All Bank Codes Check Summary
Payment Type Discount
Payment
Count Payment
Payable
Count
Regular Checks
Manual Checks
Voided Checks
Bank Drafts
EFT's
203
0 0
62 22
0.00 0.00
0.00 0.00
0.00 287 0.00
1,251,881.91
0.00 0.00
6,554,425.93
613,589.84
8,419,897.68
390
0 0
62 290
742
Fund Name AmountPeriod
Fund Summary
990 POOLED CASH FUND 8,419,897.6812/2025
8,419,897.68
287
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288
AGENDA ITEM NO. 22.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
City Council/Successor Agency/Housing Authority Approval of the Minutes of the Meetings of the Suisun City Council, Suisun City Council Acting as Successor Agency, and Housing Authority held on December 16, 2025.
FISCAL IMPACT:
None
STRATEGIC PLAN:
Provide Good Governance.
BACKGROUND:
Pursuant to Government Code 40801, the City Clerk shall keep an accurate record of the proceedings of the City Council meetings. City Council minutes are prepared in a manner consistent with the intent of the Government Code. Minutes provide a record of when and where the meeting took place, type of meeting, and report any action taken, including the vote of each member of the City Council.
STAFF REPORT:
Minutes of the City Council, Suisun City Council Acting as Successor Agency and Housing Authority held on December 16, 2025, are submitted for your approval..
STAFF RECOMMENDATION:
City Council/Successor Agency/Housing Authority Approval of the Minutes of the Meetings of the Suisun City Council, Suisun City Council Acting as Successor Agency, and Housing Authority held on December 16, 2025.
DOCUMENTS ATTACHED:
1 .
Minutes - December 16, 2025 Regular Meetings of the City Council-Successor Agency-Housing Authority
PREPARED BY:
Anita Skinner, City Clerk
REVIEWED BY:
Bret Prebula, City Manager
APPROVED BY:
Bret Prebula, City Manager
ATTACHMENTS:
1. Minutes 2025 12 16 cc sa ha 630.docx
.
289
CITY COUNCIL CITY COUNCIL
MEETING
Alma Hernandez, Mayor
Jenalee Dawson, Mayor Pro Tem
Amit Pal, Councilmember
Parise Shepherd, Councilmember
Princess Washington,
Councilmember
MINUTES
REGULAR MEETING OF THE SUISUN CITY COUNCIL,
SUISUN CITY COUNCIL ACTING AS SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY OF THE CITY OF SUISUN CITY,
AND SUISUN CITY HOUSING AUTHORITY
TUESDAY, DECEMBER 16, 2025
6:30 PM
Suisun City Council Chambers - 701 Civic Center Boulevard - Suisun City, California .
MEETINGS ARE HELD IN-PERSON, PUBLIC PARTICIPATION IS ALSO AVAILABLE VIA ZOOM
ZOOM MEETING INFORMATION:
WEBSITE: https://zoom.us/join
MEETING ID: 843 1221 7671
CALL IN PHONE NUMBER: (707) 438-1720
REMOTE PUBLIC COMMENT IS AVAILABLE FOR THE CITY COUNCIL MEETING BY EMAILING [email protected] (PRIOR TO 4 PM), VIA WEBSITE, OR ZOOM CALL IN PHONE NUMBER (707) 438 -1720
(If attending the meeting via phone press *9 to raise your hand and *6 to unmute/mute for public comment.)
(Next Ord. No. – 822)
(Next City Council Res. No. 2025 – 141)
Next Suisun City Council Acting as Successor Agency Res. No. SA2025 - 06) (Next Housing Authority Res. No. HA2025 – 11)
CALL TO ORDER
Mayor Hernandez called the meeting to order at 6:32pm.
ROLL CALL
PRESENT: Dawson, Hernandez, Pal, Shepherd, Washington
ABSENT: None
PLEDGE OF ALLEGIANCE
Led by Council Member Pal.
290
INVOCATION
Given by Clerk Skinner
APPROVAL OF REORDERING OF AGENDA
Motion by Vice Mayor Dawson to move Agenda Items 23, 25, 26, 27 to the January 20th meeting and seconded by Council Member Pal. Motion passed unanimously.
CONFLICT OF INTEREST NOTIFICATION
(Any items on the regular meeting agenda that might be a conflict of interest to any Councilmembers / Boardmembers should be identified at this time.)
Council Member Pal has a conflict with Item 13, lives within 100’ from property.
Vice Mayor Dawson asked for confirmation for property on Driftwood and Council Member Washington asked for confirmation on 3 properties.
REPORTS (Informational items only.)
1. City Manager Update - (Prebula: [email protected]).
City Hall closed 12/24-12/26
Cancelling 1/3/26 meeting
EV charging stations and parking lot changes
Thanked Council and staff or all the work done in 2025.
2. City Attorney Report - (Enright).
SB707 was passed
Changes to the Brown Act
Wished everyone Happy Holidays
PUBLIC COMMENT
(Request by citizens to discuss any matter under our jurisdiction other than an item posted on this agenda per California Gov ernment Code §54954.3. Comments are limited to no more than 3 minutes unless allowable by the Mayor/Chair. Speaker cards are available on the table near the entry of the meeting room and should be given to the City Clerk. By law, no prolonged discussion or action may be taken on any item raised during the public comment period, although informational answers to questions may be given and matters may be referred for placement on a future agenda.)
Michelle Chavez shout out and thank you to Public Works for their quick response to requests; code enforcement more pro-active in 2026
Will Ayala, submitted documents pertaining to ADCO Towing issue
Steve Olry complimented Public Works; city is in economic despair, sidewalk vendors and homeless comments; California Forever won’t be enough to take care of all the city problems;
Donna LeBlanc stated we had a very good year, some setbacks, proud of the jobs the council has done; need to get out more in the public in 2026 doing volunteer work; (ie Gingy house open needs volunteers); there is also a second house at 1516 El Prado that is fully decorated; Happy Holidays.
291
On Line
Lilia Dardon stated she had submitted a records request for California Forever but has not received a response; banner stating the Christmas Tree by California Forever, asked what did the city have to promise to get that done and why was banner taken done; why whenever council is asked for comments, Council Member Shepherd does not give her own ideas, just mimics other comments.
PRESENTATIONS/APPOINTMENTS
(Presentations, Awards, Proclamations, Appointments).
3. Proclamation Recognizing the Retirement of Sergeant Bob Szmurlo - (Roth:[email protected]).
Mayor Hernandez read proclamation presented to Sergeant Szmurlo by Council Members Dawson, Pal, Shepherd and Washington. Sgt. Szmurlo thanked Council, his wife and family for their support during his career.
Chief Roth gave a brief background and members of the department presented him with the first Inaugural Bob Szmurlo Impact Service Award
Comments from former Officers Andrew White and Michael Urlaub; Council Members Council Member Pal asked if there was a key to the city so Sgt. Szmurlo can come back whenever he wants.
4. Presentation of Committee and Commission Updates
a. Measure S Committee
Will be presented at a future date.
b. Economic Development Committee
Michael Elm presented the report. Council thanked him for the update.
5. Approving Appointment of Suisun City Mayor Pro Tem - (Hernandez:
Mayor Hernandez reappointed Vice Mayor Dawson. Vice Mayor Dawson accepted the appointment.
Motion by Mayor Hernandez and seconded by Council Member Pal to approve the appointment. Motion passed by the following vote:
AYES: Dawson, Hernandez, Pal, Shepherd, Washington
NOES: None
ABSENT: None
CONSENT CALENDAR
City Council
6. Council Adoption of Resolution No. 2025 -141 Authorizing the City Manager to Execute an Agreement with Karste Consulting Inc. to Update the City of Suisun City’s Emergency Operations Plan (EOP) - ([email protected]).
7. Council Approval of the Appointment of Mayor Pro Tem to Serve as Solano Transportation Authority (STA) Board Alternate and Solano County Water Agency (SCWA) Board Alternate - (Prebula: [email protected]). 292
8. Receive and File SB -165 Annual Reports for Community Facilities District No. 1, Community Facilities District No. 2, and Communi ty Facilities District No. 3, to Comply with the Local Agency Special Tax Bond and Accountability Act. - (Vue:
9. Council Adoption of Resolution No. 2025-142: Adopting the Updated 2025 Sewer System Management Plan (SSMP) and Designating the Legally Responsible Official (LRO) as Required by the State Board Water Discharge Requirements - (Vue - [email protected]).
10. Council Adoption of Resolution No. 2025-143: Authorizing the City Manager to Execute a Professional Services Agreement with Harris & A ssociates for Staff Support Services Related to the Processing of Development Applications for the Suisun Logistics Center Project and Determining that the Action is Exempt from the California Environmental Quality Act (CEQA) - (Caperton: [email protected]).
11. Council Adoption of Resolution No. 2025-144: Authorizing the City Manager to Execute a Fourth Amendment to a Professional Services Agreement with First Carbon Solutions for Continued Services Preparing an Environmental Impact Report for the Suisun Logistics Center Project and Determining that the Action is Exempt from the California Environmental Quality Act (CEQA) - (Caperton: [email protected]).
12. Council Adoption of Resolution No. 2025-145: Approving a Purchase and Sale Agreement of Real Property Between the City of Suisun City and TC Property Management, LTD, and determining that the action is exempt from the California Environmental Quality Act (CEQA) - (Caperton: [email protected]).
13. Council Adoption of Resolution No. 2025 -146 Declaring Assessor’s Parcel Numbers (APNs) 0032 -042-720, 0032 -042-740, 0032 -042-790, 0032 -200-320, 0032 -282-040, 0032-282-050, 0032-292-010 and 0173-684-010 surplus lands under the Surplus Land Act (SLA) (Government Code sections 54220 et seq.) - (Caperton: [email protected]).
14. Council Adoption of Resolution No. 2025 -147: Reaffirming the Necessity of the Development Impact Fees and Accepting the Annual Report on Development Impact Fees - (Luna: [email protected]).
15. Council Adoption of Resolution No. 2025 -148: Aligning Leave Cash Out Provisions for Temporary Ful l-Time Limited -Term Employees with IRS Constructive Receipt Requirements - (Penland: [email protected]).
16. Council Adoption of Resolution No. 2025 -149: Implementing a 2.5% Cost -of-Living Adjustment for SCMPEA, SCPOA, SCPFA, Unrepresented and Executive Management Employees, and Temporary Full-Time Limited Term Employees Effective January 2, 2026 - (Penland: [email protected]).
Successor Agency
17. Successor Agency Adoption of Resolution No. SA202 5-06: Receiving and Accepting a Recognized Obligation Payment Schedule 2025-26 (ROPS) for the Period of July 1, 2025 through June 30, 2026 - (Deol: [email protected]).
Joint City Council / Successor Agency
18. Council/Agency Approval of November 2025 Accounts Payable and Payroll Warrants - (Deol: [email protected]).
Joint City Council / Suisun City Council Acting as Successor Agency
19. City Council/Successor Agency/Housing Authority Approval of the Minutes of the Meetings of the Suisun City Council, Suisun City Council Acting a s Successor Agency, and Housing Authority held on December 2, 2025 – (Skinner: [email protected]).
293
Item 13
Development Services Director Caperton confirmed the following parcels Dawson – APNs 0032-282-040, 0032-282-050, 0032-292-010 Pal -0173-684-010
Shepherd, Washington, Hernandez – no conflict
Motion by Vice Mayor Dawson to approve Consent Calendar Items 6-19 and seconded by Council Member Shepherd. Motion passed by the following vote:
AYES: Dawson, Hernandez, Shepherd, Pal and Washington – Conflict on Item 13 NOES: None
ABSENT: None
PUBLIC HEARING
20. PUBLIC HEARING: Council Adoption of Ordinance No. 821 : An Ordinance of the City Council of the City of Suisun City Repealing and Replacing Chapter 15.04 (Permits - Uniform Code) of Title 15 (Buildings and Construction) of the Suisun City Municipal Code, and Adopting by Reference Part 1 Administrative Code, Part 2 Building Code, Part
2.5 Residential Code, Part 3 Electrical Code, Part 4 Mechanical Code, Part 5 Plumbing Code, Part 6 Energy Code, Part 7 Wildland -Urban Interface Code, Part 8 Historical Building Code, Part 9 Fire Code, Part 10 Existing Building Code , Part 11 Green Building Code, Part 12 Referenced Standards Code, Including Related Appendices, as Identified, of the California Code of Regulations Title 24, 2025 Edition of the California Building Standards Code, Together with Certain Additions, Insertio ns, Deletions and Changes Thereto, and Making a Determination of Exemption Under the California Environmental Quality Act - (Kearns:
Principal Planner John Kearns presented the report.
Vice Mayor Dawson asked clarifying questions.
Mayor Hernandez opened the Public Hearing. There being no comments, the Public Hearing was closed.
Motion by Vice Mayor Dawson to approve Ordinance No. 822 and seconded by Council Member Shepherd. Motion passed by the following vote:
AYES: Dawson, Hernandez, Pal, Shepherd, Washington
NOES: None
ABSENT: None
21. PUBLIC HEARING: Council Adoption of Resolution No. 2025-150; Approving Tentative Parcel Map (TPM) Application No. PLN 2025 -00004, and Planned Unit Development (PUD) Application No. PLN 2025-00021 to Subdivide Approximately 5.12 Acres of Land into Four
(4) Parcels plus One (1) Remainder Parcel Ranging in Size from Approximately 0.95 Acres to 1.12 acres and Modified Development Standards on Property located North of Highway 12 and East of Sunset Avenue (APN 0173 -390-200), and Determining that the Project is Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15315 294
(Class 15: Minor Land Divisions) of the CEQA Guidelines, which Exempts Minor Land Divisions of Four (4) or Fewer Parcels - (Kearns: [email protected]).
Principal Planner John Kearns presented the report.
Council asked clarifying questions.
Mayor Hernandez opened the Public Hearing.
Steve Olry and Michelle Chavez commented on the narrow alleyway and stated that now is the time to widen it especially for emergency vehicles.
There being no further comments Mayor Hernandez closed the Public Hearing.
Council comments and questions were answered by Principal Planner Kearns, Fire Chief Lopez.
Motion by Vice Mayr Dawson to approve Item 21 and seconded by Council Member Shepherd.
Motion passed by the following vote:
AYES: Dawson, Hernandez, Pal, Shepherd, Washington
NOES: None
ABSENT: None
22. Approval of the Annual Assessment Report and Consideration of Reauthorizing the Suisun City Historic Waterfront Improvement District - (Hull: [email protected]) a. Council Adoption of Resolution No. 2025 -151: Reauthorizing and Renewing the Historic Waterfront Business Improvement District and the Assessment Levy for the District.
b. Council Adoption of Resolution No. 2025 -152 Approving the Proposed Calendar - Based Fiscal Year 2026 Operating Budget for the Main Street Waterfront Business Improvement District.
RPMA Director Hull presented the report.
Council asked clarifying questions
Mayor Hernandez opened the Public Hearing. There being no comments the Public Hearing was closed.
Motion by Vice Mayor Dawson moved to approve Item 22 and seconded by Council Member Shepherd. Motion passed by the following vote:
AYES: Dawson, Hernandez, Pal, Shepherd, Washington
NOES: None
ABSENT: None
GENERAL BUSINESS
Items 23, 25, 26, and 27 have been moved to the January 26, 2026 meeting.
23. Community Action Partnership Solano Joint Powers Authority (CAP Solano JPA) - (Prebula: [email protected]). 295
a. Introduction of Executive Director, DeShawn Waters, Community Action Partnership Solano Joint Powers Authority
b. Council Adoption of Resolution No. 2025-___: Authorizing the City Manager to Approve a Memorandum of Understanding between the Community Action Partnership Solano, Joint Powers Authority; Solano County; and the Cities of Benicia,
Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Partially Fund the Coordinated Entry System of Homeless Services.
24. Council Adoption of Resolution No. 2025 153 Authorizing the City Manager to Execute a Agreement with Paladin Drones for the Purchase of One Drone and One Year of Technical Support and Licensing in the Amount of $24,000 - (Lopez: [email protected]).
Fire Chief Lopez presented report.
Council asked clarifying questions
Motion by Vice Mayor Dawson to approve Item 23 and seconded by Council Members Shepherd. Motion passed by the following vote:
AYES: Dawson, Hernandez, Pal, Shepherd, Washington
NOES: None
ABSENT: None
25. Council Adoption of Resolution No. 2025 -__: A Resolution of the City Council of the City of Suisun City, California, Adopting Rules of Procedures and Conduct of Commissioners, Committee Members, and Board Members - (City Attorney).
26. Council Adoption of Resolution No. 2025 -__: A Resolution of the City Council of the City of Suisun City, California, Amending Council Norms and Procedures - (City Attorney).
27. Council Adoption of Resolution No. 2025 -__: A Resolution of the City Council of the City of Suisun City, California, Adopting a Social Media Policy - (City Attorney).
COUNCIL COMMENTS
Council Member Washington wished everyone a Happy New Year; privilege to serve city she grew up in; thanked Fire Department for saving her mother’s life; we have the best staff; end goal is to make the city better; Vice Mayor thank you for serving again; Council Member Shepherd I apologize to you, this is a difficult job, you will be in a better position this time next year. Mayor thank you for your leadership; we are all doing our best, thank you to City Manager and to staff, City Attorney thank you for keeping us out of trouble.
Council Member Pal thank you Council Member Washington for your kind words; sacrifice made by each one of you; Gingy House is open from 6-9pm; move Council Comments to the front of the agenda when there is more public present; last March council meeting asked for itemized report for employee party can it be sent, Entertainment Zone policy on the agenda the first quarter of 2026; thanked everyone for all they do.
Council Member Shepherd commented she is coming up on her one year anniversary; thanked City Manager and staff; you have to be thick skin to be on the dais and be professional; Thanked her colleagues for the comments and the blessings as we go into the new year, and look forward to doing all the great work. 296
Vice Mayor Dawson thanked her colleagues for comments; shout out to city staff and residents that came out to tree lighting; Thursday, Menorah lighting, Kwanza event on 12/27 at the Nelson Center; congrats on a successful Police and Fire toy drives; Happy and Prosperous New Year, remember community and family.
Mayor Hernandez shout out to council and the Water Authority meeting comments; Solano Rail Hub project that will be looking at enhancing the area around the train station; upcoming meeting with mayor and vice mayor of Rio Vista; great level of personal sacrifice; connecting with people, 90% is volunteering of our time; grateful for all council and their families; thank you for showing up; defend the people’s rights to speak out; thanked California Forever for sponsoring events; Edge Community Church helping put the flag back on top of City Hall and for their support in working with the homeless; point out a member of the recall and his respect in speaking with council; thank you to staff, city manager and city attorney.
Council Member Pal asked if staff could reach out and extend an offer to have outside pastors do the opening prayer.
REPORTS: (Informational items only)
28. Non-Discussion Items.
ADJOURNMENT
There being no further business the meeting was adjourned at 9:23pm.
