EXHIBIT “A”
A. Trademark the City Logo
Staff has clarified that the City can trademark its logos but not its official seal or flag. This item is to provide direction to staff to pursue trademark protection for eligible logos and to verbally provide additional information at the City Council meeting why the City’s seal and flag cannot be trademarked.
Recommendation:
Provide staff with direction to proceed with trademarking the City’s logos, and include explanatory context regarding trademark limitations for the City seal and flag.
B. Increased Participation at Transaction Tax Town Halls A resolution in connection with Measure A and Measure SF has required public transaction tax town halls, which have historically been held separately from City Council meetings. Staff has reported low turnout at these events and supports a change to increase civic participation. This item is to review the resolution governing these meetings and discuss potential revisions to consolidate the transaction tax town halls with regular City Council meetings, thereby improving accessibility and public engagement.
Recommendation:
Direct staff to review the existing resolution governing the transaction tax town halls and return with recommended changes to combine them with City Council meetings for greater civic participation.
C. Amend City Council Meeting Dates
In recent years, the City Council has canceled its regular November meeting during election years to promote civic engagement. The City Council will discuss making this change permanent, designating a different day as the regular City Council meeting. Discussion may also include potential impacts on the Planning and Preservation Commission meeting schedule.
Recommendation:
Provide staff with direction regarding potential changes to City Council and, if necessary, Planning and Preservation Commission meeting dates, so that staff may prepare the appropriate ordinance or resolution.
D. Disaster Council
The Disaster Council is intended to meet quarterly but has not convened in recent years. The City Council will discuss reestablishing regular meetings and updating the Disaster Council liaison assignments.
Recommendation:
Direct staff to update the Disaster Council liaison list administratively, provide a copy to the City Council, and coordinate the scheduling of the next Disaster Council meeting.
October 20, 2025 Special & Regular CC Mtg Page 181 of 219 EXHIBIT “A”
E. City Council Contact, City Attorney Services, and Request to Agendize Forms The City currently utilizes forms related to City Council contact with employees and City Attorney services, as well as a form for requesting items to be agendized for City Council meetings. While these forms have been updated periodically, certain sections remain outdated or unclear. This item is to review and update the forms to ensure consistency, clarity, and alignment with current City practices.
Recommendation:
Direct staff to prepare a resolution updating the City Council Contact, City Attorney Services, and Request to Agendize forms, as necessary.
F. City Council Procedural Manual
Similar to the City Council contact and attorney service policies, the City Council Procedural Manual has been revised over time but still contains areas that could benefit from further clarification or modernization. This item allows the City Council to review and consider amendments to the manual, including but not limited to: the order in which motions are recognized and voted upon, the application of Robert’s Rules of Order, procedures for breaking ties, and other operational improvements. Councilmembers may propose additions, deletions, or revisions as necessary to improve clarity and efficiency.
Recommendation:
Direct staff to prepare a resolution amending the City Council Procedural Manual.
G. City Council Handbook
The City Attorney indicated that the City Council Handbook may not have been formally approved by the City Council, even though other handbooks—such as the Commissioner Handbook—have been approved. As a best practice, the City Attorney recommends that the City Council formally review and approve the handbook.
Given the extensive nature of this document, staff recommends creating an Ad Hoc Committee dedicated to reviewing the handbook in detail. This review would include discussions regarding processes for certificates, voting on resolutions or proclamations for individuals, and other related procedures.
This item was brought to the City’s attention by Councilmember Lopez. Therefore, an Ad Hoc Committee consisting of Councilmember Lopez and Councilmember Fajardo was recommended by Councilmember Fajardo. For clarity, this item was not deliberated with any other Councilmembers to ensure compliance with the Brown Act.
Recommendation:
Establish an Ad Hoc Committee consisting of Councilmember Lopez and Councilmember Fajardo to review the City Council Handbook and return recommendations for formal approval.
October 20, 2025 Special & Regular CC Mtg Page 182 of 219
PROCEDURAL MANUAL
Adopted: July 3, 1995 Resolution No. 6434
Amended: March 16, 1998 Resolution No. 6604
August 7, 2000 Resolution No. 6743
July 21, 2003 Ordinance No. 1543
July 20, 2009 Resolution No. 7328
December 7, 2009 Resolution No. 7346
May 3, 2010 Resolution No. 7376
September 19, 2011 Resolution No. 7454
May 4, 2015 Resolution No. 7664
October 19, 2015 Resolution No. 7704
May 7, 2018 Resolution No. 7850
August 20, 2018 Resolution No. 7883
March 18, 2019 Resolution No. 7907
August 19, 2019 Resolution No. 7916
EXHIBIT "B"
October 20, 2025 Special & Regular CC Mtg Page 183 of 219 ii
TABLE OF CONTENTS
1. MEETINGS........................................................................................................................... 1
1.1 Regular Meetings.................................................................................................... 1
1.2 Adjourned Meetings............................................................................................... 1
1.3 Special Meetings..................................................................................................... 2
1.4 Meeting Notices (Regular, Special and Adjourned)................................................ 2
1.5 Meetings to be Public ............................................................................................. 2
1.6 Closed Sessions - Matters of Discussion................................................................. 2
1.7 Closed Sessions Confidentiality .............................................................................. 3
1.8 Quorum; Vote Requirements ................................................................................. 3
1.9 Unexcused Absences .............................................................................................. 4
2. AGENDA PROCEDURES AND ORDER OF BUSINESS ........................................................... 4
2.1 Agenda .................................................................................................................... 4
2.2 Agenda Deadline..................................................................................................... 5
2.3 Posting of Notice and Agenda................................................................................. 6
2.4 Roll Call.................................................................................................................... 6
2.5 Approval of Agenda ................................................................................................ 6
2.6 Approval of Consent Calendar................................................................................ 7
2.7 Approval of Minutes............................................................................................... 7
2.8 Public Hearings........................................................................................................ 7
2.9 Public Hearing Items............................................................................................... 8
2.10 Non-Agenda Items.................................................................................................. 9
2.11 Adjournment........................................................................................................... 9
3. PRESIDING OFFICER............................................................................................................ 9
3.1 Presiding Officer...................................................................................................... 9
3.2 Call to Order............................................................................................................ 9
3.3 Participation of Presiding Officer.......................................................................... 10
3.4 Question or Motion to be Stated.......................................................................... 10
3.5 Signing of Documents........................................................................................... 10
3.6 Maintenance of Order .......................................................................................... 10
3.7 Duration of Meeting ............................................................................................. 10
4. RULES, DECORUM, AND ORDER ...................................................................................... 11
4.1 Points of Order...................................................................................................... 11
4.2 Decorum and Order – Councilmember ................................................................ 11
4.3 Decorum and Order – Employees......................................................................... 11
4.4 Decorum and Order – Public................................................................................. 12 October 20, 2025 Special & Regular CC Mtg Page 184 of 219 iii
4.5 Enforcement of Decorum ..................................................................................... 12
4.6 Personal Interest .................................................................................................. 12
4.7 Limitations of Debate............................................................................................ 12
4.8 Dissents and Protests............................................................................................ 13
4.9 Procedures in Absence of Rules............................................................................ 13
5. ADDRESSING THE CITY COUNCIL ..................................................................................... 13
5.1 Manner of Addressing the City Council ................................................................ 13
5.2 Time Limitation ..................................................................................................... 14
5.3 Addressing the City Council After Motion is Made .............................................. 14
5.4 Written Correspondence ...................................................................................... 14
6. MOTIONS .......................................................................................................................... 14
6.1 Processing of Motions........................................................................................... 14
6.2 Motions Out of Order ........................................................................................... 14
6.3 Division of Motion................................................................................................. 15
6.4 Precedence of Motions......................................................................................... 15
6.5 Motion to Adjourn (Not Debatable) ..................................................................... 15
6.6 Motion to Fix Hour of Adjournment..................................................................... 15
6.7 Motion to Table .................................................................................................... 16
6.8 Motion to Call for the Previous Question............................................................. 16
6.9 Motion to Amend.................................................................................................. 16
6.10 Motion to Continue .............................................................................................. 16
6.11 General Consent ................................................................................................... 16
7. VOTING ............................................................................................................................. 16
