Agenda-Item-Number-2-Amendments-to-Protocols-Policy-6-and-7-8-5-2025-CC-AMFINAL

CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: August 5, 2025
======================================================================================== To: Honorable Mayor and City Councilmembers
From: City Attorney Alex Mog
Interim City Manager Mary Gourley
Subject: Approval of Amendment to City Council Protocols As Discussed at the July 15th 2025 City Council Meeting

1. Policy Number 6 - Agenda Review Committee/Agenda Preparation/Placement of Items onto an Agenda

2. Policy Number 7 - Rules for the Conduct of its Meetings, Proceedings and City Business
======================================================================================== RECOMMENDATION:

That the City Council Consider Amendment to City Council Protocols:

1. Policy Number 6 - Agenda Review Committee/Agenda Preparation/Placement of Items onto an Agenda

2. Policy Number 7 - Rules for the Conduct of its Meetings, Proceedings and City Business ======================================================================================== EXECUTIVE SUMMARY:

In order to promote transparency, efficiency, and respectful governance, the Council has initiated and approved established protocols. The protocols are policies for agenda setting, meetings, roles, etc.

BACKGROUND
At the July 15th 2025 City Council meeting, the City Council provided direction to staff to amend the Council protocols related to the following:
 Calling of Closed Sessions
 Cancellation of City Council Meetings
 Discussion of Motions
 Staff also included clarification of teleconferencing.

DISCUSSION:

Currently, Agenda Protocols Number 6; Agenda Review Committee/Agenda Preparation/Placement of Items onto an Agenda discusses calling of Closed Sessions. Currently the language is as follows:

Closed Sessions may be scheduled by the Agenda Review Committee in accordance with this policy, as described above. Alternatively, the City Attorney may schedule a closed session if deemed necessary by the City Attorney to discuss a matter for which a closed session is permitted.

The following language proposes the following amended language:
 Closed Sessions may be scheduled by the Agenda Review Committee, the City Attorney or City Manager in consultation with the City Attorney in accordance with this policy, as described above. In addition, a majority of the City Council may schedule a closed session. Alternatively, The City Attorney may schedule a closed session if deemed necessary by the City Attorney to discuss a matter for which a closed session is permitted.

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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2 Currently Agenda Protocols Number 7; Rules for the Conduct of its Meetings, Proceedings and City Business contains the following language:

Cancellation of Regular Meetings
Any meeting of the Council may be cancelled in advance by the Agenda Review Committee. The Mayor may cancel a meeting in the case of an emergency, when a majority of members have confirmed in writing their unavailability to attend a meeting, when there is not a quorum at the start of the meeting, or when the agenda is such that cancelling the meeting would not interfere with normal operations of the City. Cancelled meetings will be noted on the agenda and posted for the public.

The following language proposes the following amended language:
 Any meeting of the Council may be cancelled in advance by a majority vote of the City Council at a regularly scheduled City Council Meeting by the Agenda Review Committee. The Mayor may cancel a meeting in the case of an emergency, when a majority of members have confirmed in writing their unavailability to attend a meeting, when there is not a quorum at the start of the meeting, or when the agenda is such that cancelling the meeting would not interfere with normal operations of the City.

Cancelled meetings will be noted on the agenda and posted for the public.

The following language proposes the following amended language:

Teleconferenced Meetings Traditional Brown Act:

Members may participate in meetingsremotely only as allowed by the Brown Act Listed below is language for clean up:

Teleconferenced Meetings Traditional Brown Act:
 Members may participate in meetingsremotely only as allowed by the Brown Act or other applicable law.

The following language proposes the following amended language:

Types of Motions
When the following motions are made and seconded, the Presiding Officer must immediately call for a vote of the body without debate on the motion. Motions carry with the designated vote requirement.

As discussed at the July 15th 2025 City Council meeting, the following language has been amended as follows:

Types of Motions
 When the following motions are made and seconded, the Presiding Officer may open the matter for debate offering the first opportunity to debate to the moving party and, thereafter, to any Councilmember properly recognized by the Presiding Officer must immediately call for a vote of the body without debate on the motion.

CITY COUNCIL GOALS/PRIORITIES/ AND OR GENERAL PLAN CONSISTENCY:

This agenda item represents the City Council goals/priorities as follows:

Goal 4 - HIGH PERFORMANCE ORGANIZATION
Restoring Public trust
Improve Public Communications
Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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3 COMMUNITY OUTREACH:

This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.

As of the writing of this staff report, the City has not received any public comment on this item. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of this item.

FISCAL IMPACT: There is no fiscal impact associated with approval of this item other than staff time to amend the protocols.

RESTATED RECOMMENDATION:

That the City Council Consider Approval of Amendments to City Council Protocols:

Policy Number 6 - Agenda Review Committee/Agenda Preparation/Placement of Items onto an Agenda Policy Number 7 - Rules for the Conduct of its Meetings, Proceedings and City Business If approved, staff will finalize protocols as amended.

OPTION:

1. The Council could deny the request for amendments

2. That the Council deny the request and provide further direction to staff.

ATTACHMENTS:

Council Policy 6 Red Lined
Council Policy 7 Red Lined
APPROVALS:

Department Head Approval: Police Chief Approval Date: 7-22-2025 CEQA Determination (Planning): Approval Date: 7-22-2025 The proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA) Administrative Services (Financial): Approval Date: 7-22-2025 Costs authorized in City Approved Budget: ☐ Yes ☐ No XX N/A Account Code (f applicable) ___________________________ City Attorney Approval: Approval Date: 7-22-2025
City Manager Approval: Approval Date: 7-22-2025
Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

It is the policy of the Council to use standing committees in open and public meetings to study City business in greater depth than what is possible in the time allotted for Council meetings.

The policy aims to establish standards and provide general guidelines for staff in preparing and submitting City Council agenda items for City Council meetings.

Purpose:

The purpose of the policy is to address three issues: 1) How staff reports are prepared for Council meetings; 2) The process for placing items on the agenda, and 3) identify the individual/group responsible for determining the agenda. The intent of this policy is to ensure a fair and equitable policy for all Councilmembers.

Staff Report Preparation:

The City of Sebastopol is committed to preparing staff reports that provide the City Council with the facts and information necessary to make informed decisions. The City of Sebastopol is also committed to providing citizens with a clear and concise record of City Council actions.

These rules are intended to enhance public participation and committee meetings so that the best possible decisions can be made for the City of Sebastopol.

Setting of Agenda:

The Council has established the Agenda Review Committee as Attached.

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

PROCEDURE:

The Agenda Review Committee is comprised of the Mayor and the Vice Mayor. Committee staff include the City Manager, the City Attorney (when requested by a member of the Committee) and the City Clerk.

It shall be the responsibility of the Agenda Review Committee to prepare City Council agendas.

When scheduling items for City Council meetings, the Agenda Review Committee should consider the number of items being placed on each agenda and the estimated time that each item requires. Staff should strive to provide detailed information to the Committee to create well-balanced agendas for all City Council meetings throughout the year. Although there might be rare occasions where a long meeting is necessary, a series of long meetings should be avoided by balancing the content of each agenda.

Agendas shall be formatted as shown on the attached exhibit; however, the Agenda Review Committee has the authority to change the order of an agenda dependent upon projected length of an agenda item.

At the City Council meeting, the Mayor may reorder items on the agenda to accommodate the public or to address other concerns.

The Agenda Review Committee shall be considered a standing committee and shall be subject to the requirements of the Brown Act. All meetings of the Agenda Review Committee shall be open and public, and all persons shall be permitted to attend any meeting of the Agenda Review Committee.

Upon completion of the preliminary agenda, the City Clerk shall forward DRAFT forward agenda/calendars to the City Council and Department Heads for information within 48 hours of completion of the preliminary agenda by the Agenda Review Committee.

The order of specific public hearing and business items is determined by the Agenda Review Committee based upon anticipated public interest, participation of paid consultants, implementation urgency/time sensitivity, and other related considerations.

