CITY OF GROVER BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
Placement: Business
Meeting Date: September 22, 2025
TO: Honorable Mayor and City Council
FROM: Matthew Bronson, City Manager
PREPARED BY: Kristin Eriksson, Assistant City Manager
SUBJECT: Draft City Council Handbook
RECOMMENDATION
Receive a draft City Council Handbook for policies and procedures related to City Council activities and provide input and direction to staff.
BACKGROUND
On March 3, 2025, the City Council adopted a set of governing norms during the public goal setting workshop. At the March 10th regular meeting, the Council directed staff to develop a handbook for the City Council and the City’s advisory bodies, integrating the adopted governing norms, as well as defining processes and procedures for each body.1 Following this direction, staff developed a draft City Council Handbook (Handbook) to convey information on procedures and operations for Council Members and the public. Such handbooks are best practices for cities and the City has not had such a document to date. In preparing a draft for the Council’s review, staff reviewed handbooks in other cities as well as the City’s existing policies and procedures.
The draft Handbook shown in Attachment 1 includes the following sections:
• Overview of the City Organization
• Council Duties
o District Elections
o Citywide Governance Policy
o Swearing in of New Members
o Appointment of Mayor Pro Tem
o Duties of Mayor and Mayor Pro Tem
o Council Member Duties
• Council Administration
o Compensation and Benefits
o City Manager’s Role
o Required Training
o Brown Act Requirements
1 The Council also directed staff to update the selection process for advisory bodies and to split the existing Citizen’s Oversight Committee into two separate oversight committees: one for oversight of sales tax measure revenues and one for oversight of Measure K-14 revenues. These changes were addressed in a separate item on the September 8, 2025 agenda and are incorporated into the draft Handbook.
Staff Report: Draft City Council Handbook Page 2
September 22, 2025
Multi-Year Goals
☐ Public Safety and Community Services ☐ Economic Development and Housing ☐ Community Infrastructure ☒ Financial and Organization Sustainability Council Priorities
☐ Water & Wastewater Infrastructure ☐ Community Engagement • Meeting Protocols
o Meeting timing
o Sequence of meetings
o Quorum Requirements
o Civility and Civil Discourse
o Agenda Order and Broadcasting
• Council Communications
• Advisory Bodies
Staff is seeking input and direction on any additions, deletions, or other changes the Council would like to see in the Handbook. Upon receiving such input and direction, staff will finalize the Handbook and adapt it for each of the City’s advisory bodies (the Planning Commission; Parks, Recreation and Beautification Commission; the Oversight Committee for Sales Tax Revenue Measures; and the Oversight Committee for Revenue Measure K-14) for final approval at the next Council meeting.
FISCAL IMPACT
There are no funding impacts to this staff report.
ALTERNATIVES
The Council has the following alternatives to consider:
1) Receive a report on the draft City Council Handbook and provide direction to staff on any desired changes or additions; or
2) Provide alternative direction to staff.
PUBLIC NOTIFICATION
The agenda was posted in accordance with the Brown Act.
ATTACHMENTS
1. Draft City Council Handbook
DRAFT
CITY OF GROVER BEACH
CITY COUNCIL HANDBOOK
Adopted by the City Council:
X, 2025
Resolution No._____
Attachment 1
1 TABLE OF CONTENTS
1. INTRODUCTION
1.1 Overview ..................................................................................................... 3
1.2 City Organization Chart ............................................................................... 3
1.3 Norms For Governing ................................................................................. 4
2. COUNCIL ORGANIZATION & DUTIES
2.1 City Council Districts ................................................................................... 4
2.2 Newly-Elected Members ............................................................................. 5
2.3 Appointment of Mayor Pro Tem .................................................................. 5
2.4 Meeting Duties of Mayor and Mayor Pro Tem ............................................. 5
2.5 Council Member(s) Duties/Actions............................................................... 6
2.6 Signing of City Documents .......................................................................... 6
2.7 Representation at Ceremonial Functions .................................................... 6
2.8 Issuance of Proclamations, Commendations, Special Recognition.............. 6
3. COUNCIL ADMINISTRATION
3.1 Monetary Compensation and Benefits ....................................................... 7
3.2 Travel and Expense Reimbursements ....................................................... 7
3.3 City Manager’s Role................................................................................... 7
3.4 Policies (Ethics; Sexual Harassment; Workplace Violence Prevention)...... 8
3.5 The Brown Act .......................................................................................... 8
4. CITY COUNCIL MEETING PROTOCOLS
4.1 City Council Meetings ................................................................................ 8
4.2 City Council Meeting Norms....................................................................... 8
4.3 Attendance / Quorum ................................................................................ 9
4.4 Best Practices of Civility and Civil Discourse ............................................. 9
4.5 Agendas and Agenda Order ......................................................................... 9
4.6 Televised and Web streamed Meeting Coverage ...................................... 10
4.7 Flag Display Policy .................................................................................... 10
5. COMMUNICATIONS
5.1 General Communication and City Council Mail Received ........................ 10
5.2 Written Correspondence .......................................................................... 11
5.3 Use of City Seal, City Logo....................................................................... 11
5.4 Media Relations ....................................................................................... 11 2 6. COMMISSIONS/COMMITTEES/BOARDS
6.1 City Commissions, Committees and Boards (Advisory Bodies) ............... 11
6.2 Appointment ............................................................................................ 12
6.3 Removal .................................................................................................. 12
6.4 Educational Resources ............................................................................ 13 3 CHAPTER 1 - INTRODUCTION
1.1 Overview
The City Council Handbook includes policies and procedures approved by the City Council regarding City Council activities. The objectives of the Manual are to:
a) Serve as a reference document for the City Council as a governing body for the City b) Provide comprehensive orientation information for a new City Council Member(s); and Commission Member(s)
c) Enable the City Council to effectively compile and maintain operational practices that are agreed upon.
