or appellant is entitled to due process of law, including a meaningful opportunity to be heard. Council Members should not receive information outside of the hearing on the matter unless they disclose the nature of the communications. Council Members will give full attention to speakers at the hearing.
Council meetings will be governed by common sense and good taste. In case of a dispute concerning a procedural matter not specifically covered in these Rules, the majority vote of the Council will control.
5.2 Decorum Generally - Public. Members of the public present at City Council meetings, either (in person or via teleconference, may comment on individual agenda items and items on the consent calendar. During regular City Council meetings, public comments may be offered on non-agendized items if the comments fall within the City Council’s subject matter jurisdiction. Members of the public wishing to speak during the public discussion are requested to fill out the speaker form provided and hand the card to the City Clerk at the beginning of (or during) the meeting. Members of the public participating remotely via a teleconferencing platform must indicate their intent to speak by “raising their hand” in the platform no later than the conclusion of staff’s presentation (except at the discretion of the Mayor); or as the announcement is made for the Public Comment section of the agenda.
Comments by members of the public are generally limited to three minutes, or less time if a large number of speakers is anticipated, or if approved by the Mayor. A speaker may not allocate his or her time to another speaker. The Mayor will invite public testimony on each item at the appropriate time. Written documents or messages to the City Council or any Council Member while the City Council is in session, which pertain to the Council’s business, shall be made only through the City Clerk.
A member of the audience must come forward to the lectern so that their remarks may be accurately recorded. All remarks shall be addressed to the Mayor, except that answers to questions posed by a City Council Member recognized by the Mayor may be addressed to the questioner. No person other than a member of the City Council and the person having the floor shall enter into any discussion, either directly or through a Council Member, without the permission of the Mayor. 5 A quasi-judicial hearing is one that involves the application of rules to a specific project or set of existing circumstances.
Examples include land use matters (but not legislative decisions such as General Plan or zoning amendments, or development agreements), employee disciplinary proceedings, and proceedings for the revocation, suspension, or reinstatement of permits, licenses, and franchises.
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 11 of 13
A member of the audience must come forward to the lectern so that their remarks may be accurately recorded. All remarks shall be addressed to the Mayor, except that answers to questions posed by a City Council Member recognized by the Mayor may be addressed to the questioner. No person other than a member of the City Council and the person having the floor shall enter into any discussion, either directly or through a Council Member, without the permission of the Mayor. The comments must be pertinent to the agenda item under discussion. A member of the public may not ask a question of a Council Member or staff member, except through the Mayor. Speakers are urged to avoid unnecessary repetition in their remarks and instead simply indicate agreement with previous speakers.
If any individual or group willfully interrupts a meeting so as to render the orderly conduct of the meeting unfeasible, the Mayor may take actions authorized by the Brown Act, including recessing the meeting, directing removal of disrupting individuals, or clearing the room and continuing the meeting in accordance with Government Code sections 54957.9 and 54957.95. 6 VOTING AND DECISION; RECONSIDERATION
6.1 Voting and Decision. Ordinances, resolutions and other matters submitted to the Council must be adopted by a majority vote of the total membership of the Council unless a greater number of votes is required by law. A majority means three votes for the City Council (and for each City commission with a total of five members). If one or more Council Members is absent and a majority vote cannot be obtained, and no additional action is taken, the matter shall automatically be added to a future agenda, to be considered at least once with all Council Members present.
If a member (qualified to vote) does not vote in the affirmative or negative, the member shall be deemed to have voted in the affirmative.
A tie vote means the motion is not approved.
After a vote is taken on a matter, if an appropriate resolution is not already prepared, the Council may directstaff to prepare a resolution reflecting the City Council’s findings and decision. A resolution brought back to the Council may be placed on the Consent Calendar. (No public comments can be received or considered unless a public hearing is re-noticed.) Unless the City Council’s motion expressly provides otherwise, the City Council’s action is final when the vote is taken, and any later resolution shall memorialize or implement the action taken. If the City Council directs that a resolution, findings, conditions, or other implementing document be returned for further review and approval before the action becomes effective, the action shall not be final until the City Council approves that document.
6.2 Reconsideration. This section 6.2 does not apply to City Commissions. a. Reconsideration of Quasi-Judicial Actions. (See footnote 5.) A motion to reconsider any quasi-judicial action taken by the City Council may be made by any Council Member who voted with the majority on a question, and may be seconded by any Council Member. The motion must be approved by a majority vote of the entire City Council. The City Clerk shall provide notice to all interested parties as soon as possible when a matter becomes the subject of a motion to reconsider.
1) Timing. The motion must be made at the same meeting at which the action was taken (including an adjourned or continued meeting), at the next regular meeting, or at
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 12 of 13
any intervening special meeting. If a request for reconsideration is communicated to the City Manager by any Council Member who voted in the majority, at least 24 hours before the state law deadline for posting the City Council meeting agenda, then the request shall appear on the posted agenda for the next regular meeting or intervening special meeting. Otherwise, no City Council discussion or action on reconsideration may occur unless the item is appropriately added to the agenda under Government Code section 54954.2(b) which addresses adding items that are not listed on a posted agenda, when immediate action is necessary. (See Rule Section 4.1.) 2) Effect of Approval of Motion; Notice. If the motion to reconsider is made and approved at the same meeting at which the initial action was taken and all interested persons (including applicants, owners, supporters, and opponents) are still present, the matter may be reconsidered at that meeting or at the next regular meeting or intervening special meeting (subject to the discretion of the maker of the motion) and no further public notice is required.
