GRIDLEY CITY COUNCIL AGENDA: Special Meeting of 10-19-26 Page 1 of 2 “Our purpose isto continuously enhance our community’s vitality and overall quality of life. We are committed to providing high quality, cost-effective municipal services and forming productive partnerships with our residents and regional organizations. We collectively develop, share, and are guided by a clear vision, values, and meaningful objectives.” The Public is encouraged to attend and participate in person. Comments from the public on agenda items will be accepted until 4 pm on October 19th, 2026, via email to [email protected] or via the payment/document drop box at Gridley City Hall and will be conveyed to the Council for consideration.
You may view using the following link, ID, and passcode:
https://us06web.zoom.us/j/89475925046?pwd=Sby3E6jaf5qRCIHzcASSab88j1Ig7A.1 Webinar ID: 894 7592 5046
Passcode:171924
CALL TO ORDER - Mayor Farr
ROLL CALL
COMMUNITY PARTICIPATION FORUM - Members of the public may address the City Council on matters not listed on the agenda. The City Council may not discuss nor take action on any community participation item brought forward by a member of the community. Comments are requested to be limited to three (3) minutes.
CONSENT AGENDA – None
INFORMATIONAL ITEMS
1. City Council and Commission Handbook
The City Council will review the proposed City Council and Commission Handbook, developed with assistance from Regional Government Services Recommended Action(s):
a. No formal action is required at this time. Adoption is anticipated at the October 19, 2026, regular City Council meeting.
CLOSED SESSION – None
ADJOURNMENT – adjourning to a regular meeting on October 19th, 2026.
NOTE 1: POSTING OF AGENDA- This agenda was posted on the public bulletin board at City Hall at or before 5:00 p.m., October 16th, 2026. This agenda along with all attachments is available for Gridley City Council – Special Meeting Agenda
Monday, October 19th, 2026; 5:00 pm
Gridley City Hall, 685 Kentucky Street, Gridley, CA 95948 GRIDLEY CITY COUNCIL AGENDA: Special Meeting of 10-19-26 Page 2 of 2 public viewing online at www.gridley.ca.us and at the Administration Counter in City Hall, 685 Kentucky Street, Gridley, CA.
NOTE 2: REGARDING UNSCHEDULED MATTERS – In accordance with state law, it shall be the policy of this Council that no action shall be taken on any item presented during the public forum or on unscheduled matters unless the Council, by majority vote, determines that an emergency situation exists, or, unless the Council by a two-thirds vote finds that the need to take action arose subsequent to the posting of this agenda.
City Council Agenda Item #1
Staff Report
Date: October 19, 2026
To: Mayor and City Council
From: Elisa Arteaga, City Administrator
Subject: City Council and Planning Commission Handbook Presentation Recommendation
Receive a presentation from Regional Government Services (RGS) introducing the City Council and Planning Commission Handbook and consider approval of the handbook.
Background
The City worked with Regional Government Services (RGS) to develop a City Council and Planning Commission Handbook to provide guidance on the roles, responsibilities, procedures, and expectations of elected and appointed officials.
RGS will provide a brief presentation introducing the handbook and highlighting its purpose and contents.
Financial Impact
No fiscal impact associated with this presentation.
Compliance with City Council Strategic Plan or Budget Goals The handbook supports effective governance, transparency, and consistent procedures for City Council and Planning Commission operations.
Attachments
City Council and Planning Commission Handbook
Regular
X Special
Closed
Emergency
CITY COUNCIL
AND
COMMISSION HANDBOOK
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TABLE OF CONTENTS
CHAPTER 1 – INTRODUCTION
About the City ………………………………………………………………………………………………….……………4 Form of Government ……………………………………………………………………………………….……………4 Organizational Chart ……………………………………………………………………………………….……………4 Mission, Vision, Values ………………………………………………………………………………….……….……..5 City Departments …………………………………………………………………………………………………….…5-7 CHAPTER 2 – ROLES & RESPONSIBILITIES
City Council ………………………………………………………………………………………………..……………..….8 Appointment of Mayor and Vice Mayor …………………………………………………………….………….8 Role of Mayor, Vice Mayor, City Council and Commission Chair and Vice Chair …………….8 Appointment of City Administration ……………………………………………………………………………..9 City Council Goals ……………………………………………………………………….…………………………………9 City Council Agency Appointments ………………………………………………………………………………..9 City Council/Commission Communications/Correspondence ……………..……….……….….9-11 Proclamations and Special Recognitions ……………………………………………………………………..12
CHAPTER 3 – COMMISSIONS
Purpose of Commissions ……………………………………….……………………………………………….……13 Procedures for Making Appointments to Commissions ..……………………………………………..13 Terms of Office .................................................................................................................13 Planning Commission …………………………………………………………..……….………………………..13-14
CHAPTER 4 – INTERACTIONS/RELATIONSHIPS
Overview and City Council Member Relationships ……………………………….……………………..15 City Council – City Administrator Relationship …………………………….………….……………..15-16 City Council – Appointed Department Head Relationships ………………….………………………16 City Council – City Staff Relationships …………………………………………………………………….16-17 City Council – Commission Relationships …………………………………………………..…………..17-18 CHAPTER 5 – CITY COUNCIL/COMMISSION MEETINGS
Open Meetings Law (Brown Act) ………………………….……………………………………………………..19 Types of Meetings ……………………………….……………………………..………………………………….19-22 Agenda Preparation and Posting …………………………………………………………………………….22-23 Preparation for Meetings ………………………………………………………………………….…………………23 Attendance …………………………………………………………………………………….………………………23-24 Decorum and Meetings ……………………………………….…………………………………..………………….24 City of Gridley 3
Robert’s Rules of Order ………………………………………………………………………………………………25 Procedural Rules for Debates and Motions …………………………………………………..………..25-26 Public Participation …………………………………………………………………………………………..……26-27 Actions – Ordinances, Resolutions, Minute Orders and Municipal Code …………..………..27 Voting …………………………………………………………………………………………………………………….27-28 Public Hearings ……………………………………………………………………………….………………………28-29 Minutes ……………………………………………………………………………………………………………………….29 Public Records ……………………………………………………………………………………………………………..29 CHAPTER 6 – REQUIREMENTS OF OFFICE
Political Reform Act ……………………………………………………………………………………………………..30 Conflict of Interest, Form 700 Statement of Economic Interests ………..…………………..30-31 Campaign Reporting …………………………………………………………………………………………………….31 AB 1234 Ethics Training ……………………………………………………………………………………………….31 Harassment Training ……………………………………………………………………………………………………32 CHAPTER 7 – FINANCIAL INFORMATION
Budget …………………………………………………………………………….……………………………………..33-35 Compensation and Benefits ……………………………………………………………………….….……….35-36
APPENDICES
Appendix A – Link to Brown Act …………………………………………………………………………………..37 Appendix B – Link to Open and Public (Cal Cities publication) ……………………………………..37 Appendix C – Link to Municipal Code …………………………………………………………………………..37 Appendix D – Link to Political Reform Act ………………...…………………………………………………37 City of Gridley 4
CHAPTER 1 – INTRODUCTION
ABOUT THE CITY
The City of Gridley was incorporated in November, 1906; and it is a Distinguished California Community. It is located 60 miles north of Sacramento in Butte County. The elevation in the County spans from 90 to 7,800 feet above sea level, making the country geographically diverse.
As of January 1, 2025 (CA DOF), the City population was 7,302; and the City is composed of 2.08 square miles. The County encompasses 1,636 square miles of land with a population of over 200,000 residents. The region is accessible by HWY 99 and HWY 70 through areas of the County just 20 minutes from I-5.
FORM OF GOVERNMENT
The City of Gridley is a municipal corporation organized under the constitution and laws of the State of California. The City operates under a Council-Administrator form of government. The voters elect City Council members, and it the City Council’s responsibility to establish policies.
The City Council has the authority to employ a City Administrator to apply and administer those policies by hiring personnel and overseeing all City operations. Policy is the process of determining what is to be done, while administration is the process of determining how to do it.
