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PURPOSE:
InaccordwithSection512oftheCityCharter, thisPolicywillsetforthRulesofProcedureforthe conductofCitybusiness. TheCouncilshallbegovernedbytheRulesofProcedureasfollows.
POLICY:
1. Meetings
a. TimeofMeetings
Theregularandspecialmeetingsof theCityCouncilshallbeheldatthetimeand place, andcalledin themannerasspecifiedbyordinanceadoptedpursuantto Article5, Section507oftheCityCharter. TheCouncilshalladoptanannualschedule ofmeetingseachyear.
b. Attendance
1) MembersoftheCityCouncilshallattendallregularandspecialmeetingsofthe CityCouncilinpersonunlesstheyareabsentwiththeconsentof theMayoror theyareparticipatingin a meetingbyteleconferencein accordancewith CaliforniaGovernmentCodesection54953, asmaybeamendedfromtimeto time.
2) Forpurposesof subsection (b)(1) aboveandsection503oftheCityCharter, a CouncilmemberisabsentwiththeconsentoftheMayorif anyof thefollowing apply:
TheCityCouncilconsentstotheabsencebefore, oratthemeetingimmediately aftertheabsence, for thepurposeof allowingaCouncilmemberto attendto officialCitybusiness, including, butnotlimitedto, representingtheCity at conferencesorofficialfunctions;
TheCouncilmemberisill;
TheCouncilmemberisonfamilyleaveforthebirthoradoptionofachild; Page1of20
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TheCouncilmemberisonbereavementleavedueto thedeathof afamily memberwhichwouldqualifyanemployeefor bereavementleaveunderthe CitysEmployer/EmployeeRelationsResolution;
ThemeetingwasnotontheCouncilsformallyadoptedannualscheduleof meetings.
2. CouncilAgenda
a. Preparation
TheagendaanditssupportinginformationispreparedbytheCityManagerandCity Clerk.
b. CouncilRequestforAgendizing
A Councilmemberrequestforanitemtobeagendizedwillbedoneasanactionitem withsupportworkofuptoonehourbystaff. If morethanonehourisrequired, then theitemwill beagendizedto askCouncilif timeshouldbespentonpreparingafull reportontheproposedagendaitem.
c. ItemsforAgenda
Any personmayrequesttheplacementof amatteron theCouncilagendaby submittingawrittenrequestwiththeagreementof asponsoringCouncilmember.
Thismaybedoneinadvancethroughawrittenrequestidentifyingthesponsoring Councilmember, orbyappearingatOralCommunicationsataCouncilmeeting. If the requestismadeduringOralCommunications, theMayorshalldetermineif any Councilmemberiswillingtosponsortheagendaitem. Therequestmustfullyidentify thepersonmakingtherequestandtheactionrequestedbytheCouncilalongwithall pertinentbackgroundinformation. TheCityManagerandtheMayorshallreasonably determinewhenagendarequestswill beplacedon theagendaandhowmuch meetingtimeshallbescheduled. UponamajorityvoteofaCounciladvisoryboard, anitemcanbeagendizedrequestingCouncilauthorizationofaworkitem, asprovided forinCouncilPolicyA-23, WorkItemReferralProcessforCouncilAdvisoryBodiesand CouncilmemberCommittees.
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d. OrderofAgendaItems
TheCityManagerorCityClerkmaychangetheorderofitemsonthewrittenagenda fromthatnormallyfollowedinordertobetterfacilitatethemeeting. TheMayorwith consensus, or Council, bymajoritymotion, maychangetheorderof agendaitems duringtheCouncilmeeting.
3. PublicInput
a. An individualspeakershallhaveupto threeminutesto addresstheCouncil. If requestedinadvanceofthepublicinputportionof theagendaitemto theMayoror CityClerk, aspeakerwhorepresentsfiveormoremembersofthepublicinattendance whocompletecardsbutelectnottospeakmayhaveupto10minutestoaddressthe Council, if theMayordeterminesthatsuchextensionwillreducethetotalnumberof speakerswhoplannedtospeak.