1.2 City of Grover Beach Organizational Chart
4 1.3 City Council Governance Norms
The following governance norms were approved by the City Council in March 2025 and will be followed within the confines of applicable laws.
1.3.1 Maintain a citywide perspective, while being mindful of our districts and communicating with our constituents.
1.3.2 Work together as a body, modeling teamwork and civility for our community.
1.3.3 Disagree agreeably and professionally.
1.3.4 Listen to one another. Communicate with each other. Seek to understand
1.3.5 Assume good intent.
1.3.6 Demonstrate respect, consideration and courtesy to others.
1.3.7 Share information and avoid surprises.
1.3.8 Keep confidential things confidential.
1.3.9 Respect the Council/Manager form of government and the roles of each party.
1.3.10 Communicate concerns about staff to the City Manager, do not criticize staff in public.
CHAPTER 2 – COUNCIL ORGANIZATION AND DUTIES
2.1 City Council Districts
On March 28, 2022, the City Council adopted Ordinance Number 22-02 which changed the City’s “at large” election system to a “district-based” system in which each Council Member seat is elected by the voters in the district in which the candidate resides. The officed of Mayor remains directly elected “at-large” for a two-year term. The office of Council Member is a four-year term, with terms expiring at staggered intervals. General Municipal Elections are held on the first Tuesday in November of even-numbered years.
The districts are shown in the map on the following page with elections in Districts 1 and 2 held in 2022 and in Districts 3 and 4 in 2024.
The City Council wishes to remain united in its service to the community and will govern on a citywide basis, considering the needs and interests of the entire community.
Professional management of the City is a Council-Manager form of government under the policy leadership of the City Council as a governing body. City resources will be allocated to address priorities and needs on a citywide basis with a budget adopted by the City Council as a governing body. On March 28, 2022, the City Council adopted a Citywide Governance Resolution to reiterate the intent on citywide governance. 5 2.2 Newly-Elected Members
Newly-Elected Council Members are sworn into office generally at a regular meeting in December following the regular municipal election held in November. Immediately upon election before being sworn into office, newly-elected Council Members are subject to the provisions of the Brown Act.
2.3 Appointment of Mayor Pro Tem
At the first meeting in December, the Mayor selects any member of the City Council to serve for one year in the position of Mayor Pro Tem (pursuant to Resolution No. 08-18).
2.4 Meeting Duties of Mayor and Mayor Pro Tem
2.4.1 The Mayor shall preside at all meetings of the Council. If he/she is absent or unable to act the Mayor Pro Tem shall serve until the Mayor returns or is able to act. The Mayor does not possess any power to veto actions taken by the City Council.
2.4.2 The Mayor may make a second on any motion, and present and discuss any matter, as a member of the Council.
2.4.4 The Mayor Pro Tem shall perform the duties of the Mayor during the Mayor’s absence or disability.
6 2.5 Council Member(s) Duties/Actions
2.5.1 City Council meetings are regularly held on the second and fourth Monday of every month, unless otherwise determined by the Council. Council Members shall make a good faith effort to attend all such meetings unless they are unable to. Council Members will notify the City Manager or City Clerk if they will be absent from a meeting. Council Members may attend meetings remotely in compliance with all applicable Brown Act or other legal requirements.