If the motion to reconsider is made and approved at the same meeting at which the initial action was taken but all interested persons are not still present, or if the motion is made and approved at the next regular meeting or intervening special meeting, the item shall be scheduled for consideration at the earliest feasible City Council meeting and shall be re-noticed in accordance with state law and the Municipal Code. In certain circumstances, a right may have vested after the initial decision, precluding reconsideration.
b. Reconsideration of Legislative or Other Non-Quasi-Judicial Actions. The City Council may rescind, repeal or amend its prior legislative or other non-quasi-judicial actions (unless precluded from doing so under applicable laws) at any regular or special meeting of the City Council. Noticing and scheduling of such actions shall be consistent with Rule Section 4 (Meeting Agenda: Preparation and Contents) and any required notice provisions.
COUNCIL/ADMINISTRATIVE POLICY
CITY OF BRENTWOOD
Subject:
Meeting Rules and Procedures
Policy No: 110-1 Date: 06/23/2026
Resolution No: 2026-XX Page 13 of 13
Revision History
Date Resolution
11/13/2001 2399 adopted policy
04/27/2004 2004-97 amended Rules 1-27 added rules 28-36 05/25/2005 2005-260 deleted Rule 8
04/11/2006 2006-73 deleted Rule 36
01/23/2007 2007-15 added Rule 13A
10/09/2007 2007-225 amended Rule 13A
05/24/2011 2011-67 deleted a portion of Rule 32 & amended Rule 28H 01/22/2013 2013-11 amended Rule 26 Priority of Business 12/10/2013 2013-174 amended Rule 35 in its entirety
12/09/2014 2014-182 amended Rule 13 A
6/14/2016 2016-74 Re-adopting new Meeting Rules and Procedures 12/12/2017 2017-162 Quorums and reconsideration of matters by City commissions 10/10/2023 2023-123 – Amended Rule 3.2 and 5.2
CITY COUNCIL AGENDA ITEM NO. H.6
06/23/2026
SUBJECT: Adopt City Council Administrative Policy for Meeting Changes and Emergency Communications
DEPARTMENT: City Manager
STAFF: Terrance Davis, Acting City Manager
TITLE/RECOMMENDATION
Adopt a resolution approving Council Administrative Policy No. 00-12, Meetings Changes and Emergency Communications.
FISCAL IMPACT
There are no direct fiscal impacts associated with this item. Notifications will be issued using the City’s existing email, calendar, telephone/text, and mass-notification systems, as well as systems already maintained for emergency operations. No new appropriation is requested.
BACKGROUND
The City Council has expressed a desire for a standardized process that ensures the Mayor and Councilmembers receive timely, accurate, and consistent notice when a scheduled meeting is cancelled or modified, and when a significant emergency affects the City. In the absence of a written standard, the method and timing of such notifications have varied, creating the potential for missed quorums, public confusion, procedural delay, and uneven situational awareness during an emergency.
On November 12, 2025, the City Council directed staff to prepare a communication policy addressing these matters. Staff prepared the attached policy in coordination with the City Clerk’s Office, the City Manager’s Office, the Police Department, and the City Attorney.
The attached Council/Administrative Policy No. 00-12 is organized in two parts:
1. Meeting cancellations and modifications (Section 4). Notice of any cancellation or change to a meeting’s date, time, location, or format must be transmitted to the Mayor and Councilmembers at least twenty-four (24) hours in advance whenever feasible, and immediately and no later than two (2) hours after the
CITY COUNCIL AGENDA ITEM NO. H.6
06/23/2026
decision when determined within forty-eight (48) hours of the meeting. The policy specifies required content, the order of notification methods (email of record, calendar update, then telephone/text), and requires that all notices be coordinated through the City Clerk’s Office or the City Manager’s Office to avoid duplicative or inconsistent communications.
2. Communications during a natural disaster, incident, or emergency (Section 5).
Upon defined triggering events (e.g., EOC activation, proclamation of a local emergency, or a significant public-safety or critical-systems incident), the City Manager or designee must provide the Mayor and Councilmembers an initial notification as soon as practicable and no later than one (1) hour after confirmation, followed by situation updates on a cadence scaled to the EOC activation level. The policy uses a layered, redundant notification approach and preserves the incident command structure, consistent with the City’s Emergency Operations Plan, the Standardized Emergency Management System (SEMS), and the National Incident Management System (NIMS).
The policy is expressly designed to comply with the Ralph M. Brown Act (Government Code §§ 54950 et seq.) and the California Emergency Services Act (Government Code §§ 8550 et seq.). All notices are one-way administrative communications from staff to Councilmembers and are structured to avoid serial meeting concerns. The policy is intended to be read together with Council/Administrative Policy 110-1, Meeting Rules and Procedures, and Council/Administrative Policy 110-5, Code of Conduct, and to support the City’s Emergency Operations Plan and Local Hazard Mitigation Plan Annex.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
CITY COUNCIL AGENDA ITEM NO. H.6
06/23/2026
ENVIRONMENTAL DETERMINATION
The adoption of this administrative policy is not a “project” under the California Environmental Quality Act because it concerns administrative and organizational activities of the City that will not result in direct or reasonably foreseeable indirect physical changes in the environment. Alternatively, the action is exempt from CEQA under the common-sense exemption because it can be seen with certainty that there is no possibility that the adoption of the policy may have a significant effect on the environment.