The City Administrator is the liaison between the City Council and City Staff.
ORGANIZATIONAL CHART
Citizens of Gridley
City Council
City Administrator
Finance
Director
Utility
Director
Human
Resources
Manager
Recreation
Coordinator
Police
Chief
Principal
Planner
City
Attorney
Asst.
Finance
Director
City
Clerk
Police
Lieutenant
Commissions
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MISSION, VISION, VALUES
Mission Statement
The City of Gridley continues to chart its own destiny by providing high quality water, wastewater, and electrical services to residents and businesses. We have also assured that Gridley can meet the needs of a growing community. Gridley offers a quality lifestyle, a community with oldfashioned friendliness and values, educational, cultural and recreational opportunities. All of these make Gridley an exceptional place to raise a family. The City has proactively invested in planning for the future growth of the City through our 2030 General Plan Update. This document demonstrates the city’s commitment to agricultural preservation, community character, superior public service, recreation and walkability.
Vision Statement
Our region is a place of natural beauty with countless opportunities for recreation in both rural and urban environments. Our region is committed to protecting and enhancing agriculture as the backbone of the local economy, and to the open spaces that make Butte County a beautiful place to live, work and play.
Values
The City of Gridley is committed to fostering trust within our community through effective communication, mutual respect, and transparency. Our actions are guided by a dedication to professionalism and service, reinforcing the confidence of both the public and our organization.
We uphold high standards of integrity and excellence in all the work we do on behalf of the community.
CITY DEPARTMENTS
Administration
The City Administrator provides overall leadership and direction for all City staff and is actively involved in the operations of every department and function across the city. The Administrator also has primary responsibility for Economic Development, Human Resources, and City Clerk functions.
Building
The City of Gridley contracts with the Butte County Department of Development Services Building Division to provide Building Inspection services in Gridley City limits.
Electric
The Gridley Electric Utility oversees the delivery of wholesale power, maintains and operates the local electric distribution system, is involved in engineering and advance planning for improvements, replacement and expansion of the distribution system, maintenance and operation of the city's street lighting system, and purchase of power.
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Engineering
City Engineering protects public health and safety by improving and upgrading city water, sewer, storm drain, and parks infrastructure. The division plans new developments, ensures compliance with codes and regulations, manages capital improvements, oversees land development, and applies for grants. City Engineering also supports the capital improvement program through project design, contract bidding assistance, construction management, and cost estimation. In addition, the division assists with grant research and applications, public outreach, long-term planning, utility coordination, regional planning, and Caltrans coordination.
Finance
The Finance Department provides financial management of all City funds, utility billing, meter reading, customer service, transit fund, and central support services to other City Departments.
Services provided include accounts payable, accounts receivable, budget development, business licensing, grant management, debt issuance and administration, financial reporting, treasury management, payroll, purchasing, information services.
Fire (Cal Fire Career Staff and Butte County Volunteer Fire Company 74) The Fire Department provides fire, rescue, emergency medical, public service and hazardous materials emergency response service for the City. The Fire Department also provides fire prevention, pre-fire planning, emergency preparedness, fire investigation, and CPR/AED instruction for City employees.
Planning
The Planning Department is responsible for ensuring that the City's growth and expansion reflects the policies, goals, and implementation of the General Plan, helping to provide direction for a sustainable, well-designed physical environment for the community. Planning provides advanced and current planning; interpretation of the Gridley Municipal Codes and Title 17, Zoning; code enforcement; ensures compliance with legal requirements in planning and land use processes; and conducts research on land use matters.
Police
The Police Department comprises the entire law enforcement activity operated by the City.
Activities include enforcement, administration, investigation, dispatch, records, patrol, animal control, school resource officer, and reserve police officers.
Public Works
The Public Works Department protects the health and safety by overseeing the operation and maintenance of the City's infrastructure. It plans and develops core infrastructure to meet the needs of the City. This includes a safe and reliable road system, water supply, storm drainage systems, proper disposal of wastewater, and operations and maintenance of the flood control maintenance districts. Working with the City Engineer, the Public Works Department constructs City of Gridley 7
and operates a transportation system that provides safe and efficient movement of people and goods, enhances environmental quality, and is compatible with local and regional mobility goals and development.
Recreation
The Recreation Departments operates two highly active youth sports leagues for soccer and basketball. In addition, the department hosts the annual summer program for children ages 3 to 12, which offers sports, painting, baking, crafting, and hands-on science projects. The department also supports a robust senior program with breakfast, bingo, and guest speakers on wellness topics. Community-wide events coordinated by the department include the Community Picnic, Kids Free Fishing Day, and holiday season cheer with delivery of letters to Santa Claus, and breakfast with Santa.
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CHAPTER 2 – ROLES & RESPONSIBILITIES
CITY COUNCIL
The City of Gridley is governed by a five-member City Council elected to four-year terms on a staggered basis. Council Members are elected in the General Municipal Election in November of even-numbered years.
APPOINTMENT OF MAYOR AND VICE MAYOR
After each general election, the City Council selects a Mayor and Vice Mayor from among its members.
ROLE OF MAYOR, VICE MAYOR, CITY COUNCIL AND COMMISSION
CHAIR AND VICE CHAIR
Mayor
The Mayor is the presiding officer of the City Council. City Council meetings are called to order by the Mayor; and the Mayor announces the order of business as detailed on the agenda, states motions, calls for a vote and announces the results, facilitates and monitors discussions, maintains order, and enforces the Council's rules order. The Mayor also, with Council approval, signs all ordinances, resolutions, and other records of proceedings approved by the Council. The Mayor has no veto power.
Vice Mayor
When the Mayor is absent at any meeting, the Vice Mayor shall serve as Mayor. The Vice Mayor serves in the capacity of the Mayor during any absence or incapacitation of the Mayor.
City Council
The elected City Council members provide leadership in setting city-wide goals that address short and long range needs, and in formulating policies that define a course of action that shape City operations. The City Council is the focal point for identifying and interpreting the wishes of the citizens and translating these into specific programs. The City Council is also responsible for ensuring quality services within available resources are provided.
Planning Commission Chair and Vice Chair
The Commission Chair is the presiding officer of the Planning Commission. Planning Commission meetings are called to order by the Chair; and the Chair announces the order of business as detailed on the agenda, states motions, calls for a vote and announces the results, facilitates and monitors discussions, maintains order, and enforces rules of order. When the Chair is absent at any meeting, the Vice Chair shall serve as Chair.
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APPOINTMENT OF CITY ADMINISTRATION
The City Council is responsible for the appointment and removal of the City Administrator, City Attorney, Police Chief, Public Works Director, Electric Director, Utility Director, Recreation Director and Finance Director.
CITY COUNCIL GOALS
City Council Members set the tone and direction for municipal operations. Strategic planning and goal setting are the tools enabling a Council to define their vision and determine methods for accomplishing their goals. Goal setting requires time, energy, and a well-defined process. Every year the Council meets with the City Administrator and department heads in a goal setting/priority projects session to review progress on goals previously set, and define new goals and objectives for the City. There are some definite advantages for engaging in the process including:
1. Goal setting gives the City Council a basic framework for action including setting priorities.
2. Goal setting helps the City Council spend its time more wisely.
3. Goal setting gives everyone a chance to share their individual goals and priorities and then work out the differences.
