CITY COUNCIL STUDY SESSION MEETING AGENDA
TUESDAY APRIL 14, 2026 6:00 PM
SAN DIMAS COUNCIL CHAMBER
CONFERENCE ROOM
245 EAST BONITA AVENUE
A public agenda packet is available for review on the City’s website www.sandimasca.gov or by contacting the City Clerk’s Office at [email protected].
CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna
CALL TO ORDER AND FLAG SALUTE
ORAL COMMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items.
Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.) STUDY SESSION
1. City Council Attendance and Absence Policy
2. Review of SB 707 Teleconferencing and Remote Participation Requirements and Establishing Procedures
ADJOURNMENT
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Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk's Office at (909) 3946216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.10235.104 ADA Title II].
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Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk's Office at (909) 3946216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.10235.104 ADA Title II].
Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Department and San Dimas Library. In addition, most documents are posted on the City's website at www.sandimasca.gov.
Posting Statement: I declare under penalty of perjury that on April 10, 2026, I posted a true and correct copy of this agenda on the bulletin board in the Civic Center Plaza of City Hall at 245 E. Bonita Ave., San Dimas Post Office 300 E. Bonita Ave., Von’s Via Verde Shopping Center 1160 Via Verde Ave. .and on the City's website www.sandimasca.gov/agendasminutes/as required by law.
April 10, 2026 Debra Black
Debra Black, City Clerk
Study Session
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of April 14, 2026
From: Brad McKinney, City Manager
Prepared by: Debra Black, City Clerk
Subject: Discussion and Adoption of a City Council Attendance and Absence Policy ____________________________________________________________________________
SUMMARY
The purpose of this item is to facilitate a City Council discussion regarding the potential adoption of a City Council Attendance and Absence Policy. This will provide clarity, consistency, and transparency regarding Council meeting attendance while adhering to state law and the Brown Act.
RECOMMENDATION
Staff recommends that the City Council:
1. Discuss the proposed City Council Attendance and Absence Policy.
2. Adopt a City Council Attendance and Absence Policy.
GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
At the February 10, 2026, City Council Study Session, the Council noted that there are currently no concerns regarding Council Member attendance. However, the Council directed staff to prepare a draft attendance policy to provide greater clarity, consistency, and transparency regarding attendance at City Council meetings.
City Council Attendance and Absence Policy Page 2
For the Meeting of April 14, 2026
Currently, the City relies on California Government Code §36513, which provides that a City Council seat becomes vacant if a Council Member is absent from all regular meetings for 60 consecutive days without the legislative body’s permission. State law does not establish procedures for providing notice of anticipated absences, classifying absences, or documenting attendance practices.
As a result, some cities adopt local attendance policies to establish administrative procedures related to notice of absence, attendance classifications, and transparency regarding meeting participation, while remaining consistent with state law.
The proposed policy presented for Council consideration is intended to provide general guidance regarding attendance expectations, procedures for notifying the City of anticipated absences, and administrative practices for recording attendance at Council meetings.
DISCUSSION/ANALYSIS
The proposed City Council Attendance and Absence Policy is intended to establish administrative procedures that provide clarity and consistency regarding attendance at City Council meetings while remaining consistent with applicable state law.
The policy is designed to outline general expectations regarding meeting attendance, establish procedures for notifying the City of anticipated absences, and provide guidance for documenting attendance in meeting records. The proposed framework also identifies common categories of excused absences and clarifies how the Council may grant permission for extended absences pursuant to Government Code §36513.
The following section summarizes the key components of the proposed policy, identifies applicable legal requirements, and presents potential actions for Council consideration as part of its discussion.
Attendance Expectations
Council Members are expected to attend regular meetings, adjourned meetings, and special meetings when reasonably available. Participation through lawful teleconference methods permitted under the Brown Act is considered attendance.
Notice of Absence
Council Members who anticipate being absent from a meeting should notify the Mayor and the City Clerk as soon as practicable. When feasible, notice should be provided at least 24 hours prior to the meeting. If the Council Member wishes to have the absence excused, the Council Member may, but is not required to, provide a reason for the absence.
Attendance Classification
For purposes of meeting records, attendance may be documented as:
• Present
• Participating Remotely
• Absent – Excused
• Absent – Unexcused
This classification is intended to provide transparency in the official meeting minutes.
City Council Attendance and Absence Policy Page 3
For the Meeting of April 14, 2026
Excused Absences
The City Council may, in its sole discretion, decide by majority vote to excuse (i.e. grant permission for) a Council Member’s absence. Examples of excused absences may include, but are not limited to:
• Personal illness or medical appointment
• Family emergency or caregiving responsibilities
• Official City business
• Work-related travel or unavoidable employment conflict • Religious observance
• Jury duty or military service obligations
• Emergency circumstances
• Other circumstances acknowledged by the City Council
Extended Absence
If a Council Member anticipates missing multiple meetings within a 60-day period, the Council may grant formal permission for the extended absence. Such approval would constitute “permission” under Government Code §36513, which addresses vacancies resulting from prolonged absences.