ALTERNATIVE OPTION(S)
1. Do not approve this policy.
2. Take no action.
3. Direct staff to modify the policy and bring it back for Council consideration
ATTACHMENT(S)
1. Previous Action
2. Resolution
3. Council Administrative Policy No. 00-12, Meeting Changes and Emergency Communications
PREVIOUS ACTION
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
On November 12, 2025, via motion, City Council directed staff to develop a policy establishing standardized procedures for notifying the Mayor and Councilmembers of meeting cancellations and modifications and for communicating with the Mayor and Councilmembers during natural disasters and other emergencies.
RESOLUTION NO. 2026-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
BRENTWOOD ADOPTING COUNCIL/ADMINISTRATIVE POLICY
NO. 00-12, MEETING CHANGES AND EMERGENCY
COMMUNICATIONS
WHEREAS, the City Council of the City of Brentwood is committed to effective governance, transparency, and timely and accurate communication with the Mayor and Councilmembers; and
WHEREAS, on November 12, 2025, the City Council, via motion, directed staff to develop a policy establishing standardized procedures for notifying the Mayor and Councilmembers of meeting cancellations and modifications and for communicating with the Mayor and Councilmembers during natural disasters and other emergencies; and
WHEREAS, the timely and consistent notification of the Mayor and Councilmembers regarding the cancellation or modification of scheduled meetings supports effective governance, preserves quorums, and prevents public confusion; and
WHEREAS, the provision of accurate situational awareness to the Mayor and Councilmembers during a natural disaster, declared emergency, or other significant incident enables the City Council to fulfill its policy and oversight responsibilities while preserving the operational chain of command; and
WHEREAS, the Policy is intended to support compliance with the Ralph M.
Brown Act (California Government Code sections 54950 et seq.) and the California Emergency Services Act (Government Code sections 8550 et seq.), and to avoid serial-meeting concerns under the Brown Act; and
WHEREAS, the Policy is administrative in nature and does not authorize Council deliberation, concurrence, direction, or action outside a meeting properly noticed and conducted in accordance with the Ralph M. Brown Act; and WHEREAS, the City Council has reviewed and considered the proposed Council/Administrative Policy No. 00-12, attached hereto as Exhibit “A” and incorporated herein by this reference.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood as follows:
1. The foregoing recitals are true and correct and are incorporated herein by reference.
2. The City Council hereby adopts Council/Administrative Policy No. 00-12, “Meeting Changes and Emergency Communications,” in the form set forth in Exhibit “A” attached hereto and incorporated herein by this reference.
3. The City Manager, or designee, is hereby authorized and directed to implement the Policy and to make non-substantive, administrative revisions to the Policy as may be necessary for clarity, consistency, or conformance with applicable law.
4. This Resolution shall take effect immediately upon its adoption.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 23rd day of June 2026, by the following vote:
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
1. PURPOSE
This policy establishes a standardized communication process that ensures timely, accurate, and consistent notification to the Mayor and Councilmembers regarding (a) the cancellation or modification of scheduled meetings of any sort, and (b) operational and situational awareness during a natural disaster, declared emergency, or other significant incident affecting the City.
The policy is intended to support effective governance, preserve quorums, prevent public confusion, and provide the City Council with the information needed to fulfill its policy and oversight responsibilities, while preserving the operational chain of command and supporting compliance with the Ralph M. Brown Act (California Government Code §§ 54950 et seq.) and the California Emergency Services Act (Government Code §§ 8550 et seq.).
2. DEFINITIONS
For purposes of this policy, the following terms shall have the meanings set forth below.
Terms not defined in this section shall have the meanings ascribed to them in the Ralph M. Brown Act, the California Emergency Services Act, or the City’s Emergency Operations Plan, as applicable.
Brown Act. The Ralph M. Brown Act, California Government Code sections 54950 et seq., which governs the conduct of meetings of legislative bodies of local agencies, including notice, agenda, and open-meeting requirements.
Closed Session. A portion of a meeting of the City Council or other legislative body that is lawfully closed to the public pursuant to the Brown Act.
Councilmember. Any duly elected or appointed member of the Brentwood City Council, including the Mayor.
Director of Emergency Services. The City Manager, or other person authorized by the Brentwood Municipal Code, serving in that capacity under the California Emergency Services Act and the Brentwood Municipal Code, with responsibility for the operational management of emergencies.
Emergency Operations Center (EOC). The designated facility, or virtual equivalent, from which the City coordinates its response to a natural disaster, declared emergency, or other significant incident.
Emergency Operations Plan (EOP). The City of Brentwood’s adopted plan establishing the framework, roles, and procedures for responding to emergencies and disasters.
Incident Commander. The individual responsible for all incident activities, including the development of strategies and tactics and the ordering and release of resources, consistent with NIMS and SEMS.
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
Joint Information System (JIS). The structure and process for coordinating and disseminating timely, accurate, and consistent public information during an emergency across responding agencies.
Legislative Body. The City Council and any board, commission, committee, or other body to which the Brown Act applies.
Local Emergency. A duly proclaimed condition of extreme peril to the safety of persons and property within the City, as defined by the California Emergency Services Act (Government Code section 8558) and proclaimed pursuant to Government Code section 8630.
Modification. Any change to the date, time, location, or format (including the transition to or from a teleconference or virtual format) of a previously scheduled or noticed meeting.
