Martinez City Council
April 1, 2026

CITY COUNCIL
150th Anniversary of Incorporation
Commemorative Regular Session Agenda
DATE: Wednesday, April 1, 2026
TIME: 7:00 PM
PLACE: Council Chamber, 525 Henrietta Street, Martinez, CA 94553; and, via Zoom.

INFORMATION FOR THE PUBLIC
Information regarding meetings, including agenda materials, schedules and more, please visit the City’s Meetings & Agendas webpage: https://www.cityofmartinez.org/government/meetings-and- agendas.

REMOTE PARTICIPATION
This meeting will be conducted in -person in the City Hall Council Chamber and shall be aired in real time via Zoom. The City cannot guarantee the public’s access to teleconferencing technology, nor guarantee uninterrupted access as technical difficulties may occur from time to time. To attend the meeting via Zoom, you must be logged into a registered Zoom account. Click “Join Meeting” and enter the following details:
• Zoom Meeting Link
• Webinar ID: 959 4487 9701
• Passcode: 969108

PUBLIC COMMENTS
Public comments can be made in person at the meeting or submitted in writing. Written comments must be received by 12PM the day of the meeting. For information on how to submit written comments, please visit the City’s Meetings & Agendas webpage linked above.

ADA ACCOMODATIONS
In accordance with the Americans with Disabilities Act and California law, the Council Chamber is wheelchair accessible and disabled parking is available at City Hall. If you are a person with a disability and require modifications or accommodation to attend and/or participate in this meeting, please contact the City Clerk’s Office at (925) 372-3512. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility.

CONTINUE TO PAGE 2
1 City Council Agenda
April 1, 2026

CALL TO ORDER - Pledge of Allegiance

ROLL CALL
Present In -Person: Mayor Brianne Zorn, Vice Mayor Satinder Malhi, Councilmembers Jay Howard, Greg Young, and Debbie McKillop
CIVILITY STATEMENT - As your elected Governing Board, we will treat each other and the public with patience, civility, and courtesy as a model of the same behavior we wish to reflect in Martinez for the conduct of all City business and community participation. This includes respect for everyone's First Amendment Right to voice their opinion on matters within the City's subject matter jurisdiction, even if that opinion is different from our own. The decisions made tonight will be for the benefit of the Martinez community and not for personal gain.

PRESENTATIONS

1. Presentations of Congratulations

2. Music Performance Recognition

3. Peek into the Past Historical Posters by the Martinez Historical Society

4. Sesquicentennial Year Highlighted Upcoming Events

5. Sesquicentennial Utility Box Art Project
Presentation - Sesquicentennial Utility Box Art Project PUBLIC COMMENT - Presentations and Non-Agendized Items Only. Non-agenda public comment is (1) limited to matters which are not action items listed elsewhere on the agenda, and (2) are within the subject matter jurisdiction of the City Council. Public comments are typically limited to 3 minutes per person. The Mayor may reduce the time limit per speaker depending upon the number of speakers and may limit the total time for public comment to facilitate the completion of business on the agenda. Comments related to items appearing in the following sections of the Agenda will be heard prior to the City Council taking action on each item: Consent Calendar, General Business, Public Hearing, and Appointments to Commissions and/or Agencies.

CONSENT CALENDAR

6. Motion waiving reading text of all Resolutions and Ordinances.

7. Motion to approve City Council Action Minutes for March 18, 2026.

Action Minutes 03-18-26
2 City Council Agenda
April 1, 2026

8. Adopt Ordinance No. 1486, amending Condominium Conversion regulations.

Staff Report - Condominium Conversion Regulations
Ordinance No. 1486 - Condominium Conversion Regulations

9. Adopt a resolution appointing Andrea Miller as the Interim Finance Manager, pursuant to Government Code Section 21221(h).

Staff Report - Appointment of Interim Finance Manager
Resolution - Appointment of Interim Finance Manager
Attachment A - COM Offer Letter Andrea Miller

10. Motion to approve Check Reconciliation Registers dated March 6th through March 19th, 2026.

Check Reconciliation Registers 03-06-26 to 03-19-26

11. Adopt a resolution appropriating $183,488 from the Water Debt Service Fund balance to make a required payment to the Internal Revenue Service (IRS) related to the City’s 2020A Water Revenue Bonds.

Staff Report - Water Bond Arbitrage Payment
Resolution - Appropriation from Water Debt Service Fund

GENERAL BUSINESS ITEMS

12. By motion, accept donations from the Martinez Refining Company totaling $250,000 and $40,000, respectively, pursuant to the City’s Donation and Sponsorship Policy.

Staff Report - Donations Acceptance
Attachment A - Reso No. 118-23 with Policy for Receiving Donations and Sponsorships Attachment B - MRC Donation Marina Vista Archway
Attachment C - MRC Donation Rankin Aquatic Center Water Play Feature

13. Adopt a resolution approving the new City Council Handbook to ensure clear, consistent, and modern policies and procedures for City Council governance.

Staff Report - New City Council Handbook
Resolution - New City Council Handbook
Attachment A - New City Council Handbook
Attachment B - Current City Council Policies and Procedures Attachment C - Updated Staff Report Template
Attachment D - Agenda Template (150th Anniversary Edition)

PUBLIC HEARING ITEMS
3 City Council Agenda
April 1, 2026

CHIEF OF POLICE

14. Comments/Updates

CITY MANAGER

15. Comments/Updates

SUBCOMMITTEE AND OUTSIDE AGENCY REPORTS

16. Sesquicentennial Subcommittee Update: August 29th Sesquicentennial Festival

FUTURE AGENDA ITEMS / EMERGING ISSUES

17. Comments/Requests

CITY COUNCIL

18. Comments/Updates
ADJOURNMENT - Adjourn to a Regular City Council meeting on April 15, 2026, at 7:00 PM.

On March 27, 2026, a true and correct copy of this agenda was posted on the City Hall Kiosk, located at 525 Henrietta Street, Martinez, CA 94553, and on the City website at www.cityofmartinez.org.
/s/ Kat Galileo, City Clerk
4 C I T Y O F M A R T I N E Z1
Sesquicentennial Utility Box Art Project
April 1, 2026
City Council
5 C I T Y O F M A R T I N E Z2
Utility Box Beautification Pilot Project (“Pilot Project”) Artwork Marina Vista Avenue and Las Juntas Street
Alhambra Avenue and
F Street Alhambra Avenue and K Street
Alhambra Avenue and Paso
Nogal Drive
6 C I T Y O F M A R T I N E Z3
• Commemorative expansion of the Pilot Project in celebration of the City’s 150th anniversary • Unifying Sesquicentennial theme: Past, Present, Future, Together • Strength of connection and community
• Generational connection
• Civic pride
• Budget: $15,000 (includes printing and installation of vinyl wraps and Artist stipends) Sesquicentennial Utility Box Art Project
7 C I T Y O F M A R T I N E Z4
Sesquicentennial Art Project Locations
Five locations across City (green):

1. Morello Avenue and Morello Park Drive
(near Morello School Park)

2. Morello Avenue and Muir Road (near Muir
Oaks Veterinary Hospital Sign)

3. Center Avenue and Muir Road (near
Burger King)

4. Alhambra Avenue and Walnut Avenue
(near John Muir National Historic Site)

5. Alhambra Avenue and Rockridge Drive
(near border with Pleasant Hill and
diagonally across from Virginia Hills
Shopping Center)
Note: Pilot Project locations are shown in
yellow for reference.

Map Source: Google Earth
8 C I T Y O F M A R T I N E Z5
Sesquicentennial Art Project Locations
Large Utility Boxes only
1 2 3 4 5
Image Sources: Google Street View
9 C I T Y O F M A R T I N E Z6
Sesquicentennial Art Project – Schedule
Date Task
March 2, 2026 Call for Artists published.

April 30, 2026 Applications due.

May 2026 Proposals are reviewed by the PARC for completeness and consistency with the Criteria in the Policy.

May 19, 2026 Proposals are forwarded to the PRMAC for a recommendation of proposals eligible to include in the Online Community Voting Process.

June-July 2026 Online Community Voting Process.

August 2026 Final acceptance of art by the City Council.

August 2026 Artist agreements completed (using new template).

September-October 2026 Final designs are installed onto the utility boxes.

More information: www.cityofmartinez.org/utilityboxart
10 Questions?
Kerry Rivers, Management Analyst
[email protected]
11 ACTION MINUTES

CITY COUNCIL

DATE: Wednesday, March 18, 2026
TIME: 7:00 PM – Regular Session
PLACE: Council Chamber, 525 Henrietta Street, Martinez, CA 94553; and, via Zoom.

Full details are available via audio/video recording on the City website. Additional documents pertaining to City Council meetings (i.e. written public comment, presentations) can be found on the City website.

CALL TO ORDER
Mayor Zorn called the meeting to order at 7:19 PM.

ROLL CALL (00:00:34)
Present (In Person): Mayor Zorn, Vice Mayor Malhi and Councilmember McKillop.

Present (Remote): Young (participating remotely pursuant to the Brown Act teleconferencing provisions—Government Code § 54953(B)).

Absent: Councilmember Howard.

PRESENTATIONS (00:00:55)

1. Proclamation - American Red Cross Month
 Read into record by VM Malhi; Accepted by Stan Massie and Tony Semenza on behalf of American Red Cross NorCal.

2. Proclamation - Transgender Day of Visibility
 Read into record by Mayor Zorn; Accepted by Chair Gwen Gilkey on behalf of the Diversity & Cultural Commission.

PUBLIC COMMENT (00:19:24)
Public comment made by: Craig Lazzeretti, Aaron Alencastre and Bronwyn Kopacek.

CONSENT CALENDAR (00:19:24)
Consent Calendar Item No. 9 pulled by VM Malhi.
 Public Comment: Craig Lazzeretti and Sarah Baird.
 Closing Council Comments: VM Malhi requested inclusion of Persian New Year and Vaisakhi in the list of recognized cultural observances.
 Motion by VM Malhi, seconded by CMR McKillop, to adopt the resolution with the addition of Persian New Year and Vaisakhi. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).

Consent Calendar Items No. 3-8, and 10-12.
 Public Comment: Craig Lazzeretti.
 Closing Council Comments: None.
 Motion by CMR McKillop, seconded by CMR Young, to approve Consent Calendar Items No. 3- 8, and 10-12. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).
12 Action Minutes
March 18, 2026
ABBREVIATION KEY Page 2 of 4
CMR – City Council Member | VM – Vice Mayor | CT – City Treasurer | CM – City Manager | ACM – Assistant City Manager | CA – City Attorney | CC – City Clerk | PWD – Public Works Director | [A]CED – [Assistant] Community Economic Development Director | FD – Finance Director

3. Motion waiving reading text of all Resolutions and Ordinances.

4. Motion to approve City Council Action Minutes for March 4, 2026.

5. Adopt a Resolution authorizing the City Manager to execute purchase orders with Vermeer Corporation for one 2026 Vermeer BC1500 Brush Chipper in an amount not to exceed $106,658 and with Turf Star Incorporated for one 2026 Toro Groundsmaster 4100-D Sports Field Mower, in an amount not to exceed $113,167.

6. Adopt a resolution accepting the City Hall Roof Replacement Project No. C4019 as complete per the contract documents and directing the City Clerk to file a Notice of Completion.

7. Motion to approve Check Reconciliation Registers dated February 23 through March 5, 2026.

8. Adopt a resolution authorizing the City Manager to sign an agreement with the Martinez Community Swim Team (MCST) for use of the Rankin Aquatic Center for the 2026 season.

9. Adopt a resolution confirming the acknowledgement of culturally significant dates in City communications.

10. Review the Annual Progress Report on the status of the General Plan and Housing Element for calendar year 2025 and direct staff to forward it to the Governor’s Office of Land Use and Climate Innovation and the California Department of Housing and Community Development.

11. Adopt a resolution accepting the Webster Pump Station Project No. C7050, as complete per the contract documents, directing the City Clerk to file a Notice of Completion.

12. Adopt a resolution authorizing the City Manager to execute an agreement with Invoice Cloud to provide a payment processing platform for Water utility, Permit, and Police Department payment processing.

GENERAL BUSINESS ITEMS (00:34:19)

13. Adopt a resolution discontinuing pickleball play at Hidden Valley Sport Courts.  Presentation by: ACM Sugayan.
 Public Comment: Lucas Shedd, Tyler Harding, Anonymous, Julie, Sarah S., Jason Garry, Craig Lazzeretti, and Rosemary Kirbach.
 Closing Council Comments: None.
 Motion by VM Malhi, seconded by CMR Young, to adopt the resolution as written. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).

PUBLIC HEARING ITEMS (01:52:07)

14. Conduct a public hearing and adopt a resolution:
a. Authorizing community event organizers to obtain an umbrella business license for community events; and
b. Amending the City’s User Fee Schedule to add a permit processing fee for the proposed umbrella business license and determining the project is statutorily exempt pursuant to Public Resources Code Section 21080(b)(8) and CEQA Guidelines Section 15273(a). 13 Action Minutes
March 18, 2026
ABBREVIATION KEY Page 3 of 4
CMR – City Council Member | VM – Vice Mayor | CT – City Treasurer | CM – City Manager | ACM – Assistant City Manager | CA – City Attorney | CC – City Clerk | PWD – Public Works Director | [A]CED – [Assistant] Community Economic Development Director | FD – Finance Director  Presentation by: CED Bergman.
 Public Comment: Aaron Alencastre and Sarah Baird.
 Closing Council Comments: Council requested that all participating businesses be listed on the application and that the fee be waived for sponsored events and partner organizations.  Motion by Mayor Zorn, seconded by VM Malhi, to adopt the resolution with the requested amendments. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).

15. Introduction of Ordinance Amending Condominium Conversion Regulations.  Presentation by: Associate Planner Brandon Northart
 Public Comment: None.
 Closing Council Comments: None.
 Motion by CMR McKillop, seconded by CMR Young, to move staff’s recommendation. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).

16. Introduction and Adoption of Urgency Ordinance Amending Accessory Dwelling Unit and Junior Accessory Dwelling Unit Regulations.
 Presentation by: Associate Planner Brandon Northart
 Public Comment: None.
 Closing Council Comments: None.
 Motion by CMR McKillop, seconded by CMR Young, to move staff’s recommendation. Motion carried; Four Ayes (Zorn, Young, Malhi, McKillop) and One Absent (Howard).

CHIEF OF POLICE (02:40:41)

17. Comments/Updates
 Chief of Police reported the passing of retired Sergeant John Miller and advised that the Downtown security ambassador will be leaving employment at the end of the month.

CITY MANAGER (02:41:31)

18. Comments/Updates
 CED Bergman reported on the recent BCDC meeting regarding the marina revitalization project and preliminary design feedback.

SUBCOMMITTEE AND OUTSIDE AGENCY REPORTS (02:46:35)

19. Outside Agency Report Out(s)
 Mayor Zorn reported out on recent TRANSPAC meeting and approved funding for downtown bike racks and bike repair stations.

FUTURE AGENDA ITEMS / EMERGING ISSUES (02:48:46)

20. Comments/Requests
 CMR McKillop requested scheduling of the Republic Services spring cleanup events in all four districts.
 Mayor Zorn requested a future update on fire and weed abatement activities on public land.

CITY COUNCIL (02:48:16)
14 Action Minutes
March 18, 2026
ABBREVIATION KEY Page 4 of 4
CMR – City Council Member | VM – Vice Mayor | CT – City Treasurer | CM – City Manager | ACM – Assistant City Manager | CA – City Attorney | CC – City Clerk | PWD – Public Works Director | [A]CED – [Assistant] Community Economic Development Director | FD – Finance Director

21. Comments/Updates
 Mayor Zorn commented on the upcoming Sea Scouts regatta, community plant swap, and April 1st 150th anniversary event.
 CMR Young had no comments.
 VM Malhi commented on the installation of speed radar signs and the need to monitor grasses and weeds in open spaces and medians.
 CMR McKillop had no additional comments.

ADJOURNMENT
 Mayor Zorn adjourned the meeting at 10:13 PM in memory of retired Sergeant John Miller.

* * * * *
Prepared by: Approved by:

Kat Galileo, City Clerk
3/18/2026
________________________
Brianne Zorn, Mayor
15 STAFF REPORT
City Council

City Council Staff Report Page 1 of 3
Date: April 1, 2026
To: Mayor and City Council
From: Michael Chandler, City Manager
Prepared By: Brandon Northart, AICP, Associate Planner
Michael P. Cass, Assistant Community and Economic Development Director Title: Adoption of Ordinance No. 1486 Amending Condominium Conversion Regulations

Recommendation
Waive the reading and adopt Ordinance No. 14 86, approving amendments to the Martinez Municipal Code by repealing Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums) in its entirety and replacing it with Chapter 21.56 (Condominium Conversion) to update regulations to be consistent with State law and Metropolitan Transportation Commission’s Transit Oriented Communities Policy.

Background
City Council Review
On March 18, 2026, the City Council waived the reading and introduced Ordinance No. 14 86, approving amendments to the Martinez Municipal Code by repealing Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums) in its entirety and replacing it with Chapter

21.56 (Condominium Conversion) to update regulations to be consistent with State law and Metropolitan Transportation Commission’s Transit Oriented Communities Policy.

Planning Commission Review
On February 24 , 2026 , the Planning Commission considered the draft Ordinance and unanimously adopted Resolution No. 2 6-05, recommending that the City Council adopt the proposed Ordinance.

Discussion
The Planning Division is proposing to repeal MMC Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums) and replace the existing regulations under a new Chapter title, Chapter 21.56 (Condominium Conversion). In summary, the proposed amendments to the Chapter include:
16 City Council Staff Report Page 2 of 3
 Findings: Adds “findings” to assist future decisionmakers with reasons for the Zoning Administrator or the Planning Commission to either approve or deny condominium conversion requests.
 Tenant Notification Requirements : Requires property owners to issue several notifications to existing and prospective tenants at every stage of a proposed condominium conversion, including a Notice of Intent to Convert, Notice of Application to Convert, Notice of Conversion Approval, Notice of Right to Purchase, and Notice to Vacate.
 Tenant Relocation Assistance Plan : Requires property owners to create a “Tenant Relocation Assistance Plan” that outlines how they will address relocation fees, assist with temporary relocation, right-to-return stipulations, and rent adjustments.  Inclusionary Housing Requirements: Reinforces the City’s existing Inclusionary Housing Requirements (MMC Chapter 22.82), which requires conversion projects where 11 or more units are proposed for conversion to provide a certain percentage of the units a s deed-restricted affordable housing.
 Replacement Requirements: Adds the requirement that property owners either provide replacement rental units at a one-to-one ratio or with an in-lieu fee for conversion projects where 11 or more rental units are propose d to be converted. Projects converting 10 or fewer units would not be subject to this requirement.
 Approval Authority: Clarifies that conversion projects that have 10 or fewer units proposed for conversion can be approved by the Zoning Administrator, and b y the Planning Commission when 11 more units are proposed for conversion.  Design and Construction Standards : Requires converted units to comply with applicable building and safety standards in the Residential Code, as determined by the Chief Building Official, based on an inspection, rather than the current standards that may not be feasible such as changes to storage area or private outdoor space.

The City Council is now being asked to waive the reading and adopt the Ordinance.

Compliance with City of Martinez Four-Year Strategic Plan The proposed Zoning Text Amendments are consistent with Goal C: Economic Development and Housing in the City’s Four-Year Strategic Plan, since it would continue to ensure the City remains compliant with State housing laws , TOC Policy, and the City’s 2023 -2031 Housing Element.

Public Noticing and Outreach
In accordance with Government Code Sections 65090 and 65091, prior to the original hearing, the City published a “Notice of Public Hearing” in the Contra Costa News Register, was posted at City Hall, was posted on the City’s website, and was mailed via first class or electronic mail to individuals who had previously filed written request for such notice a minimum of 10 days in advance of the public hearing.
17 City Council Staff Report Page 3 of 3
Environmental Review
The proposed Ordinance is exempt from the requirements of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Sections 15305 and 15061(b)(3), which exempts adoption of an ordinance entailing minor alterations in l and use limitations and under the common-sense exemption as there is no possibility that the ordinance in question will have a significant effect on the environment.

Fiscal Impact
Adoption of the updated condominium conversion regulations could result in the creation of a new revenue source for the City’s Affordable Housing Fund with implementation of an in -lieu fee. Further, the new regulations would enable the City to remain eligible for OBAG funding for transportation projects.

Attachments
 Ordinance No. 1486 – Condominium Conversion Regulations

18 ORDINANCE NO. 1486

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MARTINEZ

APPROVING AMENDMENTS TO THE MARTINEZ MUNICIPAL CODE BY REPEALING AND REPLACING CHAPTER 21.56 (REGULATIONS FOR THE CONVERSION OF

RENTAL UNITS TO CONDOMINIUMS) IN ITS ENTIRETY AND REPLACING IT WITH CHAPTER 21.56 (CONDOMINUM CONVERSION) TO UPDATE REGULATIONS TO BE

CONSISTENT WITH STATE LAW AND METROPOLITAN TRANSPORTATION COMMISSION’S TRANSIT ORIENTED COMMUNITIES POLICY
WHEREAS, the City of Martinez ’s (“the City”) certified 2023-2031 Housing Element includes Policy H -3.4: Preservation of Rent -Restricted Units, which requires the City to regulate the conversion of existing apartment complexes to condominium ownership; and WHEREAS, the Metropolitan Transportation Commission (“MTC”) adopted the Transit-Oriented Communities (“TOC”) Policy which seeks to support the region’s transit investments by ensuring communities around transit stations and along transit corridors are places that not only support transit ridership, but are places where Bay Area residents of all abilities, income levels, and racial and ethnic backgrounds can live, work, and access services . The TOC Policy requires local jurisdictions to fulfill the Affordable Housing and Commercial Stabilization requirements by selecting from the menu of options that best meet local needs including condominium conversion restrictions; and
WHEREAS, compliance with the TOC Policy is voluntary for jurisdictions that want to advance the goals of Plan Bay Area (“ PBA”) 2050 or to be eligible and/or competitive for MTC discretionary funding, including the One Bay Area Grant (“OBAG”) funding cycles; and WHEREAS, the City strives to comply with the TOC Policy to become eligible for future OBAG funding cycles; and
WHEREAS, Martinez Municipal Code (“MMC”) Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums) currently regulations condominium conversions and was originally adopted in 1979; and
WHEREAS, the City seeks to repeal MMC Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums) and replace it with Chapter 21.56 (Condominium Conversion); and
WHEREAS, Chapter 21.56 (Condominium Conversion) would be amended to comply with State law, MTC’s TOC Policy, and the City’s certified 2023-2031 Housing Element; and WHEREAS, the Planning Commission held a public hearing on the proposed Municipal Code Amendments on February 24, 2026, during which all interested persons were heard, and the Planning Commission found that the Municipal Code Amendments are consistent with the General Plan 2035 and all applicable Specific Plans and therefore, adopted Planning Commission Resolution No. 2 6-05 recommending City Council adoption of the proposed Ordinance; and
19 ORDINANCE NO. 1486

WHEREAS, the City Council held a public hearing on the proposed Municipal Code Amendments on March 18, 2026, at which time all interested parties had the opportunity to be heard; and
WHEREAS, proper notice of said hearing was given in all respects as required by law; and WHEREAS, the City Council did hear and consider all said reports, recommendations, and testimony herein above set forth and used its independent judgement to evaluate the project.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MARTINEZ DOES ORDAIN AS FOLLOWS:

SECTION I: DETERMINATIONS
Pursuant to MMC Section 22.46.020, the City Council hereby finds the Municipal Code Amendments are consistent with the General Plan 2035 and all applicable Specific Plans in that they are necessary to comply with State law and are consistent with applicable land use regulations and development policies. For instance, Goal LU-G-2 from the General Plan commits the City to “create development that enhances the existing character and preserves the natural resources, residential neighborhoods, commercial areas, and smalltown historic character of Downtown Martinez to the maximum extent feasible.” Further, the certified 2023-2031 Housing Element includes Policy H-3.4: Preservation of Rent -Restricted Units, which requires the City to regulate the conversion of existing apartment complexes to condominium ownership.