4. Goal setting gives the City Administrator clear guidelines to get the job done and avoids conflicting direction.
5 Goal setting gives the City Council and Staff some important budget guidelines by prioritization of goals.
6. Goal setting gives the City Council an evaluation tool of the City Administrator.
CITY COUNCIL AGENCY APPOINTMENTS
Annually the City Council reviews appointments of its members to various agencies. Those appointments include:
Butte Subbasin Advisory Board Sutter Butte Flood Control Agency Butte County Association of Governments Butte County Air Quality LAFCo Commission Northern California Power Association Butte County Solid Waste Joint Powers Authority Local Agency Task Force 20 (solid waste) Mosquito Abatement Loan Committee
Gridley Chamber of Commerce Red Suspenders Committee
Winter Festival Committee Council Human Resources
Disaster Council Butte County Continuum of Care
Butte County Emergency Medical Advisory Group Behavioral Health Advisory Board Utility and Public Works Committee Development Collaboration Committee CITY COUNCIL/COMMISSION: COMMUNICATIONS/CORRESPONDENCE
Elected officials not only represent their constituents and make decisions on their constituents’ behalf, but they also have the opportunity to communicate with the public to assess community opinions and needs. The City Council/Commissioners can take a leadership role in promoting two-way communication with the public. Citizens’ views can be sought in a variety of ways:
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public meetings; advisory committees; citizen surveys; and volunteer assistance in City government. Similarly, the Council can express its view by speaking to local civic groups to provide accurate and up-to-date information. Communication with Staff is also critical to provide policy direction and to gain an understanding of the implications of various policy alternatives.
Members of the City Council may receive requests or complaints. In most cases, the City Staff can resolve these problems. The Council Member’s role is to gather pertinent information and transmit it to the City Administrator for review and appropriate action. The key to responding to constituent requests is for the Council Member to clearly communicate what actions will be taken—such as committing to a timely response or personally reviewing the matter—while avoiding promises to resolve or “fix” the issue.
Because the City Council performs as a body (acting based on the will of the majority as opposed to individuals), it is important that general guidelines be understood when speaking for the City Council, and the public should be advised when members are expressing personal views and not those of the Council.
City letterhead should be utilized for limited purposes related to City business such as thanking citizens or groups for community activities, letters of recommendation for students and others seeking employment or appointment, extending invitations to City-sponsored meetings, extending congratulations or support to citizens or groups for accomplishments, or answering correspondence sent by constituents.
Members of the City Council may occasionally be called upon to write letters to residents, businesses or other public agencies. These communications fall into two categories, either the communication is from the City Council, or the Council Member will be writing simply as an individual member of the City Council. When correspondence is on behalf of the City Council, typically the Mayor will be charged with transmitting the City Council’s position on policy matters to outside agencies on behalf of the City Council. City letterhead is available for this purpose, and Staff will assist in the preparation of such correspondence.
Individual City Council Members may prepare letters to constituents in response to inquiries or to provide requested information. On occasion, City Council Members may wish to transmit correspondence on an issue upon which the City Council has yet to take a position or about an issue for which the City Council has no position. In these circumstances, City Council Members should clearly indicate that they are not speaking for the City Council as a whole but in their individual capacity. Records are to be maintained of all correspondence and transmitted to the City Clerk. In addition, City letterhead and Staff support cannot be utilized for personal or political purposes.
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Email Communications
Council Members and Commissioners must remain cognizant that email communications regarding City business becomes public records. Caution must also be utilized when using email to avoid a collective concurrence among a quorum of members of a legislative body to avoid potential Brown Act violations.
Media
Legislative body members may be approached by members of the media about a topic that will be heard or has been heard by the legislative body. Members should never go “off the record” with the media. As an individual member, you may state that you are currently serving in your position, but you must advise the media that you are not speaking in that capacity or on behalf of your legislative body unless authorized to do so by formal action. In order to ensure the media is receiving accurate information, all media inquiries shall be directed to the City Administrator and/or designated Public Information Officer.
Social Media
Items within the City’s purview may be visibly discussed on social media, and become public record. Council Members and Commissioners should refrain from engaging in social media communications about any current, past, or potentially future agenda item to ensure transparency in the public process and to avoid conflicts of interest arising.
Ex Parte Communications/Quasi-Judicial Proceedings
An ex parte communication is a communication made outside the meeting between a legislative body member and any person in the public concerning a quasi-judicial proceeding to be heard by the legislative body. A quasi-judicial proceeding refers to any proceeding in which the City Council or Planning Commission is obliged to objectively determine facts and draw conclusions from them so as to provide the basis of an official action, typically in the form a public hearing or appeal hearing. This type of communication about a project occurs when you receive information – by meetings on the street, phone calls, and even e-mails – outside of the quasi-judicial process.
Reliance on information received in this way can be unfair because the opposing parties are not there to rebut the information.
If you are about to receive this kind of information, you should explain that you are not permitted to discuss the issue outside of the hearing. Anyone involved in making the decision must hear all the evidence. Ask the person to submit their comments in writing for the consideration of the full body. The comments will then be included as part of the record (and have greater legal effect). If the discussion occurs or an email is received that did not get distributed to the full body, then disclose the contact and substance of the communication at the hearing by stating for the public record: (a) the nature of that communication, (b) with whom the ex parte communication was made, and (c) a brief statement as to the substance of the communication.
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PROCLAMATIONS AND SPECIAL RECOGNITIONS
Ceremonial proclamations, a public declaration of the Council’s endorsement, and certificates of recognition are often requested of the City to honor, celebrate or create awareness of an event, entity or organization or individual. Proclamations are not statements of policy but a manner in which the city can make special recognition of an event (e.g., Recycling Week) or individual. As part of their ceremonial responsibilities, the Mayor and or City Council is charged with issuing the proclamations and certificates of recognition. Individual City Council Members do not issue proclamations and certificates of recognition, nor does any City Commission.
Generally, all proclamations and certificates of recognition that are added to a City Council meeting agenda will be presented in a summary form. On some occasions, a person will attend the City Council meeting to officially accept the proclamation or certificate of recognition; this is determined ahead of the City Council meeting. Proclamations and certificates of recognition can also be requested and not presented at a City Council meeting, but delivered directly to the requester.
Proclamations and certificate of recognition will not be issued for:
• For-profit businesses, as an advertisement or commercial promotion. • Matters not within the subject matter jurisdiction of the City. • Events or organizations with no direct relationship to the City. • Campaigns or events contrary to city policies.
Proclamations and certificate of recognition guidelines:
• All requests will be reviewed on a case-by-case basis. • One proclamation or certificate of recognition annually per topic and/or organization. • More than one cause can be proclaimed or recognized simultaneously. • An organization does not have exclusive rights to the day, week or month of its proclamation or certificate of recognition.
• Helpful for entity to provide information including the title or nature of the event; a description of the purpose, goals, motto or theme of the event; the specific date if any, a brief history of the organization or short biographical outline of the person, any other pertinent information, and contact information for the requestor.
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CHAPTER 3 – COMMISSIONS
PURPOSE OF COMMISSIONS
City Commissions assist the City Council in carrying out its duties. Commissions typically advise the City Council and City Administrator on matters within their area of responsibility and interest, as described by ordinance of the City Council. However, the Planning Commission functions in accordance with State law.
PROCEDURES FOR MAKING APPOINTMENTS TO COMMISSIONS
Appointments are made to City Commissions in accordance with the Maddy Act, California Government Code Section 54970-54974. The members are selected by the City Council. When there is a vacancy, interested applicants submit an application, which is reviewed by Staff and then forwarded to the City Council. Applicants are invited to attend a public meeting to briefly share their experience and their interest in serving. At a subsequent meeting, the Council selects commissioners through a simple nomination process. Any appointees must comply with appropriate provisions of law regarding disclosure of financial interests.
TERMS OF OFFICE
The term of office shall be four years. Any vacancy shall be filled by appointment by the City Council and to coincide with the terms of office specified by this section.
PLANNING COMMISSION
Pursuant to Gridley Municipal Code Chapter 2.12, the Planning Commission is composed of five members, appointed by the City Council. Three voting members constitute a quorum. The Commission is governed by pertinent sections of the Government Code, commencing with Section 65150, but not limited thereto. At least four members shall be registered voters of the City. One member may be chosen from the registered voters who reside within a distance of onehalf mile from the City limits as measured from the nearest point of the City limits to the nearest edge of the property of said resident being considered.
The Commission undertakes long-range planning for development that includes, but is not limited to, preparation and maintenance of the general, specific and area plans, as well as reviewing Environmental Impact Reports and improvement programs. Short-range planning efforts include zoning matters dealing with land use changes, rezones, subdivision and parceling of land, and special use permits and variances.