National Incident Management System (NIMS). The federal framework, established by the U.S. Department of Homeland Security, providing a consistent nationwide approach to incident management.
Operational Period. The period of time scheduled for the execution of a given set of operational actions during an incident, as specified in the Incident Action Plan.
Public Information Officer (PIO). The City employee or designee authorized to coordinate and release official public information on behalf of the City, particularly during an emergency.
Quorum. The minimum number of members of a legislative body required to be present to lawfully transact business, as established by law or the body’s adopted rules.
Serial Meeting. A series of communications, each involving fewer than a majority of the members of a legislative body, that taken together constitute a prohibited collective concurrence on, or deliberation toward, action on an item within the body’s subjectmatter jurisdiction, in violation of the Brown Act (Government Code section 54952.2).
Special or Emergency Meeting. A meeting of the City Council called pursuant to Government Code section 54956 (special meetings) or section 54956.5 (emergency meetings).
Standardized Emergency Management System (SEMS). The State-mandated system established under Government Code section 8607 for managing multi-agency and multijurisdictional emergency response in California.
3. POLICY
It is the policy of the City of Brentwood that all cancellations or modifications of scheduled meetings, and all significant operational events during a natural disaster or emergency, are communicated to Councilmembers promptly, accurately, and in a consistent format. All such communications shall be coordinated through the City
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
Manager’s Office and the City Clerk’s Office to ensure a single authoritative source of information and to avoid serial-meeting concerns under the Brown Act.
3.1 Applicability
This policy applies to all City departments, employees, and contractors responsible for scheduling, coordinating, or communicating meetings that involve or are attended by Councilmembers, and to all City personnel involved in emergency notification to elected officials. The policy applies to, but is not limited to:
• Regular City Council meetings;
• Special and emergency City Council meetings called pursuant to Government Code §§ 54956 and 54956.5;
• Closed sessions;
• Standing committees of the City Council;
• Boards and commissions on which a Councilmember serves as liaison or member;
• Workshops, study sessions, and Council retreats;
• Joint agency, intergovernmental, and regional meetings at which a Councilmember represents the City;
• Public hearings noticed pursuant to State or local law; and • Activations of the City’s Emergency Operations Center (EOC) and other significant emergency events as defined in Section 5 of this policy.
This policy does not supersede any notice, agenda-posting, meeting-access, or publicparticipation requirement imposed by the Brown Act or other applicable law.
3.2 Authority and Related Documents
This policy is adopted pursuant to the City Council’s authority to establish administrative policies and procedures. It is to be read in conjunction with the following:
• Ralph M. Brown Act, California Government Code §§ 54950 et seq.; • California Emergency Services Act, Government Code §§ 8550 et seq.; • Council/Administrative Policy 110-1, Meeting Rules and Procedures; • Council/Administrative Policy 110-5, Code of Conduct; • Brentwood Municipal Code §§ 2.36.070 and 2.37.050 (Council–Staff communications);
• The City of Brentwood Emergency Operations Plan (EOP) and Local Hazard Mitigation Plan (LHMP) Annex; and
• The Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS).
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
4. MEETING CANCELLATIONS AND MODIFICATIONS
4.1 Timeframe for Notification
Whenever feasible, notification of any cancellation or modification (including changes to date, time, location, or format) shall be transmitted to the Mayor and all Councilmembers no less than twenty-four (24) hours in advance of the scheduled meeting. Where a cancellation or modification is determined within forty-eight (48) hours of the scheduled meeting, notification shall be made as soon as practicable after confirmation, and in no event later than two (2) hours after the decision is made, unless compliance is not practicable due to exigent operational, technical, or publicsafety circumstances.
All notifications shall be made in a manner that does not constitute deliberation or a serial meeting under the Brown Act. Communications under this policy are administrative notices only and shall not invite, request, or include substantive responses regarding the merits of any matter on, or anticipated for, an agenda.
Nothing in this section modifies or replaces any public notice, agenda posting, special meeting, emergency meeting, teleconference, or meeting cancellation requirement imposed by the Brown Act or other applicable law.
4.2 Required Content
Each notification shall include, at a minimum, the following information:
• Meeting name, City body, and general meeting purpose; • Original date, time, and location;
• New date, time, location, or format, if applicable;
• A brief, factual reason for the cancellation or modification; • Whether additional public notice, agenda posting, or re-noticing is required under the Brown Act or other applicable law under the Brown Act is required and the status of any required public posting; and
• The name and contact information of a single staff point of contact for further questions.
4.3 Method of Notification
Notifications shall be transmitted using one or more of the following channels, as applicable, in the following order of priority:
• Email to each Councilmember’s City-assigned email address (primary method of record);
• Update of the official City calendar invitation, including modification of date, time, location, or virtual-meeting link;
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
• Telephone or text message to each affected Councilmember for any cancellation or modification occurring within forty-eight (48) hours of the scheduled meeting, in addition to the email and calendar update; and • For meetings of standing committees, direct telephone or text contact with each committee member, in addition to email notice to the full Council.
Public-facing notice required by the Brown Act (Government Code § 54954.2) shall be posted by the City Clerk in accordance with that statute and is not a substitute for the internal Council notification required by this policy.
4.4 Sender of Notification
Notifications under Section 4 shall be issued by one of the following offices, which shall coordinate to avoid duplicative or inconsistent communications:
• The City Clerk’s Office, for City Council, Successor Agency, and other meetings noticed by the Clerk;
• The City Manager’s Office, for matters initiated by, or involving, executive staff; or
• The department responsible for staffing the affected committee, board, commission, or working group, after coordination with the City Clerk’s Office or City Manager’s Office.