Transparency Measures
The policy may also provide for an annual summary of Council attendance prepared by the City Clerk for informational purposes.
ALTERNATIVES
The City Council may choose one of the following options:
Option 1 – Provide Direction to Finalize the Proposed Policy Provide feedback on the proposed City Council Attendance and Absence Policy and direct staff to return with a final policy and resolution for adoption.
Option 2 – Modify the Proposed Policy
Provide direction to modify specific components of the proposed policy to better reflect Council preferences, and direct staff to return with a revised policy for future consideration.
Option 3 – Continue the Item
Continue the item to a future meeting to allow additional time for review and discussion.
Option 4 – Rely on Existing State Law
Decline to adopt a local policy and continue to operate under California Government Code §36513, which governs seat vacancies resulting from 60 consecutive days of unexcused absences.
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
City Council Attendance and Absence Policy Page 4
For the Meeting of April 14, 2026
Debra Black
City Clerk
Attachments:
1. City Council Attendance Policy
2. Other Agencies Comparison Chart
ATTACHMENT 1
CITY OF SAN DIMAS
Administrative Policy and Procedure Manual
1.0 BACKGROUND
The City relies on California Government Code §36513, which provides that a City Council seat becomes vacant if a Council Member is absent from all regular meetings for 60 consecutive days without the legislative body’s permission. State law does not establish procedures for providing notice of anticipated absences, classifying absences, or documenting attendance practices.
As a result, some cities adopt local attendance policies to establish administrative procedures related to notice of absence, attendance classifications, and transparency regarding meeting participation, while remaining consistent with state law.
2.0 SCOPE OF POLICY
Attendance at City Council meetings supports the Council’s ability to conduct the City’s business, maintain quorum, and ensure continuity in the deliberative process. While elected officials may occasionally be unable to attend meetings due to personal, professional, or unforeseen circumstances, regular participation in scheduled meetings is encouraged.
This policy establishes general administrative guidelines related to meeting attendance, notification of anticipated absences, and the recording of attendance in official meeting minutes.
The intent of the policy is to provide clarity and consistency in administrative practices while recognizing the independent role of elected officials.
Nothing in this policy is intended to conflict with or supersede applicable provisions of state law, including the Ralph M. Brown Act and Government Code §36513, which governs vacancies resulting from prolonged absences.
Subject: City Council Attendance and Absence Policy Number:
Effective
Department(s) Date:
Affected City Council
Replaces:
Assigned to: File
Reference:
City
Manager: Authority: Ralph M. Brown Act and Government Code §36513 Approved:
Version v1.0 Page 2 of 3 AP&P
3.0 POLICY
3.1 EXPECTATION OF ATTENDANCE
Council Members are expected to attend:
• All regular meetings
• Adjourned regular meetings
• Special meetings when reasonably available
• Closed sessions unless legally excused
Remote participation pursuant to Government Code § 54953 shall not be considered an absence.
3.2 NOTICE OF ABSENCE
A Council Member anticipating absence shall:
• Notify the Mayor and City Clerk as soon as practical. • Provide at least 24 hours’ notice when feasible.
• Indicate whether remote participation is requested.
Emergency absences shall be reported as soon as reasonably possible.
3.3 CLASSIFICATION OF ATTENDANCE
The City Clerk shall record in the minutes:
• Present
• Participating Remotely (with statutory citation)
• Absent – Excused
• Absent – Unexcused
Excused absences may include illness, family emergency, official business, or other reasonable circumstances acknowledged by the Council.
3.4 FORMAL PERMISSION (GOVERNMENT CODE § 36513)
If a Council Member anticipates absence from multiple regular meetings within a 60-day period, the Member may request formal permission of the Council.
Version v1.0 Page 3 of 3 AP&P
Approval by majority vote shall constitute “permission” under Government Code § 36513.
The City Clerk shall notify the Mayor and City Attorney when a member reaches 45 consecutive days of absence.
3.5 GOVERNANCE REVIEW THRESHOLD
If a Council Member accumulates:
• Three (3) unexcused absences in a calendar year; or
• Absences from 25% or more of regular meetings in a calendar year, The Mayor may agendize a governance discussion.
This provision is informational only and does not create automatic sanctions.
3.6 ANNUAL ATTENDANCE SUMMARY
The City Clerk shall provide an annual attendance summary for informational purposes at the first regular meeting of each calendar year.