______________________________
Anita Skinner, City Clerk
297
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298
AGENDA ITEM NO. 23.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
Council Adoption of Resolution No. 2026-__: Authorizing the City Manager to Accept Grant Funds in the Amount of $209,712.00 from the Yocha Dehe Wintun Nation Doyuti
T’uhkama Fund
for the Suisun City Fire Department Fire Station Alerting System.
FISCAL IMPACT:
Receive grant funds from the Yocha Dehe Wintun Nation Doyuti T’uhkama Grant Fund in the amount of $209,712.00.
STRATEGIC PLAN:
Goal A - Public Safety
BACKGROUND:
In 2016, the Yocha Dehe Wintun Nation created Doyuti T’uhkama as a mechanism to distribute funds made available through a landmark Tribal–State Gaming Compact with the State of California. This agreement allows the Tribe to direct a portion of revenues that would otherwise be paid to the State toward eligible charitable and community-focused purposes. Under the 2016 Compact, the Tribe may dedicate up to $24 million annually to qualifying programs and projects.
These resources, often referred to as compact credits, are managed by Doyuti T’uhkama and overseen by a Board of Directors appointed by, and accountable to, the Yocha Dehe Tribal Council. The name Doyuti T’uhkama translates to “to give the acorn” in the Tribe’s Patwin language. Historically, acorns were a vital food source for California Indian communities and remain a meaningful cultural symbol for the Patwin people. The acorn represents Yocha Dehe’s longstanding value of generosity and its commitment to supporting communities, particularly those with the greatest need.
Doyuti T’uhkama provides funding across the United States to Tribal governments, whether federally or state recognized, as well as to nonprofit organizations holding active 501(c)(3) status and for-profit entities engaged in charitable work. In addition, within the Patwin ancestral homeland, encompassing Yolo, Solano, Colusa, Napa, Lake, and Sutter counties, Doyuti T’uhkama supports local public agencies, including special districts, educational institutions, and social service providers.
STAFF REPORT:
The Suisun City Fire Department (SCFD) evaluated multiple funding options for the Fire Station Alerting System project, including the use of General Fund resources, available capital improvement funds, and external grant opportunities. Following this evaluation, staff determined that pursuing grant funding was the most fiscally responsible approach to advance the project while minimizing the financial impact on City funding sources.
In December 2024, Fire Chief Lopez submitted a grant application to the Yocha Dehe Wintun Nation Doyuti T’uhkama fund to seek grant funding for the procurement and installation of a Fire Station Alerting System. On November 24, 2025, the City was notified that the grant application was approved for funding in the amount of $209,712.00. This funding represents a significant advancement in modernizing the Fire Department’s station infrastructure and will substantially enhance firefighter wellness and emergency response capabilities
Key benefits of the grant-funded project include:
299
- Improved Firefighter Health and Wellness:
The new alerting system will reduce unnecessary nighttime activations, minimize sleep disruption, and decrease cumulative stress associated with the current pager-based notification system. - Enhanced Emergency Response Times:
Automated, precise, and company-specific alerts will streamline dispatch processes, reduce response delays, and support faster, more effective responses to emergency incidents. - Modernized Technology and Infrastructure:
The system aligns with NFPA standards and replaces outdated communication methods, ensuring Fire Department operations meet current safety, reliability, and performance expectations. - Improved Community Safety:
Faster turnout, clearer incident information, and improved situational awareness will enhance the level of emergency service provided to Suisun City residents.
Representatives from the Yocha Dehe Wintun Nation will be present at the Council meeting to ceremonially present a grant award check to the City of Suisun City in recognition of the funding awarded for the Fire Station Alerting System project.
STAFF RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to accept grant funds in the amount of $209,712.00 to support the Fire Station Alerting project and adopt
Resolution No. 2026-__: Authorizing the City Manager to Accept Grant Funds in the Amount of $209,712.00 from the Yocha Dehe Wintun Nation
Doyuti T’uhkama Fund
for the Suisun City Fire
Department Fire Station Alerting System.
DOCUMENTS ATTACHED:
1 .
Council Adoption of Resolution No. 2026-__ Authorizing the City Manager to Accept Grant Funds in the Amount of $209,712.00 from the Yocha Dehe Wintun Nation Doyuti T’uhkama
Fund
for the Suisun City Fire Department Fire Station Alerting System. 2 .
Yocha Dehe Wintun Nation Grant Decision.
PREPARED BY:
Michelle Zunino, Administrative Technician
REVIEWED BY:
Brad L. Lopez, Fire Chief
APPROVED BY:
Bret Prebula, City Manager
ATTACHMENTS:
1. Resolution No. 2026- Authorizing the City Manager to accept grant funds from the Yocha Dehe Wintun Nation Doyuti T’uhkama Fund.docx
2. Yocha Dehe Wintun Nation Grant Decision.
300
RESOLUTION NO. 20 26-
AUTHORIZING THE CITY MANAGER TO ACCEPT GRANT FUNDS IN THE AMOUNT OF $209,712.00 FROM THE YOCHA DEHE WINTUN NATION DOYUTI T’UHKAMA FUND FOR THE SUISUN CITY FIRE DEPARTMENT FIRE STATION ALERTING SYSTEM.
WHEREAS, the Yocha Dehe Wintun Nation, Patwin ancestors lived in villages spanning from the Sonoma Valley, the Sacramento River, Clear Lake, to the San Pablo bay; and WHEREAS, the City of Suisun City recognizes we sit on the territory of the Patwin, the ancestral and unceded land of the people of the Suisunes and Patwin of the Wintun nation; and WHEREAS, Doyuti T’uhkama was established in 2016 by Yocha Dehe to support a variety of causes; and
WHEREAS, Doyuti T’uhkama means “to give the acorn’; and WHEREAS, the acorn is a cherished sy mbol that reflects Yocha Dehe commitment to sharing its resources, particularly with those in need; and WHEREAS, in late 2024 the Suisun City Fire Department applied to Doyuti T’uhkama for a grant to outfit the fire station with a state of the art alerting system, and WHEREAS, the Yoche Dehe Wintun Nation awarded the fire department with $209,712.00; and
NOW, THEREFORE, be it here resolved by the City Council of Suisun City the Authorizing the City Manager to accept grant funds in the amount of $209,712.00 from the Yocha Dehe Wintun Nation Dyuti Tsukada fund for the Suisun City fire department fire station alerting system.
PASSED AND ADOPTED at a regular meeting of said City Co uncil held on Tuesday, the 20th day of January 2026 by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
WITNESS my hand and the seal of said City this 20th day of January 2026.
Anita Skinner,
301
From: Lindsie Bear
To: Brad L. Lopez
Subject: Yocha Dehe Wintun Nation Grant Decision
Date: Monday, November 24, 2025 4:02:43 PM
Attachments: yochadehe_logo.png
yochadehe_07_06.png
yochadehe_07_08.png
Suisun City Fire Department 2025 Final.pdf
ACH Form.pdf
Dear Chief Lopez,
I am delighted to let you know that a grant for the emergency notification system for the Suisun City Fire Department was approved by the Doyuti T’uhkama Board in the amount of $209,712.
The increased amount is to cover the escalating costs of the system.
Attached please find a grant agreement. If it is amenable to you, please sign and return it.
Once it has been countersigned by the Chair of the Doyuti Board, Anthony Roberts, you will receive a copy along with the grant payment.
The grant can be disbursed as a check or as direct deposit. If you would prefer the deposit, please also fill out the attached ACH form and return with a voided check.
And, as ever, please let us know if you have any questions. I am CCing my colleague, Christina Thomas, here to assist us in completing the grant process.
Best wishes,
Lindsie
Lindsie Bear
Director of Tribal Giving Program
Yocha Dehe Wintun Nation
PO Box 18 | Brooks, CA 95606
C 530.796.8945 P 530.796.3400 F 530.796.2143
[email protected]
yochadehe.gov |
302
AGENDA ITEM NO. 24.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
Council Introduction and Waive Reading of Ordinance No. ___: Amending the Suisun City Municipal Code adding Chapter 12.33 (Entertainment Zones) to Title 12 (Streets, Sidewalks and Public Places) of the Suisun City Municipal Code to Establish Entertainment Zones.
FISCAL IMPACT:
There is no immediate fiscal impact.
STRATEGIC PLAN:
Revitalize Downtown Waterfront District.
BACKGROUND:
At the regular City Council meeting on September 16, 2025, the City Council introduced the subject ordinance and directed staff to evaluate the creation of additional zones beyond the two initially proposed zones.
At the direction of City Council, Staff has updated the draft ordinance to expand the boundaries of the "entertainment zone."
Senate Bill 969 (“SB 969”), signed into law by Governor Gavin Newsom on September 28, 2024 (Attachment 2), authorizes local governments to create entertainment zones where licensed brick-and- mortar businesses may sell alcoholic beverages for on-site consumption in public spaces such as streets, sidewalks, and rights-of-way, during approved events and in accordance with local regulations.
The intent of SB 969 is to help stimulate local economies and support downtown revitalization efforts by allowing controlled alcohol consumption in public areas during special events. Importantly, only businesses with appropriate licenses and a physical location within the designated zone are permitted to sell alcohol under this ordinance. As such, the ordinance is designed to directly benefit those brick-and- mortar businesses operating within the entertainment zone boundaries. The goal of creating these entertainment zones is to attract visitors to the downtown area and support local businesses during designated events.
Community Outreach and Business Engagement
On March 10, 2025, businesses located within the initially proposed Entertainment Zones along Solano Street and Kellogg Street were formally notified of the potential creation of these zones and invited to participate in a virtual informational meeting held via Zoom on March 20, 2025. During this session, City Staff—represented by Administrative Technician Michael Elm—delivered a presentation outlining the proposed zone boundaries, the new provisions under SB 969, and the potential benefits to local brick-and-mortar businesses. Attendees were provided with an opportunity to ask questions, which Mr.
Elm addressed during the meeting.
To continue engagement, City Staff hosted an in-person follow-up meeting on April 23, 2025, at City Hall. This meeting was intended to provide an update on the ordinance's progress, respond to additional questions, and gauge business interest in participating in the proposed zones. During this meeting, several business owners expressed hesitation about participating in an operational Entertainment Zone, citing concerns about liability and receiving conflicting information from the California Department of Alcoholic Beverage Control (ABC). In response, Mr. Elm offered to contact ABC for clarification and 303
invited businesses to submit specific questions in writing for compilation and follow-up. However, no written responses were received from businesses following this request.
Based on the lack of expressed interest and concerns raised by business owners, Staff concluded that there was limited willingness among local businesses to assume the perceived risks associated with participation in an Entertainment Zone at this time.
Despite this, City Council directed Staff to move forward with drafting the ordinance in preparation for potential future implementation—should business interest increase—ensuring the City remains ready to act proactively when the opportunity arises.
STAFF REPORT:
This Ordinance would designate the maximum boundaries of the “Entertainment Zone” under the authority of Senate Bill 969 (SB 969), allowing qualified brick-and-mortar businesses within the designated areas to permit customers to leave their licensed premises with open containers for the purpose of consuming alcoholic beverages within the public areas of the zones during City- approved Entertainment Zone Events.
The Ordinance defines the Entertainment Zone’s maximum geographical boundaries and operating hours. The Ordinance further authorizes the City Manager or designee to develop an Entertainment Zone Operations Manual that would manage the zone’s activation through the City’s existing Special Event Permit process. The Entertainment Zone would only be activated in conjunction with a Special Event Permit that would impose additional conditions, including the specific boundaries within the Entertainment Zone that will be activated during that Entertainment Zone Event. This provides the City flexibility in determining which areas to activate for specific events based on operational needs or the nature of the event, which helps ensure public safety and compatibility with surrounding operations and properties.
The Entertainment Zone Manual would also establish operational protocols and safety measures. This manual would include procedures and guidelines for zone management. As an administrative document, the Operations Manual may be amended at the staff level without further City Council action, allowing the City to respond efficiently to changes or unforeseen circumstances during the operation of the zones. Development of the manual would be a collaborative effort with the Suisun Police and Fire Departments and other appropriate divisions.
Under the Ordinance, outdoor consumption of alcoholic beverages would be permitted seven days a week, between the hours of 12:00 p.m. and 11:00 p.m. This activity would be limited to times when events are formally approved by the City and would remain subject to the requirements of the Special Event Permit, each business’s Alcoholic Beverage Control (ABC) license, along with additional conditions outlined in the Entertainment Zone Operations Manual and any applicable land use entitlements.
If the Ordinance is approved, Staff would submit a copy of the Ordinance to the California Department of Alcoholic Beverage Control. ABC’s role is limited to receiving and filing the documents; they do not approve or regulate the content of the ordinance or manual. Once the Entertainment Zone is officially established, individual licensees within the zone who wish to participate must notify ABC of their intent. Participation is voluntary, and no business is required to take part simply because they are located within the zone.
SB 969 is designed to promote the economic vitality of downtown areas by creating a controlled 304
environment for public alcohol consumption during special events. Adoption of the Ordinance would not obligate any business to participate but instead provides a legal and operational framework for those that choose to do so. Should the Ordinance be implemented, the City will closely monitor activity within the Entertainment Zones as events take place and will make any necessary adjustments to ensure safe, effective, and compliant operations.
Environmental Review
CEQA requires analysis of agency approvals of discretionary “Projects.” A “Project,” under CEQA, is defined as “the whole of an action, which has a potential for resulting in either a direct physical change in environment, or a reasonably foreseeable indirect physical change in the environment” (State CEQA Guidelines Section 15378). The proposed Project is a project under CEQA. However, this Project is exempt from CEQA under State CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption).
STAFF RECOMMENDATION:
Staff recommends that the City Council introduce and waive first reading of an ordinance amending adding Chapter 12.33 (Entertainment Zones) to Title 12 (Streets, Sidewalks and Public Places) of the Suisun City Municipal Code to Establish Entertainment Zones and determining that the action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption).
DOCUMENTS ATTACHED:
1 .
Council Introduction and Waive First Reading of Ordinance No. ___: Amending the Suisun City Municipal Code adding Chapter 12.33 (Entertainment Zones) to Title 12 (Streets, Sidewalks and Public Places) of the Suisun City Municipal Code to Establish Entertainment Zones and determining the Project is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3).
2 .
Senate Bill 969 Text
3 .
Presentation
PREPARED BY:
Michael Elm, Administrative Technician
REVIEWED BY:
Ricky Caperton, AICP, Development Services
Director
APPROVED BY:
Bret Prebula, City Manager
ATTACHMENTS:
1. Entertainment Zone Ordinance ATCH 1 ORD
2. Entertainment Zone Ordinance ATCH 2 SB 969 Text
3. Entertainment Zone Presentation.pdf
.
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1 ORDINANCE NO. ___
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY, CALIFORNIA, ADDING CHAPTER 12.33 (ENTERTAINMENT ZONES) TO TITLE 12 (STREETS, SIDEWALKS AND PUBLIC PLACES) OF THE SUISUN CITY MUNICIPAL
CODE TO ESTABLISH ENTERTAINMENT ZONES
WHEREAS, Senate Bill 969 (2024) authorizes any city, county, or city and county to pass an ordinance establishing an “entertainment zone;” and
WHEREAS, Section 23039.5 of the Business and Professions Code defines “entertainment zone” as a zone created by a city, county, or city and county ordinance on or after January 1, 2025, that authorizes consumption of one or more types of alcoholic beverages on public streets, sidewalks, or public right-of-ways; and
WHEREAS, pursuant to Senate Bill 969, the City Council of Suisun City (“City”) desires to enact this ordinance to establish an entertainment z one for the purpose of allowing licensees to sell beer, wine, and mixed spirits alcoholic beverages for off -site consumpti on in designated public spaces during certain hours for the purpose of creating attracting more visitors and boosting spending at local establishments; and
WHEREAS, pursuant to Section 25692 of the Business and Professions Code, the City has notified local law enforcement and received feedback regarding (1) potential health and safety impacts that might be generated by the entertainment z one and strategies to mitigate those impacts and (2) the entertainment zone’s proposed boundaries, days and hours of operation, types of alcoholic beverages permitted, and approved nonglass and nonmetal containers.
WHEREAS, licensees within the Entertainment Zone are not required to sell any alcoholic beverage for consumption off the premises; and
WHEREAS, pursuant to Sections 23357, 23358, and 23396 of the Business and Professions Code, any restrictions on licensee privileges on the exercise of off -sale privileges shall not apply to the removal of open alcoholic beverages from the licensed premises for consumption in t he entertainment zone.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SUISUN CITY DOES ORDAIN AS FOLLOWS:
SECTION 1. The recitals set forth are true and correct and are incorporated herein by reference.
SECTION 2. Chapter 12.33 (Entertainment Zones) of the Suisun City Municipal Code is added to read as follows:
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2 Chapter 12.33 - ENTERTAINMENT ZONES
12.33.010 - Purpose
The purpose of this chapter is to establish Entertainment Zones pursuant to the requirements of Senate Bill 969 (2024) to authorize the consumption of alcoholic beverages on public streets, sidewalks, or public right-of-way subject to the restrictions contained herein.
12.33.020 - Definitions
As used in this chapter, the following words and phrases shall have the following meanings:
“ABC” means the California Department of Alcoholic Beverage Control. “Entertainment Zone” has the meaning set forth in Section 23039.5 of the California Business and Professions Code, as may be amended from time to time.
“Entertainment Zone Event” means an event that occurs within the boundaries of an Entertainment Zone established in accordance with this Chapter and within the hours permitted by this Chapter, any applicable Entertainment Zone Operations Manual , and subject to the requirement s of a Special Event Permit issued under Chapter 12.32.
“Entertainment Zone Operations Manual” means a manual approved by the City Manager for the management and regulation of the Entertainment Zone.
12.33.030 - Entertainment Zone Establishment
Upon establishment or modification of an Entertainment Zone, the City Manager or designee shall provide the following information to ABC, pursuant to Section 25690 of the California Business and Professions Code:
A. A copy of the ordinance establishing or modifying the Entertainment Zone; B. Information as may be necessary to identify the boundaries of the Entertainment Zone; C. The days and hours of operation of the Entertainment Zone; D. The types of alcoholic beverages permitted within the Entertainment Zone; E. The approved non -glass and non -metal containers in which alcoholic beverages may be authorized.
12.33.040 - Entertainment Zone Location
A. The boundaries of the Suisun City Entertainment Zone are defined as follows: All plazas, public streets, sidewalks, and public rights -of-way, in the area beginning at the point of intersection of the south side of Solano Street and the west side of Main Street, then running north along the west side of Main Street to its intersection with Lotz Way , then running south along the east side of Main Street to the north side of Driftwood Drive, then running 307
3 east along Driftwood Drive and extending to the eastern edge of Shelton Plaza, then running south along the eastern edge of Shelton Plaza to the edge of the Suisun Slough, then running west along the Suisun Slough to the so uthwest corner of Shelton Plaza, then continuing south along the Suisun Slough to the south side of Solano Street, then running west along the south side of Solano Street back to the beginning point , and all premises specified in Section 12.33.060(B) that are adjacent thereto, subject to any additional limitations imposed by the Special Event Permit approved and issued pursuant to Chapt er 12.32, including but not limited to more restrictive zones within the Entertainment Zone for the Entertainment Zone Event.