PublicInputonAgendizedItemsandNonagendizedItems (OralCommunications sectionoftheagenda): If thereappearstobealargenumberof speakers, theMayor mayreducespeakingtimeto nolessthan1.5minutesperspeakerunlessthereisan objectionfromCouncil, inwhichcasemajorityvoteshalldecidetheissuewithout debate.
Pursuantto GovernmentCodeSection54954.3(b)(l), at leasttwicetheallotted speakingtimewillbeprovidedtoamemberofthepublicwhoutilizesatranslator. b. Anapplicantand/ orappellantforazonechange, preciseplanorquasi-judicialhearing orappealtotheCouncilshallhaveupto10minutesto addresstheCounciland, with theconsentof theCouncil, twominutesof rebuttalattheconclusionof allpublic speakers.
c. TheMayormayextendthespeakertimelimitsasdeemednecessaryif thereisno objectionfromCouncil. If thereisanobjection, amajorityvoteshalldecidetheissue. d. SpeakerCards
MembersofthepublicwhowishtoaddresstheCouncilmaycompleteaspeakercard providedgivingtheirnameandcityof residence. If thespeakerwantsfurther notificationfromtheCity, thespeakermayincludeamailingoremailaddress.
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4. OrderofBusiness
TheCouncilshallconductbusinessin thefollowingorder, exceptastheordermaybe adjustedpursuanttoSection2(d) ofthisPolicy:
1. CalltoOrder/PledgeofAllegiance
2. RollCall
3. Presentations
4. ConsentCalendar
Itemsthathavebeenreviewedbythestaffandconsideredto benoncontroversial, requiringonlyroutineactionbytheCouncilshallbelistedontheConsentCalendar.
ThepresidingofficershalladvisetheaudiencethattheConsentCalendarmatterswill beadoptedby onemotionunlessanyCouncilmemberor anyindividualor organizationinterestedinoneormoreConsentCalendarmattershasanyquestionor wishesto makeastatement. In thatevent, theremainderof theConsentCalendar maybeapprovedandthepresidingofficerwill opentheitemspulledfromthe ConsentCalendar, unlesstheCouncilrequeststheybeconsideredelsewhereonthe Agenda.
5. OralCommunicationsfromthePubliconNonagendizedItems
AnypersonmayaddresstheCouncilonanymatterwithintheCityssubjectmatter jurisdictionthatisnotscheduledelsewhereontheagenda. UnderStatelaw, the Councilmaytakenoactiononitemsraisedunderthisitemunlesstheitemisthen scheduledonafutureagenda.
6. PublicHearings
Recess (10minutes)
7. UnfinishedBusiness
8. NewBusiness
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9. ItemsInitiatedbyCouncil
10. Council, Staff/CommitteeReports
Councilmembersmayprovideabriefreportontheiractivities, includingreportson theircommitteeactivities, reportoninquirestheyreceivedandanymember, or the Councilitselfmayprovideareferenceto staffor otherresourcesfor factual information, requeststaffto reportbackto theCouncilatasubsequentmeeting concerninganymatter, takeactionto directstaffto placeamatterof businessona futureagenda, or referaworkitemto aCounciladvisorybodyor Councilmember committee.