3.7 ADA AND LEGAL COMPLIANCE
This Policy shall be implemented consistent with:
• The Americans with Disabilities Act
• Government Code § 54953
• Government Code § 36513
ATTACHMENT 2
Nearby City Practices (Publicly Available Policies)
City Council Absence
Policy? Key Features Observations
Glendora
No standalone
Council absence
policy
Allows meeting cancellation if
majority confirm unavailability
Focuses on quorum
management, not member
accountability
Covina No formal absence
policy
Public attendance & voting
tracking portal
Transparency-based
accountability model
West
Covina
No Council policy;
strong Commission
policy
Commissioners vacate seat after
2–3 consecutive absences or
annual thresholds
Clear numerical standards
(for appointed bodies)
Azusa No Council absence
thresholds
Handbook requires advance
notice to Chair/staff if absent
Emphasis on
communication &
expectation-setting
Diamond
Bar
No separate
absence policy
Standard meeting rules & ADA
compliance language
Relies primarily on state
law
Regional Pattern
Most nearby cities:
✔ Rely on Government Code § 36513 for vacancy
✔ Do not adopt strict numeric absence limits for elected officials ✔ Use informal or procedural notice expectations
✔ Are more prescriptive for appointed commissions than for City Council Few cities have a structured Council absence policy with defined thresholds.
Policy Models Identified
1. Minimal Model (Status Quo)
• Rely on § 36513 only
• Informal notice expectations
• No attendance tracking standard
2. Transparency Model
• Publish annual attendance summary
• No penalties
• Public accountability through reporting
3. Structured Governance Model
• Define excused/unexcused absences
• Require advance notice
• Establish review threshold (e.g., 3 unexcused absences) • Clarify “permission” under § 36513
4. Strict Threshold Model (Common for Commissions)
• Automatic vacancy after X consecutive absences
• Annual attendance percentage requirement
• Formal vote acknowledging absences
(Note: Strict models are more common for appointed bodies than elected councils.)
Study Session
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of April 14, 2026
From: Brad McKinney, City Manager
Prepared by: Debra Black, City Clerk
Jeff Malawy, City Attorney
Subject: Review of Senate Bill (SB) 707 Requirements and Draft Policies ____________________________________________________________________________
SUMMARY
The purpose of this item is to provide the City Council with an overview of teleconferencing and remote participation requirements under the Brown Act as modified by Senate Bill 707 (SB 707) and to discuss potential procedures for implementation.
RECOMMENDATION
Staff recommends that the City Council:
1. Receive an overview of SB 707 teleconferencing requirements and remote participation rules.
2. Provide feedback regarding the proposed policies and related procedures.
GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No
FISCAL IMPACT
There is no fiscal impact for the recommended action.
BACKGROUND
The Ralph M. Brown Act (Government Code §§54950–54963) governs meetings of legislative bodies of local agencies and establishes requirements intended to ensure transparency and public participation in governmental decision-making. Historically, the Brown Act permitted councilmember teleconference participation only under strict conditions, including identifying each teleconference location on the agenda and allowing public access at those locations.
Review of SB 707 Teleconferencing and Remote Participation Procedures and Establishing Procedures Page 2
For the Meeting of April 14, 2026
During and after the COVID-19 public health emergency, legislation expanded remote participation options. Recently, the Legislature enacted Senate Bill 707 (SB 707) to adopt additional bases for councilmember teleconference participation and to require cities to allow remote participation for the public at City Council meetings, among other changes and reorganizations to the Brown Act.
SB 707 establishes three methods of teleconference participation for city councilmembers, each with distinct requirements. SB 707 also requires cities to allow remote public attendance and participation at City Council meetings through an audiovisual platform or two-way telephonic service. Local agencies are responsible for ensuring their meeting procedures remain consistent with these statutory provisions. Policies and procedures necessary to implement SB 707 remote public attendance provisions must be in place by July 1, 2026.
DISCUSSION/ANALYSIS
SB 707 revised and expanded the teleconferencing options available under the Brown Act, detailing eligibility rules for members of legislative bodies to participate remotely and providing enhanced accessibility for members of the public. The new requirements take effect in two phases:
1. January 1, 2026: New teleconferencing provisions for members of all Brown Act Bodies
2. July 1, 2026: Mandatory remote public attendance, and language access rules, for meetings of ”eligible legislative bodies.”
Teleconferencing Provisions for Members of Brown Act Bodies SB 707 establishes four teleconference pathways for member participation in meetings of legislative bodies and should have written procedures in place for consistent management.