In preparing the agenda, the Agenda Review Committee shall review requested agenda items for possible Council meeting date. A requestor of an agenda item shall include the preferred date of the City Council meet for the item to be heard. All forward agendas reviewed by the Agenda Review Committee shall include all known agenda items and preferred date of Council meeting. The deadline for finalizing the Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

Overview of Normal Timing for Agenda Item Requests and Staff Reports:

1. Agenda Item Requests are to be submitted 21 days before the relevant City Council meeting

2. Staff Reports are to be submitted in draft final form 14 days before the relevant City Council meeting.

Agenda Item Requests – Due 21 Days Before the Council Meeting Timely Agenda Item Requests: Any Councilmember who requests an item to be placed on the Agenda must submit their request in writing (hard copy or email) to the City Clerk no later than twenty one (21) calendar days prior to the meeting date. A copy of the Agenda Item Request Form is attached for reference.

Staff members must submit their items onto the Forward Agenda, which are to be updated weekly by City Departments, but at a minimum twenty one (21) days prior to the forward agenda being reviewed by the Agenda Review Committee.

Required Contents of All Agenda Item Requests: All Agenda Requests, no matter when submitted or by whom, should be submitted using the Agenda Request form, but in all instances must at a minimum:
(1) title of agenda item
(2) brief explanation of agenda item/description of the issue for consideration by the City Council (3) budgetary considerations;
(4) proposed length of item;
(5) and if item can be moved to a future meeting if determined by the Agenda Review Committee.; and
(6) contain attachments/or information specific to the topic.

Use of the Agenda Item Request Form is strongly encouraged.

Late Agenda Item Requests – Submitted After the 21-Day Deadline:

If an Agenda Item Request is submitted after the 21 day deadline, it must contain the Required Contents identified above, as well as justification for the request that the item be considered despite its lateness.

The Late Agenda Item Request shall be submitted to the City Clerk who will then inform the Agenda Review Committee for consideration. The submission of Late Agenda Item Requests is discouraged, unless of an urgent nature. The urgency of the Late Agenda Item Request shall be determined for placement of the item onto the agenda by the Agenda Review Committee.

Urgent Item: If there is insufficient time to forward a Late Agenda Item Request to the Agenda Review Committee for consideration, the City Manager may add such items to the agenda if the item:
1) is necessary in order to meet a deadline established by law or a government agency 2) Request for Council action on Legislation that came to the Council’s attention after the Agenda Review Committee Meeting
Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

Councilmembers Agenda Item Requests – Staff Support: If the Agenda Request is being submitted by a councilmember, the councilmember may request limited assistance from staff with obtaining copies of existing materials and/or data, or research related to their Agenda Item Request, provided said assistance does not require any new work or independent analysis to be performed. If the Agenda Request is submitted after the deadline the City Clerk shall notify the Agenda Review Committee of any agenda item requests submitted by councilmembers upon receipt of the request.

Councilmember Agenda Item Requests

1. The Agenda Review Committee determines if the Request is:
• A minor work task that is consistent with prior Council direction or policy and can be accomplished with minimal resources and does not need further evaluation; or • A more substantial work task and that could affect established priorities and needs further evaluation. If it is a more substantial work task that could affect established priorities and needs further evaluation, the Councilmember making the Agenda Item Request may either:
a. Request that the Agenda Review Committee place the item on the Agenda, or b. Request that the Agenda Review Committee refer the proposal to the City Manager for a brief evaluation of the resources required to prepare an agenda item, how doing so could affect existing priorities, projects, and operations, alternatives to the proposal, and any other issues the City Manager and Council members should consider.
c. It is recommended that the Staff Department tasked and the City Councilmember work together to determine tasks/resources.

2. The Agenda Review Committee sets the item for placement on the Agenda and the City Clerk informs the requesting Councilmember.

3. If the item is a more substantial work task that has been referred to the City Manager for evaluation, when the Item is placed on the Agenda for full Council consideration, a brief staff evaluation is provided and the Council determines if the proposal should be returned to Council with a full work task, identification of its relative priority, and request for allocation of budget or other resources necessary to address the proposal. As stated above, it is recommended that the Staff Department tasked by the City Manager and the City Councilmember work together to determine tasks/resources.

4. The provisions here do not limit the discretion of the Agenda Review Committee to decide the timing/Council meeting date of Agenda items (see below).

5. If the Agenda Review Committee does not place a City Council or City Manager requested agenda item onto a City Council Agenda within 90 days of consideration of item at an Agenda Review Committee Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

Staff Reports in Final Draft Form – Due 14 Days Before the Council Meeting Timely Final Draft Staff Reports: NO LATER THAN 10:00 AM TWO WEEKS PRIOR TO A SCHEDULED COUNCIL MEETING, the Responsible Department shall provide the staff report in final draft form, as a word document, to the City Manager and City Clerk via electronic and/or paper copy.

Steps To be Completed Before Submitting Final Draft Staff Reports to City Clerk: BEFORE submitting the staff report in final draft form to the City Clerk, the staff member must do the following:
• Submit the final draft staff report to the departments listed in the draft staff report for their review/approval
• Provide an electronic and/or paper copy with signature template to the City Manager for review /approval (this includes ALL attachments), so that the City Manager may provide comments/edits • Make any final edits as needed/recommended by the City Manager • Obtain the approval signature from the City Manager
For All Agenda Items:

Responsible Department originating the staff report shall review staff report for correct content, budgetary information, formatting, grammar, spelling, appearance, and format, ensuring that all supporting materials or documents are attached and complete prior to submitting to City Manager for review.

The City Manager reviews all reports for content, clarity, and recommended action(s), making changes as the City Manager deems appropriate and/or making requests for additional information that the City Manager believes is necessary to present the Council with a complete report.

For Reports submitted by a Councilmember, the City Manager shall review the report with the Councilmember for any discrepancies or clarifying information. If staff and Councilmember making the agenda item request disagree regarding a proposed recommendation, or other information in the staff report, the views of both staff and the Council liaison should be included in the staff report The Agenda Review Committee may exercise their sole discretion and judgment in deciding the timing/Council meeting date of all agenda items, with the exception of agenda items that are specifically requested by a majority of the City Council or actions that are required by law.

Any member of the public may request an agenda item be placed on the agenda. Such request shall be in writing to any member of the City Council. If a Councilmember wishes to sponsor such request, the City Councilmember shall send a request for an agenda item to the City Clerk for forwarding to the Agenda Review Committee for review.

The City Council agenda packet, including all reports, communications, ordinances, resolutions, contracts, documents, or other matters to be considered by the City Council at the regular meeting, will be available within 72 hours of the Meeting Date in accordance with Brown Act Posting Requirements for Regular Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

All agendas as of the date of approval of this document shall be formatted as shown in attachment, unless otherwise directed by the Agenda Review Committee.

As determined appropriate by the City Manager, or as requested by the City Council, the City Manager shall provide the Council with periodic updates on ongoing projects.

REQUEST FOR PLACEMENT OF PROCLAMATIONS/PRESENTATIONS:

Proclamations are issued and/or scheduled for presentation at a City Council meeting at the discretion of the Mayor. Recognitions and proclamations shall be scheduled as necessary in recognition of persons or groups for the promotion of an event, service, and/or employee retirement. Requests must be submitted to the City Clerk in writing in advance of the agenda deadline as noted above. The City Clerk shall inform the Mayor and shall request approval from the Mayor as to the appropriateness and scheduling of such recognition or proclamation. Upon approval by the Mayor, the City Clerk will then coordinate the presentation with the requesting party in order to schedule the item on any given agenda. The requesting party determines whether or not he/she will be present for acceptance of such presentation.

The request should be made at least four weeks in advance of a regularly scheduled Council meeting.

If approved for placement on an agenda, a representative shall be designated with contact information provided to the City Clerk as to who will be present at the City Council Meeting to accept the proclamation.