7.1 Voting Procedure .................................................................................................. 16
7.2 Voting.................................................................................................................... 17
7.3 Failure to Vote ...................................................................................................... 17
7.4 Reconsideration .................................................................................................... 17
8. RESOLUTIONS ................................................................................................................... 17
8.1 Resolutions Prepared in Advance......................................................................... 17
8.2 Resolutions Not Prepared in Advance .................................................................. 18
8.3 Urgency Resolutions............................................................................................. 18
9. ORDINANCES .................................................................................................................... 18
9.1 Introduction (First Reading).................................................................................. 18
9.2 Adoption (Second Reading) .................................................................................. 18
9.3 Amendment Following Introduction .................................................................... 19
9.4 Effective Date........................................................................................................ 19 October 20, 2025 Special & Regular CC Mtg Page 185 of 219 iv
9.5 Publishing.............................................................................................................. 19
9.6 Urgency Ordinances.............................................................................................. 19
10. MINUTES........................................................................................................................... 20
10.1 Preparation of Minutes......................................................................................... 20
10.2 Absence of City Clerk ............................................................................................ 20
11. REORGANIZATION............................................................................................................ 20
11.1 Selection of Mayor and Vice Mayor ..................................................................... 20
11.2 Selection of City Council Liaison and Delegates................................................... 21
12. COMMITTEES.................................................................................................................... 21
12.1 General.................................................................................................................. 21
12.2 Purpose ................................................................................................................. 21
12.3 Limitations on Authority ....................................................................................... 22
12.4 Applicable Laws and Regulations.......................................................................... 22
12.5 Meeting Date and Time ........................................................................................ 22
12.6 Quorum................................................................................................................. 22
12.7 Staffing .................................................................................................................. 22
12.8 Agendas................................................................................................................. 23
12.9 Report on Activities of Standing Committees....................................................... 23
13. PROCEDURE FOR FILLING CITY COUNCIL VACANCIES ..................................................... 23
14. PRIORITY GOAL SETTING MEETING ................................................................................. 24
15. OFFICIAL LETTERHEAD AND OTHER STATIONERY USE POLICIES .................................... 25
15.1 Authorized Use of Letterhead............................................................................... 25
15.2 Unauthorized Use of Official Letterhead or Other Official Stationery ................. 25
15.3 Preparation of Communications Using Official Letterhead or Other Official Stationery.............................................................................................................. 26
15.4 Counterfeit Letterhead or Stationery ................................................................... 26
15.5 Definitions............................................................................................................. 27
16. STATEMENTS OF ECONOMIC INTEREST........................................................................... 27
16.1 Form 700 Overview............................................................................................... 27
16.2 Timely Submission of Annual Statements of Economic Interest.......................... 27
16.3 Review by City Clerk and City Attorney ................................................................ 28 October 20, 2025 Special & Regular CC Mtg Page 186 of 219 Procedural Manual – City Council of the City of San Fernando 1
PREAMBLE
These rules are enacted pursuant to Government Code Section 36813 to provide decorum and order at City Council meetings and to promote the efficient conduct of those meetings. The rules govern the procedures of the City Council itself and the conduct of individual Councilmembers. It is also intended that the rules govern the conduct of City staff and members of the public who attend City Council meetings. In the event of a conflict between these rules of procedures and any provision of State or Federal law, including but not limited to the Ralph M. Brown Act codified at Section 54950 et seq. of the California Government Code, the State or Federal law controls.
The source for many guidelines is set forth beneath the text of the section.
Because circumstances may differ from one meeting to the next, these rules are intended as guidelines, and are not inflexible rules. Accordingly, they may be waived at any meeting, by Motion, in accordance with Robert’s Rules of Order.
1. MEETINGS
1.1 REGULAR MEETINGS
Consistent with Section 2-61 (regular meetings) of the San Fernando Municipal Code, regular meetings of the City Council of the City of San Fernando are held in the Council Chambers of the City Hall, 117 Macneil Street, San Fernando, California, on the first and third Mondays of each month at 6:00 p.m. When the day of the regular Council meeting falls on a legal holiday, the meeting will be held at the same hour on the next succeeding day that is not a holiday. The foregoing notwithstanding, the City Council will not convene for regular City Council meetings that would otherwise occur on the third Monday in December, unless the City Council, by majority vote of the body, determines in any given year that such meeting should be held. Nothing in this section shall prevent the City Council from calling any special meeting, adjourned special meeting, adjourned regular meeting or emergency meeting in the month of December that may be deemed necessary for the conduct of City business.
1.2 ADJOURNED MEETINGS
Any meeting may be adjourned to a time, place and date certain, but not beyond the next regular meeting.
October 20, 2025 Special & Regular CC Mtg Page 187 of 219 Procedural Manual – City Council of the City of San Fernando 2
1.3 SPECIAL MEETINGS
Special meetings may be called at any time by the Mayor or three members of the City Council by a written notice as outlined in Section 1.4 below. Only matters contained in the notice may be considered.
1.4 MEETING NOTICES (REGULAR, SPECIAL AND ADJOURNED)
Notices for regular meetings are to be posted with the regular meeting in the manner prescribed under Section 2.3 and in accordance with State law. As prescribed by Government Code Sections 54955 and 54956, notices for special meeting or meetings that have been adjourned by the City Clerk shall be delivered to each member of the City Council and to each local newspaper of general circulation and radio or television station requesting such notice in writing. The notice shall be delivered personally via electronic delivery and shall be received at least 24 hours before the time of the meeting as specified in the notice. The City Clerk shall also comply with all other noticing and posting requirements set forth under Government Code Sections 54955 and 54956 as applicable.
1.5 MEETINGS TO BE PUBLIC
All regular, adjourned, and special meetings of the City Council shall be open to the public; provided, however, the City Council may hold closed sessions for purposes outlined in the following section. (Government Code Section 54953)
1.6 CLOSED SESSIONS - MATTERS OF DISCUSSION
The City Council may hold closed sessions, from which the public may be excluded, for consideration of any item for which closed sessions are permitted by State law. The following subjects are typically conducted in closed session:
a. LICENSE/PERMIT DETERMINATION (Government Code Section 54956.7) b. CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8)
c. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION (Government Code Section 54956.9, Subdivision (a) of Section 54956.9) d. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION (Subdivision (b) of Section 54956.9)
e. LIABILITY CLAIMS (Government Code Section 54956.95)
f. THREAT TO PUBLIC SERVICE OR FACILITIES (Government Code Section 54957) October 20, 2025 Special & Regular CC Mtg Page 188 of 219 Procedural Manual – City Council of the City of San Fernando 3 g. PUBLIC EMPLOYEE APPOINTMENT (Government Code Sections 54957 and 54957.6)
i. PUBLIC EMPLOYMENT
ii. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
iii. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE
iv. CONFERENCE WITH LABOR NEGOTIATOR (Government Code
Section 54957.6)
h. CASE REVIEW/PLANNING (Government Code Section 54957.8) i. REPORT INVOLVING TRADE SECRET (Sections 1461, 32106, and 32155 of the Health and Safety Code or Sections 37606 and 37624.3 of the Government Code)
j. Any other purpose specifically authorized by law.
The City Council shall publicly report at the public meeting during which the closed session is held any action taken and the roll call vote thereon, unless a late time is permitted for such report. In no case shall the report be delayed later than the next regular meeting of the City Council.
1.7 CLOSED SESSIONS CONFIDENTIALITY
All matters discussed during closed sessions shall be private and confidential.
The disclosure by any person of the topics or details of such matters is prohibited, except by the City Attorney who is designated to make any disclosures required by State law.
1.8 QUORUM; VOTE REQUIREMENTS
a. Three of the City Council’s five total members shall constitute a quorum. A quorum of the City Council shall be required for the City Council to conduct a City Council meeting and transact official business.
b. Except as otherwise provided by applicable State or federal law, if a quorum or more of the City Council’s total membership is present for a vote on an item of business, motions on such items may be approved by a simple majority of the members present and participating in the vote, excluding those members who have recused themselves from a vote. Member who abstain on a motion but who do not recuse themselves shall be counted toward the quorum.
October 20, 2025 Special & Regular CC Mtg Page 189 of 219 Procedural Manual – City Council of the City of San Fernando 4 c. Paragraph (b) of this Section notwithstanding, as required by Government Code Section 36936, resolutions, orders for the payment of money and ordinances shall require no less than three (3) affirmative votes of the total membership of the City Council in order to be approved. d. Paragraphs (b) and (c) of this Section notwithstanding, as required by State law, urgency ordinances and urgency interim zoning ordinances within the meaning of Government Code Sections 36937 and 65858, respectively shall require a minimum of (4) affirmative votes of the City Council’s total membership to be approved. The City Council shall comply with all other applicable supermajority approval requirements prescribed by State or federal law for certain ordinances, resolutions or motions.
