items should be handled by the City Attorney or as otherwise directed by a Council majority. Any suspected violation of the confidentiality of a closed session discussion shall be reported to the City Attorney. The City Attorney shall be held responsible for a followup interview and potential investigation regarding the suspected violation. “Confidential Information” may be interpreted as a communication, written or verbal, made in closed session that is specifically related to the legal basis for conducting the closed session.
H. Audible Recordings. All regular, emergency, and special meetings shall be audibly recorded and made available to the public within ten (10) working days of the meeting in question. All recordings of meetings shall be kept indefinitely.
I. Rules of Procedure. The City Council has adopted Rosenberg’s Rules of Order which shall govern City Council meeting procedure.
III. AGENDA
A. The Brown Act requires that no action may be taken at any time unless on a printed and posted agenda containing sufficient information to apprise a reasonable person of the scope of any proposed action.
B. Preparation of Agenda. Prior to agenda posting, a draft agenda shall be prepared by the City Manager for each regular meeting containing the time of commencement of the meeting, the specific items of business to be transacted and the order thereof. The City Manager: (a) may place items on the draft agenda for discussion and/or action; (b) shall place an item on the draft agenda for discussion and/or action if requested by the Mayor at a previous Council meeting during City Council comments; and/or (c) shall place an item on the draft agenda for discussion only by any Councilmember at a previous Council meeting during City Council comments.
Upon receipt of any such requests, said item should be placed on the next available meeting agenda, unless otherwise directed by the requesting Councilmember/Mayor. If the Councilmember requests an item for which the Council has already taken action or removed from formal consideration to be placed on the agenda, the requesting Councilmember must obtain the consent of the majority of the Council for the item to be placed on the agenda.
1. Request from Public: Any person may request placement of a matter on the Council agenda by submitting a written request with the agreement and approval of a sponsoring Councilmember. The Councilmember shall take the written request and bring it to the attention of the City Manager. The City Manager shall respond in writing to the Councilmember as to the approval or denial of the request.
C. Contents of Agenda. The final agenda shall specify the time and location of the meeting.
The agenda shall contain, when required by law or when appropriate, the following headings:
1. Call Meeting to Order
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2. Roll Call of Members
3. Invocation
4. Pledge of Allegiance
5. Agenda Review
6. Public Comment
7. Consent Calendar
8. Mayor’s Presentations, Proclamations, Communications, Resolutions
9. Public Hearings
10. City Council Business
11. Adjourn to Closed Session
12. Reconvene to Open Session
13. Brief Reports on Conferences, Seminars & Meetings Attended by Mayor and City Council
14. Comments from City Council
15. Adjourn
D. Posting of Agenda. At least seventy-two (72) hours prior to a regular meeting and twenty four (24) hours prior to a Special Meeting, the City Clerk shall post the agenda in a place accessible to the public at City Hall and on the City web site, and as further explained in Section II. Whenever possible, staff reports will be made available to the Council, public, and press seventy-two (72) hours before the meeting. Packet materials or any supplemental material shall be delivered to Councilmembers on a weekday by 5:30 PM either in person or by email.
E. Matters Not Appearing on the Agenda. No action or discussion shall take place on any item not appearing on the agenda for a regular meeting as posted, unless:
1. The City Council determines by majority vote that an emergency situation exists as described in Section II (E).
2. The City Council determines by a two-thirds (2/3) vote of the members of the City Council present at the meeting, or, if less than two thirds of the members are present, an unanimous vote of those members present, that there is a need to take immediate action and that the need for action came to the attention of the local agency subsequent to the agenda being posted.
3. The item was included in a posted agenda for a prior meeting held not more than five (5) calendar days prior to the meeting at which the item is acted upon and at the prior meeting the item was continued at the meeting at which action is being taken.
4. During Section III (C-6) (Public Comments), when an item not on an agenda is raised by a member of the public, the City Council may respond for purpose of clarification and refer to the City Manager for follow up at a later date.
F. Order of Business. At the time set for each regular meeting, the Mayor shall call the meeting to order, and the business of the Council shall be taken up for consideration and disposition in the order set forth. The order of the agenda shall be established by the City Clerk, who may fix a time for public hearings at a later time in the meeting than its 167
commencement. With the consent of a majority of the Councilmembers present, items may be taken out of order.
If requested, the agenda shall be made available in various formats to persons with a disability as required by Section 202 of the Americans with Disabilities Act of 1990 (41 U.S.C. section 12132).
IV. VOTING
A. Right to Vote. Unless disqualified, as defined in Section IV (F), below members of the City Council are entitled and have the responsibility to exercise their right to cast their vote on items of business brought before the Council. votes are taken by voice or roll call and entered in full upon the record.
B. Quorum. Three (3) members of the City Council shall constitute a quorum of the City Council. Motions may be passed 2-1 if only three (3) attend, but resolutions, orders for the payment of money and all ordinances require a recorded majority vote of the total membership of the City Council. (Gov. Code section 36936.) C. No Objection/Unanimous Consent. A properly offered and seconded motion may be passed by unanimous consent of the Councilmembers. The Mayor shall declare a motion, duly made and seconded, as before the City Council. The Mayor shall then declare there being no objection, the motion is adopted by unanimous consent. Any motion adopted by this method shall be considered a recorded unanimous approval of the motion in the minutes by the City Clerk.