1. Remote Participation (Traditional Teleconference Participation (Government Code §54953(b))
This method requires:
• Listing the remote location address on the agenda
• Posting the meeting agenda at the teleconference location • Allowing members of the public to attend and provide comment from that location
2. “Just Cause” Teleconference Participation (Government Code §54953.8.3) This provision allows for limited remote participation without opening the remote location to the public when certain circumstances exist.
Examples of “just cause” include:
• Childcare or caregiving responsibilities
• Contagious illness
• Official travel on government business
• Physical or family medical emergency
• Physical or mental condition that is not a disability • Military service obligations at least 50 miles away
Review of SB 707 Teleconferencing and Remote Participation Procedures and Establishing Procedures Page 3
For the Meeting of April 14, 2026
Additional requirements include:
• A quorum must participate in person
• The member must disclose the general reason for participating remotely • Participation must occur through two-way audio and video communication • Member must disclose persons over 18 at the remote location with them • Remote participation is limited to five meetings per calendar year per member
3. Disability Accommodation Teleconference Participation (Government Code §54953(c))
A member with a disability may participate remotely as a reasonable accommodation under the Americans with Disabilities Act (ADA).
Under this provision:
• The remote location is not required to be open to the public • The location does not need to be listed on the meeting agenda • The remote participant counts toward any in-person quorum requirements • Participation must occur through real-time audio and video communication unless audio-only participation is necessary due to the disability • Member must disclose persons over 18 at the remote location with them
4. State of Emergency Teleconference Participation (Government Code §54953.8.2)
A teleconference meeting is authorized during a proclaimed state of emergency or local emergency if meeting in person would present imminent risks to health or safety. Under this provision, a two-way telephonic service may be used without video, for both member and public participation.
Optional Changes for Subsidiary/Advisory Bodies
SB 707 also allows, but does not require, cities to extend teleconferencing options for members of subsidiary/advisory bodies, as of January 1, 2026. For those subsidiary bodies the following requirements must be met:
1. One physical meeting location open to the public, with at least one staff member present and agenda posted at the physical location.
2. Members must appear on camera during open meetings unless a physical/mental condition or technological issue prevents it.
3. Teleconferencing option must be reauthorized every six months by Council.
Before the body takes action on an item, the member participating remotely must disclose whether any adults are present in the room and their general relationship.
Mandatory Remote Public Attendance for Meetings of ”Eligible Legislative Bodies” Beginning July 1, 2026, meetings of “eligible legislative bodies” must allow the public to attend and participate by two-way telephonic or two-way audiovisual platform, unless adequate service is not operational.
Review of SB 707 Teleconferencing and Remote Participation Procedures and Establishing Procedures Page 4
For the Meeting of April 14, 2026
Under either option, call-in-only capability must be available for members of the public without internet access. On an audiovisual platform (e.g. Zoom), members of the public may turn off their video and participate by audio only.
“Eligible legislative body” is defined as:
(A) A city council of a city with a population of 30,000 or more. (B) A county board of supervisors of a county with a population of 30,000 or more. (C) A city council of a city located in a county with a population of 600,000 or more. (D) The board of directors of certain special districts.
The City Council qualifies, but not any city commissions or committees.
Development of Local Procedures
While SB 707 establishes the legal framework for teleconference participation, many agencies adopt administrative procedures to ensure consistent implementation. Establishing local procedures will assist the City in implementing these requirements in a consistent and transparent manner.
Technology Disruption Policy (Required)
Prior to July 1, 2026, Council must approve, in open session and not on the consent calendar, a policy regarding the disruption of telephonic or internet service. This policy must include the procedures for recessing and reconvening a meeting in the event of disruption and efforts city staff will make to attempt to restore service. The policy must include the requirement that if a disruption occurs, Council must recess the meeting for at least one hour (or until telephonic or internet service is restored, if earlier) and make a good faith attempt to restore the service.
Council may meet in closed session during this period. If service cannot be restored after reasonable effort for at least one hour, Council must make a finding and vote via roll call that good faith efforts were made in accordance with the policy and that public interest in continuing the meeting outweighs the public interest in remote public access. A draft policy is attached.
Language Translation and Interpretation and Public Participation SB 707 requires translation of agendas and the City’s public meetings information webpage into “applicable languages” based on the most recent American Community Survey (ACS) data of the population served. “Applicable languages” are defined as any language spoken jointly by 20% or more of the City population, provided that 20% or more of the speakers of that language speak English less than “very well” according to ACS data. Staff has reviewed and, based on the latest ACS data from 2024, San Dimas does not meet the 20% threshold required for translation. Only 19.7% of the City population speaks Spanish. Of those Spanish speakers,
22.3% speak English less than very well.