SECTION II: ENVIRONMENTAL REVIEW
The California Environmental Quality Act (“CEQA”), together with State Guidelines require that certain projects be reviewed for environmental impacts and that environmental documents be prepared. Pursuant to the CEQA, the City Council hereby finds the proposed Ordinance is exempt from the requirements of the CEQA pursuant to CEQA Guidelines Sections 15305 and 15061(b)(3), which exempts adoption of an ordinance entailing minor alterations in land use limitations and under the common-sense exemption as there is no possibility that the ordinance in question will have a significant effect on the environment SECTION III: IMPLEMENTATION
Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums ) of Title 2 1 (Subdivisions) of the MMC is hereby repealed in its entirety.

SECTION IV: IMPLEMENTATION
Chapter 21.56 (Regulations for the Conversion of Rental Units to Condominiums ) of Title 2 1 (Subdivisions) of the MMC is hereby replaced by Chapter 21.56 (Condominium Conversion), as follows:

21.56.010. Purpose.
20 ORDINANCE NO. 1486

A. To establish requirements and procedures to be followed for the review and approval or disapproval of the conversion of existing multifamily rental housing to residential condominiums;
B. To mitigate the effect of such conversions on tenants of rental housing as much as possible by providing a procedure for notice of conversion, assistance to relocate as necessary, and establish rental unit replacement requirements; C. To establish criteria for condominium conversion projects by requiring conformanc e to the applicable building codes and other standards set forth in this Chapter; D. To provide for planning, unforeseen change, and compliance with the City's General Plan and Housing Element; and
E. To provide a procedure whereby potential buyers of converted units will be properly informed as to the physical condition of the structure for purchase.

21.56.020. Condominium Conversion Defined.

A “condominium conversion” means the conversion of the ownership of the units in a residential housing project that are or were previously occupied as rental units from a single ownership to an ownership in which the residential units may be sold individually. Such condominium conversions may include, but are not limited to, the conversion of existing rental residential housing projects to a community apartment project, a condominium project, and a stock cooperative, as defined in California Civil Code Section 1351.

21.56.030. Findings.

The review authority shall not approve a condominium conversion project unless the propose d project conforms with the following findings:

A. The conversion of rental units to condominiums is consistent with the General Plan and the Municipal Code.

B. The conversion of rental units to condominiums will not be detrimental to the health, safety, or general welfare of the community.

C. Vacancies in the project have not been increased for the purpose of preparing the project for conversion.

D. The conversion will not adversely impact the community's ability to provide housing for all economic segments of the community.

21.56.040. Building Code Standards.

The building and each unit proposed for conversion within the building shall comply with th e Martinez Municipal Code Chapter 15.05 (Residential Code). The Chief Building Official or designee shall, if deemed necessary, inspect the project. Upon completion of the inspection, if any, the Chief Building Official or designee shall identify all items evidenced by the application 21 ORDINANCE NO. 1486

or the inspection to be in noncompliance with applicable building and safety standards. All such items shall be corrected to the satisfaction of the Chief Building Official or designee, prior to recordation of the Final Map.

21.56.050. Existing and Prospective Tenant Notification.

A. Generally. All notices referred to in this Section shall be provided either by the property owner by personal delivery and mailing the notice via certified mail with return receipt requested. Evidence of compliance with this Section shall be submitted with the application for conversion or immediately thereafter, as applicable . Notices must be written in non-technical language comprehensible to all tenants of the building. Notices provided by the property owner shall be in both English and in the language used in the original lease or rental agreement, and any other language necessary to effectively communicate with the tenant population to clearly inform them of their rights as required by this Chapter. Copies of notices and forms shall be made available if a tenant indicates the items have been misplaced or lost or are otherwise needed. The property owner shall determine whether a member of the household of each unit can speak English and seek appropri ate assistance in communicating the importance of the contents of the notice to any household whose members cannot speak English.

B. Notice of Intent to Convert to Current Tenants. Consistent with Government Code Section 66427.1(a), or any successor statute, at least 60 calendar days prior to the time of the filing of an application for the conversion of rental units, the property owner shall send to each tenant of the rental units to be converted a notice in the form outlined in Government Code Section 66452.9 or any successor statute.

C. Notice of Intent to Convert to Prospective Tenants. Commencing at a date not less than 60 calendar days prior to the submittal of an application for the conversion of rental units, the property owner shall give notice of such application to each person applying after such date for rental of a unit of the subject property immediately prior to the acceptance of any rent or deposit from the prospective tenant.

D. Notice of Application to Convert Has Been Submitted . Within ten calendar days after the submittal of a formal application for the conversion of rental units to a condominium development, the property owner shall send to each tenant, and provide to each person who becomes a tenant at any time subsequent to such date, a written notice informing the tenants of all rights provided under the Martinez Municipal Code and state law, including:

1. The property owner of the rental unit in which the tenant resides has submitted an application to the City to convert the units to a condominium development, the date such application was made, and if approved, that tenants will eventually be required to move unless they purchase the unit or qualify for and accept an offer of a lease as provided in this Chapter.
22 ORDINANCE NO. 1486

2. A detailed description of the prope rty owner ’s plans for relocation of tenants, relocation assistance, compliance with the sales and lease program for qualified acutely low-, extremely low -, very low -, low -, and moderate -income tenants, and limitations on rent increases.

3. That the property owner submitted an application for a “Public Report ” to the California Department of Real Estate and that such report will be made available upon request, in accordance with the provisions of California Government Code Section 66427.1(a) or any successor statute.

4. That each tenant will be given at least ten calendar days' prior written notice by the property owner of the date, time, and place of any public hearing held on the application.

5. Each tenant will be notified in writing of the approval of the conve rsion, if it is approved, within ten calendar days of such action by the property owner.

6. Each tenant will receive ten calendar days' written notification from the property owner that a final map for the conversion has been recorded and the implications of that filing.

7. Tenants have a right to terminate their leases with no penalties.

E. Notice of Conversion Approv al. If a conversion application is approved, then the property owner must provide a notice of conversion approval to each tenant within ten calendar days of the approval. The notice of approval shall contain:

1. Tenant's right to purchase and the terms thereof;

2. Tenant's right of notification to vacate with approximate date the unit is to be vacated by;

3. Statement of terms and conditions of tenancy; and

4. Provisions for relocation and moving expenses, as described in Section 21.56.060.

F. Notice of Right to Purchase. If a conversion application is approved, then the property owner must provide a notice of right to purchase to each tenant. The notice of right to purchase shall be provided to each tenant at least ten days prior to the submission of an application to the Department of Real Estate for a Public Report and shall contain:

1. The property owner shall provide notice to each tenant in the project of the fact that the application for a Public Report will be submitted and that upon the issuance of the Public Report the tenant will be granted an exclusive right to contract for the purchase of the unit occupied by the tenant.

2. Each tenant shall receive a w ritten notice of an exclusive right to contract for the purchase of their respective unit upon the same terms and conditions that such unit will be initially offered to the general public or on terms more favorable to the tenant. 23 ORDINANCE NO. 1486

3. This right shall run for a period of not less than 90 calendar days from the date of issuance of the subdivision Public Report issued by the California Department of Real Estate, unless the tenant gives prior written notice of his or her intention not to exercise the right.

4. At least ten days prior to the submission of an application to the Department of Real Estate for a Public Report, the property owner shall provide notice to each tenant in the project of the fact that the application for a Public Report will be submitted and that upon the issuance of the Public Report the tenant will be granted an exclusive right to contract for the purchase of the unit occupied by the tenant.

5. The notice shall further indicate the project will be subject to conditions, covenants, and restrictions establishing a homeowners' association to manage the project, that may restrict how the property is used, and that impose certain financial obligations on the owners of units within the project, such as the payment of monthly homeowners' association dues.

6. In addition, within ten days of the issuance of the Public Report, the property owner shall by mail notify each tenant in writing that the Public Report has been issued and shall in writing grant the tenant the right to purchase the unit as provided in this Section.

7. If the notice is not mailed within ten days of the issuance of the Public Report, then the tenant's right to purchase granted , pursuant to this Section , shall be extended for a period equal to 90 days from mailing of the notification.

G. Notice to Vacate. Each tenant shall receive written notice to vacate the unit. In accordance with the provisions of California Government Code Section 66427.1(c) or any successor statute, such notice shall be provided at least 180 calendar days from the first notice to vacate the unit and at least sixty 60 days prior to the filing of a tentative map. Additional notice shall be given at least 60 calendar days after the filing of the final map, provided that approval of a condominium conversion shall not impair the length of term or any other rights of a tenant under a validly existing lease or tenant agreement

21.56.060. Tenant Relocation Assistance Plan.

For the protection of tenants in rental units proposed to be converted to a condominium, all property owners shall be required to prepare a “Tenant Relocation Assistance Plan” that outlines how the property owner will address and account for the following items, as applicable:

A. Relocation Fee. Any property owner who serves a notice of intent to convert to tenants pursuant to this Chapter shall pay a relocation fee to each tenant in accordance with the provisions of this Section. Such relocation fee shall be due and payable to each tenant who is not in default under their tenancy and does not exercise their right to purchase their unit, unless the existing property owner notifies each tenant in writing of 24 ORDINANCE NO. 1486

the withdrawal of the notice of intent to convert prior to such time as the tenant has:

Given the property owner notice of their last date of occupancy, or v acated their unit if such notice of the last date of occupancy is not given by the tenant. The property owner must file a copy of such withdrawal notice with the City within one week after serving such notice on the tenant.

1. Amount of Fee. The relocation fee due to each non -purchasing tenant shall be calculated as follows:
a. Residing on property for less than two years: equivalent to three months’ worth of fair market rent.
b. Residing on property for two years or longer: equivalent to four months’ worth of fair market rent.
c. A tenant who, at the time of the notice of intent to convert is filed with the City, is disabled, 60 years or older, terminally ill, or who is a single head of household with minor children, shall be entitled to receive an ad ditional payment of $2,500.00. If more than one additional payment category applies, then the property owner shall provide payment of $2,500 for each category.

2. Time of Payment. The relocation fee shall be paid to any tenant who vacates the rental unit at the time they vacate.

B. Temporary Relocation Assistance. If temporary relocation of any tenant is necessary for renovation or rehabilitation of a unit between the date of submission of the conversion application and the date established for permanent relocation of the tenant, then the property owner shall describe how they will maintain habitability for the tenant and any adjacent units during such time. In the event such actions requires a tenant to be temporarily relocated, then the property owner shall also include details about how they will assist with temporary relocation, which must include:

1. Rent. Offering an available unit at the same rent (if the property owner owns other properties within Central Contra Costa County as provided by the Contra Costa Transportation Authority)

2. Moving Expenses. Paying for moving expenses to both the temporary housing and back to the subject dwelling unit . Payment for moving expenses can either be paid directly by the property owner to a licensed and insured moving company or by reimbursing the tenant for the actual and documented cost of moving by a licensed and insured moving company.

3. Temporary Housing. Providing to pay for the cost of temporary housing in excess of their current monthly rent for the full duration of the relocation. 25 ORDINANCE NO. 1486

C. Right-to-Return and Rent Adjustments. The property owner must agree to continue renting to the existing tenant after repairs are complete with reasonable limits on rent increases for that tenant, as provided by the California Tenant Protection Act.

21.56.070. Application Requirements.

The conversion of rental housing into condominiums shall be subject to all applicable rules and regulations prescribed by the State Subdivision Map Act. In addition to exhibits as required by Martinez Municipal Code Section 21.42.060, the application shall also include details related to the following:

A. Location of each common area.

B. Location of each private open space.

C. Locations and dimensions of parking garages, carports, and individual parking spaces on the site.

D. Location and dimension of exterior storage space for each individual unit.

E. Landscaping Plan.

F. Tenant Relocation Assistance Plan, as referenced in Section 21.56.060.

G. Tenant Information:

1. Names of current tenants, addresses, and the length of time they have rented the unit;

2. Rental history of each unit for the preceding three years; and

3. Current rental rate for each unit.

H. A draft copy of a declaration of the conditions, covenants, and restrictions which will apply and which shall include an agreement for common area maintenance, including facilities and landscapin g together with an estimate of the initial assessment fees anticipated for such maintenance; a description of a provision for maintenance of vehicular access areas within the project; and an indication of appropriate responsibilities for maintenance of all utility lines and services for each unit.

I. Other information which, in the opinion of the Community and Economic Development Director and City Engineer, or designees, will assist in determining whether the proposed project is consistent with this Chapter.

21.56.080. Parkland Dedication fees.

Each unit shall be subject to full parkland dedication fees at the rate in effect at the time the final map is filed less parkland dedication fees previously paid to the City for that unit.

21.56.090. Inclusionary Housing Requirements
26 ORDINANCE NO. 1486

A. Applicability. Condominium conversions which result in the conversion of 11 or more rental units shall be required to comply with Chapter 22.82 (Inclusionary Housing).

B. Credit for Prior Inclusionary Zoning Compliance. If the project was req uired to comply with the Inclusionary Zoning regulations at the time the project was originally constructed, then the project shall receive a credit towards its inclusionary housing obligation equal to the affordable housing requirement applicable at that time.

C. Existing Affordable Units. Any existing affordable units within the project created pursuant to the City’s Inclusionary Housing regulations shall remain affordable units for the remaining extent of their deed-restriction term.

D. In-Lieu Fee Credit Limitation. If Inclusionary Zoning in-lieu fees were paid rather than creating affordable units, the property owner shall be responsible for payment any difference between the previously paid in -lieu fees and the in -lieu fees required under the current Inclusionary Housing regulations.

21.56.100. Replacement Requirement.

In the event that 11 or more rental units are proposed for conversion to condominiums, then Applicants shall be required to provide one or a mix of the following:

A. Replacement Units.

1. Ratio. The Applicant shall provide replacement rental dwelling units on a one-to-one basis for each rental dwelling unit proposed to be converted starting with the 11 th unit.

2. Location. The replacement units shall be on the same site as the converted project or at an alternative site within the City, subject to the approval of the Community and Economic Development Director, or designee.

3. Timing. The replacement units shall be available f or occupancy no later than the date of final conversion of the respective displaced tenant.

4. Comparable Units. The replacement units shall be comparable to the converted units with respect to:
a. An equal number of bedrooms and bathrooms;
b. Size and quality of construction;
c. Accessibility features; and
d. Rent less than or equal to the original rental unit.

5. Inclusionary Requirements. Replacement rental units required pursuant to this section shall not be credited toward compliance with the City’s Inclusionary Housing regulations, unless expressly permitted by those regulations. 27 ORDINANCE NO. 1486

B. In-Lieu Fee. Applicants may request to pay an in -lieu fee of all or some of the replacement units otherwise required. The in-lieu fee shall be calculated on a per -unit basis and be in an amount sufficient to mitigate the loss of rental housing that results from condominium conversions, in accordance with applicable law and as determined by the respective review authority.

1. Nexus Study. Applicants shall be responsible for preparation of a nexus s tudy demonstrating the relationship between the fee and the cost of providing the replacement housing and reflect the full cost of replacing a comparable rental dwelling unit, including land acquisition, construction, and soft costs . The nexus study shall be subject to review by City staff or peer review by a qualified consultant at the expense of the Applicant.

2. Timing. The in-lieu fee shall be paid prior to recordation of the final map.

3. Use of Fees. The in-lieu fees collected shall be deposited in the Affordable Housing Fund.

C. Alternative Means of Compliance . Alternative means of compliance for providing replacement units may be approved upon showing, supported by substantial evidence, that strict application of these replacement requirements would preclude any reasonable economic use of the property, subject to City Council approval.

D. Exceptions. Condominium conversion projects shall not be required to comply with these replacement requirements if:

1. At least 90 percent of condominium units are purchased by current tenants.

2. Conversions to 100 percent housing units with long-term affordability restrictions for households earning 120 percent of Area Median Income (“AMI”) or less.

21.56.110. Procedures.

A. Projects Converting Less 10 or Fewer Rental Units. Projects which propose to convert less than 10 rental units to condominiums shall be subject to approval by the Zoning Administrator.

B. Projects Converting 11 or More Rental Units. Projects which propose to convert 11 or more r ental units to condominiums shall be subject to approval by the Planning Commission.

21.56.120. Appeal to City Council—Hearing.

The procedure involved in the appeal of a Planning Commission action is set forth in Section

21.42.100.

SECTION V. SEVERABILITY
If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance, 28 ORDINANCE NO. 1486

or its application to any person or circumstance, is for any reason held to be invalid or unenforceable, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases of this ordinance, or its application to any other person or circumstance. The City Council of the City of Martinez hereby declares that it would have adopted each section, subsection, subdivision, paragraph, sentence, clause or phrase hereof, irrespective of the fact that any one or more other sections, subsections, subdivisions, paragraphs, sentences, clauses, or phrases hereof be declared invalid or unenforceable.

SECTION VI. EFFECTIVE DATE
This ordinance shall become effective 30 days after the date of adoption.

SECTION VII. PUBLICATION
At least five days prior to its final adoption, a certified copy of the full text of this ordinance shall be posted in the office of the City Clerk.

Within fifteen days after adoption, the City Clerk shall publish a summary of this ordinance with the names of thos e City Council members voting for or against the ordinance in a newspaper of general circulation published and circulated in the City of Martinez.

APPROVED: ___________________________
Brianne Zorn, Mayor

ATTEST: __________________________
Kat Galileo, City Clerk

* * * * *

29 ORDINANCE NO. 1486

I HEREBY CERTIFY that the foregoing ordinance was duly and regularly introduced at a regular meeting of the City Council of the City of Martinez, held on the 18th day of March, 2026, and duly passed and adopted at a regular meeting of said Council held on the 1st day of April, 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

__________________________________

KAT GALILEO, CITY CLERK

CITY OF MARTINEZ

Approved as to form:

__________________________
Teresa L. Highsmith, City Attorney

30 STAFF REPORT
City Council

City Council Staff Report Page 1 of 2
Date: April 1, 2026
To: Mayor and City Council
From: Michael Chandler, City Manager
Prepared By: Marta Goc, Human Resources Manager
Title: Interim Finance Manager Appointment

Recommendation
Adopt a resolution appointing Andrea Milller as the Interim Finance Manager, pursuant to Government Code Section 21221(h).

Background
The City is currently in the process of recruiting for the position of Finance Manager. Until the position is filled, staff is requesting authorization to appoint Andrea Miller as the Interim Finance Manager. Ms. Miller has over twenty years of progressively responsible finance management.

Pursuant to Government (Gov.) Code section 21221(h) o f the Public Employees’ Retirement Law, the City is to appoint a CalPERS retiree to a vacant position requiring specialized skills during recruitment for a permanent appointment and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits, so long as it is a single appointment that does not exceed 960 hours in a fiscal year.

The compensation paid to retirees cannot be less than the minimum, nor exceed the maximum monthly base salary paid to oth er employees performing comparable duties. The maximum monthly base salary for the Finance Manager position is $17,514.70 and the hourly equivalent is $101.03; the minimum base salary for this position is $14,179.78 and the hourly equivalent is $81.79. The hourly rate paid to Andrea Miller will be $81.80.

The proposed appointment complies with all CalPERS retirement annuitant regulations . Ms.

Miller will not receive any other benefit, incentive, or compensation, in lieu of benefit or other form of compensation in addition to this hourly pay rate.

Fiscal Impact
The hourly rate for this position is funded within the existing Finance Department budget. There are no additional retirement contributions required, as retired annuitants do not accrue service credit or retirement rights.

31 City Council Staff Report Page 2 of 2
Attachments
 Resolution – A re solution appointing Interim Finance Manager Pursuant Gov Code 21221(h)
 Attachment A – COM Offer Letter- Andrea Miller

32 RESOLUTION NO. 26 -___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MARTINEZ APPOINTING

ANDREA MILLER AS THE INTERIM FINANCE MANAGER PURSUANT TO GOVERNMENT CODE SECTION 21221(h)
WHEREAS, Government (Gov.) Code section 21221(h) of the Public Employees’ Retirement Law permits the governing body to appoint a CalPERS retiree to a vacant position requiring specialized skills during recruitment for a permanent appointment, and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a single appointment that does not exceed 960 hours in a fiscal year; and
WHEREAS, the City of Martinez (the City) desires to appoint Andrea Miller as an interim appointment retired annuitant to the vacant position of Finance Manager for the City under Gov.

