CITY OF PLEASANT HILL
CITY COUNCIL MEETING AGENDA
Saturday, April 26, 2025
SPECIAL MEETING - 09:00 AM
The public meeting of the City Council will be held in person at City Hall, 100 Gregory Lane, Pleasant Hill, CA 94523 in the Large Community Room.
For information on Public Participation Options see below.
MAYOR SUE NOACK DIST. 1 COUNCILMEMBER BELLE LA
VICE MAYOR ZAC SHESS DIST. 2 COUNCILMEMBER ANDREI OBOLENSKIY DIST. 5 COUNCILMEMBER AMANDA SZAKATS
Options for observing the meeting and participating in public comment are provided below.
Public Communication. The public may comment on any item on this agenda by:
1. Emailing comments to [email protected] by 1:00 p.m. the Friday before the meeting; Participate in person during the Public Comment portion of the meeting. Comments are limited to two minutes per speaker. The City Council will accept, but not discuss comments.
2. If, due to a disability, a reasonable accommodation is needed to participate in this meeting, please contact the ADA Coordinator 24 hours in advance of the meeting at (925) 671-5267 or via California Relay at 711.
Agendas are Available for Review on the City Hall official noticing bulletin board (100 Gregory Lane), at the Pleasant Hill Police Department (330 Civic Drive), at the Pleasant Hill Senior Center (233 Gregory Lane), and on the City’s website at www.phillca.gov/agendas.
ROLL CALL
PUBLIC COMMENT
The public is invited to provide comments on any item on this agenda. Please see the information above for more details on options to provide public comment.
TEAM BUILDING
CITY GOALS REVIEW Page 3
Attachment: City Council Goals Fiscal Years 2024/2025 AND 2025/2026 ROLES AND RESPONSIBILITIES Page 8
Attachment: City of Pleasant Hill Organization Chart
TOOLS FOR CONDUCTING THE MEETING Page 9
Attachment A: Western Cities Article
Attachment B: Western Cities Article
1. 2.
3. 4.
5. 6.
City Council Meeting Agenda - Page 1 of 43 - Saturday, April 26, 2025 Attachment C: Resolution 12-21, A Resolution of the City Council of the City of Pleasant Hill Amending the City Council Rules and Procedures Providing the Order of Business at City Council Meetings and Rescinding Resolution No. 69-20.
ADJOURNMENT
Next City Council Meeting : May 5, 2025
7. City Council Meeting Agenda - Page 2 of 43 - Saturday, April 26, 2025 City of Pleasant Hill Biennial Budget Fiscal Year 24/25 & Fiscal Year 25/26 Background 7
CITY COUNCIL GOALS FISCAL YEARS 2024/2025 AND 2025/2026 GOAL #1: A CITY THAT IS SAFE
OBJECTIVE #1: Ensure there is adequate public safety.
A. Develop strategies and programs to reduce crime and increase public safety. i. Maintain the School Resource Officer.
ii. Effectively deploy police resources, including with focus on priority areas and issues, such as schools and homelessness.
iii. Leverage the Education Commission outreach and contact to the Mt. Diablo Unified School District on issues such as capital improvements and bike and pedestrian safety efforts.
B. Improve traffic safety throughout the City and particularly around schools.
C. Continue and expand community engagement and volunteer opportunities around public safety, including Community Emergency Response Teams (CERT) the Chief’s Advisory Panel, and reinvigorating the Neighborhood Watch to enhance communication and promote education.
D. Fully integrate and enhance a comprehensive, resilient suite of emergency communication tools and methods to include the Community Warning System, social media, and Nixle, that are accessible to the entire community, including underrepresented groups.
E. Maintain strong relationships with the Fire District and other public safety organizations and continue to participate in regional public safety activities.
F. Continue to work with the public on reducing property crime.
OBJECTIVE #2: Preserve an infrastructure that is functional and effective.
A. Prioritize and ensure adequate funding for capital projects that prevent health and safety concerns.
B. Continue to aggressively pursue grants and other outside funding sources for capital projects.
OBJECTIVE #3: Maintain an effective disaster preparedness program.
A. Support the CERT Program.
B. Assess disasters of new origins.
C. Utilize the Outlook newsletter, website, and social media to promote disaster preparedness.
D. Continue emergency management and disaster preparedness training for City staff.
E. Improve multi-jurisdictional coordination of disaster preparedness, including with schools, colleges, the Fire District, CERT, the County, and the City.
F. Include the City Council in appropriate Emergency Operations Center exercises.
Item 4.
City Council Meeting Agenda - Page 3 of 43 - Saturday, April 26, 2025 City of Pleasant Hill Biennial Budget Fiscal Year 24/25 & Fiscal Year 25/26 Background 8
GOAL #2: A CITY THAT IS FINANCIALLY SOUND
OBJECTIVE #1: Set and maintain a balanced budget.
A. Continuously monitor and adjust expenditures, including personnel costs, to conform to funds available.
B. Ensure that the City has sufficient revenue to meet community needs, including through evaluating alternative funding mechanisms for City projects and programs.
C. Maintain reserves for specific purposes and amounts (including unassigned reserves) to meet the City's needs.
D. Ensure American Rescue Plan Act (“ARPA”) funds are effectively used to meet City and community needs.
E. Move forward with an analysis and audit of Business License Fees.
OBJECTIVE #2: Foster active and effective economic development programs and services.
A. Strengthen the attractiveness of, and connectivity between, commercial areas, such as the businesses along the Monument Corridor.
B. Work with businesses to identify and promote the unique features of each business area.
C. Coordinate infrastructure projects with economic development efforts to efficiently leverage City resources and enhance the vitality of commercial areas.
D. Foster coordination and enhancement of marketing and promotion between hotels, restaurants, and commercial establishments.
E. Utilize the Tourism Improvement District (TID) to increase awareness and visibility of Pleasant Hill and to attract more overnight hotel guests to stay in local hotels.
OBJECTIVE #3: Continue long-term financial planning.
A. Update the Long-Term Financial Plan every two years.
Item 4.
City Council Meeting Agenda - Page 4 of 43 - Saturday, April 26, 2025 City of Pleasant Hill Biennial Budget Fiscal Year 24/25 & Fiscal Year 25/26 Background 9
GOAL #3: A CITY THAT IS ATTRACTIVE, WELL-PLANNED, AND WELL-MAINTAINED OBJECTIVE #1: Support land use policies and projects that enhance the quality of the City.
A. Maintain land use planning documents that are current and focus on enhancing quality of life, strengthening neighborhoods, incorporating sustainable land use and development principles, and encouraging high-quality economic development.
B. Continually monitor and update other planning-related documents, including the Zoning Ordinance and Citywide Design Guidelines, as necessary.
C. Ensure high-quality development that appropriately considers the surrounding environment, quality of life impacts (including traffic), and the needs of individual neighborhoods, and contributes to the improvement of the City.
D. Incorporate climate change considerations into City planning documents where feasible.
E. Support residential development that will help address the lack of affordable housing.
F. Advocate for state legislation/mandates to be consistent with the City's goals and community interests.
G. Review and update residential objective design standards and zoning ordinance development standards to be consistent with the goals, policies, and programs of the updated Land Use & Housing Element of the General Plan.
OBJECTIVE #2: Maintain the appearance of City facilities in a condition that meets community expectations.
A. Perform recurring maintenance activities, such as landscape maintenance, pothole repair, pavement crack sealing, storm drain cleaning, City vehicle maintenance, and City building maintenance in a cost- effective and timely manner.
B. Maintain the high-quality appearance of City property and facilities.
OBJECTIVE #3: Implement a Capital Improvement Plan (CIP) that meets the City’s needs.
A. Perform comprehensive assessment on a recurring basis to identify current and future capital needs.
B. Create a long-term plan that prioritizes capital projects and identifies funding adequate to meet capital needs.
C. Maintain arterial and collector roads with a citywide average Pavement Condition Index (PCI) of 70 or better and residential roads with a citywide average PCI of 60 or better.
D. Communicate the impact of Measure K in improving the condition of the City's capital assets, including through a Measure K project information website containing a map of Measure Kfunded projects.
E. Continue to aggressively pursue grants and other outside funding sources for capital projects.
F. Use innovative technologies to minimize costs.
Item 4.