B. The boundaries of the Entertainment Zones may be amended from time to time by ordinance of the City Council.
C. A map of the boundaries shall be kept on file in the Office of the City Clerk.
12.33.050 - Hours for the Entertainment Zone
A. Outdoor consumption of alcoholic beverages within the Entertainment Zone is authorized seven days a week between the hours of 12:00 p.m. and 11:00 p.m., so long as at least one licensee within the boundaries of the Entertainment Zone is permitted to sell alcoholic beverages during those hours for consumption on the premises. Hours of operation are subject to any additional limitations imposed by any ABC permit or license and by the Entertainment Zone Operations Manual.
B. Off-site sale of open alcoholic containers by a participating holder of an ABC license or permit is subject to the conditions and limitations imposed on the establishmen t by their local entitlements or ABC privileges, and any additional limitations imposed by an adopted Entertainment Zone Operations Manual.
12.33.060 - Entertainment Zone Controls
A. All licensees and organizations sponsoring or selling alcoholic beverages within an Entertainment Zone shall comply with all applicable state and local laws and regulations, including, but not limited to, the following:
1. All applicable ABC license and permitting requirements;
2. Sections 23357, 23358, and 23396 of the California Bus iness and Professions Code, as may be amended from time to time;
3. The Suisun City Municipal Code and all other laws governing the sale and consumption of alcoholic beverages and all permits and licenses issued pursuant thereto;
4. A Special Event Permit, pursuant to Chapter 12.32 of the Suisun City Municipal Code, is required to conduct an Entertainment Zone Event. The Special Event Permit may include requirements not otherwise imposed by state or local law, including but not limited to additional requirements for approved beverage containers, additional restrictions on the hours of operation for Entertainment Zone Events, and other time, place, and manner restrictions as deemed appropriate by the City Manager; and 308
4 5. Any applicable Entertainment Zone Operations Manual.
B. All open alcoholic beverages in an Entertainment Zone shall be purchased only from a premises located within the Entertainment Zone that is authorized under California Business and Professions Code Section 23357, 23358, or 23396, as may be amended from time to time, to permit consumers to leave the premises with open containers of alcoholic beverages for consumption off the premises, or an organization that is authorized by an ABC special event permit or license to make such sales within the Entertainment Zone.
C. Pursuant to Sections 23357, 23358, and 23396 of the Business and Professions Code, any restrictions on licensee privileges on the exercise of off-sale privileges shall not apply to the removal of open alcoholic beverages from the licensed p remises for consumption in the Entertainment Zone.
D. Any holder of an ABC license or permit that wishes to allow customers to leave the premises with open containers of alcoholic beverages for consumption off the premises within the Entertainment Zone shall provide the City Manager or designee a copy of the notice provided to ABC under Section s 23357, 23358, or 2339 6 of the California Business and Professions Code, as applicable, at the same time such notice is provided to ABC.
12.33.070 - Restriction on Glass and Metal Containers
No alcoholic beverages purchased at a licensed premises may leave the premises in an open glass or metal container for consumption in an Entertainment Zone.
A licensed business within the Entertainment Zone must serve any alcoholic beverage for consumption in the Entertainment Zone during a n Entertainment Zone Event in a compostable or reusable cup.
12.33.080 - Age Verification
During the duration of any Entertainment Zone Event, every patron purchasing an alcoholic beverage for consumption in the Entertainment Zon e or drinking a n alcoholic beverage within the Entertainment Zone must be wearing a wristband identifying them as 21 years of age or over. All of the businesses within the Entertainment Zone must use a single style of wristband agreed upon, and approved by the City, prior to the operation of any Entertainment Zone Event.
If a patron is not wearing a wristband, staff within licensed businesses may check patrons’ IDs to confirm their age and provide them wristbands. Upon approval by the City Manager, for larger events, staff or volunteers may also choose to check patrons’ IDs and distribute wristbands at the entrances to the Entertainment Zone Event or other locations within the Entertainment Zone.
12.33.090 - Signage
The boundaries of the Entertainment Zone must be clearly marked by easily visible signag e posted at every intersection around the perimeter of the zone during an Entertainment Zone Event. This signage must instruct patrons not to carry alcoholic beverages outside the Entertainment Zone (e.g., “No Alcoholic Beverages Beyond This Point”). Signs must be illuminated well enough to be sufficiently visible during nighttime hours of the Entertainment Zone’s operation during an Entertainment Zone Event.
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5 12.33.100 - Type of Beverages Permitted in the Entertainment Zone The following types of alcoholic beverages are permitted within the Entertainment Zone:
1. Beer;
2. Wine; and
3. Distilled spirits.
12.33.110 - Entertainment Zone Operations Manual
A. The City Manager or their designee may, at their discretion, adopt an Entertainment Zone Operations Manual to implement this Chapter and manage the regulation of Entertainment Zone Events. The Entertainment Zone Operations Manual may include requirements not otherwise imposed by state or local law, including but not limited to additional requirements for approved bevera ge containers, additional restrictions on the hours of operation of the Entertainment Zones and other time, place, and manner restrictions. The City Manager may amend an adopted Entertainment Zone Operations Manual from time to time as the City Manager deems appropriate.
B. Upon adoption or revision of an Entertainment Zone Operations Manual, the City Manager or designee shall transmit a copy of that manual to ABC.
12.33.120 - Two-year Review
The operation of the Entertainment Zone shall be reviewed no less than every two years following the adoption of the o rdinance establishing the Entertainment Zone to ensure that the Entertainment Zone is being maintained in a manner that protects the health and safety of the general public. This review shall be conducted by the C ity Manager or designee and in consultation with local law enforcement agencies.
SECTION 3. SEVERABILITY. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance is for any reason held to be invalid or un constitutional by a court of competent jurisdiction, s uch invalidity or un constitutionality shall not affect the validity or enforceability of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted each section, subsection, subdivision, paragraph, sentence, clause, or phrase of this Ordinance, irrespective of the fact that any one or more sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases of this Ordinance be declared invalid or unconstitutional.
SECTION 4. CEQA. This O rdinance is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Sections 15061(b)(3) of the CEQA Guidelines and is not a project which has the potential for causing a significant effect on the environment.
SECTION 5. ADOPTION AND EFFECTIVE DATE. This Ordinance shall be in full force and effect thirty (30) days after its second reading and adoption.
SECTION 6. CERTIFICATION. The City Clerk shall certify the adoption of this Ordinance and shall cause the same to be posted and codified in the manner required by law.
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6 INTRODUCED at a regular meeting of the City Council of the City of Suisun City, California on the ___ day of January, 2026.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Suisun City at a regular meeting of the City Council of the City of Suisun City, California on the ___ day of January, 2026, by the following vote:
Alma Hernandez, Mayor
ATTEST:
____________________________________________
Anita Skinner, City Clerk
APPROVED AS TO FORM:
____________________________________________
Patrick Enright, City Attorney
CERTIFICATION
I, Anita Skinner, City Clerk of the City of Suisun City, do hereby certify that the above and foregoing ordinance was introduced at the regular meeting of the said City Council held on _____________ ___, 2026, and passed and adopted at a regular meeting of said City Council held on _________ ___, 2026, by the following vote:
AYES: Councilmembers: _________________________________________ NOES: Councilmembers: _________________________________________ ABSENT: Councilmembers: _________________________________________ ABSTAIN: Councilmembers: _________________________________________
WITNESS my hand and the seal of said City this ___ day of January 2026.
__________________________________
Anita Skinner, City Clerk
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7 Suisun City Entertainment Zone
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1 Entertainment Zone
On September 28, 2024, Governor Gavin Newsom signed SB 969, authored by Senator Weiner.•Key Provisions:⚬Amends the California Business and Professions Code related to alcoholic beverage open-consumption.⚬Allows local governments to establish “entertainment zones” starting January 1, 2025.•Purpose:⚬Spur local business opportunities.⚬Level the playing field for neighborhood restaurants to participate in outdoor events.
Introduction:1
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2 Benefits for Local Economy:•For On Site Brick and Mortar Businesses:⚬Provides new revenue opportunities.⚬SF Businesses in the zone reported 1000%+ increase in revenue.⚬Increased Business Exposure•For Local Governments:⚬Promotes small businesses using economic development tools.⚬Activates designated zones to boost foot traffic.⚬Enhances community vibrancy and grows the local tax base.•For Communities:⚬Creates intimate and vibrant common areas in plazas, streets, and gathering spaces.
Council Direction:•At the City Council Meeting on September 16, 2025 Council directed staff to expand Entertainment Zone boundaries to give more businesses access to participate in the zone.•At the direction of council, staff revised the two zones from the September meeting and expanded the boundary to include the following areas:•Main Street •From Solano Street to Lotz Way•Main Street Parking Lots•Shelton Plaza•One large zone allows for flexibility and efficiency when issuing special event permits. By allowing the city to establish sub-zones through the operations manual. 3 4
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3 Proposed Zone:
Zone Key Topics: •Who Can Sell Alcohol in the Zone:⚬Brick and Mortar Restaurants, bars, winegrowers, music venues, beer manufacturers, and other ABC on-sale licensees. ⚬Update: Third-Party ABC Licensees•Hours of Operation:⚬12:00pm to 11:00pm on day of approved event. ⚬The zone is not open 24/7. Only during permitted events approved by the City.⚬Types of Approved Alcohol:⚬Beer⚬Wine⚬Mixed Spirits 5 6
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4 Operations Manual:Entertainment Zone Operations Manual – Key Elements•Purpose & Authority (ordinance, SB 969)•Boundaries & Hours of Operation•Permitted vs. Prohibited Activities•Alcohol Rules (containers, vendor licensing, patron restrictions)•Vendor/Business Participation (eligibility, responsibilities)•Public Safety & Security (staffing, crowd control, emergencies)•Code of Conduct & Enforcement•Logistics (street closures, cleanup, signage)•Agency Coordination (City, Police, Fire, ABC)•Monitoring & Compliance (checklists, reporting, review) Recap:•Economic Development Opportunity. Brings in more foot traffic to local businesses and opportunities for people to discover Suisun City.•One large boundary creates a vehicle for the city to establish sub-zones that are flexible to event preferences.•Expansion or new zones can be created by the City Council in the future. Today’s ordinance does not limit the city from changing, adding or removing Entertainment Zones•Consistent Review of Ordinance – Every 2 years. Gives staff and City Council the opportunity to make changes to better the operation of the zone. 7 8
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5 Recommendation:Staff recommends that the City Council introduce and waive first reading of an ordinance amending adding Chapter 12.33 (Entertainment Zones) to Title 12 (Streets, Sidewalks and Public Places) of the Suisun City Municipal Code to Establish Entertainment Zones and determining that the action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption).
Questions?
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AGENDA ITEM NO. 25.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
Council Adoption of Resolution No. 2026 -__: A Resolution of the City Council of the City of Suisun City, California, Adopting Rules of Procedures and Conduct of Commissioners, Committee Members, and Board Members.
FISCAL IMPACT:
None.
STRATEGIC PLAN:
Good Governance.
BACKGROUND:
In October 2024, the City Council updated its Norms and Procedures for City Council Members. This Resolution will adopt similar rules and procedures for the City’s Commissions, Boards, and Committees. In particular, the Resolution addresses standards of conduct, demeanor, decorum, conduct during meetings, code of ethics, conflicts of interest, political activities, use of office for personal gain, and the representation of the Commissioner’s Belief as the Belief of the Commission.
On June 3, 2025, the City Council considered the draft Norms and Procedures for Commissions, Boards, and Committees. The Council requested that certain amendments be made to the draft and that input be received from Commissions, Boards, and Committees. The draft was presented to the Recreation, Parks, and Marina Commission on September 2, 2025, and to the Planning Commission on November 25, 2025.
STAFF REPORT:
In accordance with prior direction from Council, staff has prepared the attached draft Rules of Procedure for the Conduct of City Commissioners, Committee Members, and Board Members for the City Council’s consideration.
Currently, there is no citywide policy that outlines procedural and conduct expectations for Commissioners, Committee Members, and Board Members. While these officials have been following implicit expectations, it is more prudent and appropriate to have a formal document that outlines their expectations and the consequences for failure to comply.
Specifically, this Resolution outlines six steps regarding commission decorum and meeting conduct. It requires officials who wish to speak to address the chair to be confined to the question under debate, not to interrupt one another, and to provide each other with utmost courtesy, and grants officials the right to move to require the chair to enforce these rules.
This Resolution requires every public official to follow a code of ethics and to conduct themselves in a manner that will preserve public confidence in and respect for the government they represent. This code requires each official to treat all citizens with courtesy, impartiality, and equality under the law, and to avoid any actual or potential conflicts between their private self-interests and the public interest.
This Resolution briefly describes the obligations of officials under the State Political Reform Act regarding Form 700 disclosures of economic interests and conflicts of financial or personal gain. It also 329
addresses conflicts related to incompatible employment, representation of private persons, and a prohibition on receipt of gifts and favors. It also prohibits officials from engaging in any political activity that would conflict with their official duties.
This Resolution prevents officials from using or attempting to use their roles with the City for personal gain, including financial, career, social, and personal-satisfaction-related gains. To more specifically implement this obligation, the Resolution prohibits officials from wearing any part of their City uniform to an event where they are not conducting official City business. It also prohibits officials from speaking on behalf of the City or their Commission, Board, or Committee. It encourages individual officials to clarify that they are speaking in their individual capacity whenever it may otherwise be unclear.
City officials have mostly been following these expectations so far, as they are generally implied in their roles with the City. However, it is wise for the City to formalize these expectations and rules in writing to avoid misunderstandings or future issues. This Resolution states that a violation of any ethical rules or the standards of conduct outlined in the Resolution may lead to the official’s removal from their position.
Recreation, Parks & Marina Commission and Planning Commission Comments The two commissions had similar comments on commission absences (and the removal for failure to attend regularly scheduled meetings), as well as on commissioner comments at engagements and on social media posts. There were also concerns about election-related activities or personal activities. To address these issues, the draft Code of Conduct includes a definition of unexcused absences and expands on activities with the press, social events, and political activities. I have included a redline version with the changes.
Staff recommends that the City Council consider the draft Resolution, provide direction to staff on any desired modifications, and consider adopting the Code of Conduct.
STAFF RECOMMENDATION:
It is recommended that the City Council Adopt Resolution No. 2026- __: A Resolution of the City Council of the City of Suisun City, California, Adopting Rules of Procedures and Conduct of Commissioners, Committee Members, and Board Members.
DOCUMENTS ATTACHED:
1. Resolution Rules of Procedure Commission Committee Board Members
2. Exhibit A - Social Media Policy
3. Presentation Proposed Commissioner Norms and Procedures
PREPARED BY:
Patrick Enright, City Attorney
REVIEWED BY:
City Attorney.
APPROVED BY:
Bret Prebula, City Manager.
ATTACHMENTS:
1. Resolution Rules of Procedure Commission Committee Board Members.docx
2. Exhibit A - Social Media Policy.docx
3. Presentation Proposed Commissioner Norms and Procedures.pdf 330
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN
CITY, CALIFORNIA , TO ADOPT RULES OF PROCEDURE FOR THE
CONDUCT OF COMMISSIONERS, COMMITTEE MEMBERS , AND
BOARD MEMBERS
WHEREAS, the primary intent of California’s open meeting law, the Brown Act, is that the people’s business be conducted openly and transparently, after providing an opportunity to the largest number of members of the public to directly address a city commission, committee, or board before any action is taken on any item. The Brown Act mandates that city commissions, committee and boards adopt rules for “the conduct of business” and requires that agendas for regular meetings pro vide “an opportunity for members of the public to directly address the legislative body on any item of interest to the public” including agenda items before or during the legislative body’s consideration of the item that is within the subject matter jurisdiction of the legislative body.
WHEREAS, the Brown Act provides that city councils “may adopt reasonable regulations to ensure the intent” of the Brown Act is carried out. As amended by the City Council of Suisun City , the rules of procedure provide an opportunity for members of the public to directly address the commission, committee, and board on any item on the agenda before consideration of the item, in full compliance with the Brown Act, at a reasonable time. The City Council of Suisun City periodically reviews and amends the commission, committee, and board rules of procedure to facilitate the efficient and transparent conduct of the City’s business at a reasonable hour.
WHEREAS, the City Council desires to amend the rules of order to facilitate effective and efficient meeting management, greater transparency, and meaningful public participation.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SUISUN CITY DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. PURPOSE AND INTENT
The City Council, by ordinance, has established a number of commissions, committees and boards (collectively referred to herein as “Commissions”) which receive information, investigate, review and make decisions and recommendations regarding many areas of the City’s business. In creating these Commissions, the City Council has further obligated itself to establish procedural regulations and standards of conduct for commissioners, committee members, and board members in carrying out their duties on behalf of the City. The purpose of this Resolution is to set forth those procedural regulations and standards of conduct, with the intent that these regulations and standards will apply to all City commissioners, committee members, and board members (collectively referred to herein as “Commissioners”).
It is specifically not the intent of this Resolution that the regulations and standards set forth herein should preempt or supersede conflicting regulations and standards or state or federal law. Where 331
a conflicting provision appears in state law or City ordinances relating to a particular Commission, the specific law or ordinance shall apply rather than the general provisions set forth herein.
SECTION 2. PROCEDURAL RULES AND STANDARDS OF CONDUCT
A. Commissioner Appointment: Members of each Commission shall be appointed and shall serve for the period of time set forth in the ordinance creating the Commission. Where there is no ordinance establishing a term, members of the C ommission shall be appointed and shall serve terms concurrent with the appointing Council Member.
No person shall con currently serve on two or more C ommissions unless the City Council determines that there is no conflict in serving in those roles.
B. Commissioner Removal: Commissioners shall serve at the pleasur e of Mayor and City Council. Commissioners may be removed by the Mayor without cause, as follows:
1. At the request of the Mayor, a Commissioner may be removed from office by a majority vote of the City Council.
2. At the request of a Council Member (with the Mayor dissenting), a Commissioner may be removed from office by a majority vote of the City Council.
Vacancies must be reported to the City Clerk and shall be filled in accordance with the law.
C. Commission Attendance: Commissioners are strongly encouraged to attend all regularly scheduled meetings. Any member of a C ommission who misses more than three regularly scheduled meetings within a ny fiscal year , without being excused by the Commission, shall be deemed to have vacated their position on the Commission. The C hair of the C ommission shall report to the Mayor or other person charged wi th appointing members of the C ommission, to the City Clerk, and to the member whose position has been declared vacated that a vacancy exists.
An absence is unexcused if the Commissioner fails to notify the Chair of the absence and does not have a substantial and compelling reason for the absence. Compelling reasons , including emergencies, illness, or unavoidable circumstances, may justify the absence, while noncompelling reasons, such as personal convenience, would not justify the absence.
D. Terms of Office: Any C ommissioner may be appointed and reappointed to an unlimited number of repeated terms of office.
E. Residency Requirements: No person who is not a resident of the City shall serve on any Commission having the authority to make binding decisions . Planning Commissioners shall be residents of Suisun City and shall maintain United States citizenship.