SB 707 also requires public agencies to reasonably assist any member of the public who wishes to translate a meeting or wishes to receive interpretation provided by another member of the public, so long as the interpretation does not disrupt the meeting. Reasonable assistance may include arranging space for interpreters at the meeting location, allowing extra time during the meeting for interpretation, or ensuring that participants may use personal equipment or reasonably access commercially available interpretation services. The City is not required to provide interpretation of meetings but may elect to do so, at its discretion.
Review of SB 707 Teleconferencing and Remote Participation Procedures and Establishing Procedures Page 5
For the Meeting of April 14, 2026
The City will also be required to provide a physical location for members of the public to post their own additional translations of the agenda in reasonable proximity to the physical location in which Council meeting agendas are posted. Meeting agendas are posted on locked boards outside City Hall. Staff will identify a location for the public to post agenda translations for Council meetings and return with a policy on use of such location for Council consideration.
In addition to the above, SB 707 requires the City to encourage residents, including those in underrepresented communities and non-English-speaking communities, to participate in public meetings. This includes maintaining a system for electronically accepting and fulfilling requests for meeting agendas and documents through email or through an integrated agenda management platform and maintaining an accessible internet webpage dedicated to public meetings that provides information about public meetings and the steps to participate. Staff currently manage requests through the City Clerk email address ([email protected]) or the office phone number at (909) 394-6210 and will begin updating the website to comply with SB 707 requirements. The City must also make reasonable efforts, as determined by the City Council, to invite groups that do not traditionally participate in public meetings to attend those meetings.
Social Media
SB 707 removed the sunset from AB 992 (2021), which provides that legislative body members can use social media to communicate with the public, but a majority cannot discuss matters within their jurisdiction via social media. Individual members cannot respond to another member’s posts, shares, etc. on matters within their jurisdiction (including likes, comments, emojis, etc.) The City already complies with this aspect of SB 707 with its Electronic Communications Policy.
Providing Copies of Brown Act (Required)
SB 707 requires that local agencies shall provide copies of the Brown Act to persons elected or appointed to a legislative body.
Removal of Disruptive Virtual Attendees (Procedure)
SB 707 authorizes removal or limiting participation by virtual attendees who engage in behavior that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting. The City must still provide warning before removal, unless behavior constitutes use of force or true threat of force.
ALTERNATIVES
SB 707 remote public attendance requirements and technology disruption policy must be adopted by July 1, 2026, which may necessitate additional Council meetings to review and finalize the required policies and procedures prior to the implementation deadline.
Receive and Provide Direction
Receive the overview and provide direction regarding the development of policies and procedures.
Review of SB 707 Teleconferencing and Remote Participation Procedures and Establishing Procedures Page 6
For the Meeting of April 14, 2026
ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.
Respectfully submitted,
Debra Black
City Clerk
Attachments:
1. SB 707 Teleconferencing and Remote Participation Procedures
2. SB 707 Teleconferencing and Remote Participation Pathways
3. SB 707 Technology Disruption Policy
4. SB 707 Virtual Participation Behavior Procedure
ATTACHMENT 1
CITY OF SAN DIMAS
Administrative Policy and Procedure Manual
1.0 BACKGROUND
The Ralph M. Brown Act (Government Code §§54950–54963) governs meetings of legislative bodies of local agencies and establishes requirements intended to ensure transparency and public participation in governmental decision-making. Historically, the Brown Act permitted councilmember teleconference participation only under strict conditions, including identifying each teleconference location on the agenda and allowing public access at those locations.
During and after the COVID-19 public health emergency, legislation expanded remote participation options. Recently, the Legislature enacted Senate Bill 707 (SB 707) to adopt additional bases for councilmember teleconference participation and to require cities to allow remote participation for the public at City Council meetings, among other changes and reorganizations to the Brown Act.
SB 707 establishes three methods of teleconference participation for city councilmembers, each with distinct requirements. SB 707 also requires cities to allow remote public attendance and participation at City Council meetings through an audiovisual platform or two-way telephonic service. Local agencies are responsible for ensuring their meeting procedures remain consistent with these statutory provisions. Policies and procedures necessary to implement SB 707 remote public attendance provisions must be in place by July 1, 2026.
2.0 GENERAL PROCEDURE
City Council meetings shall ordinarily be conducted with members present at the designated meeting location. Remote participation by City Councilmembers may occur only when Subject: SB 707 Teleconferencing and Remote Participation Procedures Number:
Effective
Department(s) Date:
Affected City Council
Replaces: None
Assigned to: City Clerk File
Reference:
City
Manager:
Authority:
Ralph M. Brown Act (Government Code §§ 54950–
54963), including teleconferencing provisions under
Government Code § 54953 and 54953.8 as amended
by Senate Bill 707 Approved:
Version v1.0 Page 2 of 4 AP&P
authorized under the teleconferencing provisions of Government Code § 54953 or 54953.8.