11. ClosedSessionReport
12. Adjournment
5. MinutesoftheMeeting
a. Preparation
TheminutesoftheCouncilshallbekeptbytheCityClerkinledgersprovidedforthat purposewitharecordof eachparticulartypeof businesswithpropersubheads; and writtenminutesshallbecometheofficialrecordsof theCityof MountainView providedthattheCityClerkshallberequiredto makearecordonlyof business actuallypasseduponbyavoteoftheCouncilandshallnotberequiredtorecordany remarksof Councilmembersorofanyotherpersonexceptatthespecialrequestof a Councilmember. In thecaseof itemswherenovoteistaken, abriefsummary, as statedbytheMayoror Mayorsdesignee, of directionprovidedbytheCouncil majorityshallalsoberecorded. A recordshallbemadeof thenamesandcitiesof residenceofpersonsaddressingtheCouncil, if samearevoluntarilyprovided, thetitle of thesubjectmatterto whichtheirremarksarerelatedandwhethertheyspokein supportoforinoppositiontosuchmatter. TheCityClerkshallsecurethenecessary equipmentfor recordingCouncilmeetingsandmakerecordingsavailablein the currentmediumwhendeterminedto bepracticalbytheCityClerkorasdirectedby theCouncil.
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AssoonaspossibleaftereachCouncilmeeting, theCityClerkshallprovideCouncil with acopyof thedraftminutesin theagendapacketfor approvalat thenext regularlyscheduledCouncilmeeting.
b. ReadingofMinutes
Unlessthe readingof the minutesof a Council meetingis requestedby a Councilmember, theminutesmaybeapprovedwithoutreadingif theCityClerkhas previouslyfurnishedeachmemberacopy.
6. PresidingOfficer
a. Mayor/ViceMayor; Substitutions
Thepresidingofficerof theCouncilshallbetheMayor, andinhis/herabsencethe ViceMayor, asprovidedinArticle5, Section505oftheCityCharter. In theabsence oftheMayorandViceMayor, theCityClerkshallcalltheCouncilmeetingtoorder.
UponthearrivaloftheMayororViceMayor, thetemporaryMayorProTemporeshall immediatelyrelinquishtheChairupontheconclusionof thematterof businessthen beforetheCouncil. TheCouncilhasusuallyhandledthisbythemosttenured CouncilmembertakingthechairastemporaryMayorProTempore.
7. ConductofBusiness
At thetimefixedforpublichearingsorwhenanysubjectorquestionispresentedto the Council, andbeforeanymotionismade, anypersonspresentwhodesireto speakto the subjectwillbepermittedto addresstheCouncil, andmayvoluntarilystatehis/hername andcityofresidencetotheClerkanduponaddressingtheHonorableMayorandmembers oftheCityCouncil. All remarksshallbeaddressedto theCouncilasabodyandnottoany memberthereof, exceptwiththepermissionof thepresidingofficer. Discussionof a subjectmaybelimitedbythepresidingofficertoareasonabletime, fortheexpedienceof Councilbusiness.
MembersoftheCouncildesiringto addressanothermemberoftheCouncil, oramember ofthepublic, shallonlydosouponrecognitionbytheChair.
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8. ConsiderationandDebateofMattersbyCouncil
Exceptasotherwiseprovided, afterapublichearingor anyothermatterhasbeenclosed to publicinput, theCouncilmaydebatethematter. Duringsuchtime, nomemberof the audiencemayspeakonthesubject, exceptuponbeingaskedaquestionbyamemberof theCouncilthroughthepresidingofficer. Duringsuchdebate, amemberof theCouncil desiringtospeakortoaddressanothermemberoftheCouncilshalladdresstheChairand, uponrecognitionbytheChair, mayspeakoraddressothermembersoftheCouncilbutshall beconfinedto thequestionunderdebate.
a. SubjectofDiscussion
TheMayormaystopanydiscussionwhichdoesnotrelateto aspecificagendaitem orthemotionmadeandmayalsostopthediscussionofthematterif theCouncilhas previouslyagreedtolimitthetimefordiscussionandtheallottedtimehasbeenused. b. CouncilDiscussion; Motion
Councilmembersdiscusstheitemandmovetodisposeofanyitem.
1) CouncilmembersshalladdresstheMayorforrecognition.
2) TheMayorshallrecognizetheCouncilmembernextinturn.
3) TheMayorshallendeavortoalloweachmemberachancetospeakoncebefore callingonamembertospeakasecondtime.