F. Commission Meetings: Each Commission shall hold regular meetings at times and dates established by resolution of each C ommission, in accordance with meeting room and staff availability. Such meetings shall be held at the stated time and in a public place, and notice of such 332
meetings shall be given in accordance with the provisions of the Brown Act, Government Code Section 54950 et seq. Each C ommission shall meet at least once a year for the purpose of reorganization.
G. Commission Members May Serve Without Pay : Except where otherwise specifically provided by ordinance or resolution , C ommissioners may serve with pay as established by ordinance and resolution. Commissioners shall not be reimbursed for time lost from work on City business. Commissioners may be reimbursed for actual costs expended while on City business, with the prior approval of the City Manager. Commissioners may be reimbursed for the use of their personal vehicles for City business at the rate allowed per mile for City e mployees and officers using personal vehicles on City business, with the prior approval of the City Manager.
H. Commission Demeanor, Decorum and Conduct of Meetings:
1. Any Commissioner desiring to speak shall address the Chair and, upon recognition by the C hair, shall confine remarks to the question under debate.
2. A C ommissioner desiring to question the staff shall address the Commissioner’s question to the City Manager or City Attorney, in appropriate cases, who shall be entitled either to answer the inquiry personally or to designate some member of the staff for that purpose.
3. A Commissioner, once recognized, shall not be interrupted while speaking unless called to order by the Chair; unless another Commissioner raises a point of order; or unless the speaker chooses to yield to questions from another Commissioner.
4. Any Commissioner called to order while the Commissioner is speaking shall cease speaking immediately until the question of order is determined. If the Commissioner is ruled to be in order, the Commissioner shall be permitted to proceed. If the point or issue is ruled to be not in order, the Commissioner shall remain silent or shall alter the Commissioner’s remarks so as to comply with these rules.
5. Commissioners shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Commission and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments , and statements as to motives and personalities.
6. Any Commissioner may move to require the Chair to enforce the rules, and the affirmative vote of a majority of the Commission shall require the Commissioner to so act.
I. Action by Resolution or Minute Action : Actions of C ommissions shall be taken by resolution or minute action.
J. Code of Ethics: The public judges its government by the way public officials and employees conduct themselves in the posts to which they are elected or appointed. The people have a right to expect that all public officials will conduct themselves in a manner that will tend to 333
preserve public confidence in and respect for the government represented. Such confidence and respect can best be promoted if every public official and employee, whether paid or unpaid, a nd whether elected or appointed, will uniformly: (a) treat all citizens with courtesy, impartiality, fairness and equality under the law; and (b) avoid both actual and potential conflicts between their private self -interests and the public interest. This code of ethics should apply to all Commissioners.
K. Conflicts of Interest: The State Political Reform Act applies to all Commissioners. Two important provisions:
1. Form 700 Disclosure of Economic Interest. The Act requires public officials to disclose assets and income that may be materially affected by their official actions by filing a “Statement of Economic Interests” (also known as a “Form 700”). For this Resolution, the requirement applies to all Commissioners. Each must file the Form 700 within 30 days after assuming office, annually, and upon leaving office, a final statement. Confer with the City Clerk as to this requirement.
2. Financial or Personal Interest. Generally, in addition to the disclosure requirements for Form 700 filers , the Act requires all C ommissioners to disqualify themselves from making, participating in making, or in any way attempting to use their official position to influence a governmental decision in which they know or have reason to know they have a financial interest.
An official has a disqualifying financial interest in a decision if the decision will have a reasonably foreseeable material financial effect, distinguishable from its effect on the public generally, directly on the official or a member of the official’s immediate family, or on certain financial interests identified in the Act . A public official’s financial interests include certain business entities, real property, sources of income, donors of gifts, and certain personal finances of the public official and immediate family.
Whenever the performance of off icial duties shall require any C ommissioner to vote on any matter involving a financial or personal interest, the Commissioner, prior to the consideration of the matter, must immediately:
(i) Identify each financial interest that gives rise to the conflict in detail sufficient to be understood by the public (except that disclosure of the exact street address of a residence is not required);
(ii) Publicly state the Commissioner’s recusal from the matter; and (iii) Leave the room until after the disposition of the matter unless the matter appears on a consent calendar.
Under limited circumstances, the Commissioner may appear before the board and speak as a member of the public regarding an applicable personal interest (e.g., a project may impact their residence). A former C ommissioner shall not, within one year after the date of termination from office, represent any person or business in a matter in which the former C ommissioner has performed an official act.
L. Representation of Private Persons: No Commissioner shall appear on behalf of any private 334
person, other than the Commissioner’s self, before any Commission or the City Council on a matter which is within the jurisdiction of their Commission except with permission of Commission, where the Commissioner does not otherwise have a financial interest in the representation and where the Commissioner refrains from official participation in the matter.
M. Incompatible Employment: No Commissioner shall engage in private employment with or render services for, any private person who has business transactions with the City which may come before the Commission for recommendation or decision, unless the Commissioner has first made full public disclosure o f the nature and extent of such employment services , and the City Attorney has determined that such outside position is not an “incompatible office.”
N. Gifts and Favors: No Commissioner shall accept any gift whether in the form of money, thing, favor, loan, or promise, that would not be offered or given if the Commissioner were not in such a position.
O. Confidential Information: No C ommissioner shall, without prior formal a uthorization of the City Council, disclose any confidential information concerning any other official or employee, or any other person, or any property or governmental affairs of the City. Whether or not it involves disclosure, no Commissioner shall use or permit the use of any such confidential information to advance the financial or personal interests of the Commissioner or any other person.
P. Fair and Equal Treatment: No Commissioner shall grant or make available to any person any consideration, treatment, advantage, or favor beyond that which it is the general practice to grant or make available to the public at large. No official or employee shall request, use, or permit the use of any publicly owned or publicly supported property, vehicle, equipment, labor, or service for the personal convenience or the private advantage of the official or employee or any other person.
Q. Political Activities: No C ommissioner shall participate in any political activity which would be in conflict or incompatible with the performance of the Commissioner’s official functions and duties for the City. No Commissioner may use the Commissioner’s official authority or position for the purpose of influencing or interfering with or affecting the results of any election, nor shall the Commissioner solicit funds or contributions or accept or receive funds or contributions from City employees for political purposes. No C ommissioner may distribute pamphlets, petitions or handbills while the Commissioner is performing the C ommissioner’s official functions and duties with the City. Nothing herein shal l be construed to prohibit any Commissioner from participating in the political process in the Commissioner’s capacity as a private citizen.
R. Use of Office for Personal Gain : Commissioners shall not use or attempt to use their role for personal gain. This includes financial, career, social, and personal-satisfaction-related gains, as well as any other benefits driven by self-interest. Commissioners shall not wear any part of their City uniform, badge or other C ity insignia to a meeting, an event or occasion a Commissioner attends where they are not conducting official City business.
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S. Representation of Commissioner’s Beliefs as Belief of Commission:
(1) Communication with the Public, Press and other Media . Commissioners shall not speak on behalf of the City or their Commission . Only the Commissioners as a whole have the authority to speak on behalf of the Commission. In order to avoid any appearance that a Commissioner is speaking on behalf of the Commission, the C ommissioner should clarify that they are speaking in their individual capacity whenever there is risk of misunderstanding of authority.
There may be instances where it is appropriate for Commissioners to provide public statements about City events and policy matters to the public and press in an official capacity; however, Commissioners must coordinate with City staff and seek approval first from the Mayor and/or City Manager prior to giving such stat ements. Upon approval from the Mayor and/or City Manager, City staff will coordinate and organize public communication and inquiries from the media related to official statements to include the Chair of the Commission, or a representative designated by the Commission, who may clarify actions taken by the Commission, fairly and accurately recap Commission conversation, or outline next steps. The Chair or designee must not editorialize, offer personal opinion, or speculate on future actions when speaking in an official capacity. A Commissioner may recite Commission positions, activities, and actions taken and state factual accounts of those actions.
(2) Community Relations and Engagement/Social Media . Commissioners may not, in an official capacity, represent their Commission or the City to the general public without City Council approval. Commissioners may not use city logos, branding, name tag, business cards, or other collateral to represent their private, personal or political interests.
Any time th at a Commissioner uses their Commission title, is wearing their Commissioner name badge or references their membership on a City Commission when speaking publicly or on social media, they must state that they are speaking in an individual capacity and not as a representative of the City of Suisun City.
(3) Election-related Activity or Personal Activity . Commissioners are prohibited from using their position as a Commissioner for political or personal gain. For example, while potential ballot measures are under consideration or while candidate campaign s are being carried out, Commissioners can elect to participate in campaign activity individually but cannot use City resources to support that activity. Thus, Commissioners may engage in election -related activity as community members, and may use their Commission title(s), current or former, for identification purposes, so long as they affirmatively declare that they do not represent the City or any legislative body of the City.
T. Violations of Ethical Rules or Standards of Conduct : Any violation of an ethical rule or standard of conduct may result in removal from the Commission.
U. Channels of Communication: Commissioners should communicate with City staff through the City Manager or the City employee who has been designated by the City Manager as staff liaison to the Commission.
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SECTION 3. ADDRESSING THE COMMISSION - DECORUM AND ORDER
A. Manner of Addressing the Commission
1. Any member of the public desiring to address the Commission shall proceed to the podium and wait to be recognized by the Presiding Officer. After being recognized, the member of the public shall state their name and address for the record.
2. All remarks and questions shall be addressed to the Chair and not to any individual Commission Member, staff member or other person. During a public hearing, all remarks shall be limited to the subject under consideration. No person shall enter into any discussion without being recognized by the Presiding Officer.
3. Any member of the Commission who the Presiding Officer has recognized for such a purpose may address or respond to members of the public who have addressed the Commission pursuant hereto. Such an address or response shall not exceed three minutes in length, and shall be deemed to express the individual position or opinion of the Commissioner offering the same and shall not be construed to bind the Commission or the City in any manner. Unl ess otherwise directed by the Commission, the restrictio ns imposed by this Subsection (A ) shall apply only to those portions of the Commission Agenda during which members of the public are permitted to make oral communications to the Commission.
B. Time Provided for Communications from the Public: Any member of the public desiring to address the Commission shall be provided three minutes for their statement unless further time has been granted by the Presiding Officer in the individual case, or is limited in accordance with Section 3(D). Public comments to the Commission may also be submitted to the City Clerk or Commission Secretary in written format, either by email or other form of written correspondence.
The City Clerk or Commission Secretary shall provide all written public comments to the Commission when received and/or during the Commission meeting. The City Clerk or Commission Secretary is not required to read each comment into the record.
C. Addressing the Commission after Motion is Made: After a motion has been made, or after a public hearing has been closed, no member of the public shall address the Commission.
D. Limitations Regarding Communications from the Public and Reports: The making of oral communications to the Commiss ion by any member of the public during the “Communications from the Public” portion of the agenda shall be subject to the following limitations:
1. At any time, before or after the oral communication has commenced, the Presiding Officer may, if the Presiding Officer deems it preferable, direct that the communication be made instead either to the Development Services Director or other appropriate staff member during regular business hours, or in writing, for subsequent submittal to Commissioners.
2. The Presiding Officer may limit the number of speakers heard on non-agenda topics at a single meeting. Those whose presentations are postponed shall be given priority at the next meeting during the “Communications from the Public” agenda item. 337
3. If it appears th at several speakers desire to speak regarding a single topic, the Presiding Officer may reasonably limit the number speaking, as to each side of an issue. In this regard, preference may be given to speakers who represent groups of persons who have designated a spokesperson.
E. Decorum and Order – Commissioners: The following Parliamentary Procedures are meant to establish a framework for the orderly conduct of meetings, encourage discussion, and facilitate decision making by the body. The rules of order ar e meant to create an atmosphere in which Commissioners and members of the public can conduct business efficiently, fairly, and with full participation. And at the same time, it is up to the Chair and Commissioners to maintain common courtesy and decorum. I t is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the Chair before proceeding to speak. The basic format for an agenda item discussion is as follows:
First, the Chair should clearly announce the agenda item number and should clearly state what the subject is.
Second, following the agenda format, the Chair should invite the appropriate people to report on the item.
Third, the Chair should ask Commissioners if they h ave any technical questions for clarification.
Fourth, the Chair should invite public comments.
Fifth, the Chair should invite a motion.
Sixth, the Chair should determine if any Commissioners wish to second the motion.
Seventh, if the motion is mad e and seconded, the Chair should make sure everyone understands the motion.
Eighth, the Chair should now invite the Commissioners to discuss the motion.
Ninth, the Chair takes a vote. Simply asking for “ayes” and then the “nays” is normally sufficient.
Tenth, the Chair should announce the result of the vote and should announce what action (if any) the body has taken.
F. Decorum and Order – Public: Members of the public attending any Commission meeting shall avoid any conduct that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting.
As set forth in Government Code Section 54957.9, if any meeting is willfully interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, 338
the members of the Commission may order the meeting room cleared and continue the session.
Only matters appearing on the agenda may be considered in such a session. Duly accredited representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this section. Nothing in this section shall prohibit the Commission from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the orderly conduct of the meeting.
The following guidelines shall apply to all interactions between the public and Commissioners:
1. All comments and interactions shall be conducted in a respectful manner.
2. Threats, including threats of violence, will not be tolerated.
3. Members of the public and Commissioners resolve to refrain from any behavior that disrupts or threatens to disrupt the Commission and governmental operations, including the following:
(a) Insulting, demeaning, intimidating, or offensive communications, including but not limited to, racial, ethnic, religious, sexual orientation or other offensive language against an individual or group of individuals;
(b) Harassment, threats or intimidation of any Commission er, City staff or member of the public;
(c) Willful destruction of property damage;
(d) Conduct that threatens to provoke a violent reaction or that amounts to sexual harassment;
(e) A continuing pattern of disruptive behavior; and
(f) Notwithstanding the above, members of the public do have the right to make personal, critical or harsh remarks about any matter before the Commission.
G. Enforcement of Decorum : As set forth in Government Code Section 54957.95, the Presiding Officer may remove, or cause the removal of, an individual for disrupting the meeting.
Prior to removing an individual, the Presiding Officer must warn the individual that their behavior is disrupting the meeting and that their failure to cease their behavior may result in their removal.
The Presiding Officer may then remove the individual if they do not promptly cease their disruptive behavior. As used in this paragraph, “disrupting” means engaging in behavior during a meeting of the Commission that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting.
Notwithstanding the preceding paragraph, if the individual disrupting the meeting is using force or a true threat of force, that individual may be removed without a prior warning to cease their behavior.
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SECTION 4. MOTIONS
A. Processing of Motions : When a motion is made and seconded, it shall be stated by the Presiding Officer before debate. The mover shall not withdraw a motion so stated without the consent of the person seconding it.
B. Motions out of Order: The Presiding Officer may at any time, by majority consent of the Commission, permit a member to introduce an ordinance, resolution, or motion out of the regular agenda order.
C. Division of Question : If the question contains two or more divisional propositions, the Presiding Officer may, and upon request of a member shall, divide the motion into two separate motions.
D. Precedence of Motions : When a motion is before the Commission, no motion shall be entertained except the following, which shall have precedence in the following order:
1. Adjourn
2. Fix Hour of Adjournment
3. Table
4. Limit or Terminate Discussion
5. Amend
6. Postpone
E. Motion to Adjourn (Not Debatable): A motion to adjourn shall be in order at any time, except as follows:
1. When repeated without intervening business or discussion;
2. When made as an interruption of a member while speaking;
3. When the discussion has been ended, and a vote on a motion is pending; and
4. While a vote is being taken.
A motion to adjourn “to another time” shall be debatable only as to the time to which the meeting is adjourned.
F. Motion to Fix Hour of Adjournment: Such a motion shall be set to a definite time at which to adjourn and shall be undebatable and shall be unamendable except by unanimous vote.
G. Motion to Table : A motio n to table shall be used to bypass the subject temporarily . A motion to table shall be undebatable and shall preclude all amendments or debate of the subject 340
under consideration. If the motion shall prevail, the matter may be “taken from the table” at an y time prior to the end of the next regular meeting.
H. Motion to Limit or Terminate Discussion : Such a motion shall be used to limit or close debate on, or further amendment to, 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.
I. Motion to Amend: A motion to amend shall be debatable only as to the amendment. A motion to amend an amendment shall be in order, but a motion to amend an amendment to an amendment shall not be in order. 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 on before a vote on the amendment.
Amendments shall be voted on first, then the main motion as amended.
J. Motion to Continue : Motions to continue to a definite time shall be amendable and debatable as to propriety of postponement and time set.
K. When Multiple Motions are Before the Governing Body : Up to three motions may be on the floor simultaneously. When two or three motions are on the floor (after motions and seconds) at the same time, the first vote should be the last motion made.
SECTION 5. VOTING PROCEDURE
A. Voting Procedure: In acting upon every motion, the vote shall be taken by voice, roll call, or any other method by which the vote of each Commissioner present may be clearly ascertained.
The vote on each motion shall then be entered in full upon the record. The City Clerk or Commission Secretary shall call the names of all members seated when a roll call vote is ordered or required. The order of voting shall be the maker of the motion first. The second shall be next.
The next two shall be alternated and the Chairperson shall be last. Members shall respond “aye,” “no” or “abstain,” provided that when a vote is collectively taken by voice or when a method of voting other than by voice or roll call is used, any Commissioner not audibly and clear ly responding “no” or “abstain” or otherwise registering an objection shall have his vote recorded as “aye.”
Any question before the Commission shall not require a roll call vote unless demanded by a member. It shall not be in order for members to explain their vote during roll call. Any member may change their vote before the next item of business.
B. Failure to Vote : Every Commissioner should vote unless disqualified for cause.
Disqualification for cause includes but is not limited to, a conflict of interest in the decision that legally requires the Commissioner recusal and disqualification from the decision.
C. Reconsideration: Any Commissioner 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 unan imous consent of the Commission.
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D. Tie Votes: Tie votes shall be lost motions. When all Commissioners eligible to vote are present, a tie vote on whether to grant an appeal from official action shall be considered a denial of such appeal unless the Com mission takes other action to further consider the matter. If a tie vote results at a time when fewer than all members of the Commission who are eligible to vote are present, the matter shall automatically be continued to the agenda of the next regular me eting of the Commission, unless otherwise ordered by the Commission.
SECTION 6. ADMINISTRATIVE OVERSIGHT OF A ND ASSISTANCE TO
COMMISSIONS
A. Each Commission shall be assigned appropriate administrative support, under the oversight of the City Manager, to provide administrative assistance with such matters as the preparation of agendas, recommendations for action, minutes, memoranda of decisions and official correspondence, and shall coordinate the clerical and technical work of the Commission in administering their official functions. Such administrative support shall attend Commission meetings, but shall serve in an advisory capacity only and shall have no voting rights.
B. The City Clerk shall be the custodian of records for all Commissions. Minutes of Commission meetings shall be provided to the City Council.
SECTION 7. This Resolution shall take effect immediately , and any other version of these Policies and Procedures is hereby repealed and replaced with the Policies and Procedures contained in this Resolution.