Code section 21221(h), effective April 6, 2026; and
WHEREAS, Andrea Miller has not and will not receive a Golden Handshake or any other retirement-related incentive; and
WHEREAS, an appointment under Gov. Code section 21221(h) requires the retiree is appointed into the interim appointment during recruitment for a permanent appointment; and WHEREAS, the governing body has authorized the search for a permanent appointment on April 1, 2026; and
WHEREAS, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum monthly base salary paid to other employees performing comparable duties, divided by 173.36 to equal the hourly rate; and
WHEREAS, the maximum base salary for this position is $17,514.70 and the hourly equivalent is $101.03; the minimum base salary for this position is $14,179.78 and the hourly equivalent is $81.79; and
WHEREAS, the hourly rate paid to Andrea Miller will be $81.80; and WHEREAS, Andrea Miller has not and will not receive any other benefit, incentive, compensation in lieu of benefit or other form of compensation in addition to this hourly pay rate.

NOW, THEREFORE, BE IT RESOLVED , that the City Council of the City of Martinez hereby certifies the nature of the employment of Andrea Miller as described herein, and that this interim appointment is necessary to fill the critically needed position of Finance Manager for the City of Martinez by April 6, 2026, because the recruitment of the permanent Finance Manager will take a lengthy period and the position of Finance Manager is vital to managing and leading the day- to-day financial functions and operations of the Finance Department.

* * * * *
33 RESOLUTION NO. 26-___

I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution duly adopted by the City Council of the City of Martinez at a Regular Meeting of said Council held on April 1, 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

__________________________________

KAT GALILEO, CITY CLERK

CITY OF MARTINEZ

34 April 1, 2026

Ms. Andrea Miller

Dear Ms. Miller:

I am pleased to offer you this interim appointment as a retired annuitant to the vacant position of Finance Manager for the City of Martinez, effective April 6, 2026. Based on a review of your qualifications and work history, including over twenty years of Finance Management experience, you possess the necessary experience and specialized skills to perform the work of Finance Manager during the recruitment to fill the position.

As the City of Martinez is a CalPERS employer, please note that any post -retirement employment is governed by CalPERS regulations and statutes. Attached for your reference is a copy of the CalPERS publication “A Guide to CalPERS Employment After Retireme nt” (Publication 33, dated November 2021) with general information on working after retirement. Please note that any retired annuitant employment that is deemed unlawful by CalPERS could result in your reinstatement from retirement.

This letter outlines t he terms of the City's offer of an Interim appointment as a retired annuitant to the position of Finance Manager.

1. A retired annuitant is classified as am hourly, temporary, at-will employee and is not represented by any of the City's bargaining units or groups.

2. Your hourly pay rate during your Interim appointment as Finance Manager will be $81.80. This hourly rate is not less than the minimum rate of $81.79 or more than the maximum rate of S101.03 for the vacant Finance Manager position as listed on the City's publicly available Salary and Wage Plan.

3. You are not eligible to receive any benefit, incentive, compensation on in-lieu of benefits, or any other form of compensation in addition to the hourly pay rate. The City will not collect or pay any retirement contributions for your retired annuitant work.

4. In accordance with CalPERS regulations, the C ity will report your pay rate and all hours worked as a retired annuitant to CalPERS.

5. The City is currently in the process of recruiting for the position of Finance Manager. In accordance with Government Code Section 21221(h), a retiree can be appointed only once as an interim employee to a vacant position during the recruitment for a permanent replacement. It is anticipated that your interim appointment will continue until the recruitment for Finance Manager is completed and a new Finance Manager is appointed. However, in no case will your inter im appointment end later than December 31, 202 6. Should you accept appointment to this at -will position, you will serve at the pleasure of the City Manager and the City may terminate your appointment at any time.

6. Your regular work week will be forty (40) hours per week, with occasional work required in evenings or on weekends depending upon work demands. You are eligible for overtime pay as allowed and as is required by the Fair Labor Standards Act. However, as a CalPERS retired annuitant you will also be subject to Government Code Section 21224 and can work no more than 960 hours in a fiscal year (July 1st- June 30th), for employment with all CalPERS employers combined. 35 7. Upon accepting employment, you must certify in writing to the employer that you did not receive any unemployment insurance payments within the 12 months prior to this appointment for previous retired annuitant work with any CalPERS employer.

Please let me know if you have any questions regarding this letter or any aspects of this offer of employment. I may be reached directly at (925) 372-3522 or via e-mail at [email protected] .

I look forward to working with you during your interim appointment and welcome you to our City of Martinez team!

Sincerely,

Marta Goc
Human Resources Manager

Enclosure

ACCEPTANCE OF OFFER:

Government Code Section 7522.56 provides that a retiree cannot be appointed to post -retirement employment if the retiree received unemployment i nsurance compensation for any prior retired annuitant work/or any public employer during the twelve ( 12) month period prior to the appointment date. I understand and certify that I am in compliance with this requirement.

I certify that I have reached the normal retirement age for my retirement benefit formula(s) and a bona fide separation in service is not required.

I, Andrea Miller, accept the interim retired annuitant appointment to the position of Finance Manager effective April 6, 2026.

______________________ _________________
Signature Date
36 37
38 39
40 41
42 43
44 45
46 47
48 STAFF REPORT
City Council

City Council Staff Report Page 1 of 2
Date: April 1, 2026
To: Mayor and City Council
From: Michael Chandler, City Manager
Prepared By: June Du, Finance Director
Title: Appropriation of Funds for IRS Yield Restriction Payment Related to the 2020A Water Revenue Bonds

Recommendation
Adopt a resolution appropriating $183,488 from the Water Debt Service Fund balance to make a required payment to the Internal Revenue Service (IRS) related to the City’s 2020A Water Revenue Bonds.

Background
In 2020, the City issued the 2020A Water Revenue Bonds to finance improvements to the City’s water system. Federal tax regulations governing tax -exempt municipal bonds limit the amount of investment earnings that can be generated from bond proceeds.

These regulations require periodic calculations to determine whether investment earnings exceed the allowable yield associated with the bonds. If investment earnings exceed the permitted amount, the excess earnings must be paid to the Internal Revenue Service (IRS) to maintain the tax-exempt status of the bonds.

Discussion
At the time the 2020A Water Revenue Bonds were issued, interest rates were relatively low. As a result, the allowable arbitrage yield for the bonds was established at 1.589 percent.

Since then, interest rates have increased significantly. During the period from December 2023 through December 2025, the City’s investments for the bond Project Fund earned an average return of approximately 3.987 percent.

Federal regulations allow investment earnings to exceed the bond yield by only 0.125 percent after the temporary investment period f or the bond proceeds expires. Because the City’s investment earnings exceeded the allowable limit during this period, the excess earnings must be remitted to the IRS as a yield restriction payment.

While the City benefited from higher investment returns, federal tax rules governing tax-exempt municipal bonds are designed to prevent governments from borrowing at tax -exempt interest rates and earning significantly higher returns on those funds. As a result, any earnings above the allowable limit must be returned to the IRS.
49 City Council Staff Report Page 2 of 2
The City’s bond compliance consultant completed the required calculation and determined that a payment of $183,487.06 is due to the IRS. This payment must be submitted with IRS Form 8038-T.

Because this amount is determined through periodic calculations performed after bond issuance and depends on investment performance and interest rate conditions, it was not included in the adopted budget for the current fiscal year.

Fiscal Impact
The required payment totals $183,487.06. Staff recommends appropriating the funds from the Water Debt Service Fund balance, which has sufficient funds available to cover this payment.

Attachments
 Resolution – Appropriation from Water Debt Service Fund

50 RESOLUTION NO. 26 -___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MARTINEZ APPROPRIATING $183,488 FROM THE WATER DEBT SERVICE FUND BALANCE TO

MAKE A REQUIRED PAYMENT TO THE INTERNAL REVENUE SERVCIE (IRS) RELATED TO THE 2020A WATER REVENUE BONDS
WHEREAS, the City of Martinez issued the 2020A Water Revenue Bonds to finance improvements to the City’s water system; and
WHEREAS, federal tax regulations governing tax -exempt municipal bonds limit the amount of investment earnings that can be generated from bond proceeds; and WHEREAS, the allowable investment return is based on the arbitrage yield of the bonds, which for the 2020A Water Revenue Bonds is 1.589 percent; and WHEREAS, interest rates increased in recent years and, during the period from December 2023 through December 2025, the City’s investment earnings on the Project Fund averaged approximately 3.987 percent, which exceeded the allowable yield permitted under federal regulations; and
WHEREAS, federal regulations allow investment earnings to exceed the arbitrage yield by only

0.125 percent after the temporary investment period expires; and WHEREAS, because the investment earnings exceeded the allowable limit, the City is required to remit the excess earnings to the Internal Revenue Service (IRS) as a yield restriction payment; and
WHEREAS, the City’s bond compliance consultant completed the required calculation and determined that a payment in the amount of $183,487.06 is due to the IRS; and WHEREAS, this payment was not included in the current fiscal year adopted budget and therefore requires a budget appropriation; and
WHEREAS, sufficient funds are available in the Water Debt Service Fund balance to cover this payment.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Martinez hereby appropriates $183,488 from the Water Debt Service Fund balance for the purpose of making the required yield restriction payment to the Internal Revenue Service related to the 2020A Water Revenue Bonds.

* * * * *
I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution duly adopted by the City Council of the City of Martinez at a Regular Meeting of said Council held on April 1, 2026, by the following vote:

AYES:
51 RESOLUTION NO. 26-___

NOES:

ABSTAIN:

ABSENT:

__________________________________

KAT GALILEO, CITY CLERK

CITY OF MARTINEZ

52 STAFF REPORT
City Council

City Council Staff Report Page 1 of 2
Date: April 1, 2026
To: Mayor and City Council
From: Michael Chandler, City Manager
Title: Acceptance of Donations

Recommendation
By motion, accept donations from the Martinez Refining Company totaling $250,000 and $40,000, respectively, pursuant to the City’s Donation and Sponsorship Policy.

Background
On September 6, 2023, the City of Martinez (“City”) adopted Resolution No. 118-23 approving a Donation and Sponsorship Policy (“Policy”). The Policy governs the standards and protocols regarding the assessment and approval of contributions to the City. Resolution No. 118-23 and the Policy are included as Attachment A . Prior to acceptance, all don ations and sponsorships must be evaluated by the City to ensure compliance with the Policy. Under this Policy, donations that are greater than $10,000 must be accepted by City Council.

The City recently received donation commitments from the Martinez Refining Company (“MRC”) in the amount s of $40,000 for enhancement of the Marina Vista Archway, and $250,000 for replacement of the water play feature at the Rankin Aquatic Center, as a means of honoring and celebrating the City’s 150th Anniversary of Incorporation. MRC has also subsequently confirmed to City staff the $40,000 donation will be available to support a new downtown kiosk, if funds are still available once the archway improvements are completed. Copies of MRC’s donation letters and forms are included as Attachment B for the Marina Vista Archway, and Attachment C for the Rankin Aquatic Center Water Play Feature.

Discussion
Pursuant to the Policy, the City must first determine whether the Donation is consistent with the City’s interests and with applicable local and state laws. Factors considered in the City’s evaluation of donations include but are not limited to: whether the donation is consistent with the City’s interests, values, and goals, whether the donation would affect the City’s public relationships, and whether acceptance of the donation would implicate the expenditure of the City’s funds at any time.

Based on staff’s evaluation of the donations, the donations satisfy the City’s criteria for acceptance in accordance with the Policy. The application of the donations would provide a public benefit to the City and community, consistent with the City’s interests and local and state law. The City will endeavor to use the funds consistent with the donor’s intended application of the funds and provide public recognition as requested. For the donation in support of a new 53 City Council Staff Report Page 2 of 2
Rankin Aquatic Center Water Play Feature, this recognition will involve a plaque to be installed at the pool once the new play structure is installed.

Fiscal Impact
The City will receive a total of $290,000 combined from these donations, $40,000 for the Marina Vista Archway (and potentially a new downtown kiosk), and $250,000 for replacement of the Rankin Aquatic Center Water Play Feature.

Attachments
 Attachment A - Reso No. 118-23 with Policy for Receiving Donations and Sponsorships  Attachment B – MRC Donation Marina Vista Archway
 Attachment C – MRC Donation Rankin Aquatic Center Water Play Feature 54 RESOLUTION NO. 118-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MARTINEZ

APPROVING A POLICY FOR RECEIVING DONATIONS AND SPONSORSHIPS WHEREAS, over the years, various types of donations have been extended to the City for both general and specific purposes; and
WHEREAS, the City does not have a formal policy to properly evaluate these requests with clear and consistent standards and protocols; and
WHEREAS, a policy would ensure transparency, accountability, and ethical practices in all aspects of donations and sponsorships received by the City; and WHEREAS, the Donation and Sponsorship Policy ("Policy") developed provides guidelines for accepting donations and sponsorships in a lawful, transparent, and accountable manner consistent with local and state law and the City's strategic goals; and WHEREAS, this Policy is distinct from the laws governing donations to elected officers, candidates, commissions, committees, or other persons required to file statements, reports, or other documents required by the Political Reform Act (Government Code Section 81000, et seq.).

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Martinez hereby adopts the Donation and Sponsorship Policy.
* * * * *
I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution duly adopted by the City Council of the City of Martinez at a Regular Meeting of said Council held on the 6th day of September, 2023, by the following vote:

AYES: Councilmembers Jay Howard, Satinder Malhi, Debbie McKillop; Vice Mayor Mark Ross, Mayor Brianne Zorn
NOES: None
ABSTAIN: None
ABSENT: None
ERK
NEZ
Page
1 of1
Attachment A
55 City of Martinez
Donation and Sponsorship Policy
I. Purpose
Members and supporters of the community of the City of Martinez (“City”) may offer donations or sponsorships of various types for general or specific purposes. This policy provides guidelines for accepting donations and sponsorships in a lawful, transparent, and accountable manner consistent with local and state law and the City’s strategic goals.

This policy is distinct from the laws governing donations to elected officers, candidates, commissions, committees, or other persons required to file statements, reports, or other documents required by the Political Reform Act (Government Code Section 81000, et seq.).

II. Specific Objectives

1. Cultivate connections with contributors who align with the City’s commitment to providing exceptional civic programs and services.

2. Effectively overseeing contributions to enrich the Martinez community.

3. Generate income to support new and ongoing infrastructure, initiatives, undertakings, and activities that enhance the welfare of both the City and its inhabitants.

4. Collaborate with nonprofits aligned with the City’s strategic objectives to further our shared missions.

III. Definitions
a. Donation or Gift: a monetary (cash) contribution, endowments, personal property, real property, financial securities, equipment, in-kind goods or services, or any other asset that the City has accepted and for which the donor has not received any goods or services in return, without expectation of goods or services in return. A donation may be unrest ricted,
where the donor has placed no limitation on its use, or restricted, where the donor has restricted its use to a specified purpose. Grants to the City from a local, state, or federal agency are not subject to this policy. b. Sponsorship: a cash or in-kind product and/or service offered by sponsors with an expectation that an obligation on behalf of the recipient is created. The value of the obligation is typically public recognition and publicity or advertising highlighting the contribution of the sponsor and/or the sponsor’s name, logo, message, products, or services.

Sponsorships
must promote a mutually beneficial relationship for the City. c. Donor: any organization, entity, or individual who provides the City with a Donation
56 2
d. Sponsor: any organization, entity, or individual who provides the City with support in the form of sponsorship.
e. Recipient: the department director (i.e., the head of the City department, agency, board, or commission, or his/her designee) fo
r which a donation is
designated or intended, the City Manager, or City Council.

IV. Consistency with City Interests
The City welcomes donations and sponsorship that enhance City services, reduce costs that the City would incur in the absence of the donation or sponsorship, or that otherwise provide a benefit to the City. Donations and sponsorships must be directly related to providing goods or services to the public or for another valid public purpose. Donations and sponsorships may not be used for personal financial gain of any City elected or appointed official or employee.

V. Evaluation of Donations
a. All donations will be evaluated by the City prior to acceptance to determine whether the donation is consistent with the City’s interests and with applicable local and state laws.
b. The City shall consider the following factors in evaluating a proposed donation:
i. Whether the donation is consistent with the City’s interests, values, and goals.
ii. Whether the donation would affect the City’s public relationships. iii. The net benefit of the donation to the City and consideration of whether expenditure of City funds is associated with or required by the acceptance of the donation. This includes costs of ownership, including maintenance, repair, clean-up, administrative costs, insurance costs, and any potential liability or expenses that may be associated with the donation.
iv. Whether the gift will encourage or discourage future gifts. v. Whether the primary benefit is to the City versus the donor and whether there is compatibility between the intent of the donor and the City’s use of the gift.
c. When appropriate, the City shall enter into a separate written gift agreement with the donor, specifying the terms of any gift.

VI. Evaluation of Sponsorships
a. All sponsorships will be evaluated by the City prior to acceptance to determine whether the sponsorship is consistent with the City’s interests and with applicable local and state laws.
b. The City shall consider the following factors in evaluating a proposed sponsorship:
57 3
i. Whether the sponsorship is consistent with the City’s interests, values, and goals.
ii. W
hether the sponsorship would affect the City’s public
relationships.
iii. The net benefit of the sponsorship to the City and consideration of whether expenditure of City funds is associated with or required by the acceptance of the sponsorship. This includes costs of ownership, including maintenance, repair, clean-up, administrative costs, insurance costs, and any potential liability or expenses that may be associated with the sponsorship.
iv. Compliance with the Establishment Clause of the First Amendment to the United State Constitution and the proposed sponsorship’s neutrality with regard to political, social, or cultural messages. c. The City shall enter into a separate written Sponsorship Agreement with sponsor.
i. Sponsors shall be solely responsible for obtaining all necessary permissions for legally protected intellectual property and the City shall not be liable for unauthorized use of intellectual property or other infringements.
ii. The City preserves its rights and discretion to exercise full editorial control over the placement, content, appearance, and wording of sponsorship messages.
iii. The City may terminate any Sponsorship Agreement at any time and for any reason if the sponsorship is determined in the City’s sole discretion not to be in the best interests of the City.

VII. Acceptance of Donations and Sponsorships
a. Only recipients authorized by this Policy may accept donations and sponsorships.
b. Undesignated donations and sponsorships may be accepted by the City Manager.
c. Based on the value of the donation or sponsorship as outlined below, appropriate City staff and officials shall accept the donation or sponsorship based on the following threshold amounts:
i. Offers valued at $5,000 or below may be accepted by a department director.
ii. Offers valued more than $5,000 and up to $10,000 shall be accepted by the City Manager.
iii. Offers valued more than $10,000 shall be accepted by City Council. 58 4 VIII. Acknowledgment of Donations and Sponsorships
a. Recipients authorized by this policy to accept a donation or sponsorship are responsible for acknowledging and, when appropriate, thanking the donor or sponsor.
b. Acknowledgement of the donation/sponsorship, whether accepted or declined by the City, shall be in writing and forwarded to the donor/sponsor upon completion of the donation.
c. Acknowledgement of the donation/sponsorship shall include the amount of a monetary contribution, a description of non-monetary contribution, a statement that no goods or services were provided by the donor in return for the contribution (if a donation), and a description and good faith estimate of the value of the donation/sponsorship, if applicable. d. The City cannot provide tax advice to potential donors and sponsors, or guarantee that any donation or sponsorship will qualify for a tax deduction.

IX. Declined Donations and Sponsorships
The City maintains the sole discretion to decline any donation or sponsorship without comment or cause.
59 �artinez \ �:��ing Company
Dear Michael Chandler,
Martinez Refining Company
3485 Pacheco Blvd.

Martinez, CA 94553-0071
On behalf of Martinez Refining Company LLC, I am pleased to inform you of our $40,000 donation/sponsorship to the City of Martinez to build an archway at the Marina Vista Avenue entrance to the city.

This donation/sponsorship is designated specifically to support the I 50th Anniversaiy of the City of Martinez, and to be used solely for expenses directly related to the construction of the Marina Vista A venue archway and with ongoing maintenance entrusted to the city. It is our understanding the City will administer the funds in accordance with applicable laws, policies, and reporting requirements.

We are grateful for the opportunity to assist the city in celebrating this Sesquicentennial milestone and contribute to a lasting tribute to Martinez's rich history. This is a significant occasion, and the archway welcoming residents and visitors will serve as a meaningful symbol of this celebration.

As part of the archway design, we respectfully request some form of public recognition that can be agreed upon with the Martinez City Manager.

We are pleased to support this project and appreciate the City's efforts to bring it to fruition.

Sincerely,
Domini liano
Com unity and Government Relations Manager
Martinez Refining Company
60 ;f lVt,1 .
() � DONATION - SPONSORSHIP FORM
' (
1876
City of Martinez
525 Henrietta Street
Martinez, CA 94553
Tel. (925) 372-3500
www .cityofmartinez.org
Acceptance of any donation or sponsorship is subject to City evaluation and approval in accordance with the City of Martinez Donation and Sponsorship Policy. Please submit the completed form to Eve Kearney at ekearney@cityofmarti nez.org.

DONOR/SPONSOR INFORMATION
�ame {Individual/Organization): Martinez Refining Company tontact Person (if applicable):oominic Aliano
Mailing Address3495 Pacheco Boulevard
tityMartinez StatecA fiP94553
Phone(925) 374-2488 Emai1Do!"[email protected]

DONATION/SPONSORSHIP INFORMATION
Contribution Type (Please select):
□ Donation or Gift (No goods or services are expected in return) � Sponsorship (Public recognition or other acknowledgement may be requested) Is public recognition requested? Ill Yes □ No
Contribution Details (Please select and provide details below):
l!!!I Monetary Contri.bution -Amount: $$40,000.00
□ Gift (Examples: property, equipment, materials, supplies) Brief Description:

Estimated Value:$
D In-Kind (Examples: professional services, labor, materials) Brief Description:

Estimated Value: $

INTENDED RECIPIENT AND USE OF DONATION
□ Unrestricted (To be used at the City's discretion to support community projects) I!!! Restricted (To be used for the following specific department, purpose, program, or project) - Brief Description:

This donation is designated specifically to support the 150th Anniversary of the City of Martinez, and to be used solely for expenses directly related to the archway at Marina Vista Avenue and with ongoing maintenance entrusted to the city. It is our understanding the City will administer the funds in accordance with applicable laws, policies, and reporting requirements.

ACKNOWLEDGEMENT & UNDERSTANDING
I/we understand that all donations are subject to review and acceptance by the City of Martinez in accordance with its Donation and Sponsorship Policy. I/we acknowledge that no goods or services are expected or will be received in return for this donation. I/we also understand that the City cannot provide tax advice or guarantee that this donation will qualify as tax-deductible.