Participation through lawful teleconference shall constitute attendance for purposes of quorum and voting.
3.0 PROCEDURE
3. TELECONFERENCING METHODS
City Council Members may participate remotely using one of the following methods authorized by state law:
3.1 Traditional Teleconference Participation (G.C. § 54953(b)) A meeting of a legislative body, the members of which are in different locations, connected by electronic means, through either audio or video, or both.
A Council Member may participate by teleconference if:
• The teleconference location is listed on the meeting agenda • The location is accessible to the public
• The agenda is posted at the teleconference location
• Members of the public may address the legislative body from that location A quorum of the legislative body must participate from locations within the jurisdiction.
3.2 “Just Cause” Teleconference Participation (G C § 54953.8.3) A Council Member may participate remotely for “just cause” without making the remote location publicly accessible.
Just cause is defined as:
• Childcare or caregiving responsibilities
• Contagious illness
• Official travel on government business
• Physical or family medical emergency
• Physical or mental condition that is not a disability • Military service obligations at least 50 miles away
Requirements include:
• A quorum of the Council must participate in person
• The member must disclose the general reason for remote participation • Member must disclose persons over 18 at the remote location with them, and their general relationship
• Participation must be through two-way audio and video communication
Version v1.0 Page 3 of 4 AP&P
• Remote participation under this provision is limited to five meetings per calendar year per member
• Participant name and legal basis for participation must be listed in minutes
3.3 Disability Accommodation Teleconference Participation (Government Code § 54953(c))
A member with a disability may participate remotely as a reasonable accommodation under the Americans with Disabilities Act.
Under this provision:
• The remote location is not required to be publicly accessible • Must disclose presence of anyone 18+ and relationship • The location does not need to be listed on the agenda • The remote member counts toward any in-person quorum requirements • Participation must occur through real-time audio and video communication unless audio-only participation is necessary due to the disability There is no annual limit on remote participation required as a disability accommodation.
3.4 State of Emergency Teleconference Participation
(Government Code § 54953.8.2)
A teleconference meeting is authorized during a proclaimed state of emergency or local emergency if the City Council finds that meeting in person would present imminent risks to health or safety. The finding must be renewed every 45 days. Under this provision, a two-way telephonic service may be used without video, for both member and public participation.
4. PUBLIC ACCESS REQUIREMENTS
All teleconference meetings must allow the public to:
• Remotely hear and remotely visually observe the meeting through (1) a two-way audiovisual platform or (2) a two-way telephonic service. A call-in option is required to be available. If “just cause” teleconferencing, a live webcast must also be provided if two-way telephonic service is used.
• Remotely address the Council during designated public comment periods • Access meeting materials consistent with the Brown Act
Version v1.0 Page 4 of 4 AP&P
The City shall ensure that teleconferencing technology provides clear audio communication for all participants.
5. NOTICE AND REQUEST PROCEDURES
Council Members requesting remote participation should notify the Mayor and City Clerk as soon as practical and, when feasible, at least 96 hours prior to the meeting.
The request should indicate the teleconferencing method being utilized.
Emergency circumstances may be reported as soon as practical.
6. ADA COMPLIANCE
The City shall provide reasonable accommodations to individuals with disabilities consistent with the Americans with Disabilities Act.
Requests for accommodation should be directed to the City Clerk at [email protected] or (909)394-6210.
7. MEETING RECORDS
Meeting minutes shall reflect whether a Council Member:
• Attended in person
• Participated remotely pursuant to applicable Government Code provisions • Was absent
8. LIMITATION
This policy does not expand teleconferencing authority beyond what is authorized under the Brown Act. All teleconferencing participation must comply with Government Code § 54953 and 54953.8, as applicable, and any subsequent amendments.
ATTACHMENT 2
SB 707 Teleconferencing Pathways
Brown Act – Government Code §54953 and 54953.8
Feature 🟦 Traditional
Teleconference
🟨 “Just Cause”
Teleconference
🟩 ADA
Accommodation
Teleconference
Statute §54953(b) §54953.8.3 §54953(c)
Purpose Standard
teleconference
method
Limited remote participation
for “just cause” reasons, as
defined in Brown Act
Remote participation as
a disability
accommodation
Public Access
at Remote
Location
Required Not required Not required
Remote
Location Listed
on Agenda
Yes No No
Agenda Posted
at Remote
Location
Yes No No
Quorum
Requirement
Quorum must be
within the
jurisdiction
Quorum must be physically
present at meeting location
Remote participant
counts toward any inperson quorum
requirement
Technology
Requirement
Audio participation Two-way audio and video Two-way audio and video (audio-only if
medically necessary)
Disclosure
Requirement
None specific Member must state general
reason.