SECTION 8. The City Clerk shall certify the adoption of this Resolution.
PASSED AND ADOPTED at a Regular Meeting of the City Council of the City of Suisun City duly held on the 20th day of January 2026, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
WITNESS my hand and the seal of said City this 20th day of January 2025.
Anita Skinner
City Clerk
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City of Suisun City
Social Media Policy
CITY SOCIAL MEDIA POLICY
PURPOSE
The purpose of this Social Media Policy is to establish guidelines on the use, management, and operation of social media sites by the City of Suisun City (“City”) as a means of communicating information to the public. In addition, this Social Media Policy prescribes the City’s Terms of Use applicable to all users of the City’s social media sites.
This policy does not intend to prohibit or infringe upon any communication, speech, or expression that is protected or privileged under law. This includes speech and expression protected under state or federal constitutions, as well as other applicable laws.
SCOPE
This policy applies to all City employees, elected and appointed City Officials, contractors, and any other representatives acting on behalf of the City or any of its Departments and Divisions. This policy also applies to the public’s use of City Social Media Accounts.
DEFINITIONS
Authorized User: An individual whom the City Manager or Designee has authorized to use Social Media in an official capacity for City business.
City: The City of Suisun City, California.
City Official: An elected or appointed representative who serves on a legislative or advisory body of the City, i.e., City Council members or Commissioners. Members of a committee or task force are not considered City Officials.
City Social Media Account: Any account on a Social Media site that the City establishes and maintains, and over which it has control over all postings, except for advertisements or hyperlinks by the Social Media site’s owner, vendors, or partners. City Social Media Accounts do not include the personal Social Media sites of any City official or employee of the City.
Comment: A user-submitted response to post(s) by an Authorized User or public user of the Social Media site.
Designee: A person whom the City Manager has designated to perform some duty or carry out a role specific to Social Media.
Emergency: A condition arising from unforeseen circumstances that creates an immediate danger to public property, health, peace, or safety within the City.
Moderator: An employee designated by their respective department director for maintaining one or more social media sites on behalf of that department. A Moderator’s responsibilities may include, but are not limited to: adding, editing, and reviewing posts, as well as reviewing, flagging, and possibly removing comments in accordance with established policies and/or law.
Post(s): Information, texts, articles, images, videos, or any other form of content published on a Social Media site, including links to and re-posting of content that may also be viewable elsewhere on the Internet.
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Social Media: Content created by individuals using accessible and scalable technologies through and on the Internet. Social Media websites facilitate interaction and engagement among individuals in a network or virtual community. Examples of Social Media include, but are not limited to, NextDoor, Pinterest, WhatsApp, Snapchat, Facebook, MySpace, YouTube, X (formerly Twitter), LinkedIn, Flickr, TikTok, and Instagram.
GENERAL POLICY
The City’s official website at [INSERT WEBSITE] is the City’s primary source and means of internet communication. To the extent possible, a link to the City’s official website shall be included on any City Social Media Account.
Information posted by the City on City Social Media Accounts will supplement, not replace, required notices and standard communication methods.
While the City will work to engage with the community via Social Media, notices or requests for City services must be made through official communication methods identified on the City’s website or by traditional notification methods recognized by the City. No comments or posts on the City's Social Media Accounts will be construed as providing notice to the City of any claim, deficiency, dangerous condition, request, or otherwise.
City Social Media Accounts must adhere to applicable federal, state, and local laws, regulations, and policies.
The City reserves the right to terminate any City Social Media Account at any time without notice.
ACCOUNT AND ADMINISTRATION MANAGEMENT
a. Content Management
i. Content posted on City Social Media Accounts must be reviewed and approved by the City Manager or Designee.
ii. The City Manager or Designee will monitor content on City Social Media Accounts and may edit or remove posts to ensure they align with this policy, support the City’s goals, and comply with applicable laws.
iii. City Social Media Accounts may contain content, including but not limited to advertisements or hyperlinks, over which the City has no control. The City does not endorse any hyperlink or advertisement placed on City Social Media Accounts by the Social Media site’s owners, vendors, or partners, or by public commenters.
b. City Social Media Account Creation
i. The City Manager or Designee is responsible for determining who is an Authorized User.
ii. City departments and representatives who want to create a social media account on the City’s behalf must submit a written request to the City Manager for approval. The City Manager or Designee shall review all submitted requests and approve or deny the request.
iii. City representatives must obtain written approval from the City Manager or Designee prior to creating a social media site on the City’s behalf. 344
iv. All Official Social Media Accounts shall utilize City contact information for account set- up, monitoring, and access.
v. All City Social Media Accounts must display the City’s official name, seal, or logo. vi. All City login, user, and password information for City Social Media Accounts must be provided to the City Manager. The Authorized User must immediately provide updated login information to the City Manager or Designee if it is changed for any reason. The City shall maintain a list of all City Social Media Accounts, including login and password information, to allow for the immediate removal of any content posted to a City Social Media Account in violation of or inconsistent with this Social Media Policy. To protect City Social Media Accounts from misuse and misappropriation, the City shall take all reasonable steps to prevent the disclosure of login and password for all City Social Media Accounts to the greatest extent permitted under applicable law. vii. City Social Media Accounts are only allowed on sites that provide a mechanism for the City to remove posts that violate City policy.
viii. Wherever possible, City Social Media Accounts should include links back to the City’s official website for forms, documents, online services and other information necessary to conduct business with the City.
c. Cybersecurity and Account Protection
i. All City Social Media Accounts must use strong, unique passwords that are updated regularly.
ii. Two-factor authentication must be enabled on all platforms where available. iii. Access to accounts will be immediately revoked upon employee departure or role change.
iv. Administrators must report any security breaches to the City Manager or Designee immediately.
d. Employee Training. Authorized Users and their supervisors must complete mandatory training on this Policy, platform best practices, and content accessibility.
e. Accessibility
i. Social Media content must meet ADA compliance requirements to ensure it is accessible to all members of the community.
ii. All posts by Authorized Users to City Social Media Accounts must comply with accessibility guidelines, including but not limited to adding alt text for images, providing captions for video content, and using plain language to ensure readability.
CONTENT GUIDELINES
a. Content Ownership and Permission
i. The City shall have full permission or rights to any content posted by the City on its Social Media Accounts, including photographs and videos. ii. City Social Media Accounts may only share or repost content from City partners. The City must have full permission or rights to all content posted on City Social Media Accounts.
The City shall post no photos, images, graphics, video, music, or other creative content that is licensed or copyrighted unless proper permissions or rights have been granted. 345
b. Type of Content. The content posted on City Social Media Accounts shall only pertain to City- sponsored or City-endorsed programs, services, and events. Content includes, but is not limited to, information, photographs, videos, and hyperlinks.
c. Posting Content
i. City Officials, employees, and agents of the City, on City Social Media Accounts, will conduct themselves professionally and in accordance with all City policies. ii. Authorized Users represent the City when using City Social Media Accounts and must conduct themselves as a representative of the City and in accordance with all City policies.
iii. Authorized Users shall not express personal views or concerns on City Social Media Accounts. All posts must reflect the City’s official position. iv. Authorized Users must review and comply with the Social Media platform’s terms and conditions of use.
v. During times not scheduled to work, Authorized Users who are hourly employees shall not post onto the City’s Social Media Accounts without express permission from their supervisor or department head. Time spent by the employee outside business hours shall be noted on the employee’s time sheet.
d. Prohibited Content. Posts on City Social Media Accounts must NOT include:
i. Comments unrelated to the original post or discussion; ii. Support for or opposition to political campaigns, candidates, or ballot measures; iii. Profane, discriminatory, or offensive language or content; iv. Content that promotes, fosters, or perpetuates discrimination based on protected categories (e.g., race, color, age, religion, disability, national origin) v. Content that threatens or defames any person or organization; vi. Sexual or obscene content or links to sexual or obscene content; vii. Solicitations or advertisements for commercial products or services; viii. Conduct or encouragement of illegal activity;
ix. Content that incites violence;
x. Information that could compromise public safety or the security of public systems; xi. Content that violates a legal ownership interest of any other party, such as trademark or copyright infringement;
xii. Defamatory statements;
xiii. Threats to any person or organization;
xiv. Disclosure of confidential, sensitive, or proprietary information, or that violates another person’s right to privacy;
xv. Images or video of a minor without the consent of the minor’s parents. xvi. Content that violates any federal, state, or local law. e. Responses to Comments
i. Authorized Users shall use their best judgment in deciding whether to respond to a post or comment and shall avoid engaging any user in an argumentative or offensive manner.
ii. Any response by an Authorized User made on behalf of the City shall comply with all terms of this policy.
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iii. Content in any post or response made on behalf of the City shall not specifically refer to any City vendor, supplier, member, contractor, employee, or official without the approval of the City Manager.
f. Monitoring Content and Comments
i. The City reserves the right to add, remove, or adjust social media content and features as needed.
ii. Authorized Users shall not block certain members of the public from accessing content posted to the City’s Social Media Account’s, or from interacting with the City’s Social Media Accounts in the same way other members of the public are permitted. iii. No Post, Comment, or other content shall be removed solely because it is critical of the City, City Officials, employees, or programs, or because City Staff disagrees with the viewpoint of the Comment, content, or submittal.
iv. Authorized Users shall not delete comments made on any City Social Media Account post unless the comment violates this Policy or the Social Media platform’s terms and conditions.
v. Any content removed based on these guidelines must be retained, logged, including the time, date, and poster’s identity (when available).
vi. On social media networks where the feature is available, a “strong” profanity filter should be enabled to prohibit comments and posts with profanity automatically.
PUBLIC ACCESS AND RECORD RETENTION
All City Social Media Accounts are subject to the California Public Records Act and, therefore, may be subject to public disclosure. This includes comments and other posts made by third parties on City Social Media Accounts, which may also be considered public records subject to disclosure. The City will maintain content on its Social Media Accounts pursuant to the City’s records retention policy. Further, City Social Media Accounts shall be managed in accordance with the Ralph M. Brown Act and the Public Records Act.
The City must maintain a record of City Social Media Accounts, including, but not limited to:
a. A log file containing the name of the Social Media platform, City Social Media Account identification, passwords, registered email addresses, dates established, authorizing representative, and the name of the person who created the City Social Media Account; and
b. A record of the Social Media platform’s usage agreement at the time the City Social Media Account was created and any updated versions; and
c. A list of Authorized Users; and
d. Any content removed based on this Policy must be retained, including the time, date, and identity of the poster, when available, for two years or such other period as required by the City records retention policy, provided that the City may remove content which violates this policy even if there is no reasonably practical means to retain that information.
USE OF SOCIAL MEDIA BY CITY OFFICIALS
The City does not create or provide support for individual Social Media accounts for City Officials. City Officials who maintain personal social and other digital media accounts should be aware that, similar to City emails or any other written or recorded communication related to the official conduct of City business, 347
digital communications, Social Media Posts and messages by City Officials regarding matters that are before the City for action or within City jurisdiction can be “official city business” subject to laws and policies regarding freedom of speech, records retention and production, and public transparency. Those laws and policies include but are not necessarily limited to: the California and United States Constitution, the California Public Records Act, the Ralph M. Brown Act, and the City’s records retention regulations.
City Officials participating in digital or social media communications shall maintain separate accounts for official and personal/campaign statements, clearly delineating them, and take precautions to ensure that personal/campaign communications are not conveyed in a manner that suggests they represent the position of the City or its Legislative Body as a whole.
To avoid ambiguity, all statements, headings, profile pictures, or biographies on personal or campaign accounts shall:
Not be made in the name of the position to which the City Official was elected or appointed; Clearly reflect that content on such accounts does not represent the official positions of the City or its Legislative Body;
Not display the City logo or any other official City mark or title.
Councilmembers who choose to have a social media page or profile that identifies their office must include the disclaimer: “Content on this site does not represent any official position of the City of Suisun City, only that of [NAME] in (HIS/HER) personal capacity.”
City Officials are prohibited from using the City logo or seal, or any variation of the City logo or seal, representing the City, or representing that they speak on behalf of the City, within their official or personal Social Media accounts or sites.
City Officials should not use their City email address or password in conjunction with a personal or professional Social Media profile or page.
City Officials are not authorized to use official City-owned headshot photographs on personal Social Media sites.
Digital records relating to public business must be handled in a manner that maintains the records for the applicable retention period, including through the use of highlights, bins, or archives for temporary and disappearing stories, reels, posts, or other content. Likewise, City Officials should avoid deleting Comments and should not block individuals on a City Official’s pages or sites. Social Media content should be treated the same as any written document and retained in accordance with the City's retention schedules.
To avoid any violations of the Brown Act, consistent with the update provided by AB 992, City Officials are permitted to use a Social Media site to engage in conversations or communications on matters within the subject matter jurisdiction of the governing body:
To answer questions;
To provide information to the public; and
To solicit information from the public.
However, the Brown Act prohibits a City Official from communicating directly with the Social Media of any other member on a subject within the jurisdiction of that Legislative Body. A majority of City Officials may 348
not use social media to "discuss among themselves" official business. The Brown Act broadly defines the meaning of "discuss among themselves" to include any "communications made, posted, or shared on an Internet-based social media network between members of a Legislative Body, including Comments or use of digital icons that express reactions to communications made by other members of the Legislative Body." Importantly, a violation still occurs even if fewer than a majority of the body's members directly communicate on social media.
City Officials should be cognizant that the posting of content, including simply “liking” or reacting to a post from another official, regarding City-related matters by a public official, could constitute a Brown Act violation.
City Officials must refrain from using the City's Social Media Accounts or any form of electronic communication to respond to, engage in, or conduct serial meetings, or otherwise discuss, deliberate, or express opinions on any issue within the body's subject matter jurisdiction without complying with the Brown Act.
City Officials should be honest and accurate when posting information or news, especially when communicating during a crisis or emergency. Any mistakes, misstatements, and/or factual errors must be corrected quickly upon discovery. City Officials should not post or share information known to be false or rumors about the City, its employees, constituents, officials, suppliers, vendors, contractors, or any other entities or individuals.
When possible, news of citywide importance should first be announced through the City's Social Media Accounts, including the City’s website. This information can then be shared by City Officials, linking back to the original Post or official City website, when possible.
City Officials should never represent themselves as spokesperson for the City administration, any City department, the City Council, or a City board or committee, unless the City Official has been designated to serve as a spokesperson.
City Officials are prohibited from using Social Media to engage in any activity that constitutes a conflict of interest.
City Officials are strongly encouraged to consider the potential impact of Social Media statements prior to posting.
City Officials are expected and required to conduct themselves in a manner consistent with the City’s policies and standards of conduct.
Using social media in a way that disrupts or hinders the mission and functions of the commission, board, council, department, or City is prohibited.
In summary,
City Officials may:
Use Social Media in the City Official’s capacity to communicate with constituents to answer questions, provide information to the public, or solicit information from the public.
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City Officials may not:
Discuss on Social Media with a majority of the Legislative Body, the business of a specific nature that is within the subject matter jurisdiction of the Legislative Body. Comment on a post of another member of the Legislative Body, including “liking,” sharing, reposting, or use of emojs.
Block any member of the public from participating in your Social Media account if it is a moderated platform with content that pertains to City business.
CITY OFFICIAL VIOLATION PROCEDURES
The personal use of Social Media by an appointed City Official in a manner that violates this policy may result in disciplinary action in accordance with the City’s Rules and Regulations, Policies, and Procedures. The severity of the disciplinary action will be determined based on the nature of the violation, up to and including removal. The City Council is strongly encouraged to provide the City Official with at least one warning prior to removing the City Official.
EMPLOYEE USE OF SOCIAL MEDIA
While the City does not monitor employees’ personal Social Media accounts, this section when referring to the City. Following these principles helps ensure a distinction between sharing personal and agency views/information. The following rules and guidelines apply to all employees acting in an official capacity for the City of Suisun City:
While employees may voluntarily choose to engage with the City on its Social Media Accounts, the City does not encourage or require any employee to follow or “like” City Social Media Accounts. The City does not condone the personal use by employees of Social Media during the employee’s working hours by any means, including by using City-owned equipment. Employees have no right or expectation of privacy when using City-issued devices or systems. The City reserves the right to monitor, search, or disclose employee use of City resources. When an employee uses Social Media in a personal capacity, they are doing so for themselves, and they are not speaking or communicating on behalf of the City. Employees should ensure that it does not appear they are speaking or posting on behalf of the City unless they have been officially authorized to do so.
Employees may not use their official City email addresses to create or maintain any personal Social Media account(s) or site(s).
Employees are prohibited from using the City logo or seal or any variation of the City logo or seal, representing the City, or representing that they speak on behalf of the City within their personal Social Media account(s) or site(s). Employees must also make clear in any online activity that the views and opinions they express about work-related matters are their own, have not been reviewed by the City, and do not necessarily represent the views and opinions of the City. Employees are reminded and cautioned that nothing posted on the Internet is private. Content can easily be shared, forwarded, and distributed to broader audiences without your knowledge or permission.
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Information posted on Social Media may be used as evidence in disciplinary, administrative, or legal proceedings.
The City will not require you to provide a password or other security information for your personal sites that are password-protected or otherwise non-public.
The personal use of Social Media by an employee in a manner that violates any City policy or procedure will not be tolerated, and may be grounds for disciplinary action, up to and including termination.
Employees are expected to comply with the same ethical and performance standards on-line as in the workplace. Using Social Media in a way that disrupts the workplace or hinders the mission and functions of the employee’s job, department, or the City is prohibited. Employees may not post any content on the Internet or Social Media that constitutes or contains City confidential, proprietary, privileged, private, personnel, or other non-public information.
EXCEPTIONS
Authorized Users using Social Media in an authorized investigative or covert purposes - such as law enforcement activities - are exempt from the guidelines in this policy. Instead, such activities are governed by the applicable internal department or division policies specific to such investigative or covert efforts.
Employees' failure to comply with this policy may result in disciplinary action in accordance with the City’s Rules and Regulations, Policies, and Procedures. The severity of the disciplinary action will be determined based on the nature of the violation and may include, but is not limited to, termination of employment. 351
SOCIAL MEDIA
ACKNOWLEDGEMENT
The social media accounts for the City of Suisun City are limited public forums. Posts shall abide by the City of Suisun City’s “Social Media Policy,” which includes the City’s Social Media Terms of Use, federal, state, and local laws, regulations, and policies, as well as the rules and regulations of the site provider. By posting on the City’s account, you consent to providing the City with full rights to the posted content, including photographs and videos. As provided in Section VI, posts and comments by the City staff on the City’s Social Media Accounts shall NOT contain any of the following:
Comments that are not typically related to the information posted; Comments in support of, or in opposition to, political campaigns, candidates, or ballot measures;
Profane language or content;
Content that promotes, fosters, or perpetuates discrimination based on race, creed, color, age, religion, gender, marital status, or status about public assistance, national origin, physical or mental disability, or sexual orientation, or any other category protected by federal, state, or local law;
Sexual or obscene content or links to sexual or obscene content; Solicitations of commerce or advertisements, including promotion or endorsement; Conduct or encouragement of illegal activity;
Information that may tend to compromise the safety or security of the public or public systems;
Content that violates a legal ownership interest of any other party, such as trademark or copyright infringement;
Disclosure of confidential, sensitive, or proprietary information, or that violates another person’s right to privacy; or
Images or video of a minor without the consent of the minor’s parents.