No other department or employee shall issue a meeting cancellation or modification notice to Councilmembers without first coordinating with one of the offices identified above.
5. COMMUNICATIONS DURING A NATURAL DISASTER OR EMERGENCY
5.1 Triggering Events
The procedures in this Section 5 apply whenever any of the following occurs:
• Activation of the City’s Emergency Operations Center (EOC) at any level; • Proclamation of a local emergency by the Director of Emergency Services pursuant to Government Code § 8630 and the Brentwood Municipal Code; • Declaration of a State of Emergency by the Governor or a federal emergency or major disaster declaration affecting Brentwood;
• A significant public-safety incident involving an actual or imminent threat to life, public health, critical infrastructure, or a substantial number of residents (e.g., wildfire, flood, seismic event, prolonged utility outage, hazardousmaterials release, public-health emergency, or major civil disturbance); or • A cyber, telecommunications, or critical-systems incident that materially impairs City operations.
The City Manager or designee shall determine whether an incident not expressly listed above is sufficiently significant to trigger this section.
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
5.2 Council Role During an Emergency
Consistent with SEMS, NIMS, and the City’s Emergency Operations Plan, the operational management of an emergency is the responsibility of the Director of Emergency Services (City Manager) and the Incident Commander. Councilmembers retain their policy and governance role and shall not direct field operations or interfere with the incident command structure.
The purpose of this Section 5 is to ensure that Councilmembers receive the situational awareness necessary to fulfill their policy role, communicate accurate information to constituents, and convene as a legislative body when required by law , including, where applicable, to ratify a proclamation of local emergency by a designated official within seven (7) days and to periodically review the need for continuing the local emergency pursuant to Government Code § 8630(c)).
5.3 Initial Notification
Upon any triggering event identified in Section 5.1, the City Manager or designee shall ensure that the Mayor and each Councilmember receive an initial notification as soon as practicable, and in no event later than one (1) hour after the triggering event is confirmed, except where doing so would compromise life-safety operations. The initial notification shall include:
• The nature, location, and approximate scale of the incident; • Whether the EOC has been activated, and at what level; • Whether a local emergency proclamation is anticipated or has been issued; • Immediate impact to City facilities, services, and personnel; • Public messaging that has been issued or is imminent; and • The designated point of contact for further information and the time of the next scheduled update.
5.4 Ongoing Updates and Communication Cadence
During an active incident or EOC activation, the City Manager or designee shall provide the Mayor and Councilmembers with situation updates on a regular cadence, scaled to the severity of the incident:
• Level 3 (low) activation or significant incident: at minimum once per operational period (typically every 12 hours);
• Level 2 (moderate) activation: at minimum every 6 hours and at any change in incident status;
• Level 1 (high) activation: at minimum every 2 to 4 hours and at any change in incident status; and
• Following deactivation: a final after-action notification within seventy-two (72) hours.
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
Updates shall be transmitted by email to all Councilmembers and, where timecritical, by text message and/or telephone. To the extent practicable, the same written update shall be provided to all Councilmembers simultaneously.
Nothing in this section requires staff to delay life-safety, emergency response, public warning, or operational communications in order to prepare a City Council update.
5.5 Method of Notification During an Emergency
Recognizing that primary communication channels may be impaired during an emergency, notifications under this Section 5 shall be made using a layered approach:
• Primary: email to City-assigned Councilmember email addresses; • Secondary: text message and/or telephone call to the personal mobile number each Councilmember has placed on file with the City Clerk for emergency notification;
• Tertiary: enrollment in the City’s mass-notification system (e.g., CWS/CodeRED or successor platform) and any inter-agency notification system used by Contra Costa County or the East Bay Regional Communications System Authority (EBRCSA); and
• Backup: in person, by runner, or by amateur (HAM) radio if all electronic channels are inoperable.
Each Councilmember shall provide and keep current with the City Clerk a personal mobile telephone number and an alternate email address for use exclusively during emergencies.
5.6 Brown Act Considerations
All emergency notifications shall be one-way communications from staff to Councilmembers. Councilmembers receiving an emergency notification shall not "reply all" or otherwise circulate substantive comments, opinions, or proposed actions to a majority of the Council. Questions or requests for information shall be directed individually to the City Manager or designee, who shall ensure consistent responses to each Councilmember without conveying the substance of one Councilmember’s communication to another.
Where Council action is required (such as ratification of a local emergency, appropriation of emergency funds, or waiver of competitive procurement), the City Clerk shall, in coordination with the City Manager and City Attorney, schedule a special or emergency meeting in compliance with Government Code §§ 54956 and 54956.5 and provide notice to Councilmembers and the public as required by law.
Nothing in this policy authorizes Council deliberation or action outside a meeting properly convened under the Brown Act.
5.7 Coordination With Public Information
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
Council notification under this Section 5 is for situational awareness and governance purposes and does not replace public communications issued by the City’s Public Information Officer (PIO) or Joint Information System (JIS). Public messaging on behalf of the City during an emergency shall be issued only through the PIO or as authorized by the Director of Emergency Services. Individual Councilmembers may communicate with constituents in their personal capacity, but should rely on official City messaging to ensure accuracy and consistency.