2.5.2 City Council Members shall support a positive and constructive environment for residents, businesses and City employees in deliberating and deciding on City issues heard by the Council.
2.5.3 Action by the City Council shall be taken by means of ordinance, resolution, or oral motion duly made and passed by the majority of the Council unless otherwise provided in State law.
2.5.4 Council Members shall serve both as representatives of the community and ambassadors for City government, engaging with the public and serving as a conduit for problem solving by referring issues and questions to staff through the City Manager.
2.5.5 Council Members will help any member of the community who contacts them, whenever possible.
2.5.6 Council Members will maintain their roles as policymakers and will defer to the City Manager in City operations. Council Members shall refrain from directing or publicly criticizing staff and should bring all concerns directly to the City Manager.
2.6 Signing of City Documents
The Mayor, shall sign all ordinances, resolutions, contract/agreements and other documents which have been adopted by the City Council and require an official signature, except when the City Manager or other designee has been authorized by Council action to sign such documents.
2.7 Representation at Ceremonial Functions and Role as City Spokesperson
2.7.1 The Mayor shall represent the Council at ceremonial functions. The Mayor may at his/her own discretion, ask the Mayor Pro Tem or another Council Member to represent the Council at a function. Voluntary attendance at ceremonial functions by Council Members is encouraged.
2.7.2 Council Members must abide by the rules of the Brown Act at all public functions, including ceremonial events.
2.7.3 The Mayor shall serve as the primary spokesperson for the City to community groups, external bodies, and media unless the Mayor delegates that role to the City Manager.
2.8 Issuance of Proclamations, Commendations, Special Recognitions
2.8.1 Proclamations may be approved by the Mayor and by consensus of the Council after requested by a Council Member at a City Council meeting. The Mayor will 7 sign the proclamation which may be presented at a City Council Meeting or at an outside event or meeting.
2.8.2 The Mayor may also issue Mayor’s Commendations to individuals or groups at the Mayor’s discretion.
CHAPTER 3 – COUNCIL ADMINISTRATION
3.1 Monetary Compensation and Benefits
3.1.1 The Mayor receives a stipend of $900 per month and Council Members each receive a stipend of $720 per month. Additional compensation is provided to those members who serve on specific boards, commissions, or committees as the City’s representative.
3.1.2 Council Members may also participate in the City Employee medical insurance policy. If the Mayor and Council Members elect to opt out of medical coverage, that individual will not receive the opt out amount.
3.1.3 Members of the City Council also serve as the Board of Directors for the Grover Beach Financing Authority, for which there is no additional monetary compensation.
3.2 Travel and Expense Reimbursements
Council Members shall be subject to the City’s Administrative Policy and Procedures for travel and expense reimbursement.
3.3 City Manager’s Role
The City Manager’s role oversees day-to-day services and operations of City government under the policy guidance of the City Council. This role includes, but is not limited to:
• Carrying out and enforcing all policies of the City Council and all adopted rules, regulations and ordinances.
• Keeping the City Council fully informed and advised of the financial, administrative, physical, and operational condition of the City and of its future needs in each area and make such recommendations and present such plans and programs concerning the affairs of the City.
• Preparing the City Council meeting agendas and attending all City Council meetings and taking part in discussions as appropriate. • Be active and visible in the community and be accessible to the public and community and regional stakeholders.
• Hiring, removing and disciplining City employees with direct supervisory role of select executive positions.
• Directing the administration and service delivery of City departments. • Preparing the City’s budget and financial reporting.
• Provide organizational leadership and productive workplace culture in accomplishing the City’s goals and priorities.
8 3.4 Policies (Ethics; Sexual Harassment and Workplace Violence Prevention)
3.4.1 Members of the Council are required by State law to complete ethics training within one year of assuming office and every two years thereafter
3.4.2 Members of the Council are required by State law to complete at least two hours of sexual harassment prevention training within the first six months of taking office and every two years thereafter.
3.4.3 Workplace Violence Prevention – The City Council is bound by and protected by the City’s Workplace Violence Prevention Plan.
3.5 The Brown Act
The Ralph M. Brown Act (the California open meeting law) is a law which provides that all meetings of a legislative body, whether meetings of the City Council or its appointed advisory bodies, shall be open and public and all persons shall be permitted to attend.
Notices of regular meetings must be made 72 hours prior to the meeting. Special meetings may be called by the Mayor or a majority of the City Council and must be noticed 24 hours prior to the time of the meeting. The Open & Public Guide to the Ralph M. Brown Act will be provided to all Council Members upon assuming office.