The Commission shall hold at least one regular meeting each month and such other meetings as may be necessary. The Commission shall keep a public record of its resolutions, transactions, findings, and determinations.
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Every two years, the Commission shall choose a Chair and Vice Chair from its members. The City Council shall appoint the Secretary and Staff advisor to the commission. The members of the Planning Commission shall be paid twenty-five and 00/100 dollars ($25.00) per meeting for each meeting they attend, to a maximum not to exceed fifty dollars ($50.00) per month. Expenses may be reimbursed in accordance with Gridley Municipal Code Section 2.12.055.
A Planning Commissioner may be removed from office for a crime involving moral turpitude, for violation of their oath of office, or unexcused absence from three successive regular meetings (GMC 2.12.060, 2.12.065). Whenever a vacancy occurs, the City Council shall fill the appointment in accordance with GMC 2.12.070.
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CHAPTER 4 – INTERACTIONS/RELATIONSHIPS
OVERVIEW AND CITY COUNCIL MEMBER RELATIONSHIPS
City Council policy is implemented through the City Administrator and their professional Staff.
Therefore, it is critical that the relationship among City Council Members and between City Council, City Council appointed department heads (City Administrator, City Attorney, Police Chief Public Works Director, Electric Director, Utility Director, Recreation Director and Finance Director), Staff and Commissions is well understood by all parties so policies and programs may be implemented successfully.
Relationships with Other City Council Members
Some guidelines for relationships among City Council Members are:
1. Always respect other individuals’ viewpoints even though they may be opposite of your own.
2. Allow the other individual to articulate their own views and then attempt to make an objective evaluation of those views.
3. Evaluation of other members’ viewpoints should be based on what is best for the total community and for all concerned.
4. Be open and honest at all times.
CITY COUNCIL – CITY ADMINISTRATOR RELATIONSHIP
The employment relationship between the City Council and City Administrator honors the fact that the City Administrator is the chief executive officer of the City. This means the Council directs the City Administrator to implement policy, then the City Administrator delegates tasks to Staff to assist in implementing such policy. The City Council shall deal with the administrative services of the City only through the City Administrator, and neither the City Council nor any member thereof shall give orders to subordinates of the City Administrator. The City Administrator is responsible for the overall administration of the City, forecasting the program and service needs of the City and its related financial, personnel, and capital improvement requirements, development and implementation of the City’s annual budget, and providing overall planning for future City operations. This position has the powers for general supervision, personnel and organization including appointment of department heads except the City Attorney, Finance Director, Chief of Police, and City Engineer. However, department heads shall not be appointed until the City Council has approved such appointment, excepting that a tentative appointment may be made subject to the approval of such appointment by the City Council at its next regular meeting following the making of such tentative appointment; and excepting further that no appointment may be made to any of the offices excluded above; appointment of those offices being within the exclusive control of the City Council.
Regular communication between the City Council and City Administrator is important in maintaining open communications. All dealings with the City Administrator, whether in public or City of Gridley 16
private, should respect the authority of the City Administrator in administrative matters.
Disagreements should be expressed in policy terms, rather than in terms which question satisfaction with or support of the City Administrator. The full City Council retains power to adopt policies, resolutions and ordinances as well as accept, reject, amend, City Administrator/Staff recommendations regarding City business. Should a Council Member become dissatisfied about a department, they should always talk it over with the City Administrator, not the department head. Concerns about the department head must be taken to the City Administrator only.
Individuals are encouraged to initiate resolution of problems as soon as possible and not let them worsen. The City Council should evaluate the City Administrator on a regular basis to ensure that both the City Council and City Administrator agree about performance and goals based on mutual trust and common objectives.
As in any professional relationship, it is important that the City Administrator keep the City Council informed. The City Administrator respects and is sensitive to the political responsibility of the City Council and acknowledges that the final responsibility for establishing the policy direction of the City is held by the City Council. Communication must be undertaken in such a way that all Council Members are treated similarly and kept equally informed. It is also important that the City Council provide ongoing feedback, information and perceptions to the City Administrator including response to written communication requesting feedback.
CITY COUNCIL APPOINTED DEPARTMENT HEADS RELATIONSHIPS
City Attorney
The City Attorney, appointed by the City Council, is responsible for providing necessary legal services and guidance to the City Council and the City Administrator to ensure that City functions are performed on a sound legal basis. The City Council shall deal with the legal services of the City only through the City Attorney and the City Administrator.
City Council Appointed Department Heads: Police Chief, City Attorney, Finance Director, Fire Chief, City Engineer, Public Works Director, Electric Director, Utility Director, Recreation Director.
Council may request clarification on staff reports or ongoing projects; however, such requests should be directed to the City Administrator in the first instance. Department staff may assist with factual questions or clarifications as needed, but Council should refrain from engaging staff in a manner that could be perceived as directing staff or influencing the content of agenda materials without the City Administrator’s involvement.
CITY COUNCIL - CITY STAFF RELATIONSHIPS
The primary functions of Staff are to execute City Council policy and actions taken by the City Council, and to keep the City Council informed under the direction of the City Administrator. Staff is obligated to take guidance and direction only from the City Administrator to insure direction is from the City Council as a whole. Staff is directed to reject any attempts by individual members of the Council to unduly direct or otherwise pressure them into making, changing, or otherwise City of Gridley 17
influencing recommendations. Consequently, City Council Members are not to get involved in administrative functions; and Council Members should not directly delegate tasks to Staff and should avoid any Staff interactions that may be construed as trying to shape Staff recommendations. City Council Members shall refrain from coercing Staff in making recommendations to the City Council as a whole. All Staff are to be treated as professionals; and as with your Council colleagues, practice civility and decorum in all interactions with City Staff.
City employees comprise the majority of City government. They perform the day-to-day functions necessary to provide municipal services, and department heads administer specific functions of City government. City Council should refrain from criticizing an individual Employee, including Council-Appointed Officers. Criticism is differentiated from questioning facts or the opinion of Staff. All critical comments about Staff performance should only be made to the City Administrator through private correspondence or conversation.
Having been elected by the citizens of Gridley, Staff is to respect the role of City Council Members as policy makers for the City and to treat all City Council members equally. Staff is expected to provide its best professional recommendations on issues. Staff should not try to determine City Council support for particular positions or recommendations in order to craft recommendations.
The City Council must be able to depend upon the Staff to make independent recommendations.
Staff should provide information about alternatives to Staff recommendations as appropriate, as well as pros and cons for Staff recommendations and alternatives. Staff is expected to demonstrate professionalism and non-partisanship in all interactions with the community and in public meetings.
CITY COUNCIL – COMMISSION RELATIONSHIPS
City Commissions assist the City Council in carrying out its duties. They are a valuable resource to the City Council and should be treated with appreciation and respect. These bodies are charged with the following responsibilities:
1. Advise the City Council and City Administrator on matters within their area of responsibility and interest, as prescribed by the City Council and its ordinances.
2. Help focus attention on specific issues and problems within their scope of responsibilities and recommend actions and alternatives for Council consideration.
3. 4. Reconcile contradictory viewpoints and provide direction toward achievement of citywide goals and objectives.
City Council Members do not typically attend Commission meetings. If a Council Member attends a Commission meeting, they should:
1. Refrain from speaking for the full City Council on matters unless otherwise directed by action of the City Council.
2. Identify your comments as personal views or opinions.
3. Refrain from lobbying Commission Members.
4. Remember Commissions are advisory to the Council as a whole.
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5. Any concerns about an individual Commissioner should be pursued with tact.
6. Be respectful of diverse opinions.
7. Keep political support away from public forums.
City Staff supports the Commissions, but advisory bodies do not have supervisory authority over City employees. Commissioners should only deal with applicable department heads or their designee, except for the purpose of inquiry. The department head shall take their orders and instructions from the Commission as a body rather than any individual Commissioner. All direction from the Commission must be consistent with City Council policy. Staff members remain responsible to their immediate supervisor.