1.9 UNEXCUSED ABSENCES
a. If a Councilmember, without the prior permission of the City Council, is absent from all regular meetings of the City Council for 60 days consecutively from the last regular meeting he/she attended, his/her office becomes vacant and shall be filled as any other vacancy, as provided by Government Code Section 36513.
b. If a Councilmember is absent without permission for two (2) consecutive regular meetings, the City Clerk shall use his or her best efforts to send a courtesy e-mail and regular mail notice to the absent Councilmember within fourteen (14) business days of the second missed regular meeting, notifying him or her of the provisions of this policy and Government Code Section 36513. The delivery of such notice is purely a courtesy extended to members of the City Council and failure of the City Clerk to deliver or timely deliver such notice shall not operate to prevent the seat of a Councilmember who has been absent without permission from all regular meetings of the City Council for 60 or more consecutive days from being declared vacant. It is the personal responsibility of each Councilmember to keep track of his or her attendances of all meetings of the City Council so to avoid vacating his or her City Council seat.
c. If a regular meeting of the City Council is cancelled or is otherwise rescheduled for any reason, the 60 consecutive unexcused absence period shall reset for all members of the City Council.
2. AGENDA PROCEDURES AND ORDER OF BUSINESS
2.1 AGENDA
The order of business of each City Council meeting shall be as contained in the Agenda prepared by the City Manager. The City Council shall follow the order of October 20, 2025 Special & Regular CC Mtg Page 190 of 219 Procedural Manual – City Council of the City of San Fernando 5 business as outlined in the prepared Agenda. Items may be taken out of order by the Presiding Officer or by majority consent of the City Council.
The Agenda for all regular meetings, with all background staff reports, shall be available to the public at the meeting and 72 hours in advance of the meeting (usually on Thursday of the prior week) at the City Clerk’s office.
The Agenda may be amended in accordance with State law, prior to any meeting.
2.2 AGENDA DEADLINE
a. A citizen requesting to place an item on a City Council agenda may submit a written request at any time to the City Council (or any Councilmember). The request may also be made during the public comment portion of a City Council meeting.
Items raised by the public during public comment, may be referred to staff by the City Council for follow up and possible placement on a future agenda for formal action.
A Councilmember wishing to sponsor a citizen request may place the item on an upcoming agenda under the heading “Administrative Reports.” b. When a member of the City Council wishes to have an item placed on an agenda of an upcoming City Council meeting, the following procedures shall be followed:
i. The member wishing to have an item placed on an agenda for an upcoming meeting shall provide the City Clerk with an agenda report that provides a general description of the item, the desired action and includes any other relevant written materials or information which the member would like to have considered at the meeting. The agenda report and any other supplementary material must be submitted to the City Clerk by 12:00 p.m. the Wednesday preceding the City Council meeting. Except as provided in paragraph b.ii. of this Section 2.2, all items requested to be placed on an agenda by a Councilmember shall appear on the agenda for discussion and action. No items, however, shall be placed on the agenda without an agenda report.
ii. Items that have been previously agendized, discussed and determined by action of the City Council are discouraged from being placed on the agenda for an upcoming meeting by a Councilmember unless the Councilmember can demonstrate a change of circumstances pertaining to the item or present new October 20, 2025 Special & Regular CC Mtg Page 191 of 219 Procedural Manual – City Council of the City of San Fernando 6 information of substantial importance that was not known at the time previous City Council action occurred. In such case, the Councilmember must follow the procedures set forth in
paragraph b.i above and include in the agenda report the reason for reconsideration of the item, i.e., changed circumstances, new information, etc., with supporting information. The item shall be tentatively placed on the agenda as a repeat item under the heading “Administrative Reports.” The repeat item, however, shall not be discussed nor acted upon by the City Council unless the repeat item is first approved for discussion as set forth in Section 2.5.
2.3 POSTING OF NOTICE AND AGENDA
Copies of the Notice and Agenda shall be delivered and posted in accordance with State law.
a. Location of Posting – Notices and Agendas shall be posted at the following locations:
i. Bulletin board at City Hall, 117 Macneil Street, San Fernando, California, 91340; and
ii. City’s website: www.sfcity.org .
2.4 ROLL CALL
A roll call of Councilmembers shall be held at the beginning of each City Council meeting by the City Clerk, who shall enter the names of those present in the minutes.
2.5 APPROVAL OF AGENDA
The agenda shall include an item entitled “Approval of Agenda” to occur immediately after “roll call.” During the “Approval of Agenda” portion of the meeting, the City Council shall determine whether to consider repeat items submitted by Councilmembers pursuant to paragraph b.2. of Section 2.2. A Councilmember may make a motion to approve the agenda as presented or make a motion to approve the agenda with the elimination of the repeat item(s) tentatively placed on the agenda under the heading “Administrative Report”. If the agenda is approved as presented, the request to consider a repeat item is deemed approved and discussion and action on that item may occur during City Council items.
October 20, 2025 Special & Regular CC Mtg Page 192 of 219 Procedural Manual – City Council of the City of San Fernando 7
2.6 APPROVAL OF CONSENT CALENDAR
Consent Calendar includes agenda items that are non-controversial or routine in nature, or have been previously discussed at length and there is group consensus. These items are grouped together and voted on in one motion. Any Councilmember may request that an item on the Consent Calendar be removed to be discussed and considered separately.
If the Consent Calendar includes second reading and adoption of an Ordinance, the motion to approve the Consent Calendar shall include a statement that the City Council waive full reading and adopt the ordinance by title only, unless full reading was already waived as part of the motion to approve the ordinance for first reading.
2.7 APPROVAL OF MINUTES
Unless the reading of the minutes of the previous Council meeting is requested by a majority of the City Council, such minutes may be approved without reading if the Clerk has previously furnished each Councilmember with a copy thereof.
2.8 PUBLIC HEARINGS
The following procedure for conducting public hearings should be followed:
a. The Presiding Officer shall introduce the public hearing matter by title and open the public hearing.
b. At the direction of the City Manager, the appropriate staff member presents the staff report and recommendations. The City Council may pose questions to City staff.
c. If the public hearing is a quasi judicial proceeding, the applicant or appellant whose matter is before the City Council shall be afforded the opportunity address the City Council on the matter and receive questions from the City Council before proceedings are opened up for public comment. d. The Presiding Officer shall open the public comment and testimony portion of the public hearing.
e. Councilmember should refrain from interrupting or posing questions to members of the public during their allotted time to speak, however the Presiding Officer may interject if the person speaking becomes disruptive to the proceedings or otherwise fails to comply with meeting decorum rules or if the person speaking is discussing issues unrelated to the business at hand.
Councilmembers may also interject with motions to raise points of privilege (e.g., to advise that the Councilmember cannot hear the speaker or that October 20, 2025 Special & Regular CC Mtg Page 193 of 219 Procedural Manual – City Council of the City of San Fernando 8 there is some other condition of the proceedings that is disruptive or distracting).
f. After all members of the public have been given an opportunity to comment on the public hearing matter, the Presiding Officer will announce closing of the public comment portion of the public hearing.
g. If the public hearing is a quasi judicial proceeding, the applicant or appellant whose matter is before the City Council shall be afforded the opportunity to respond to questions posed by members of the public and/or rebut or provide clarification response to comments and other assertions made by members of the public.
h. Councilmembers may the pose additional questions to City staff and/or project applicants or appellants before it begins deliberations on the matter. i. The City Council shall then deliberate on the matter until such time as the City Council is ready to entertain a motion to close the public hearing and vote on the matter.
j. If the City Council wishes to receive additional information before taking action on the matter, the City Council may move to reopen the public hearing so that the City Council may receive additional information. The City Council may also move to continue the public hearing.
2.9 PUBLIC HEARING ITEMS
The following are typical items which require the holding of a public hearing by the City Council prior to formal action:
a. Abandonment of Streets
(Amendments to Fees and Areas of Benefit)
b. Amendments to the Zoning and Ordinances which are Site Specific c. Budget Adoption
d. Conditional Use Permit Appeals
e. Franchises, Granting of
f. General Plan Amendments
g. Grant/Fund Applications When Federal/State Regulations so Mandate h. Housing and Community Development Act Funds
i. Moratorium Extensions
October 20, 2025 Special & Regular CC Mtg Page 194 of 219 Procedural Manual – City Council of the City of San Fernando 9 j. Thoroughfare Improvements
k. Underground Utility Districts, Establishment of
I. Vehicle Code Enforcement on Private Streets
m. Zoning Map Changes
n. Zone Variance Appeals
Other typical items may come before the City Council from time to time, for which State or Federal laws require the holding of a public hearing. In addition, the City Council may call for a public hearing for other items.
2.10 NON-AGENDA ITEMS
No matters other than those appearing on the posted agenda shall be acted upon by the City Council except in accordance with the procedures set forth in the Ralph M. Brown Act, codified at Section 54950 et seq. of the California Government Code. Any request to place a matter of business on a future agenda must be made in accordance with paragraph b of Section 2.2.