D. Roll Call. Votes must be taken by roll call if (1) the motion requires more than a majority, (2) any member of the City Council demands the motion be voted upon by roll call vote, or (3) if any member of the City Council is attending the City Council meeting remotely. Upon such demand, the Mayor shall request the City Clerk to conduct a roll call, with each member of the City Council declaring yea, nay, or abstain. Upon conclusion of the roll call, the City Clerk shall declare the results of the roll call. If a roll call vote is demanded, the Mayor may elect to vote last.
E. Failure to vote. Every member should vote unless disqualified for cause accepted by vote of the Council or by opinion of the City Attorney. Self-disqualification, with approval, which results in a tie vote, should be avoided, but no Councilmember can be forced to vote. The abstaining Councilmember essentially “consents” that a majority of the quorum may act for him/her. Tie votes are “no action” and may be reconsidered later by motion to reconsider.
F. Disqualification. Where a Councilmember suffers a conflict of interest, bias, or predetermination, such member shall state the nature of the disqualification, leave the Dias and the Council chamber and, that Councilmember’s vote or lack thereof shall not be considered, nor shall that Councilmember be counted toward a quorum. State law prohibits a Councilmember from voting on a matter in which that Councilmember has a 168
financial interest, as defined by state law. The City Council further discourages a Councilmember from voting on a matter in which that Councilmember is biased, has a non-financial conflict of interest, or may be perceived by the public to have a conflict of interest.
V. THE MINUTES
A. City Clerk Manages Minutes. The City Clerk shall draft and manage the minutes until presented to the Council, Commission or Board for approval. The Council, Commission or Board may then, by motion, make such corrections as conform to fact.
B. Content of Minutes. The minutes shall include the date, hour, and place of the meeting; whether it is a regular, adjourned regular or Special Meeting; the names of the Councilmembers and staff present and absent; and any action taken by the City Council.
The minutes should be a clear and concise statement of the actions taken at the Council meeting, including the motions made and the vote thereon.
Whenever the Council acts in a quasi-judicial proceeding such as assessment or zoning matters, it is necessary to compile a complete summary of the witnesses. If any Councilmember arrives later or departs before the adjournment, the minutes shall reflect his or her arrival or departure time.
C. Audible Recording. The City Clerk shall be responsible to ensure the audible recording devices are turned on prior to any City Council meetings. The recordings of all meetings shall be made available to the public within ten (10) days following the meeting. The recordings of all meetings shall be made part of the permanent record and archived with the meeting minutes.
VI. ACTIONS
A. Motions. Any Councilmember may initiate an item for formal consideration by the City Council through the making of a motion. An individual Councilmember may make an independent motion, may make a motion to implement staff recommendation, or may request assistance from the City Manager or City Attorney as to the form of a proposed motion. Upon making of the motion, a second Councilmember may second the motion.
A duly offered and seconded motion shall be restated by the Mayor. Unless withdrawn, the City Council shall vote upon the motion as provided in Section IV.
B. Resolutions. A resolution is a formal document that records an action of the City Council.
Resolutions are considered by the City Council upon motion and a proper second.
Resolutions are sometimes required by law or may be recommended by the City Manager or City Attorney to record an action of the City Council which is considered of particular importance.
C. Ordinances. Ordinances are the vehicle used by the City Council to repeal or amend existing law, as codified in the Greenfield Municipal Code, or to enact new law pertaining to the City’s police power within the City’s boundaries. In accordance with the California 169
Government Code, Ordinances are considered by the City Council in a two-step process:
(1) unless determined to be an item of urgency by a four-fifths (4/5) vote of the City Council, ordinances are introduced by the City Council at one meeting; (2) the ordinance is then approved and adopted at a subsequent City Council meeting.
1. Vote for Reading Ordinance Title Only. The Council may read the ordinance at both first and second reading (adoption) by title only, if reading in full is waived by majority vote.
2. Adoption of the Ordinance. Adoption may occur only once five (5) days have elapsed since first reading. The Ordinance either must be read in full or Unanimous Consent procedure to be read “by title only.” The ordinance title is read, and the Council shall have a roll call vote on a motion to read by title only. If the motion to read, by title only, passes, the ordinance is ready for adoption, otherwise must be read in full.
The Council should avoid a “combination motion” to “adopt by reading title only” because if the Council splits, the passage may be defective. Ordinances may only be passed at a regular meeting, with the exception of urgency ordinances, which may be passed at a Special Meeting.
3. Effective date. All ordinances, except as provided in section 36937 of the Government Code (Urgency Ordinances) shall become effective thirty (30) days after adoption or upon such later date as may be designated in the ordinance.
4. Publishing. It is the duty of the City Clerk to publish or post the ordinance as set forth in section 36933 of the Government Code within fifteen (15) days after adoption; failure to do so may invalidate the ordinance.
5. Urgency Ordinances. If any Urgency Ordinance fails to receive an affirmative vote of four-fifths (4/5) of the members, such ordinance shall be as if it had not been read as an emergency enactment. Urgency ordinances must pass by a four-fifths (4/5) vote and be published and become effective immediately.
VII. CONDUCT OF PUBLIC HEARING
A. Format of hearing. Staff shall first provide the Council with a review of the issue, and time for Council questions. The Mayor shall then open the audience-participation portion of public hearing and receive comments from the public. A presiding officer may limit a speaker’s time. If applicable, the applicant will be given the opportunity to present his or her case first, and then opponents will then be permitted to present their case. The applicant will then be allowed to present rebuttal (not supplemental) evidence and closing remarks. The Mayor will call the public hearing to be closed. After the close of the hearing, the Mayor will ask for Council questions and a motion disposing of the matter.