Member must disclose if
adults are present in the
room
Member must disclose
if adults are present in
the room
Annual Limit No limit Maximum of 5 meetings per
year
No limit
Typical Use Rare due to
administrative
requirements
Childcare or caregiving to
relative, contagious illness,
travel on government
business, medical
emergency, military service
Disability
accommodation under
ADA
Key Differences at a Glance
🟦 Traditional Teleconference
• Remote location must be listed on agenda
• Agenda must be posted at the remote location
• Remote location must be open to the public
• No annual limit.
🟨 Just Cause Teleconference
• Limited use (5 meetings per year)
• Requires disclosure of general reason
🟩 ADA Teleconference
• Used when required as a disability accommodation
• Counts toward in-person quorum requirements
• No annual limit
TTACHMENT ATTACHMENT 3
CITY OF SAN DIMAS
Administrative Policy and Procedure Manual
1.0 BACKGROUND
Senate Bill 707 (2025) amended the Brown Act to require eligible legislative bodies to adopt, on or before July 1, 2026, a policy addressing how the agency will respond to disruptions in telephonic or internet service that prevent members of the public from attending or observing a meeting remotely. This policy is adopted to comply with that requirement and to ensure continuity of public participation during technical disruptions.
2.0 GENERAL POLICY
This policy establishes procedures for responding to a disruption in the telephonic or internet services that provide two-way remote public access to meetings of the City Council of the City of San Dimas, as required by the Brown Act (Gov. Code § 54953.4). The policy ensures transparency, public participation, and continuity of government during technology disruptions.
3.0 DEFINITIONS
For purposes of this policy:
• “Disruption” means any failure, outage, or other interruption that prevents members of the public from attending or observing the meeting via these remote access services. • “Remote access services” means the two-way telephonic service and/or two-way audiovisual platform used to provide real-time remote public attendance and observation of meetings.
Subject: SB 707 Disruption of Telephonic or Internet
Service During Public Meetings Number:
Effective
Department(s) Date:
Affected City Council
Replaces: None
Assigned to: City Clerk, Information Systems File
Reference:
City
Manager: Authority:
Ralph M. Brown Act, Government Code §§ 54953.4
and Senate Bill 707
Approved:
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4.0 APPLICABILITY
This policy applies to all open and public meetings of the City Council at which remote public participation is offered or required under the Brown Act.
5.0 POLICY
PROCEDURES IN THE EVENT OF A SERVICE DISRUPTION
5.1. Response to Service Disruption
If the Presiding Officer or Clerk becomes aware of a disruption to the agency’s remote access services that prevents members of the public from attending or observing the meeting remotely:
1. The Presiding Officer or Clerk shall immediately announce the disruption to the public.
2. The Presiding Officer shall then recess the open session.
3. Staff shall begin efforts to diagnose and restore the disrupted service.
4. The open session of the meeting shall remain in recess for at least one hour or until service is restored, whichever is sooner. The City Council may meet in closed session during this period to consider any closed session items on the agenda. The recess period may be extended if restoration efforts are ongoing.
5.2. Efforts to Restore Service
The agency shall make good faith efforts to restore remote access services, which may include:
• Troubleshooting platform or teleconferencing software • Resetting or replacing audiovisual equipment
• Attempting alternative connection methods
• Contacting necessary support staff or service providers • Switching to back-up equipment or platforms, if available The City Clerk shall document the restoration efforts undertaken.
6. RECONVENING THE OPEN SESSION
6.1. Timing
The open session may be reconvened after at least one hour has elapsed from the time of disruption or as soon as service is restored, whichever occurs earlier.
6.2. If Service Is Restored
If the remote access service is restored before or at the time the meeting reconvenes, the meeting shall proceed as normal.
6.3. If Service Is Not Restored
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If service has not been restored after one hour, the City Council may reconvene and:
1. Adjourn the meeting; or
2. Proceed with the meeting in open session by adopting, by roll call vote, the following, or a substantially similar finding:
“The City Council has made good faith efforts to restore telephonic or internet service in accordance with its adopted policy, and the public interest in continuing the meeting outweighs the public interest in remote public access.” Upon adoption of the finding, the legislative body may proceed with the open session even though remote access services have not been restored.
7. RECORDKEEPING
The Clerk shall enter a brief statement into the meeting minutes, including the following:
• The nature and time of the disruption
• The restoration efforts undertaken
• The time the meeting was reconvened (if applicable)
• Any finding adopted pursuant to Section 6.3
8. REVIEW AND UPDATES
This policy may be amended by the City Council at a noticed public meeting in open session, not on the consent calendar.