A proposal to create an Ad Hoc Committee for a matter or topic not directly related to the City Council's consideration and deliberation of an agendized action item must be agendized at a future meeting date before final action to create the Ad Hoc committee and to appoint its members can be taken.
2.11 ADJOURNMENT
To allow clarification of the record, a motion to adjourn a meeting to the next regular meeting should specify this. A motion to adjourn to an adjourned meeting shall specify the date, time and place of said adjourned meeting.
3. PRESIDING OFFICER
3.1 PRESIDING OFFICER
The Mayor shall be the Presiding Officer at all meetings of the City Council. In the absence of the Mayor, the Vice Mayor shall preside. In the absence of both the Mayor and Vice Mayor, the City Council shall elect a temporary Presiding Officer to serve until the arrival of the Mayor or Vice Mayor or until adjournment.
3.2 CALL TO ORDER
The meeting of the City Council shall be called to order by the Mayor or if the Mayor is absent, the Vice Mayor. In the absence of both the Mayor and the Vice October 20, 2025 Special & Regular CC Mtg Page 195 of 219 Procedural Manual – City Council of the City of San Fernando 10 Mayor, the meeting shall be called to order by the City Clerk, whereupon the City Clerk shall immediately call for the selection of a temporary Presiding Officer. In the absence of a quorum of three (3) Councilmembers, the City Clerk shall call the meeting to order and declare the same adjourned to a stated day and hour.
3.3 PARTICIPATION OF PRESIDING OFFICER
The Presiding Officer is primarily responsible for the conduct of the meeting; however, may move, second and debate from the Chair, subject only to such limitations of debate as are imposed on all Councilmembers, and shall not be deprived of any of the rights and privileges of a Councilmember by reason of being the Presiding Officer.
3.4 QUESTION OR MOTION TO BE STATED
The Presiding Officer may verbally restate each question immediately prior to calling for the vote. Following the vote, the Presiding Officer (or City Clerk) shall announce whether the question was carried or defeated, and may summarize the action taken by the City Council before proceeding to the next item of business.
3.5 SIGNING OF DOCUMENTS
The Mayor shall sign ordinances, resolutions and contracts approved by the City Council. In the absence of the Mayor, the Vice Mayor shall sign all such documents as have been adopted and approved by the City Council. In the absence of the Mayor and Vice Mayor, the temporary Presiding Officer shall sign all such documents.
3.6 MAINTENANCE OF ORDER
The Presiding Officer is responsible for the maintenance of order and decorum at all time. No person shall be allowed to speak who has not first been recognized by the Presiding Officer. All questions and remarks should be addressed to the Presiding Officer.
3.7 DURATION OF MEETING
If a meeting exceeds four hours, the Presiding Officer may call for a motion to adjourn all remaining items of business to an adjourned meeting, a special meeting or to the next regular meeting. For purposes of this section, the fourhour limit is inclusive of any special meeting, adjourned regular meeting or adjourned special meeting held immediately before or after a regular meeting October 20, 2025 Special & Regular CC Mtg Page 196 of 219 Procedural Manual – City Council of the City of San Fernando 11
4. RULES, DECORUM, AND ORDER
4.1 POINTS OF ORDER
The Presiding Officer shall determine all Points of Order subject to the right of any Councilmember to appeal to the City Council. If an appeal is taken, the question shall be, “Shall the decision of the Presiding Officer be sustained?” in which event a majority vote shall govern and conclusively determine such question of order.
4.2 DECORUM AND ORDER – COUNCILMEMBER
a. Councilmembers shall accord the utmost courtesy to each other, to City employees, and to the general public appearing before the City Council and shall refrain at all times from derogatory remarks.
b. Every Councilmember desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine discussion to the question under debate.
c. Every Councilmember desiring to question the administrative staff should address questions to the City Manager or City Attorney who shall be entitled to either answer the inquiry directly or to designate some member of the staff for that purpose.
d. A Councilmember, once recognized, shall not be interrupted while speaking, unless called to order by the Presiding Officer, or a Point of Order is raised by another Councilmember, or the speaker chooses to yield to questions from another Councilmember.
e. If a Councilmember is called to order while speaking, he/she shall cease speaking immediately until the question of order is determined; and if ruled out of order shall remain silent or shall alter his remarks so as to comply with rules of the City Council.
f. Any Councilmember may move to require the Presiding Officer to enforce the rules. A majority of the City Council shall require enforcement of the rules if the Presiding Officer has refused.
4.3 DECORUM AND ORDER – EMPLOYEES
Members of the Administrative staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the City Council.
The City Manager shall insure that all City employees observe such decorum. Any staff member, including the City Manager, desiring to address the City Council or members of the public shall first be recognized by the Presiding Officer. All October 20, 2025 Special & Regular CC Mtg Page 197 of 219 Procedural Manual – City Council of the City of San Fernando 12 remarks should be addressed to the Presiding Officer and not to any one individual Councilmember or public member.
4.4 DECORUM AND ORDER – PUBLIC
The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. Public members attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. Any person making impertinent derogatory or slanderous remarks or who becomes boisterous while addressing the City Council or while attending the City Council meeting may be removed from the room if the Presiding Officer so directs the sergeant-at-arms and such person may be barred from further audience before the City Council.
Unrecognized remarks from the audience, clapping, stamping of feet, whistles, yells and similar demonstrations which do not permit the meeting to proceed in an orderly manner shall not be permitted by the Presiding Officer, who may direct the sergeant at-arms to remove such offenders from the room if they do not cease upon request by the Presiding Officer. Aggravated cases shall be prosecuted by appropriate complaint signed by the Presiding Officer.
4.5 ENFORCEMENT OF DECORUM
The Chief of Police shall be ex-officer sergeant-at-arms of the City Council.
He/she shall carry out all orders and instructions given him by the Presiding Officer for the purpose of maintaining decorum in the City Council Chambers.
Upon instructions from the Presiding Officer, it shall be the duty of the Chief of Police or his representative to eject any person from the City Council Chambers or place such person under arrest or both. (Robert’s Rules of Order)
4.6 PERSONAL INTEREST
No Councilmember disqualified from participation under State law or the City’s Conflict of Interest Code shall remain at the Council dais during the debate or vote on any such matter. The Councilmember shall publicly state the grounds for disqualification on the record and upon acceptance by the Presiding Officer shall leave the Council dais during the debate or vote on the issue.
4.7 LIMITATIONS OF DEBATE
No Councilmember should be allowed to speak more than once upon any one subject until every Councilmember choosing to speak has spoken. Merely asking a question, or making a suggestion, is not considered as speaking. (Robert’s Rules of Order)
October 20, 2025 Special & Regular CC Mtg Page 198 of 219 Procedural Manual – City Council of the City of San Fernando 13
4.8 DISSENTS AND PROTESTS
Any Councilmember shall have the right to express dissent from, or protest to, any action of the Council and request that the reason be entered into the minutes. (Robert’s Rules of Order)
4.9 PROCEDURES IN ABSENCE OF RULES
In the absence of a rule to govern a point or procedure, Robert’s Rules of Order shall govern. (Suggested League of California Cities Procedure)
5. ADDRESSING THE CITY COUNCIL
5.1 MANNER OF ADDRESSING THE CITY COUNCIL
During the public comment portion of a regular meeting, members of the public may address the City Council on agenda items before consideration or on any subject matter within the City Council’s jurisdiction.
No member of the public shall enter into any discussion without first being recognized by the Presiding Officer. (Robert’s Rules of Order). All remarks and questions shall be addressed to the Presiding Officer and not to any individual Councilmember, staff member or other person.
Any member of the public desiring to address the City Council shall present the City Clerk with a speaker’s card, stating his/her name. For purpose of staff follow up, the speaker may also provide his/her address.
Members of the public that cannot attend the meeting may submit a letter or statement to include in the record, which must be received by the City Clerk’s Office no later than 12:00 pm on the day of the meeting to be provided to City Council and made available for public review. The City Clerk will not read written comments and the member of the public must be present to address the City Council. Public comment will not be accepted via telephone or video conference, or other medium of communication.
During a public hearing, all remarks shall be limited to the subject under consideration. For a special meeting, members of the public may address the City Council concerning any item listed on the agenda before or during consideration. Unlike regular meetings, the City Council does not have to allow public comment on non-agenda matters.
October 20, 2025 Special & Regular CC Mtg Page 199 of 219 Procedural Manual – City Council of the City of San Fernando 14
5.2 TIME LIMITATION
Any public member addressing the City Council shall limit his address to three (3) minutes unless further time is granted by the Presiding Officer or majority of the City Council.
The Presiding Officer shall have the discretion but not the obligation to allow members of the public to comment on items appearing on the agenda under Administrative Reports and Consent Calendar sections of the agenda.