Councilmembers shall not speak on an issue until the public hearing is closed. After the public hearing is closed, it is inappropriate for the public to speak except to answer a Councilmember inquiry.
B. Evidence. The parties concerned, at this point, must be prepared to submit all evidence pertinent to their position. However, in order to save time, anyone may refer to previous testimony or to documents previously filed, as all of the records, exhibits, and minutes of other meetings are before each member, all of which is part of the record. Each speaker is required to abstain from irrelevant testimony, repetition, excessive hearsay, indulging in 170
personalities or making statements not recorded by the City Clerk. All parties are reminded to restrict their remarks and evidence to that which is relevant, as determined by the Council. All evidence considered by the Council in reaching its decision must be retained by the City as part of the record, as a supplement to the minutes.
C. Witnesses. Each person who desires to speak must first be recognized by the Mayor.
Upon receiving recognition, the speaker may give his or her name and address for the record.
D. Petitions – Letters. Evidence in administrative hearings may not be read unless the writer is present for cross-examination or unless the other side consents.
VIII. PUBLIC PARTICIPATION AT COUNCIL MEETINGS
A. Timing and Scope of Public Comment. Any person may address the City Council regarding any matter with which they are concerned at the time designated for that agenda item, or on issues not on the agenda during the “Public Comment” time in the agenda that provides an opportunity for members of the public to directly address the Council. Members of the public should make remarks or comments only on items within the jurisdiction of the City Council. Remarks not within the scope of the City Council's authority shall be ruled out of order by the Mayor.
B. Addressing the Council. Any person addressing the City Council in-person should speak into the microphone at the speakers’ podium, state his or her name and address, and address all remarks to the City Council as a body, not to any individual member or to the audience. Any person addressing the City Council remotely should use the “raise hand” function to signal to the City Clerk that they wish to make public comment. No person other than the City Council and the person having the floor shall be permitted to discuss any matter either directly or through a member of the City Council without permission of the Mayor/Chair.
C. Use of a Translator. Members of the public who use a translator during public comment shall be allotted twice the amount of time as members of the public who do not use a translator.
D. Frequency and Duration of Oral Comments. Members of the public shall only be allowed to speak one time on each agenda item without the consent of the Mayor, the exception being applicants or representatives who have requested a particular item be placed on the agenda may provide opening and closing remarks. The duration of oral comments shall not exceed three (3) minutes unless additional time is granted by the Mayor prior to opening that agenda item. If an extension of time is granted for oral comments, such privilege shall extend to all speakers under that agenda item. Time for oral comments may not be donated or extended to a speaker from other members of the public in attendance.
E. Picking a Representative for a Group of Speakers. When an identifiable group of persons wishes to address the City Council, on the same agenda item, the Mayor shall have the 171
discretion to request that a spokesperson be chosen by the group to address the City Council. If additional issues are to be presented on the subject by any other member of such group, the Mayor may limit the number of persons and the time period for speaking to the City Council, to avoid unnecessary repetition of issues.
F. Limiting Oral Comments. The Mayor with the Council has the discretion to reasonably limit the number of speakers and the duration of the oral comments on each agenda item.
G. Public Decorum: Each person who attends a City Council meeting or who addresses the City Council may not discuss matters that are not within the subject matter jurisdiction of the City Council and must do so in an orderly manner. Any person at the podium or in the audience that engages in any other disorderly conduct that disrupts, disturbs, or otherwise impedes the orderly conduct of any Council meeting shall at the request of any Councilmember be immediately given a warning that any additional disorderly conduct will result in the perpetrator being escorted from the Council Chambers by the law enforcement officer on duty and being barred from further attendance of that particular meeting. Any physically aggressive or obscene gestures from individuals in attendance shall also be cause for an immediate warning and, if the behavior persists, removal from the meeting and bar from returning to that particular meeting. Members of the public may not bring flags, signs, or placards into the City Council Chambers larger than 8 1/2 x 11 inches in size. Items cannot be waved, held over one’s head, or generally moved in any other disorderly manner which disrupts, disturbs, or otherwise impedes the orderly conduct of the Council Meeting. The aforementioned articles may be displayed or distributed outside the building or in the Civic Center lobby. Handouts or printed materials may be distributed in the City Council Chamber prior to the Council meeting or in the Civic Center lobby.
Decorum and order shall be enforced in the following manner:
1. Warnings. The Mayor shall inform any person(s) violating the Rules of Order and Decorum to be orderly. The warning shall be substantially in the form described as follows. If, after receiving a clear warning from the Mayor, the person(s) disturbs the Council meeting a second time, the Mayor shall call for the removal of the violator(s).
If the person(s) does not depart from the Council Chambers of his or her own volition, the Mayor shall order any law enforcement officer on duty to escort that person(s) from the Council Chambers.
2. Text for Warning. The Mayor shall deliver the requisite warning in substantially the following form:
You are hereby advised that your conduct is in violation of the Rules of Order and Decorum of the City Council and California Penal Code section 403, and you are hereby directed to be orderly. Penal Code section 403 states says that any person who, without authority of law, willfully disturbs or breaks up a lawfully convened meeting of the City Council is guilty of a misdemeanor. Continued disruption of this Council meeting will result in your removal from the meeting by the officer on duty and you will not be permitted to return to the Council Chambers for the duration of the 172
meeting. In addition, any continued disruption of this meeting is grounds for you being arrested and charged with a misdemeanor. Do you understand this admonition?