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CHAPTER 5 – CITY COUNCIL/COMMISSION MEETINGS
OPEN MEETINGS LAW (BROWN ACT)
The entire City organization conducts its business in compliance with the Ralph M. Brown Act, Government Code Section 54950-54963. Because this law is such an important part of local government operations, some specific requirements of the law are highlighted below for your information and future reference. A link to the Brown Act is provided in Appendix A, and a link to a publication Open and Public VI: A Guide to the Ralph M. Brown Act (Cal Cities, update in process) is provided in Appendix B. All meetings must be conducted within the geographical boundaries of the City, unless specifically exempted.
All meetings shall be open and public; provided the City Council only may hold a closed session as provided by law during any regular, special, adjourned regular or adjourned special meeting, from which the public shall be excluded. Note that any newly- elected City Council member, prior to be seated, is also subject to the Brown Act.
TYPES OF MEETINGS
Regular
The Gridley City Council holds its regular meetings on the first and third Mondays of each month at 6:00 p.m. in the City Council Chambers. If that date conflicts with a holiday, the meeting shall be held on the next day (Tuesday) or canceled.
The Planning Commission holds its regular meetings on the third Wednesday of every month at 6:00 p.m. in the City Council Chambers.
The Brown Act requires that public notice be given at least 72 hours in advance of a regular meeting, and the agenda will be posted on the City Hall bulletin board and on the City website.
Special
Special meetings may be called by the Mayor/Chair or by a majority of the legislative body with notice being delivered to the legislative body and public at least 24 hours prior to the special meeting. The City Clerk shall prepare a notice of the special meeting time, place, and the business to be transacted, and post any required agenda, in accordance with the Brown Act. Business at a special meeting is limited to only the items specified in the special meeting agenda notice.
Closed Session
Closed sessions are only held by the City Council and may be held to discuss certain limited matters specified by law. Some of the most common reasons allowed for closed sessions include:
• Personnel matters to consider the appointment, employment, performance, or discipline/dismissal of a public employee;
• Labor negotiations;
• Real estate negotiations;
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• Existing or anticipated litigation
• Liability Claims
Prior to the closed session, the purpose for the closed session must be disclosed both on the agenda and in open session, and any action taken in closed session must be reported following the closed session, along with the vote. A brief general description may not be sufficient for closedsession agenda items. The Brown Act provides safe harbor language, which is recommended, for the various types of permissible closed sessions.
By law, no member of the City Council, employee of the City, or any other person required to be present during a closed session shall disclose to any person the content or substance of any discussion which took place during the closed session unless disclosure is authorized by a majority vote of the Council.
Adjourned Meetings
The City Council or Commission may adjourn any regular, adjourned regular, special or adjourned special meeting to a specified time and place. A notice of adjournment shall be posted on or near the door of the place where the regular, adjourned regular, special or adjourned special meeting was held within 24 hours after the time of the adjournment and include the specified time and place the adjourned meeting will be held. No agenda is required for regular meetings adjourned for less than five calendar days as long as no additional business is transacted.
Emergency Meetings
Emergency meetings may be held by the City Council only in limited circumstances when an emergency exists and prompt action is needed due to actual or threatened disruption of public facilities with onehour notice if possible. Emergencies are defined to include a work stoppage or activity and a crippling disaster, which severely impairs public health, safety, or both, as determined by majority of the members of the legislative body.
Study Sessions
Study sessions are often referred to as “workshops.” They can be held prior to or after regular meetings and may be scheduled as a special meeting at any date or time. They are informal but still public meetings under the Brown Act with notice requirements, and public comment may be encouraged.
Concurrent Meetings
The City Council may host a concurrent meeting when two legislative bodies with the same members combine two or more meetings to be held at the same time and place.
Joint Meetings
A Joint Meeting may be held with two bodies within the City such as the City Council and Planning Commission or a Joint Meeting with the City Council and another local legislative body, i.e. the school district.
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Cancelled Meetings
A Regular Meeting of the City Council or Commission may be cancelled due to a lack of a quorum or lack of business with notice provided.
Teleconferencing
Teleconference means a meeting of a legislative body, the members of which are in different locations, connected by electronic means. As of January 2026, substantial changes were made to provisions allowing teleconferencing and clarifying requirements for two-way audiovisual or telephonic access and real-time public comment, emergency and just cause provisions, and for subsidiary and multijurisdictional legislative bodies. If a member of the legislative body finds it necessary to participate in a meeting remotely to count towards establishing a quorum, City Staff must be contacted in advance to properly notice and post the agenda, and insure the remote location is accessible to the public with two-way communication.
Retreats, Trainings, and Workshops of Legislative Bodies These types of gatherings by a majority of legislative body members are subject to the requirements of the Brown Act.
Exceptions to Meeting Requirements:
Individual contacts involve contacts between a member of the legislative body and any other person. The Brown Act does not limit a legislative body member acting on their own. This exception recognizes the right to confer with constituents, advocates, consultants, news reporters, local agency Staff, or a colleague. Individual contacts, however, cannot be used to do in stages what would be prohibited in one step. For example, a series of individual contacts that leads to discussion, deliberation, or action among a majority of the members of a legislative body is prohibited. City Staff is available to answer any questions.
Exceptions to meeting requirements include the following, provided a majority of members cannot discuss business among themselves within the subject matter jurisdiction of the legislative body:
• Conferences when a majority of the legislative body attend a gathering open to the public;
• Community meetings when a majority of the legislative body attend an open and publicized meeting held by another organization to address a topic of local community concern;
• Other legislative bodies when a majority of a legislative body attends an open and publicized meeting of another body of the City or a legislative body of another local agency;
• Standing committees when a majority of the legislative body attends an open and notice meeting of a standing committee and attend only as observers; • Social or ceremonial events when a majority of the legislative body attends a purely social or ceremonial occasion;
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• Grand Jury testimony when members of a legislative body, either individually or collectively, may give testimony in private before a grand jury.
AGENDA PREPARATION AND POSTING
Agendas must be prepared and posted in accordance with the Brown Act for the City Council, Commissions and standing committees of the legislative body, advising the public of the meeting time and place and including a brief general description of each item of business to be transacted or discussed and any proposed action.
The City Administrator is responsible for preparation of the City Council agenda with input from Department Heads and the City Attorney while the City Clerk makes the agenda available.
Planning Staff is responsible for preparation of the Planning Commission agenda.
Members of the legislative body may only discuss items adequately described on the agenda with appropriate posting. No items may be added to the agenda unless there is immediate need to take action and the need to take action came to the attention of the body after the agenda was posted. These findings must be approved by a 2/3 vote, or if less than five members are present, by a unanimous vote.
Agenda Components
Call to Order
Roll Call
Pledge of Allegiance
Proclamation (City Council only)
Introduction of New or Promoted Employees (City Council only) Community Participation Forum
Speakers must address the Chair and stay on topic.
Consent Agenda
Those items on the agenda which are considered to be of a routine and noncontroversial nature. These items shall be considered and may be approved by one motion of the legislative body.
Public Hearings
Hearing opened by Mayor/Chair
Staff presentation
Questions of Staff by members of the legislative body
Statement by proponents
Questions of proponents or Staff by legislative body members Public Comments
Questions of public or Staff by legislative body members Response by proponent
Response by Staff
Final questions by legislative body members
Hearing closed by Mayor/Chair
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Discussion by members of the legislative body
Action by legislative body
Items for Consideration
Council Committee Reports (City Council only)
City Administrator Reports (City Council only)
Department Update Reports (Planning Commission: City Staff & Commission Informational Updates)
Potential Future City Council Items (City Council only) Closed Session (City Council only)
Adjournment
Placing an Item on an Agenda
A City Council Member may request that an item be placed on a future agenda either during the “Potential Future City Council Items” portion of a City Council meeting or by submitting the request directly to the City Administrator ” A Commissioner may request an item be placed on a future agenda under the portion of the agenda entitled “Planning Commission: City Staff & Commission Informational Updates.” All agenda items requested by a City Council Member or Commissioner shall identify the requesting individual by name on the agenda. A member of the public may request future consideration of an item under the “Community Participation Forum.” In all instances, the Chair or legislative body may determine whether or not to refer the matter to Staff. Discussion of the request, other than referral, is not permitted.