5.3 ADDRESSING THE CITY COUNCIL AFTER MOTION IS MADE
After a motion has been made, no member of the public shall address the City Council without securing permission of the Presiding Officer or by a majority vote of the City Council. (Suggested League of California Cities Procedure)
5.4 WRITTEN CORRESPONDENCE
The City Manager is authorized to receive and open all mail addressed to the City Council as a whole, and give it immediate attention to the end that all administrative business, not necessarily requiring City Council action, may be disposed of between City Council meetings. Any communication requiring City Council action will be reported to the City Council at its next regular meeting together with a report and recommendation of the City Manager. The City Manager is authorized to open mail addressed to individual Councilmembers, unless specifically requested otherwise from an individual member.
6. MOTIONS
6.1 PROCESSING OF MOTIONS
When a motion is made and seconded, it may be stated by the Presiding Officer before debate. A motion may be withdrawn by the mover without the consent of the Councilmember seconding it.
6.2 MOTIONS OUT OF ORDER
The Presiding Officer, or a majority of the City Council, may at any time permit a member to introduce an ordinance, resolution or motion presently on the agenda out of the regular agenda order. (Reference Sections 2.1) (Robert’s Rules of Order)
October 20, 2025 Special & Regular CC Mtg Page 200 of 219 Procedural Manual – City Council of the City of San Fernando 15
6.3 DIVISION OF MOTION
If a motion contains two or more divisible propositions, the Presiding Officer may, and upon request of a Councilmember shall (unless appealed by another Councilmember), divide the same. (Robert’s Rules of Order)
6.4 PRECEDENCE OF MOTIONS
When a motion is before the City Council, no other motion shall be entertained except the following:
a. Adjourn
b. Fix Hour of Adjournment
c. Table
d. Previous Question
e. Amend
f. Postpone
(Robert’s Rules of Order).
6.5 MOTION TO ADJOURN (NOT DEBATABLE)
A motion to adjourn shall be in order at any time except as follows:
a. When repeated without intervening business or discussion, b. When made as an interruption of a Councilmember while speaking, c. When the previous question has been ordered, or
d. While a vote is being taken.
A motion to adjourn “to another time” (i.e., to an adjourned meeting) shall be undebatable and unamendable, except as to the time set. (Robert’s Rules of Order)
6.6 MOTION TO FIX HOUR OF ADJOURNMENT
A motion to specify a definite hour to which the subject meeting shall be adjourned is undebatable and unamendable, except as to the time set. (Robert’s Rules of Order)
October 20, 2025 Special & Regular CC Mtg Page 201 of 219 Procedural Manual – City Council of the City of San Fernando 16
6.7 MOTION TO TABLE
A motion to table shall be used to temporarily bypass the subject and shall preclude all amendments or debate of the subject under consideration. If the motion shall prevail, the matter may be “taken from the table” at any time prior to the end of the next meeting. (Robert’s Rules of Order)
6.8 MOTION TO CALL FOR THE PREVIOUS QUESTION
Such a motion shall be used to close debate on the main motion and shall be undebatable. If the motion fails, debate shall be reopened if the motion passes, a vote shall be taken on the main motion. (Robert’s Rules of Order)
6.9 MOTION TO AMEND
A motion to amend shall be debatable only as to the amendment. An amendment modifying the intention of a motion shall be in order, but an amendment relating to a different matter shall not be in order. A substitute motion on the same subject shall be acceptable and voted first, then the main motion as amended. (Robert’s Rules of Order)
6.10 MOTION TO CONTINUE
Motions to continue to a definite time shall be amendable and debatable as to suitability of postponement and time set for postponement. (Robert’s Rules of Order)
6.11 GENERAL CONSENT
Unless otherwise required as noted in Section 7.2, the City Council may by general, unanimous or silent consent do business with less regard for formal motions. Where there appears to be no objection, the formality of voting can be avoided by the Presiding Officer asking if there is any objection by any Councilmember to the proposed action, and, if there is none, the Presiding Officer shall announce the result. The action thus taken is by general consent of the City Council. (Robert’s Rules of Order)
7. VOTING
7.1 VOTING PROCEDURE
Motions shall be adopted by voice vote, roll call vote or by the general consent/“no objection” method, as described in Section 6.11. The results of the vote shall be entered in full in the minutes.
October 20, 2025 Special & Regular CC Mtg Page 202 of 219 Procedural Manual – City Council of the City of San Fernando 17 The order of a roll call vote shall be designated by the City Clerk, with the Mayor voting last.
Except as otherwise provided herein, the “no objection” method for expediting lengthy agendas may be used unless any Councilmember requests a voice or roll call vote. The approval of the motion in the minutes shall be reflected as a “no objection” vote or that the motion “carried unanimously”. (Robert’s Rules of Order)
Roll call votes shall be taken on all ordinances, resolutions, or orders for the payment of money unless the vote is unanimous.
Motions requiring a 4/5ths affirmative vote shall be announced by City staff prior to City Council consideration of the motion.
7.2 VOTING
Every ordinance, resolution or order for the payment of money requires three affirmative votes (with the exception of urgency ordinances, which require four affirmative votes). Any member may change his vote on any item before the next order of business. The votes shall be lost motions and may be reconsidered. (Robert’s Rules of Order)
7.3 FAILURE TO VOTE
Every Councilmember should vote unless disqualified for cause. Abstentions shall not be counted as a vote.
7.4 RECONSIDERATION
Any member who voted with the majority may move a reconsideration of any action at the same meeting. After a motion for reconsideration has once been acted upon, no other motion for reconsideration thereof shall be made without unanimous consent of the City Council. (Robert’s Rules of Order)
8. RESOLUTIONS
8.1 RESOLUTIONS PREPARED IN ADVANCE
Where a resolution has been prepared in advance, the procedure shall be:
staff/City Council report (if needed), discussion (if needed), motion, second, City Council votes, and results declared. All resolutions shall be read in full, unless the full reading is waived by unanimous consent of the City Council. Items of the Consent Calendar are automatically deemed to have the full reading waived by common consent. (Suggested League of California Cities Procedure) October 20, 2025 Special & Regular CC Mtg Page 203 of 219 Procedural Manual – City Council of the City of San Fernando 18
8.2 RESOLUTIONS NOT PREPARED IN ADVANCE
Where a resolution has not been prepared in advance, the procedure shall be to instruct the City Attorney or City Manager to prepare a resolution for presentation at the next City Council meeting. (Suggested League of California Cities Procedure)
8.3 URGENCY RESOLUTIONS
In matters of urgency, a resolution may be presented verbally in motion form together with specific instructions for written preparation for later execution.
After the resolution has been verbally stated, the voting procedure for resolutions prepared in advance as stated in Section 8.1 shall be followed.
Urgency resolutions shall be avoided except when absolutely necessary and shall be avoided entirely when resolutions are required by law or in improvements acts, zoning matters and force account work on public project. (Suggested League of California Cities Procedure)
9. ORDINANCES
9.1 INTRODUCTION (FIRST READING)
At the time of introduction, an ordinance shall be read in full, unless, after reading the title, reading is waived by unanimous consent of the City Council.
The procedure for introduction of an ordinance shall be: reading of the title by the Presiding Officer or City staff member, motion to introduce first reading, second, discussion (if needed), City Council votes, and results declared. (Suggested League of California Cities Procedure)
9.2 ADOPTION (SECOND READING)
With the sole exception of ordinances which take effect immediately (as outlined in the following sections), no ordinance shall be adopted by the City Council on the day of introduction, nor within five days thereafter, nor at any time other than a regular or adjourned meeting.
If the Ordinance was unanimously approved at the time of introduction, adoption (second reading) of the ordinance may be placed on the Consent Calendar with the recommendation that City Council waive full reading of the ordinance and adopt by title only. If it was not unanimously approved at the time of introduction, the ordinance shall be read in full unless, after reading the title, the full reading is waived by unanimous consent of City Council. Unless approved on the Consent Calendar, the procedure for adoption of an ordinance shall be:
reading of the title by the Presiding Officer or City staff member, motion to pass, October 20, 2025 Special & Regular CC Mtg Page 204 of 219 Procedural Manual – City Council of the City of San Fernando 19 second reading and adoption of ordinance second, discussion, vote and result declared. (Suggested League of California Cities Procedure)
9.3 AMENDMENT FOLLOWING INTRODUCTION
In the event that an ordinance is altered after its introduction, a motion for an amended introduction shall be required. The ordinance shall not be considered for adoption until five days thereafter and not at any meeting other than a regular or adjourned meeting. The correction of typographical or clerical errors shall not constitute making an alteration within the meaning of this Section.