The Agenda Review Committee retains the right to modify, edit, or otherwise amend the proposed proclamation to meet its requirements, needs, or policy determinations.

The Agenda Review Committee retains the right to decide if the proclamation will be issued or not.

The Mayor shall determine if the proposed proclamation meets the intent of this policy. A final decision will be within the discretion of the Mayor.

Once approved, the proclamation will be added to the appropriate Council agenda. If not approved, the applicant will be notified of the decision by the Mayor or City Manager.

If approved, the person(s) making the request must submit a copy of the proposed proclamation to the City Clerk no later than 21 days prior to the proposed City Council meeting date.

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

SAMPLE FORMAT OF AGENDA

CALL TO ORDER
The Mayor, or in the Mayor's absence, the Vice Mayor, presides over all meetings of the City Council, and after determining a quorum is present, calls the meeting to order. In the absence of the Mayor and Vice Mayor, a Councilmember is selected from among the body to act as Chair.

ROLL CALL
The Mayor, or in the Mayor's absence, the Vice Mayor requests the City Clerk to conduct the roll call. The Mayor, or in the Mayor's absence, the Vice Mayor requests the City Clerk to announce the absences of individual Councilmembers.

SALUTE TO THE FLAG
Following the call to order, those in attendance are asked to join the Council in reciting the Pledge of Allegiance.

REMOTE PARTICIPATION UNDER AB 2449 (IF NEEDED)
ORDER OF AGENDA:

At the City Council meeting, the Mayor may reorder items on the agenda to accommodate the public or to address other concerns. The Mayor could survey the members of the public, as appropriate, to move agenda items up or back to address the members of the public items of concern.

PROCLAMATIONS/PRESENTATIONS:

When appropriate, the Council recognizes years of service, volunteers, or presents special awards. In response to City Council, staff or approved citizen requests, the Mayor may issue proclamations in declaration or recognition of a special event, organization or person. At this time, the Mayor may request a City Councilmember(s) read the Proclamation into the record. The proclamation may not be read in its entirety, and is up to the discretion of the Mayor.

STATEMENTS OF CONFLICTS OF INTEREST BY MAYOR/CITY COUNCILMEMBERS FOR ITEMS ON THE AGENDA This is the time for the Mayor or City Councilmembers to indicate a conflict of interest for the agenda item(s).

PUBLIC COMMENT:

PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA (FIRST COMMENT PERIOD):

Mayor has discretion to allow for additional time beyond the 20 minutes allocated for public comment dependent upon the subject matter or number of speakers.

Process for calling on Speakers: Mayor or designee shall ask for public comment as follows: Speakers to be called on in an alternate manner (One speaker in person to be called on first; then one speaker remote to be called on second with additional speakers to be called on in the same manner) based upon the time limit.

ADDITIONAL PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA (SECOND COMMENT PERIOD):

At the end of the meeting after the Regular Calendar Agenda Item Discussion and/or Action Section of the Agenda, two (2) minutes per speaker for up to twenty (20) minutes total for public comments but can be reduced at Mayor’s discretion depending upon the number of speakers or Mayor has discretion to allow Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

A total of 40 Minutes will be allocated for Public Comments for Items Not on the Agenda (This includes 20 minutes at the beginning of the meeting and 20 minutes at the end of the meeting). Mayor has discretion to allow for additional time beyond the 20 minutes allocated for each public comment period dependent upon the subject matter or number of speakers.

Power point or visual presentations for public comment shall not be permitted unless approved by the Agenda Review Committee two weeks prior to the requested meeting date.

Yielding Time: Speakers may not "yield" a portion of their allotted time to others.

The City Clerk will monitor the time for public comments and inform the speakers when the time limitation has been reached.

Public participation is encouraged on all public agenda items. If a member of the public is unable to attend the Council meeting, written communications for public comment for items not on the agenda may be sent to the City Clerk by e-mail or by regular mail. Communications received after distribution of the agenda packet will be made available to the Council at the meeting. Written public comments are encouraged and should be submitted to the City Clerk for forwarding to City Council and appropriate staff and for posting to the City Web site. Subject Line should indicate that the submittal is for public comment in general or if it relates to a specific agenda item.

For specific agenda items, written comments may be emailed to the responsible department as listed on the agenda item or to the following email addresses where all emails will be distributed to the City Council and or appropriate staff: [email protected]; or [email protected].

Council and staff will treat participants and each other with courtesy. Derogatory or sarcastic comments are inappropriate.

The public will likewise be encouraged by the Mayor to maintain meeting decorum.

In Council meetings when citizens are agitated, the Mayor may call a short recess to calm the situation.

In response to public comment on non-agendized items, the Councilmembers may individually:
• briefly respond to statements made or questions posed by members of the public; • ask questions for clarification;
• provide a reference to staff or other resources for factual information or response; • request staff to report to the council at a subsequent meeting; • requeststaff to place a matter of business on a future agenda as needed.

CONSENT CALENDAR:

The consent agenda consists of items that are routine in nature and do not require additional discussion by the City Council or have been reviewed by the City Council previously. These items may be approved by one motion without discussion unless a member of the City Council requests that the item be taken off the consent calendar.

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

If an item or items are removed from the consent calendar, the item shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor.

Council Members may comment on Consent Calendar items or ask for minor clarifications without the need for pulling the item for separate consideration. Items requiring deliberation should be pulled for separate consideration and shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor.

INFORMATIONAL ITEMS/PRESENTATION:

Informational Items or Presentations are items that are informational only and do not require action by the City Council. Presentations shall be scheduled as necessary for the promotion of an event or service or general information items to the Council. Presentations shall be limited to ten (10) minutes unless approved in advance by the Agenda Review Committee. Time limit can be extended upon discretion of the Mayor at the meeting.

Process for Public Hearings/Discussion and Action Agenda Items:
• Mayors opens the item
• Council receives Staff Report from the Responsible Department, Councilmember or Requestor of the Item
• Mayor asks Council for Questions of Staff or Councilmember or Requestor of Agenda Item • Mayor Opens for Public Comment/or Public Hearing
• Mayor Closes Public Comment/or Public Hearing but reserves the right to re-open the public hearing
• Item returns to the Council for discussion/deliberation and/or action.

PUBLIC HEARING(s):

Public hearings are generally held following adoption of the consent agenda and public comment period and after informational items unless so re-ordered by the Mayor at the meeting. The Mayor will open the Public Hearing and ask if there are individuals who are in attendance at this meeting who are wishing to Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

AGENDA REVIEW COMMITTEE/AGENDA PREPARATION AND PLACEMENT OF ITEMS ON A CITY COUNCIL AGENDA Adopted by the City Council at their City Council Meeting of November 19, 2024 Amended and Approved at the City Council Meeting of March 3, 2025 Scheduled for Approval at the City Council Meeting of August 5, 2025 address the City Council and if so to speak from the Podium or to speak when called upon utilizing the City’s virtual format (currently Zoom). Speakers are encouraged to state their name and address for the record. Comments are limited to the specific matter for which the public hearing is being held and are limited to two (2) minutes, unless a shorter or longer period is determined by the Mayor. Written comments are encouraged to be submitted to the responsible City Department prior to the meeting for forwarding to the City Council. If written documents are submitted at the City Council meeting, they shall be submitted to the City Clerk for inclusion in the official City file. Members of the public may read their written documents into the record during the two (2) minutes and are encouraged to provide a copy to the City Clerk. Unless read by a member of the public during the public hearing period, written documents received at the meeting will not be read aloud into the record. At the end of the last speaker, the Mayor will ask if there are any additional citizens who wish to speak at the public hearing. After the public hearing is closed, no member of the public shall be permitted to address the Council or staff on that specific issue.