PREPARATION FOR MEETINGS
Legislative body members are expected to be well-prepared for all meetings. This includes thoroughly reviewing the agenda packet, agenda reports, and any other materials provided in advance. Legislative body members are encouraged to contact the City Administrator or appropriate Department Heads in advance to seek clarification on staff reports. While questions may still be asked during public meetings, providing City staff with the opportunity to prepare in advance supports transparency, strengthens trust in the council–staff relationship, and enables staff to provide complete and accurate responses in a public forum. Legislative body members should address concerns in a respectful and constructive manner and avoid directing comments toward City staff that are intended to single out or criticize individual performance. Issues that come before the advisory body are of significant importance to the community and require thoughtful attention.
ATTENDANCE
For legislative bodies to function effectively and accomplish their goals, it is essential for all members to be active participants. Members are strongly encouraged to make every effort to attend all meetings. In the event of an absence, members should notify the Staff liaison as soon as possible, preferably well in advance of the meeting.
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If a City 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. (CA Gov. Code 36513) If a member of the Planning Commission is absent from three successive regular meetings, without cause, the office of the member shall be deemed to be vacant and the term of that member shall be terminated and the Secretary of the Planning Commission shall immediately inform the City Council of the vacancy. An absence of the member of the Planning Commission due to illness or an unavoidable absence from the City shall, if written notice or telephone notice thereof is given to the Planning Commission on or before the day of any missed regular meeting, may be deemed an absence for cause. (GMC 2.12.065)
An absence may be excused due to personal illness or injury, family emergency, bereavement, work-related conflict, or planned personal absence. Unexcused absences may be due to no prior notification, non-valid reasons such as forgetting, or chronic tardiness.
DECORUM AND MEETINGS
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. It is up to the Mayor/Chair and the members of the body to maintain common courtesy and decorum including giving the utmost courtesy to each other, City employees and the public. It is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the Mayor/Chair before proceeding to speak. The Mayor/Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. In the interest of time, the Mayor/Chair may limit the time allotted to speakers, including members of the body. Employees of the City and members of the public shall observe the same rules of order and decorum applicable to the legislative body members. The legislative body may remove persons from a meeting who willfully interrupt or disrupt proceedings.
Meeting Proceedings
Some effective meeting tips are:
• Start meetings on time, but no earlier than the listed start time on the agenda, and manage the agenda to ensure each item gets appropriate attention. • Only members and essential Staff are allowed on the dais. • Announce any changes to the agenda order at the start of the meeting for convenience or better pacing.
• Let the Mayor/Chair lead the meeting.
• Be fair, respectful, and attentive to the public, Staff, and fellow members. • Use clear, simple language, avoiding technical terms and jargon. • Listen to public testimony without distractions or side conversations. • Focus discussions with thoughtful questions and represent the community's broader interests.
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• Noise in the lobby outside the Chambers which disrupts meetings shall not be permitted.
• End meetings at a reasonable hour, allowing breaks during long sessions.
ROBERT’S RULES OF ORDER
The City of Gridley utilizes Robert’s Rules of Order. Rules are to enforce the will of the majority, while permitting the minority to also express itself, but not dominate, and fully participate in the process.
PROCEDURAL RULES FOR DEBATES AND MOTIONS
This section outlines specific rules governing the debate and voting process to ensure orderly and equitable meetings.
Basic Format for an Agenda Item Discussion
1. The Chair should clearly announce the agenda item number and should clearly state the subject.
2. Following the agenda format, the Chair should invite the appropriate people to report on the item.
3. The Chair should ask legislative body members if they have any technical questions for clarification.
4. The Chair should invite public comments.
5. The Chair should allow discussion of the legislative body.
6. The Chair should invite a motion.
7. The Chair should determine if any member wishes to second the motion.
8. If the motion is made and seconded, the Chair should make sure everyone understands the motion and invite discussion or questions if needed.
9. The Chair should now invite discussion of the motion by the legislative body members.
10. The City Clerk/Secretary takes a vote.
11. The Chair or Secretary should announce the result of the vote and should announce what action (if any) the body has taken.
Motions
Motions are the vehicles for decision-making by a body as follows:
1. The basic motion: The basic motion is the one that puts forward a decision for consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.”
2. The motion to amend: If a legislative body member wants to change a basic motion that is under discussion, they would move to amend it. A motion to amend might be: “I move City of Gridley 26
that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way.
3. The substitute motion: If a legislative body member wants to completely do away with the basic motion under discussion and put a new motion before the governing body, they would “move a substitute motion.” A substitute motion might be: “I move a substitute motion that we cancel the fundraiser this year.”
4. Motion to Reconsider: A motion to reconsider requires a majority vote to pass. However, a motion to reconsider is only timely if made when the item was first voted upon or at the very next meeting of the body.
When there are multiple motions on the floor, like a main motion, a motion to amend, and a substitute motion, they are handled by voting on the most recent motion first; and if it passes, it supersedes the earlier ones with votes happening in reverse order of introduction. The goal is to resolve the most specific proposal first, and then the body votes on the main idea.
The following motions are not debatable (that is, when the following motions are made and seconded, the Chair must immediately call for a vote of the body without debate on the motion):
1. A motion to adjourn: This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote.
2. A motion to recess: This motion, if passed, requires the body to immediately take a recess.
Normally, the Chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote.
3. A motion to fix the time to adjourn: This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. It requires a simple majority vote.
4. A motion to table: This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold". The motion can contain a specific time in which the item can come back to the body or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote.
5. A motion to limit debate: When a member of the body makes such a motion, the member is really requesting stopping debate and vote. When such a motion is made, the Chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a 2/3 vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a 2/3 vote.
PUBLIC PARTICIPATION
The public has an opportunity to address the legislative body on any item of interest to the public that is within the jurisdiction of the legislative body during regular meetings and on any item on the agenda during special meetings. A person desiring to speak is encouraged to complete a “Request to Speak” form. The City has the right to establish time limits on speakers and the total time allocated for a particular issue.
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Only the individual having the floor shall be permitted to enter into any discussion without the permission of the Mayor/Chair. All discussions shall be through the Mayor/Chair and no questions shall be asked of a member except through the Mayor/Chair. Questions and comments from the public shall be limited to the subject under consideration. No person in the audience may address the legislative body after a motion is made without first securing permission to do so.
ACTIONS – ORDINANCES, RESOLUTIONS, MINUTE ORDERS, AND
MUNICIPAL CODE
Ordinances
Ordinances are the laws of the municipality. Only the City Council is given the power to pass ordinances by the Government Code as those ordinances are not in conflict with the laws and Constitution of the State of California or the United States. Ordinances typically require two meetings or readings prior to adoption; the first for the introduction and the second for adoption, and it requires a roll call vote. Ordinances may not be adopted at other than a regular or adjourned regular meeting. An ordinance becomes effective 30 days after adoption. However, there are a few exceptions when an ordinance takes effect immediately upon its adoption. The 30-day time frame is known as a referendum period. A referendum period is required by State law and is a time frame in which any citizen can file a petition challenging the legality of a recently adopted ordinance. An ordinance is an action that can be repealed or amended only by a subsequent ordinance.
Resolutions
Resolutions may by adopted by the City Council and Planning Commission. A resolution may express policy of the City Council or Planning Commission, may be required by law, and may be used to better memorialize the action taken, but does not become incorporated in the municipal code. Most resolutions may be adopted by a majority vote.
Minute Orders
Minute Orders ordinarily indicate majority approval for a procedural action. Minute orders are usually used for disposition of business items on the agenda. Minute Orders apply to items in which action was taken by the Council other than a resolution or ordinance.