9.4 EFFECTIVE DATE
All ordinances, except as listed below, shall become effective 30 days after adoption, or upon such later date as may be designated in the ordinance. The following ordinances shall become effective immediately upon adoption:
a. Urgency Ordinances;
b. Ordinances calling, or otherwise relating to, an election; c. Ordinances relating to street improvement proceedings; d. Ordinances relating to taxes for the usual and current expenses of the City; or
e. Ordinances covered by particular provisions of law prescribing the manner of their passage and adoption.
9.5 PUBLISHING
It shall be the duty of the City Clerk to cause each ordinance to be published within 15 days after adoption with the names of those Councilmembers voting for and against the ordinance.
9.6 URGENCY ORDINANCES
Any ordinance declared by the City Council to be necessary as an urgency measure for preserving the public peace, health or safety, and containing a statement of the reasons for its urgency, may be introduced and adopted at the same meeting. Such Ordinance must be passed by a least four affirmative votes.
October 20, 2025 Special & Regular CC Mtg Page 205 of 219 Procedural Manual – City Council of the City of San Fernando 20
10. MINUTES
10.1 PREPARATION OF MINUTES
It is the City Clerk’s responsibility to maintain the record (minutes) of City Council meetings. Minutes shall be approved by the City Council, to lend further weight to the accuracy and completeness of the record. The City Clerk shall have exclusive responsibility for preparation of the minutes and any directions for changes to conform with fact shall be made by action of the City Council.
The City Clerk shall keep “Action Minutes” in order to maintain a full and true record of all proceedings of the City Council. The minutes shall consist of a clear and concise statement of each and every City Council action including the motions made and the vote thereon. Reasons for making motions or voting, City Council debate and audience reaction are generally not included in the minutes.
Such items may be included if considered to be particularly relevant or otherwise necessary by the City Clerk.
10.2 ABSENCE OF CITY CLERK
If the City Clerk is absent from a City Council meeting, the Deputy City Clerk shall act. If there is none, the Mayor shall appoint one of the Councilmembers as City Clerk Pro Tem. (Government Code Section 36804)
11. REORGANIZATION
11.1 SELECTION OF MAYOR AND VICE MAYOR
Pursuant to Government Code Section 36801 “The City Council shall meet at the meeting at which the declaration of the election results for a general municipal election is made pursuant to Elections Code Sections 10262 and 10263 and, following the declaration of the election results and the installation of elected officials, choose one of its members as Mayor and one of its members as Mayor Pro Tempore.” The terms of office of the Mayor of the City Council and Vice Mayor shall be for one year, or until their successors have been chosen. In those years in which a general municipal election is not held, the City Council shall choose a Mayor of the City Council and Vice Mayor at the first regular meeting in December. Nothing herein shall be deemed or construed to prohibit any person from serving any number of consecutive one-year terms in any office in this City.
The following procedure shall be used:
Election of Mayor:
October 20, 2025 Special & Regular CC Mtg Page 206 of 219 Procedural Manual – City Council of the City of San Fernando 21 a. City Clerk opens the nominations for the position of Mayor b. Nomination(s) is/are made for Mayor, and seconded
c. Hearing no objections, motion to close nominations
d. City Clerk conducts a roll call vote and each Councilmember announces their vote for Mayor until a Mayor is elected by majority vote e. City Clerk announces the results
Election of Vice Mayor: (City Clerk to follow steps a-e above)
11.2 SELECTION OF CITY COUNCIL LIAISONS AND DELEGATES
After the procedure prescribed in Section 11.1 has been completed, the Mayor, with the consent of a majority of the City Council, may appoint new City Council liaisons/delegates to the various City Committees and Commissions, or as liaison/delegate to any other organization as may be appropriate. Nothing in this Section would prohibit the Mayor, with approval of a majority of the City Council from making changes or other appointments during any other time.
12. COMMITTEES
12.1 GENERAL
The Mayor may, subject to concurrence of a majority of the City Council: (a) designate standing and ad hoc committees (collectively “Committee”); and (b) make appointments to all committees.
Each standing committee shall consist of two (2) Councilmembers. An ad hoc committee may consist of either one or two Councilmembers.
12.2 PURPOSE
The primary purpose of each Committee is to provide a forum for the thorough vetting of matters within the committee’s subject matter jurisdiction, before they are presented to the City Council. A secondary purpose is to provide guidance to City staff on matters within the committee’s subject matter jurisdiction, enabling staff to obtain interim guidance as they develop and refine matters for presentation to the City Council. The objective is to eliminate, to the extent possible, those situations where the City Council is forced to deal with large and difficult issues at their meetings without any prior formal discussion or analytical input to guide staff’s work product.
Ad hoc committees shall have a clear and definite scope and will be dissolved upon completion of the scope, unless otherwise extended by the City Council with a new scope. Ad hoc committees are less formal than standing committees and are therefore not subject to the requirements of the Ralph M. Brown Act.
October 20, 2025 Special & Regular CC Mtg Page 207 of 219 Procedural Manual – City Council of the City of San Fernando 22
12.3 LIMITATIONS ON AUTHORITY
No committee may approve a contract or expenditure of funds.
No committee may provide any direction to City staff, the City Attorney, or consultants engaged by the City, except that a City Council standing committee may provide such direction at a duly noticed meeting of a standing committee, where such direction concerns a matter that is within the subject matter jurisdiction of the standing committee, such direction does not conflict with the policies or direction established by the City Council, and where such direction will not result in an expenditure of resources in excess of the applicable amounts allocated in the approved annual budget.
12.4 APPLICABLE LAWS AND REGULATIONS
All City Council standing committees shall comply with the requirements of the Ralph M. Brown Act. All City Council standing committees shall comply with the procedures set forth in Sections 1 through 5, inclusive, of this Procedural Manual, to the extent reasonably practicable. In the event of any conflicts between the provisions of Sections 1 through 5 and the provisions of this Section 12, the latter shall control.
12.5 MEETING DATE AND TIME
By agreement of both members, each standing committee shall establish a time and place for regular meetings, as required by the Ralph M. Brown Act. In order to minimize the extra demands on City staff, and to maximize public participation, each standing committee shall, to the maximum extent possible, conduct its business at the regularly scheduled meeting.
12.6 QUORUM
Only one member of a committee must be present in order to establish a quorum. The scheduling of meetings so as to facilitate the participation of both members of a two-person committee is strongly encouraged.
12.7 STAFFING
The City Manager shall appoint a staff member to be the primary staff liaison for each standing committee. The designated staff liaison shall coordinate all meetings of the standing committee, ensure that each meeting is recorded via audio-tape and cause the recorded audio-tape(s) to be delivered to the City Clerk upon completion of the meeting. The recorded audio-tape(s) shall be retained by the City Clerk for the same period as recorded audiotapes of City Council meetings. The designated staff liaison shall work with the City Manager to ensure that the appropriate staff member(s) attend the meetings of the standing October 20, 2025 Special & Regular CC Mtg Page 208 of 219 Procedural Manual – City Council of the City of San Fernando 23 committee, and that the direction provided by the standing committee is carried out.
12.8 AGENDAS
The agenda for all regular meetings of a standing committee, with all background staff reports, shall be available to the public at the meeting and 72 hours in advance of the regular meeting (24 hours in advance of a special meeting) at the City Clerk’s office. The Agenda may be amended in accordance with State law, prior to any meeting.
When the City Council desires to have an item placed on an agenda for an upcoming meeting of a standing committee, the City Council shall provide the designated staff liaison with that directive at a meeting of the City Council. At that time, the City Council may also charge the designated staff liaison with the responsibly for conducting preliminary research and collecting/preparing any written materials that may aid the Committee in its discussion of the matter.
12.9 REPORT ON ACTIVITIES OF STANDING COMMITTEES
The agendas for City Council meetings shall include a section entitled Standing Committee Updates. The Committee Chair is responsible for making a brief report on the activities of the committee to the full City Council. If there is nothing to report, then “Nothing to Report” is an acceptable comment.
All written materials presented to a standing committee are public records, and shall be maintained as directed by the City Clerk.
13. PROCEDURE FOR FILLING CITY COUNCIL VACANCIES
13.1 If a vacancy occurs to any City Council seat, the vacancy may be filled by appointment or by special election in compliance with Government Code Section 36512(b). The filling of vacancies by appointment shall be subject to the restrictions of Government Code section 36512(d)(1) which prohibits the filling of a vacancy by appointment if the appointment would result in a majority of the members serving on the City Council being appointees.
13.2 If the City Council elects to fill a vacancy to a City Council seat by appointment, any appointment shall be made in subject to the following procedures:
a. At a regular or special meeting of the City Council, the City Council shall direct the City Clerk to make an application available, at the earliest possible date and time, for individuals interested in being appointed to the vacant City Council seat, and establish a reasonable due date for the applications.