I acknowledge that I have read and understand the City of Suisun City’s “Social Media Policy.”
_________________________________ _____________________ Officer/Employee/Contractor Signature Name Date
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APPENDIX A
CITY OF SUISUN CITY SOCIAL MEDIA TERMS OF USE
Disclaimer/Terms of Use
THIS SITE IS NOT MONITORED IN REAL TIME. IF YOU HAVE AN EMERGENCY OR KNOW OF A CRIME IN PROGRESS, PLEASE CALL 911 IMMEDIATELY. THIS SOCIAL MEDIA SITE IS NOT A PUBLIC FORUM. BY ENGAGING WITH THIS SOCIAL MEDIA SITE, YOU AGREE TO ADHERE TO THE TERMS OF USE OUTLINED AT https://[INSERT WEBSITE]
The City will publish the following information on its website at https://[INSERT WEBSITE] These Terms of Use apply to all users of the City of Suisun City's social media accounts ("sites"). The City’s social media sites are not public forums, and all Comments and Posts must comply with these Terms of Use and the host social media site’s Terms of Use. The City’s social media sites are intended to serve as a mechanism for communication between the City and the public to help further our mission. If any public Comments are allowed on these sites, the City reserves the right to hide or remove posts or comments at the City’s sole discretion. Any Comment submitted to sites and their fans, followers, or subscribers may be considered a public record, which is subject to disclosure pursuant to the California Public Records Act. Public information requests must be directed to the City Clerk’s office.
All Comments on the City’s sites should be related to the topic of the original post to which the Comment is attached. The City reserves the right to hide or remove off-topic Comments that violate these Terms of Use. The City additionally reserves the right to report a user directly to the host social media network if the user's Post, Comment, or other content violates the network's Terms of Use.
To the extent public Comments are allowed on the site, the City welcomes questions and commentary, including constructive feedback and differing opinions, but please remember to be both relevant and respectful with what you post. The City does not tolerate harassment, abuse, or threats to others. Posts or comments including, including but not limited to the following, are inappropriate and subject to removal or restriction by the City:
Profane, obscene, or violent content and/or language; Content that includes unlawful harassment or threats of violence; Sexually explicit, “adult-oriented” or pornographic content and/or language; Content that promotes, fosters, or perpetuates discrimination or harassment based on race, creed, color, age, religion, gender, national origin, sexual orientation, or any other category protected by local, state, or federal law;
Defamatory content;
Fraudulent, deceptive, libelous, misleading, or unlawful content; Encourages criminal or illegal activity;
Comments or language that is abusive, harassing, stalking, threatening, or attacking others; Information that tends to compromise the safety or security of City employees, the public, public systems, or the City’s technology resources;
Violates any legal ownership interest, such as a copyright or trademark; Contains personal information such as home addresses, phone numbers, social security numbers, dates of birth, driver’s license numbers, or other information in violation of the right to privacy; Solicitation of commerce, including any advertising or business services or products for sale; Violates any federal, state, or local laws;
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Not related to City posts, business, information, announcements, events, or comments not related to the original topic, including random or unintelligible posts; Spamming in nature, such as repetitive posts of the same material; Contains links to inappropriate websites, or links that do not directly relate to City services, issues, news, and events;
Viruses or programs that could damage the operation of other people’s computers; Comments or posts on topics or issues not within the jurisdictional purview of the City.
The above list is not necessarily exhaustive, and the City reserves the right to remove or restrict any Post or Comment that violates the purpose or spirit of this policy.
The City of Suisun City and its respective employees and its respective employees are not liable for any errors or omissions or for any loss or damages suffered as a result of anything appearing on this site. Any information or views provided on the City’s social media pages are current as of the date indicated, and are subject to change without notice. The City’s social media pages are intended to disseminate news, and promote upcoming events.
Where such statements are based on information provided by third parties, they are not guaranteed to be accurate or complete. The City is not responsible for anything posted by third parties, and makes no representation as to the accuracy or completeness of information contained in such material. The City is not responsible for, and disclaims any liability in relation to anything posted by contributors to the City’s social media pages, including public commenters.
A Comment posted by a member of the public on any City of Suisun City social media site is the opinion of the commentator or poster only City of Suisun City does not endorse it. The publication of a Comment does not imply endorsement of, or agreement by, the City of Suisun City, nor do such Comments necessarily reflect the opinions or policies of the City of Suisun City.
The City reserves the right to restrict or remove any content that is deemed in violation of this policy or any applicable law. Notwithstanding the foregoing, the City of Suisun City is not obligated to take such actions. It disclaims all responsibility and liability for any materials posted by a member of the public.
By posting a Comment, users agree to indemnify the City of Suisun City, its officers and employees from and against all liabilities, judgments, damages, and costs (including attorney’s fees) incurred by any of them which arise out of or are related to content posted by users. If a user does not agree to these terms, the , as a violation of these terms may result in legal liability.
If you have any questions regarding these Terms of Use, please email us at [INSERT E-MAIL ADDRESS].
The above disclaimer and Terms of Use may not be altered without the prior approval of the City Manager or City Attorney (or their respective designees). The City Manager will work with authorized staff to properly set up the site and its disclaimers.
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1 Presented by:
Summary of Proposed Commissioner Norms and ProceduresJanuary 20, 20261Patrick Enright, City Attorney Overview: Norms and ProceduresThe City updated its Norms and Procedures for City Councilmembers in late-2024Currently, there are no comparable Norms and Procedures for Commissioners, Board Members, and Committee MembersProposed Norms and Procedures provide comparable procedures for these officialsThese expectations have largely been followed implicitly up until this point, but it is prudent to put them in formal writingThese Proposed Norms and Procedures were presented to City Council in June 2025, and Councilmembers sought input from Commissioners2 1 2
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2 Suisun City Current Commissioner Norms and ProceduresCurrently no Citywide Policy•No policy outlining procedural and conduct expectations for Commissioners, Committee Members, and Board Members•It is appropriate to have a formal document describing the expectations of these officials, and consequences for failure to comply Proposed Norms and Procedures3
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3 Fills the gap of expected norms and procedures for Commissioners, Committee Members, and Board MembersSets forth procedural regulations and standards of conduct with the intent that these regulations and standards will apply to all City Commissioners, Committee Members and Board MembersProposed Norms and Procedures - Overview Standards of ConductStandards of Conduct regarding appointment and removal processes, and expectations while sitting on Commission•Commissioners are appointed in the manner required by the establishing ordinance, and may be removed by the Mayor or by a majority vote of City Council•Commissioners are expected to attend all regularly scheduled meetings•Commissioners must live in the City and are expected to serve without pay6 5 6
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4 Sets forth the expected procedures to be conducted in a meeting•Commissioners shall address the chair if they desire to speak•Any question for staff shall be addressed to the Development Services Director or City Attorney, who may answer the question themselves or inquire of staff•Commissioners shall not interrupt one another•Calls to order require the speaker to immediately stop speaking•Commissioners shall afford courtesy to one another, staff, and the public•Any commissioner may move to require the chair to enforce these rulesDemeanor, Decorum & Conduct of Meetings Code of EthicsRequires every public official to follow a code of ethics•Expected to conduct themselves in a manner that will preserve public confidence in and respect for the government they represent •Requires each official to treat all citizens with courtesy, impartiality, and equality under the law, and to avoid any actual or potential conflicts between their private self-interests and the public interest8 7 8
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5 Conflicts of Interest and Political ActivitiesBriefly outlines conflict requirements of the State Political Reform Act•Form 700 disclosures are required after assuming office, annually, and upon leaving office•Financial and personal interests generally require commissioners to disqualify themselves from making, participating in making, or attempting to use their official position to influence a governmental decisionCommissioners cannot participate in political activities which would be in conflict with their current official duties for the City9 Prohibits Use of Political Office for Personal Gain•Includes financial, career, social, and personal satisfaction-related gains•Officials cannot wear any part of their City uniform to an event where they are not conducting official business for the CityProhibits Speaking on Behalf of City or Commission•Encourages individual commissioners to clarify that they are speaking in their individual capacity when it may be unclearUse of Office for Personal Gain and Speaking on Behalf of City9 10 359
6 EnforcementViolation of the ethical rules or standards of conduct is grounds for removal from office11 Thank you!
Patrick Enright, City AttorneyRichards, Watson & [email protected] 11 12
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AGENDA ITEM NO. 26.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
Council Adoption of Resolution No. 2026 -__: A Resolution of the City Council of the City of Suisun City, California, Amending Council Norms and Procedures.
FISCAL IMPACT:
None.
STRATEGIC PLAN:
Good Governance.
BACKGROUND:
On October 15, 2024
, the City Council updated its Norms and Procedures for City Council Members.
The Council is adopting similar rules and procedures for the City’s Commissions, Boards, and Committees. The purpose of this agenda item is to review the Council Norms and Procedures and determine if any amendments need to be made to the Norms. In particular, the Resolution addresses the following sections in the Council Norms:
1 .
Paragraph 8.4 addresses the Order of the Agenda. The current order in the Norms has Council Comments near the front of the agenda, whereas recently they have been at the end. In connection with this item, the Council may also want to consider amending Paragraph 6.3, which provides that no agenda items may begin after 10:00 p.m. without a majority vote of the Council 2 .
Paragraph 5.7 addresses comments of Council Members. To align with the Commissioner Norms, the Council may consider adding language that more specifically addresses Council Members' comments to the press, on social media, and in community engagements. It also addresses political comments.
3 .
New Paragraph 15 addresses the entering into and disclosure of when Council Members or staff enter into a Nondisclosure Agreement.
The Council may want to review and consider amending any other paragraph of the Council Norms
STAFF REPORT:
In light of the Council’s review and consideration of the adoption of a Norms and Procedures for the City’s Commissioners, Board Members, and Committee Members, it is recommended that the Council also review its own Council Norms. The Council Norms were adopted fourteen (14) months ago, and while an annual review is not required, it is best in the first year to address the adopted Council Norms and any changes that may be needed. Additionally, certain provisions in the Norms have recently been changed in practice, and the Norms should be amended to confirm the Council's practice.
1. Nondisclosure Agreements (“NDA”)
- Adds a new Paragraph 15. An NDA is a contractual
provision that binds the parties to keep information specified in the contract secret. NDAs generally prohibit parties from disclosing the specified information to non-parties and often provide for damages if a party discloses it in violation of the NDA. NDAs are commonly used to protect sensitive and confidential information, including trade secrets and business negotiations. This year, the Legislature 361
passed, and the Governor signed on October 1, 2025, Assembly Bill 1370, adding Government Code Section 8923, which prohibits a member of the Legislature acting in their official capacity from entering into or requesting that another individual enter into a nondisclosure relating to the drafting, negotiation, or discussion of proposed legislation. The exceptions are for trade secrets, financial information, or proprietary information.
The City does not have a policy regarding the approval or execution of NDAs by City officials.
Generally, all contracts must be approved by the City Council, unless the Council has delegated the authority to the Mayor, City Manager, or other City official.
The draft policy will allow the Mayor, Council Members, and City staff to enter into an NDA, except for limited purposes, such as protecting trade secrets, financial information, or proprietary information.
If the Mayor, Council Member, or City staff member enters into a nondisclosure agreement, the Mayor, Council Member, or City Manager shall report the entering into the nondisclosure agreement at the next regular Council Meeting. The policy also specifies that the nondisclosure agreement is a public record subject to disclosure, and only the trade secrets, financial information, or proprietary information are not disclosable.
Trade secrets are defined as information, including a formula, pattern, compilation, program, device, method, technique, or process, that derives independent economic value, actual or potential, from not being generally known to the public or other persons who can obtain economic value from its disclosure or use; and it is the subject to efforts that are reasonable under the circumstances to maintain its secrecy. (Civil Code § 3426.1(d)) In summary, trade secrets are confidential information that derive economic value from their secrecy and are protected under the law as long as reasonable efforts are made to maintain their confidentiality.
Proprietary information generally refers to sensitive and confidential information that is protected from unauthorized dissemination or misuse. Proprietary information may include trade secrets, business strategies, or other confidential data that an individual or entity seeks to protect from public disclosure or unauthorized use.
2. Representation of Council Members’ Beliefs as Beliefs of Council - Revises Paragraph 5.7 to
address the comments of Council Members. The draft Council Norms adds language similar to the draft for the Commissioner Norms and Procedures, and
prohibits Council Members from using or attempting
to use their roles with the City for personal gain, including financial, career, social, and personal- satisfaction-related gains. To more specifically implement this obligation, the Resolution prohibits Council Members from wearing any part of their City uniform to an event where they are not conducting official City business. It also prohibits Council Members from speaking on behalf of the City or the Council without the City Council's prior approval. It requires individual Council Members to clarify that they are speaking in their individual capacity whenever it is unclear.
3. Order of Agenda
- Consider amending Paragraph 8.4 to address the order of the Agenda.
4. Regular Meeting
- Consider amending the time to conclude the Council’s public business. The time is currently 10:00 p.m.
5. Agenda Request Policy
. The Resolution adds that the City Attorney may place a Closed Session on the agenda.
City Attorney recommends that the City Council consider the draft revisions to the Council Norms Resolution and 362
provide direction to staff on any desired modifications.
STAFF RECOMMENDATION:
It is recommended that the City Council Adopt Resolution No. 2026- __: A Resolution of the City Council of the City of Suisun City, California, Amending Council Norms and Procedures.
DOCUMENTS ATTACHED:
1 .
Resolution of the City Council of the City of Suisun City, California, Amending Council Norms and Procedures
2 .
Redline Version of Council Norms and Procedures
3 .
Final Clean Version Council Norms and Procedures
4 .
Presentation Council Norms and Procedures
PREPARED BY:
Patrick Enright, City Attorney
REVIEWED BY:
Patrick Enright, City Attorney
APPROVED BY:
Bret Prebula, City Manager
ATTACHMENTS:
1. Resolution Amending Council Norms and Procedures.docx
2. Redline Version - Suisun Norms and Procedures 01.20.26.docx
3. Final Clean Version - Suisun Norms and Procedures 01.20.26.docx
4. Presentation Council Norms and Procedures.pdf
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RESOLUTION NO. 2026-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN
CITY, CALIFORNIA AMENDING THE COUNCIL NORMS AND
PROCEDURES AND RELEVANT POLICIES
WHEREAS, on July 30, 2019, the City Council of the City of Suisun City established the Norms and Procedures to promote communication, understanding, fairness, and trust among the members of the City Council and staff concerning their roles, responsibilities, and expectations for management of the business of the City of Suisun City; and WHEREAS, on February 18, 2020, the City Council of the City of Suisun City amended the Council Norms and Procedures; and
WHEREAS, on February 15, 2022, the City Council of the City of Suisun City amended the Council Norms and Procedures; and
WHEREAS, on July 19, 2022, the City Council of the City of Suisun City amended the Council Norms and Procedures; and
WHEREAS, on October 15, 2024, the City Council of the City of Suisun City amended the Council Norms and Procedures; and
WHEREAS, the City Council reviewed the Council Norms and Procedures at the December 16, 2025 City Council meeting and provided directions to the City Attorney to prepare an amended Council Norms and Procedures; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City adopted the amended Norms and Procedures as set forth in t he attached document entitled “City of Suisun City Council Norms and Procedures.”
PASSED AND ADOPTED at a Regular Meeting of said City Council of the City of Suisun City duly held on Tuesday, the 20th day of January 2026, by the following vote:
AYES: Council Members: ___________________________________ NOES: Council Members: ___________________________________ ABSENT: Council Members: ___________________________________ ABSTAIN: Council Members: ___________________________________ WITNESS my hand and the seal of said City this 20th day of January 2026.