3. Motion to Enforce. If the Mayor fails to enforce the rules set forth above, any member of the Council may move to require the Mayor to do so and, by an affirmative vote of a majority of the Council, shall require the Mayor to enforce the ruling. If the Mayor of the Council fails to carry out the will of the majority of the Council, the majority may designate the Mayor Pro Tempore to act as Presiding Officer for the limited purpose of enforcing these Rules of Order and Decorum.
H. Interruption of Meeting. Pursuant to Government Code section 54957.9 (Brown Act), if any meeting is willfully interrupted and disrupted so as to render the orderly conduct of such meeting unfeasible, and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the City Council may order the meeting room cleared and continue in session. Representatives of the news media may attend the meeting unless participating in the disturbance. The City Council may re-admit any individuals not responsible for willfully disturbing the orderly conduct of the meeting.
I. No Use of Public Comment for Campaigns. No person may use public comment or for the purpose of assisting a campaign for election of any person to any office or for the promotion of or opposition to any ballot proposition.
J. No Use of Public Comment for Advertising. No person addressing the Council may use Public Comment for the purpose of advertising. Advertising is defined as “promoting by making known, proclaiming publicly, drawing attention to, or making conspicuous any item, product, service, or thing, for profit or otherwise.” This does not prevent or preclude any person addressing the Council from expressing his or her views or opinions on matters over which the Council has jurisdiction. Also, this does not prohibit individuals or organizations from promoting public events or causes through public requests for proclamations and presentations as provided in Section XI, Item C, and Item D below.
IX. TELECONFERENCE PARTICIPATION – MEETINGS
The Brown Act permits meetings to be held by teleconferencing, provided all requirements of the Brown Act are met. Teleconferencing means a meeting in different locations connected by means through either audio or video, or both.
The Brown Act provides three options for remote attendance in City Council meetings:
Traditional Teleconferencing Requirements. During the teleconferenced meeting, at least a quorum of the members of the legislative body must participate from locations within the boundaries of the City and each location must be accessible to the public. Each agenda for a teleconferenced meeting must be posted at each location and provide an opportunity for members of the public to address the City Council directly at each teleconference location. All votes taken during a teleconferenced meeting must be by roll call. Below is sample teleconference agenda language.
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NOTICE OF TELECONFERENCED MEETING
Pursuant to California Government Code section 54953, members of the City Council may attend this meeting via teleconference. Members of the public may attend and participate either at the address given above, or at the teleconference location listed below: (insert address) A. Declared Emergency. The City may conduct remote meetings during a proclaimed state of emergency without the need to comply with all of the teleconferencing requirements of the Brown Act under the following conditions:
1. There is a proclaimed state of emergency, and the City’s meeting is for the purpose of determining whether, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees; or
2. There is a proclaimed state of emergency, and the City has determined under the first option that, as a result of the emergency, meeting in person would present an imminent risk to the health or safety of attendees.
The City Council must make the necessary findings by majority vote prior to utilizing these provisions, and thereafter extend the authorization at least every forty-five (45) days, by making the following findings:
1. The City Council has reconsidered the circumstances of the state of emergency; and
2. The state of emergency continues to directly impact the ability of the members to meet safety in person.
A “state of emergency” is defined as an emergency proclaimed pursuant to section 8625 of the California Emergency Services Act.
If the City conducts remote public meetings during a proclaimed emergency, the public must be given notice and an opportunity to comment and participate at meetings in real time, including by suing remote media. Also relaxed are certain teleconference meeting requirements relating to City Councilmember participation, agendas, and public accessibility at remote locations.
B. Just Cause and Personal Emergency Circumstances. Until January 1, 2026, individual City Councilmembers may utilize additional exemptions in case of (1) a personal physical or family medical emergency, or (2) for “just cause,” defined as a caregiving need, contagious illness, physical or mental disability, or travel while on official business of the City or another local or state agency. At least a quorum of the City Council must meet in person.
Councilmembers seeking to participate remotely for “just cause” must notify the City Council as soon as possible, including at the beginning of a meeting, of their need to participate remotely. This notification must include a general description of the circumstances relating to their need to participate remotely. City Councilmembers may only use this provision for up to two meetings per year. 174
Councilmembers seeking to participate remotely due to emergency circumstances must make a request as soon as possible, providing a separate request for each meeting they wish to attend remotely. The City Council must also take action to approve the request. If the request is not made in time to place it on the agenda, such action may be taken at the beginning of the meeting and must include a general description of the circumstances related to the member’s need to participate remotely.
Councilmembers participating remotely due to “just cause” or an emergency must participate both on camera and via audio. Additionally, before any action is taken, the Councilmember must disclose if anyone eighteen (18) or older is in the room at the remote location with them, and the general nature of the relationship with the person or persons.
Councilmembers may not participate remotely for more than three (3) consecutive months or 20 percent (20%) of the City Council meetings in one calendar year.
The City Council must still adhere to the quorum, notice, and agenda requirements of the Brown Act. Unlike the traditional teleconferencing option, individual City Councilmembers who are remotely attending the meeting under this option are not required to make their remote attendance location open and accessible to the public and their location does not have to appear on the agenda. The City Council must ensure means for the public to access and participate in the meeting remotely, either via a two-way audiovisual platform or a two-way telephonic service plus live webcast, as a means by which the public may remotely hear and visually observe the meeting and remotely address the City Council.