Municipal Code
The Gridley Municipal Code sets forth the regulatory, penal and administrative laws of general application to the City. Local ordinances adopted by the City Council are codified in the municipal code by the City Clerk. These laws are enforceable by the City, and violation constitutes a misdemeanor or infraction.
VOTING
Steps for Making a Basic Motion
1. The Chair opens the agenda item for discussion with a Staff report, questions of the legislative body, public comment, discussion by the legislative body, and then asks the City of Gridley 28
members of the body if there is a motion.
2. The member of the body makes a motion by preceding the member’s desired approach with the words “I move…”.
3. A member of the body will second the motion, is so desired.
4. The Chair will report who made the motion and who seconded the motion, and then ask for a roll call vote.
Types of Votes
1. Majority Vote: Except where otherwise provided by law, all business requiring approval of the legislative body shall be carried/passed by a majority vote of all members who are present and are qualified to act.
If a motion to approve an action or a project fails to receive a majority of the votes cast, then the motion fails and the action or project is denied. There may also be a motion to amend the motion or substitute the motion for an alternative action. Prior to the legislative body taking up consideration of the next item on the agenda; however, any member of the body may move to reconsider the matter. If the motion to reconsider receives a majority of the votes cast, the Commission shall either: a) take up the matter at that same meeting; or ii) continue the matter to a date certain.
2. Super-Majority Votes: On occasion, certain actions require more than a majority of the members present and voting to carry/pass. Typically, the action is seeking to cut off the ability of a minority of the body to take action or discuss an item, such as a motion to limit debate. Staff will advise when any specific actions require a super-majority vote.
3. Tie Votes: If a vote on a motion is tied, the motion fails. The Chair reports the tie/failed vote.
4. Abstention for Conflict of Interest: A member of the legislative body who is unable to participate in an item due to a conflict of interest shall, when the item is called: (1) declare that a Conflict of Interest exists, (2) state what the Conflict of Interest is, and (3) shall remove themselves from the dais during the discussion. The member’s removal and reason therefore shall be noted on the record by the Chair, who shall also note the member’s return when the item is concluded. The City Attorney should be consulted as early as possible if any questions arise regarding potential conflicts of interest.
PUBLIC HEARINGS
A public hearing is the open consideration of an issue within a regular meeting of the City Council or Planning Commission for which special public notice has been required and given. During a specified portion of the hearing, any resident or concerned individual is invited to present information, offer support or objection for the subject under consideration. Public hearings are required for such items including but not limited to, zoning changes, annexations, and fees or rate changes. Members of the legislative body are to review the written public record and to hear and weigh public testimony during the public hearing before taking action. A public hearing may be continued or re-continued to a subsequent meeting.
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In order to expedite matters and to avoid repetitious presentations, whenever any group of persons wishes to address the legislative body on the same subject matter, it shall be proper for the Mayor/Chair to inquire whether or not the group has a spokesperson; and if so, that they be heard with the following speakers in the group to be limited to facts not already presented by the group spokesperson.
MINUTES
Minutes are the official written record of a meeting. The City of Gridley prepares summary action minutes. The minutes include the members present, the topic, germane discussion, speakers, and the motion of action taken or direction given with a vote of each member. Minutes are prepared by Staff and submitted to the legislative body for approval and/or correction. As a courtesy, it is helpful for members to provide any corrections to the Staff in advance of the meeting. Approved minutes become public record and are available on the City’s website at www.gridley.ca.us.
PUBLIC RECORDS
California Public Records Act reflects California’s commitment to open government and transparency, granting the public right to access information concerning the conduct of the people’s business. “Public records” are defined as “any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics.” A writing is defined as “any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
The City Clerk function coordinates and administers the City’s records retention and management, and is the custodian of all official City records. There are two different rights of access. One is a right to inspect public records during office hours of the City; and the other is a right to prompt availability of copies of public records, with a few exemptions from disclosure.
City Council members and Commissioners must be mindful that records including correspondence, emails, and social media posts pertaining to City business must be submitted to the City Clerk for safekeeping and compliance with the Public Records Act.
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CHAPTER 6 – REQUIREMENTS OF OFFICE
POLITICAL REFORM ACT
The Political Reform Act, California Government Section 81000 et. seq., was passed by the voters in June 1974. The Act directs that no public official of the City shall make, participate in the making, or in any way attempt to use their official position, to influence a City decision in which the official knows, or has reason to know, that he or she has a financial interest as defined by the Act. A link to The Political Reform Act, an index of terms, and appendices including legal opinions issued by the Fair Political Commission as well as the relevant statutory provisions that relate to government contracting law, which has recently come under the jurisdiction of the FPPC, is provided in Appendix E below.
CONFLICT OF INTEREST, FORM 700 STATEMENT OF ECONOMIC
INTERESTS
The Act requires the City to adopt a conflict of interest code in accordance with the Fair Political Practices Commission (FPPC) and California Code of Regulations. The conflict of interest code designates those public officials of the City who are involved in City decisions, and to require such designated officials to disclose those financial interests which could foreseeably be affected, in a material manner, by a City decision made by the official in the performance of the official’s responsibilities.
Every elected official, designated Commissioner, designated public employee, and consultants who makes or influences governmental decisions is required to submit a Statement of Economic Interest, Form 700, upon assuming office, annually and upon leaving office, identifying sources of income, ownership of property, and receipt of loans and gifts. Filings are public records. (https://www.fppc.ca.gov/siteassets/documents/tad/form_700/2025-26/form_700_2025.pdf) The Form 700 provides transparency and ensures accountability in two ways:
1. It provides necessary information to the public about an official’s personal financial interests to ensure that officials are making decisions in the best interest of the public and not enhancing their personal finances.
2. It serves as a reminder to the public official of potential conflicts of interest so the official can abstain from making or participating in governmental decisions that are deemed conflicts of interest.
Conflict of Interest is complex. Therefore, filers should carefully consider and monitor “gifts” from any person or organization whether the gift is financial support, loans, event tickets, meals, etc.
Many of these gifts may need to be reported and may present a conflict of interest when considering and/or voting on projects or issues related to the person presenting the gift.
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Conflict Advice
At any time if a filer believes a potential for conflict of interest exists, they should consult with the City Attorney for advice. Staff may also request an opinion from the City Attorney regarding a member's potential conflict. It is critical to note that while the City Attorney can render advice on the interpretation of state laws and regulations on conflict matters, such advice is solely an interpretation of the law. The only authority that can provide binding interpretations on such matters, and legal protection for Commissioners, is the Fair Political Practices Commission (FPPC).
Filers may solicit opinions on such matters directly from the FPPC; however, such opinions often take time to develop and may not readily respond to urgent matters.
If a public official has a conflict of interest, the official must disqualify him or herself from acting on or participating in the decision before the legislative body. Conflict of Interest rules and disqualifying financial interests may be found here (https://www.fppc.ca.gov/learn/conflicts-ofinterest-rules.html). You may also contact FPPC for advice at [email protected] or by calling 1- 866-ASK-FPPC (1-866-275-3772) Monday through Thursday 9:00 a.m. – 11:30 a.m.
Conflict and Liability
Laws which regulate conflicts are very complicated. Violations may result in significant penalties including criminal prosecution and being personally liable for damages which would not be covered by the city's insurance. Examples may include discrimination, harassment, or fraud.
CAMPAIGN REPORTING
The Political Reform Act and Fair Political Practices Commission (FPPC) promotes transparency and fairness in elections and applies to all City Council candidates. It requires candidates and committees to file campaign statements by specified deadlines disclosing contributions received and expenditures made. These documents are public and may be audited by the FPPC and Franchise Tax Board to ensure that voters are fully informed and improper practices prohibited.
It is the responsibility of candidates and committees to understand the rules regulating their campaigns in California. Information useful in filing campaign statements, including campaign disclosure manuals, campaign statements forms, and filing deadlines, may be here (https://www.fppc.ca.gov/learn/campaign-rules.html). During the nomination period for an election, the City Clerk will also provide information.