___________________________________
ANITA SKINNER
City Clerk
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01107.0012/1002427.7
SUISUN CITY COUNCIL:
Mayor Alma Hernandez
Mayor Pro Tem Jenalee Dawson
Councilmember Princess Washington
Councilmember Amit Pal
Councilmember Parise Shepherd
ORIGINAL ADOPTION:
July 30, 2019
AMENDED:
FEBRUARY 18, 2020
FEBRUARY 15, 2022
JULY 19, 2022
OCTOBER 15, 2024
JANUARY 20, 2026
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Suisun City Council Norms & Procedures
SUISUN CITY COUNCIL NORMS & PROCEDURES
Table of Contents
Section 1. GENERAL....................................................................................................................................... 1
1.1 Purpose. ........................................................................................................................................ 1
1.2 Code of Conduct............................................................................................................................ 1
1.3 Overview of Council responsibilities. ............................................................................................ 1
1.4 Overview of City Manager responsibilities. .................................................................................. 3
1.5 Annual Review. ............................................................................................................................. 3
1.6 Ralph M. Brown Act. ..................................................................................................................... 3 SECTION 2. COUNCIL REORGANIZATION ...................................................................................................... 3
2.1 Mayor Pro Tem Selection Process. ............................................................................................... 3
2.2 Duties of the Mayor Pro Tem/Vice Mayor .................................................................................... 4
2.3 Appointment of a Council Vacancy. .............................................................................................. 4 SECTION 3. ADMINISTRATIVE MATTERS ....................................................................................................... 4
3.1 Attendance. ................................................................................................................................... 4
3.2 Correspondence. ........................................................................................................................... 4
3.3 Regional Boards, Committees and Ad Hocs .................................................................................. 5
3.4 Distribution of Information. .......................................................................................................... 5
3.5 Reimbursement............................................................................................................................. 5
3.6 Ethics and Sexual Harassment Prevention & Education Training. ................................................ 6
3.7 City Seal. ........................................................................................................................................ 6
3.8 Use of City Email and Social Media. .............................................................................................. 6
3.9 Compensation. .............................................................................................................................. 7 SECTION 4. COUNCIL RELATIONSHIP WITH STAFF ........................................................................................ 7
4.1 City Manager. ................................................................................................................................ 7
4.2 Agenda Item Questions. ................................................................................................................ 8
4.3 Individual Council Member’s Requests. ........................................................................................ 8 SECTION 5. PROCEDURES FOR APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES ..................... 8
5.1 Definitions of Various City Bodies, including Task Forces, Committees, Ad Hocs, Commissions, and Boards. ............................................................................................................................................... 8
5.2 Recruitment and Appointment Process. ....................................................................................... 9
5.3 Requirement for Appointment. .................................................................................................. 10
5.4 Council Notification. .................................................................................................................... 10
5.5 Incumbents. ................................................................................................................................ 10 366
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5.6 Attendance. ................................................................................................................................. 10
5.7 Norms and Procedures and Conflicts of Interest. ....................................................................... 10
5.8 Conflicts with Federal, State or Local Law. ................................................................................. 11 SECTION 6. MEETINGS ................................................................................................................................ 12
6.1 Open to Public. ............................................................................................................................ 12
6.2 Broadcasting of City Council Meetings. ...................................................................................... 12
6.3 Regular Meetings. ....................................................................................................................... 12
6.4 Cancelling Meetings. ................................................................................................................... 13
6.5 Special Meetings. ........................................................................................................................ 13
6.6 Closed Sessions. .......................................................................................................................... 13
6.7 Quorum. ...................................................................................................................................... 13
6.8 Minutes. ...................................................................................................................................... 14
6.9 Adjourned Meetings. .................................................................................................................. 14 SECTION 7. POSTING NOTICE AND AGENDA ............................................................................................... 14
7.1 Posting of Notice and Agenda. .................................................................................................... 14 SECTION 8. AGENDA CONTENTS ................................................................................................................. 14
8.1 Mayor’s Responsibility. ............................................................................................................... 14
8.2 Availability to the Public ad Description of Matters. .................................................................. 14
8.3 Limitation to Act Only on Items on the Agenda.......................................................................... 14
8.4 Order and Timing of Agenda – Regular Meeting. ....................................................................... 15
8.5 Order of Agenda – Special Meeting – Closed Session. ............................................................... 15
8.6 Change in Order of Business. ...................................................................................................... 15
8.7 Agenda Request Policy. ............................................................................................................... 15
8.8 Presentations. ............................................................................................................................. 15
8.9 Proclamations. ............................................................................................................................ 15 SECTION 9. PROCEDURES FOR THE CONDUCT OF PUBLIC MEETINGS ........................................................ 16
9.1 Rules of Order. ............................................................................................................................ 16
9.2 Appeal Procedures. ..................................................................................................................... 16
9.3 Applicants. ................................................................................................................................... 16
9.4 Staff and Consultant Reports. ..................................................................................................... 16
9.5 Public Comment. ......................................................................................................................... 16
9.6 Council Member Respect. ........................................................................................................... 17 SECTION 10. CLOSED SESSIONS .................................................................................................................. 17
10.1 Purpose. ...................................................................................................................................... 17
10.2 Rule of Confidentiality. ............................................................................................................... 18 367
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10.3 Breach of Rule of Confidentiality. ............................................................................................... 18
10.4 Agenda. ....................................................................................................................................... 18
10.5 Permissible Topics. ...................................................................................................................... 18
10.6 Rules of Decorum. ....................................................................................................................... 18
10.7 Conduct of Meeting. ................................................................................................................... 18
10.8 Public Disclosure After Final Action. ........................................................................................... 19 SECTION 11. DECORUM .............................................................................................................................. 19
11.1 Council Members. ....................................................................................................................... 19
11.2 City Employees. ........................................................................................................................... 19
11.3 Public. .......................................................................................................................................... 19
11.4 Noise in the Chambers. ............................................................................................................... 19
11.5 Removal. ..................................................................................................................................... 19
11.6 Dangerous Instruments. ............................................................................................................. 20 SECTION 12. ENFORCEMENT OF DECORUM ............................................................................................... 20 SECTION 13. PUBLIC RELATIONS ................................................................................................................. 20
13.1 City Spokesperson. ...................................................................................................................... 20
13.2 Press Release............................................................................................................................... 20 SECTION 14. MAYOR’S OFFICE .................................................................................................................... 20 SECTION 15. VIOLATIONS OF PROCEDURES ............................................................................................... 21
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SUISUN CITY COUNCIL
NORMS & PROCEDURES
Section 1. GENERAL
1.1 Purpose.
The purpose of these Norms and Procedures is to promote communication, understanding, fairness, and trust among the members of the City Council and staff concerning their roles, responsibilities, and expectations for management of the business of the City of Suisun City.
In the interest of promoting best practices in our local government as Municipal Legislators, this document will include operational procedures, policies, and practices.
1.2 Code of Conduct.
The residents and businesses of Suisun City are entitled to have a fair, ethical and accountable local government, which has earned the public’s full confidence for integrity. The effective function of our democratic government by law requires that:
Our public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government, Our public officials will be independent, impartial and fair in their judgment and action, We will ensure the public office be used for the public good, and not for personal gain, Public deliberations and processes will be conducted openly, unless legally confidential, in an atmosphere of respect and civility, and
Legally confidential discussions in closed sessions shall remain confidential to protect the City from liability and the processes of City governance.
In addition to the legal commitments noted above, the City of Suisun City Council agrees to the following governing norms:
Be transparent and authentic; say what you mean and mean what you say. Afford each Council Member the time and opportunity to share their interest, and refrain from dominating the discussion.
Be cooperative and assume one another’s good intentions. Work as a team on behalf of the community, and not as competitors. Respect the Council / Manager form of government, including not directing staff. Following a Council vote, support the decision of the body. No personal attacks or profanity.
1.3 Overview of Council responsibilities.
Suisun City is a California General Law city with a Council/Manager form of government. The City Council, which is elected directly by City voters, is assisted by a number of appointed and separately elected officials to provide services for City residents. The City Council has the following duties and responsibilities:
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(a) Appointment of the City Manager and City Attorney. The City Council shall appoint the City Manager and the City Attorney. The City Manager shall implement City Council policy and run day -to-day operations of Suisun City. The City Attorney shall provide legal advice and act as counsel to elected officials and City staff in adherence to all federal, state and local laws pertain ing to City operations and public policy.
There should be an annual review for the City Manager and the City Attorney.
The City Manager’s annual review shall follow closely the format included in the City Manager’s contract and include goals for the next period. Less formal evaluations may take place quarterly or every six (6) months at the pleasure of the Council. A separate procedure will be established for this evaluation.
The City Attorney’s annual review shall be at a format proposed by the Mayor and agreed upon by the Council informally.
The Mayor at his/her discretion may annually create an ad hoc to oversee annual review process and prepare a summary evaluation.
(b) Establishment of boards, commissions, and committees (each a “City Body” and together “City Bodies”). With the consent of the Council, the Mayor may establish City Bodies.
(c) Legislative decisions. The Council is the legislative body; its members are the community’s decision -makers. Power is centralized in the elected City Council collectively and not in individual members of the Council. The City Council approves the budget and determines the public services. It focuses on the community’s goals, major projects and such long term considerations as community growth, financing and strategic planning. The City Council hires a professional City Manager to carry out administrative responsibilities and the City Council collectively supervises the City Manager’s performance.
(d) Legislative Advocacy. The City Council, as the governing body, should develop where possible, with or without the assistance of outside professionals, a state and federal legislative platform. This platform shall be the guiding principl es, which the City Council and City Manager use to advocate for the needs of Suisun City. From time to time, support or opposition letters or actions may be needed from the City, and often such action is required in short order, thereby preventing review by the full City Council. In such cases the following shall be the process:
i. When a letter or action is needed to request funding for Suisun City , the Mayor shall have the authority to sign such a letter or provide such direction.
ii. If the letter or action is to support or oppose a specific state or federal action or legislation, the proposed Suisun City position must be taken to a smaller body, such as a legislative subcommittee of the City Council comprised of the Mayor and one other City Council Member. 370
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iii. The additional subcommittee member is appointed by the Mayor with Council consent. This appointment shall be made in December of each year for the following 12 months.
1.4 Overview of City Manager responsibilities.
The City Manager is hired to serve the City Council and the community and to bring the benefits of education, training and experience in administering the City’s projects, programs, and public services on behalf of the City Council. The City Manager follow s the direction of the entire City Council and not individual members of the Council or the public, and serves at the sole discretion of the Council.
As the City’s Chief Executive Officer, the City Manager oversees:
Department heads and department operations
Budget development and fiscal management
Policy implementation
Personnel administration and human resources
Labor relations
Intergovernmental relations
Service delivery
Elected official support
A variety of special projects and assignments
The City Manager appoints, removes, promotes, and demotes any and all officers and employees of the City except the City Clerk, City Attorney, and City Treasurer.
Among the chief duties, the City Manager will implement the Council’s policies, projects, programs, and public services in an effective and efficient manner, providing professional advice on policy matters, intergovernmental affairs, economic development, and environmental issues.
1.5 Annual Review.
The City Council shall conduct a review of this documen t annually within three months prior to the start of a new fiscal year, or whenever Council deems necessary, to assist Council Members in being more productive in management of the business of the City.
1.6 Ralph M. Brown Act.
All conduct of each City Body, as well as Task Forces and Ad Hocs shall be in full compliance with the Ralph M. Brown Act.
SECTION 2. COUNCIL REORGANIZATION
2.1 Mayor Pro Tem Selection Process.
In December of each year, the Mayor shall select and appoint a Mayor Pro Tem, with consent of the City Council, from among all the members of the Council, irrespective of whether they were elected or appointed . Selection and appointment shall be at the first meeting of a new term following each General Municipal Elect ion or at the first meeting in December during non - 371
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election years. For all intents and purposes, the title Mayor Pro Tem and Vice Mayor are used interchangeably. The term of the appointment shall be for a 12 -month period commencing on January 1st of each year, unless otherwise provided for by majority vote of the Council.
2.2 Duties of the Mayor Pro Tem/Vice Mayor
The Vice Mayor remains as one member of the City Council and has no rights or authority different from any other member of the Council. The Vice Mayor is the designated individual to represent the Mayor and perform any duties as required when the Mayor is unavailable. If the Mayor will be unavailable for an extended period of time, the Mayor shall provide notification to the Vice Mayor, City Manager, and City Clerk, in addition to outlining any additional duties.
2.3 Appointment of a Council Vacancy.
In the event of a vacancy of office on the happening of any of the events provided in Government Code Section 1770, the Council shall appoint a new Council Member, within sixty (60) days after a vacancy or death or resignation becomes effective in compliance with the California Elections Code, unless the Council, by resolution, decides to instead call a special election. In the event of appointment, the Mayor, with the consent of the Council, shall determine by resolution the process for appointment prior to the application process and in accordance with State law.
SECTION 3. ADMINISTRATIVE MATTERS
3.1 Attendance.
City Council Members acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Council Members shall make a good faith effort to attend all such meetings unless unable. Council Members will notify the Mayor, City Manager, and City Clerk, if they will be absent from a meeting.
Pursuant to Government Code Section 36513, “if a city councilmember is absent without permission from all regular city council meetings for 60 days consecutively from the last regular meeting he or she attended, his or her office becomes vacant and shall be filled as any other vacancy.”
3.2 Correspondence.
With some exceptions, proposed correspondence (including electronic) from individual Council Members/Mayor on City stationery shall be reviewed by the Council in draft form prior to release.
The City will provide stationary designated as “The Office of” for each member of the Council to use for correspondence as it relates to each Council Member’s elected position (e.g., thank you notes, letters of recommendation, direct communication to residents or businesses, etc.). This letterhead will have th e same information as provided on their business card. Any views expressed in this correspondence (including electronic) are solely the Council Member’s own and do not represent the City's or the Council's views.
E-mails from Council Members should be res pectful and professional. This form of correspondence is a public record subject to disclosure under the California Public Records Act. 372
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3.3 Regional Boards, Committees and Ad Hocs
The role of the Council on regional boards will vary depending on the nature of the appointment.
Representing the interests of Suisun City is appropriate on some boards; this is generally the case when other local governments have their own representation. The positions taken by the appointed representatives are to be in alignment with the positions that the Council has taken on issues that directly impact Suisun City. If an issue should arise that is specific to Suisun City and the Council has not taken a position, the issue should be discussed by the Council prior to taking a formal position at a regional board meeting, to assure that it is in alignment with a majority of the Council’s position.
Council representatives to such various boards shall keep t he Council informed of ongoing business through written reports to the Council during properly posted Council meetings. City Council Members shall report to the Mayor and City Manager, through a n electronic means created and provided to the City Council Members, any updates to the City Council and public, related to work as lia isons on Regional Boards, Commissions, Committees, or Ad Hoc Committees. These updates must be completed by 5 p.m. PST, the Wednesday before each City Council meeting. There may be w eeks when no update is necessary , which should be noted in the document.
Council Members shall make a good faith effort to attend all regional meetings to which they are assigned. Attendance should not be less than 75% of all annual scheduled meetings and all absences should be reported to the Mayor. If a Council Member is unable to attend, the Council Member shall notify his/her alternate as far in advance of the meeting as possible so as to allow the alternate to attend.
A list of these assignments is maintained by the Deputy City Clerk and will be distributed to the Council when updated.
3.4 Distribution of Information.
It is essential that every member of the City Council have the same information from which to form decisions and actions. Any information distributed to one Council Member shall also be distributed to all Council Members.
The Mayor, by virtue of the position, may receive information in advance of other members of the Council in order for the City Manager to effectively proceed with the day-to-day operation of the City. The City Manager will make every effort to disseminate this information to the remaining members of the Council prior to the next City Council meeting or before the information becomes public, whether through the City Manager Weekly Update or at the City Manager’s meetings with individual Council Members.
3.5 Reimbursement.
Every effort shall be made to limit the need to reimburse Council Members for expenses. City Council Members may be reimbursed for personal expense s for travel to and lodging at conferences or meetings related to their role as a Council Member. The reimbursement of expenses is limited in the following manner: Members shall be reimbursed subject to the 373
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Administrative Directive related to travel expense (AD1.) Any additional expenses that fall outside the scope of this policy may be reimbursed only if approved by the City Council, at a public meeting, before the expenses are incurred. Any request for reimbursement of expenses shall be accompanied by an expense form and receipts documenting the expenditure. These documents are public records subject to disclosure under the California Public Records Act.
3.6 Ethics and Sexual Harassment Prevention & Education Training.
Any member of the City Council or another City Body, Task Force or Ad Hoc formed by the City Council, shall receive at least two hours of ethics training in general ethics principles and ethics laws relevant to his/her public service every two (2) years, as mandated by AB 1234, and at least two (2) hours of sexual harassment prevention training, as mandated by AB 1661. New members must receive this training within their first year of service for ethics and six (6) months for sexual harassment prevention training and education, and file a ce rtificate of completion with the Deputy City Clerk. Members shall attend training sessions that are offered through the League of California Cities or locally in the immediate vicinity of Solano County, or by completing online a state-approved public service ethics education program.
An individual who serves on multiple legislative bodies need only receive two (2) hours of each training every two (2) years to satisfy this requirement for all applicable public service positions.
If the City offers either c ourse, the City will use a course that has been reviewed and approved by the Fair Political Practices Commission and the California Secretary of State.
The Deputy City Clerk is required to keep ethics training records for five years to document and prove that these continuing education requirements have been satisfied. These documents are public records subject to disclosure under the California Public Records Act.
3.7 City Seal
The City Seal is an important symbol of Suisun City. No change to the City Seal shall be made without Council approval. Individual Council Members shall be careful in use of the City Seal so as not to create an appearance that the Council Member is acting on behalf of or with official endorsement of Suisun City.
The City Seal and any City Insignia shall only be used for purposes directly connected with the official business of the City of Suisun City, its City Council, boards and commissions, committees, officers or departments, except upon written authorization o f the City Manager or his or her designee. City officers, employees, members of the City Council and members of City boards, commissions and committees may use stationary, printed materials and other articles with the City Seal or City Insignia while acting within the scope of their office or employment.
3.8 Use of City Email and Social Media.
Except for emergencies, public officials who are not City employees (“public officials”) conducting City business should not create any “public record” (as that term is defined in California Government Code Section 7920.530) by using any email account that is not a City email account, or by using any non -City-controlled social media account. Instead, public officials should use a City email or City-controlled social media account for City business. 374
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Nothing in this policy is intended to limit a public offi cial’s use of private email and social media accounts for non-City business such as personal communications and campaign related activities.
For purposes of this policy “City-controlled social media account” is an account on a social media platform (e.g. Facebook, Instagram, Twitter) that is created and used by the City (e.g. the City’s official Facebook page, if any).
Use of City Electronic Devices . In general, when creating or modifying public records in the conduct of City business on an electronic de vice that can create and modify public records (e.g. computers, mobile phones, tablets), public officials should only use City-issued devices. However, public officials may use non-City electronic devices to access an official City account, such as City email and City-controlled social media accounts.
Exception: If using a City-electronic device is clearly impractical or if a public official has not been issued or does not have in the public official’s possession a City-electronic device, a public official may use a non-City device, but only if a copy of each affected public record is contemporaneously copied to a City account of that same public official, or to the related City-controlled social media account, or a hard copy is provided to the City for retention in City records.
Texting Only on City Devices . Except for emergencies or when communicating with the City Attorney’s Office, public officials conducting City business shall not send or receive texts on any device other than a City -owned device. In an emergency, a public official may use a non -City device to text, but only if a copy of any public record that is created as a result is contemporaneously copied to a City account of that same public official, or a hard copy is provided to the City for retention in City records.
3.9 Compensation.
The Mayor and Council members are compensated in accordance with California Government Code Sections 36516 and 36516.1. The amount is memorialized in the City’s Municipal Code.
SECTION 4. COUNCIL RELATIONSHIP WITH STAFF
Suisun City is a Council/ Manager form of government. The Council establishes policy and the City Manager and their staff implement that policy. To effectively govern and maintain a healthy and productive relationship between City Council a nd all City staff, the Council and staff alike must respect and abide by the roles and responsibilities of each and commit to work through the City Manager.
4.1 City Manager.
The City Manager serves as the City’s chief executive officer. The City Manager implements Council policy, provide s professional recommendations and guidance to the Council, direct s, supervises and manages all City staff, and day-to-day operations. The City Manager may delegate this responsibility to Department Heads, at their discretion.
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City Council Members are always free to go to the City Manager to discuss City business. Issues concerning the performance of a department or any employee must be directed to the City Manager. The City Manager will be responsible for communicating with all Council Members.
4.2 Agenda Item Questions.
Council members are to work through the City Manager or City Attorney on all issues, concerns and questions. If a Council Member has a question on an agenda item, the Council Member should contact the City Manager, if at all possible, prior to any meeting at which the item may be discussed, to allow the City Manager and their staff time to provide the most complete answer to the Council Member’s question. This does not restrict Council Members from asking questions during a Council meeting.
4.3 Individual Council Member’s Requests.
Council Members shall make their requests for information to the City Manager or to a Department Head including the City Manager, to respond to an individual Council Member’s request for any purpose or information.
SECTION 5. PROCEDURES FOR APPOINTMENTS TO
BOARDS/COMMISSIONS/COMMITTEES
5.1 Definitions of Various City Bodies, including Task Forces, Committees, Ad Hocs, Commissions, and Boards.
(a) Task Force: A temporary grouping of individuals and resources for the accomplishment of a specific objective.
(b) Committee: A group of people officially delegated to perform a function, such as investigating, considering reporting, or acting on a matter.
(c) Ad Hoc: Committees established for a specific purpose. Formed for or concerned with one specific purpose (e.g. ad hoc compensation committee); for the particular end or case at hand without consideration of wider application; formed or used for specific or immediate problems or needs; often improvised or impromptu; contrived purely for the purpose in hand rather than carefully planned in advance.
(d) Commission: A group of people officially authorized to perform certain duties or functions with certain powers or authority granted ; the act of granting certain powers or the authority to carry out a particular task or duty; the rank and powers so conferred.
