City Council Guidelines
Update
Patrice Olds
City Clerk
February 5, 2024
City Council Guidelines
• Adopted August 2015 – amended seven times, October 2022 • Board & Commission Rules and Procedures mirror Guidelines • Reasons for changes – to document:
• New or changing laws and processes
• Based on experience and results from practical experience • Trends in local government practices
• In response to public concerns raised
• Other evolving conditions
The Guidelines Intended Use
• It is a handbook that documents how the City Council does its business from meeting agendas order to engaging with the public • To provide continuity across all bodies so a member of the public will know what to expect and will experience the same process no matter which body they attend
• Provide electeds, appointed members, staff, and the public with clear information, direction and expectations on how to conduct business • Defines and clarifies roles
• Sets a standard of professionalism, civility and decorum for the public process
Process for the Guidelines Review
1. Seeking Direction from Council specifically on:
• Guidelines Name Change
• Order of public comment on Council discussion items
• Clarification of Council Liaison Roles with the Continuity designation • Boards & Commission Appointment process
2. Track Changes Version of the Guidelines
• Many adjustments proposed based on actual practices
• Questions on proposed changes or other changes needed
3. Development of a more specific Code of Conduct – general discussion and process for development and eventual longer range comprehensive overhaul of the Rules
Discussion & Direction
1. Name Change
2. Chapter 7 – Meetings
• Public Comment before Council Questions
3. Chapter 12 – Council Liaison Roles
• Continuity designation still make sense
4. Chapter 13 - Board and Commission Appointment Process • Appointment Subcommittee or Full Council interviews
• Eligibility list – yes or no – or limit from one year to six months or other Track Changes Proposals
• Would Council like to highlight any other changes desired in the Rules and Procedures?
Code of Conduct
• Why is it needed?
• National trend of loss of civility and decorum in politics and public processes • Very active inquiries on Clerk’s ListServ seeking guidance on developing CoC • Now an educational offering on civility and decorum at both City Clerk and City Manager conferences
• Loss of public trust in governance and frustration that the community is not being heard when issues are raised
• Set clearer expectations for public official accountability • Define roles for common understanding and clarity
Code of Conduct
• Public Request Council address ethics and integrity more robustly • Research – 11 cities responded specifically with samples • Institute for Local Government
Belmont Redwood City
Chowchilla Sacramento
Cypress San Carlos
El Cerrito Santa Cruz
Laguna Beach Sunnyvale
Los Gatos
Code of Conduct
• Common Elements Include:
• Overarching Code of Conduct setting expectations for official’s conduct with the community
• Principles / Purpose Statement
• More specificity for behavior on the dais
• Standards and expectations for communicating with each other, appointees, public, and staff
• How to define and recognize breaches of the Code and the Rules • A process for pointing out breaches
• Consequences for enforcement
Code of Conduct
• Other elements:
• Values specific to elected and appointed bodies
• Requiring the signing of an affirmation for all elected and appointed members that they understand the Code of Conduct and Rules and will abide by them
Process to Address Code of Conduct
• Facilitated all Council workshop to agree on elements – especially if Council desires a Council core values, principles and purpose statement.
• Appoint a two-member subcommittee of the City Council to work with Clerk and City Manager with advice from City Attorney to examine elements and come up with a proposal for full Council consideration. • Provide direction on preferred elements tonight and direct staff to schedule another study session
• Other ideas?
Elements for Consideration
• City Council Core Values
• Principles and Purpose Statement
• Definitions
• Code of Conduct for public officials
• Strengthen Code of Conduct on the dais / public meetings • Communication expectations for all
• Enforcement definition and process
• Signed Affirmation