6. DOCUMENTATION AND RECORDS
All notifications issued under Sections 4 and 5 of this policy shall be logged and retained by the City Clerk’s Office in accordance with the City’s adopted Records Retention Schedule and the California Public Records Act (Government Code §§ 7920.000 et seq.). The log shall include, at a minimum:
• Date and time of notification;
• Method(s) of notification used;
• List of recipients and confirmation of delivery, where available; • Substance of the notification (or attached copy); and • Any subsequent corrections or supplemental notifications.
During an EOC activation, this documentation function shall be carried out within the EOC Documentation Unit and reconciled with the City Clerk’s records following deactivation.
7. EXCEPTIONS
Exceptions to the timing or method requirements of this policy may be made only when strict compliance would compromise life-safety operations, emergency response, security, critical infrastructure protection, or the integrity of an ongoing law-enforcement matter. Any such exception shall be authorized by the City Manager or designee and documented in the notification log required by Section 6. The City Council shall be informed of the deviation, and the reason for it, as soon as practicable after the operational need has passed.
8. COMPLIANCE AND ACCOUNTABILITY
The City Manager is responsible for implementation of and adherence to this policy.
Failure to comply with this policy may be addressed through internal review, particularly where miscommunication results in loss of quorum, public confusion, procedural delay, a missed Brown Act deadline, or an impairment of the Council’s ability to fulfill its policy role during an emergency. This policy is intended to guide internal administrative practice and does not create a private right of action or confer rights on any person or entity.
9. REVIEW CYCLE
EXHIBIT A
COUNCIL/ADMINISTRATIVE POLICY
Subject:
Meetings Changes and
Emergency Communications Policy
Policy No: 00-12 Date: TBD
Resolution No:
2026-XXX
This policy shall be reviewed annually by the City Clerk’s Office, in coordination with the City Manager’s Office, the Police Department, and the City Attorney, to ensure continued effectiveness, alignment with City Council procedures, consistency with the Emergency Operations Plan and Local Hazard Mitigation Plan Annex, and compliance with applicable State and federal law. Any recommended substantive changes shall be presented to the City Council for consideration and, if approved, adoption by resolution.
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
SUBJECT: Overview of Engineering Standards Related to Street Design, Traffic Control Devices, and Traffic Calming
DEPARTMENT: Engineering
STAFF: Allen Baquilar PE, Director of Engineering / City Engineer
TITLE/RECOMMENDATION
Receive information regarding the City’s Engineering Standards governing street design, traffic control devices, and traffic calming, including applicable responsibilities under the Municipal Code and State law.
FISCAL IMPACT
Not Applicable
BACKGROUND
Street design within the City is governed by the City’s Engineering Standard Plans and Specifications, the Engineering Procedures Manual and applicable State design guidance (e.g., Caltrans standards).
These design standards regulate roadway geometry, lane widths, sidewalks, drainage, and multimodal accommodations. The City Engineer reviews all development and capital improvement projects to ensure compliance. California Vehicle Code (CVC) is the body of state law that regulates vehicles, drivers, and traffic operations in California. CVC also requires that traffic controls conform to the stateadopted California Manual on Uniform Traffic Control Devices (CA-MUTCD). City Engineers apply and enforce these laws by designing, installing, and maintaining traffic control devices in compliance with the CA-MUTCD, ensuring roadway decisions are legally enforceable and grounded in engineering judgment.
Within Brentwood Municipal Code, under Chapter 10 Vehicles and Traffic:
§ 10.03.010 City engineer.
The city engineer shall be a licensed professional engineer. Whenever the city engineer is required or authorized to place or maintain official traffic control devices
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
or signals, they or one of their designees may cause such devices or signals to be placed or maintained.
§ 10.03.020 Powers and duties of the city engineer—Delegation.
It shall be the general duty of the city engineer to determine the installation, proper timing, and maintenance of traffic control devices and signals, to conduct engineering analyses of traffic collisions and to devise remedial measures, to conduct engineering and traffic investigations of traffic conditions, to cooperate with other city officials, including, but not limited to, the chief of police, in the development of ways and means to improve traffic conditions, and to carry out the additional powers and duties imposed by the laws of the city. Whenever, by the provisions of this chapter, a power is granted to the city engineer or a duty is imposed upon him or her, the power may be exercised, or the duty may be performed by a person authorized in writing by him or her.
In summary, the City Engineer reports to the City Manager and is a licensed Civil Engineer (PE) entrusted with acting as the municipality’s highest-level technical authority on public works and development engineering. The role requires a combination of professional licensure, extensive engineering experience, and the ability to exercise independent judgment in reviewing and approving infrastructure plans, construction documents, and engineering studies for compliance with applicable standards.
In making engineering decisions, a City Engineer must follow a layered framework of legal and technical requirements set for in the following:
1) California Professional Engineers Act and Professional Land Surveyors Act which govern licensing, ethical conduct, and scope of practice. 2) Subdivision Map Act in the Government Code which dictates how land division maps and improvements are reviewed and approved.
3) CEQA (California Environmental Quality Act) for environmental review of discretionary approvals
4) Applicable federal and state standards such as Caltrans design manuals, the Manual on Uniform Traffic Control Devices (MUTCD), and State water quality and stormwater regulations.
Locally, they are also bound by municipal codes, city engineering standards, counciladopted design criteria (i.e. objective design standards), General Plan Circulation Element, Downtown Specific Plan, Innovation Center Specific Plan, and Local Roadway Safety Plan.