October 20, 2025 Special & Regular CC Mtg Page 209 of 219 Procedural Manual – City Council of the City of San Fernando 24 b. At a regular or special meeting of the City Council, the City Council will allow all applicants to address the City Council for the purpose of stating their experience and qualifications for being granted the appointment. The City Council shall determine the uniform amount of time candidates will receive to address the City Council.
c. Following the presentations by potential appointees, the City Council will receive comment from interested members of the public.
d. Following public comment, the City Council may commence deliberation on one of the following options:
i. Make an appointment to fill the vacant City Council position and direct the City Clerk to administer the Oath of Office; or ii. Defer making an appointment until Councilmembers have had additional time to consider the applicants, and a further opportunity should they wish to interview the finalists one-onone. e. As provided under Government Code Section 36512, if the City Council does not fill the vacancy by appointment within 60 days from the date of the vacancy or fails to call an election within 60 days from the date of the vacancy, the vacant seat shall automatically be filled by election as provided under Government Code section 36512 and other applicable laws.
14. PRIORITY GOAL SETTING MEETING
14.1 The City Council shall hold a special study session every year during the budget process to set priorities and goals for the subsequent fiscal year. The purpose of setting goals and priorities is to provide the City Manager with guidance for allocating funds in the City Manager’s Proposed Budget. a. City Council goals articulate city-wide long-term strategic goals and objectives that the organization strives to achieve over the next three to five years. Goals tend to remain relatively stable overtime. b. Priorities are specific short-term items that are reasonably achievable in the upcoming fiscal year. Priorities typically fit within city-wide goals but provide more specific focus for the upcoming fiscal year.
14.2 When setting goals and priorities, City Council shall take into consideration staff resources available to accomplish said goals and priorities. The goals and priorities should be reviewed semi-annually (i.e., twice a year) with the City Manager and updated to reflect goals and priorities that are reasonably October 20, 2025 Special & Regular CC Mtg Page 210 of 219 Procedural Manual – City Council of the City of San Fernando 25 attainable given limited staff resources.
15. OFFICIAL LETTERHEAD AND OTHER STATIONERY USE POLICIES
15.1 AUTHORIZED USE OF LETTERHEAD
Official City letterhead or any other official Stationery of the City must be used with care to avoid misunderstandings, including but not limited to, misrepresentations of official City Council-approved policies or actions. When authorized or otherwise directed by a majority of the City Council at a duly noticed meeting of the City Council, official City letterhead and/or other official Stationery may be used by members of the City Council to communicate official City Council-approved action or policy. Without the prior approval of the City Council but subject to the restrictions and requirements of this Section below and Section 15.3, an individual Councilmember may use official City letterhead and/or other official Stationary for the following purposes, provided the Councilmember makes clear in the correspondence that he or she is communicating in his or her individual capacity and not on behalf of the City or the City Council as a body: (i) to acknowledge the receipt of communications submitted to the Councilmember by members of the public; (ii) to offer simple congratulations or appreciation to members of the public for their civic involvement or personal achievements which reflect positively on the San Fernando community; (iii) to offer simple condolences and/or best wishes to members of the public who have endured personal hardship or loss; (iv) to respond to inquires by members of the public seeking publicly available and nonprivileged information about City programs or services; or (v) to request information from other public agencies or non-City organizations; or (vi) to express personal support for legislation or other public policies or initiatives, provide it is made clear by the Councilmember that the Councilmember is expressing such support in his or her individual capacity and not on behalf of the City Council as a body.
15.2 UNAUTHORIZED USE OF OFFICIAL LETTERHEAD OR OTHER OFFICIAL STATIONERY In addition to any other prohibition set forth under this Chapter, elsewhere in this Manual, under the San Fernando Municipal Code or State law or Federal law, no member of the City Council communicating with any other person or entity through the medium of official City letterhead or other official Stationery of the City, may represent that he or she is communicating or otherwise acting in a representative capacity for the City Council or the City or communicating a position or opinion in the name of the City Council or the City unless the City Council has been expressly authorized to do so by a majority of the City Council at a duly noticed meeting of the City Council. The City Council reserves the right to request that any communications using City letterhead or other City October 20, 2025 Special & Regular CC Mtg Page 211 of 219 Procedural Manual – City Council of the City of San Fernando 26 Stationery which are issued in the name of the City Council or the City must be reviewed and vetted by the City Council as a body at a duly noticed meeting of the City Council before the communication is disseminated. Under no circumstances may City letterhead or other official Stationary be used in any manner that (i) would constitute a violation of Government Code Section 8314, Government Code Section 82041.5 or any other applicable statute or regulation governing the use of public resources; or (ii) that discloses confidential or privileged information that a Councilmember has acquired in his or her official capacity as a member of the City Council where such disclosure may only be made with the consent of the City Council acting as a body and such consent has not been formally granted by the City Council acting as body.
15.3 PREPARATION OF COMMUNICATIONS USING OFFICIAL LETTERHEAD OR OTHER
OFFICIAL STATIONERY
It shall be the official policy of the City to have all City Councilmember communications using official City letterhead or other official Stationery prepared by secretarial staff of the City Manager’s office, with prior verbal or written notice by the requesting Councilmember to the City Manager. City secretarial staff may not commence the drafting of such communications until the City Manager has confirmed either verbally or in writing that the City Manager has been notified of a Councilmember’s request to communicate using official City letterhead or other official Stationery of the City. The City Manager reserves the right to review all such communications before they are disseminated to verify compliance with these policies and the City Manager further reserves the right to seek input and direction from the City Council at a duly noticed meeting of the City Council before authorizing staff to disseminate any such communications. Councilmembers shall not receive personalized official letterhead or Stationery nor shall Councilmembers be entitled to maintain their own stock of letterhead or Stationery or maintain electronic templates of such Stationery. The rights and duties of the City Manager under this Chapter shall be delegated to the person who has been formally designated by the City Manager or a majority of the City Council to act in place of the City Manager during any period time in which the City Manager is on vacation, on extended leave or is otherwise physically unable to discharge his or her duties at the time the request is made.
15.4 COUNTERFEIT LETTERHEAD OR STATIONERY
Except as may otherwise be allowed under City Council Resolution No. 6904 approved May 5, 2003, no member of the City Council may affix the City seal or any other City logo on any personal letterhead, Stationery or any other written document, whether or not such letterhead, Stationery or document is transmitted in paper form or electronically. All such written communications October 20, 2025 Special & Regular CC Mtg Page 212 of 219 Procedural Manual – City Council of the City of San Fernando 27 improperly bearing the City seal or any other City logo shall be deemed unauthorized and counterfeit.
15.5 DEFINITIONS
a. “City seal” shall have the same meaning as set
forth under Section 1-13 of the San Fernando
Municipal Code as the same may be amended
from time to time. The City seal as described
under Section 1-13 appears as follows:
b. “City logo(s)” shall mean and include all logos
or designs used for purposes of symbolically
representing the authority of the City of San
Fernando and the capacity of its officers,
employees and agents as representatives of the
City of San Fernando. City logos include, but are
not limited to this image:
16. STATEMENTS OF ECONOMIC INTEREST
16.1 FORM 700 OVERVIEW
One of the main laws designed to prevent self-dealing in governmental decisionmaking is the Political Reform Act of 1974 (the PRA). The PRA is codified under the California Government Code. The PRA requires that most state and local government officials disclose their personal income and assets, as well as disqualify themselves from participating in certain governmental decisions that may impact their personal economic interests. As required under the PRA, local elected officials must annually disclose their economic interests through a form referred to as the Form 700 – Statement of Economic Interests (the Form 700).
The Form 700 is filed annually with the City Clerk. Any member of the public is permitted to inspect and copy a Form 700 during normal business hours.
Members of the City Council and the Planning and Preservation Commission shall be mindful of PRA requirements to complete an annual Form 700 and to complete the same upon assuming and departing from public office also as required under the PRA.
16.2 TIMELY SUBMISSION OF ANNUAL STATEMENTS OF ECONOMIC INTEREST The City Clerk notifies those required to file a Form 700 of the precise filing deadline. Under State law, annual Form 700’s are due by or before April 1st of October 20, 2025 Special & Regular CC Mtg Page 213 of 219 Procedural Manual – City Council of the City of San Fernando 28 each year or such other date as the Fair Political Practices Commission may prescribe by regulation for local elected officials. The Form 700 must also be filed within thirty (30) days of assuming or leaving office. Irrespective of notice provided by the City Clerk or any other City official or employee, it is the individual responsibility of each member of each City Council and each member of the Planning and Preservation Commission to keep themselves aware of filing deadlines and to file a Form 700 by or before the prescribed deadline.