REGULAR CALENDAR AGENDA ITEMS (DISCUSSION AND/OR ACTION):

Regular Calendar Agenda Items are items that are for Council discussion and/ or action. Similar to a public hearing, the Mayor will open the item for public comment and ask if individuals who are in attendance at this meeting who are wishing to address the City Council and if so to speak from the Podium or to speak when called upon utilizing the City’s virtual format (currently Zoom). Speakers are encouraged to state their name and address for the record. Comments are limited to the specific matter for which the agenda item is being discussed and are limited to two (2) minutes, unless a shorter or longer period is permitted by the Mayor. Written comments are encouraged to be submitted to the responsible City Department prior to the meeting for forwarding to the City Council. If written documents are submitted at the City Council meeting, they shall be submitted to the City Clerk for inclusion in the official City file. Members of the public may read their written documents into the record during the public comment portion of the item. Speakers are encouraged to provide their written statements to the City Clerk. Unless read by a member of the public during the public comment period for the item, written documents received at the meeting will not be read aloud into the record. At the end of the last speaker, the Mayor will ask if there are any additional citizens who wish to speak at the agenda item. After public comment is closed, then no member of the public shall be permitted to address the Council or staff on that specific issue.

ADDITIONAL PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA

COUNCILMEMBERS REQUEST TO AGENDIZE FUTURE AGENDA ITEMS
CITY COUNCIL/CITY STAFF REPORTS/COMMUNICATIONS/ANNOUNCEMENTS/FUTURE MEETINGS:

City Manager/Attorney/Assistant City Manager/City Clerk Reports. Thisis the time for City Management to provide updates on various matters to the Council and public. (This will be either verbal or written reports provided at or prior to the meeting).

City Council Reports/Committee/Sub-Committee Meeting Reports: (Reports by Mayor/City Councilmembers Regarding Various Agency Meetings/Committee Meetings/Sub-Committee Meeting /Conferences Attended and Possible Direction to its Representatives(If Needed) on Pending issues before such Boards) (This will be either verbal or written reports provided at the meeting).

Council Communications Received (Information/Meetings/Correspondence Received from the General Public to Councilmembers).

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

As needed, the City Council may adjourn to a Closed Session privately to discuss and consider matters of confidential concern to the City. Before convening into Closed Session, the Mayor shall publicly announce the purpose for the Closed Session, by Title of Item Only, the estimated time when the Closed Session will conclude, and whether the Council will reconvene to take action. (Prior to adjournment into Closed Session, the public may speak up to 3 minutes on items to be addressed in Closed Session).

A Closed Session may be extended to a later time by announcement of the Mayor. Nothing in this section shall require or authorize a disclosure of information prohibited by State or Federal law. The Brown Act requires all Council action to be discussed and taken in open session, except for specified and limited exceptions such as personnel matters, real property negotiations, and pending or threatened litigation.

Closed Sessions are typically held at the end of the regular Council meeting and, if needed, can be continued to the next regular meeting.

Closed Session Meetings Are in Person Meetings Only.

Closed Sessions may be scheduled by the Agenda Review Committee, the City Attorney or City Manager in consultant with the City Attorney in accordance with this policy, as described above. Alternatively, The City Attorney may schedule a closed session if deemed necessary by the City Attorney to discuss a matter for which a closed session is permitted. In addition, a majority of the City Council may schedule a closed session.

ADJOURNMENT OF REGULAR MEETING
The Mayor adjourns the meeting and the City Clerk notes the time of adjournment for the record. All meetings will conclude no later than 10:30 p.m., unless this provision is waived by a unanimous vote of the Council. Consideration of the agenda matter then on the floor will be continued beyond 10:30 p.m. by unanimous vote of the Council. In the event the remaining agenda cannot be concluded at any meeting by 10:30 p.m., the meeting will be recessed to the next regularly scheduled Council meeting or upon majority approval, to a definite time and place, and notice of such continued meeting will be given as provided by statute.

No new agenda business shall be considered after 10:30 pm without agreement from unanimous vote of the majority of the Council.

If there is unanimous vote to continue the meeting beyond 10:30 pm, said meeting will be extended up to one additional hour or 11:30 pm and will not continue beyond that time. If an agenda item has not concluded or if agenda items remain and have not been heard prior to the 11:30 p.m. adjournment, the Council by majority vote shall:
• Recess the meeting to the next regularly scheduled Council meeting and defer agenda items to that meeting with placement of agenda items as recommended by the Agenda Review Committee; or
• Schedule a Special City Council Meeting to a definite time and place, and notice of such continued meeting will be given as provided by statute.

If there is no unanimous vote of the Council, the meeting will end at 10:30 pm as noted above.

Agenda Item Number: 2
Agenda Item Number: 2
City Council Meeting Packet for Meeting of:

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CITY COUNCIL PROTOCOLS – Policy Number 6

EXHIBIT

AGENDA FORMAT

CITY COUNCIL MEETING AGENDA
Meeting of:

Meeting Start Time:

Meeting to be held in Person and Virtual /Remote Participation Zoom Link is to be used for providing public comment/Live Stream is utilized for viewing only of meeting City Council is inviting you to a scheduled Zoom meeting.

Topic: City Council Meeting
Time:

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CALL TO ORDER

ROLL CALL

SALUTE TO THE FLAG

REMOTE PARTICIPATION
PROCLAMATIONS/PRESENTATIONS/INTRODUCTIONS:

STATEMENTS OF CONFLICTS OF INTEREST: Conflicts of interest may arise in situations where a public official deliberating towards a decision, has an actual or potential financial interest in the matter before the Council. In accordance with state law, an actual conflict of interest is one that would be to the private financial benefit of a public official, a relative or a business with which the Councilmember is associated. A potential conflict of interest is one that could be to the private financial benefit of a Councilmember, a relative or a business with which the Councilmember is associated. A Councilmember must publicly announce potential and actual conflicts of interest, and, in the case of actual conflict of interest, must refrain from participating in debate on the issue or from voting on the issue and must remove themselves from the dais.

PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA (FIRST COMMENT PERIOD):

Up to Twenty (20) Minute Time Limit (Two Minutes for up to ten speakers). Additional public comment will be held at the end of the discussion and action items for up to an additional twenty (20) minutes. Mayor has discretion to allow for additional time beyond the 20 minutes allocated for public comment dependent upon the subject matter or number of speakers.

CONSENT CALENDAR: The consent agenda consists of items that are routine in nature and do not require additional discussion by the City Council or have been reviewed by the City Council previously. These items may be approved by one motion without discussion unless a member of the City Council requests that the item be taken off the consent calendar.

The Mayor will read the consent calendar items (either full agenda title or reduced version of the agenda title); ask if a Councilmember wishes to remove one or more items from the consent calendar; and then open public comment to the members of the public in attendance. At this time, a member of the public may speak for up to three minutes on the entire consent calendar and request at that time that an agenda item or items be removed for discussion. If an item or items are removed from the consent calendar, the item shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor or Mayor Pro Tern.

Councilmembers may comment on Consent Calendar items or ask for minor clarifications without the need for pulling the item for separate consideration. Items requiring deliberation should be pulled for separate consideration and shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor or Mayor Pro Tem.

INFORMATIONAL ITEMS/PRESENTATIONS: Informational Items or Presentations are items that are informational only and do not require action by the City Council. Presentations shall be scheduled as necessary for the promotion of an event or service or general information items to the Council and should be limited to ten (10) minutes total in length of item (total length includes questions of Council to presenter and public comment).

PUBLIC HEARING(s):

Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 6

ADDITIONAL PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: Two minutes per speaker for up to twenty (20) minutes total for public comments but can be reduced at Mayor’s discretion depending upon the number of speakers or Mayor has discretion to allow for additional time beyond the 20 minutes allocated for public comment dependent upon the subject matter or number of speakers.