AB 1234 ETHICS TRAINING
All local officials in the City of Gridley are required to complete a minimum two-hour ethics training course within six months of election/appointment and every two years to satisfy requirements of AB 1234. Local officials shall conduct themselves in accordance with such training. Additional information may be found here (https://www.fppc.ca.gov/learn/publicofficials-and-employees-rules-/ethics-training.html).
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HARASSMENT TRAINING
The city is committed to providing an environment that is free from harassment and discrimination of any kind, including sexual harassment and harassment based on race, color, religion, national origin, ancestry, age, physical disability, mental disability, medical condition, marital status, sexual orientation or any other characteristic prohibited by state or federal law.
City Council Members, Commissioners and employees should be familiar with the city's sexual harassment policies. Violations of such policies may find individuals personally exposed through legal action. Anti-harassment training is required every two years pursuant to AB 1825 and AB 1661.
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CHAPTER 7 – FINANCIAL INFORMATION
BUDGET
City Council and City Staff
The City Council has the final responsibility for establishing local policies and determining services and budget levels appropriate for the City. The City Council provides fiscal leadership and positive guidance in setting the overall priorities for operations and capital facilities through their strategic planning sessions and budget discussions. Adopting the annual budget enables the City to sustainably and efficiently provide services. The budget serves as a financial analysis of revenues and expenditures forecast for the upcoming fiscal year. The budget provides long and short-term goals, financial and policy management guidelines containing information and prioritization relevant to public services, strategic community planning and capital projects.
The City Council and City staff are committed to providing the best financial practices and the highest possible transparency regarding all financial transactions. The Operating Budget is the City’s comprehensive effort to present a policy document which preserves fiscal stability and at the same time enables staff to accomplish crucial projects and services. The City Council and City staff will continue to strive to evaluate and update its long-term financial plan semi-annually, with intermediate reviews on a quarterly basis. The City remains committed to frequent status reviews in an effort to respond to changing circumstances appropriately. It is through the support of the City Council that staff can advance in all areas of customer service, improve city infrastructure, promote growth and support a growing and diverse community.
All Funds Summary
The All Funds Summary is comprised of all city funds which total all city expenses and revenues and provides an overview of the financial condition of the funds that contain the overall budget.
This summary includes the following:
General Fund: The General Fund category is a major government fund within the city budget. The General Fund is the primary operating fund for the City. It funds core services including public safety, parks and recreation, street maintenance, administration and finance, planning, engineering, and code enforcement. All City Departments are included in the General Fund except the enterprise funds of Water, Sewer, Electric and Transit.
Special Revenue Funds: Special Revenue Funds are used to account for and report the proceeds of specific revenue that is restricted or committed for a specific purpose. The City of Gridley the following Special Revenue Funds:
• Flood Maintenance Districts - These funds are used to support the maintenance districts within the City of Gridley. There are currently five districts; Bowwood, Heron Landing, Eagles Meadows, Richins, and Parkland Estates. Annual tax assessment proceeds are used to maintain and make improvements to each maintenance district. • Development Impact Fees (DIF) - These funds are used to account for the receipt and expenditure of mitigation fees on specified capital projects.
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• Gas Taxes - Gas taxes are received for road and street maintenance and construction and are segregated into their own fund.
• Other Special Revenue Funds - Other special revenue funds consist of special grant and donation funds.
Enterprise (Proprietary) Funds: are used to report any activity for which a fee is charged to external users for goods or services. Enterprise funds are accounted for on a full accrual basis.
The City of Gridley has the following enterprise funds:
• Electric – In 1910, the City of Gridley established the Gridley Electric Utility. It oversees the delivery of wholesale power, maintains and operates the local electric distribution system, is involved in engineering and advance planning for improvements, replacement and expansion of distribution system, and maintenance and operation of the City’s street lighting system.
The Electric Fund was established to operate and maintain the City's electrical grid. The City uses funds collected through charges for services from residential and commercial customers. These funds are used to maintain electric lines, poles, substations, underground electrical outlets, transformers, and city-owned solar. The Electric Fund is the largest source of revenue, and the majority of the Electric Fund revenue consists of utility billing. Other factors that contribute to the revenues are the electric contract with the City of Biggs and maintenance fees.
• Water - The Water Fund was established to maintain residential and commercial water meters, City wells and water pipes. Funds are primarily collected through charges for services from residential and commercial customers.
• Wastewater – The Wastewater Fund was established to receive and disburse funds collected through sewer fees and sewer facilities charges. These funds are used for operation and maintenance of sewer disposal facilities and the financing of construction of outlet sewers.
• Transit – Transit refers to the system of public transportation that includes buses that move people from one place to another. It is designed to provide convenient and accessible travel options for individuals without the use of a personal vehicle.
Fiduciary Funds: Fiduciary funds report assets held in trust for others, such as individuals or organizations. They include types like agency funds, pension trust funds, and investment trust fund.
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Capital Improvement Program
The capital budget focuses on the maintenance and enhancement of our existing infrastructure, including streets, parks, water, sewer and electric services. A detailed Capital Improvements Program (CIP) has been developed and added to the annual Operating Budget process. For the CIP master plan, departments forecast every vehicle, equipment, project, and improvement that meets internal capital criteria and planned the expenditures over one year in a methodical, financially viable infrastructure plan. Throughout the budget process, staff examined the importance of all requested CIP items against both the available reserves and City priorities.
City Budget: The most current adopted City budget may be obtained at:
http://gridley.ca.us/government-and-departments/departments/finance-department/
COMPENSATION AND BENEFITS
Council Members
Salary: The salary of City Council Members was established by referendum in 1982 (Ord. 406) at a figure equal to two-thirds of the allowable salary for Council Members pursuant to Government Code Section
(G.C. 36516. (a) (1) A city council may enact an ordinance providing that each member of the city council shall receive a salary based on the population of the city as set forth in paragraph (2). (2) The salaries approved by ordinance under paragraph (1) shall be as follows:
(A) In cities up to and including 35,000 in population, up to and including nine hundred fifty dollars ($950) per month, effective 1-1-2024.)
Salaries shall fluctuate in accordance with amendments of Government Code Section 36516, but shall not exceed two-thirds of the figure set by the Legislature.
Expenses and Benefits: In addition, Council Members may be reimbursed for some expenses while performing official duties. At this time the City Council members receive no benefits.
Training, Meetings, Conferences: The City allocates funds for training, meetings, and conferences in which the Council Members may wish to participate. Among these are the quarterly division meetings of the League of California Cities (Cal Cities), the League of California Cities (Cal Cities) Annual Conference, the annual Mayors and Council Members Executive Forum, and other local meetings. Council Members are encouraged to participate in these meetings and conferences.
All travel and training expenses are subject to the policies and procedures set forth in the City Administrative Policy Manual.
Planning Commission
Stipend: The members of the Planning Commission shall be paid at the rate of twenty-five and 00/100 dollars ($25.00) per meeting for each meeting they attend, to a maximum not to exceed fifty dollars ($50.00) per month. (i.e., a commissioner who attends three or more meetings in any given month shall only receive the maximum payment of $50.00). (Ord. 611, 1992) City of Gridley 36
Expenses: Members of the planning commission may be reimbursed for expenses reasonably and necessarily incurred by them in the performance of their duties upon the submission of appropriate claims for consideration by the city council. Members of the planning commission may be entitled to be reimbursed for expenses incurred outside the county only if prior authorization is obtained from the city council. (Ord. 464, § 2, 1985).
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APPENDICES
Appendix A – Link to Brown Act
https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?division=2.&cha pter=9.&part=1.&lawCode=GOV&title=5.
Appendix B – Link to Open and Public (Cal Cities publication) https://www.calcities.org/docs/default-source/advocacy/open-public-vi-revised2024.pdf?sfvrsn=2f412f0d_3 Appendix C – Link to Municipal Code
https://codelibrary.amlegal.com/codes/gridley/latest/gridley_ca/0-0-0-1 Appendix D – Link to Political Reform Act
https://lunar.fppc.ca.gov/the-law/the-political-reform-act.html