City Council Meeting Agenda - Page 5 of 43 - Saturday, April 26, 2025 City of Pleasant Hill Biennial Budget Fiscal Year 24/25 & Fiscal Year 25/26 Background 10
OBJECTIVE #3 Continued: Implement a Capital Improvement Plan (CIP) that meets the City’s needs.
G. Focus projects on priority areas, such as implementing Complete Streets and cost-effective projects to reduce localized flooding.
H. Complete the Bicycle and Pedestrian Master Plan.
GOAL #4: A CITY THAT PROVIDES A HIGH QUALITY OF LIFE AND
A SMALL-TOWN ATMOSPHERE FOR ITS RESIDENTS
OBJECTIVE #1: Provide and promote community events.
A. Continue to organize community and cultural events that enhance the quality of life in Pleasant Hill, such as Off the Grid, Community Service Day, Light up the Night, and the Sunset by the Lake Summer Concert Series.
B. Sponsor, support, and promote diverse community and cultural events taking place in the City, organized by other public and private organizations.
C. Provide opportunities for children to interact with the City of Pleasant Hill through activities such as Mock City Council Meetings, Mayor for the Day, and the annual Holiday Tree Trimming and Caroling at City Hall.
D. Provide opportunities for community members to become more familiar with the City organization and its policies and procedures, including through a Local Government Academy program.
E. Perform a communication audit to assess current practices and improve outreach methods to promote community events and activities.
OBJECTIVE #2: Foster collaborations with other community partners.
A. Cultivate cooperation and communication with the Mount Diablo Unified School District and higher education institutions, including Diablo Valley College, to promote quality education and programs that enrich the quality of life in Pleasant Hill.
B. Collaborate with regional government agencies, such as the Fire District and County, to support programs that enrich the quality of life for Pleasant Hill residents.
C. Collaborate with the Pleasant Hill Library to support programs that enrich the quality of life for Pleasant Hill residents.
D. Collaborate with the Recreation and Park District on areas of particular interest to the City, such as the District's master plan and proposed new park adjacent to the new library.
E. Collaborate with civic and community organizations to support programs that enrich the quality of life for Pleasant Hill residents.
Item 4.
City Council Meeting Agenda - Page 6 of 43 - Saturday, April 26, 2025 City of Pleasant Hill Biennial Budget Fiscal Year 24/25 & Fiscal Year 25/26 Background 11
OBJECTIVE #3: Promote a sustainable and environmentally friendly community.
A. Continue and look for opportunities to expand good environmental practices and policies in the City.
B. Continue community education and outreach focused on good environmental practices.
C. Continue to promote alternative transportation options, such as electric vehicle usage and charging stations, walking, biking, buses, BART, and carpooling.
D. Monitor and pursue state and federal grant funding opportunities that promote local programs and/or regional collaboration dedicated to sustainable practices and procedures.
OBJECTIVE #4: Support and explore opportunities to expand cultural, historical, artistic, and leisure activities and facilities.
A. Collaborate with other Pleasant Hill organizations to display and publicize public art, including at City Hall, the Nelis Nook in the Pleasant Hill Library, as well as in new projects and City facilities.
B. Create a mechanism for recognizing significant cultural milestones and memorializing the contributions of various groups to the City’s history, such as the Chamber of Commerce.
GOAL #5: A CITY THAT PROVIDES EFFICIENT AND EFFECTIVE PUBLIC SERVICES OBJECTIVE #1: Establish programs and provide resources to enable quality public service.
A. Support quality public service by providing City staff with appropriate training and educational opportunities.
B. Create opportunities for teamwork that crosses departmental lines.
C. Ensure that the City has a high level of transparency by providing training and communications for City staff, Commissioners, and City Council, with regard to the Brown Act, Public Records Act, Political Reform Act, and any additional related state or federal laws.
D. Review and consider changes to the City’s current onboarding practices for Councilmembers and Commissioners.
E. Find ways to assess customer satisfaction with City government and City services and periodically provide updates to the City Council.
F. Use social media to promote and advertise City accomplishments.
G. Continue to look for opportunities to use technological advances to increase transparency and effectiveness and streamline services.
Item 4.
City Council Meeting Agenda - Page 7 of 43 - Saturday, April 26, 2025 Item 5.
City Council Meeting Agenda - Page 8 of 43 - Saturday, April 26, 2025 It is essential for elected officials to to read the materials provided and come prepared for council meetings.
January 1, 2025 Features By Barbara Halliday and Jan Perkins The golden rules for new council members
Barbara Halliday is a former council member, mayor, and planning commissioner for the city of Hayward. Barbara can be reached at [email protected]. Jan Perkins was city manager of Fremont and Morgan Hill and is now vice president of Raftelis, a local government and utilities consulting firm. Jan can be reached at [email protected].
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City Council Meeting Agenda - Page 9 of 43 - Saturday, April 26, 2025 Being a council member is harder than it looks from the outside. You need to know about a host of laws and court decisions — not to mention a multitude of acronyms, like EIR, CIP, and RHNA. You must wear many hats and make decisions on things you may have never heard of.
What is the appropriate role for you in each moment? How can you excel in the full range of the job? A strong council-manager relationship is a good way to start. Here are some basic rules to remember.
Don’t do it alone
Teamwork turns policy into practice. It is not your job to solve specific problems as an individual council member. The council sets policy and hires competent staff to carry it out.
When you receive community complaints, understand that you have only one side of the story.
The city manager should provide the council with an orderly way to handle community concerns. You should rely on that process and communicate to constituents that staff will handle their complaints according to council policy.
Great teammates share the credit: Acknowledge the hard work of your colleagues and staff.
While you might have offered an idea that was implemented, you did not do it alone. It takes the council acting as a body, along with staff, to put your idea into action.
Learn the art of compromise
Negotiation and compromise are at the heart of effective governance. Identify shared interests and focus on those. Remember: City staff are duty-bound to carry out the council’s decisions.
Do not go to staff to get a minority position implemented. If there is a disagreement within the council on a directive, collectively resolve the issue so that it is clear to all parties.
Make sure to follow California’s open meeting laws in your communications with other council members. If you don’t know the rules, ask the city attorney.
Model civility and listen well
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City Council Meeting Agenda - Page 10 of 43 - Saturday, April 26, 2025 The way you act determines how things get done — if at all. Treat everyone with respect, listen to understand, communicate well, become informed about the issues, assume the best intent of others, and articulate your views with valid information. These guidelines also apply to staff coming before the council with an agenda item and members of the public speaking at the podium. Know the rules for dealing with disruptive speakers and stay focused on the business at hand.
An essential quality of an effective council member is the ability to respect, listen to, and understand local issues and the public's concerns.
Focus on the long-term
A council’s job is to enhance the entire community over the long term while paying attention to the needs of today. Focus on improving the roads, water, public safety, planning, and the basic Item 6.
City Council Meeting Agenda - Page 11 of 43 - Saturday, April 26, 2025 public services that people expect to function well. These fundamentals frequently comprise 90% or more of a city’s budget.
A vision for the future, a multiyear strategic plan, and long-range financial forecasting provide context and a foundation for the council’s decisions. Have a roadmap that the council embraces and executive staff agrees can be executed. This can help manage public expectations and the many demands coming to the council. Don’t promise what the city cannot do.
Council members often have ideas for a new initiative outside the goal-setting process. A majority vote of the council should decide whether to pursue the new idea, after hearing from staff on cost and feasibility. It’s important to recognize that anything added to the staff’s plate typically comes at the expense of something else.
Prepare yourself and others
Read the materials provided and come prepared for council meetings. Ask staff questions before the meetings, even if you want the information provided at a meeting. Don’t spring surprises on them at council meetings: They are on your team.
It’s also your job to help residents understand how the system works. Problems that may appear to have simple solutions are often not simple at all. State and federal laws, court decisions, administrative agencies, and municipal charters can all tie the hands of councils.
Communicate through the city manager
Think of the city manager as a chief executive managing a large organization. They are responsible for hiring professionals to do the work that supports council priorities.
Communicating through the city manager helps ensure all council members receive the same information.
When individual council members contact department staff directly, they may receive incomplete or wrong information. Staff can get confused as to who their boss is (it’s not the council), which can blindside and undermine the city manager.