COUNCILMEMBER(S) REQUESTS FOR FUTURE CITY COUNCIL AGENDA ITEMS CITY COUNCIL/CITY STAFF REPORTS/COMMUNICATIONS/ANNOUNCEMENTS/FUTURE MEETINGS:

CLOSED SESSION:

ADJOURNMENT OF CITY COUNCIL MEETING
Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 6

EXHIBIT

REQUEST FOR ITEM TO BE PLACED ONTO A CITY COUNCIL MEETING AGENDA Date of Request:

Name of Council Member Submitting Item:

Subject of Item:

Please explain agenda item (such as background; action requested of Council):

If this a consent calendar item or discussion and action item? What is the Estimated Amount of Time for Discussion at Meeting:

Requested Date of City Council Meeting for Item:

Alternate Date for City Council Meeting for Item:

Is this a time sensitive item?
What is latest date item can be heard?
Will this require Staff time? Ifso, how much staff time Who is responsible department?
Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

RULESFORTHECONDUCTOFITSMEETINGS, PROCEEDINGSANDCITYBUSINESS PURPOSE:

The intent of this policy is to ensure a fair and equitable policy for all Councilmembers regarding Rules of Conduct of Its Meetings, Proceedings and City Business.

Adoption of Roberts Rules ofOrder.

The Council adopts Roberts Rules of Order asthe general procedures for conducting its meetings unless otherwise specified in these rules of conduct. Except as provided herein, other rules adopted by the City Council and applicable provisions of State law, the procedures of the City Council will be generally guided by the latest revised edition of Robert's Rules of Order. Pursuant to State law, failure to follow parliamentary rules will not in and of itself invalidate action taken by the Council. In the event of a conflict between this manual and Roberts Rules of Order, the provisions of this manual shall control.

When necessary to resolve issues that may arise over process, the Mayor will refer to the City Attorney who will provide legal advice to the City Council. Upon such advice, the Council will vote and follow the decision of the majority.

Types ofMeetings:

Regular Meetings
Time and date.

The City Council of the City of Sebastopol shall hold regular meetings on the first and third Tuesday of each and every month, commencing at 6:00 p.m. on the first Tuesday of the month and at 6:00 p.m. on the third Tuesday of the month. In the event the regular meeting of the Council falls upon a day designated by law as a legal holiday,such meeting shall be held on such other date as the Council may designate, or shall be scheduled for cancellation upon approval of a majority of the City Council at a regularly noticed City Council Meeting the Agenda Review Committee.

Meeting place.

Meetings must be held within the jurisdictional boundaries of the City with the following exceptions:

Comply with court order, inspect real property, participate in multi-jurisdictional meetings, meet to confer with State/Federal officials, meet with legal counsel to discuss pending litigation, or participate as member of Joint Powers Agency.

All regular meetings of the City Council shall be held in the Sebastopol Youth Annex/Teen Center, 425 Morris St., Sebastopol, Sonoma County, California, or other such place as shall be designated in the notice of such meeting. In the event the meeting is in such place other than the Youth Annex, notice shall be given as required by law.

Whenever possible, special workshops shall take place at a location to be approved by the Agenda Review Committee.

If by reason of natural disaster or other emergency it shall be unsafe to meet in approved location as determined by the Agenda Review Committee, the meetings may be held for the duration of the emergency at such other place as is designated by the Mayor. City staff shall provide recommendations for locations for meetings to the Mayor for final approval.

Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

Special Meetings
A special meeting of the Council may be called by the Mayor ,City Attorney, or City Manager in consultation with the City Attorney, or a majority of the members of the Council. or a majority of the members of the Council. A special meeting may be called by providing notice (by personal delivery or by written notice) 24 hours in advance of the meeting to the Mayor, to all Councilmembers, and to all media outlets and persons having requested in writing notification ofsuch meetings pursuant to State law. The call and notice shallspecify the time and place of the special meeting and the business to be transacted. No other business shall be considered at such meetings. No ordinances, other than urgency ordinances, may be adopted, nor may resolutions or orders for payment of money be made.

The call and notice shall specify the time and place of the special meeting and the businessto be transacted.

No other business shall be considered at the meeting. Written notice may be dispensed with as to any member who, at or prior to the time and meeting convenes, filed with the City Clerk a written waiver of notice. The waiver may be given by fax, email or mail. Written notice shall be dispensed with as to any member who is actually present at the meeting at the time it convenes.

Study/Work Session:

The Council may meet in a study/work session atsuch times or atsuch places as may be determined by the Council for the purpose of hearing reports from the staff and reviewing, discussing and debating matters of interest to the City. These sessions will be noticed as provided by law and open to the public and the press.

No official action may be taken at a study session. However, Council may refer the item to staff with specific requests for information or provide specific direction to staff. During study/work sessions, Councilmembers may ask questions of staff. For those questions that staff cannot immediately answer, responses will be provided for the Council in writing or at a future Council meeting.

Closed Session Meetings:

As needed, the City Council may adjourn to a Closed Session privately to discuss and consider matters of confidential concern to the City as authorized by the Brown Act. Before convening into Closed Session, the Mayor shall publicly announce the purpose for the Closed Session, by Title of Item Only, the estimated time when the Closed Session will conclude, and whether the Council will reconvene to take action. (Prior to adjournment into Closed Session, the public may speak up to three (3) minutes on items to be addressed in Closed Session).

Closed Sessions may be scheduled by the Agenda Review Committee in accordance with City Council Policy Number 6 (As noted below)
Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

RULES FOR THE CONDUCT OF ITS MEETINGS, PROCEEDINGS AND CITY BUSINESS Adopted by the City Council at their City Council Meeting of November 19, 2024 Amended and Approved at the City Council Meeting of March 3, 2025 Scheduled for Approval at the City Council Meeting of August 5, 2025 Closed Sessions may be scheduled by the Agenda Review Committee, the City Attorney, or City Manager in consultant with the City Attorney in accordance with this policy, as described above. In addition, a majority of the City Council may schedule a closed session. Alternatively, The City Attorney may schedule a closed session if deemed necessary by the City Attorney to discuss a matter for which a closed session is permitted.

Conclusion of Meetings:

City Council meetings will conclude no later than 10:30 p.m., unless this provision is waived by unanimous vote of the Council. Consideration of the agenda matter then on the floor may be continued beyond 10:30 p.m. by unanimous vote of the Council. In the event the remaining agenda cannot be concluded at any meeting by 10:30 p.m., the Agenda Review Committee will reschedule the remaining items for a future City Council meeting, with a preference for the next regularly scheduled Council meeting. In the event that the remaining agenda items include public hearings, the City Council shall, upon majority approval, continue the public hearing to a definite time and place, and notice of such continued hearing will be given as provided by statute. In the alternative, the City Council may, by majority vote, schedule a Special City Council Meeting to a definite time and place, and notice of such continued meeting will be given as provided by statute. No new agenda business shall be considered after 10:30 pm without agreement from unanimous vote of the Council. If there is unanimous vote to continue the meeting beyond 10:30 pm, said meeting will be extended up to one additional hour or 11:30 pm and will not continue beyond that time. If an agenda item has not concluded or if agenda items remain and have not been heard prior to the 11:30 p.m. adjournment, remaining items shall be rescheduled as specified above.

If there is no unanimous vote of the Council, the meeting will end at 10:30 pm as noted above.

Televised/Tapings:

Council meetings will be broadcast live on Livestream and/or virtual format (currently zoom) which can be accessed through the City's web site. Council meetings will also be stored to Live Stream and the City Web site for one year in compliance with the City's Records Retention Policy.

The Administrative Service Department in consultation with the City Clerk's office is responsible for contracting for IT recording for all City Council meetings except for those portions of the meeting conducted in Closed Session. Recordings are available and archived for one year.

Any person attending an open and public meeting of the Council shall have the right to record the proceedings with an audio or video tape recorder or a still or motion picture camera in the absence of a reasonable finding by the Council that the recording cannot continue without noise, illumination, or obstruction of view that constitutes, or would constitute, a persistent disruption of the proceedings.

Adjourned Meetings
As permitted by law, the Council may adjourn any regular or adjourned regular meeting to a time, place, and date specified in the order of adjournment but not beyond the next regular meeting. If no time is stated in the order of adjournment, it shall be the same time as for a regular meeting.