Print Name: Dominic Aliano
Signature:

Date:
61 �artinez \ �:��ing Company
Dear Michael Chandler,
Martinez Refining Company
3485 Pacheco Blvd.

Martinez, CA 94553-0071
On behalf of Martinez Refining Company LLC, I am pleased to inform you of our $250,000 donation/sponsorship to the City of Martinez to build a water play feature at Rankin Park.

This gift is designated specifically to support the 150th Anniversary of the City of Martinez and is to be used solely for expenses directly related to the water play feature at Rankin Park, with ongoing maintenance entrusted to the city. It is our understanding the City will administer the funds in accordance with applicable laws, policies, and reporting requirements.

We are grateful to help the city celebrate this Sesquicentennial milestone by creating a water play feature for children and families who gather at Rankin Park. This revitalization marks a meaningful celebration of our community that will be enjoyed for years to come.

As part of the Rankin Park water feature design, we respectfully request a plaque be included, recognizing elected officials, City management, and Martinez Refining Company and our employees. We also ask that MRC be consulted on the wording of the company recognition and plaque design.

We are pleased to support this project and appreciate the City's efforts to bring it to fruition.

Sincerely,
Dominic no
Corn��-�·ty and Government Relations Manager
Martinez Refining Company
62 i\-; t\l[, -
0 DONATION - SPONSORSHIP FORM
1876
City of Martinez
525 Henrietta Street
Martinez, CA 94553
Tel. (925) 372-3500
www .cityofmartinez.org
Acceptance of any donation or sponsorship is subject to City evaluation and approval in accordance with the City of Martinez Donation and Sponsorship Policy. Please submit the completed form to Eve Kearney at [email protected].

DONOR/SPONSOR INFORMATION
Name {lndividual/Organization):Martinez Refining Company Contact Person (if applicable): Dominic Aliano
Mailing Address3495 Pacheco Boulevard
(ityMartinez StatecA FiP94553
Phone(925) 37 4-2488 [email protected]

DONATION/SPONSORSHIP INFORMATION
Contribution Type (Please select):
□ Donation or Gift (No goods or services are expected in return) � Sponsorship (Public recognition or other acknowledgement may be requested) Is public recognition requested? Iii Yes □ No
Contribution Details (Please select and provide details below):
1ii!i1 Monetary Contribution -Amount: $$250,000.00
□ Gift (Examples: property, equipment, materials, supplies) Brief Description:

Estimated Value: $
D In-Kind (Examples: professional services, labor, materials) Brief Description:

Estimated Value: $

INTENDED RECIPIENT AND USE OF DONATION
D Unrestricted (To be used at the City's discretion to support community projects) !!!! Restricted (To be used for the following specific department, purpose, program, or project) - Brief Description:

This gift is designated specifically to support the 150th Anniversary of the City of Martinez and is to be used solely for expenses directly related to the water play feature at Rankin Park, with ongoing maintenance entrusted to the city. It is our understanding the City will administer the funds in accordance with applicable laws, policies, and reporting requirements.

ACKNOWLEDGEMENT & UNDERSTANDING
I/we understand that all donations are subject to review and acceptance by the City of Martinez in accordance with its Donation and Sponsorship Policy. I/we acknowledge that no goods or services are expected or will be received in return for this donation. I/we also understand that the City cannot provide tax advice or guarantee that this donation will qualify as tax-deductible.

Print Name: Dominic Aliano
Signature:

Date:
63 STAFF REPORT
City Council

City Council Staff Report Page 1 of 5
Date: April 1, 2026
To: Mayor and City Council
From: Michael Chandler, City Manager
Prepared By: Lauren Sugayan, Assistant City Manager
Kat Galileo, City Clerk
Title: Adoption of New City Council Handbook

Recommendation
Adopt a resolution approving the new City Council Handbook to ensure clear, consistent, and modern policies and procedures for City Council governance.

Background
In December 2024, the City Council established an Ad Hoc Subcommittee to conduct a comprehensive review and modernization of the City Council’s Policies and Procedures. Aside from a limited amendment in 2019 related to meeting minutes, the document has rem ained largely unchanged for many years. The Subcommittee consisted of Mayor Zorn and Councilmember McKillop and was supported by staff.

The goal for the Subcommittee was to create a well-crafted foundational governance document that shapes how the City Council conducts its work, engages the community, and collaborates as a policy -making body. Over the past year, the Subcommittee met regularly with staff to evaluate existing practices and develop a modern, streamlined framework for Council governance. As part of this effort, staff reviewed a total of 13 council policy and procedure documents from cities across the region and state, identified best practices, and worked with the Subcommittee to refine areas needing clarification, modernization, or reorganization.

The resulting draft City Council Handbook: Governance Policies & Procedures (Attachment A) creates clarity on business practices , strengthens transparency, and reflects current legal requirements and best practices in local government. In addition to the new handbook, this staff report provides:

1. An updated staff report template that adds a Strategic Plan alignment section.

2. An updated City Council meeting agenda featuring City branding and the proposed new agenda format.

Strategic Plan Alignment
Adopting modern governance policies and best practices directly supports the City’s Strategic Plan by strengthening the organizational systems required to achieve its multi -year goals . 64 City Council Staff Report Page 2 of 5
Modernizing these foundational practices positions the organization to execute its Strategic Plan more effectively and sustain progress across all goal areas.

Discussion
The proposed handbook fully replaces the City Council’s existing policies and procedures (Attachment B) with a modern, user-friendly, and clearly organized set of policies aligned with best practices in local governance. Below is a highlight of key sections and content contained in those sections:

1. Purpose & Intent of the Handbook
a. Establishes a single, comprehensive governance document outlining how the City Council conducts business, communicates, and collaborates.

2. Why the City Council Exists and the Legal Framework for City Governance a. Defines the Council’s role as the City’s legislative and policy-making body. b. Outlines the City’s authority as a General Law City, including police power, taxing authority, eminent domain, and public works authority.
c. Describes responsibilities within the Council–Manager form of government, clarifying the roles of the Mayor, Councilmembers, City Manager, City Attorney, and City Treasurer.

3. Elections, Districts & Vacancies
a. Conveys the structure of the four district-based Council seats with an at-large Mayor.
b. Provides detailed rules and timelines for filling Council vacancies, including appointment procedures, special elections, interviews, and public transparency.

4. Norms
a. Establishes expected behaviors for working together as a cohesive policy team.

5. Communications Protocols
a. Distinguishes between individual Councilmember opinions and the official position of the City Council as a whole.
b. Coordinates media inquiries through the City Manager or Public Information Officer to ensure accurate and consistent messaging.
c. Routes Councilmember requests for information or staff support through the City Manager to maintain clarity, efficiency, and respect for organizational roles. d. Complies with AB 992 by avoiding social media interactions that could create a prohibited serial meeting.
65 City Council Staff Report Page 3 of 5
e. Follows First Amendment and Public Records Act requirements on social media, including retaining City-related content and avoiding deletion of public communications.

6. Appointments, Subcommittees & Representation
a. Defines processes for appointing the Vice Mayor, establishing subcommittees, and assigning liaison roles.
b. Clarifies distinctions between standing committees (ongoing) and Ad Hoc Subcommittees (limited purpose, dissolve upon task completion).

7. Training & Ethics Compliance Requirements
Reinforces all mandatory trainings, including:
a. AB 1234 Ethics Training
b. AB 1661 Harassment Prevention
c. Brown Act Open Meeting Training
d. SB 827 Fiscal & Financial Training (new requirement) e. Anti-Bias & Cultural Awareness Training
f. Political Reform Act filings & Form 700 compliance
g. Professional development training

8. City Council Meetings – Structure & Standards
a. Clarifies expectations for Councilmember attendance and remote participation requirements under AB 2449.
b. Defines the types of Council meetings, including Regular, Special, Study Sessions, Closed Sessions, and Emergency meetings.
c. Establishes standards for adjourned meetings, disruptions, and remote-access failures in compliance with SB 707.
d. Sets meeting curfews and time-management expectations to support efficient deliberations.
e. Provides clear guidelines for written and verbal public comment, including decorum, civility, and time limits.
f. Reaffirms the City’s commitment to open, respectful dialogue through its civility statement.

9. Meeting Preparation
a. Establishes the agenda as the City’s official mechanism for conducting legislative and policy business.
66 City Council Staff Report Page 4 of 5
b. Assigns the City Manager responsibility for preparing and scheduling agenda items in coordination with the Mayor.
c. Clarifies that Councilmembers may only request future items through the established meeting process, not place items unilaterally. d. Requires Council-initiated requests to undergo Council concurrence, City Manager review, or subcommittee referral before scheduling. e. Directs staff-initiated items to include a recommended action, fiscal impacts, legal review when needed, and policy alignment, with timing determined by the City Manager.

10. Financial Matters & Expense Reimbursement
a. Details compensation rules and eligibility under State law. b. Provides comprehensive standards for travel, training, lodging, meals, and authorized expenses.
c. Includes cost-control expectations and documentation requirements. d. Reinforces prohibitions on misuse of public resources and potential legal consequences.

11. Legal & Compliance Provisions
a. Ensures compliance with Brown Act open-meeting rules, agenda-posting deadlines, serial-meeting prohibitions, and closed-session requirements. b. Requires disclosure of ex parte communications for quasi-judicial matters to maintain transparency and fairness.
c. Adopts Rosenberg’s Rules as the Council’s parliamentary procedure unless superseded by law.
d. Governs public records responsibilities, including use of personal devices, record-retention requirements, and timely CPRA responses. e. Establishes a clear censure process and standards for addressing serious violations of law or Council policy.

Fiscal Impact
There is no fiscal impact associated with this agenda item.

Attachments
 Resolution – Adoption of the City Council Handbook: Governance Policies & Procedures
 Attachment A – City Council Handbook: Governance Policies & Procedures  Attachment B – Current City Council Policies and Procedures 67 City Council Staff Report Page 5 of 5
 Attachment C – Updated Staff Report Template
 Attachment D – Updated Council Agenda
68 RESOLUTION NO. 26 -___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MARTINEZ APPROVING THE

NEW CITY COUNCIL HANDBOOK TO ENSURE CLEAR, CONSISTENT AND MODERN

POLICIES AND PROCEDURES FOR CITY COUNCIL GOVERNANCE

WHEREAS, the City Council established an Ad Hoc Subcommittee in December 2024 to conduct a comprehensive review and modernization of the City Council’s Policies and Procedures; and
WHEREAS, other than a limited amendment in 2019 related to meet ing minutes, the City Council’s existing Policies and Procedures had not been substantially updated in many years; and
WHEREAS, the Ad Hoc Subcommittee, supported by City staff, conducted an extensive evaluation of existing practices, reviewed policy documents from jurisdictions across the region and state, and identified best practices to guide the development of a modern governance framework; and
WHEREAS, the resulting City Council Handbook: Governance Policies & Procedures provides a clear, organized, and contemporary set of policies reflecting current legal requirements, best practices in local government, and the City Council’s commitment to transparency, professionalism, and effective governance; and
WHEREAS, the updated Handbook clarifies roles and responsibilities, modernizes communication and meeting protocols, outlines expectations for Council conduct, and consolidates all adopted rules into a single, user-friendly document; and WHEREAS, adopting this Handbook support s the City’s Strategic Plan by strengthening organizational systems, improving consistency in Council decision -making, and enhancing alignment between Council priorities and staff implementation; and WHEREAS, the City Council desires to formally adopt the City Council Handbook: Governance Policies & Procedures to replace the existing policies and procedures in their entirety.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Martinez as follows:

1. The City Council hereby adopts the City Counc il Handbook: Governance Policies & Procedures, attached as Attachment A, as the official and comprehensive governance document for City Council operations.

2. The policies and procedures contained in the Handbook supersede and replace all prior City Council policies and procedures, including those identified in Attachment B.

I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution duly adopted by the City Council of the City of Martinez at Regular Meeting of said Council held on the 1st day of April 2026, by the following vote:

AYES:
69 RESOLUTION NO. 26-___

NOES:

ABSTAIN:

ABSENT:

__________________________________

KAT GALILEO, CITY CLERK

CITY OF MARTINEZ

70 C I T Y O F M A R T I N E Z

City Council Handbook:

Governance Policies & Procedures
Adopted XX, XXXX • Resolution No. XX-XXX

71 TABLE OF CONTENTS
CITY COUNCIL HANDBOOK: .............................................................................................. 1 GOVERNANCE POLICIES & PROCEDURES ......................................................................... 1 PURPOSE ......................................................................................................................... 1 WHY THE CITY COUNCIL EXISTS ........................................................................................ 1 HOW MARTINEZ GETS ITS LEGAL AUTHORITY ..................................................................... 2 HOW MARTINEZ IS GOVERNED .......................................................................................... 2 Council-Manager Form of Government ........................................................................... 2 Responsibilities of the Mayor and City Council ................................................................ 2 HOW COUNCILMEMBERS ARE SELECTED .......................................................................... 6 District Elections .......................................................................................................... 6 HOW A CITY COUNCIL VACANCY IS FILLED .................................................................... 6 Vacancy Rules .............................................................................................................. 6 HOW THE CITY COUNCIL GOVERNS ................................................................................ 10 Working Together as a Policy Team .............................................................................. 10 Speaking for “the City” ............................................................................................................ 11 News Media ............................................................................................................................ 11 Council-Staff Relations ........................................................................................................... 12 Use of Written Materials .......................................................................................................... 12 Use of Social Media ................................................................................................................. 12 First Amendment .................................................................................................................... 13 HOW APPOINTMENTS ARE MADE ................................................................................ 14 Vice Mayor .............................................................................................................................. 14 Subcommittees ...................................................................................................................... 14 Annual Review and Appointment Timing ................................................................................... 15 Ad Hoc Subcommittees........................................................................................................... 15 Commission Liaisons .............................................................................................................. 17 Outside Agencies .................................................................................................................... 17 TRAINING & ETHICS COMPLIANCE .................................................................................. 18 AB 1234 Ethics Training (Gov. Code §53234 et seq.) ....................................................... 18 AB 1661 Sexual Harassment Prevention Training (Gov. Code §53237) ............................. 19 Brown Act Open Meeting Training (Gov. Code §54950 et seq.) ........................................ 19 Anti-Bias and Cultural Awareness Training .................................................................... 19 AB 2158 – Ethics Training for Local Agency Officials ....................................................... 20 Political Reform Act & FPPC Compliance ...................................................................... 20 FPPC CAMPAIGN FILINGS ................................................................................................. 21 CITY COUNCIL MEETINGS ............................................................................................... 25 ATTENDANCE AT MEETINGS ................................................................................................ 26 Attendance and Participation Expectations .................................................................. 26 TYPES OF MEETINGS ........................................................................................................ 26 72 Regular Meetings ........................................................................................................ 26 Emergency Meetings ................................................................................................... 28 Adjourned Meetings Due to Power or Connectivity Outages ........................................... 28 Public Participation ..................................................................................................... 28 Civility Standards ........................................................................................................ 30 Meeting Curfew/Time Limits ........................................................................................ 30 Meeting Preparation and Agenda ................................................................................. 30 Staff-Initiated Items .................................................................................................... 31 Council-Initiated Items and Future Agenda Requests .................................................... 31 FINANCIAL MATTERS....................................................................................................... 33 Council Member Compensation and Benefits ............................................................... 33 City Council Expense Reimbursement Policy ................................................................ 33 LEGAL AND COMPLIANCE ............................................................................................... 37 APPENDIX A............................................................................................................................. 41

73 Page | 1

PURPOSE
This handbook explains how the Martinez City Council conducts its work and outlines expectations for Councilmembers, staff, and the public. It compiles all Council-adopted rules and procedures into one place so that everyone is working from the same playbook.

In addition to guiding meeting procedures and public participation, these Rules and Procedures cover community engagement and communication protocols to help ensure Councilmembers are aligned in how they interact with the public and one another. They also address Council trainings, compliance with legal requirements, and important financial responsibilities.

The goal is to promote professionalism, civility, and transparency, while supporting meaningful public involvement and effective decision-making on behalf of the Martinez community.

Revisions to these rules should happen as often as needed and should be vetted through a City Council Subcommittee before being approved by the full City Council at a regularly scheduled meeting.

WHY THE CITY COUNCIL EXISTS
The Martinez City Council exists to serve as the community’s elected decision-making body.

Its primary responsibility is to set policies and laws that guide how the City operates. The City Council provides oversight of the City Manager to ensure City staff serve residents in alignment with Martinez’s adopted mission: to provide responsive and reliable public services that cultivate a resilient and welcoming community where individuals and organizations thrive.

The City Council represents community values and priorities, ensuring public resources are used wisely and that City services and programs reflect the needs of Martinez. Through thoughtful policymaking, budget oversight, and strategic direction, the City Council plays a leading role in shaping local initiatives—from public safety and infrastructure to recreation, community engagement, and economic development.

By promoting transparency and public participation, the City Council ensures that residents have a voice in the decisions that affect their lives.

74 Page | 2

HOW MARTINEZ GETS ITS LEGAL AUTHORITY
The City of Martinez is a General Law City, which means its structure, powers, and authority are defined by the California Constitution and state law, rather than by a locally adopted charter. As the City’s primary governing body, the City Council exercises legislative and policy-making authority within this framework—adopting ordinances, resolutions, and policies that guide how Martinez operates and serves its residents.

Under the California Constitution, cities are recognized as municipal corporations (Article XI, §2) and are granted several core governmental powers, including:

 Police Power – The authority to adopt and enforce local laws and regulations that protect public health, safety, and welfare, so long as they do not conflict with state law (Article XI, §7).
 Taxing Authority – The power to levy taxes consistent with state law (Article XIII, §24).  Eminent Domain – The ability to acquire private property for a public purpose with fair compensation (Article I, §19).
 Public Works Authority – The ability to establish, operate, and maintain public works and utilities (Article XI, §9).

Together, these constitutional powers—implemented through the California Government Code and the Martinez Municipal Code—provide the legal foundation for how the Martinez City Council governs, delivers services, and carries out its responsibilities on behalf of the community.

HOW MARTINEZ IS GOVERNED

Council-Manager Form of Government
Martinez uses a council–manager form of government, which is defined in Martinez Municipal Code Section 2.04. In this model, the City Council focuses on setting policies and community goals, while a professional City Manager—appointed by the Council—handles day-to-day operations and manages City staff. The City Manager is responsible for preparing the budget, overseeing City departments, implementing Council directives, and ensuring that municipal services are delivered efficiently and in alignment with adopted policies.

Responsibilities of the Mayor and City Council
The Mayor and City Council play distinct yet complementary roles in guiding the City’s overall direction. As the legislative body, the Council is responsible for creating policy, adopting the 75 Page | 3

budget, providing oversight, and representing the community’s interests. This section describes the primary duties of the Mayor and Councilmembers, how they work together within the Council-Manager form of government, and the standards of conduct and engagement expected of all elected officials.

Publicity And Communications
 Coordinate with the PIO to conduct interviews with the news media when inquiries are received.
 Promote outreach communications to local and regional news sources.  Provide input on public communication strategy.

Oversight and Administration
 Oversee the City Manager to ensure City services are delivered effectively.  Provide advice and consent on mayoral appointments to City boards, commissions and committees.
 Enforce regulations for businesses and public utilities.

Budget and Finance
 Negotiate, approve and manage the City budget.
 Authorize the levying of taxes and setting rates for services.  Approve contracts and bids for City projects.

City Council Meetings
 Conduct and attend City Council meetings.
 Review staff reports and associated materials before each Council meeting.  Comply with the Brown Act in all communications and meetings.  Keep comments during meetings clear, concise, and on topic; manage meeting time appropriately.

Community Engagement
 Attend meetings to hear from residents.
 Meet with constituents to discuss their issues and concerns.  Communicate policies and programs to the public and respond to complaints.  Represent the community to other levels of government.

76 Page | 4

Planning and Development
 Decide on land use and City development projects.
 Approve or reject development projects.
 Participate in City events, like parades and festivals.  Coordinate with the Recreation Department for signature events.

Responsibilities of the City Manager
The City Manager is appointed by the Mayor and City Council, ratified via resolution and executed through an employment agreement. The City Manager is responsible for carrying out the policies of the Council and for the management of the employees of the city. Prior to any revision to the employment agreement, the City Council must work with the City Attorney and Human Resources to conduct and document a review of the City Manager.

Responsibilities of the City Attorney
The City Attorney advises Elected Officials and city employees in all legal matters pertaining to the business of the City. The City Attorney does not, however, provide advice to the public, even on matters involving the City. The City Attorney or their identified alternate attends every Council meeting to act as parliamentarian and may attend any closed session to provide guidance to Elected Officials and city staff. The City of Martinez receives City Attorney services from a private law firm, selected and contracted by the City Council.

Responsibilities of the City Treasurer
The City Treasurer’s Office is headed by the City Treasurer, a part-time elected official who is charged with ensuring the integrity and fidelity of City finances, signs all checks issued by the City and supports investment management. The City Treasurer shall attend and chair measure oversight committees and participate in the annual auditing process.

City Organization
The Mayor, City Council, City Treasurer, City Manager, and City Staff are organized consistent with the Manager-Council form of government, as set forth in Government Code Section 36501. A visualization of the organizational chart of the City is shown below.

77 Page | 5

ORGANIZATION CHART

City of Martinez Residents
Mayor & City Council
City Manager
Police
Community & Economic Development
Public Works
Finance/Administrative Services
Community & Recreation Services
City Clerk
City Attorney
City Treasurer
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HOW COUNCILMEMBERS ARE SELECTED

District Elections
On April 6, 2022, the Martinez City Council approved the City’s current election district map, following recommendations from the Independent Redistricting Commission. Martinez now elects four Councilmembers by district and one Mayor at large.

1. Councilmembers serve four-year terms, with elections staggered so that not all seats are elected at once.

2. Each Councilmember must live in the district they represent and is elected only by voters in that district.

3. The Mayor is elected at large every four years by all registered voters in Martinez and serves as the citywide representative and presiding officer of the Council.

While Councilmembers are elected by district, every member of the City Council is responsible for governing on behalf of the entire community. This means Councilmembers are expected to:
 Consider what is in the best interest of Martinez as a whole.  Engage in policy decisions that affect the entire community, not only their district.  Collaborate with fellow Councilmembers to advance shared City goals.  Uphold the City’s mission to provide responsive, reliable, and equitable public services.