Item 6.
City Council Meeting Agenda - Page 12 of 43 - Saturday, April 26, 2025 Follow the city manager’s guidance on how the council should communicate with staff. When they give the green light to communicate with other staff, respect their guidelines, and understand that the only person you can hold accountable is the city manager.
As an employer, the council should take time for an evaluation conversation each year with the city manager and any other council-appointed positions. This is a good way to ensure that everyone is working in alignment.
Keep cool during turbulence
Pandemics, fires, social unrest, earthquakes, and heavy rain events happen. Stay calm and trust the professional emergency managers. Expect the city manager to keep you informed, but don’t interfere or get into the trenches. You need to show the public that you have confidence in the city’s ability to respond. City staff should brief the council on the respective roles of staff and council during an emergency so there is no confusion in the moment.
Don’t let the loud voices derail the council
It’s human nature to think that those who speak up are speaking for the entire community.
They may or may not be. You represent many people who are just living their lives, taking their kids to school, going to work, and expecting city hall to take care of business. Don’t let a few people with loud voices derail the council. Consider the entire community’s interests when making decisions.
Item 6.
City Council Meeting Agenda - Page 13 of 43 - Saturday, April 26, 2025 California city officials listening to a presentation during the 2024 Cal Cities City Leaders Summit.
Learn something every day
We live in a fast-paced, complicated world. Assume that there is much you need to learn and go about doing it. Take advantage of opportunities through the League of California Cities, the Institute for Local Government, other local government associations, and others. Engage with people in neighboring communities. Keep up with changes to state laws and maintain good lines of communication with your legislative representatives.
Give the council a tune-up
Set aside time to stop riding the bike and check it for loose parts. Consider an annual retreat to review meeting operations, the city’s strategic plan, and governance norms. Being effective as a council means not only having the “what” (policies, vision, goals, strategic plan) but the “how” (collegial teamwork, norms, and practices).
Item 6.
City Council Meeting Agenda - Page 14 of 43 - Saturday, April 26, 2025 This is a good time to review the council’s procedures handbook for possible updates. Having a handbook that clearly states roles, norms for working together, procedures, and what constitutes a local issue subject to council consideration is worth its weight in gold. A good handbook can make meetings go smoothly, help the public understand when and how they can speak, and establish clear expectations for conduct.
Councils that get the most done have a clear vision, shared goals, and a collaborative relationship with the manager and staff based on respect, trust, communication, and accountability.
Keep the community in mind
Each of you wants to leave your mark. But you cannot do that alone. It takes you, the rest of the council, staff, and all the residents you can get involved. Always consider what the right thing is to do for the well-being of the community and organization and keep your actions, personal and professional, above reproach.
When you’re finished, we hope you can look back and ask, “How did we get so much done?” And by the way: You can enjoy the journey while doing it.
This is an update of 2005 article, “The Value of Getting Back to the Basics” by former Fremont Mayor Gus Morrison and Jan Perkins. Gus was a remarkable leader who treated everyone the same. He was all about the team in getting things done for the community.
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City Council Meeting Agenda - Page 15 of 43 - Saturday, April 26, 2025 Valdgrin/Shutterstock.com
November 1, 2016 President’s Message Joanne Mounce
How Effective Is Your Council?
Many cities in California use the at-large system for their city council elections, whereby council members represent the entire city rather than a specific district. In such cities, after the election is over it can be hard to put aside the competitive mindset, move beyond politics and begin working together as a cohesive team to do what’s best for the community.
The challenge of abandoning the often combative approach used in campaigning can be compounded by differences in communication styles among members of the council. Each of us has a unique way of communicating with others. Experts attribute these differences to a variety of factors — an individual’s personality, cultural background and gender can all play a role in personal communication style.
Item 6.
City Council Meeting Agenda - Page 16 of 43 - Saturday, April 26, 2025 Effective leaders, however, typically find a way to talk about even the most controversial issues in a thoughtful and non-inflammatory way as part of a deliberative discussion.
HOW COUNCILS COURT DISASTER
A city council that has not developed the skills necessary to communicate respectfully, both within the council and with others, is courting disaster on several fronts. First, if the council maintains a competitive dynamic over several election cycles, it becomes the council’s culture and its norm. A council that is known for bickering and infighting on the dais:
Hampers its effectiveness because issues aren’t addressed calmly and thoughtfully; Sets a poor example of public discourse for the community; Erodes public trust in local government and City Hall;
Discourages people from participating in the process because they don’t believe their voices will be heard; and
Dampens the enthusiasm of young people who might otherwise consider pursuing careers in local government.
Interpersonal dynamics on a council can be challenging. Furthermore, when one member consistently behaves badly, the entire council gets a black eye. What can be done to turn around a council whose communication has devolved into arguments and personal attacks?
WHY CIVILITY MATTERS
It can be helpful to start by examining the role civility plays in local governance. An “Everyday Ethics for Local Officials” article titled “Promoting Civility at Public Meetings” (August 2003, Western City) offers the following observations and advice:
Civility refers to the way people treat each other with respect — even when they disagree. Though disagreement and confrontation play a necessary role in politics, the issue is how that disagreement is expressed. The key is to focus on the strengths and weaknesses of proposed solutions to community problems — not to engage in personal attacks against those who favor different solutions.
Item 6.
City Council Meeting Agenda - Page 17 of 43 - Saturday, April 26, 2025 … If an agency finds itself in a situation in which those with the minority view are acting increasingly contentious and uncivil, a question to ponder is whether they would have a more constructive approach if they felt their views were being listened to and taken into account. Being perceived as a force of unity in the community as opposed to a force of division can have real political benefits as well. Put another way, constant bickering among community leaders can reflect poorly on all who engage in it. … So how do we achieve more civility in public discourse? In their essay “The Meaning of Civility,” Guy and Heidi Burgess, co-directors of the University of Colorado Conflict Information Consortium, offer these suggestions:
Separate the people from the problem. Recognize that other thoughtful and caring people have very different views on how best to address their community’s many complex problems. Focus on solutions that are most likely to be successful. Avoid resolving disputes on the basis of “us versus them” animosity and seek the relative merits of competing problem-solving strategies.
Obtain the facts. Many public policy disputes involve factual disagreements that are amenable to resolution through some type of fact-finding process. Work together to resolve factual disagreements wherever possible. There are, of course, many cases in which factual issues can’t be resolved because of irreducible uncertainties associated with the limits of scientific inquiry. When this is true, contending parties need to publicly explain the reasoning behind their differing interpretations of the factual information that is available.
Limit interpersonal misunderstandings. Make an honest and continuing effort to understand the views and reasoning of your opponents.
Use fair processes. Genuinely solicit and consider public input. Make decisions on the basis of substantive arguments.
Item 6.
City Council Meeting Agenda - Page 18 of 43 - Saturday, April 26, 2025 Keep trying to persuade and allow yourself to be persuaded. One crucial element of civility is the recognition by conflicting parties that it is possible they are wrong and the policies advocated by their opponents are actually better. Seriously consider the persuasive arguments made by your opponents and explain your own position.
Another strategy suggested by Tom Terez in Civility at Work: 20 Ways to Build a Kinder Workplace is to “identify the biggest redeeming quality of that person who’s always driving you crazy. Keep it in mind the next time the two of you interact.”
PRACTICAL STEPS FOR ADDRESSING CONFLICT
In cities with a council-manager form of government, the city manager can play a key role in mitigating the causes of conflict in the council. If your council is fraught with infighting, it’s likely that the city manager is also experiencing this conflict firsthand.
Bringing in a third-party neutral facilitator can be a very effective way to work through the issues underlying the animosity and lack of civility among council members. The City of Rancho Cucamonga has successfully used this strategy for over 10 years. “Every year, we bring in a consulting psychologist who meets individually with each council member and the city manager,” says Rancho Cucamonga Mayor and League Past President L. Dennis Michael. “Then he meets in a retreat setting with the entire group to develop norms on how to conduct ourselves and council business in public. This exercise makes an enormous, positive difference in how the council communicates and functions.”
If your city doesn’t currently participate in a similar exercise and your council’s interactions are contentious, bringing in outside expert help can be an excellent tool for effecting change. This type of team building also provides an opportunity to step outside the distractions and demands of council meetings and focus on improving how the council functions.
