AGENDA
ITEM
13 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: September 2, 2026
TO: City Council
APPROVED BY: Benjamin Martinez, Cily Manager Pu
PREPARED BY: Laura Estrada, City Attorney LE
SUBJECT: Adoption of Office Access and Scheduling Policy for Council Members Recommendation:
It is recommended that the City Council review, discuss, and adopt the Council Office Access and Scheduling Policy.
Background:
The office currently designated as the Mayor's Office is intended to serve as a shared workspace for members of the City Council to conduct official City business. Establishing a clear access and scheduling process will help ensure that the space is used fairly, consistently, and efficiently by all elected officials.
Discussion and Analysis:
The purpose of the Council Office Access and Scheduling Policy is to establish fair, equitable, and orderly procedures for the use of designated office space within City facilities by members of the City Council for the conduct of official City business.
Under the proposed policy, the designated office space may be used by members of the City Council for activities related to their official duties, including:
• Conducting constituent meetings;
• Performing City-related research and administrative work; • Meeting with the City Manager and City staff;
• Preparing for City Council meetings; and
• Conducting public service activities related to official duties.
The proposed policy is intended to provide all members of the City Council with equitable access to the shared office space while establishing a consistent scheduling process and expectations for its use. The policy also helps distinguish appropriate official use of the space from personal or non-City-related activities.
Fiscal Impact:
None at this time.
Coordinated With:
City Attorney's Office
Attachments):
1. Draft Council Office Access and Scheduling Policy
2 ATTACHMENT 1
COUNCIL OFFICE ACCESS AND SCHEDULING POLICY
1. PURPOSE:
The purpose of this Policy is to establish fair, equitable, and orderly procedures governing the use of designated office space within City facilities by members of the City Council for the conduct of official City business.
The office currently designated as the Mayor's Office shall serve as a shared office space available for use by elected officials conducting official City business in accordance with this Policy.
2. APPLICABILITY:
This policy applies to all members of the City Council.
3. AUTHORIZED USERS
Members of the City Council of Calexico.
4. PERMITTED USES
The office space may be used solely for official City business, including:
• Constituent meetings;
: City-related research and administrative work:
Meetings with the City Manager;
Preparation for City Council meetings;
Public service activities related to official duties.
5. PROHIBITED USES
City office space shall not be used for:
• Political campaign activity;
• Fundraising activities;
• Personal business;
• Commercial or private business purposes;
• Activities prohibited by federal, state, or local law; • Activities prohibited by City policy.
6. SCHEDULING PROCEDURES
A. Administration
The City Clerk, or their designee, shall maintain and administer a scheduling calendar for the designated Council office space.
B. Reservations
Council Members requesting use of the office space shall schedule reservations through the City Clerk's Office.
Reservations shall be granted on a first-come, first-served basis, subject to operational necessity and administrative scheduling requirements.
C. Weekly Usage Limit
Each Council Member may reserve the office for a maximum of eight (8) hours per calendar week.
D. Unused Reserved Time
If a reserved office time is not actively being used by the reserving Council Member, another Council Member may utilize the office space during that time, subject to approval by the City Clerk or designee.
E. Scheduling Authority
The City Clerk may establish reasonable administrative scheduling procedures necessary to ensure fair and equitable access to the office space.
F. Misuse of Reservation System
Misuse of the reservation system may result in temporary suspension of office scheduling privileges.
Misuse includes, but is not limited to:
Repeatedly reserving office time without use;
• Frequently canceling or changing reservations in a disruptive manner; • Exceeding the maximum weekly reservation limit without authorization; Remaining in the office beyond a reserved time period;
• Interfering with another Council Member's reservation; • Disrupting the orderly administration or use of the office space.
Upon determination by the City Clerk and City Manager that misuse has occurred, scheduling privileges may be suspended for up to thirty (30) calendar days.
7. COMPLIANCE WITH LAW
All use of City facilities pursuant to this Policy shall comply with:
• The Brown Act;
• California Public Records laws;
• Applicable conflict-of-interest laws;
• Applicable ethics requirements;
• City administrative policies and procedures.
7. AMENDMENTS
This policy may be amended by the City Council.