This structure ensures that district-level voices are represented while maintaining unified, citywide leadership over policies, services, and long-term priorities.

HOW A CITY COUNCIL VACANCY IS FILLED
The City Council is responsible for ensuring continuity of governance when vacancies arise.

Vacancies on the City Council may be caused by a variety of reasons, such as a resignation or an election to an office that prevents the Councilmember from continuing to serve. This section outlines the processes for addressing vacancies in accordance with State law and City policy.

Vacancy Rules
Under Gov. Code § 36512, if a vacancy occurs, the City Council must either make an appointment or call a special election within 60 days. The City Council shall carry out the vacancy process in accordance with Government Code § 36512, including provisions 79 Page | 7

governing appointment timelines, special election procedures, and the duration of the appointed or elected term.

Special Elections
If the Council calls a special election, it must be held on the next regularly established election date that is not less than 114 days after the Council’s call, and the person elected serves the remainder of the unexpired term.

The statute allows a city to adopt an ordinance that changes when a special election is required. An ordinance may: (1) require that a special election be called immediately to fill every city council vacancy (and certain Mayor vacancies); (2) require a special election when petitions with a specified number of verified signatures are filed (while still allowing the Council to call an election without waiting for a petition); or (3) allow a temporary appointment but require the city to immediately call a special election to fill the remainder of the term, with the election held on the next regularly established election date or a regularly scheduled municipal election date, so long as it is at least 114 days from the call (or from petition filing, if that is the trigger).

Key Rules:
 Council action required within 60 days of the vacancy (appointment or special election).
 Special election must be on the next regularly established election date that is ≥ 114 days after the call (or after petition filing, if an ordinance uses that trigger).  Winner serves the unexpired remainder of the term.

Appointments
If the Council appoints, the length of the appointment depends on when in the term the vacancy occurs and how close the next general municipal election is.

If the vacancy occurs in the first half of the term and the next general municipal election is at least 130 days after the date the council is notified of the vacancy, the appointee serves only until that next qualifying general municipal election (and until the elected successor is qualified). The election then fills the remainder of the unexpired term. If the vacancy occurs in the first half of the term but less than 130 days before the next general municipal election, or if it occurs in the second half of the term, the appointee serves the rest of the unexpired term.

Additionally, since the City of Martinez is one that elects its councilmembers by district, if a councilmember resigns effective upon appointment of a successor, that resigning member 80 Page | 8

may vote on the appointment, but may not vote for a family member or someone with a relationship creating a potential conflict of interest, and—if they do vote—certain post- service restrictions apply for two years (with stated exceptions).

Key Rules:
 Council must decide within 60 days whether to appoint or call an election.  Appointment term depends on timing:
o First half of term + ≥130 days before next general municipal election:
appointee serves until that election (then elected successor serves the balance).
o First half but <130 days before next general municipal election, or second half of term: appointee serves the remainder of the unexpired term.  Appointment is not allowed if it creates a majority-appointed council.  District-resigning member may vote on successor appointment only under specific conditions, with additional restrictions if they do.

Observed Appointment Process
When the City Council elects to fill a Council vacancy by appointment, the City will use the following structured application, interview, and appointment procedure, modeled on the vacancy process created in 2022–2023.

1. Candidate solicitation and eligibility
Upon Council’s direction to proceed by appointment, the City Clerk’s Office will solicit applications from qualified residents within the applicable district boundaries. The City may use multiple communication methods to distribute notice of the vacancy and the application process.

2. Application intake and public posting
The City Clerk’s Office will accept applications through the established filing window. After the filing window closes, the City will post to the City website: (1) the list of applicants and (2) each applicant’s application and any supplemental materials for public viewing.

3. Interview meeting procedure
The interviews must be conducted at a publicly agendized meeting. a. Applicant order and opening statements
Applicants are presented in the order applications were received by the City 81 Page | 9

Clerk’s Office. Each applicant provides an opening statement of two (2) minutes.

b. Round 1 — Council questions (standardized; no follow-ups) After each opening statement, each Councilmember asks the applicant one question. Each applicant is asked the same question by the same Councilmember, and no additional questions are permitted. Applicants have ninety (90) seconds to respond to each question.

c. Public comment
After all applicants have completed their opening statements and Round 1 questions, the Mayor opens public comment.

4. Balloting, narrowing, and final selection
The appointment process uses sequential balloting intended to narrow the field to one appointee. Votes are taken by roll call/verbal announcement and recorded by the City Clerk on a displayed spreadsheet.

For purposes of this process, an applicant is considered to have sufficient support to advance (or to be appointed) upon receiving a majority vote of the City Council (three (3) affirmative votes of the five-member Council).

a. Round 1 Balloting — “Vote for Three” (narrowing step) Each Councilmember verbally states (in no particular order) their top three nominees; the Clerk records votes to a displayed spreadsheet. Any nominee receiving a majority of the Council’s votes (three (3) votes) advances. The nominee(s) with the least votes are eliminated. If there is a tie affecting elimination/advancement, the Mayor may allow Council discussion and balloting is repeated until the tie is resolved.

b. Round 2 — follow-up Council questions for advancing applicants (standardized; no follow-ups). Each Councilmember asks the advancing applicants one question, under the same standardized structure: the same question per Councilmember for each applicant, no additional questions, and ninety (90) seconds per response.

c. Round 2 Balloting — “Vote for Two,” then “Vote for One” (final selection) “Vote for Two” is conducted using the same recorded, displayed, and tie- resolution approach; nominees with the least votes are eliminated, and nominees receiving a majority of the Council’s votes (three (3) votes) advance. 82 Page | 10

“Vote for One” is then conducted; if a nominee receives a majority vote of the City Council (three (3) votes), that nominee may be appointed.

5. Appointment action and oath
When an applicant receives the required majority vote in the “Vote for One” round (three (3) votes), a motion may be made to appoint that individual to the vacancy.

Following appointment, the newly appointed Councilmember is provided the Oath of Office before beginning service at the next Council meeting.

Flexibility and Early Conclusion of The Process
The sequential balloting rounds above are the City’s standard framework for narrowing a field of applicants in an orderly, transparent manner. The Council may conclude the appointment process early when additional rounds are unnecessary due to the number of applicants, available meeting time, or the clear emergence of an appointable candidate.

Rounds occur as needed. If the applicant pool is already small, or the Vote for Three results in two finalists (or otherwise produces a clear outcome), the Council may proceed directly to appointment without conducting additional interview/question rounds or additional narrowing ballots.

Appointment may occur once an appointable candidate is evident. At any point after the public interview(s) and public comment have concluded, if a Councilmember makes a motion to appoint a specific applicant and the motion receives a second, the Council may vote on the motion and, if approved by a majority vote of the City Council (three (3) votes), the appointment is complete.

Default remains the written sequence. If consensus is not achieved, ties occur, or multiple candidates remain viable, the Council continues with the next round(s) of standardized questions and/or balloting until one appointee is selected.

HOW THE CITY COUNCIL GOVERNS

Working Together as a Policy Team
Serving on the City Council requires teamwork, respectful communication, and a shared commitment to effective leadership. These norms outline the expectations for how Councilmembers interact, collaborate, and uphold their responsibilities to the Martinez community.

1. Practice continuous learning and development in support of helping the community grow and prosper.
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2. Serve as liaisons between Martinez residents and City operations, and represent the City professionally at meetings, community events, and on social media.

3. Govern on behalf of the entire City, not only the district from which a Councilmember is elected.

4. Respect the Council–Manager form of government and communicate through the City Manager rather than going directly to staff.

5. Keep confidential matters confidential.

6. Inspire public confidence in City government through conduct and communication.

7. Support the City organization by informing the public about available City resources and service request mechanisms.

8. Come prepared for Council meetings and ask questions of the City Manager in advance, when possible, to allow staff time to provide background information.

COMMUNICATIONS

Speaking for “the City”
When Councilmembers are asked to speak publicly or to convey the City Council’s position on an issue, responses should reflect the actions and direction of the Council as a whole.

Councilmembers may, of course, explain their individual vote or perspective (for example, “While I voted against X, the City Council voted in support of it”). When representing the City at meetings or events, the goal is to help the public understand the Council’s collective position rather than the views of any one member.

Consistent with this principle, City staff speak on behalf of the City only on matters that have been approved by the City Council or are on matters within their administrative authority.

Staff do not represent the City’s position on policy matters that have not been discussed or acted upon by the City Council.

News Media
Communicating with the news media is an important part of sharing the City’s story with the community. To support clear, accurate, and consistent messaging, media inquiries related to City business are best coordinated with the City Manager or the City’s designated Public Information Officer. Councilmembers are always welcome to speak with the news media and are encouraged to let staff know when an inquiry is received so the City staff can provide background, context, or key information as needed. Working together helps ensure the City’s message is well-informed, timely, and reflective of the collective work of the Council and organization.
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Council-Staff Relations
To support efficiency, clarity, and respect for roles within the Council–Manager form of government, routine requests for information should be directed to the City Manager or the appropriate department head. More complex or comprehensive requests are best coordinated through the City Manager. As a general practice, Councilmembers are encouraged to avoid making requests directly to middle management or line-level staff, which helps ensure alignment, prioritization, and consistent follow-through.

Similarly, Councilmembers should work through the City Manager when raising concerns related to staff recommendations, workloads, schedules, or departmental priorities, reinforcing transparency and shared governance.

Use of Written Materials
When engaging with the public, Councilmembers are encouraged to use City-approved written materials to help educate and inform the community about City services, programs, projects, and initiatives. Using approved materials helps ensure information is accurate, up to date, and consistent with adopted City communications.

If Councilmembers wish to share materials that are not already City-approved, coordination with the City Manager or designee is encouraged to confirm accuracy and appropriate use of City information and resources.

Use of Social Media
Councilmembers’ use of social media is governed by AB 992 (Mullin), which is intended to prevent serial meetings and ensure compliance with open meeting laws. Within these parameters, social media can be a valuable tool for sharing information and engaging with the community.

Councilmembers may:

Post, comment, or react to public input on social media regarding matters within the City Council’s subject matter jurisdiction.

Councilmembers should avoid:
 Responding to, reacting to, reposting, sharing, or commenting on another Councilmember’s social media content related to City business.  Engaging in online discussions about City business with more than one other Councilmember.
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These guidelines apply across all social media platforms, including Facebook, Linkedin, Instagram, X/Twitter, Threads, TikTok, Nextdoor, and similar services.

First Amendment
A Councilmember’s social media account may become a public forum if it is used for City business and allows public interaction without limitation. When an account functions as a public forum, First Amendment protections apply, and blocking members of the public is generally not permitted. If questions arise regarding content moderation or appropriate responses, Councilmembers are encouraged to consult with City staff.

Public Records
Councilmembers are prohibited from deleting social media posts and related comments regarding any City-related matters to avoid violating the California Public Records Act. Social media is subject to the City’s record retention schedule.

Best Practices
Councilmembers are encouraged to be accurate, thoughtful, and transparent when communicating publicly, particularly during emergencies or time-sensitive situations. Any errors or misstatements should be corrected promptly. When possible, information of citywide importance should be shared first through official City channels and may then be reshared by Councilmembers. Unless formally designated, Councilmembers should avoid presenting themselves as spokespersons for the City or the Council. Communications should reflect that City accomplishments result from the collective efforts of the Council, staff, and community.

ELECTRONIC USE POLICY
Use of Personal Devices & Public Records Act Responsibilities CPRA Compliance; Case Law: City of San Jose v. Superior Court (2017)

City business conducted on personal devices or through personal accounts (email, text messages, messaging apps, or social media) may be subject to disclosure under the California Public Records Act (CPRA).

Councilmembers shall:
 Use City-issued email accounts for City business whenever possible.  Preserve records relating to City business conducted on personal devices.  Promptly provide responsive records when requested by the City Clerk under CPRA procedures.
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The City Clerk will provide periodic guidance on best practices for record retention and compliance.

HOW APPOINTMENTS ARE MADE

The City Council is responsible for designating its internal leadership roles. This section outlines the processes for selecting the Vice Mayor, assigning Councilmembers to internal and external bodies, and addressing vacancies in accordance with State law and City policy.

These procedures support orderly leadership transitions, reinforce fairness and transparency, and ensure that all Councilmembers have an opportunity to contribute to the City’s collective leadership responsibilities.

Vice Mayor
Each year, the Mayor nominates a Councilmember to serve as Vice Mayor. The nomination becomes effective upon ratification by a majority vote of the City Council (typically three (3) affirmative votes on a five-member Council). This appointment is typically made at the first Regular Council meeting in December, or at the first meeting following certification of election results, as applicable.

In making the nomination, the Mayor may give primary consideration to Councilmember seniority as a long-standing and practical basis for leadership rotation. The Mayor may also consider equitable rotation among Councilmembers as a guiding principle, to the extent feasible and consistent with current Council needs.

The Vice Mayor nomination is made by the Mayor and is subject to Council ratification.

The Vice Mayor performs the Mayor’s duties in their absence and may assume additional responsibilities as assigned by the Mayor or the City Council.

Subcommittees
The Mayor may establish and appoint Council subcommittees as needed, subject to ratification by the City Council. Each subcommittee shall have its purpose, scope of work, and general subject matter clearly identified at the time of appointment and shall be ratified by resolution, including membership and term (or dissolution criteria), as applicable.

Subcommittees serve in an advisory capacity only and may be tasked with reviewing issues, developing policy recommendations, or supporting Council initiatives. Subcommittees do not take final action on behalf of the City Council; any recommendations or materials developed by a subcommittee must be presented to the full City Council for consideration and action at a properly noticed public meeting.
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Subcommittees may receive staff support as appropriate, following consultation with the City Manager. Subcommittees shall conduct their meetings and communications in compliance with applicable open meeting laws , as determined in consultation with the City Attorney.”

Annual Review and Appointment Timing
An annual review of all standing Council subcommittee assignments shall occur at the first Regular Council meeting in December (or as soon thereafter as practicable).

Following this review, the Mayor shall make subcommittee appointments and reappointments for the upcoming year at the second Regular Council meeting in December (or as soon thereafter as practicable), with all appointments requiring Council ratification.

Balanced Distribution of Appointments
In making subcommittee appointments, the Mayor will make reasonable efforts to distribute assignments equitably among all Councilmembers, recognizing that workload balance supports shared leadership and effective governance. While equitable distribution is the general goal, appointments are made based on Council needs, relevant experience, and the nature of the subcommittee, and remain subject to the Mayor’s nomination and Council ratification.

Representation and Conduct
Subcommittee members represent only the work and recommendations of their subcommittee. Members shall not speak or act on behalf of the full City Council unless expressly authorized by the Council at a properly noticed public meeting.

Rotation of Standing Assignments
For standing subcommittees, and when feasible, assignments should be rotated approximately every two years to promote broad participation and exposure to a range of policy areas, while also allowing for continuity when needed.

Ad Hoc Subcommittees
The City Council may establish Ad Hoc Subcommittees to address discrete, time-limited, or project-specific matters that do not require ongoing jurisdiction. Ad Hoc Subcommittees are intended to meet the Brown Act criteria for non-standing (temporary) committees—formed for a limited purpose, with a defined task, and dissolved once that task is complete. Because Ad Hoc Subcommittees are not standing bodies and do not have continuing subject matter jurisdiction, they do not operate on a fixed schedule and are not intended to be subject to regular standing-committee meeting requirements.

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Purpose and Scope

Ad Hoc Subcommittees:
 Are formed for a specific, limited purpose;
 Have a defined task or project; and
 Dissolve automatically once their assigned work is completed or their final recommendations are presented to the City Council.

Ad Hoc Subcommittees do not have continuing subject matter jurisdiction and do not meet on a fixed schedule.

Establishment of an Ad Hoc Subcommittee
An Ad Hoc Subcommittee may be created when the City Council or staff identifies a need for focused Council input or policy development, and an agenda item proposing the creation of the Ad Hoc Subcommittee is brought forward for Council consideration.

The agenda report should identify:
 The purpose or problem to be addressed;
 The scope of the subcommittee’s work;
 The anticipated duration (or dissolution criteria);
 Any anticipated staff support; and
 A draft resolution for Council consideration.

The Ad Hoc Subcommittee is established by Council action (typically by resolution).

Appointment Process
The Mayor recommends appointments of members of the Ad Hoc Subcommittee.

Appointments must be ratified by the City Council at the same meeting the subcommittee is created (or at the earliest practicable meeting thereafter).

Ad Hoc Subcommittees are typically composed of two Councilmembers, consistent with the intent to remain a temporary, non-standing committee under Brown Act limitations.

Operation and Reporting
Ad Hoc Subcommittees may meet as needed to accomplish their assigned task.

Subcommittees serve in an advisory capacity only and do not take final action on behalf of the City Council.
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Any recommendations, findings, or draft materials developed by the Ad Hoc Subcommittee must be presented to the full City Council at a properly noticed public meeting for review and direction. Staff may support the subcommittee as appropriate and as resources allow.

Automatic Dissolution
Upon completion of the assigned task or upon presentation of final recommendations to the City Council, the Ad Hoc Subcommittee is automatically dissolved. No further Council action is required unless otherwise directed by the City Council.

Commission Liaisons
The Mayor appoints Councilmembers to serve as liaisons to City commissions and committees, subject to ratification by the City Council. Liaisons serve as a communication link between the City Council and the advisory body to which they are assigned, as needed.

Liaison responsibilities may include communicating Council priorities, relaying commission input to the City Council, and supporting alignment of commission work with broader City goals.

Commission liaisons do not have decision-making authority over commission actions and do not direct commission activities. Their role is advisory and informational, intended to support two-way communication, transparency, and coordination. When appropriate, liaisons may provide brief updates during designated portions of City Council meeting agendas to ensure Council awareness of relevant commission activities.

Commission liaisons may also support commissioner recruitment by helping publicize vacancies, encouraging community participation, and providing input as part of the Council’s commissioner appointment process, consistent with adopted appointment procedures.

Outside Agencies
The City Council may designate Councilmembers to represent the City on outside agencies, regional committees, and intergovernmental boards. The Mayor nominates these representatives, and appointments are subject to ratification by the City Council at a publicly noticed meeting.

Council appointees serve as the City’s official representatives on regional matters and are expected to advocate for the City’s interests, participate in policy discussions, and communicate information relevant to the City Council’s decision-making. When appropriate, appointees should provide updates during designated portions of City Council meeting agendas to keep the full Council informed of key developments and emerging issues affecting the City.
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These appointments help ensure the City’s interests are represented in regional and intergovernmental discussions and support coordination and information-sharing between the City and partner agencies.

Training & Ethics Compliance
The City Council recognizes the importance of ongoing training and education to support effective, informed, and ethical governance. The City is committed to ensuring that elected officials receive appropriate training consistent with applicable laws, regulations, and professional development needs. Training completion shall be documented and maintained in accordance with the City’s Records Retention Schedule.

MANDATORY TRAINING

AB 1234 Ethics Training (Gov. Code §53234 et seq.)
Pursuant to Government Code §53234–53235.2, all elected and appointed officials who receive compensation, stipend, or reimbursement for expenses must complete at least two hours of ethics training within one year of assuming office, and every two years thereafter.

The purpose of this training is to ensure that local officials are familiar with laws relating to conflicts of interest, financial disclosure, gifts, and the use of public resources.

The City Clerk shall track compliance and provide resources for completion through an FPPC- approved or League of California Cities-approved provider.

SB 827 Fiscal and Financial Training (Gov. Code §53238 et seq.) Beginning January 1, 2026, all elected officials must receive two hours of fiscal and financial training by January 1, 2028; thereafter, the fiscal and financial training (defined by Government Code Section 53238(a)) must be repeated at least every two years. This training will cover:
 General fiscal and financial planning principles and any pertinent laws relevant to the local agency official’s public service and role in overseeing the local agency’s operations and relevant to the local agency’s procurement and contracting practices and responsibilities; and
 Laws and principles relating to, but not limited to, capital financing and debt management, mechanisms for local agency revenues, pensions and other postemployment benefits, cash management and investments, the prudent investor standard, and the ethics of safeguarding public resources; and 91 Page | 19

 Laws and principles relating to financial administration and short- and long-term fiscal management, including, but not limited to, the role and responsibilities of financial administration, financial policies, municipal budgets and budget processes, and financial reporting and auditing.

The City Clerk shall track compliance and provide resources for completion through an FPPC- approved or League of California Cities-approved provider.

AB 1661 Sexual Harassment Prevention Training (Gov. Code §53237) In accordance with Government Code §53237–53237.5, all elected officials and designated City employees shall complete sexual harassment prevention and response training within six months of taking office and at least once every two years thereafter.

This training shall include instruction on harassment, discrimination, retaliation, and the prevention of abusive conduct.

The City Clerk shall maintain proof of completion and coordinate with the Human Resources Department to ensure compliance.

Brown Act Open Meeting Training (Gov. Code §54950 et seq.) To promote transparency and public trust, all Councilmembers and members of City boards and commissions shall complete training on the Ralph M. Brown Act (Government Code §54950 et seq.) within six months of assuming office or appointment.

Training shall cover open meeting requirements, agenda posting, serial meetings, closed sessions, and remote participation rules under AB 2449.

The City Clerk shall arrange periodic refresher sessions to address updates in law or guidance from the League of California Cities.

Anti-Bias and Cultural Awareness Training
The City affirms its commitment to equity, inclusion, and unbiased decision-making. All Councilmembers and senior City staff shall complete anti-bias and cultural awareness training every two years, or more frequently as required by Council policy.

This training shall provide tools to identify and mitigate implicit bias in governance, hiring, service delivery, and community interaction.

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AB 2158 – Ethics Training for Local Agency Officials
Legal Requirement (as applicable)
Councilmembers and any appointed officials whose duties involve regulatory, licensing, permitting, or enforcement authority shall complete ethics training under AB 2158, in addition to AB 1234 training, when applicable.

Training shall address:
 Ethical conduct
 Public trust
 Avoidance of improper influence
 Transparent decision-making

The City Clerk shall notify officials if AB 2158 applies to their position and track compliance.

PROFESSIONAL DEVELOPMENT TRAINING
It is acknowledged that members of the City Council should attend industry-related conferences and trainings to improve their knowledge and skillsets as local elected leaders.