Emergency Meetings
In the case of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilitiessuch as:
• Work stoppage or other activity which severely impairs public health, safety, or both, as determined by a majority of the Council;
• or a crippling disaster which impairs public health, safety, or both, as determined by a majority of the Council;
Agenda Item Number: 2
Agenda Item Number: 2
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Each local newspaper of general circulation and radio or television station that has requested notice of special meetings pursuant to the Brown Act,shall be notified by the presiding officer of the legislative body, or designee thereof, at least one hour prior to the emergency meeting, or in the case of a dire emergency, at or near the time that the presiding officer or designee notifies the members of the emergency meeting. This notice shall be given by telephone call to the numbers provided in the most recent request for notification or by email (if available). In the event that telephone services are not functioning, the notice requirements of this section shall be deemed waived, and the legislative body, or designee of the legislative body,shall notify those newspapers, radio stations, or television stations of the emergency meeting, the purpose of the meeting, and any action taken at the meeting as soon after the meeting as possible.

During an emergency meeting, the legislative body may meet in closed session pursuant to the Brown Act if agreed to by a two-thirds vote of the members present, being not less than three votes of the Council.

All special meeting requirements in the Brown Act shall be applicable to an emergency meeting, with the exception of the 24-hour notice and posting requirement.

The minutes of an emergency meeting; a list of Council persons attending, the presiding officer of the legislative body, or designee of the Council, notified or attempted to notify; a copy of the roll call vote; and any actions taken at the meeting, shall be posted for a minimum of ten days in a public place as soon after the meeting as possible.

Teleconferenced Meetings Traditional Brown Act:

Members may participate in meetingsremotely only as allowed by the Brown Act or other applicable law.

Meetings to be Public
All regular, adjourned, and special meetings of the City Council shall be open and public and held in accordance with the Ralph M. Brown Act (Government Code sections 54950, et seq.); provided, however, the City Council may hold closed sessions from which the public may be excluded as allowed by law. The Brown Actstrikes a balance between public access to meetings of public governing bodies and the need for confidential candor, debate and information gathering.

Attendance
Councilmembers are expected to attend all meetings of the City Council. Pursuantto Government Code section 36513, if a Councilmember is absent from all regular City Council meetings for sixty (60) days consecutively from the last regular meeting he/she attends, their office becomes vacant and shall be filled as any other vacancy.

Councilmembers are expected to be present at the start of the meeting, work from the agenda presented, and be attentive and prepared for the agenda item.

If a Councilmember will be absent from the meeting, the Councilmember shall notify the City Clerk of such absence as soon as possible prior to the meeting.

Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

RULES FOR THE CONDUCT OF ITS MEETINGS, PROCEEDINGS AND CITY BUSINESS Adopted by the City Council at their City Council Meeting of November 19, 2024 Amended and Approved at the City Council Meeting of March 3, 2025 Scheduled for Approval at the City Council Meeting of August 5, 2025 Cancellation of Regular Meetings
 Any meeting of the Council may be cancelled in advance by a majority vote of the City Council at a regularly scheduled City Council Meeting by the Agenda Review Committee. The Mayor may cancel a meeting in the case of an emergency, when a majority of members have confirmed in writing their unavailability to attend a meeting, when there is not a quorum at the start of the meeting, or when the agenda is such that cancelling the meeting would not interfere with normal operations of the City. Cancelled meetings will be noted on the agenda and posted for the public.

Quorum
The Council consists of five members, one of whom is the Mayor. Three (3) members of the Council shall constitute a quorum and shall be sufficient to transact business (other than in the case of an emergency meeting). If less than three (3) Councilmembers appear at a regular meeting, the members attending shall adjourn the meeting to a stated day and hour.

At City Council Meetings, Council shall:
• Value each other'stime
• Attempt to build consensus on an item through an opportunity for dialogue; but when this is not possible, the majority vote shall prevail and the majority shall show respect for the opinion of the minority
• Have the right to dissent from, protest, or comment upon any action of the Council • Respect each other's opportunity to speak and, if necessary, agree to disagree • Avoid offensive negative comments and shall practice civility and decorum during discussions and debate
• Assist the presiding officer's exercise of the affirmative duty to maintain order • Shall make the public feel welcome
• Be respectful, and without prejudice toward the public • Listen courteously and attentively to public comment
• Not argue back and forth with members of the public
• Make no promises to the public on behalf of the Council At/For City Council Meetings, City Staff shall:
• Prepare well-written staff reports and provide accompanying documents on all agenda items in accordance with the agenda format and preparation schedule as listed in City Council Policy Number 6 • be available for questions from members in accordance with the Brown Act prior to and during meetings
• respond to questions from the public during meetings only when requested to do so by Mayor or the City Manager
• refrain from arguing with the public or staff members, or consultants; • switch any electronic equipment such as pagers and cellular telephones to silent or off mode during Council meetings with the exception of Key City staff as determined by the City Manager or City Manager designee;
• Staff shall remain objective on issues and should not be advocates for issues unless so directed by the legislative body;
• To the extent permitted by the Brown Act, the City Manager shall inform the Mayor and Councilmembers of controversial,significant-impact issuesthat are coming before the Council Agenda Item Number: 2
Agenda Item Number: 2
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ORDER OF BUSINESS/CONDUCT OF CITY COUNCIL MEETINGS
The order of business istypically carried out as listed on the agenda format as attached to City Council Policy Number 6.

RULES OF CONDUCT
Obtaining the Floor
Every Councilmember desiring to speak will first address the Presiding Officer and gain recognition by the Presiding Officer. All Councilmembers will have an opportunity to speak. The Presiding Officer will determine the speaking order of the Councilmembers.

Introducing a Motion
At the Presiding Officer's discretion, items on the agenda may be discussed before asking for a motion and second. The Presiding Officer or any Councilmember can bring orsecond a motion. Before the matter can be considered or debated, it must be seconded. Once a motion has been properly made and seconded, the Presiding Officer may open the matter for debate offering the first opportunity to debate to the moving party and, thereafter, to any Councilmember properly recognized by the Presiding Officer.

It is a courtesy, but not required, to allow other Councilmembersto move and second motions, and for the Presiding Officer to be the last to debate a motion. Once the matter has been fully debated and the Presiding Officer calls for a vote, no further debate will be allowed, provided however, any Councilmember may be allowed to explain their vote prior to the vote being cast.

Voting:

The Presiding Officer or Councilmember may request that the Mover of the Motion or City staff verbally restate each motion immediately prior to calling for the vote. The Presiding Officer in their discretion may publicly explain the effect of a vote for the members of the public, or he/she may direct a member of the City staff to do so before proceeding to the next item of business. All Councilmembers present at a meeting when a question comes up for a vote, shall vote for or against the measure unless he/she is disqualified from voting and required to recuse themselves because ofsuch disqualification, or choose to abstain. It shall be at the Mayor's discretion for the order of the vote, but typically the City Clerk shall call for the vote in alphabetical order, starting with the first letter of the last name. The results reflecting all "ayes" and "noes" must be clearly set forth for the record. No Councilmember shall be allowed to change their vote after an item has been closed.

Tie Votes - A tie vote results in a lost motion. In such an instance, any member of the Council may offer a motion for further action. If there is no action by an affirmative vote, the result is no action. If the matter involves an appeal, and an affirmative vote does not occur, the result isthat the decision appealed stands as decided by the decision-making person or body from which the appeal was taken.

A Councilmember who was not present for a vote may request to have the Agenda Review Committee reschedule the item for a second vote with the entire Council present when the Council has a tie vote and the motion fails.

Abstention: If a Councilmember recuses because of a conflict arising under the Political Reform Act of 1974, he/she is not counted as present for quorum purposes and is not deemed to be "voting" for purposes of determining whether there has been a "majority vote of those members present and voting"; When a Agenda Item Number: 2
Agenda Item Number: 2
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If a Councilmember abstains for any reason other than a conflict of interest arising under the Political Reform Act, he/she is counted as present for quorum purposes and is not deemed to be "voting" for purposes of determining whether there has been a "majority vote of those members present and voting." A Councilmember who publicly announcesthat he/she is abstaining from voting on a particular matter may notsubsequently withdraw their abstention.