Constructive team building creates a mutual understanding of the importance of respectful communication and its central role in doing what is best for the community. Working together to find solutions to vexing local issues is very hard, if not impossible, when the council does Item 6.
City Council Meeting Agenda - Page 19 of 43 - Saturday, April 26, 2025 not function as a cohesive, collaborative team. Council members must trust each other if they are to be optimally effective, and team-building exercises focus on building trust.
Team-building activities also develop the ability to identify commonalities — issues where the group can agree on values or priorities for the community. This ability to focus on areas of agreement is an essential tool for councils when dealing with difficult people in public meetings that address controversial or highly charged emotional issues.
Adopting a code of conduct for your council is another tactic your city may want to examine.
Many cities have adopted such codes. Like codes of ethics, a code of conduct typically emphasizes respect for those with divergent viewpoints. The idea is to create an opportunity to engage in discussion without unpleasantness or personal attacks.
THINGS TO BEAR IN MIND
If your council experiences ongoing challenges around civility, keep in mind these tips from the experts:
Focus on commonalities. Look for areas where people can agree on what’s important.
Trust is key. Find ways to cultivate and foster trust among your council colleagues, city manager, staff and your community.
Put your ego aside. When fulfilling your responsibilities as an elected local official, concentrate on doing the best possible for the greater community. This is easier for some people than others.
Don’t respond when someone pushes your buttons or baits you. This takes practice and self-discipline, but it can be done. Staying calm is your best defense when being attacked, and it can prevent you from saying something in the heat of the moment that you may later regret. It also tends to discourage the antagonist in the long term if he or she cannot provoke an adverse reaction.
Item 6.
City Council Meeting Agenda - Page 20 of 43 - Saturday, April 26, 2025
PUBLIC PERCEPTION AND YOUR LEGACY
Consider how your actions and words on the dais come across to your constituents and the local media. Is your council seen as argumentative, uncooperative or even boorish? If your council is contentious, think about these questions: What’s your legacy to the community likely to be? Will you be remembered as a thoughtful problem-solver or a malicious bomb-thrower? Is your behavior constructive and solution-oriented or destructive and selfpromoting at the expense of the greater good? Remember: It’s not war, it’s public service and public policy.
Successful councils focus on doing the best for their community. It’s our responsibility as council members to investigate the facts and ensure that we are doing everything possible for the good of the community. This includes speaking up on behalf of those who do not have a voice in the process and those who are less affluent or privileged. Doing so requires a culture of civility and mutual respect on the council and in the council chambers. (And here I must add a side note related to civility. Don’t berate or criticize staff in public meetings. It’s damaging and counterproductive. Any criticism should be tactfully worded and delivered in a private setting.) Based on my personal experience in dealing with these types of issues, I found the material presented here helpful and hope these tips are useful for you. There is always room for improvement, even on the most smoothly functioning council. I encourage you to explore the resources provided by the League and the Institute for Local Government pertaining to these issues. And in the spirit of constructive self-evaluation, take the quiz below, “How Does Your Council Conduct Business?”
HOW DOES YOUR COUNCIL CONDUCT BUSINESS?
It’s helpful to reflect on the dynamics of your city council and the challenges associated with its communication style. This short quiz can be used as a discussion tool with your fellow council members and city manager.
Item 6.
City Council Meeting Agenda - Page 21 of 43 - Saturday, April 26, 2025
CITY OF PLEASANT HILL
CITY COUNCIL RULES AND PROCEDURES
Adopted: Resolution No. 19-00 February 7, 2000
Amended: Resolution No. 2-01 – January 8, 2001
Resolution No. 68-05 – November 7, 2005
Resolution No. 76-05 – December 5, 2005
Resolution No. 80-07 – December 3, 2007
Resolution No. 13-10 – February 22, 2010
Resolution No. 46-17 – June 5, 2017
Resolution No. 66-17 – September 11, 2017
Resolution No. 69-20 – August 3, 2020
Resolution No. 12-21 – February 22, 2021
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TABLE OF CONTENTS
CITY COUNCIL RULES AND PROCEDURES.....................................................................1
1. GENERAL RULES FOR CITY COUNCIL MEETINGS .................................................1
1.1 Meetings Open to the Public....................................................................................1
1.2 Time and Place of City Council Meetings...............................................................1
1.3 Adjournment of Meeting .........................................................................................1
1.4 Quorum ....................................................................................................................1
1.5 Types of Meetings ...................................................................................................2 a. Adjourned Meetings ....................................................................................2 b. Continued Hearings .....................................................................................2 c. Special Meetings..........................................................................................2 d. Study Sessions .............................................................................................2 e. Closed Sessions ...........................................................................................2 f. Emergency Meetings ...................................................................................2 g. Teleconferences ...........................................................................................2
1.6 Meetings with City Commissions, Committees, and Boards. .................................3
1.7 Regulations for Public Participation........................................................................3
1.8 Minutes; Record Keeping ........................................................................................3 a. Transcripts of Recordings............................................................................3 b. Recordation of Votes ...................................................................................3 c. Appointments...............................................................................................4 d. Tentative Minutes ........................................................................................4
1.9 Compliance with Rules and Procedures ..................................................................4
2. ELECTION OF CITY COUNCIL OFFICERS...................................................................4
2.1 Election of Officers..................................................................................................4
2.2 Filling Vacancies .....................................................................................................4
2.3 Election or Removal ................................................................................................4
2.4 Term Limits .............................................................................................................4
3. DUTIES OF OFFICERS AND COUNCILMEMBERS...................................................4
3.1 Mayor's Duties.........................................................................................................4
3.2 Mayor's Powers........................................................................................................4
3.3 Vice Mayor's Duties ................................................................................................5
3.4 Temporary Presiding Officer...................................................................................5
3.5 Councilmembers' Duties..........................................................................................5 a. Notice of Absence........................................................................................5 b. Abstention or Recusal from Voting.............................................................5 c. Committee Work and Reporting..................................................................5 d. Councilmembers' Duties Concerning Travel...............................................6 Item 6.
City Council Meeting Agenda - Page 24 of 43 - Saturday, April 26, 2025 ii
4. CITY COUNCIL AGENDA PREPARATION; CONTENTS ...........................................6
4.1 Policy .......................................................................................................................6
4.2 Agenda Preparation .................................................................................................6 a. Agenda Calendar .........................................................................................6 b. Draft Agenda ...............................................................................................6 c. Ceremonial Items.........................................................................................7 d. Agenda Contents..........................................................................................7 e. Agenda Posting............................................................................................8
5. DECORUM .............................................................................................................................8
5.1 Decorum Generally - City Councilmembers ...........................................................8
5.2 Decorum Generally - Public ....................................................................................8
6. CONDUCT OF BUSINESS ...................................................................................................9
6.1 Call to Order and Pledge of Allegiance...................................................................9
6.2 Roll Call...................................................................................................................9
6.3 Public Comment ......................................................................................................9
6.4 Consent Calendar.....................................................................................................9
6.5 Public Hearings, Generally....................................................................................10 a. Time Limitations .......................................................................................10 b. Written Comment ......................................................................................10 c. Questions to Proponents, Opponents, and Staff ........................................10 d. Outside Evidence .......................................................................................10 e. Evidence Available....................................................................................11 f. Continuing Hearings..................................................................................11
6.6 Ordinances .............................................................................................................11
6.7 Rules of Debate and Order ....................................................................................11 a. Rights of the Mayor ...................................................................................11 b. Floor Debate ..............................................................................................11 c. Restriction of Discussion...........................................................................12 d. Motions......................................................................................................12 e. Precedence of Motions ..............................................................................12 f. Types of Motions.......................................................................................12
7. VOTING AND DECISION; RESOLUTION; RECONSIDERATION...........................13
7.1 Votes on Ordinances and Resolutions ...................................................................13
7.2 Votes on Other Motions.........................................................................................13
7.3 Tie Votes................................................................................................................13
7.4 Voting Procedure ...................................................................................................13 a. Changing Vote ...........................................................................................14 b. Voting Disqualification .............................................................................14 c. Roll Call Voting.........................................................................................14
7.5 Resolution as Final Action.....................................................................................14
7.6 Reconsideration of Quasi-Judicial Actions ...........................................................14 a. Timing of Motion to Reconsider ...............................................................14 b. Effect of Approval of Motion ....................................................................14
7.7 Reconsideration of Legislative or Other Non-Quasi-Judicial Actions ..................15 Item 6.
City Council Meeting Agenda - Page 25 of 43 - Saturday, April 26, 2025 iii
8. COMMISSIONS/COMMITTEES......................................................................................15
8.1 Council Subcommittees .........................................................................................15
8.2 City Committees ......................................................................................................1
8.3 Time.......................................................................................................................15
9. APPOINTMENTS TO BOARDS OF OTHER GOVERNMENT AGENCIES .............15
9.1 Councilmember......................................................................................................15
9.2 Members of the Public...........................................................................................15
9.3 Time.......................................................................................................................15
10. TRAVEL BY COUNCILMEMBERS.................................................................................15
10.1 Councilmember Travel Procedures and Reporting ...............................................16 Item 6.
City Council Meeting Agenda - Page 26 of 43 - Saturday, April 26, 2025 iv
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Item 6.