16.3 REVIEW BY CITY CLERK AND CITY ATTORNEY
The City Clerk, as the City’s filing officer for the submission of Form 700’s, shall perform those duties set forth under Government Code Section 81010 and such other tasks, duties and responsibilities as may be prescribed by the Fair Political Practices Commission. Upon request made by a City Councilmember or member of the Planning and Preservation Commission, the City Attorney shall also conduct a facial review of the requesting filer’s Form 700. The City Attorney shall be given a minimum of ten (10) calendar days to complete its review. A facial review consists of reviewing statements for the following items: (a) the cover sheet includes the name and address of the filer, the period covered and the type of statement; (b) the summary page is completed and the required schedules are attached; (c) all information is legible and readable reproductions of the statement can be made; and (d) the verification is complete. Neither the City Clerk nor the City Attorney are responsible for verifying the truth of representations made by a filer in their Form 700 nor are they under any duty to perform any sort of investigation or inquiry as to the truth or accuracy of such representations or whether a filer has fully identified all disclosable interests.
The filer shall be solely and exclusively responsible for any errors or omissions in the filer’s Form 700, notwithstanding review by the City Clerk or the City Attorney.
October 20, 2025 Special & Regular CC Mtg Page 214 of 219 Administration Department | 117 Macneil Street | San Fernando, CA 91340 | (818) 898-1202 | Policy # ADM-001 | Page 1 of 2
POLICY/PROCEDURE
SUBJECT ISSUANCE
CITY COUNCIL CONTACTS
ORIGINAL DATE
August 19, 1986
EFFECTIVE
August 19, 1986
CURRENT DATE
August 19, 2019
EFFECTIVE
August 19, 2019
CATEGORY POLICY NO. SUPERSEDES
CITY COUNCIL POLICY/PROCEDURE ADM-001 May 18, 2015
MANAGEMENT POLICY/PROCEDURES
SECTION I. PURPOSE
This policy established the procedure for:
(1) Staff contacts initiated by Councilmembers; and
(2) Councilmember contacts initiated by employees
This policy is put into place to support proper channels of communication between Councilmembers and employees and conservation of Councilmembers and staff time.
SECTION II. STAFF CONTACTS INITIATED BY COUNCILMEMBERS.
Each Councilmember shall comply with the provisions of Section 2-123 (Relations with council) of the San Fernando Municipal Code (hereinafter, "Section 2-123") with respect to interactions between the Councilmember and subordinate employees of the City Manager or the City Clerk. A Councilmember may not direct the work of subordinate employees of the City Manager or the City Clerk nor may a Councilmember directly assign tasks to such subordinate employees.
SECTION III. COUNCIL CONTACTS INITIATED BY EMPLOYEES.
When an employee is required to make contact with a Councilmember in the course of the employee’s performance his or her official job duties, a Councilmember may participate in such employee-initiated contact, provided the employee was authorized to initiate such contact by his or her department head or the City Manager. All requests by employees other than department heads to speak to a Councilmember regarding City related business shall be submitted to their department head or the City Manager for consideration. The request will include the subject matter and the reason necessitating the contact. Employees are not to contact Councilmembers directly regarding non-City business on City time; failure to comply with this directive may result in disciplinary action.
EXHIBIT "C"
October 20, 2025 Special & Regular CC Mtg Page 215 of 219
CITY COUNCIL CONTACTS
Administration Department | 117 Macneil Street | San Fernando, CA 91340 | (818) 898-1202 | Policy # Policy # ADM-001 | Page 2 of 2 POLICY/PROCEDURE:
SECTION IV. MISCELLANEOUS.
A. Individual Councilmembers shall refrain from initiating communications or other similar contacts with any representative of City collective bargaining units for the purpose of negotiating with such bargaining units on the City’s or City Council’s behalf in outstanding contract negotiations. A Councilmember shall not hold himself or herself out as the City’s designated labor negotiator unless he or she has been appointed to act in that capacity by the City Council.
B. In the event of an unsolicited communication or contact initiated by any representative of a City collective bargaining unit (including any City employee acting in a representative capacity on behalf of his or her bargaining unit) during outstanding contract negotiations, the Councilmember shall refrain from disclosing any privileged or otherwise confidential information or documentation to the bargaining unit representative, including, but not limited to, any privileged or confidential information obtained in closed session. During such unsolicited communications or contacts, Councilmembers shall refrain from providing any promises or assurances as to the outcome of any negotiations and shall promptly disclose any information or documentation provided to the Councilmember by the bargaining unit representative that is pertinent to the negotiations to the City Manager so that it may be shared with, and vetted by, the full membership of the City Council, the City Manager and the City’s designated labor negotiator(s). Nothing in this paragraph shall be construed to grant permission to an individual Councilmember to disclose any information or documentation that is privileged or otherwise confidential at any other time, including times when the City is not engaged in contract negotiations with any one or more of its collective bargaining units.
SECTION V. AUTHORITY
By order of City Council Motion (Item No. 3), Policy adopted by the City Council on August 19, 2019.
October 20, 2025 Special & Regular CC Mtg Page 216 of 219 Administration Department | 117 Macneil Street | San Fernando, CA 91340 | (818) 898-1202 | Policy # ADM-002 | Page 1 of 2
POLICY/PROCEDURE
SUBJECT ISSUANCE
ATTORNEY SERVICES
ORIGINAL DATE
June 5, 1995
EFFECTIVE
June 5, 1995
CURRENT DATE
August 19, 2019
EFFECTIVE
August 19, 2019
CATEGORY POLICY NO. SUPERSEDES
CITY COUNCIL POLICY ADM-002 May 18, 2015
MANAGEMENT POLICY/PROCEDURES
SECTION I. PURPOSE AND SCOPE.
A. Assure equal access to City Attorney services for all Councilmembers.
B. Control costs and make effective use of time.
C. Assure that the City Attorney is not working on assignments that are at cross purposes with adopted City Council policy.
D. Assure that Councilmembers have personal advice on conflict issues.
E. Assure that City Attorney remains a key member of the management team.
SECTION II. PROCEDURE.
The City Council has adopted the following policy for use of City Attorney services:
A. Any Councilmember should be able to contact and communicate with the City Attorney to discuss any matter within the subject matter jurisdiction of the City, and for general information regarding conflict of interest issues, FPPC filing requirements, ethics-related issues and the like, without such information having to be shared with other Councilmembers, unless the City Attorney is ethically required to disclose such information to the City Council as a whole pursuant to applicable State Bare Rules or other applicable laws. It is also understood that by communicating with individual Councilmembers in such a manner, no attorney client relationship shall exist, or be created, as between the City Attorney and individual Councilmembers.
B. Work to be performed by the City Attorney which is requested by an individual Councilmember requiring substantial research or activity (more than five (5) hours) should be assigned based on approval by the City Manager.
C. Any individual Councilmember should be able to ask the City Attorney to provide information or research a matter relevant to the business of the City, provided that, in the best judgement of the City Attorney and the individual Councilmember (or the City Manager depending on the nature of the request) the request is not of a magnitude, either in terms of workload or policy, which would require that it more appropriately be assigned to staff through the collective direction of the City Council or the City Manager, as appropriate.
October 20, 2025 Special & Regular CC Mtg Page 217 of 219
ATTORNEY SERVICES
Administration Department | 117 Macneil Street | San Fernando, CA 91340 | (818) 898-1202 | Policy # ADM-002 | Page 2 of 2 POLICY/PROCEDURE:
D. All work products requiring substantial research or activity (more than five (5) hours) should be copied to all Councilmembers and staff (with the exception noted in (1)).
E. When City Council has taken formal action completing an item, City Attorney research should not be expected without further authorization.
SECTION III. AUTHORITY.
By order of City Council Motion (Item No. 3), Policy adopted by the City Council on August 19, 2019.
October 20, 2025 Special & Regular CC Mtg Page 218 of 219 City Council | 117 Macneil Street | San Fernando, CA 91340 | (818) 898-1201 | Form # CC-003.1 (07/2017) | Page 1 of 1
REQUEST TO AGENDIZE AN ITEM FOR CITY COUNCIL
DISCUSSION/CONSIDERATION
CITY COUNCILMEMBER INFORMATION
NAME TITLE
ITEM INFORMATION
SUBJECT Title of the item you are requesting to be agendized.
PRIORITIES
Is this included in the current FY priorities?
Yes No
BUDGET
Is this a budgeted item?
Yes No
FISCAL IMPACT
Is there a fiscal impact? If yes, indicate amount.
Yes No $
BACKGROUND/ANALYSIS Provide the reason you are requesting this item be agendized.
ATTACHMENTS Do you have any attachments to include?
Yes No
RECOMMENDATION Indicate the direction you are recommending.
October 20, 2025 Special & Regular CC Mtg Page 219 of 219