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
Through resolution, City Council granted the authority to update the City’s Standard Plans and Specifications and Engineering Procedures Manual to the City Engineer on April 22, 1997, and February 12, 2002, respectively (see Attachments 2 & 3). These documents establish minimum guidelines and standards for the design and construction of public and private improvements in Brentwood.
Practically, this means the City Engineer must ensure that all public improvements are safe, constructible, legally compliant, and consistent with adopted policies, while also exercising professional engineering judgment when standards are silent or require interpretation.
The City Engineer’s authority is both technical and administrative, as they serve as the approving authority for engineering plans, but must do so within the constraints of state law, professional licensure requirements, and local legislative direction.
The core responsibilities of the City Engineer is summarized in the following table:
Responsibility Area Description Key Authorities / Standards Traffic Control
Authority
Installs, maintains, and
determines the need for traffic
control devices such as stop
signs, signals, striping, and
signage. Ensure devices are
necessary and justified.
California Vehicle Code;
California Manual on Uniform
Traffic Control Devices (CA
MUTCD); Brentwood
Municipal Code (Title 10)
Traffic Engineering
& Operations
Conducts engineering and
traffic studies and determines
appropriate speed limits,
signal warrants, and traffic
controls based on data and
established methodologies.
California Vehicle Code; CA
MUTCD; Engineering best
practices
Street Design &
Development
Review
Reviews and approves public
and private development plans
to ensure compliance with City
standards, including roadway
design, drainage, ADA access,
and multimodal features.
City Engineering Standards;
Subdivision regulations;
Caltrans and AASHTO
guidance
Traffic Calming
Program
Administration
Evaluates traffic calming
requests, analyzes data, and
determines eligibility and
appropriate measures (e.g.,
City Traffic Calming Program;
Engineering judgment;
applicable State standards
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
speed humps), ensuring
consistency with City policy
and safety requirements.
Construction
Oversight & Public
Improvements
Oversees capital improvement
projects, inspects construction,
and inspects public
infrastructure to ensure it
meets approved plans and City
specifications.
City Standard Plans &
Specifications; State
Standards; Public Works
requirements
Traffic Calming
When evaluating traffic calming measures on city streets, the City Engineer is exercising delegated authority within a framework of federal law, state law, professional engineering standards, local ordinances, and accepted engineering practice.
Hierarchy of Requirements:
Level Authority Influence on Traffic Calming Analysis
Federal MUTCD, ADA, FHWA guidance Establishes requirements for traffic control devices, accessibility, and roadway safety.
State California Vehicle Code,
California MUTCD, Streets &
Highways Code
Regulates traffic control authority,
establishes engineering criteria, and
requires uniformity across jurisdictions.
Professional Engineering licensure laws Requires decisions to be based on engineering judgment supported by data
and analysis.
Local Municipal Code, adopted
engineering standards, Council
policies, General Plan
Establishes local priorities, procedures,
funding mechanisms, and project
implementation requirements.
Specific to requests for stop-signs or for traffic calming measures such as speed humps, the City Engineer first receives a request either through email, phone, or the Brentwood Connect 24/7 system. Once received, the City Engineer researches the request and coordinates with staff and the police department to perform monitoring and enforcement as needed. Depending on the results of the initial field observations, the City Engineer contracts with a consultant to collect data which feeds into the analysis to determine whether a stop sign(s) is warranted or the criteria is met for a speed hump. Speed humps require an additional step where affected residents are
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
allowed to vote on the speed humps as well as if they are ok with a speed hump installed in front of their home. Action is then taken to implement the improvements when warranted or criteria is met.
The following table provides an overview of various traffic calming measures, traffic control devices and enhancements including their estimated costs.
Improvement Cost Notes
Stop Signs
(set of 2)
$1,500 Cost includes approx. $500 in data collection for analysis.
Speed Humps
(set of 2)
$7,650 Cost includes approx. $650 in data collection for analysis.
Flashing Stop Signs
(set of 2)
$3,000 Currently at two locations in Brentwood 1) Downtown Oak St. @ 3rd St. and 2) Empire Ave. and Amber Ln.
Rectangular Rapid
Flashing Beacons
(set of 2)
$18,000 Applied for pedestrians crossing wider intersections.
Pedestrian Hybrid
Beacon (HAWK)
$150,000 When activated, vehicles stop to allow pedestrians and bicyclists to cross.
Traffic Signal
(4-way)
$750,000 Includes Design and Construction costs.
Traffic Signal
(3-way)
$675,000 Includes Design and Construction costs.
Conclusion
In summary, the City Engineer is responsible for making technical decisions regarding traffic control devices, applying and enforcing engineering standards, and approving the design of public improvements. In carrying out these responsibilities, the City Engineer must comply with applicable federal and state laws, including the California Professional Engineers Act, which requires licensed engineers to protect the public health, safety, and welfare and to exercise professional judgment based on objective data, engineering studies, accepted engineering principles, and sound technical analysis.
At the same time, the City Engineer is responsible for implementing City Counciladopted ordinances, policies, budgets, funding decisions, and broader policy direction. This framework establishes a clear distinction between policy-making and technical decision-making, allowing elected officials to establish community goals
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
while relying on qualified professionals to determine the most appropriate engineering solutions.