City Council Meeting Agenda - Page 27 of 43 - Saturday, April 26, 2025 1 CITY COUNCIL RULES AND PROCEDURES
The following rules and procedures which were adopted by Resolution No. 19-00 on February 7, 2000 and last amended on February 22, 2021, in addition to the Brown Act and other applicable laws, shall govern the conduct of the City Council and staff with respect to City Council meetings.
If these rules are found to be in conflict with any provision of applicable law, the applicable law shall govern.
1. GENERAL RULES FOR CITY COUNCIL MEETINGS
1.1 Meetings Open to the Public. The City Council is subject to the Ralph M. Brown Act Open Meeting Law (Brown Act) (Government Code §§ 54950 et seq). All meetings of the City Council are open to the public, except for closed sessions which are authorized to be held in private under the Brown Act.
1.2 Time and Place of City Council Meetings. Regular meetings of the City Council shall be held at the City Hall Council Chambers at 100 Gregory Lane, Pleasant Hill, California, except as otherwise provided from time-to-time. The regular meetings of the City Council shall be held the first and third Mondays of each month at 7:00 p.m., unless any such Monday is a holiday, in which case the regular meeting shall be on the next non-holiday Monday.
1.3 Adjournment of Meeting. No new item will be commenced after 11:00 p.m. unless authorized by a majority vote of the City Council. Meetings will be adjourned by 12:00 a.m., unless extended by a majority vote of the City Council. Meetings may be extended in 30-minute increments.
1.4 Quorum. Three Councilmembers in attendance at a meeting shall constitute a quorum. If there is no quorum, the Mayor (see Section 3) or City Clerk shall adjourn such meeting to a stated time and place. If adjourned by the City Clerk, a written notice of the adjournment shall be given in the manner provided in Government Code § 54956 for special meetings, unless such notice is waived as provided therein. In considering any item subject to a vote, when a Councilmember disqualifies himself or herself on account of a conflict of interest pursuant to Government Code § 81000 et seq., or any other legal provision requiring abstention, his or her presence shall not be considered in determining the presence of a quorum. Once it is determined there is no quorum, consideration of such item shall be deferred until a quorum of non-interested Councilmembers is present to discuss and vote on the item. Or, if no quorum is possible, the "rule of necessity'' may apply. (See also Sections 7 and 3.5.c).
Item 6.
City Council Meeting Agenda - Page 28 of 43 - Saturday, April 26, 2025 2 1.5 Types of Meetings. In addition to the regularly scheduled meetings, the City Council may conduct any of the following types of meetings:
a. Adjourned Meetings. The City Council may adjourn a regular or special meeting to a time and place specified in an order of adjournment. If all members are absent or there is less than a quorum, the Mayor or City Clerk may declare the meeting adjourned to a stated time and place and post notice of that fact consistent with Government Code § 54955.
b. Continued Hearings. The City Council may continue any hearing to a subsequent meeting, stating the specific date, time and place. (Government Code § 54955.1). c. Special Meetings. A special meeting may be called by the Mayor or by a majority of the City Council. Notice must be given in conformance with Government Code § 54956. The notice shall state the business to be discussed. No other business may be considered at the special meeting. (Government Code § 54956) d. Study Sessions. The City Council may meet in study session, open to the public at a time and place designated by the Mayor or a majority of the City Council. No vote shall be taken at a study session, but the Mayor may ask the City Councilmembers to express their opinions for the purpose of giving guidance to the staff on specific questions.
e. Closed Sessions. The City Council may meet in closed session (not open to the public), as provided by California law. No member of the City Council, City employee or person present during a Closed Session, shall disclose to any third person or party not present at the Closed Session, the content or substance of any confidential discussions which took place during said session, unless the City Council votes to authorize disclosure of such information by a majority vote, except as otherwise required by law.
f. Emergency Meetings. The City Council may hold an emergency meeting pursuant to Government Code § 54956.5 if a majority of the members of the City Council determine that there is 1) a work stoppage or other activity which severely impairs public health, safety, or both, or 2) a crippling disaster which severely impairs public health, safety, or both, as determined by a majority of the members of the City Council. Notice shall be given as provided in Government Code § 54956.5. g. Teleconferences. The City Council may use teleconferencing for the benefit of the public and the Councilmembers for any City Council meeting. Teleconference locations shall be open to the public and agendas shall be posted at all teleconference locations within the time required by the Brown Act. Each Item 6.
City Council Meeting Agenda - Page 29 of 43 - Saturday, April 26, 2025 3 teleconference location shall be identified in the notice and agenda of the meeting.
At least a quorum of the City Councilmembers must be present at locations within the City's jurisdiction. All votes taken during a teleconferenced meeting shall be by roll call vote. (Government Code § 54953)
1.6 Meetings with City Commissions, Committees, and Boards. The City Council may from time to time adopt a schedule of meetings with the various City commissions, committees, and boards. It may also meet with the Pleasant Hill Recreation and Park District Board, the Mount Diablo Unified School District Board, or any other public agency. Notice of such meetings shall be given as set forth in Government Code § 54956, except that notice of these meetings shall be posted and received at least 72 hours before the time of the meeting.
1.7 Regulations for Public Participation. Anyone may record a meeting as long as it does not constitute a disruption of the proceedings. The Mayor or a majority of the City Council may adopt reasonable regulations for public participation, including time limits for public testimony and comment. Writings which are public records and which are distributed at a public meeting shall be made available for public inspection at the meeting if prepared by the City, or after the meeting if prepared by some other person. (Government Code §§ 54953 - 54954.3, 54957.5) (See also sections 5 (Decorum), 6.4 (Public Comment), 6.6 (Public Hearings) and 6.7 (Rules).
1.8 Minutes; Record Keeping. It is the policy of the City Council that all meetings of the City Council shall be recorded digitally, where possible. These recordings shall not be considered as minutes and shall be posted on the City’s website to provide accessibility to the public. The recordings shall be maintained by the City Clerk and retained per the City’s adopted Records Retention Schedule. Members of the general public may purchase a copy of the recording at a cost set by the adopted Master Fee schedule. a. Transcripts of Recordings. The City Clerk shall not be required to provide transcripts of such records. However, private arrangements to secure such transcripts may be made with the City Clerk.
b. Recordation of Votes. If all five Councilmembers are present and there are five "aye" votes, the minutes may indicate a unanimous vote. In all cases, the minutes shall indicate the names of Councilmembers voting "aye" and those voting "no." Those absent and those abstaining shall also be included. In the case of a member who is disqualified from voting and has recused himself or herself from the dais during the discussion and voting, the minutes shall indicate his or her recusal.
Item 6.
City Council Meeting Agenda - Page 30 of 43 - Saturday, April 26, 2025 4 c. Appointments. Minutes shall reflect appointments to or removals from City commissions and committees.
d. Tentative Minutes. Tentative minutes are those yet to be approved by the City Council.
1.9 Compliance with Rules and Procedures. The City Attorney shall respond to questions regarding procedures and compliance with these Rules and Procedures. The Mayor, or a majority of the City Council, shall maintain the authority to make final decisions regarding order and compliance with these Rules and Procedures.