As part of the annual budget adoption process, the City Council shall review and approve the funding allocated for Council travel, training, conferences, events, and field trips. The City Council shall also determine the amount of funding available to each Councilmember for eligible training and professional development expenses, including reimbursement, consistent with City policy.

Throughout the year, the City Manager shall work with the City Council to identify emerging or specialized training needs—such as communications, media relations, or other skills directly related to the duties of elected officials—and to ensure appropriate opportunities are available within approved budgetary limits. Procedures governing allowable expenses and reimbursement are outlined in the Financial Matters section of this policy.

Political Reform Act & FPPC Compliance

The City adheres to the provisions of the Political Reform Act (Government Code §81000 et seq.) and related Fair Political Practices Commission (FPPC) regulations governing financial disclosures, conflicts of interest, and ethical conduct. The City Clerk serves as the filing officer for all required statements and filings under this section.

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Statement of Economic Interests – Form 700 Requirements Legal Requirement – Gov. Code §87200 et seq.

Councilmembers, designated employees, and certain board and commission members shall file Statements of Economic Interests (Form 700) as required by the Political Reform Act.

Filing requirements include:
 Assuming Office Statement — due within 30 days of assuming office.  Annual Statement — due April 1 of each year.
 Leaving Office Statement — due within 30 days of leaving office.

All filings shall be submitted through the City’s electronic filing system. The City Clerk, as Filing Officer, shall track compliance, maintain public access to filings, and administer late fees pursuant to Government Code §91013.

Conflict of Interest and Recusal Rules (Gov. Code §87100 et seq.) No public official shall make, participate in making, or use their official position to influence a governmental decision in which they have a financial interest as defined in the Political Reform Act and FPPC Regulation 18700.

When a conflict exists, the official must publicly identify the interest, recuse themselves from the discussion and vote, and leave the Council Chamber until the item has been concluded, except as permitted under FPPC Regulation 18707.

The City Clerk shall provide annual distribution of the City’s Conflict of Interest Code and maintain a list of designated positions in accordance with Government Code §87300–87313.

FPPC CAMPAIGN FILINGS

State vs. Local Filing Requirements
All elected officials, candidates, and committees associated with City elections shall comply with the Political Reform Act and local campaign finance ordinances.

State law mandates disclosure of campaign contributions and expenditures on forms prescribed by the FPPC. Local ordinances may impose additional restrictions or lower contribution limits, which shall be administered by the City Clerk.

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Required FPPC Forms and Filing Platforms
All required FPPC forms (Form 700, Form 460, Form 410, Form 497, and others as applicable) shall be filed with the City Clerk electronically through the State’s or City’s approved e-filing platform.

The City Clerk shall provide filing schedules, instructions, and technical assistance. Late filings shall be subject to fines in accordance with Government Code §91013.

Form 801 – Payments to Agency (Gov. Code §82015; FPPC Reg. 18944) Payments Made to the City for Official Use

Purpose
Form 801 is used to disclose payments made to the City (not to an individual official) when a third party provides funding, goods, services, or program support that the City uses for official governmental purposes. These payments may otherwise qualify as gifts or income but are exempt if properly reported.

When Form 801 Is Required
The City must file Form 801 when:

1. A third party pays for goods, services, or activities that provide a public benefit or serve an authorized City purpose; and

2. The payment is used by the City, not by an individual Councilmember or employee for personal benefit.

Examples include:
 Sponsorships or monetary contributions toward City programs, events, or initiatives  Third-party payments for City-hosted conferences or community events  Funding for City facilities, beautification efforts, or public amenities  Payments earmarked for City activities (e.g., youth programs, training seminars)

Not for Personal Benefit
Form 801 cannot be used when a payment provides a personal benefit to an official (e.g., travel, entertainment, personal services). Such payments may instead require disclosure on Form 700 or Form 802, depending on circumstances.

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Filing Requirements
 Form 801 must be completed by the receiving City department in coordination with the City Clerk.
 Forms must be filed within 30 days of receiving the payment.  The City Clerk shall post each Form 801 on the City’s website for public access for a minimum of four years.
 Copies shall be retained consistent with the City’s Records Retention Schedule.

Review & Oversight
The City Clerk shall review Form 801 submissions to ensure they meet FPPC criteria for “Payments to Agency” and consult with the City Attorney when clarification is needed.

Improper classification of a payment may result in the payment being treated as a gift subject to FPPC limits and individual reporting requirements.

Gift Limits and Reporting Requirements
Legal Requirement – Gov. Code §89503; FPPC Regulations

Public officials shall comply with all gift limits and disclosure requirements established by the Political Reform Act and FPPC regulations.

1. Gift Limits
Councilmembers may not accept gifts from a single source in excess of the FPPC’s annually adjusted gift limit. (The City Clerk shall annually distribute the FPPC’s updated limit.)

2. Reportable Gifts
Gifts valued at or above the current disclosure threshold must be reported on Form 700, Schedule D.

3. Prohibited Gifts
Gifts from restricted sources—such as those with business before the City—are prohibited to the extent provided by law.

Exceptions
Exceptions such as informational materials, reciprocal exchanges, and certain travel may apply, as defined by FPPC Regulation 18942.

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Ticket & Pass Distribution Policy (FPPC Regulation 18944.1) Pursuant to FPPC Regulation 18944.1, the City may distribute tickets and passes to City officials for governmental and ceremonial purposes consistent with a duly adopted City Council policy.

All such distributions shall serve a legitimate public purpose, be reported within 45 days on FPPC Form 802, and posted on the City’s website as required by law.

Tickets or passes provided directly by third parties must be disclosed in accordance with FPPC Regulation 18946.1 and reported on FPPC Form 700 if they meet or exceed applicable gift thresholds.

Prohibited Use of Public Resources
Legal Requirement – Gov. Code §8314; FPPC Reg. 18924

Public officials shall not use, or permit others to use, City resources for personal, political, or non-City purposes.

“City resources” include but are not limited to:
 City staff time;
 City facilities;
 City telephones, email accounts, networks, and Wi-Fi;  City vehicles;
 City seals, logos, and branding materials;
 City-funded social media or communication channels;

Use of City resources for political activity—including campaign messaging, fundraising, or ballot measure advocacy—is strictly prohibited.

Any such misuse may result in enforcement action by the FPPC, civil penalties, or referral to the City Attorney.

Enforcement & Compliance Oversight
The City Clerk is designated as the Filing Officer and Compliance Administrator for all mandatory trainings and FPPC-related filings under this policy. The City Clerk shall:
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1. Maintain Records
Track completion dates, filing deadlines, and required documentation for all Councilmembers, advisory body members, and designated City employees.

2. Provide Notice of Requirements
Issue timely reminders of upcoming deadlines for trainings, Form 700 filings, campaign disclosures, and any other compliance obligations. Notices may be provided electronically, in writing, or both.

3. Report Noncompliance
When an official fails to complete required trainings or file mandated disclosures by the statutory deadline, the City Clerk shall notify the official in writing and provide an opportunity to cure.

If noncompliance persists, the City Clerk shall inform the City Manager and City Attorney, who may provide further direction consistent with State law and the City’s adopted policies.

4. Coordinate with FPPC and Legal Counsel
Seek formal advice or informal assistance from the Fair Political Practices Commission or the City Attorney when clarification or interpretation of the Political Reform Act is required.

5. Ensure Transparency
Make public filings and disclosures available to the public as required by Government Code §81008 and post required documents (such as Form 802) on the City’s website.

Officials are expected to comply with all training and filing requirements in a timely manner.

Failure to do so may result in fines imposed by the FPPC, public disclosure of late filings, or other consequences as provided under State law.

CITY COUNCIL MEETINGS

City Council meetings are the primary forum for conducting official City business, setting policy direction, and providing an opportunity for public participation. Meetings are conducted to promote transparent, accountable governance and to support clear and orderly Council deliberation. A structured and consistent meeting process helps ensure efficiency, fairness, and effective decision-making while ensuring that community input is heard and appropriately considered.

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ATTENDANCE AT MEETINGS

Attendance and Participation Expectations
Councilmembers are expected to:
 Attend and participate. Attend all regular and special City Council meetings and participate fully in assigned boards, commissions, regional bodies, and liaison roles, unless excused for good cause.
 Provide advance notice. Notify the City Clerk as soon as practicable of any anticipated absence.
 Remote participation (when legally permitted). Notify the City Clerk as soon as practicable of any anticipated request to participate remotely. Remote participation must comply with applicable Brown Act requirements, including Government Code section 54953 (as amended) and any related provisions.
o Traditional teleconferencing (agenda-location method). If the City uses traditional teleconferencing, the teleconference location(s) must be identified on the agenda and accessible to the public, agendas must be posted at each teleconference location, and votes must be by roll call. o Alternative remote participation (e.g., “just cause” / emergency circumstances) or disability accommodation. When alternative remote participation is used, the member must follow the applicable request/approval procedures and disclosure requirements, and the meeting must be conducted in the required format (including roll call voting). o Preferred lead time. For non-emergency remote participation, 30 days’ notice is preferred when feasible to help avoid agenda and quorum complications.
 Address patterns of non-attendance. Understand that patterns of non-attendance may be referred to the City Council for discussion and potential action under the censure provisions of this Handbook.

TYPES OF MEETINGS

Regular Meetings
Regular City Council meetings are held in the City Hall Council Chambers on the first and third Monday evenings of each month, unless a change in schedule is made by the Mayor and City Manager.
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It is City policy to make every effort to complete and distribute the agenda and related reports by the preceding Thursday. At minimum, the City will comply with the Brown Act requirement to post the agenda at least 72 hours before a regular meeting.

For major or complex projects and policy matters, the City will strive to distribute reports as early as practicable in advance of the meeting at which the item will be considered.

Special Meetings
Special meetings are scheduled on non-regular dates and times and may be requested by the Mayor, Councilmembers, or City Manager. Special meeting agendas and materials must be posted with at least 24 hours’ notice, as required by the Brown Act.

Study Sessions
Study Sessions are a type of special meeting held to provide information to the City Council on issues that are more complex or time-consuming than those typically addressed during regular meetings.

At Study Sessions, Councilmembers may share individual questions and may collectively provide direction to City staff. No formal action is taken during Study Sessions, although direction may be given.

Study Sessions should be limited to six per year (approximately every other month). Study Sessions should be scheduled with no less than 30 days’ notice when feasible to allow adequate public notification and preparation.

A Study Session should be considered when:
 Complexity of topic: significant technical detail, multiple policy implications, or in- depth background needed.
 Time requirements: discussion is expected to be lengthy or impractical for a regular agenda.
 Policy development/strategic planning: long-term planning, major projects, or new policy frameworks needing Council input before formal action.  Public engagement and transparency: focused public input and dialogue would be beneficial outside regular meeting constraints.

Closed Sessions
Closed Sessions may occur as part of either regular or special meetings. While Council conducts business publicly to the greatest extent possible, state law permits closed sessions 100

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for matters where public discussion could jeopardize the public interest, compromise the City’s position, or result in financial harm.

Examples include personnel matters, labor negotiations, real property negotiations, public security issues, and litigation discussions. Closed session matters are confidential as required by law. Closed session procedures mirror those of open meetings, except that the public is excluded after an opportunity for public comment.

Emergency Meetings
Under the Brown Act, an emergency meeting may be called without 24-hour notice only when there is an “emergency situation” requiring prompt action (e.g., work stoppage, crippling disaster, or other activity that severely impairs public health or safety). An emergency meeting agenda may address only matters related to the emergency.

Adjourned Meetings Due to Power or Connectivity Outages If the meeting location loses electrical power or internet connectivity for more than 15 minutes, the meeting may be adjourned to a future date.

Items noticed as public hearings will be continued to the next regularly scheduled meeting.

Other agenda items not acted upon will be placed on a future agenda.

Adjournments and continuances will be handled in accordance with applicable Brown Act requirements for adjourned meetings.

Refer to Appendix A for detailed instructions and procedures in the event of a disruption to telephonic or internet service during a City Council meeting.

Public Participation
The City of Martinez values open and respectful dialogue with the community. Public participation is an essential part of the decision-making process, and public input is welcomed on matters before the City Council. To ensure meetings run smoothly and everyone has an opportunity to be heard, the following guidelines apply to public comment.

Guidelines
 All City Council meetings are open to the public, except as permitted by law for closed session items.
 Members of the public may address the City Council on any agenda item before or during the Council’s consideration of that item, consistent with applicable meeting procedures and time limits.
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 Members of the public may also address the City Council on matters not listed on the agenda during the designated Public Comment period, subject to applicable time limits and state law, including the Brown Act.

Written Public Comment
Members of the public may submit written comments on agenda items or non-agenda matters prior to or during the meeting, in accordance with procedures established by the City.

Written comments received by the City Clerk before the close of the applicable public comment period shall be provided to the City Council and made part of the official record.

Written comments are not read aloud during the meeting unless the City Council or the Mayor directs otherwise. Submission of written comments does not affect or extend speaker time limits for oral public comment.

Verbal Public Comment
Each speaker is generally limited to three (3) minutes per agenda item or non-agenda Public Comment. The Mayor may adjust individual speaker time and/or total time for an agenda item when a large number of speakers wish to address the Council on the same item or topic.

Public comments shall be directed to the City Council as a whole and not to individual Councilmembers or City staff. Speakers may not transfer or delegate their allotted time to another person.

When multiple speakers wish to address the Council on the same topic, the Mayor may:
 Request that a spokesperson be designated to represent the group and allow additional time for that presentation; and/or
 Limit the number of additional speakers on that topic to ensure the orderly conduct of the meeting.

For quasi-judicial hearings, development projects, or land use appeals, the Mayor may extend speaking time for the subject party, applicant, or appellant, generally not to exceed twenty (20) minutes.

For non-agenda public comment, the City Council may not engage in substantive discussion or debate on matters raised. After the close of public comment, Councilmembers may:
 Request that an item be placed on a future agenda;
 Request staff follow up with a member of the public; or  Provide brief factual responses or refer speakers to appropriate resources;

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Civility Standards
City Council meetings are conducted in accordance with the City’s Civility Statement, which promotes respectful dialogue and supports the orderly and effective conduct of public meetings. This Civility Statement is located at the top of all City Council and Commission agendas and may be read aloud before the meeting commences. If disorderly conduct is identified during the meeting, the Mayor/Commission Chair may:
 Refer back to or reread the Civility Statement;
 Call a recess;
 Adjourn the meeting; and/or
 Postpone remaining public comment for a more appropriate time or to the end of the meeting;

Meeting Curfew/Time Limits
It is the intent of the City Council that meetings conclude by 10:00 p.m. to preserve the quality and effectiveness of deliberations and to respect the time of the public. To support this intent, a time check will occur at approximately 9:45 p.m. to evaluate remaining agenda items and determine whether any items should be continued to a future meeting or whether a special meeting should be scheduled to complete the agenda.

As part of agenda planning, the City will consider limiting the number of major items scheduled per meeting as a time management approach.

Meeting Preparation and Agenda
The City Council agenda is the official mechanism by which the City conducts its legislative and policy business. Agendas are prepared in accordance with state law, the City’s Municipal Code, and the City Council’s adopted Rules of Procedure to support transparency, efficiency, and effective governance.

Under the Council–Manager form of government, the City Manager, or designee, is responsible for preparing the agenda for City Council meetings and scheduling items in a manner consistent with Council policy, legal requirements, and organizational capacity.

The Mayor presides over meetings and works with the City Manager on agenda development.

Individual Councilmembers do not have unilateral authority to place an item on the agenda outside of the Council’s established processes, including requests made during a City Council meeting at the appropriate time.

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Staff-Initiated Items
Agenda items initiated by staff are submitted through the City Manager’s Office. Items must meet established internal standards, including:
 A clearly stated recommended action;
 Identification of fiscal impacts;
 Legal review when required; and
 Consistency with City policy and the Strategic Plan;

The City Manager determines the timing and prioritization of staff-initiated items based on legal deadlines, operational needs, available resources, and prior City Council direction.

Council-Initiated Items and Future Agenda Requests
Councilmembers may request future agenda items during a City Council meeting under the designated agenda section. Requests are subject to the City’s adopted procedures and may require one or more of the following before being scheduled:
 Majority concurrence of the City Council;
 Review by the City Manager to assess scope, staffing impacts, and timing; and/or  Referral to a Council subcommittee for further refinement;

The City Manager will evaluate Council requests and recommend an appropriate timeline or alternative approach if the request would significantly impact staff workload, budget, or ongoing priorities.

The City Council meeting agenda establishes a clear and consistent structure to ensure efficient proceedings and transparency. Items will generally be addressed in the following order:

Meeting Agenda
The City Council meeting agenda establishes a clear and consistent structure to ensure efficient proceedings and transparency. Items will generally be addressed in the following order:

1. Call to Order – Pledge of Allegiance: The Mayor or presiding officer calls the meeting to order and leads the Pledge of Allegiance.

2. Roll Call: Attendance of Council Members is recorded. 104

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3. Civility Statement: A reminder of the Council’s commitment to respectful and constructive dialogue.

4. Presentations: Scheduled presentations from staff, agencies, or invited guests. (Generally is not subject to public comment).
a. Proclamations should be limited to three per meeting. b. Presentations are limited to ten minutes; presentations should be limited to one per meeting.

5. Public Comment: At regular meetings, opportunity for members of the public to address the Council on items not listed on the agenda, following established time limits and decorum rules. (Note that an opportunity for public comment must occur before action is taken on any regular or special agenda items. Matters on the agenda for which no action is required to be taken do not require public comment.)

6. Consent Calendar: The Consent Calendar shall include routine business items grouped for collective approval unless a member requests separate discussion. Items placed on the Consent Calendar must be procedural in nature, informational, or standard business matters that do not involve policy decisions. Consent calendar items may be pulled by council for further discussion.

7. General Business: Agenda items involving substantive policy decisions or significant operational matters that require City Council discussion, deliberation, and guidance or formal action.

8. Public Hearing Items: Formal hearings on matters requiring public input and Council determination. Staff will aim to provide advanced public notice to affected stakeholders above and beyond what is required by law.

9. Emerging Issues and Future Agenda Items: Councilmembers may request items for placement on a future agenda; such requests require a majority vote or consensus of the City Council. The City Council may also share emerging issues, defined as new or developing topics, concerns, or opportunities that may warrant future Council consideration.

10. City Manager Comments and Announcements: Brief informational updates and announcements from City Manager intended to share information and not to solicit Council discussion or action. (Generally is not subject to public comment).

11. City Council Comments and Announcements: Brief informational updates and announcements from City Manager intended to share information and not to solicit Council discussion or action. (Generally is not subject to public comment).

12. Adjournment: Formal conclusion of the meeting.
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FINANCIAL MATTERS

Council Member Compensation and Benefits
A. State law sets the overall level of compensation for City Council Members (California Government Code § 36516).

B. Compensation of Council Members is set by City Ordinance in accordance with State law.

C. Council Member benefits consistent with benefits paid to employees (Government Code §§ 36516(d), 53202.3), may also be established by Ordinance, and are not counted in compensation established pursuant to Government Code § 36516.

City Council Expense Reimbursement Policy
Authorized expenses

1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
a. Communicating with representatives of regional, state, and national government on matters of interest to the City.
b. Meeting with City staff on matters relating to City business. c. Attending educational seminars designed to improve officials’ skill and information levels.
d. Participating in local, regional, state, and national organizations whose activities affect the City’s interests; however, a member of the City Council shall not accept an elected or appointed position that would require anticipated costs to the City of more than $100 annually without City Council approval.
e. Recognizing the service to the City (for example, thanking a longtime employee with a retirement gift of nominal value).
f. Attending fundraising events for nonprofit entities providing services of benefit to the City and/or its residents.
g. Attending City events.
h. Implementing a City approved strategy for attracting to, or retaining businesses in, the City which will typically involve at least one staff member.

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3. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events. e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.

Cost Control
To promote fiscal responsibility, transparency, and public trust, expenditures by City Councilmembers shall be reasonable, necessary, and consistent with community standards for public officials.

The City Council shall annually establish an equal budget allocation for each Councilmember for conferences, trainings, events, and other authorized activities. These funds are not transferable between Councilmembers and do not carry over from year to year unless expressly authorized by the City Council.

Once a Councilmember’s individual allocation has been fully expended, any additional expenditures may be incurred or reimbursed only with prior approval of the City Council.

If expenses are incurred that exceed the limits or guidelines established in this policy, the City’s obligation for reimbursement shall be limited to the amount that complies with the adopted guidelines.

The City Clerk’s Office shall be responsible for monitoring, tracking, and reporting Councilmember expenditures to ensure compliance with this policy and applicable laws.

1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties, and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible should be utilized.

2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours. 107

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3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers may be reimbursed for bridge and road tolls.

For rental vehicles, only receipted fuel expenses will be reimbursed.

4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Conferences/Training
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.

6. Internet
Officials will be reimbursed for internet access connection and/or usage fees away from home, if internet access is necessary for City business.

7. Lodging
Council members are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (Per Diem Rates | GSA). This maximum applies to the room rate only and does not include any taxes or fees.

Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Councilmembers, and any additional nonbusiness expenses incurred will be paid by the Councilmember.

8. Meals
The City will pay for a Councilmember’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that an employee elects to purchase from another source. All travel expenses (including meals) require a receipt 108

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to substantiate the purchase. When the meal function is an organized event, the official or employee shall be reimbursed the amount being charged by the event organizer for the meal. The City will not pay for alcohol/personal bar expenses.

9. Taxis/Shuttles/Uber
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal to or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.

Expense Reports

1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document that the expenditure met requirements of this policy.

2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.

3. Expense reports are public records.

Audits of Expenses
All expenses are subject to verification that they comply with this policy.

Reports On Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.

Violation Of This Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following:
1) loss of reimbursement privileges;
2) a demand for restitution to the City;
3) the agency’s reporting the expenses as income to the official to state and federal tax authorities;
4) civil penalties of up to $1,000 per day and three times the value of the resources used; and
5) prosecution for misuse of public resources.

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LEGAL AND COMPLIANCE

The City Council operates within a framework of state laws and local policies designed to ensure transparency, fairness, and accountability in municipal governance. The following subsections set forth the core legal requirements and procedural standards that guide Council conduct, decision-making, and public engagement.

Brown Act
Ralph M. Brown Act – Government Code §54950 et seq.

The City Council is committed to conducting its business in full compliance with the Ralph M.