4) TheMayorshallnotspeakontheitemuntilallmemberswishingtospeakhave hadachancetospeakatleastonce.
5) Councilmembersmayaskclarifyingquestionsof amemberof thepublic followinghis/hercommentstotheCouncil; however, Councilmembersshallnot joininadebateordiscussionwithmembersoftheaudience.
6) Councilmembersmaymakeamotionatanytime.
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c. MotionContents
Themotionshallclearlysetouttheactiontobetakenandomitsupportingreasonsor discussion.
d. SecondtoMotion
All motionsmustreceiveasecondbeforeit maybediscussedor debatedunless otherwisestatedherein.
e. RestatementofMotion
Afterdiscussionandjustpriorto thevote, themakerofthemotionmaybeaskedby theMayorto restatethemotion. If themotionisbeforetheCouncilinwriting, the makerof themotionneedstateonlythemainpointsof themotionandanychange inthewrittenrecommendation.
f. ConflictingOut
AnyCouncilmemberwhoisdisqualifiedfromvotingbecauseof aconflictorpotential conflictofinterestshallinformtheCounciloftheconflictorpotentialconflictpriorto theconsiderationof theitem. AfteramembersoadvisestheCouncil, he/sheshall exittheCouncilmeetingroompriortoconsiderationoftheitem, exceptaspermitted underthePoliticalReformAct.
g. TieVotes
Anymotionreceivingatievotefails, andthestatusquoprevailsasthoughthemotion werenotmade. A majorityof theCouncilmaycontinueatievoteitemto thenext regularoradjournedregularmeetingatwhichit isanticipatedthatafullCouncilwill bepresent. Suchanitemmaybesimilarlycontinuedagainbythepresidingofficerif thefullCouncildoesnotattend.
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9. GeneralPoliciesRegardingMeetingsandProcedure
a. StartingofMeeting
TheCouncilmeetingwillstartatthepublishedtime, orassoonthereafterasaquorum ispresent.
b. Motions
1) Generally, thereshallbenomorethanthreemotionspendingonthefloorat thesametime.
2) ThePresidingOfficershallhavethediscretionto acceptthefollowingmotions asafourthmotion:
a) MotiontoAdjourn
b) MotiontoFixtheTimetoAdjourn
c) MotiontoRecess
d) MotiontoTableorPostpone
e) MotiontoLimitorEndDebate
3) Thelastmotionmadeshallbevotedonfirst, unlessotherwisestatedherein. c. DispositionofMainMotion
A mainmotionisdisposedof:
1) Bynoactionwhenit failstogetasecond.
2) Byadoptingorrejectingit.
3) Byadoptingasubsidiarymotionsuchas:
a) Topostponetoaspecificdate (continue)
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b) Torefertocommittee.
c) Totabletheitem.
d. MotiontoAmend
1) Amendmentsto mainmotionsarein orderduringdiscussion. A motionto amendmay:
a) Addtothemainmotion.
b) Subtractfromthemainmotion.
c) Bothaddandsubtractfromthemainmotion.
2) A motionto amendmaynottotallynegatetheintentof themainmotionor changeitsgeneralpurpose.
3) A motiontoamendmustreceiveasecondbeforeit canbediscussedordebated.
If it doesnotreceiveasecond, themotiontoamendfails.
4) A motiontoamendmustbevotedonbeforethemainmotion. If themotionto amendpasses, theamendedmotionbecomesthemainmotion, whichcanthen bediscussed, amendedandvotedon.
e. FriendlyAmendment
A memberofthebodymaysuggestafriendlyamendmenttothemainmotion. If the makerandseconderof themainmotionacceptthefriendlyamendment, the amendedmotionshallbecomethependingmotiononthefloor. If themakeror seconderrejectsthefriendlyamendment, aformalmotionto amend (discussed above) isinorder.
f. SubstituteMotion
1) If amemberof thebodyseeksto replacethemainmotionwithacompletely newanddifferentmotion, asubstitutemotionisinorder.