2. ELECTION OF CITY COUNCIL OFFICERS
2.1 Election of Officers. The City Council shall elect a Mayor and Vice Mayor to serve oneyear terms at the first regular meeting in December in a non-election year and at the first regular meeting following the City Election Official’s receipt of the results of the election from Contra Costa County in an election year.
2.2 Filling Vacancies. If the office of Mayor or Vice Mayor becomes vacant for any reason including resignation, death, recall, municipal election, or removal by majority vote, the City Council shall elect one of its members to fill the vacancy at the next regular meeting.
2.3 Election or Removal. The election or removal of Mayor or Vice Mayor shall require three affirmative votes.
2.4 Term Limits. Councilmembers may serve as Mayor or Vice Mayor for any number of terms, but may not serve as either for more than two consecutive terms.
3. DUTIES OF OFFICERS AND COUNCILMEMBERS
3.1 Mayor's Duties. The Mayor shall be the official head of the City for all ceremonial purposes and shall be the presiding officer at City Council meetings. The Mayor shall assume his/her duties immediately upon the election of City Council officers at the City Council's reorganization meeting.
3.2 Mayor's Powers. In presiding at a City Council meeting, the Mayor shall facilitate and guide the meeting, establish seating assignments for City Councilmembers at the dais, preserve order and decorum, and ensure that the meeting runs smoothly, fairly, and in accordance with these Rules and Procedures. The Mayor shall exercise the power to limit the time of any person speaking from the floor, state questions coming before the City Council, announce the Council’s decision on all subjects and decide all questions of order, subject, however, to an appeal to the City Council as a whole. In the event of an appeal to Item 6.
City Council Meeting Agenda - Page 31 of 43 - Saturday, April 26, 2025 5 the City Council as a whole, a majority vote shall govern and conclusively determine questions of order. (See paragraph 6.7.b) The Mayor may make motions, vote or abstain on all motions. The Mayor, or if the Mayor is unavailable, the Vice-Mayor, shall sign all ordinances, resolutions and other documents adopted and approved by the City Council, unless the City Council designates otherwise.
3.3 Vice Mayor's Duties. The Vice Mayor shall assume the duties of and serve as the Mayor whenever the Mayor is temporarily unable to serve.
3.4 Temporary Presiding Officer. In the absence of both Mayor and Vice Mayor from a City Council meeting, the City Clerk shall call the City Council to order, whereupon the City Councilmembers present shall elect a temporary presiding officer to serve as Mayor until the arrival of the Mayor or Vice Mayor, or until adjournment.
3.5 Councilmembers' Duties. It is the duty of each Councilmember to attend meetings, adhere to these Rules and Procedures and to cast votes, (unless excused) as outlined below. a. Notice of Absence. A Councilmember should give notice to the Mayor, City Clerk or City Manager at least three hours in advance of the meeting if the City Councilmember intends to be absent or late in arriving at a Council meeting. b. Abstention or Recusal from Voting. A Councilmember may abstain from voting on an agenda item. A Councilmember must recuse himself or herself from voting if:
1) he or she has a personal or financial interest in the matter as defined in the California Political Reform Act (Government Code § § 81000 et seq.); or 2) the law otherwise declares his or her participation to be a conflict of interest (Government Code § § 1090, 1126, 81000 et seq.); or
3) he or she is disqualified as to that matter because of his or her absence from the hearing on the matter and failure to review the testimony and evidence presented.
If a Councilmember must recuse himself or herself from participating, he or she shall declare this fact and the reason for it on the record, and shall leave the dais until the matter is concluded.
c. Committee Work and Reporting. The business of the City Council will from time to time require work in Council standing or ad hoc subcommittees, and through Councilmember participation on boards of other governmental agencies. It shall be the duty of any Councilmember sitting on such subcommittees, committees or boards to make periodic reports to the City Council as a whole and to the general Item 6.
City Council Meeting Agenda - Page 32 of 43 - Saturday, April 26, 2025 6 public at regular City Council meetings. It shall also be the duty of any such Councilmember to timely advise his or her alternate, if any, if the Councilmember will be absent from any subcommittee, committee or board meeting. d. Councilmembers' Duties Concerning Travel. It is the duty of every Councilmember, when conducting or undertaking City business with travel that involves the expenditure of City funds, to be accountable to the public and the City Council by strict adherence to the Expense Reimbursement Policy for City Council and City Commissions and Section 10 of these Rules and Procedures.
4. CITY COUNCIL AGENDA PREPARATION; CONTENTS
4.1 Policy. The City Council will not discuss any item of business not placed on the written agenda unless: (1) by a two-thirds vote the City Council determines that there is a need to take immediate action and that such need arose after the agenda was posted (Government Code § 54954.2), or (2) the Mayor or City Manager has called an emergency meeting pursuant to Government Code § 54956.5, and a majority of the City Council votes that an emergency situation exists (Government Code § 54954.2). If other matters are raised by the public under the Public Comment portion of the agenda, the City Council or staff may briefly respond and may refer the matter to staff or to a subsequent meeting. (Government Code § 54954.2).
4.2 Agenda Preparation. There shall be a written agenda for each City Council meeting. The agenda shall contain a brief general description of each item of business to be transacted or discussed and shall include other matters as set forth in this Section 4 of these Rules and Procedures. The City Manager’s office shall prepare the agenda and packets for City Council meetings in cooperation with the Mayor. The City Manager and the Mayor shall attempt to balance the agenda scheduling, so that if an agenda date is filled to reasonable capacity (approximately three hours), then subsequent items will be scheduled for the next available meeting, when possible.
a. Agenda Calendar. The City Manager's office shall maintain and update a City Council agenda calendar covering a two-month period. Department heads should notify the Deputy City Clerk of items they intend to submit for Council consideration and indicate the agenda date for which they intend to schedule the item. Councilmembers should notify the Mayor of items they would like considered for direction to staff to place on the agenda.
Item 6.
City Council Meeting Agenda - Page 33 of 43 - Saturday, April 26, 2025 7 b. Draft Agenda. A draft agenda shall be submitted to the Mayor or, in his or her absence, the Vice Mayor, for review and approval. The Mayor shall exercise sound discretion in approving the final agenda.
c. Ceremonial Items. The Mayor shall have the discretion to schedule Ceremonial Items (proclamations, presentations, etc.) at the beginning of City Council meetings as indicated in the Order of Business below.
d. Agenda Contents. The agenda shall include general information, a brief description of items of business, and the order of business (Government Code § 54954.2).
1) General Information. The agenda shall contain: an explanation of the Consent Calendar; an explanation of public participation procedure; the City's telephone number; the location of the meeting, speaker time limits; the procedure for requesting an assistive listening device or other reasonable accommodation; and a notification that regular City Council meetings are televised, with broadcast and access information.
2) Brief Description of Items. The agenda shall contain a brief general description of each item of business to be transacted or discussed. (Government Code § 54954.2)
3) Order of Business. The agenda shall identify the order in which the business of the City Council shall be taken up and shall include the following:
A. Call to Order and Pledge of Allegiance to the Flag
B. Roll Call
C. Presentations (including Ceremonial Matters, Proclamations, Presentation of Awards of Appreciation, Commission, Committee, and Other Agency reports)
D. City Manager Comments
(Brief updates on pending City business without discussion by the City Council)
E. Mayor's and Councilmembers' Reports and Announcements (Including meetings and conferences attended at City expense and reports of representatives to committees and boards of other public agencies)
Item 6.
City Council Meeting Agenda - Page 34 of 43 - Saturday, April 26, 2025 8 F. Public Comment
(May address items on the Consent Calendar or not listed on the agenda; may not address items for Council action in other agenda sections; public comment may be submitted to City Clerk before or during the meeting)
G. Consent Calendar
(May include warrants, minutes, and non-controversial reports, action items, ordinances, and resolutions)
H. Discussion Items (including Public Hearings)
I. City Commission and Committee Reports (if not included under Presentations)
J. Other
(Including requests by Councilmembers for City staff to prepare agenda reports and materials for consideration at a future Council meeting; must be approved by a majority vote of the City Council) K. Adjournment
e. Agenda Posting. Agendas will be posted in accordance with applicable law and any additional posting locations and noticing requirements adopted by the City Council.
