City of Gonzales
CITY ATTORNEY
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: February 5, 2024
FROM: Michael Rodriquez, City Attorney
THROUGH: Carmen Gil, City Manager
SUBJECT: Consider Preparation of City Council Rules and Procedures
RECOMMENDATION
Receive staff report and provide direction to staff.
BACKGROUND
Unlike many other cities, the City of Gonzales does not have a set of rules and procedures applicable to Council meetings and business. While relationships on the Council have been largely harmonious for a significant period of time, and Staff has been able to provide guidance when needed on an ad-hoc basis, it would be in the Council’s best interest to have an established set of rules on which to rely for conducting City business. A number of recent disruptions at Council meetings throughout the state have revealed that those cities with a solid set of meeting rules and protocols have been best able to respond to unexpected challenges to meeting norms. Moreover, with the pending switch to by-district voting, there is a good chance that the Council may soon have new members who are somewhat unfamiliar with traditional meeting procedures. Guidance to new City leaders would undoubtedly be helpful. In light of the foregoing, Staff felt it was appropriate to inquire as to whether the Council wished to proceed with the preparation of a set of rules and procedures for Council review and subsequent adoption.
REVIEW & ANALYSIS
Cities often adopt rules and procedures to provide guidance to the City Council and staff in conducting public meetings and debating items of business in an effective, transparent and inclusive manner.
Although there are many variations between adopted rules, they usually contain a set of agreed-upon practices and behaviors aimed at ensuring that city business is conducted efficiently, effectively and in accordance with the law; a statement of the roles of the council, the mayor, the city manager and the city AGENDA
ITEM
12 attorney in an effort to establish clarity and purpose; and specific procedures to assist the council and staff in the handling of particular matters.
A typical set of rules will address procedures and guidelines for such areas as the preparation of council agendas, conducting meetings (of both the council and subsidiary bodies), council/staff communications, and preparation for council meetings. Rules often also establish specific procedures available to the council for placing items on future agendas and/or seeking information from staff members on particular topics, provisions to ensure compliance with the Brown Act, provisions to establish the appointment process for councilmembers and members of the public to various boards and committees, and rules of decorum for both the council and the public to be employed during the course of meetings.
Although adoption of a set of rules and procedures was considered by former City Manager Mendez and a prior Council several years ago, the idea never gained traction. Staff now believes that adoption of such a document would be of benefit to all future Councils and Staff. The Council could direct Staff to prepare a draft set of rules and procedures, could retain a consultant to prepare rules and procedures, or could form a subcommittee to get the preparation process rolling. Staff has attached exemplars from Greenfield, Soledad and recently modified rules considered by the LAFCo Board for your reference.
How Recommendation Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small town charm.
Explain: Adopting a set of meeting rules and procedures that stress efficiency, transparency, and order in City business is directly related to maintaining the City’s reputation as being friendly and dedicated to working collaboratively on all matters.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment and resources necessary to provide excellent services that enhance the quality of life of our diverse community. Yes ____ No X N/A
Explain: See above.
City services will be delivered in a cost-effective, respectful and friendly manner to insure the safety and well being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner. Yes ___ No X N/A
Explain: See above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety Yes ____ No X N/A
• Housing Yes ____ No X N/A
• Recreation Yes ____ No X N/A
• Environment Yes ____ No X N/A
• Education Yes ____ No X N/A
Explain: N/A
ALTERNATIVES
• Provide Staff with direction to prepare a draft set of Council Rules and Procedures for Council consideration.
• Form a subcommittee to spearhead the effort to prepare a draft set of Council Rules and Procedures for Council consideration.
• Direct Staff to solicit proposals from consultants for the preparation of a set of draft Council Rules and Procedures.
BUDGET IMPACT
N/A.
CONCLUSION
Receive staff report and provide direction to staff.
Attachments:
1. City of Greenfield City Council Rules of Order & Protocols
2. City of Soledad City Council Rules & Procedures
3. LAFCo Draft Code of Conduct & Rules of Decorum