X. PUBLIC REQUESTS – PROCLAMATIONS / PRESENTATIONS
A Public Request for Proclamations. It is the policy of the Council to consider requests to proclaim certain events or causes when such proclamations pertain to a City of Greenfield event, person, organization, or cause with local implications. The Council will consider requests that are timely, have potential relevance to a majority of the City’s population, and either forward positive messages or call upon the support of the community. The following guidelines and requirements apply to requests for consideration for proclamations:
1. The person(s) or organization requesting a City Proclamation shall submit a copy of the proposed proclamation.
2. The request should be made at least two weeks in advance of the requested Council meeting.
3. The Mayor, City Manager and/or staff designee will determine if the proposed proclamation meets the intent of this policy. When there is uncertainty in making this determination, the Mayor will consult with the whole City Council in a public meeting for guidance.
4. The Council will not make more than two proclamations at one Council Meeting.
5. The City retains the right to modify, edit, or otherwise amend the proposed proclamation to meet its requirements, needs, or policy determinations. 175
6. The City retains the right to decide if the proclamation will or will not be issued.
7. Once approved, the proclamation will be included on the appropriate Council agenda.
8. A representative of the organization receiving the proclamation must be present at the City Council meeting at which the proclamation will be made.
9. If not approved, the applicant will be notified of the decision and the reason(s) for the decision.
B. Public Requests for Presentations. It is the policy of the Council to consider requests for presentations of certain events or causes when such presentations pertain to a City of Greenfield event, person, organization, or cause with local implications. The Council will consider requests that are timely, have potential relevance to a majority of the City’s population, and either forward positive messages or call upon the support of the community. The following guidelines and requirements apply to requests for consideration of presentations:
1. The person(s) or organization making the request to make the presentation must do so at least two (2) weeks in advance of the requested Council meeting.
2. The Mayor, City Manager and/or staff designee will determine if the proposed presentation meets the intent of this policy. When there is uncertainty in making this determination, the Mayor will consult with the City Council in a public meeting for its guidance.
3. The presentation shall not exceed fifteen (15) minutes in length and the Council will not entertain more than two presentations at one Council Meeting.
4. The City retains the right to modify, edit, or otherwise amend the proposed presentation to meet its requirements, needs, or policy determinations.
5. The City retains the right to decide if the presentation will or will not be permitted.
6. Once approved, the presentation will be included on the appropriate Council agenda.
7. If not approved, the applicant will be notified of the decision and the reason(s) for the decision.
XI. TRAVEL EXPENSES AND REIMBURSEMENT RULES
The Mayor and each City Councilmember shall each have an annual three-thousand-dollar ($3,000) budget allocation for approved City business and travel. Advance authorization by the City Council is required in order to exceed the approved budget allocation. Reimbursement of meals, registration fees, parking, hotel, and other expenses shall be reimbursed by the City based on submitted receipts and/or the per diem amount established by the Internal Revenue Service..
The Mayor or Councilmember who serves as a committee member or an officer of an organization of which the City is a member, shall seek advance authorization from the City Council for any expenses, for a period not to exceed a year, at the start of each fiscal year and shall maintain a log of all expenses and will be distributed to the City Council at the end of each year.
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The City Clerk shall be responsible for reserving hotel, airline, and conference reservations on behalf of the Mayor and City Council. The Mayor and Councilmembers will be reimbursed for meals, parking, cabs, and other customary and reasonable expenses upon the submission of receipts and completion of a travel expense report obtained from the City Clerk and/or be issued a per diem amount as established by the Internal Revenue Service.. A copy of the completed and signed travel expense report shall be distributed to the Council as an agenda item prior to repayment.
If the Mayor or a Councilmember must cancel an already scheduled and reserved trip, the individual must notify the Mayor and City Clerk at the earliest possible time to cancel all reservations and obtain refunds. If the arrangements cannot be cancelled, the individual shall attempt, through the City Clerk, to find a substitute member of the City Council. If no one else can go, then the individual who cancelled the trip is personally responsible for any costs incurred by the City. The City Council may waive said obligation upon written request if the cancellation was due to personal illness, illness or death of a family member, unforeseen business necessity, or other valid unavoidable conflict.
In accordance with city travel policies, none of the following expenses can be paid by the City:
Travel paid for by any other organization, alcoholic beverages, valet services, meals or lodging accommodations for family or guest, tour bus fees for sightseeing tours, mileage if traveling as a passenger in a privately-owned car, trip insurance, hosting, tips unless otherwise authorized or any other personal expenses for entertainment or other purposes.
One City credit card shall be issued for use by all members of the City Council for expenses outlined in this policy.
The City Council, by majority vote, may waive any provision of this policy.
XII. CITY OF GREENFIELD COMMUNICATIONS GUIDELINES - MAYOR/COUNCIL – MANAGER – STAFF
Governance of the City of Greenfield relies first upon the City of Greenfield Code of Ordinances and California state law as it applies to the City-authorized framework for doing business and then upon the cooperative efforts of the elected Mayor and City Council who set policy and priorities, the City Manager who directs and manages the affairs of the City, and City staff.
City staff performs the operations required to deliver services, resolve service issues, carry out the assigned tasks designated in department orders and standards, analyze problems and issues, and make recommendations under the direction of the City Manager to the elected Mayor and City Council. All City staff members report through a chain of command and act under the direction of the City Manager through the Department Directors.