Maintaining engineering standards that are grounded in established laws, nationally recognized guidance, state requirements, and professional engineering practice provides several important public benefits. It promotes consistency and predictability in roadway design and traffic control, enhances public safety by relying on proven engineering criteria, and helps ensure that decisions are legally defensible and compliant with applicable regulations. Adherence to recognized standards also reduces potential liability by demonstrating that decisions were based on accepted engineering practice rather than arbitrary or subjective considerations.
Additionally, many state and federal transportation funding programs require projects to be supported by engineering studies, documented safety needs, and established design standards. Maintaining objective engineering standards and data-driven decision-making can improve the City's competitiveness for grant funding and strengthen its ability to justify projects to funding agencies.
For these reasons, while the City Council appropriately establishes policy priorities and funding allocations, modifications to engineering standards should generally be supported by sound engineering analysis and professional recommendations.
Following this framework helps ensure that public infrastructure decisions remain safe, consistent, legally compliant, professionally responsible, fiscally prudent, and aligned with the long-term interests of the community.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
ENVIRONMENTAL DETERMINATION
Not Applicable.
CITY COUNCIL AGENDA ITEM NO. H.7
06/23/2026
ALTERNATIVE OPTION(S)
Not Applicable.
ATTACHMENT(S)
1. Previous Action
2. Council Resolution 97-72
3. Council Resolution 2457
PREVIOUS ACTION
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
On April 22, 1997, by Resolution No. 97-72, the City Council provided the City of Brentwood Standard Plans and Specifications, established minimum standards for construction of public as well as privately-owned improvements within the City, and authorized the City Engineer to make appropriate revisions to the standard plans, specifications and minimum standards necessary to maintain future quality construction.
On February 12, 2002, by Resolution No. 2457, the City Council approved the updated City of Brentwood Engineering Procedures Manual for private and public development projects, establishment of minimum guidelines and standards for the design, preparation, submittal and approval of plans and construction of both public and private improvements within the city, and authorized the City Engineer to make appropriate revisions to the Engineering Procedures Manual as necessary to maintain future quality design and construction.
On January 28, 2025, the City Council considered a future agenda item request from Vice Mayor Pierson provide an update including associated costs on the City’s engineering standards and a comprehensive update on standards as they relate to traffic calming measures, pedestrian infrastructure, neighborhood street design, and decision-making framework.
APPENDIX A
RESOLUTION NO. 2457
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD
APPROVING THE UPDATED CITY OF BRENTWOOD ENGINEERING
PROCEDURES MANUAL FOR PRIVATE AND PUBLIC DEVELOPMENT
PROJECTS, ESTABLISHMENT OF MINIMUM GUIDELINES AND
STANDARDS FOR THE DESIGN, PREPARATION, SUBMI' ALR' AND
APPROVAL OF PLANS AND CONSTRUCTION OF BOTH PUBLIC AND
PRIVATE IMPROVEMENTS WITHIN THE CITY, AND AUTHORIZING THE CITY ENGINEER ~ TO MAKE APPROPRIATE REVISIONS TO THE
ENGINEERING PROCEDURES MANUAL AS NECESSARY TO MAINTAIN
FUTURE QUALITY DESIGN AND CONSTRUCTION.
WHEREAS, the current City of Brentwood Engineering Procedures Manual for Private and Public Development Projects have been developed as needed, and should now be brought in line with current technology, industry standards and materials; and WHEREAS, design and construction of sub-standard improvements on public and privately-owned lands within the City can result in future high maintenance burden to residents within these areas.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve the City's Engineering Procedures Manual for Private and Public Development Projects.
BE IT FURTHER RESOLVED that the City Engineer is authorized to make future appropriate revisions to the Engineering Procedures Manual for Private and Public Development Projects as necessary.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held February 12, 2002 by the following vote:
AYES:
NOES:
ABSENT:
Councilmembers Beckstrand, Gomes, Petrovich, Mayor.McPoland None
Councilmember Hill
Mayor
ATTEST:
Karen' Diaz, CMC - /~
City Clerk LJ
CITY COUNCIL AGENDA ITEM NO. J.1
06/23/2026
SUBJECT: Consider a Request from Council Member Oerlemans Regarding Potential Locations and Cost Estimates for Sharps and Battery Disposal Services
DEPARTMENT: City Manager’s Office
STAFF: Terrance Davis, Acting City Manager
Amanda McVey, City Clerk
TITLE/RECOMMENDATION
That the City Council consider and discuss Council Member Oerlemans' request regarding the feasibility of establishing community collection and disposal services for sharps and batteries, including potential locations, operational considerations, and associated costs.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item at this time.
BACKGROUND
Councilmember Oerlemans has requested that the City Council consider whether staff should evaluate the feasibility of establishing community collection and disposal services for sharps and batteries. The requested analysis may include potential collection locations, operational and safety considerations, coordination with applicable service providers or agencies, and estimated costs.
Pursuant to Rule 4.4 (b)(2) of City Council Policy 110-1, this item has been placed on the agenda so that the City Council may discuss Councilmember Oerlemans’s request and provide further direction to staff. Under Section 4.4, City Council discussion is limited to whether staff time and City resources should be spent on the item and the time period for scheduling.
If the City Council provides direction to proceed, staff would return at a future meeting with additional information, options, and any identified fiscal, operational, legal, or environmental considerations. No program or expenditure is being approved as part of this item.
CITY COUNCIL AGENDA ITEM NO. J.1
06/23/2026
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable
PREVIOUS ACTION
Not Applicable
ATTACHMENT(S)
None