The vote will be announced by the Presiding Officer or City staff in compliance with State law.

Types of Motions
When the following motions are made and seconded, the Presiding Officer may open the matter for debate offering the first opportunity to debate to the moving party and, thereafter, to any Councilmember properly recognized by the Presiding Officer must immediately call for a vote of the body without debate on the motion. Motions carry with the designated vote requirement:

Motion to adjourn [Simple Majority Vote]. This motion, if passed, requires the Council to immediately adjourn to its next regularly scheduled meeting.

Motion to recess [Presiding Officer or Simple Majority Vote]. This motion, if passed, requires the body to immediately take a recess. In the event of a meeting disruption, the Presiding Officer can unilaterally call a recess. Normally, the Presiding Officer determines the length of the recess.

Motion to set the time to adjourn [Simple Majority Vote]. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion.

Motion to table [Simple Majority Vote]. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold" (temporarily suspending any further discussion of the pending motion). In order to bring the matter back before the City Council, a member must move to table the item and that the motion should contain an exact or approximate date in which the item will come back to the Council. If no timeframe is given in the motion, the item tabled dies, although it can be raised later as a new motion.

Motion to limit debate [Two-Thirds Vote]. This is a motion to end debate or set a time limit on the debate for a given agenda item. When such a motion is made, the Presiding Officer should ask for a second, stop debate, and vote on the motion to limit debate.

Motion to object to the consideration of an agenda item [Two-Thirds Vote]. Rather than tabling, when the Council believes it is premature for an item on the agenda to be considered, then such a motion can be made when the item is first
Motion to Move Previous Question [Two-Thirds Vote]: Any Councilmember may move to immediately bring the question being debated by the Council to a vote, suspending any further debate. The motion must be made and seconded without interrupting one who already hasthe floor. A 2/3 vote is required for passage.

Agenda Item Number: 2
Agenda Item Number: 2
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The motion must be seconded and requires a majority vote for passage.

Motion to Commit or Refer [ Majority Vote]. Any Councilmember may move that the matter being discussed should be referred to a committee, board or commission for further study. The motion must be seconded and requires a majority vote for passage. The motion may contain directions for the committee, board or commission, as well as, a date upon which the matter will be returned to the Council's agenda. If no date is set for returning the item to the Council agenda, any councilmember may move, at any time, to require the item be returned to the agenda. The motion must be seconded and a majority vote is required for passage if the item is to come back at a future date certain, or a 2/3 vote if the item is to be immediately discussed by the Council at the time the motion to return is made.

Motion to Amend [Majority Vote]. Any Councilmember may amend the main motion or any amendment made to the main motion. Before the main motion may be acted upon, all amendments and amendments to amendments must first be acted upon. A motion to amend must be seconded and requires a majority vote for passage. An amendment must be related to the main motion or amendment to which it is directed.

Any amendment which substitutes a new motion rather than amending the existing motion is out of order and may be so declared by the Presiding Officer. A motion to amend is not necessary if the maker of the motion (and the member who seconded the motion, if any) voluntarily agree to change the original motion.

The following actions by the Council are to ensure orderly conduct of meetings and for the convenience of the Mayor and Councilmembers. These motions take precedence over any pending main or subsidiary motion and may or may not be debated as noted.

Question of Privilege. Any Councilmember, at any time during the meeting, may make a request of the chair to accommodate the needs of the council or their personal needs for such things as reducing noise, adjusting air conditioning, ventilation, lighting, etc. Admissibility of question is ruled on by the chair.

Point of Order. Any Councilmember may require the chair to enforce the rules of the Council by raising a point of order. The point of order shall be ruled upon by the chair.

Appeal. Should any Councilmember be dissatisfied with a ruling from the chair, he/she may move to appeal the ruling to the full Council. The motion must be seconded to put it before the Council. A majority vote in the negative or a tie vote sustains the ruling of the chair. The motion is debatable and the chair may participate in the debate. For example, if the chair determines a member of the public is making a comment on an impermissible topic and ends their opportunity to speak, another member may appeal that decision.

Suspend the Rules. Any Councilmember may move to suspend the rules if necessary, to accomplish a matter that would otherwise violate the rules. The motion requires a second and a 2/3 vote is required for passage. For example, if a member wanted to take an agenda item out of order, and the mayor did not exercise their authority to rearrange items, a member could make a motion to suspend the rules and immediately consider the identified agenda item.

Division of Question. Any Councilmember may move to divide the subject matter of a motion which is made up of several parts in order to vote separately on each part. The motion requires a second and a majority vote for passage. This motion may also be applied to complex ordinances or resolutions.

Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

RULES FOR THE CONDUCT OF ITS MEETINGS, PROCEEDINGS AND CITY BUSINESS Adopted by the City Council at their City Council Meeting of November 19, 2024 Amended and Approved at the City Council Meeting of March 3, 2025 Scheduled for Approval at the City Council Meeting of August 5, 2025 Reconsider. Except for votesregarding matters which are quasi-judicial in nature or matters which require a noticed public hearing, the Council may reconsider any vote taken at the same session to correct inadvertent or precipitant errors, or consider new information not available at the time of the vote. The motion to reconsider must be made by a Councilmember who voted on the prevailing side, must be seconded and requires a majority vote for passage, regardless of the vote required to adopt the motion being reconsidered. A motion to reconsider is not necessary to an item already decided by the Council to be scheduled for further consideration by the Council in accordance with the agenda setting protocol.

If the motion to reconsider is successful, the matter to be reconsidered takes no special precedence over other pending matters and any special voting requirements related thereto still apply. Except pursuant to a motion to reconsider, once a matter has been determined and voted upon, the same matter cannot be brought up again at the same meeting.

Rescind. Repeal or Annul. The Council may rescind, repeal or annul any prior action taken with reference to any legislative matterso long asthe action to rescind, repeal or annul complies with all the rules applicable to the initial adoption, including any special voting or notice requirements or unless otherwise specified by law.

Authority of The Chair. Subject to appeal, the chair shall have the authority to prevent the misuse of the legitimate form of motions, or the abuse of privilege of renewing certain motions, to obstruct the business of the Council by ruling such motions out of order. In so ruling, the chair shall be courteous and fair and should presume that the moving party is making the motion in good faith.

PUBLIC HEARINGS:

Public hearings are generally held following adoption of the consent agenda, public comment period, and informational presentations (unless the agenda has been reordered). The Mayor will open the Public Hearing. Speakers will be called forward and are encouraged to state their name and address. Comments are limited to the specific matter for which the public hearing is being held and are limited to two (2) minutes, unless a shorter or longer period is permitted by the Mayor. Written comments are permitted prior to and during the public hearing, and should be submitted to the City Clerk before the public hearing is closed.

Written documents will be entered into the file but will not be read aloud. After the public hearing is closed, no member of the public shall be permitted to address the Council orstaff on that specific issue.

Public notices related to public hearings, including but not limited to special council meetings, budget approval, annexations, and street vacations are published by the Responsible Department in the legal section of the local paper, and on the City's website as well as mailed/distributed as required by City Municipal Code and State law. A copy is submitted to the City Clerk for filing.

Time for Consideration. Matters noticed to be heard by the Councilshall commence at the time specified in the notice of hearing, or as soon thereafter as is reasonably possible, and shall continue until the same has been completed or until other disposition of the matter has been made.

Continuance of Hearings. Any hearing being held or noticed or ordered to be held by the council at any meeting of the Council may, by order or notice of continuance, be continued or recontinued to any subsequent meeting in the manner provided herein for adjourned meetings; provided, that if the hearing is continued to a time less than 24 hours after the time specified in the order or notice of hearing, a copy of the order or notice of continuance of hearing shall be posted immediately following the meeting at which the order· or notice of continuance was adopted or made.