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2) A substitutemotionmustreceiveasecondbeforeit canbediscussedor debated. If it doesnotreceiveasecond, thesubstitutemotionfails. 3) A substitutemotionmustbevotedonbeforethemainmotion.
g. StrawMotions
1) Oncomplexmattersormatterswithseveralcomponentparts, theCouncilmay makestrawor trial motionsinanefforttobuildconsensus. Thesemotions arenotofficialmotions.
10. OrderofPrecedenceofItemsofBusiness
a. PrivilegedMotions (donotrelatetopendingbusinessandtakepriorityoverallother motions)
2nd Debate Amend Vote
1) Fixedtimetoadjourn Yes Yes No M
2) Adjourn Yes No No M
3) Takerecess Yes No No M
b. IncidentalMotions (questionof procedurethatariseoutof othermotionsandmust beconsideredbeforetheothermotions)
2nd Debate Amend Vote
1) Preliminaryquestions No No No C
2) Requestforinformation No No No C
3) Pointoforder No No No C
4) Suspensionoftherules Yes Yes No M
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c. SubsidiaryMotions (changeoraffectthemainmotionandmustbevotedonbefore themainmotion)
2nd Debate Amend Vote
Yes Yes No M1) Table/postponeindefinitely
2) Callforthequestion (enddebate) Yes No No 2/3 of
M
3) Limitorextenddebate Yes No Yes 2/3 of
M
Yes Yes Yes M4) Postponetoacertaintime
Yes Yes Yes M5) Amend
Yes Yes Yes M6) Substitute
7) Reconsider Yes Yes No
8) Changeorderofagendaitems Yes Yes No M
Yes Yes No ** 9) Addingnewitemstoagenda
a) Emergencysituation Yes Yes Yes M
Yes Yes Yes 2/3 ofb) Immediateaction
Mnecessaryarisingafteragenda
posting
c) Itemcontinuedfrommeeting No No No None
fivedaysearlier
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d. MainMotion (introducesitemofbusinessfordiscussionanddebate) 2nd Debate Amend Vote
1) Mainmotion Yes Yes Yes M
a) Introduceordinance Yes Yes Yes M
b) Adoptordinanceorresolution Yes Yes Yes 4
c) Adoptemergencyordinance Yes Yes Yes 5
2) Mainmotionallocatingunbudgeted Yes Yes Yes 5
fundsor amendingtheadopted
budget
M = Majorityofmemberspresent
2/3ofM = Two-thirdsof memberspresent, i.e., threeoutof four; fouroutof fiveor six; fiveoutofseven
C = ChairorMayor
Motionmustbemadebypersonontheprevailingsideof theprevious motion. Fourvotesarerequiredto changeactionor itempreviously adopted.
SeeRalphM. BrownAct. GovernmentCode § 54950, 54954(b).
11. Reconsideration
a. A matteracteduponbyamajorityofthemembersvotingmaybereconsideredupon motionofapersonwhovotedontheprevailingside.
b. Anymemberofthebodymaysecondamotiontoreconsider.
c. A motionto reconsideramattermustbemadeatthemeetingwherethematterwas firstvotedonor atthenextregularor adjournedregularmeeting. A motionfor reconsiderationmadelaterisuntimely.
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afterit wasactedonexceptuponrequestof twoor morecouncilmembers, atleast oneofwhomvotedontheprevailingside.
e. If amotionforreconsiderationpasses, thematteroriginallyacteduponisbackbefore thebodyandanewmainmotionisin order. Themattermaybediscussedand debatedimmediatelyafterthemotionforreconsiderationpassesif allmemberswho originallyvotedonthematterarepresentandBrownActnoticingrequirementshave beenmet. If allmembersarenotpresentorthematterneedstobere-noticedunder theBrownAct, thatmattershallbeplacedonasubsequentagendaforconsideration. f. Mattersforwhichfinalityisrequiredasamatteroflawshallnotbereconsidered.