ATTACHMENT 4
CITY OF SAN DIMAS
Administrative Policy and Procedure Manual
1.0 BACKGROUND
Senate Bill 707 (2025) establishes the legal framework for teleconference participation; many agencies adopt administrative procedures to ensure consistent implementation. Establishing local procedures will assist the City in implementing these requirements in a consistent and transparent manner. SB 707 authorizes removal or limiting participation by virtual attendees who engage in behavior that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting. The City must still provide warning before removal, unless behavior constitutes use of force or true threat of force.
2.0 GENERAL PROCEDURE
This policy establishes procedures governing participation in public meetings by Zoom or similar virtual platforms. Its purpose is to ensure meetings are conducted in an orderly, efficient, and lawful manner while preserving the public’s right to participate, consistent with the Ralph M.
Brown Act (Gov. Code § 54950 et seq.).
3.0 PARTICIPANT REQUIREMENTS
3.1 Identification
Participants must use an identifiable display name when joining a meeting. • Names that are obscene, inciting of violence, or are actual and serious threats of force are prohibited.
• Names that are profane or misleading to the extent that they actually disrupt, disturb, impede, or render infeasible the orderly conduct of the meeting are prohibited.
Subject: SB 707 Virtual Participation and Enforcement
Procedure for Public Meetings Number:
Effective
Department(s) Date:
Affected City Council
Replaces: None
Assigned to: City Clerk, Information Systems File
Reference:
City
Manager: Authority: Cal. Gov’t Code §§ 54953, 54954.3, 54957.9, 54957.95, and 54957.96 Approved:
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• Names that impersonate others or are clearly and obviously not the name of the remote participant are prohibited.
• The City reserves the right to rename participants in violation of the above rules, and to add notations to a participant’s display name for administrative purposes.
3.2 Audio Conduct
Participants must remain muted unless recognized by the presiding officer or teleconference operator.
• Speaking out of turn, interrupting, or creating audio disruptions is prohibited.
3.3 Visual Conduct
Participants shall not display visual content that is illegal, such as obscene images, images that incite violence, and images that are actual and serious threats of force.
Profane, abusive, or other visual content, that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting, is prohibited.
Visual content the topic of which is outside the subject matter jurisdiction of the City Council is prohibited.
Video may be disabled if such content is observed.
4. RULES OF DECORUM
• Prohibited conduct includes, but is not limited to:
• Use of profanity or abusive language that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting
• Obscene speech
• Incitement of violence, or actual and serious threats of force • Interrupting speakers, exceeding time limitations, or engaging in conduct that disrupts, disturbs, impedes, or renders the orderly conduct of the meeting infeasible Nothing in this policy is intended to prohibit public criticism of the legislative body, its policies, procedures, programs, or services, consistent with Government Code § 54954.3(c).
5. ENFORCEMENT AUTHORITY
• The presiding officer is responsible for maintaining order and enforcing this policy and may direct designated staff (Host or Co-Host) to take appropriate enforcement actions, consistent with Government Code § 54957.95, 54957.96, and 54957.9.
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6. ENFORCEMENT PROCEDURES
6.1 Warning
The presiding officer or designee shall issue a verbal warning that the participant’s behavior is disrupting the meeting and that their failure to cease their behavior may result in their removal.
6.2 Administrative Controls
If the behavior continues, the presiding officer or designee may direct staff to take one or more of the following actions:
• Mute the participant
• Disable participant video
• Rename the participant
• Restrict chat or other interactive features
6.3 Removal from Meeting
A participant may be removed from the meeting if: disruptive behavior continues after a warning. No warning is necessary to remove a person for a use of force or a true threat of force. (Gov. Code 54957.95.)
Pursuant to Government Code § 54957.9, the legislative body may order the meeting room cleared if a group of persons are willfully interrupting the meeting so as to render the orderly conduct of the meeting infeasible and order cannot be restored by removing those individuals. The legislative body may continue in session after clearing the room, and persons may be allowed to re-enter as provided in Gov. Code 54957.9.
7. PUBLIC COMMENT PROCEDURES
• Participants wishing to speak during public comment must follow established procedures, including recognition by the presiding officer and adherence to time limits, consistent with Government Code § 54954.3(a). Failure to comply may result in forfeiture of speaking privileges.
8. DOCUMENTATION
• Staff may document violations of this policy, including:
• Participant name (as displayed)
• Nature of the violation
• Time of occurrence
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• Enforcement action taken
9. SEVERABILITY
• If any provision of this policy is found to be invalid, such invalidity shall not affect the remaining provisions.