CHAPTER 4- CITY COUNCIL MEETING PROTOCOLS
4.1 City Council Meetings
4.1.1 The City Council shall meet in regular session on the second and fourth Monday of each month with exceptions during the summer months and winter holidays. If a regular meeting is on a City holiday, the meeting will be held on the following Tuesday.
4.1.2 Council business during the regular session shall be conducted from 6:00 p.m. to 11:00 p.m. only, unless extended by unanimous consent of the City Council Members present.
4.1.3 The City Council may adjourn any regular, or special meeting, to a time and place specified in the order of adjournment pursuant to the procedures set forth in the Brown Act.
4.1.4 The order of business for the City Council shall be arranged by the City Manager, except for matters set at a specific time by the Council. The Council by majority vote can move the order of agenda items during an agenda review at the beginning of the meeting.
4.2 City Council Meeting Norms
4.2.1 For most agenda items, the following sequence of steps will occur:
• Mayor will introduce the item and ask City staff for presentation. • Staff Presentation
• Questions from the City Council
9 • Public hearing or public comment (depending upon the nature of the item) • Follow up questions from the City Council, if any
• Motion or proposed direction to staff (see below for details regarding motions) • Discussion by City Council
• Vote on motion, or verbal expression of consensus
4.2.2 Certain hearings (such as appeals; utility rate increases) may require additional procedures, and the City Attorney will provide appropriate instructions to guide the City Council’s sequence of steps in those instances.
4.3 Attendance / Quorum
Council Members acknowledge that attendance is part of their official duty. If they will be absent from a meeting, they will need to notify the City Manager or City Clerk.
Three members of the City Council is a quorum and shall be sufficient to conduct business.
If less than three members of the Council appear at a regular meeting, the City Clerk, or his/her designee, shall adjourn the meeting to a stated day and hour or cancel the meeting due to lack of a quorum.
4.4 Best Practices of Civility and Civil Discourse
All seven cities in San Luis Obispo County along with the County of San Luis Obispo adopted a Regional Code of Civility in 2018. In 2020, the City revised the City Council Decorum Policy which is included at the end of the agenda for every Council meeting. The City Council shall promote the use of and adherence to the principles of civility in conducting business with appointed and elected officials, staff and citizens.
4.5 Agendas and Agenda Order
Agendas for the Council are prepared by the City Manager. Generally, items placed on the agenda will be generated by staff, but agenda items may be proposed by either a City Council Member or a member of the public. The Council can provide direction to staff to add an item to a future agenda.
Below is the standard agenda order for regular Council meetings and the Council by majority vote can rearrange this order at the beginning of the meeting:
Agenda Order:
Call to Order
Flag Salute
Roll Call
Closed Session Announcements
Agenda Review
Ceremonial Calendar
Presentations
Public Communications (on items of interest within the City’s jurisdiction not on the agenda)
Consent Agenda
Public Hearings
Regular Business Items
Council Committee Reports
10 Council Communications
City Manager’s Reports and Comments
City Attorney’s Reports and Comments
Closed Session
Adjournment
The agendas are prepared and posted pursuant to Government Code Section 54954.2 and subject to amendments up to 72 hours prior to the date and time set for the meetings.
4.6 Televised and Web streamed Meeting Coverage
All regular City Council meetings are available to view on cable Channel 20 in Grover Beach and are live streamed on www.slo-span.org and on the City’s YouTube channel.
4.7 Flag Display Policy
City Council adopted Resolution Number 25-01 adopting a Flag Display Policy to provide guidance and standards for the outdoor display of flags at City facilities, including commemorative flags other than the United States flag, the State of California flag, and City flags
The City Council shall only consider a request to display a commemorative flag if the request is made by a member of the City Council and there is consensus to place the discussion to authorize such display on the agenda for a regular or special City Council meeting.
CHAPTER 5 – COMMUNICATIONS
5.1 General Communication and City Council Mail Received
5.1.1 The City Council functions as a body, i.e. acting on a majority vote, it is important that members represent the City’s official position, or if expressing personal views, the public is so advised.
5.1.2 The City Manager and individual City Council members review and discuss each agenda in advance of each City Council meeting. City Council members are encouraged to ask questions about each agenda item in advance of the Council meeting, as this allows staff time to prepare additional research, if necessary, before the Council meeting. City Council members may ask the questions again at the Council meeting to benefit other Council Members and the public.
5.1.3 Direction to the City Manager and staff during City Council meetings should include policy direction, specificity and scope of the desired action.