12. Decorum
WhiletheCouncilisin session, allpersonsshallconductthemselveswithreasonable decorum.
Thepresidingofficermayremoveorcausetheremovalofanyindividual(s) fordisruptinga meetingin accordancewithCaliforniaGovernmentCodesection54957.95, asmaybe amendedfromtimeto time. Thepresidingofficershallcallarecessuntilsuchtimeasthe individual(s) havebeenremovedandthemeetingcanresumewithoutdisruption.
InaccordancewithCaliforniaGovernmentCodesection54957.9, asmaybeamendedfrom timeto time, theCouncilmayorderameetingroomclearedandcontinueinsessioninthe eventameetingiswillfullyinterruptedbyagrouporgroupsofpersonssoastorenderthe orderlyconductofthemeetingimpossible, andordercannotberestoredbytheremovalof individualswhoaredisruptingthemeeting.
ThePoliceChiefor authorizedrepresentativeshallbeSergeant-at-Armsof theCouncil meeting. TheSergeant-at-Armsshallcarryoutallordersandallinstructionsofthepresiding officerforthepurposeofmaintainingorderanddecorumattheCouncilmeetings.
13. RulesofProcedure
Thepresidingofficer: (a) shallmaintainstrictorderanddecorumatallmeetingsof the Council; (b) shallannouncethedecisionof theCouncilonallsubjectsanddecideall questionsoforder; subject, however, toanappealtotheCouncil, inwhicheventamajority voteoftheCouncilshallgovernandconclusivelydeterminesuchquestionoforder.
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14. StudySessions
TheCouncilmaymeetinaStudySession. StudySessionsmaybeplacedonaRegularor SpecialMeetingagendapursuanttoSection2ofthisPolicyandshallbenoticedandopen tothepublicasprovidedbylaw.
a. PurposeofStudySessions
To thegreatestextentpossible, theCouncilshalldisposeof mattersasNewor UnfinishedBusinessitems. However, atthediscretionof theCityManager, the CouncilmaymeetinaStudySessionto:
1) Provideinitialand/orinterimCouncildirectiontostaffandallowforpublicinput todevelopascopeofworkforapolicy, project, orprogramforwhichnoprior Councildirectionhasbeenprovidedand/or nootherguidanceisavailableto establishaclearandappropriatescope.
2) Receiveinformationregardingamatterrequiringnoaction. 3) ConductinterviewsofapplicantsseekingappointmentbytheCouncil. 4) Provideinputonamatterwhennootherappropriatevenueormeans, suchas aCouncilmembercommittee, isavailable.
b. SynthesisofCouncilDirection
1) DuringtheStudySession, theMayorandstaffwilldocumentCouncilanswersto thequestionsposedbystaffandadditionalfeedbackorinformationrequests. 2) Tothegreatestextentpossible, questionsposedbystaffshall:
a) Includearecommendationand/orclearanddefinedalternatives. b) SolicitclearandactionabledirectionfromtheCouncil.
c) Avoidsubjectivetermsthatareopento interpretationto ensureashared understandingbyboththeCouncilandstaff.
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3) At theconclusionof theitem, theMayor, orstaffattherequestof theMayor, shall:
a) Summarizeanswersto thequestionsposedinthestaffreportforwhich majoritysupportwasexpressed.
b) Summarizeanyadditionalfeedbackor informationrequestsfor which majoritysupportwasexpressed.
c) Listanyotheritemsoffeedbackorrequestsraisedforwhichtherewasnot majoritysupportexpressedandaskforastrawpollontheseitems. d) Summarizetheresultsofthestrawpoll(s).
e) Askif therewas
c. DocumentationofCouncilDirection
1) TheCityClerkwill includethemajorityCouncildirectionintheafter- meetingactionsummaryandinthemeetingminutes.