Communications among all parties shall be conducted in accordance with the adopted City Council Rules of Order and Protocols, the Greenfield Municipal Code and the California Government Code - without exception. These documents provide the framework and formal basis for the Communications Guidelines listed herein. Within this restrictive framework, it is our cooperative efforts that are our best ally in moving the City forward. Preserving trust in all 177
relationships is paramount to achieving the proper execution of City policy, rules and regulations. Trust provides the most efficient path to getting the job of governance done for the City of Greenfield. Preserving trust in all City matters requires that we exercise a prudent amount of control over how we communicate. The City Manager, staff and Mayor and Council shall strive constantly to affirm the dignity and worth of the services rendered by City government and maintains a constructive, creative, and practical attitude toward local affairs and a deep sense of social responsibility as a trusted public servant. The following guidelines will help maintain effective communications among the Mayor and City Council, the City Manager and City staff. Guidelines cannot cover every situation. When in doubt, the Mayor, City Council and City staff are directed to contact the City Manager or the City Attorney for specific resolution of situations not covered herein.
A. The City Manager has the responsibility to manage the affairs of the City and, as such, shall be included in all communications between City staff and all elected officials. While City staff members are available to answer Mayor and City Council inquiries regarding resident and/or business information, excepting, however, any matter involving a business/client relationship or legal conflict of interest, the City Manager is the primary information liaison between the Mayor/City Council and City staff and must provide direction to staff on completing the inquiry. When the Mayor and City Council request information, that request should be directed to the City Manager. Likewise, when City staff needs information or discussion on matters of inquiry, information, or resolution of a service inquiry, that communication will be to the City Manager.
B. The City manager is the administrative head of the government of the City under the direction and control of the City Council. It is the job of the City Manager to control order and give directions to all heads of departments and to subordinate officers and employees of the City under his or her jurisdiction through their department heads. The City Manager shall keep the City Council at all times fully advised as to the financial condition and needs of the City and to exercise general supervision over all public buildings, public parks and all other public property which is under the control and jurisdiction of the City Council. The City Manager shall keep the community informed on local government affairs; encourage communication between the citizens and all local government officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service.
C. The Mayor and all City Councilmembers should have the same information with which to make decisions and understand the issues and recommendations of Staff related to policy and/or priorities. When an elected official has an inquiry or information request, it will be shared with the Mayor and all members of the City Council. The City Manager shall ensure that all City staff recognize that elected representatives of the people are entitled to the credit for the establishment of local government policies. 178
D. The Mayor and City Council may meet with City staff upon the approval of the City Manager to discuss matters of policy, recommendations for changes in City services, and updates on the status of assigned departmental function, provided that no direction is solicited or offered by the Mayor, City Council, or City staff. The results of all discussions shall be reported to the City Manager and used to create City staff recommendations for Mayor and City Council consideration. At no time shall direction, recommendations or opinions be sought, solicited, or offered. The purpose is to provide information and comment only on the subject at hand. The critical balance, required by law, is to ensure the decision-making of the Mayor and City Council occurs at a public meeting, at which time the City Manager has placed the City staff recommendation before the City Council.
At no time shall the comments, understanding, or concerns from any one meeting be shared or extended in any manner to create or promote a serial or sequential formation of policy direction. The purpose of meetings is to aid in the drafting and development or improvement of proposed policy and policy alternatives by City staff; and to develop recommendations based upon understanding of issues by City staff. Soliciting opinion(s), offering direction, or stating opposition or support shall be avoided at all times to remain within the rules and laws followed by the City.
E. The City Manager will have regular meetings with the Mayor and City Council to update them on various issues confronting the City. The purpose of these meetings is to keep the Mayor and City Council informed on the general state of affairs of the City as well as various issues and priorities established by the City Manager for resolution or consideration at a future City Council meeting. The content of these regular update shall be the same for the Mayor and each City Councilmember and will occur in a similar timeframe. Again, no direction will be offered or solicited by any party. The purpose is for the Mayor and City Council to receive equal treatment that includes the same information and the same understanding of the affairs of the City.
F. The Mayor and City Council depend upon City staff to provide consistent services to all residents and to respond to resident, citizen, and business concerns, complaints, and opportunities as fully, consistently, and expeditiously as practical. A major strength of the City’s organizational culture is providing quality and consistent customer service. To that end, all inquiries shall be coordinated through a central management system within the City Manager’s Office. To ensure efficient and responsive customer service to all, the City Manager’s Office shall respond to the initial inquiry within two business days, except as modified by a state of emergency. All inquiries will be available to the Mayor and City Council, City Manager and Department Directors. It is the responsibility of all Department Directors to assign, monitor, and ensure a response is provided in a timely manner, within the resources of the department and the cost-effective management and delivery of services, and to ensure the issue is returned to the City Manager for closure. 179
G. Respect the will of the entire City Council but honor the right of each City Councilmember to be in a minority on any issue. City staff will make every effort to respond professionally in a timely manner to all requests for information or assistance made by individual City Councilmembers. However, if a request reaches a certain stage in terms of workload, policy, or priority, it may be more appropriate to make the assignment through the direction of the full City Council. If this should occur or is projected to occur based upon resources, the City Manager will prepare a communication to the City Council informing them of the situation and may include the item on a future City Council agenda for direction from the full body. It will always be the prerogative of the Mayor or individual City Councilmember to request a discussion at an upcoming City Council meeting and provide direction to the City Manager by the entire City Council. This guideline helps ensure that City staff resources are allocated in accordance with the direction of the full City Council. It shall be the duty of the City Manager to direct and ensure that City staff carries out the actions and directions of the Council.
H. The Mayor and City Council will depend upon City staff and the City Manager to make independent and objective recommendations. The City Manager and City staff are expected to provide their best professional recommendations on issues, alternatives to recommendations as appropriate, and pros and cons for the recommendations and alternatives. All such recommendations shall first consider the law; then existing or proposed City Ordinances, Resolutions and/or Administrative Policies; then the best practices of the field of study pertaining to the issues, the available resources, and best interests of the City. Sometimes, City staff may make recommendations that will be unpopular with the public, other governmental agencies, or the Mayor and City Council.