5. DECORUM
5.1 Decorum Generally - City Councilmembers. The Mayor and all City Councilmembers shall preserve order and decorum at City Council meetings. City Councilmembers shall confine their remarks to the agenda item under consideration and speak only when recognized by the Mayor, except as otherwise provided in these Rules and Procedures.
Once a City Councilmember is recognized, he or she shall not be interrupted unless called to order by the Mayor. A City Councilmember shall not, by conversation or otherwise, disturb or disrupt the proceedings or the peace of the City Council in any way, nor disturb any other Councilmember or member of the public while speaking, nor refuse to obey the orders of the Mayor or City Council, except as otherwise provided herein.
5.2 Decorum Generally - Public. While the City Council is in session, any members of the public may be invited by the Mayor to speak to the City Council on any item on the agenda Item 6.
City Council Meeting Agenda - Page 35 of 43 - Saturday, April 26, 2025 9 prior to City Council voting while the City Council is in session, unless otherwise prohibited by law. Written messages to any Councilmember while the City Council is in session shall be through the City Clerk. In the event any meeting is willfully interrupted by any individual, group or groups of people so as to render the orderly conduct of such meeting unfeasible, the Mayor may recess the meeting and require the removal of individuals who are willfully interrupting the meeting.
6. CONDUCT OF BUSINESS
6.1 Call to Order and Pledge of Allegiance. At the time set for the meeting, the Mayor shall take the place of the presiding officer, call the City Council to order, and invite the audience to participate in the Pledge of Allegiance to the flag of the United States.
6.2 Roll Call. Before the City Council shall proceed with the business of the City Council, the City Clerk shall call the roll of the members. The names of those present and the later arrival of any absentee shall be entered in the minutes.
6.3 Public Comment. The public is welcome during the Public Comment portion of a meeting to address the City Council on the Consent Calendar or any matter within its jurisdiction, except for other items listed on the agenda. Comments are generally limited to three minutes per speaker. An audible and visual timer will signal the time at the lectern.
Members of the public wishing to speak during Public Comment are requested to fill out and submit an optional Public Speaker card, and will be called by the Mayor to speak. The member shall be asked, but not required to give his or her name, city of residence, and organization represented, if any, for the public record. All remarks shall be addressed to the Mayor. No person other than the person having the floor shall speak on the matter, except upon recognition of the Mayor. The City Council will not discuss any item brought up during Public Comment, except that upon recognition of the Mayor, City Councilmembers or City staff may briefly respond and the Mayor or City Council may refer the matter to City staff or to a subsequent meeting for further action. Public comment may be submitted to the City Clerk in writing before or at the meeting. If at any time these rules are not followed, the Mayor may call the speaker to order, ask the speaker to terminate his or her remarks, recess the meeting, or require the removal of an individual who is willfully interrupting the meeting.
6.4 Consent Calendar. All items on the Consent Calendar may be adopted by a single motion with a majority vote of the City Council. The Mayor need not read out loud each individual item listed on the Consent Calendar. The Mayor may (at his or her own discretion) and shall (upon request of any Councilmember) pull any item from the Consent Calendar and Item 6.
City Council Meeting Agenda - Page 36 of 43 - Saturday, April 26, 2025 10 move it to be heard at the end of the Consent Calendar agenda or to an appropriate place on the agenda.
6.5 Public Hearings, Generally. For each scheduled Public Hearing, the order of the hearing shall normally be as follows, subject to change by the Mayor, so long as all parties are given an opportunity to be heard:
• Mayor opens the public hearing.
• If required, oral staff report(s), which may accompany written staff report(s), providing the general nature of the item and summarizing any correspondence received.
• Presentation by applicant or appellant or his or her designated representative. If the applicant or appellant or designated representative does not appear, the City Council may proceed based on the record before it. Formal presentation, including evidence, and exclusive of questions from the City Council, shall not exceed fifteen minutes, except by permission from the Mayor or a majority of the City Council, which permission shall be liberally granted.
• Comments and evidence by members of the public, which will generally be limited to three minutes for each speaker.
• Closing remarks by applicant or appellant, which shall not exceed five minutes, except by permission from the Mayor or a majority of the City Council. • Mayor closes the public hearing
• City Council discussion and deliberation.
• City Council vote.
a. Time Limitations. During any presentation or comments, the Mayor may limit an individual's time and may limit the number of speakers with similar positions. b. Written Comment. Written comment and/or material may be submitted to the City Clerk, who will forward it to the City Council. Copies of written material that is distributed to the City Council should also be made available for public review. c. Questions to Proponents, Opponents, and Staff. A Councilmember, upon recognition from the Mayor, may question any speaker or City staff during the hearing, but shall not introduce a motion on the matter until the public hearing is closed.
d. Outside Evidence. If a Councilmember has received evidence outside of the public hearing, the City Councilmember shall disclose the fact of receipt of such evidence Item 6.
City Council Meeting Agenda - Page 37 of 43 - Saturday, April 26, 2025 11 and the nature and substance of such evidence, and shall allow all parties to the proceeding to comment upon or refute such evidence before a final decision is made. e. Evidence Available. Documentary, written or graphic evidence presented to the City Clerk shall, if possible, be photocopied and distributed to the City Councilmembers and made available for inspection by the public at the hearing. f. Continuing Hearings. Any hearing may be continued to the next regular meeting date, or to any other hearing date. If a specific, continued hearing date is announced by the Mayor or is stated on the agenda and voted upon, no further notice need be provided regarding the matter, except as required by law.
6.6 Ordinances. All ordinances presented to the City Council shall first be introduced at a meeting of the City Council and adopted at a regular meeting of the Council held at least five days after the date of introduction, except in the case of Urgency Ordinances that may be introduced and adopted at the same (regular or special) City Council meeting. Reading of the entire ordinance out loud shall be deemed waived upon introduction of the ordinance unless oral reading of the ordinance is requested and approved by majority vote of the City Council.
6.7 Rules of Debate and Order
a. Rights of the Mayor. The Mayor may debate from the Chair and vote as any other City Councilmember. The Mayor shall not be deprived of any of the rights or privileges of a Councilmember on account of his or her acting as the presiding officer.
b. Floor Debate. A City Councilmember wishing to speak shall address the Mayor, and upon recognition, shall confine himself or herself to the question under discussion, unless properly introducing a new item of business. Except for purposes of inquiry or furnishing information to the City Council, Councilmembers should speak only to the matter under consideration, or a duly introduced motion, resolution or ordinance. No Councilmember, once recognized, shall be interrupted when speaking, unless it is to call him or her to order, or as otherwise provided herein. If a Councilmember is called to order while speaking, he or she shall cease speaking until the question of order is determined, and, if in order, shall be permitted to proceed. No Councilmember shall speak more than once upon any one subject, until every other Councilmember wishing to speak thereon has spoken.
Each Councilmember has a right to be heard on all items. In public hearings, Councilmembers shall avoid deliberating until all the testimony has been heard.
This does not preclude asking questions of clarification at any time. No motion Item 6.
City Council Meeting Agenda - Page 38 of 43 - Saturday, April 26, 2025 12 shall be entertained until each Councilmember has had a chance to ask questions or offer brief discussion of a general topic, or has declined. Substantive debate on any motion or proposed action shall await presentation of a formal motion. c. Restriction of Discussion. With the exception of public hearings, consideration of regular agenda items should be limited to 30 minutes. At the discretion of the Mayor or a majority of the City Council, items not concluded within the allotted time may be held over.
d. Motions. Motions should be clearly stated. The City Councilmember making the motion should state "I move that..." and state what the motion is exactly. No motion shall be made or entertained on any item identified in Section 4.2.d.3.I (Discussion Items) without the item first being announced and briefly identified and the Council and public being given the opportunity to hear any staff report or Councilmember report introducing such item. A motion is not valid and in order until both the preceding sentence is followed and the motion is seconded. A motion which is in order shall be acted upon unless withdrawn or superseded prior to any vote. The Mayor may state that he or she would entertain a motion. When a motion is pending before the City Council, no person other than a Councilmember shall address the City Council without first obtaining the permission of the Mayor. There may be discussion on the motion, which discussion shall follow the manner set forth in paragraph 6.9.b. The motion may be restated by the Mayor prior to calling for the vote.
e. Precedence of Motions. When an ordinance, resolution or motion is before the City Council, no other action shall be considered except a motion to (in order of precedence):
• adjourn, or fix the time of adjournment;
• table;
• recess;
• call for the question;
• refer;
• continue to a date certain, or to continue indefinitely; • amend; or
• substitute a motion.
f. Types of Motions. These motions shall have precedence, in the order given, and shall (except to amend) be put to a vote without debate:
1) Motion to Table. A motion to table shall preclude all amendments or debate, except as to the amount of time the subject is tabled for. If the motion passes without a specified time, consideration of the subject may be resumed only upon motion of a member voting with the majority.