2) Thisdirectionwillbesummarizedinthestaffreportwhentheitemcomes backto Councilfor action, andalink will beprovidedto themeeting minutes.
d. ProcedureintheEventthataCouncilmemberChangesTheirFeedbackResulting inaChangeintheCouncilMajorityDirection
TheCouncilwillfollowthesameprocedureaswhenaCouncilmemberinitiates reconsiderationofaregularbusinessitemasnotedinSection11ofthisPolicy. e. InterimUpdatestoCouncil
Insuchinstancesthatthereisasignificantgapintimebetweenwhenanitemis discussedinaStudySessionandthenreturnsto Councilforaction, staffwill provideverbalorwrittenupdatestotheCityCouncilasappropriate.
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15. TimeofAdjournmentofCouncilMeetings
It isthepolicyof theCouncilthatalleveningmeetingsof theCouncil, includingStudy Sessions, beadjournednotlaterthan10:00p.m., whichtimeisreferredto asthenormal timeof adjournment. Nonewitemof businessshallbetakenupbytheCouncilafterthe normaltimeunlesstheCouncilhasdeterminedbymajorityvotetosetasidethisPolicy. In theeventit appearsthattheentireagendacannotbecompletedbythenormaltimeof adjournment, theCouncilmaytakeupandactuponthemorepressingagendaitems. All agendaitemsnotconsideredatthemeetingshallbeontheagendaof thenextregular, specialoradjournedregularmeetingunlesstheCouncilshallotherwisedirect.
16. CouncilmemberCommittees
All actionsoftheCouncilmembercommitteesshallbereportedtotheCouncil. a. StandingCommittees
1. Creation. TheCouncilmaycreateordissolvestandingcommitteesatanytime bytheaffirmativevoteofamajorityoftheCouncil.
2. Appointment. TheMayorshallannuallyappointmembersto thestanding committees.
b. SpecialorAdHocCommittees
1. CreationandDissolution. Specialor adhoccommitteesmaybecreatedbythe Mayororamajorityvoteof Council. A specialor adhoccommitteemaybe dissolvedbytheCouncil.
2. Appointment. TheMayorshallappointmembersto specialor adhoc committees.
c. AttendancebyOtherMembers
TotheextentpermittedbytheRalphM. BrownAct, othermembersof theCouncil notassignedto aCouncilmembercommitteemayattendmeetingsof acommittee, asanobserver, andshallbeseatedwiththeaudienceandmaynotparticipateinany manneroraddressthecommittee.
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d. AppointmentofAlternates
If anabsenceisanticipatedonacommitteeandthatabsencemayimpedethework of thecommittee, thecommitteechairorothermembermayrequestthattheMayor designateanothermemberoftheCouncilto attendfortheabsentmemberandserve asanalternatememberof thecommittee, providedthatthemembersattendance willcomplywiththeBrownAct. Thetermforservicebythealternatemembershall bethetermdesignatedintheappointment, orforonemeeting, if notermisspecified. e. WorkItems
Generally, workitemswillbespecificanddirectreferralsfromtheCityCouncil, except asprovidedforinCityCouncilPolicyA-23, WorkItemReferralProcessforCouncil AdvisoryBodiesandCouncilmemberCommittees.
17. Ordinances, Resolutions, MotionsandContracts
a. PreparationofOrdinances
AllordinancesshallbepreparedbytheCityAttorney. Noordinanceshallbeprepared forpresentationto theCouncilunlessorderedbyamajorityvoteof theCouncil, or requestedin writingbytheCityManager, or preparedandinitiatedbytheCity Attorney.
b. ApprovalbyAdministrativeStaff
Allordinances, resolutions, andcontractdocumentsshall, beforepresentationto the Council, havebeenapprovedastoformandlegalitybytheCityAttorneyorauthorized representativeandshallhavebeenexaminedandapprovedforadministrationbythe FinanceandAdministrativeServicesDirectororauthorizedrepresentativeorbythe CityManageror authorizedrepresentative, wheretherearesubstantivemattersof administrationinvolved. If theCityManagerdoesnotagreewith theproposed ordinance, he/sheshalladvisetheCouncilin writing andgivethereasonsfor withholdingapproval.