However, the City Manager and City staff respect the role of the Mayor and City Council as the policy-makers and final decision-makers for the City and understand the Mayor and City Council must consider a variety of opinions and community values in their decision-making process. It is the express intent of the City Council that their directions and actions are carried out by City staff to the best of their ability without prejudice. The purpose here is to restrict the final authority of the City’s governance to the Mayor and City Council as the elected representatives of the City. Conversely, the City Manager is the final authority of the City staff to the elected officials on all matters placed before the full Council.
I. The City Manager and City staff are supporters and advocates of adopted City Council policy and priorities. Whether or not it was the recommendation of the City Manager or City staff, City staff will always and consistently strongly support the adopted actions of the City Council. In doing so, it is understood this may concern the members of the City Council who voted in the minority on controversial issues. This guideline is intended to 180
honor the role of the full City Council in deciding these issues, and it is the duty of the City Manager and City staff to carry out the direction of the City Council.
Finally, the Mayor and City Council, the City Manager, and City staff, within their respective roles, shall refrain from publicly criticizing any individual employee or elected official. Criticism is differentiated from questioning facts or the opinion of an elected official, the City Manager and City staff. The purpose here is to ensure a fundamental voice of each party in the free practice of City governance by focusing on the issues confronting the City and not upon the opinions or beliefs of any individual. The Mayor and City Council should comment to the City Manager on the performance of the City Manager and/or City staff.
These guidelines shall be followed by all City staff in consideration of the laws of this nation, state, and city, with particular emphasis on compliance with the Brown Act, California ethics in government law, and the City of Greenfield Code of Ordinances. They are intended to serve as the basis for cooperation in the communications used in common day-to-day operations of the City.
XIII. MISCELLANEOUS
Miscellaneous Expenditures of City Resources. No Councilmember shall have the entitlement for obligating, indenturing or otherwise entering into an agreement and/or contract, verbal or written that requires the use of city funds and or equipment, staff time or use of any city resources without one hundred percent (100%) approval of the entire Council. No Councilmember shall have the sole authority to disperse or use City funds or resources without the knowledge and one hundred percent (100%) approval of the Council.
XIV. APPLICABILITY
The City Council further finds and declares that the aforementioned Rules of Order and Protocols will be used and followed by all members of the City Council, and its Commissions and Boards, unless previous adopted rules of conduct exist and apply to that Board. In the case of a Commission or Board, the term “Chairperson” shall be substituted for Mayor and the name of the Commission or Board shall be substituted for City Council or Council.
The intent of the policy for the aforementioned Rules of Order and Protocols will be observed unless one hundred percent (100%) of the Council waives the requirement.
It shall be the responsibility of the City Manager to review the aforementioned Rules of Order and Protocols on an annual basis to ensure compliance with the Brown Act. Any necessary updates for non-compliance issues shall brought to the immediate attention of the full Council.
05.08.2012 Adopted
09.08.2015 Amended
07.26.2016 Amended
05.28.2024 Amended
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1 City Council Memorandum 599 El Camino Real Greenfield CA 93937 831-674-5591 www.ci.greenfield.ca.us
MEMORANDUM: 05/22/2024
AGENDA DATE: 05/28/2024
TO: Mayor and City Council
FROM: Guillermo Mixer, Chief of Police
TITLE: A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GREENFIELD ACCEPTING AND
APPROPRIATING STATE FUNDS IN THE AMOUNT
OF $1,000,000 FOR THE GREENFIELD EMERGENCY
COMMUNICATION RADIO TOWER
BACKGROUND
In March 2023, the Greenfield Police Department submitted a proposal to Senator Anna Caballero’s Office for funding to design and construct a radio tower to increase the reliability of emergency communications for public safety services in Greenfield and the surrounding area. In October 2023, the City of Greenfield was notified that it was awarded the funding, and in January 2024 the City received the funding.
Staff is working with the Monterey County Radio Communications Infrastructure Division and third party vendors, such as L3Harris and Aviat Communications, for the design, development, and construction of the emergency communications radio tower. The location will be at the Greenfield water tower where there are currently several cellular network transmission antennas and equipment.
The new tower will cover approximately 2 square miles around Greenfield and will provide much needed indoor coverage. Currently, the frequency used by the county does not provide quality indoor coverage, so this is an upgraded benefit for our emergency responders.
BUDGET AND FINANCIAL IMPACT
There is no financial impact, as the expenditure the City makes will come from the state funding. The account used is designated Radio Tower 390-390-89750.
PROPOSED MOTION
I MOVE TO APPROVE RESOLUTION #2024-64, A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF GREENFIELD ACCEPTING AND APPROPRIATING STATE FUNDS IN THE AMOUNT OF $1,000,000 FOR THE GREENFIELD EMERGENCY COMMUNICATION RADIO TOWER.
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RESOLUTION NO. 2024-64
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GREENFIELD
ACCEPTING AND APPROPRIATING STATE FUNDS IN THE AMOUNT OF $1,000,000 FOR THE GREENFIELD EMERGENCY COMMUNICATION
RADIO TOWER
WHEREAS, the Honorable Senator Anna Caballero awarded the Greenfield Police Department state funds for an emergency communications radio tower; and WHEREAS, the funds awarded to the Greenfield Police Department total $1,000,000 to be used for designing and constructing the emergency communication radio tower.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Greenfield approves the acceptance and appropriation of the state funds:
1. $1,000,000 and deposited into Radio Tower 390-390-89750.