Item 6.
City Council Meeting Agenda - Page 39 of 43 - Saturday, April 26, 2025 13 2) Call for the Question. When a Councilmember calls for the question, (which is the same thing as "moving the previous question") the Mayor shall allow no further debate and shall ask "Are we ready to vote on the motion?" If the question carries, the Mayor shall put the matter under consideration to a vote. If the question does not carry, the matter shall remain before the City Council.
3) Motion to Amend. Any Councilmember may make a motion to amend a main motion during deliberations. All amendments must be seconded. Once a motion to call for the question has carried, or the City Council is otherwise ready to vote, the Mayor shall put the pending amendment to a vote, before putting the main motion to a vote. In the event there is more than one amendment being considered, the amendments shall be put to a vote by the Mayor in the inverse order of their introduction before putting the main question to a vote.
4) Substitute Motion. Any Councilmember may make a substitute motion to an original motion during deliberations on a motion. A substitute motion is not in order unless it is seconded. Unlike a motion to amend, a substitute motion may only be acted upon once the City Council has been given the opportunity to debate and amend the original motion.
5) Division of Question. If a question put before the City Council contains two or more separable propositions, the Mayor may, and shall upon the request of a Councilmember, allow a division of the question.
7. VOTING AND DECISION; RESOLUTION; RECONSIDERATION
7.1 Votes on Ordinances and Resolutions. Three affirmative votes shall be required for ordinances and resolutions and for motions for the payment of money.
7.2 Votes on Other Motions. A majority of a quorum shall carry other motions, except when otherwise required by law.
7.3 Tie Votes. All votes resulting in a tie constitute a denial of the pending motion.
7.4 Voting Procedure. Every Councilmember should vote on each matter presented. Any failure to vote must be explained prior to a vote if the Councilmember is not participating due to a conflict, or potential conflict, under the Political Reform Act. Councilmembers may not explain their vote during a roll call. Councilmembers may submit a written explanation or dissent not to exceed 200 words for inclusion in the minutes.
Item 6.
City Council Meeting Agenda - Page 40 of 43 - Saturday, April 26, 2025 14 a. Changing Vote. Any Councilmember may change his or her vote before the next order of business.
b. Voting Disqualification. If, with respect to a particular item, a Councilmember has a conflict of interest pursuant to Government Code § 81000 et seq., or a contractual conflict pursuant to Government Code § 1090, or an incompatibility of office issue pursuant to Government Code § 1126, or is otherwise precluded from voting by law, he or she shall state the reason for not voting and thereafter leave the dais until that matter is concluded.
c. Roll Call Voting. All voting shall be by roll call vote.
7.5 Resolution as Final Action. After a vote is taken on a matter before the City Council, the Mayor may direct the City Manager's office to prepare a resolution reflecting the City Council's findings and decision if an appropriate resolution is not already prepared. The vote is not considered final until the resolution is reviewed and approved by the City Council. A resolution brought back to the City Council at a subsequent meeting may be placed on the Consent Calendar. If the resolution is considered at a subsequent meeting and involves a public hearing, the City Council may receive no comments from the applicant or the public, unless the public hearing has been continued or is re-noticed.
7.6 Reconsideration of Quasi-Judicial Actions. A motion to reconsider any quasi-judicial action taken by the City Council may be made by any Councilmember who voted with the majority on a question but may be seconded by any Councilmember. The motion must be approved by a majority vote of the entire City Council. a. Timing of Motion to Reconsider. The motion must be made at the same meeting at which the action was taken (including an adjourned or continued meeting). b. Effect of Approval of Motion. If the motion to reconsider is made and approved at the same meeting at which the initial action was taken and all interested persons (including applicants, owners, supporters, and opponents) are still present, the matter may be reconsidered at that meeting or at the next regular meeting or intervening special meeting (subject to the discretion of the maker of the motion) and no further public notice is required. If the motion to reconsider is made and approved at the same meeting at which the initial action was taken but all interested persons are not still present, the item shall be scheduled for consideration at the earliest feasible City Council meeting and shall be re-noticed in accordance with state law, the Pleasant Hill Municipal Code, and any local notice provisions adopted by City Council resolution.
7.7 Reconsideration of Legislative or Other Non-Quasi-Judicial Actions. The City Council may rescind, repeal or amend its prior legislative or other non-quasi-judicial actions in Item 6.
City Council Meeting Agenda - Page 41 of 43 - Saturday, April 26, 2025 15 situations where it is not precluded from doing so under applicable laws at any regular or special meeting of the City Council. Noticing and scheduling of such actions shall be consistent with Rule 4, City Council Agenda Preparation; contents of these Rules and Procedures, and any required notice provisions.
8. COMMISSIONS/COMMITTEES
8.1 Council Subcommittees. The Mayor may designate Council standing and ad hoc subcommittees and may appoint Councilmembers to serve on such committees with their consent. Such appointments terminate at the expiration of the Councilmember appointee's term of office, or when a new appointment is made by the next Mayor, whichever occurs first, and are subject to ratification of a majority of the City Council.
8.2 City Committees. The City Council may establish by resolution such committees or commissions of its citizens and others as it shall deem advisable for the proper administration of City business. It shall establish qualifications, committee or commission size, specified terms of office, and compensation (if any), and shall appoint persons to serve on the committees and commissions.
8.3 Time. The above appointments shall be made at a regular or special City Council meeting.
9. APPOINTMENTS TO BOARDS OF OTHER GOVERNMENT AGENCIES
9.1 Councilmember. If the City's representative to a board of another government agency is a Councilmember, the Mayor may appoint any Councilmember, with his or her consent. The appointment shall terminate at the expiration of the Councilmember appointee's term of office, or when a new appointment is made by the next Mayor, whichever occurs first, and is subject to the concurrence of a majority of the City Council. Each appointee shall have a designated alternate, appointed in the same manner as the appointee, who shall attend all committee meetings in the appointee's absence upon timely notification by the appointee.
9.2 Members of the Public. If the City's representative to such a board is a member of the public, the City Council shall make this appointment by majority vote. Each appointee may have a designated alternate, appointed in the same manner as the appointee, if the board bylaws or governing rules require alternates. Designated alternates shall attend all committee meetings in the appointee's absence upon timely notification by the appointee.
9.3 Time. Appointments shall be made at a regular or special City Council meeting.
10. TRAVEL BY COUNCILMEMBERS
Item 6.
City Council Meeting Agenda - Page 42 of 43 - Saturday, April 26, 2025 16 10.1 Councilmember Travel Procedures and Reporting. The City Council recognizes the value and benefits to the City when City Councilmembers attend meetings and functions for the purpose of advancing knowledge and information relating to municipal government.
The City Council also recognizes the obligation to be accountable to the public when attending functions at City expense as set forth in the Expense Reimbursement Policy for City Council and City Commissions (the Reimbursement Policy). As described in the Reimbursement Policy, whenever a Councilmember, at city expense, participates in any travel for City business or for City-related educational purposes, he or she shall provide a brief oral or written report (including the purpose of the trip and any observations that may be of value to the City) at the next regular City Council meeting. If any Councilmember fails to adhere to this Section, a majority of the City Council may, after discussion at an open session of the City Council:
a. Order that the City withhold any and all unpaid expense reimbursements related to the trip until such time as the report is properly filed and accepted by a majority of the City Council; and
b. Limit or prohibit the expenditure of City funds for such Councilmember to travel or attend any function of any kind, whether within the state or out-of-state, for a term to be determined by a majority of the City Council in each instance.
Item 6.
City Council Meeting Agenda - Page 43 of 43 - Saturday, April 26, 2025