Agenda Item Number: 2
Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

RULES FOR THE CONDUCT OF ITS MEETINGS, PROCEEDINGS AND CITY BUSINESS Adopted by the City Council at their City Council Meeting of November 19, 2024 Amended and Approved at the City Council Meeting of March 3, 2025 Scheduled for Approval at the City Council Meeting of August 5, 2025 Public Discussion at Hearings. When a matter for public hearing comes before the Council, the Mayor shall open the public hearing. Upon opening the public hearing and before any motion is adopted related to the merits of the issue to be heard, the Mayor shall inquire if there are any persons present who desire to speak on the matter. Any person desiring to speak or present evidence shall make their presence known to the Mayor and upon being recognized by the Mayor, the person may speak or present evidence relevant to the matter being heard.

No person may speak without first being recognized by the Mayor. Members of the Council who wish to ask questions the presenter, applicant , staff or each other, during the public hearing portion may do so but only after first being recognized by the Mayor. The Mayor shall conduct the meeting in such a manner as to afford due process.

All persons interested in the matter being heard by council shall be entitled to submit written evidence or remarks, as well as other graphic evidence. All such evidence presented shall be retained by the Responsible Department and City Clerk as part of the Clerk's record. Time limits may be established by the Council, limiting the duration of presentations as set forth in these rules. No person shall be permitted during the hearing, to speak about matters or present evidence which are not germane to the matter being considered. A determination of relevance shall be made by the Mayor, but may be appealed as set forth in these rules.

Consideration of Question by Council. After all members of the public desiring to speak upon the subject of the hearing have been given an opportunity to do so, the public hearing shall be closed by the Mayor and the Council may consider what disposition they wish to make of the question or questions presented at the hearing. No member of the public shall be allowed, without consent of the Mayor, to speak further on the question during this period of deliberation, although the Councilmembers may ask questions of the speakers if so desired.

At the conclusion of council discussion, and appropriate motion having been made and seconded, the Council shall vote on the matter.

ATTENDANCE BY THE PUBLIC:

Except as specifically provided by law for closed sessions, all meetings of the Council shall be open and public.

All persons desiring to attend shall be permitted to attend any meeting, and may address the Council on any item of interest.

To ensure full access for any member of the public wishing to speak, and to maintain a timely and efficient meeting, public comment on the consent calendar, or regular agenda items where the City Council will be taking some action is limited to no more than two (2) minutes per person (unless otherwise directed by Mayor)
In response to public comment on non-agendized items, the Councilmembers may individually:
• briefly respond to statements made or questions posed by members of the public; • ask questionsfor clarification;
• provide a reference to staff or other resources for factual information or response; • requeststaff to report to the council at a subsequent meeting; • request staff to place a matter of business on a future agenda as needed.

Disability Accommodation: If a person requires a disability accommodation that extends the normal speaking time, the Presiding Officer willstate that the speakers' time is being modified for a requested accommodation, and shall extend the time asisreasonable for the speaker to convey the information.

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CITY COUNCIL PROTOCOLS – Policy Number 7

Yielding Time: Speakers may not "yield" a portion of their allotted time to others.

Speakers Location: Speakers shall address the Council from the podium or to speak when called upon utilizing the City’s virtual format (currently Zoom) provided for that purpose during their comment. Any written materials or items to be submitted or shown to the Council shall be given to the City Clerk, who will distribute them to Council.

Repetitious or Dilatory Comments Discouraged. In order to expedite matters and to avoid repetitious presentations, the designation of a spokesperson is encouraged, but not required. Whenever any group of persons wishes to address the Council on the same subject matter, those persons are encouraged to designate a spokesperson to address the City Council. With the consent of the City Council, the Presiding Officer may extend the time allocation for a designated spokesperson.

In accordance with the Brown Act, comments that exceed the established time limit\ may be ruled out of order by the Presiding Officer. The Mayor shall be authorized to limit disruptive speech. No person shall use loud, profane, threatening, or personally abusive language, or engage in any other disorderly conduct so as to disrupt or otherwise significantly impede the orderly conduct of any Council meeting. Persons who violate this rule may be barred from attendance for the remainder of the Council meeting, provided that the Mayor has notified the person to conduct him or herself in a manner consistent with this rule, and warned the person that they will be removed if they continue to disrupt the Council meeting. If after notification and warning the person persistsin disrupting the meeting, the Mayor shall order the person to leave the Council meeting. If the person does not remove himself or herself, the Mayor may request any law enforcement officer who is on duty at the meeting to remove that person from the Council Chambers.

PUBLIC REQUESTS FOR PROCLAMATIONS:

When appropriate, the Council recognizes years of service, volunteers, or presents special awards. In response to City Council, staff or approved citizen requests, the Mayor may issue proclamations in declaration or recognition of a special event, organization or person. At this time the Mayor may request a City Councilmember(s) read the Proclamation into the record. The proclamation need not be read in its entirety and is up to the discretion of the Mayor.

CITY CORRESPONDENCE:

The Mayor is typically charged with transmitting the City's position on policy matters to outside agencies on behalf of the City Council. The City Manager assists in preparing the correspondence.

Official correspondence from the City Council must be on official City letterhead and receive prior approval from a majority of the City Council. Individual Councilmembers may initiate correspondence for their own purpose using letterhead that identifies only themselves as a Councilmember. All Councilmember correspondence using City resources will be copied to the full Council consistent with the requirements of the Brown Act.

Individual Councilmembers may occasionally prepare letters for constituents in response to inquiries, or to provide requested information. City letterhead is available for this purpose as stated above. , Agenda Item Number: 2
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CITY COUNCIL PROTOCOLS – Policy Number 7

On occasion, Councilmembers may wish to share an opinion on an issue on which the Council has yet to take a position, or about an issue for which the Council has no position. In these circumstances, individual Councilmembersshould clearly indicate they are not speaking for the Council as a whole, but asindividuals.

It is not appropriate to use City letterhead or Council titles for personal or political purposes.

External Communication.

The Mayor is to faithfully communicate the will of the Council majority in matters of policy. The Mayor is also recognized as the official head of the City for all ceremonial purposes and shall perform such other duties consistent with the office.

Signing of Documents
The Mayor shall sign all ordinances, resolutions, and other documents necessitating their signature, which were adopted by a quorum of the City Council, unless signature authority has been delegated in the adopting action.

Outside Activities:

Councilmember Participation in Community Activities: From time to time, Councilmembers may choose to participate in community activities, committees, events, and task forces. When a Councilmember participates in these types of activities, the Councilmember is acting as an interested party rather than acting on behalf of the City Council. If asked to speak or comment at a public event, Councilmembers should state that they are acting as interested parties rather than acting on behalf of the City Council.

Acting or participating on behalf of the City Council is limited to those instances when the Council has formally designated the Councilmember as its representative for the matter.

Serial Meetings:

Serial meetings are meetings that at any one time involve only a portion of a legislative body, but eventually involve a quorum. Serial meetings yield a process which deprives the public the opportunity for a meaningful contribution to the decision-making process.

Serial meetings may be a chain, in which member A contacts or emails member B, B then contacts C, C contacts D, and so on, until a quorum is involved. To avoid the potential of serial meetings, members shall refrain from using the "reply all" feature when responding to emails. An elected official has the right to confer with a colleague about public business. But if and when a "collective concurrence as to action to be taken" is reached, the Brown Act is violated.

Councilmembers are encouraged to consider the possibility ofserial meetings when engaging in discussion with their colleagues on a matter within the subject jurisdiction of the City.

City Logo:

The City Manager or City Clerk may approve the use of the City's Logo forspecific purposes by other government agencies to which the City maintains membership or which the City contributes grant funding or co sponsors an event. All authorized use of the City's logo shall be in writing, shall indicate the specific use allowed, and shall include the words "Any other use of this logo is prohibited".

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Sebastopol City CouncilAugust 5, 2025

Sebastopol City Council
August 5, 2025