5.1.4 Communication between City Council members at meetings should provide a high level of professional decorum and treat each other with dignity and respect.
Outside of meetings, no more than two members should discuss any matter regarding the City Council pursuant to the Brown Act.
5.1.5 Members of the City Council will receive mail and other hard copy material from the public or staff. The City Manager’s Office maintains a mailbox at City Hall for 11 each member. Council Members may pick up their mail at any time at City Hall. All mail that is not picked up will be available at every City Council meeting.
5.2 Written Correspondence
Members of the City Council will often be called upon to write letters to citizens, businesses or other public agencies. City Staff led by the City Manager will assist the Mayor with transmitting the City’s position on policy matters to outside agencies on behalf of the City Council.
5.3 Use of City Seal, City Logo
The seal and logo are considered symbols of the authority and jurisdiction of the City and, as such, are valuable assets of the City and its citizens. The City seal and logo, shall be used for official purposes only and according to policies and guidelines developed by the City Manager, or as authorized by the City Council.
5.4 Media Relations
5.4.1 Typically, the Mayor is the designated representative of the Council to speak on official City positions. The Mayor may also delegate this role to the City Manager.
5.4.2 Individual Council members may comment to the media but should be clear about whether their comments represent the official City position or a personal viewpoint.
5.4.3 Generally, press releases shall be prepared and routed to through the City Manager’s Office.
CHAPTER 6 – COMMISSIONS/COMMITTEES
6.1 City Commissions, Committees and Boards (Advisory Bodies) The City of Grover Beach has the following four Advisory Bodies and the City encourages Grover Beach residents to apply to serve as a volunteer on these advisory bodies.
Applications are accepted throughout the year as vacant positions arise. • Planning Commission
• Parks, Recreation, and Beautification Commission
• Oversight Committee for Revenue Measure K-14
• Oversight Committee for Sales Tax Revenue Measures
6.1.1 Planning Commission
The Planning Commission is a planning agency authorized by law to grant or deny land use applications. The Planning Commission also reviews and makes recommendations on the community’s General Plan. Major areas of involvement include real estate development projects and business uses. The Commission, working closely with City planning staff, interprets and applies community values and acts as a buffer between city planners, local political interests, landowners, the City Council, and the general public.
12 6.1.2 Parks, Recreation, and Beautification Commission The Parks, Recreation, and Beautification Commission is a forward-looking, progressive, advisory body. The Commission provides recommendations to the City Council and Community Services Program regarding issues involving parks, recreation, city-sponsored special events, and beautification efforts. The Commission also provides a forum for community input.
6.1.3 Oversight Committee for Revenue Measure K-14
The Oversight Committee for Revenue Measure K-14 is a three-member advisory committee whose task is to provide oversite of voter-approved street bond measures.
6.1.4 Oversight Committee for Sales Tax Revenue Measures The Oversight Committee for Sales Tax Revenue Measures is a five-member advisory committee whose task is to provide oversite of voter-approved city revenue measures and review an annual report that is prepared by the City.
6.2 Appointment
6.2.1 Those seeking appointment to an Advisory Body must submit an application to the City Clerk’s Office. Those Commission/Board/Committee members whose terms have expired must submit a new application (terms are not automatically renewed).
6.2.2 Selection process. Applications for appointment to an Advisory Body shall be reviewed by the City Council. Applicants will be invited to interview for the appointment(s) in open session at a City Council meeting and the Council will select members by vote.
6.3 Removal
6.3.1 A person appointed by the City Council to an Advisory Body shall continue to serve as a member thereof except when:
• The person's term of office expires and a different person has been appointed. • The person voluntarily resigns from the Advisory Body. • The person no longer meets the eligibility requirements. • The person fails to attend three (3) consecutive and/or 25% of meetings of the Commission and does not have prior approval for said absences by way of a majority action of the City Council. • A majority of the City Council determines the member shall be removed.
6.3.2 Any member of the City Council may initiate a person's removal from a Commission by requesting that consideration of the person's removal be placed on the Council's agenda at a regular or special meeting for discussion and potential action. The City Clerk shall notify the person affected of the time and place of the meeting. When the item is on the City Council agenda, the City Council may, by majority vote, remove the person from a Commission/Board/Committee.
6.3.3 A member of City Council, by contrast, may only be removed in the manner authorized by state law and are not subject to the guidelines of this section. 13 6.4 Educational Resources
6.4.1 Available City Council Educational Resources:
• California Joint Powers Insurance Authority (CJPIA) - https://cjpia.org/ • League of California Cities - https://www.calcities.org/