Brown Act, which ensures the public’s right to access and participate in local government decisions.

Open Meeting Requirements
All meetings of the City Council, including regular, special, and emergency meetings shall be open and accessible to the public except for authorized closed sessions.

The City shall provide notice, publish agendas, and make meeting materials available in accordance with statutory posting deadlines.

Agenda Posting
Regular meeting agendas must be posted at least 72 hours prior to the meeting.  Special meeting agendas must be posted at least 24 hours prior to the meeting.  Agendas shall be posted physically and on the City’s website.

Prohibited Serial Meetings
Councilmembers shall not engage in any direct or indirect communication, including through intermediaries or technology, that results in a majority of the Council discussing, deliberating, or developing concurrence on any matter within the Council’s jurisdiction. This includes:
 Sequential communications;
 Use of staff or others as go-betweens;
 Group text messages or emails;
 Social media interactions governed by AB 992;
 Remote participation;
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 Remote Participation shall comply with the requirements of AB 2449, including “just cause” and “emergency circumstances” provisions, disclosure requirements, and location visibility standards;

Closed Sessions
Closed sessions shall be held only for authorized purposes under law, and the Mayor or designee shall publicly report actions taken in accordance with Government Code §54957.1.

Ex Parte Communication Disclosure Requirements
Due Process for Quasi-Judicial Matters
To maintain fairness and transparency in quasi-judicial proceedings (e.g., land use appeals, permit hearings), Councilmembers should disclose any ex parte communications received outside the public meeting.

Disclosure should occur verbally or in writing before the agenda item is heard, and should identify:
 The person(s) with whom the communication occurred;
 The date and general substance of the communication;
 Any materials received;

This practice ensures that full Council and the public have access to the same information prior to decision-making.

Rosenberg’s Rules
The City Council adopts Rosenberg’s Rules of Order as its primary parliamentary authority for the conduct of meetings, except when superseded by the Brown Act or City-adopted procedures.

Purpose of Rules
Rosenberg’s Rules provide a clear, simplified framework for:
 Maintaining order;
 Ensuring fairness;
 Allowing all Councilmembers an opportunity to be heard;  Facilitating efficient decision-making;

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Application
Rosenberg’s Rules apply to:
 Motions and voting procedures;
 Debate and recognition;
 Amendments;
 Reconsideration;
 Handling disruptions or disorderly conduct;

Where Rosenberg’s Rules and the Brown Act conflict, the Brown Act prevails.

Deviation from Rules
The Council may temporarily suspend or modify application of Rosenberg’s Rules by majority vote, provided such suspension does not conflict with state law.

Public Records & Transparency References
California Public Records Act – Gov. Code §7920.000 et seq.

The City Council is committed to transparency and compliance with the California Public Records Act (CPRA).

Public Access to Records
All records related to City business, regardless of format or storage location, are public records unless a statutory exemption applies. This includes records created or stored on:
 City devices
 Personal devices
 Personal email or messaging accounts
 Social media platforms (when used for City business)

Use of Personal Devices
Councilmembers should conduct City business using City-issued email accounts and devices whenever possible.

Communications concerning City business made or received on personal devices must be preserved and produced in response to CPRA requests in accordance with City of San Jose v.

Superior Court 2 Cal.5th 608 (2017).

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Records Retention
Councilmembers shall comply with the City’s Records Retention Schedule. Records should not be deleted, destroyed, or altered outside of retention rules or without the City Clerk’s authorization.

Disclosure Responsibilities
Upon receiving a CPRA search request from the City Clerk, Councilmembers must promptly provide responsive records and certify compliance.

Noncompliance & Consequences

FPPC & Brown Act Alignment
Failure to comply with mandatory trainings, Form 700 filings, agenda deadlines, or related governance requirements may result in:
 Written notice from the City Clerk;
 Referral to the City Attorney for legal guidance;
 Public reporting of noncompliance (e.g., Form 700 late filings);  FPPC penalties when applicable;
 Consideration under the City's formal censure procedures;

This section reinforces accountability and ensures consistent adherence to statutory obligations.

Censure Policy
Censure is a formal resolution by the City Council reprimanding a Councilmember for specific conduct, typically involving a violation of law or a serious policy violation. It is not intended for minor or unintentional errors made in good faith. While censure does not suspend a Councilmember’s duties or privileges, it is an official statement of wrongdoing.

Any Councilmember may submit a written complaint to the City Manager requesting a censure hearing. The accused member is entitled to notice, a hearing, and an opportunity to speak. A censure requires a Council resolution supported by at least three affirmative votes, based on substantial evidence of a violation.
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APPENDIX A

Policy: Disruption of Telephonic or Internet Service During Meetings

1. Background
Senate Bill 707 (2025) amended the Brown Act to require eligible legislative bodies to adopt, on or before July 1, 2026, a policy addressing how the agency will respond to disruptions in telephonic or internet service that prevent members of the public from participating remotely.

2. Purpose
This policy establishes procedures for responding to a disruption in the telephonic or internet services that provide two-way remote public access to meetings of the City of Martinez and the Martinez City Council, as required by the Brown Act (Government Code section 54953.4). The policy ensures transparency, public participation, and the continuation of meetings during technological disruptions.

3. Definitions
“Disruption” means any failure, outage, or other interruption to the agency’s remote access services that prevents members of the public from participating in a legislative body’s meeting.

“Disrupting” means engaging in behavior during a meeting of a legislative body that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting and includes, but is not limited to one of the following:

1. A failure to comply with reasonable and lawful regulations adopted by the City of Martinez and the Martinez City Council.

2. Engaging in behavior that constitutes use of force or a true threat of force.

“Remote access services” means the two-way telephonic service and/or two-way audiovisual platform used to provide real-time remote public attendance and observation of meetings.

“Two-way audiovisual platform” means an online platform that provides participants with the ability to participate in a meeting via both an interactive video conference and a two- way telephonic service.
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“Two-way telephonic platform” means a telephone service that does not require internet access and allows participants to dial a telephone number to listen and verbally participate.

“True threat of force” means a threat that has sufficient indicia of intent and seriousness, that a reasonable observer would perceive it to be an actual threat to use force by the person making the threat.

4. Applicability
This policy applies to all open and public meetings of the Martinez City Council at which remote public participation is offered or required under the Brown Act. Consistent with the Brown Act, this policy shall not apply to the following meetings:

1. Meetings held to attend a judicial or administrative proceeding to which the City of Martinez is a party.

2. Meetings held to inspect real or personal property provided that the topic of the meeting is limited to items directly related to the real or personal property.

3. Meetings held to meet with elected or appointed officials of the United States of the State of California, solely to discuss a legislative or regulatory issue affecting the City of Martinez and over which the federal or state officials have jurisdiction.

4. Meetings held to meet in or nearby a facility owned by the agency, provided that the topic of the meeting is limited to items directly related to the facility.

5. Meet in an emergency situation pursuant to Government Code section 54956.5.

5. Response to Service Disruption
If the Presiding Officer or City Clerk becomes aware of a disruption that lasts for more than a continuous two-minute period:

1. The Presiding Officer or City Clerk shall immediately announce the disruption to the public.

2. The Presiding Officer shall call for a one-hour recess of the open session and may convene the legislative body in closed session, consistent with the Brown Act.

3. During the recess, agency staff shall diagnose and restore the disrupted service.

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6. Reconvening the Open Session
After the expiration of the hour, the Presiding Officer or Clerk shall report on the status of staff’s efforts to restore remote access services, and the Martinez City Council may reconvene to:

1. Adjourn the meeting;

2. Extend the recess to allow staff more time to restore remote access services; or

3. Continue the meeting in open session by adopting, by roll call vote, the following or a substantially similar finding:
“The City of Martinez has made good faith efforts to restore telephonic or internet service in accordance with its adopted policy, and the public interest in continuing the meeting outweighs the public interest in remote public access.”

Upon adoption of the finding, the legislative body may continue the open session despite the fact that remote access services have not been restored.

7. Recordkeeping
The Clerk shall enter a brief statement into the meeting minutes, including:

The nature and time of the disruption
The time the meeting was reconvened (if applicable)
Any finding adopted pursuant to Section 6.

8. Response to Members of the Public Disrupting a Meeting If the Presiding Officer or Clerk becomes aware of a member of the public disrupting in a manner that impedes the orderly conduct of the meeting or prevents other members of the public from attending or observing the meeting remotely:

1. The Presiding Officer or Clerk shall warn the person who is participating through the two-way telephonic or two-way audiovisual platform that he or she is disrupting the meeting and his or her failure to cease that behavior may result in his or her removal.

2. If a person persists in disrupting the meeting, the Presiding Officer shall order staff to:
a. mute the individual’s audio feed, if the disruption is auditory; b. turn off the individual’s video feed, if the disruption is visual; or 116

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c. remove the individual from the meeting if paragraphs (a) & (b) do not address the disrupting behavior.

8. Review and Updates
This policy may be amended by the Martinez City Council at a noticed public meeting in open session and may not be placed on the consent calendar.

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Administrative Policy: 101
As amended by Reso 144-19 on November 6, 2019

CITY OF MARTINEZ

CITY COUNCIL POLICIES AND PROCEDURES

In order to provide for continuity of responsibility and to provide sufficient time and opportunity for full consideration and public discussion of important issues, which the City Council must review and decide, it is necessary to adopt the following rules concerning the preparation and conduct of its meetings and other business.

I. ELECTION OF COUNCIL OFFICERS

The Mayor is elected by a vote of the citizenry and serves for a term of four years. The Mayor shall appoint a Vice Mayor and the Council shall ratify the appointment at the first Regular meeting of December or at the first meeting after the certification of the election results. Unless impossible, each Council member shall have the opportunity to serve as Vice Mayor for one year.

II. APPOINTMENTS TO BOARDS AND COMMISSIONS

Nominations to Boards, Commissions and Committees shall be made by the Mayor and in order to be effective, said nominations must be ratified by the Council. Nominations shall be provided with the agenda packet.

III. COUNCIL SUBCOMMITTEES

The Mayor may appo int, with ratification by the Council, any Council subcommittees as may from time to time be needed and shall specify the duties and tasks of each subcommittee and/or the general subject matter of the subcommittee is to address. Upon reasonable request an d after consultation with the City Manager, such subcommittees shall be supported by the City Manager and staff, and shall develop materials and policies that will be referred to Council, if and when the subcommittee develops recommendations on such matters. Other than giving recommendations to City staff consistent with the authorization given to them by the Council, members of a Council subcommittee may not hold themselves out as representing the Ci ty Council or the positions of City Council, without the express authorization of a majority of the Council given at a properly noticed meeting of the Council.

An individual Councilmember, including the Mayor, may use the City’s or their own letterhead to communicate their opinions and positions as long as they state, in those communications, that they are so communicating as an individual councilmember.

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meeting of the Council, no Councilmember may communicate, in writing or otherwise, that they are acting or communicating on behalf or as the representative of (a) the City, (b) the City Council, or (c) a subcommittee of the Council.

To the extent feasible, membership on subcommittees should be rotated on a staggered basis among Councilmembers every two years.

IV. MEETINGS

A. Timing of Meetings

1. Regular Meetings

a. Regular meetings of the City Council shall be held at the time and place designated by ordinance. Whenever the day fixed for any Regular meeting of the Council falls upon an election day or a holiday, such meeting may be held at the same hour on the next succeeding day, that is not a holiday.

b. Whenever a Regular meeting fixed by ordinance cannot be hel d due to a scheduling conflict or other reasons that preclude the convening of a quorum, the Council shall select an alternate meeting date. The City Clerk is directed to give notice of the cancellation of the Regular meeting date and the convening of the Council on the alternate meeting date fixed in the manner required by law.

c. A public hearing may not be held earlier than the time shown on the public notice of the public hearing.

2. Special Meetings
Special meetings may be ordered at any time by the Mayor or a majority of the City Council whenever the public business requires it. Whenever a Special meeting is called, notice of the meeting shall be delivered by the City Clerk to each member of the Council and to each local newspaper of general circulation, each radio station previously having requested a notice in writing.

The notice must be delivered at least 24 hours before the time of such meeting as specified in the notice. The notice shall also be posted at least 24 hours before the meeting at City Hall.

The notice shall specify the time and place of the Special meeting and the business to be transacted. As specified by the Brown Act, public comment will be limited to 119
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only those items on the agenda. No other business may be considered by the Council at such meetings.

B. Agenda Planning and Preparation

Except as provided below, the Mayor shall have final approval authority over the inclusion of any and all items on the agenda for a City Council meeting. Items proposed to be included on the agenda shall be submitted to the City Manager who shall submit said items to the Mayor for approval.

1. Items that individual Councilmembers may wish to place on the agenda are subject to the approval of the Mayor. If the Mayor approves placement of a Councilmember’s item on the agenda, City staff will develop a Councilmember report introducing the item in order to include it on the agenda, but will not do additional staff work on the project/request unless, and until that work is approved by a majority of the Council.

2. At a Council meeting, a Councilmember may request that a matter be placed on a future Council agenda. The request shall be acted upon by the Presiding Officer at that meeting and if the Presiding Officer fails to act or denies the request, the affected Councilmember may move to place the matter on a future agenda. If the motion receives a second and is passed by a majority of the members present at the meeting, the matter shall be agendized in accordance with the motion. Unless otherwise provided in the motion, City staff will develop a Councilmember report introducing the item in order to include it on the agenda, but will not perform additional staff work on the project/request unless, and until that work is approved by a majority of the Council.

C. Posting of the Agenda

The agenda shall include the time and place of the meeting and a brief general description of each item of business to be transacted or discussed at the meeting. The agenda shall also provide an opportunity for members of the public to directly address the Council.

Persons who wish to receive copies of the agenda packet by mail may receive them by providing self-addressed stamped envelopes or submitting payments for postage in an amount adopted by the City Council.

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may so indicate to the City Clerk.

D. Consent Calendar
The Council may adopt a Consent Calendar as part of the Regular meeting agenda. The City Manager shall propose specific action on each consent item . Councilmembers are encouraged to contact the City Manager with questions about the agenda and/or agendized items prior to Council meetings provided, however, that the purpose of such contacts shall not be to develop a consensus among the Councilmembers or to disclose or learn about the positions Councilmembers may have on any item on the agenda. Any member of the Council may direct and any member of the public may request that a consent item be removed from the Consent Calendar and placed on the regular agenda for consideration and discussion by the Council and an opportunity for the public to comment on it. C onsent items are adopted in total and with one motion by the Council and are not subject to individual debate and discussion. It is left to the sole discretion of the Presiding Officer as to whether each Consent Calendar agenda item is read in full by the Presiding Officer prior to the Council taking action on same. Prior to calling the Consent Calendar, the Presiding Officer shall invite public comment thereon.

E. Order of Business
The Order of Business of City Council agendas shall be established by the Mayor and City Manager. The Presiding Officer can modify the order of the agenda as circumstances warrant. In general, the order shall be as follows:

1. Call to Order

2. Roll Call

3. Public Comment

4. Presentations/Proclamations

5. Consent Calendar

6. General Business Items

7. Public Hearing Items

8. Chief of Police Items/Reports

9. City Manager Items/Reports

10. Appointments to Agencies/Commissions
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11. City Council Subcommittee Reports/Items/Comments

12. Adjournment
The agenda shall note the next Council meeting and specify if it is other than a Regular meeting.

F. Limit on Action Taken
No action or discussion may be undertaken on any item not appearing on the posted agenda for a Regular meeting unless one of the following conditions exist:

1. The Council determines by majority vote that an emergency situation exists as defined by Government Code section 54956.5.

2. The Council determines by a 2/3 vote of the members present (or by a unanimous vote if less than 2/3 of the members are present) that there is a need to take immediate action and that the need for action came to the attention of the City subsequent to the agenda being posted.

When the Council decides to consider and take action on a matter not on the posted agenda, it shall do so by motion and the motion shall include the facts and circumstances that support the exception.

When a person raises a matter that is not on the posted agenda, the matter may not be discussed or acted upon unless one of the above exce ptions applies, or is otherwise permitted by the Ralph M. Brown Act. Notwithstanding the foregoing to the contrary, however, a member of the City Council may briefly respond to statements made or questions posed by persons exercising their public testimon y rights. In addition, on its own initiative, or in response to questions posed by the public, Councilmembers may: ask questions for clarification, make a brief announcement, make a brief report on their activities, provide a reference to staff or other resource for factual information, or request staff to report back to the Council at a subsequent meeting concerning any matter. Furthermore, subject to Rule IV (B) above, the Council may take action to direct staff to place a matter of business on a future agenda.

G. Rules of Order

1. The Presiding Officer

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perform such other duties consistent with the office as may be imposed by State Law or by the Council, provided that any duty imposed by the Council is not inconsistent with State law. In the Mayor's absence, the Vice Mayor is the Presiding Officer.

The Presiding Officer shall preserve strict order and decorum at all Regular and Special meetings of the Council. The Presiding Officer may announce rules for the consideration of a particular item on the agenda and may establish and announce other special rules for consideration of special agenda items such as requiring that a spokesperson address the Council on behalf of a group of persons.

Except as provided in Rule IV (D), the Presiding Officer shall state the question coming before the Council, call for the vote, announce the decision of the Council on all subjects and decide all questions of order. However, if the Presiding Officer’s decision on questions of order is appealed to the Council, a majority vote of the Council shall then determine such questio ns of order. The Mayor shall sign all ordinances and resolutions adopted by the Council during their presence. In the event of the absence of the Mayor, the Vice Mayor shall sign ordinances and resolutions as then adopted.

2. Attendance
Before proceeding with the business of the Council, the City Clerk shall enter into the minutes the names of the council members present or absent.

3. Quorum
A quorum must exist in order to conduct business. The presence of three or more members of the Council constitutes a quorum.

If an item cannot be resolved because of a deadlock in voting, the issue does not go forward.

Except as otherwise provided in the Municipal Code (particularly with respect to planning actions taken under the Zoning Code, see Rule IV, G10. Appeals), tie votes of the Council are tantamount to no action being taken on the item subject to the tie vote.

If the meeting is adjourned because of lack of a quorum, the City Clerk shall give written notice of the adjournment in the manner provided for Special meetings and shall also have a copy of the notice of adjournment conspicuously posted at or near the door of the place where the meeting was held within 24 hours after the adjournment.
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4. Minutes
Minutes shall be taken in accordance with the provision s of a Minutes Policy as adopted by resolution of the Council. Establishment of said Minutes Policy shall not serve to preclude the rights of Councilmembers to request an abstract of their statement on any subject be entered in the minutes as allowed within Section IV., G., #9 Remarks of Councilmember. Minutes of the subcommittees of the City Council are not required to be taken; instead, at the next Regular Council meeting following a standing subcommittee meeting, subcommittee members shall provide a verb al report of the subcommittee’s proceedings under the standing agenda item, ‘City Council Subcommittee Reports’.

5. Interruptions and Courtesy to Speakers
A speaker once recognized, shall not be interrupted when speaking unless it be to call the speaker to order, or as otherwise provided in these rules. The Presiding Officer will determine what constitutes an interruption or Councilmembers may ask the Presiding Officer to make such a determination. If a speaker is called to order, the speaker shall cease speaking until the question of order is determined, and, if in order, shall be permitted to proceed.

6. Ordinances, Resolutions and Motions - Precedents
When an ordinance, resolution, or motion is properly brought before the Council and seconded by an other Councilmember, no other action may be considered except: a point of order, a motion to adjourn, to table, to table to a time certain, to close debate, to refer, or to amend. Such items shall have precedence in the order stated in the preceding senten ce. Points of order shall be ruled upon by the Presiding Officer ; however, the ruling may be overridden by a majority of the Council. Members of the public do not have the right to claim a point of order. a. Motion to Table. If a motion to table (without time certain) passes, consideration of the matter during the same meeting may be resumed only upon the motion of a member.

b. Motion to Close Debate . When a motion to close debate is made and seconded, there shall be no further debate except on whether or not to close debate. If the question carries by a majority vote of the members present, the Presiding Officer shall put pending amendments to a vote without debate in the inverse order of their introduction before putting th e main question. If the question is decided negatively, the main question and its amendments remain before the Council.

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c. Reconsideration.
i. Questions acted upon not the subject of a public hearing . Any member of the Council, regardless of how they voted, may move the reconsideration of a decision that was not the subject of a public hearing at the same meeting in which that decision was made, or at the next following meeting.

After such a motion for reconsideration is acted upon, no other similar motion to reconsider may be made at the same or any subsequent meeting without unanimous consent.

ii. Questions acted upon which are the subject of a public hearing. If the question acted upon was the subject of a public hearing, a motion for reconsideration ma y be made and shall be acted upon in the manner specified by law. If a procedure for reconsideration is not specified by law for a matter that was the subject of a public hearing, the Councilmember who may make the motion for reconsideration and the time for making the motion for reconsideration shall be provided in subparagraph (1). If the motion passes, the decision originally made is suspended and the question originally acted upon shall be put before the Council at its next meeting. The City Clerk shall give mailed notice of the meeting at which the question is to be reconsidered to each person who appeared at the initial hearing in accordance with the notice requirements applicable to the noticing of the question at the time it was originally considered.

7. Division of the Question
If a matter properly put before the Council contains two or more separable propositions, a member of the Council may request that the question be divided into its separate parts and the Presiding Officer shall divide the question into its separate parts for consideration.

8. Conflict of Interest
A member of the Council who has a conflict of interest regarding any matter being considered by the Council shall declare the conflict (describing the facts giving rise to the conflict) and recuse themselves from participating in the Council's deliberations and decision regarding that matter. Except with respect to items acted upon as part of the one motion addressing Consent Calendar items, the disqualified Councilme mber shall step down from the Council dias and remove themselves from the Council Chamber during the matter’s consideration (unless under the law the Councilmember has an interest that permits them to remain in the Chamber and speak to the Council as a member of the public).

City staff will maintain maps showing the 500 -foot radius from each 125
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Councilmember’s home and all other real property in which a member has an interest in order to assist in determining if there are potential conflicts of interest regarding any matter to be discussed by the City Co uncil. The burden rests with each Councilmember to alert City staff and the other Councilmembers as to that Councilmember’s potential conflict of interest.

9. Remarks of Councilmember
A Councilmember may request, through the Presiding Officer , the privilege o f having an abstract of their statement on any subject under consideration by the Council entered in the minutes. If the Council consents to it, such statement shall be entered in the minutes.