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18. AdministrativeMatters
a. AgendaPackets
1) AgendapacketsaretobemadeavailableattheCityClerksOffice, theLibrary, theCityswebsite, andattheCouncilmeeting.
2) AgendapacketsaretobedeliveredtoCouncilmembersontheThursdaypriorto Tuesday) Councilmeetings. Councilmembersareencouragedto reducetime takenat Councilmeetingsby contactingstaffin advancefor answersto questions.
3) Agendapacketsmaybereleasedtothepressormembersof thepublicdirectly afterreleasetoCouncil.
b. WrittenCommunications
1) WrittencommunicationsaddressedtotheCityCouncilaretobereferredtothe CityClerkfor: (a) forwardingtotheCouncilwiththeiragendapacket; (b) placing onagendawithorwithoutastaffreport; or (c) directresponseto citizenwith copyofcommunicationandstafflettertoCouncil.
2) Writtencommunicationonmattersof Citybusinessbetweenamajorityof councilmembersisprohibitedundertheBrownAct. If aCouncilmemberwishes to sendwritten communicationon mattersof City businessto other councilmembers, theCouncilmembershallconsultwiththeCityAttorneyand theCityClerkto determinewhetherandhowsuchcommunicationcanbe sharedwithotherCouncilmemberswithoutviolatingtheBrownAct. 3) Councilmemberswishingtodistributeinformationordocumentsfromregional boardsuponwhichtheyserveto othercouncilmembersmaysendthe informationordocumentstotheCityClerkfordistributiontotheentirecouncil.
Councilmembersmaynotmodify, summarize, or commentontheinformation or documentsto bedistributedto theentirecouncil, suchinformationor documentsmustbesharedin its originalformonlyto avoidBrownAct violations.
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c. RulesofProcedure: InGeneral
1) ThisPolicyistoprovidegeneralguidanceforthepreparationoftheagendaand theconductof Councilmeetings. Fromtimeto time, theCouncilmaydepart fromits specificrequirementsfor theconvenienceof thepublic, Council considerationanddebateortoexpeditetheprocessingofbusiness. TheCouncil bymajorityvote, however, mayat anytimereinvokethis specific requirements.
2) FormalwrittenamendmentstothisPolicymaybeadoptedbyamajorityvoteof theCouncil. Theproposedchangemustbeplacedonanagendaandadopted aspartoftheregularbusinessoftheCityCouncil.
3) In situationsnotaddressedbytheserules, w w h maybe
usedforreferenceand/ orguidance.
4) Theprovisionsof thisPolicyaredesignedto complywithandimplementthe RalphM. BrownAct. In theeventof conflictbetweentheprovisionsof this PolicyandtheprovisionofRalphM. BrownAct, theprovisionsoftheRalphM.
BrownActshallprevail.
d. TitlesofStaffandMembersoftheCouncil
MembersoftheCityCouncilshallbereferredtoindividuallyasCouncilmemberand collectivelyasCouncilmembers. Staffmembersshallbereferredto bytitleandlast name.
Revised: May28, 2024, ResolutionNo. 18887
Revised: December6, 2022, ResolutionNo. 18739
Revised: December14, 2021, ResolutionNo. 18634
Revised: April2, 2019, ResolutionNo. 18305
Revised: January3, 2019, ResolutionNo. 18293
Revised: November20, 2012, ResolutionNo. 17733
Revised: May8, 2012, ResolutionNo. 17685
Revised: March22, 2011, ResolutionNo. 17592
Revised: June23, 2009, ResolutionNo. 17421
EffectiveDate: June10, 1974, ResolutionNos. 10093, 10094, and10095 CNLPOL/A13-014CP
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