PASSED AND ADOPTED by the City Council of the City of Greenfield, at a regular meeting of the City Council held on the 28th day of May 2024, by the following vote:
AYES, and all in favor, therefore, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
_______________________________
Robert White, Mayor
Attest:
___________________________
Ann F. Rathbun, City Clerk
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City of
Greenfield
Police Department
Guillermo Mixer 599 El Camino Real
Interim Chief of Police Greenfield, CA 93927
(831) 674-5111
Fax: (831) 674-3747
www.ci.greenfield.ca.us
March 31, 2023
The Honorable Anna Caballero
Member of the Senate
State Capitol, Room 5052
Sacramento, CA 95814
Re: Greenfield Emergency Communications Radio Tower
Dear Senator Caballero:
The City of Greenfield in South Monterey County, an underserved and disadvantaged community, suffers from the lack of reliable emergency radio communication. The location of the City, in the beautiful Salinas Valley, leaves it at the edge of the radio coverage area. The Bryant Canyon Tower transmits in a “V” shaped direction with Greenfield on the southern edge and the City of Gonzales on the northern edge. The City of Gonzales also suffers unreliable communications, and this proposal will alleviate the problems in both cities.
The lack of reliable emergency communication affects all law enforcement and fire agencies that respond and provide mutual aid in Greenfield and Gonzales. The agencies are:
A) Greenfield Police Department and Greenfield Fire Department B) Gonzales Police Department and Fire Department
C) Monterey County Sheriff's Office
D) Soledad Police Department and Soledad Fire Department E) King City Police Department and King City Fire Department F) South Monterey County Fire District
In addition, due to the weak signal strength, there is no building penetration. In 2022 Greenfield PD installed an antenna and signal amplifier inside the police station because officers could not communicate with dispatch, and this only solved the problem in one building. This is a serious hazard because Greenfield has 6 schools within the 2 school districts – the South Monterey County Unified School District and the Greenfield Unified School District. The schools are:
• Greenfield High School
• Mary Chapa Academy
• Cesar Chavez Elementary School
• Oak Avenue Elementary School
• Arroyo Seco Academy
• Vista Verde Middle School
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The lack of radio coverage at our schools and inside the buildings places our youth, our officers, and responding agencies in danger. We have experienced this problem firsthand, as officers from Greenfield and the neighboring agencies have responded to emergencies at the schools and have experienced the failure of radio communication.
Solution and Stakeholders:
Working with Monterey County Emergency Communications Department, who coordinate all communication services between law enforcement, fire, and emergency medical services in Monterey County; the Information Technology Department from Monterey County; and L3 Harris Technologies, we have created a solution and plan to improve the critical infrastructure for public safety with the installation of a relay antenna on the Greenfield water tower.
A) This project will solve the radio transmission/reception problem in Greenfield and the surrounding area
B) It will provide guaranteed building penetration
C) Allow the Bryant Canyon tower to be repositioned to provide the City of Gonzales with reliable coverage
D) Improve overall emergency communications in the Salinas Valley E) Add a layer of redundancy and safety to the communications platform in Monterey County Budget Proposal Information
Entity: City of Greenfield – Police Department
Project Name: Greenfield Emergency Communications Radio Tower Contact: Sergeant Theodore Avery, (831) 905-4521, [email protected] Total Amount: $1,500,000.00
Project Timeline: 3-4 months from time of approval
Project Equipment: 700 MHz P25 Omnidirectional 3 channel transmitter, shelter, related equipment, installation, and services
Current Coverage Area, and Location of Bryant Canyon Tower 185
Proposed Coverage Area Based on 2.0 Mile Radius
Benefits of the Tower Location:
The use of the Greenfield Water Tower provides a city-owned and centrally located site with adequate space for the needed equipment. The water tower is already used for cellular phone antennas, and the addition of the relay will not interfere with existing equipment. An added benefit is the availability of emergency power at the location, in the event there is a city-wide power loss, backup power is already at the site, adding to the reliability of the relay antenna and the overall county-wide platform.
Partnership and Sustainability between Greenfield and Monterey County:
The radio solution proposed consists of the City of Greenfield securing the funding for the purchase of the equipment. The installation would be conducted by and in accordance with the specifications from the Monterey County Emergency Communications Department and the Monterey County Information Technology Department. As an additional relay tower for the county-wide communication system, Monterey County would assume the responsibility for maintaining, repairing, and upgrading the tower. This agreement ensures long-term sustainability for continued services, and no additional financial requirements by the City. 186
Project Diagrams:
1186 Oak Avenue, Greenfield, CA
Top View of Tower and Equipment
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Side View of Tower and Equipment
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Supporting Agencies:
Due to the importance of this project, we have received letters of support from the following agencies:
• Monterey County Emergency Communications
• Monterey County Information Technology Department
• Gonzales Police Department
• King City Police Department
• Monterey County Sheriff’s Office
Also attached is a report prepared by L3 Harris Technologies that show the current coverage and the predicated coverage on map overlays. Pages 6 and 8 show the excellent indoor coverage with the new tower site.
Conclusion:
We sincerely appreciate the investment in the community of Greenfield’s public safety infrastructure. As we have shown, this is an essential and critical service that our Greenfield community needs, and one that affects a multitude of public safety agencies. It is also a project that will ensure the Monterey County Emergency Communications platform remains robust with built in redundancy.
Sincerely,
Guillermo Mixer
Interim Chief of Police
Greenfield Police Department
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