10. Appeals
Unless otherwise provided in the law or the City’s Muni cipal Code, appeals from administrative bodies to the City Council shall be heard de novo and approval of any permit or other application at issue shall require a majority vote of the members of the Council voting on the matter. For purposes of these Rule s a “de novo” proceeding is a hearing in which the matter is heard anew and all of the evidence in support of and in opposition to the matter under consideration should be presented to the Council. In such a proceeding, the scope of the Council’s review is not limited to the record established by a lower administrative body, such as the Planning Commission. A tie vote has the legal effect of denying the permit or application, as the case may be.

Except as otherwise provided in the Municipal Code and in the immediately preceding paragraph (particularly with respect to planning actions taken under the Zoning Code), tie votes of the Council are tantamount to no action being taken on the item subject to the tie vote.

11. Rules of Order
a. Except as otherwise provided herein and by law and/or these Rules, the current edition of "Roberts Rules of Order," as recommended by the League of California Cities, shall govern the conduct of the meeting of the City Council.

12. Protests
Any Councilmember has the right to have the reasons for his dissent from or protest against any action of the Council entered into the minutes.

13. Adjournment
Discussion of new item shall not begin after 10:30 p.m. unless a majority of Councilmembers present vote to continue the meeting.
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14. Public Participation

a. Addressing the Council
Any member of the public desiring to address the Council at a meeting shall have the right to do so; provided, the interested person has first been recognized by the Presiding Officer and speaks within the time and other limitations established by these Rules and the Presiding Officer. i. Written Communications. Interested persons or their authorized representative may address the Council by written communication on any matters concerning the City's business.

ii. Public Comments. Any member of the public may address the Council during the “Public Comments” portion of the agenda on any item of interest to the public that is within the subject matter jurisdiction of the Counci l.

Members of the public wishing to address the Council as to items already posted on the agenda are encouraged, but not compelled, to speak to those items when they are called, rather than during the “Public Comments” segment of the meeting; provided , however, that should a person speak during the “Public Comments” portion of the meeting as to an item posted on the agenda, that person shall not be permitted to address the Council a second time (or multiple times) on the subject when the matter is called.

Any member of the public speaking to the Council during the “Public Comment” portion of the meeting will be allowed public comment on any agenda item, subject to reasonable time limits established by these Rules and by the Presiding Officer , and subjec t to other reasonable limits established under the authority of the Presiding Officer and applicable law.

The Council encourages public participation. Many members of the public will be denied the opportunity to speak and to have Council action taken at a reasonable hour, if at all, if reasonable limits on time and decorum are not placed on all speakers. Time Limits shall conform to a 3-minute limit, unless in the judgment of the Presiding Officer , the circumstances dictate otherwise. Speakers during the “ Public Comment” portion of the meeting shall be limited to three minutes, irrespective of the number of topics or subjects any given speaker may wish to address.

Those wishing to address the Council will be encouraged to make use of the speaker cards. S uch use is voluntary, as is providing a name and address on the card.
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b. Addressing the Council after Motion Made
As a general rule, and unless otherwise expressly permitted by the Presiding Officer, after a motion is made by a member of the Council on the matter under consideration, no member of the public shall address or be permitted to address the Council.
c. Manner of Addressing the Council
All remarks shall be addressed to the Council as a body and not to a single Councilmember or to the audience. No person, other than the Council and persons having the floor, shall be permitted to enter into any discussion, either directly or through a memb er of the Council, without the permission of the Presiding Officer. No question shall be asked of or by a Councilmember or City staff except through, and with the permission of the Presiding Officer.

No member of the public shall approach the Council dias while the Council is in session unless the Presiding Officer gives permission to do so.

A public hearing may not be held earlier than the time shown on the public notice of the public hearing.
d. Order and Decorum

i. By Council Members
While the Council is in session, the members must preserve order and decorum, and a member shall neither by conversation or otherwise, delay or interrupt the proceedings or the peace of the Council nor disturb any members while speaking or refuse to obey the reasonable order o f the Council or its Presiding Officer, except as otherwise provided in these Rules and/or applicable law.
ii. By Other Person
While the Council is in session, all persons of the public shall preserve order and decorum. The making of personal , impertinent, slanderous or defamatory remarks shall be prohibited . No person attending a Council Meeting shall engage in the following activity or conduct while attending that meeting: verbal, written, physical or other form of communication or conduct that is profane, abusive, insulting , boisterous, unruly, personal, impertinent, racially or gender based, or physically or emotionally threatening, or conduct which involves a refusal to obey the lawful orders of the Council or its Presiding Officer so as to render the orderly conduct of the Council proceedings unfeasible. Every member of the public and every 128
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Council Member desiring to speak shall address the Presiding Officer, and upon recognition by the Presiding Officer, shall confine comments to the question under debate, avoiding all indecorous language and references to personalities and abiding by the following rules of civil debate: We may disagree, but we will be respectful of one another.

All comments will be directed to the issue at hand. All comments shall be relevant to the item on which the speaker is addressing. Except to the extent permitted under the Ralph M. Brown Act, which allows public criticism of the policies, procedures, programs or services of the City, personal attacks shall be avoided.

A person who engages in such activity or conduct is subject to removal from the Council meeting and may be barred from the remainder of the meeting. e. Enforcement of Order and Decorum
The Police Chief (or his or her designee) is the Sergeant-at-Arms of the Council meetings and shall be present when requested by the Presiding Officer. The Sergeant-at-Arms shall carry out all lawful orders and instructions given at the Council meeting by the Presiding Officer . Upon instruction of the Presiding Officer, the Sergeant-at-Arms, shall remove any individual who interferes with the order or decorum or effective conduct of the meeting.

Before removing an individual, the Presiding Officer shall: (1) inform the individual that the Council's rules of procedure prohibit an activity which substantially impairs the effective conduct of the meeting by committing acts in violation of these Rules and informs the individual that he/she is engaging in such activity and identify the activity, (2) request the individual to cease the activity immediately, and (3) warn the individual that he or she will be removed and barred from the remainder of the meeting unless the activity ceases.

If the individual does not cease the activity immediately, the Presiding Officer shall order the individual to leave the Council Chambers and not return for the remainder of the Council meeting. If the individual fails to comply with the order, the Presiding Officer shall instruct the Sergeant -at-Arms to remove and bar such individual as ordered.

V. COUNCIL TRAVEL AND REIMBURSEMENT

A. AUTHORIZED EXPENSES
General Statement. City funds, equipment, supplies (including letterhead), titles, and staff time must only be used for authorized City business. Expenses incurred in 129
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connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:

1. Communicating with representatives of regional, state and national government on City-adopted policy positions;

2. Attending educational seminars designed to improve officials’ skill and information levels;

3. Participating in regional, state and national orga nizations whose activities affect the City’s interests;

4. Recognizing service to the City, and commemorating events of significance to the City (for example, thanking a longtime employee with a retirement gift or celebration of nominal value and cost);

5. Attending City events;

6. Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member; and

7. Meetings such as those listed above for which a meeting stipend is expressly authorized under law and/or this policy.

Specific Expenses Requiring Advance Approval. In addition, the following expenses require prior mayoral approval, or in his/her absence, the Vice Mayor, and notice to the City Council:

1. Out-of-state travel;

2. Expenses which exceed any annual limits established for each office holder; and

3. Expenses exceeding $300 per trip.

4. Any travel exceeding 72 hours.

Personal Expenses not Authorized. Examples of personal expenses that the City will not reimburse include, but are not limited to:

1. The personal portion of any trip;
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2. Political or charitable contributions or events;

3. Family expenses, including partner’s expenses when accompanying official on city-related business, as well as children- or pet-related expenses;

4. Except for cultural events that are provided as part of and cannot be segregated from the cost or charge for an expense that is otherwise reimbursable under this policy, entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events;

5. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline; and

6. Personal losses incurred while on City business. Any questions regarding the propriety of a particular type of expense should be resolved by the City Council before the expense is incurred.

B. COST CONTROL
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within the guidelines.

1. Transportation
The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time -efficient route. Government and group rates must be used when available.

a. Airfare. Airfares that are equal or less than those available through the Enhanced Local Government Airfare Program offered through the League of California Cities ( www.cacities.org/travel), the California State Assoc iation of Counties ( http://www.csac.counties.org) and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy.

b. Automobile. Automobile milea ge is reimbursed at Internal Revenue Service rates presently in effect ( see www.irs.gov). These rates are designed to 131
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compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable.

c. Car Rental. Rental rates that are equal or less than those available through the State of California’s website shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

d. Taxis/Shuttles. Taxis or shuttles fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline and parking combined, or when such transportation is necessary for time-efficiency.

2. Lodging
Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. If travel is out of the State of California, a written report shall be submitted with the expense report. The written report must state the purpose of the trip and any and all observations and/or knowledge acquired that may be of value to the citizens of the City of Martinez.

a. Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, see next section.

b. Other Lodging . Travelers must request government rates, when available.

Lodging rates that are equal or less to government rates are presumed to be reasonable and hence reimbursable for purposes of this policy. In the event that government rates are not available at a given time or in a given area, lodging rates that do not exceed the IRS per diem rates for a given area are presumed reasonable and hence reimbursable.

3. Meals
Meal expenses and associated gratuities will be reimbursed at the billed amount, up to the following maximum amounts (except as provided below):

Breakfast
Lunch
Dinner
$15
$25
$50

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The City will not pay for alcohol/personal bar expenses. If an event inc ludes alcohol, the City shall reimburse only that portion of the expenses for said event that do not include charges for alcohol. Any expenses exceeding the above rate shall be submitted to the City Council by the Council member after the expense is incurred and upon the Council member’s return from the event for consideration of reimbursement, accompanied by the proper receipts for the actual costs.

4. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills documenting the charges sought to be reimbursed must be submitted along with the appropriate expense report form (see paragraph D below). Telephone bills should identify which calls were made on City business.

For cellular calls when the official has a particular number of minutes included in the official’s plan, the official is permitted to identify the percentage of calls made on public business in lieu of identifying specific City business calls.

5. Airport Parking
Long-term parking must be used for travel exceeding 24-hours.

6. Other
Baggage handling fees of up to $1 per bag and gratuities of up to 15 percent will be reimbursed.

7. Reimbursement by Another Agency
Expenses for which City officials receive reimbursement from another agency are not reimbursable.

C. CASH ADVANCE POLICY
From time to time, it may be necessary for an official to request a cash advance to cover anticipated expenses while traveling or doing business on the City’s behalf.

Such request for an advance should be submitted to the City Manager ten (10) days prior to the need for the advance with the following information:

1. The purpose of the expenditure(s);

2. The benefits of such expenditure to the residents of City;

3. The anticipated amount of the expenditure(s) (for example, hotel rates, meal costs, and transportation expenses); and

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4. The dates of the expenditure(s).

Any unused advance must be returned to the City treasury within two business days of the official’s return, along with an expense repo rt and receipts documenting how the advance was used in compliance with this expense policy.

In the event the City Manager is uncertain as to whether a request complies with this policy, the official seeking a cash advance must seek resolution from the City Council.

D. EXPENSE REPORTS
All cash advance expenditures and expense reimbursement requests must be submitted on an expense report form provided by the City. This form shall include the following advisory:

All expenses reported on this form must comply with the City’s policies relating to expenses and use of public resources. The information submitted on this form is a public record. Penalties for misusing public resources and violating the City’s policies include loss of reimbursement privileges, restitution, civil and criminal penalties as well as additional income tax liability.

Expense reports must document that the expense in question met the requirements of this policy. For example, if the meeting is with a legislator, the city official sh ould explain whose meals were purchased, what issues were discussed and how those relate to the City’s adopted legislative positions and priorities.

Officials must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation.

Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.

All expenses are subject to verification that they comply with this policy.

At the next city council meeting following the meeting, each official shall briefly report on meetings attended at City expense. If multiple officials attended, a joint report may be made.

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E. COMPLIANCE WITH LAWS
City officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All city expenditures are public records subject to disclosure under the Public Records Act and any other relevant law.

F. VIOLATIONS OF THIS POLICY
Use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the City’s reporting the expenses as income to the elected official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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STAFF REPORT
City Council

DATE: Click or tap to enter a date.

TO: Mayor and City Council
FROM: Michael Chandler, City Manager
PREPARED BY: Staff First & Last Name, Title
2nd Staff First & Last Name, Title
TITLE: Book Title (5-10 words)

RECOMMENDATION
[Custom text here]

STRATEGIC PLAN ALIGNMENT
[Custom text here]

BACKGROUND
[Custom text here]

DISCUSSION
[Paragraph 1 - Custom text here]
[Paragraph 2 - Custom text here]
Subheader
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[Paragraph 2 - Custom text here]

ENVIRONMENTAL REVIEW
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FISCAL IMPACT
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ATTACHMENTS
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136

CITY COUNCIL

REGULAR MEETING AGENDA
DATE: [Meeting Date]
TIME: 7:00 PM
PLACE: Council Chamber, 525 Henrietta Street,
Martinez, CA 94553; and, via Zoom.

INFORMATION FOR THE PUBLIC
Information regarding meetings, including agenda materials, schedules, public comment and more, please visit the City’s Meetings & Agendas webpage:
https://www.cityofmartinez.org/government/meetings-and-agendas.

REMOTE PARTICIPATION
This meeting will be conducted in-person in the City Hall Council Chamber and shall be aired in real time via Zoom. The City cannot guarantee the public’s access to teleconferencing technology, nor guarantee uninterrupted access as technical difficulties may occur from time to time. To attend the meeting via Zoom, you must be logged into a registered Zoom account. Click “Join Meeting” and enter the following details:
• Zoom Meeting Link:
• Webinar ID:
• Passcode:

ADA ACCOMODATIONS
In accordance with the Americans with Disabilities Act and California law, if you are a person with a disability and require modifications or accommodation to attend and participate in this meeting, please contact the City Clerk’s Office at (925) 372-3512. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. 137

City Council Agenda
[Meeting Date]

REGULAR MEETING

CALL TO ORDER - Pledge of Allegiance

ROLL CALL - Mayor Brianne Zorn, Vice Mayor Satinder Malhi, Councilmembers Jay Howard, Greg Young, and Debbie McKillop

CIVILITY STATEMENT - As your elected Governing Board, we will treat each other and the public with patience, civility, and courtesy as a model of the same behavior we wish to reflect in Martinez for the conduct of all City business and community participation. This includes re spect for everyone's First Amendment Right to voice their opinion on matters within the City's subject matter jurisdiction, even if that opinion is different from our own. The decisions made tonight will be for the benefit of the Martinez community and not for personal gain.

PRESENTATIONS

1. [Agenda Items]

PUBLIC COMMENT - Presentations and Non-Agendized Items Only. Non-agenda public comment is (1) limited to matters which are not action items listed elsewhere on the agenda, and (2) are within the subject matter jurisdiction of the City Council. Public comments are typically limited to 3 minutes per person. The Mayor may reduce the time limit per speaker depending upon the number of speakers and may limit the total time for public comment to facilitate the completion of business on the agenda. Comments related to items appear ing in the following sections of the Agenda will be heard prior to the City Council taking action on each item: Consent Calendar, General Business, Public Hearing, and Appointments to Commissions and/or Agencies.

CONSENT CALENDAR

1. [Agenda Items]

GENERAL BUSINESS

2. [Agenda Items]

PUBLIC HEARING ITEMS

3. [Agenda Items]

EMERGING ISSUES AND FUTURE AGENDA ITEMS

4. [Agenda Items]

CITY MANAGER COMMENTS AND ANNOUNCEMENTS

5. [Agenda Items]

138

City Council Agenda
[Meeting Date]

CITY COUNCIL COMMENTS AND ANNOUNCEMENTS

6. [Agenda Items]

ADJOURNMENT

On [date], a true and correct copy of this agenda was posted on the City Hall Kiosk, located at 525 Henrietta Street, Martinez, CA 94553, and on the City website at www.cityofmartinez.org.

/s/ [Staff Name, Title]
139
C I T Y O F M A R T I N EZ1
City Council Handbook: Governance Policies and Procedures April 1, 2026
C I T Y O F M A R T I N EZ2
Background
2 • Ad Hoc Subcommittee formed in December
2024 to modernize Council Policies and
Procedures.
• The document was significantly outdated and
had seen only one minor update since 2019.
• Collaborative process with the Subcommittee
(Mayor Zorn and Councilmember McKillop)
and staff.

C I T Y O F M A R T I N EZ3
Background
3 • A dozen plus policies and practices were reviewed from other cities to identify best practices and modernization opportunities.
• The resulting Handbook clarifies business practices and roles and responsibilities, strengthens teamwork, and aligns with current legal requirements.
• New: Council Agenda Format & Staff Report Template
Strategic Plan Alignment: Building a strong foundation to achieve our short and long-term goals.

C I T Y O F M A R T I N EZ4
Why the City Council Exists / Legal Framework
• Defines the Council’s role as the City’s legislative and policy-making body. • City’s authority as a General Law City (police power, taxation, eminent domain, public works).
• Clarifies roles within the Council–Manager form of government 4 Discussion
Elections, Districts & Vacancies
• Explains the four district-based Council seats with an at-large Mayor
• Summarizes rules and timelines for filling vacancies

C I T Y O F M A R T I N EZ5
Discussion
5 Norms
• Establishes expectations for working together as a cohesive policy team.

Communications Protocols
• Distinguishes individual views from official Council positions. • Channels media inquiries through the City Manager/PIO. • Routes Council requests and information needs through the City Manager. • Ensures AB 992 compliance on social media interactions. • Follows First Amendment and Public Records Act requirements for social media content and retention.

C I T Y O F M A R T I N EZ6
Discussion
Appointments, Subcommittees & Representation
• Outlines processes for selecting the Vice Mayor, forming subcommittees, and assigning and assigning liaison roles.
• Distinguishes standing committees from limited-duration Ad Hoc Subcommittees.

Training & Ethics Requirements
• Reinforces mandatory trainings (ethics, harassment prevention, Brown Act, fiscal training, anti-bias) and Form 700 compliance.
• Encourages ongoing professional development.

C I T Y O F M A R T I N EZ7
Discussion
7 City Council Meetings – Structure & Standards
• Covers attendance, and remote participation (AB 2449). • Establishes a meeting curfew, time-management, and public comment guidelines. • Defines types of meetings.
• Reaffirms the City’s civility expectations.

Meeting Preparation
• Assigns agenda preparation to the City Manager with the Mayor. • Establishes a new meeting agenda
• Establishes process for individual councilmembers to request a future agenda item or identify emerging issues.

C I T Y O F M A R T I N EZ8
Discussion
8 Financial Matters & Expense Reimbursement
• Covers compensation rules and eligible reimbursable expenses. • Sets standards for travel, training, lodging, meals, and cost-control. • Reinforces prohibitions on misuse of public resources.

Legal & Compliance Provisions
• Ensures compliance with Brown Act, agenda posting, and closed-session rules. • Adopts Rosenberg’s Rules for parliamentary procedure. • Defines public-records responsibilities, including device use and retention. • Establishes a clear censure process for serious violations.

C I T Y O F M A R T I N EZ9
Next Steps
9 • New agenda format goes live May 6
• Orientation and training with City staff
• One on one orientation with City Council

C I T Y O F M A R T I N EZ10
Recommendation
10 Adopt a resolution approving the new City
Council Handbook to ensure clear, consistent,
and modern policies and procedures for City
Council governance.

C I T Y O F M A R T I N EZ1
Sesquicentennial Year Events

C I T Y O F M A R T I N EZ2
City’s Anniversary of Incorporation:

April 1, 2026
Goal: Host a year-long citywide
celebration that honors Martinez’s
history, fosters community pride, and
strengthens civic and cultural
connections throughout 2026.
2 Celebrating 150 Years!

C I T Y O F M A R T I N EZ3
3 C I T Y O F M A R T I N EZ4
4 C I T Y O F M A R T I N EZ5
5 C I T Y O F M A R T I N EZ6
6 C I T Y O F M A R T I N EZ7
7 C I T Y O F M A R T I N EZ8
8 C I T Y O F M A R T I N E Z1
Sesquicentennial Utility Box Art Project
April 1, 2026
City Council

C I T Y O F M A R T I N E Z2
Utility Box Beautification Pilot Project (“Pilot Project”) Artwork Marina Vista Avenue and Las Juntas Street
Alhambra Avenue and
F Street Alhambra Avenue and K Street
Alhambra Avenue and Paso
Nogal Drive
C I T Y O F M A R T I N E Z3
• Commemorative expansion of the Pilot Project in celebration of the City’s 150th anniversary • Unifying Sesquicentennial theme: Past, Present, Future, Together • Strength of connection and community
• Generational connection
• Civic pride
• Budget: $15,000 (includes printing and installation of vinyl wraps and Artist stipends) Sesquicentennial Utility Box Art Project
C I T Y O F M A R T I N E Z4
Sesquicentennial Art Project Locations
Five locations across City (green):

1. Morello Avenue and Morello Park Drive
(near Morello School Park)

2. Morello Avenue and Muir Road (near Muir
Oaks Veterinary Hospital Sign)

3. Center Avenue and Muir Road (near
Burger King)

4. Alhambra Avenue and Walnut Avenue
(near John Muir National Historic Site)

5. Alhambra Avenue and Rockridge Drive
(near border with Pleasant Hill and
diagonally across from Virginia Hills
Shopping Center)
Note: Pilot Project locations are shown in
yellow for reference.

Map Source: Google Earth
C I T Y O F M A R T I N E Z5
Sesquicentennial Art Project Locations
Large Utility Boxes only
1 2 3 4 5
Image Sources: Google Street View
C I T Y O F M A R T I N E Z6
Sesquicentennial Art Project – Schedule
Date Task
March 2, 2026 Call for Artists published.

April 30, 2026 Applications due.

May 2026 Proposals are reviewed by the PARC for completeness and consistency with the Criteria in the Policy.

May 19, 2026 Proposals are forwarded to the PRMAC for a recommendation of proposals eligible to include in the Online Community Voting Process.

June-July 2026 Online Community Voting Process.

August 2026 Final acceptance of art by the City Council.

August 2026 Artist agreements completed (using new template).

September-October 2026 Final designs are installed onto the utility boxes.

More information: www.cityofmartinez.org/utilityboxart
Questions?
Kerry Rivers, Management Analyst
[email protected]