(e) Board: A group of persons having managerial, supervisory, or advisory powers . In parliamentary law, a board is a form of deliberative assembly and is distinct from a committee, which is usually subordinate to a board or other deliberative assembly – in having greater autonomy and authority.
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5.2 Recruitment, Nomination and Appointment Process.
(a) On or before December 31 st of each year, the Deputy City Clerk shall prepare and post a list of all Council-appointed terms of City Bodies that expire during the next calendar year in compliance with Government Code Section 54972.
(b) The Deputy City Clerk shall annually advertise for applicants wishing to be considered for appointment to a City Body . All persons seeking appo intment to a City Body must complete and submit an application form to the Deputy City Clerk. (c) Annually, and i f an unscheduled vacancy occurs on a City Body during the year, the following steps should be taken to publicize the vacancy and fill the position:
1. Public announcement of the vacancy at a Council meeting.
2. Newspaper advertisement announcing the vacancy.
3. A recruitment period of at least ten (10) days.
4. A vacancy notice posted at City Hall, the Nelson Center, and on the City’s website for at least 20 days.
5. Announcements in the local media, such a press releases, online news outlets and free weekly sales papers.
6. Distribution to appropriate professional and community organizations and all groups that have requested notification.
(d) All persons seeking appoin tment to a City board, commission or committee shall complete and submit an application form to the City Clerk as set forth in Section 5. 2.
Applications shall be kept on file for two (2) years in the City Clerk’s office and vacancies may be considered from the applications on file, as well as new applications.
(e) Each year, the Mayor shall appoint a two-member Ad Hoc Committee to be known as the Nominating Committee, which c ommittee shall review all applications and interview selected applicants and , based on those efforts , shall make recommendations to the Mayor for appointments to the open positions ensuring that all recommendations meet the requirements of the City Body to which they are recommended for appointment. The Mayor may then , pursuant to Government Code Section 40605, appoint the applicants suggested by the Nominating Committee, choose to appoint another applicant from the pool of applicants, or nominate and appoint another person of their choosing, so long as the appointee meets the requi rements of the City Body to which they would be appointed. All appointments to City Bodies must be approved by the City Council.
(f) If a vacancy occurs outside of the annual recruitment cycle, the Mayor may appoint from the previous recommendation of the N ominating Committee or from the existing applications already on file if there is more than four (4) months remaining on the vacant seat. If there are less than four (4) month remaining, the Mayor may elect not to fill that seat and wait for the annual re cruitment process, unless there is an urgent reason to appointment immediately such as need for a quorum. The Mayor may also request that a midyear recruitment be conducted to fill the vacancy if needed.
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5.3 Requirement for Appointment.
(a) Any person appointed to a City Commission must be a resident of Suisun City. Should any person so appointed move from the City during their term of office, such o ffice shall be forfeited.
(b) Any person appointed to any City Body other than a City Commission must be one of the following: 1) a resident of Suisun City, 2) a majority owner of a business located in Suisun City at the time of their appointment and shall remain so throughout their term of appointment, or 3) a subject matter expert on issues pertaini ng to the work of the City Body to which the person is appointed. Should any person appointed as a resident of Suisun City move from the City, or appointed as a business owner in Suisun City no longer hold majority ownership of that business, such office shall be forfeited.
(c) Except as provided by state or local statute, the appointee shall not be a current City employee or currently appointed to another City Body.
5.4 Council Notification.
By October 1 of each year, the Deputy City Clerk will notify all members of the City Council of expiring terms for members of City Bodies.
5.5 Incumbents.
(a) At the end of the first term, the incumbent City Body member may, at the discretion of the Mayor, be reappointed for an additional term without the need to apply or interview for re-appointment. In lieu of an application, the member shall submit to the Deputy City Clerk a letter or email expressing interest in re -appointment sixty (60 days prior to the expiration of the member’s first term.
(b) Any incumbent interested in re-appointment who has served two (2) or more terms must apply for reappointment as set forth in Section 5.2.
5.6 Attendance.
(a) Members of City Bodies are expected to regularly attend and participate on their respective City Body.
(b) All absences should be reported to the Mayor and Deputy City Clerk in advance of missing the meeting.
(c) A board, commission or committee member whose attendance is less than seventy-five percent (75%) of the required meetings over a period of a year may be subject to removal at the discretion of the City Council.
5.7 Norms and Procedures and Conflicts of Interest.
(a) All City Body members shall be expected to adhere to the Rules of Procedure for the Conduct of Commissioners, Committee Members and Board Members as adopted by the City Council and amended from time to time.
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(b) All City Body members shall comply with all state and local laws with respect to ethics and conflicts of interests to the extent that such laws apply to their position, including state and local requirements to timely file Statements of Economic Disclosure if the member is designated as a filer by State law or by the City’s Conflict of Interest Code.
(c) The City Council may b y majority vote expel a member from any City Body for behavior that violates a provision of these Norms and Procedures.
(d) Representation of Council Member’s Beliefs as Beliefs of Council:
(1) Communication with the Public, Press and other Media.
Council Members shall not speak on behalf of the City or the Council . Only the Council as a whole have the authority to s peak on behalf of the Council . To avoid an y appearance that a Council Member is speaking on behalf of the Council, the Council Member should clarify that they are speaking in their individual capacity whenever there is risk of misunderstanding of authority.
There may be instances where it is appropriate for Council Members to provide public statements about City events and policy matters to the public and press in an official capacity; however, Council Members must coordinate with City staff and seek approval from the Mayor and/or City M anager before making such statements. Upon approval from the Mayor and/or City Manager, City staff will coordinate and organize public communication and inquiries from the media related to official statements to include the Mayor, or a representative designated by the City Council , who may clarify actions taken by the City Council , fairly and accurately recap City Council’s actions, or outline next steps. The Mayor or designee must not editorialize, offer personal opinion, or speculate on future actions when speaking in an official capacity. A Council Member may recite City Council positions, activities, and actions taken and state factual accounts of those actions.
(2) Community Relations and Engagement/Social Media.
The Mayor and Council Members may not, in an official capa city, represent the City Council or the City to the general public without City Council approval. The Mayor and Council Members may use City logos, branding, name tags, business cards or other collateral in their official roles as Mayor and Council Members. The Mayor and Council Members may not use City logos, branding, name tag s, business cards, or other collateral to represent their private, personal or political interests.
The Mayor and Council Members shall explicitly state when their opinions and positions do not represent the legislative body when representing their personal opinions and positions publically, including on public social media accounts. Any time that the Mayor or Council Member uses their title and is wearing their Council Member name badge or references their position as a City Council Member when speaking in their personal capacity publicly or on social media, they must state that they are speaking in an individual capacity and not as a representative of the City of Suisun City.
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(3) Election-related Activity or Personal Activity.
City Council Members are prohibited from using their position as a Council Member for political or personal gain. For example, while potential ballot measures are under consideration or while candidate campaigns are being carried out, Council Members can elect to participate in campaign activity individually but cannot use City resources to support that activity. Thus, City Council Members may engage in election-related activity as community members, and may use their Council Member title, current or former, for identification purposes, so long as they affirmatively declare that they do not represent the City.
5.8 Conflicts with Federal, State or Local Law.
In case of a conflict between this Section of the Norms and Procedure policy with federal, state or local law, such federal, state or local law shall be the controlling factor.
SECTION 6. MEETINGS
6.1 Open to Public.
All meetings of the City Council whether regular, special, or study sessions, shall be open to the public, unless a closed session is held as authorized by law. All meetings shall be noticed as required to allow action to be taken by the Council.
6.2 Broadcasting of City Council Meetings.
All regular Council meetings shall be scheduled in the Council Chambers to allow for web streaming, unless the number of participants exceeds room capacity. The final decision shall be the responsibility of the Mayor.
6.3 Regular Meetings.
At the first regular meeting in January, the City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule, may include the cancellation of regular meetings and the additi on of special meetings and study sessions. This practice does not, however, preclude the Mayor from calling additional meetings pursuant to Section 6.5, if necessary.
The City Council shall convene its regular City Council meetings at 6:30 p.m. on the first and third Tuesday of each month. However, each Tuesday is a regular meeting day if necessary to carry out the business of the City and Council Members should be prepared to meet on any Tuesday evening.
The City Council hopes to conclude its public business at Regular Meetings by 10:00 p.m. Before an item can be taken up past 10:00 p.m., a vote must occur to continue the meeting. The meeting will only continue if a super majority of the City Council approves such an action. If the decision is to not continue, all remaining agenda items will be moved to the next regular City Council meeting.
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6.4 Cancelling Meetings.
Pursuant to Government Code Section 36805, City Council shall hold a Regular Meeting at least once each month. Outside of this provision, the Mayor may cancel no more than four (4) Regular Meetings at his/her discretion no less than seven (7) days before the planned meeting. The Mayor may cancel a meeting at any time in the case of an emergency or when a majority of members have confirmed their unavailability to attend a meeting.
6.5 Special Meetings.
A special meeting may be called at any time by the Mayor or by a majority of the City Council in accordance with the Brown Act. Written notice of any such meeting must specify the purpose of the meeting. Notice of the meeting must be given at least twenty-four (24) hours before the time of the meeting in accordance with law. Public comments at special meetings shall be limited to only those items described on the special meeting notice/agenda.
The City Council may hold study sessions or joint meetings with other City Bodies or agencies as deemed necessary to resolve City business. These meetings will be coordinated by the Deputy City Clerk. Study sessions are scheduled to provide Council Members the opportunity to better understand a particular item. While Council may legally take action at any noticed meeting, generally no formal action is taken at study sessions. If a ction is to be taken at a study session, then the agenda will state that action may be taken.
6.6 Emergency Meetings.
An emergency meeting may be called at any time by the Mayor or by a majority of the City Council in accordance with the Brown Act when an emergency situation, as defined by law, exists. In such circumstances, the twenty-four (24) hour notice necessary for a special meeting is not required, although one-hour telephone notice to the media may be required.
6.7 Closed Sessions.
(a) The City Council may hold closed sessions at any time authorized by law (and in consultation with the City Attorney), to consider or hear any matter, which is authorized by law.
The Mayor or any three Council Members may call a closed session meeting at any time.
(b) In order for three (3) Council Members to call a closed session, the following procedure shall be followed. A Council Member shall email or call a meeting with the City Manager or the City Attorney outlining the desire and reason a closed session should be called. The City Manager or City Attorney will interview other Council M embers as to their desire to hold such a closed session. If two other Council Members agree that a closed session is warranted, a closed session will be agendized as soon as practicable at a date and time acceptable to the Council Members requesting the closed session.
6.8 Quorum.
Three (3) members of the City Council shall constitute a quorum and shall be sufficient to transact business. If fewer than three (3) Council Members appear at a regular meeting, the Mayor, Vice Mayor in the absence of the Mayor, any Council Member in the absence of the Mayor and Vice 381
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Mayor, or in the absence of all Council Members, the City Clerk or Deputy City Clerk, shall adjourn the meeting to a stated day and hour.
6.9 Minutes.
The City Clerk shall prepare minutes of all public meetings of the City Council. Electronic copies will be distributed to the Council for review prior to being placed on the City Council agenda for approval.
6.10 Adjourned Meetings.
The City Council may adjourn any regular, special, or closed session meeting to a time and place specified in the order of adjournment and permitted by law.
SECTION 7. POSTING NOTICE AND AGENDA
7.1 Posting of Notice and Agenda.
For every regular, special, or study session meeting, the City Clerk or other authorized person shall post a notice of the meeting, specifying the time and place at which the meeting will be held, and an agenda containing a brief description of all items of business to be discussed at the meeting. This notice and agenda may be combined in a single document. Posting is to be according to law.
SECTION 8. AGENDA CONTENTS
8.1 Mayor’s Responsibility.
The Mayor is responsible for running a timely and orderly meeting. If the Mayor is unavailable to run a Council meeting, the Vice Mayor shall run the meeting. The Mayor, in consultation with the City Manager or his/her designee, shall organize the agenda and agenda forecast. The agenda forecast will be distributed with the City Manager’s report.
8.2 Availability to the Public ad Description of Matters.
The agenda for any regular, special, or study session meeting of the City Council shall be made available to the general public and all items of business to be discussed at a meeting of the City Council shall be briefly described on the agenda in accordance with the Ralph M. Brown Act.
8.3 Limitation to Act Only on Items on the Agenda.
No action shall be taken by the City Council on any item not on the posted agenda, subject only to the exceptions listed below:
(a) Upon a majority determination that an “emergency situation” (as defined by State law) exists; or
(b) Upon determination by a 4/5 vote of the full City Council, or a unanimous vote if less than a full Council, that there is a need to take immediate action and that the need to take the action came to the attention of the City Council subsequent to posting of the agenda.
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8.4 Order and Timing of Agenda – Regular Meeting.
The prescribed order of the agenda for Regular Meetings of the Council will be as follows: Roll Call, Public Comment if a Closed Session is scheduled, Closed Session, Adjourn to Open Session, Pledge of Allegia nce, Invocation , Conflict of Interest Notification s, Closed Session Announcement, if any, Informational Reports (City Manager/ City Attorney ), Presentations/ Appointments, Public Comments on Items not on the Agenda , Council Comment, Consent Calendar, Public Hearings, General Business Items, Non-presented Reports, and Adjournment.
The Mayor may "time" the agenda in a way that suggests how much time should be committed to any item such that the meeting may end at the established time.
8.5 Order of Agenda – Special Meeting – Closed Session.
The prescribed order of the agenda for a Special Meeting – Closed Session of the Council will be as follows: Roll Call, Public Comment, Conflict of Interest Notification s, Closed Session, Closed Session Announcement if any, and Adjournment.
8.6 Change in Order of Business.
The Mayor may decide to take matters listed on the agenda out of the prescribed order , and Council Members may make such a request. Council Members shall be given the opportunity to ask questions about Consent Items for clarification without having them removed.
8.7 Agenda Request Policy.
Requests for placement of items on the agenda can be submitted to the Mayor or City Manager at any time. The Mayor and City Manager will re view the request and determine appropriate timing to bring the item forth. The City Attorney may place a Closed Session on the agenda.
Also, any member of the Council may request that an item be placed on a future agenda by indicating their desire to do so under th e Council Member Report portion of the City Council agenda. The request will require the consensus of the Council to have the item brought back at a certain time versus at the pleasure of the Mayor or City Manager.
8.8 Presentations.
Presentations are put on the agenda with concurrence of the Mayor or City Manager. The Mayor or City Manager will use their best judgment on scheduling presentations and recognitions. Time limits shall normally be five (5) minutes. Presentations may be extended by special circumstances as needed. Exceptions can be made at the Mayor’s discretion.
8.9 Proclamations.
Requests for proclamations may be submitted to the Mayor at any time. The Mayor has full discretion in creating proclamations and issuing special recognitions on behalf of the City and the full City Council.
Council Members other than the Mayor may each create two (2) proclamations and issue two (2) special recognitions per calendar year to be presented on behalf of that Council Member. Council Members may petition the balance of the Council to be permitted to create additional proclamations or issue additional special recognitions if so desired. 383
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To ensure Council Meeting efficiency, a maximum of three (3) proclamations and two (2) special recognitions may be presented at any regular meeting of the City Council. The meeting agenda will include proclamations and special recognitions to be presented during the council meeting, as well as a list of proclamations and special recognitions to be presented outside of the meeting, for informational purposes. Additionally, the Mayor and Council Members presenting proclamations and special recognitions may choose to read a portion of the full language of the item during the Council Meeting.
Attached hereto Appendix A, which is incorporated by reference.
SECTION 9. PROCEDURES FOR THE CONDUCT OF PUBLIC MEETINGS
9.1 Rules of Order.
Rosenberg’s Rules of Order , Revised 2011, govern all City Council Meetings . These Rules clearly and concisely set forth the important role of the Chair (i.e., the Mayor) during a meeting; the process for making and voting on motions; the three (3) standard motions, including the basic motion, the motion to amend, and the substitute motion; the process of debate; other procedural motions, including motions to limit debate, motions to table, and motions to adjourn.
All City Council Members are encouraged to review and familiarize themselves with the details contained in this seven-page document. A copy of Rosenberg’s Rules of Order is attached hereto and available on the City’s website.
9.2 Appeal Procedures.
Appellants shall be given the opportunity to speak first. Appellants and applicants responding to appeals may be given a total of up to ten (10) minutes each to present their positions to the City Council prior to hearing public comments. Appellants shall be given up to five (5) minutes of rebuttal time after public comments are heard.
9.3 Applicants.
Persons bringing to the City Council a request for approval shall be given a total of up to ten (10) minutes to present their positions/input prior to hearing public comments. An extension can only be granted by consent of a majority of the Council Members. Applicants shall be given up to five (5) minutes of rebuttal time after public comments are heard.
9.4 Staff and Consultant Reports.
In general, staff and consultant reports should be clear, brief and concise. Staff is to assume that the Council has read all materials submitted. Council shall be given an opportunity to ask questions of staff prior to hearing public comments.
9.5 Public Comment.
(a) Persons present at meetings of the City Council , either in -person or participating remotely, may comment on individual items on the agenda at the time the items are scheduled to be heard. During Regular City Council meetings, comments may be off ered 384
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on items not on the agenda under that portion of the agenda identified for Public Comment.
(b) The limit for speakers will be up to three ( 3) minutes, depending on the number of speakers. Speakers are not allowed to delegate their time to another speaker. The Mayor may limit the time to be spent on an item and may continue the item, with the approval of the majority of the Council, to a future meeting at his/her discretion.
(c) Upon addressing the Council, each speaker is requested, but not required, to fi rst state his/her name, whom they represent and/or city of residence.
(d) After the speaker has completed their remarks, the Mayor may direct the City Manager or City Attorney to briefly address the issues brought forth by the speaker. Council Members shall be respectful of the speakers and shall not enter into a debate with any member of the public nor discuss amongst themselves.
(e) All Council Members shall listen to all public discussion as part of the Council’s community responsibility. Individual Council Members should remain open-minded to informational comments made by the public.
(f) The Mayor has the right to ask a member of the public to step down if over the allotted time or if the speaker’s comments are not within the City’s jurisdiction.
9.6 Council Member Respect.
At all times, Council Members in the minority on an issue shall respect the decision and authority of the majority.
SECTION 10. CLOSED SESSIONS
10.1 Purpose.
It is the policy of the City Council to conduct its business in public to the greatest extent possible.
However, State law recognizes that, in certain circumstances, public discussion could potentially jeopardize the public interest, compromise the City’s position, and could cost the taxpayers of Suisun City financially. Therefore, closed sessions shall be held from time to time as allowed by law. The procedures for the conduct of these meetings shall be the same as for public meetings, except that the public will be excluded.
Prior to convening the closed session meeting, the Mayor shall publicly announce the closed session items and ask for public input regarding any items on the closed session agenda.
Pursuant to California Government Code Section 54963, City Council Members shall keep all written materials and verbal information provided to them in closed session in complete confidence to insure that the City’s position is not compromised. No mention o f information in these materials shall be made to anyone other than Council Members, the City Attorney or City Manager, except where authorized by a majority of the City Council. 385
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10.2 Rule of Confidentiality.
The City Council recognizes that breaches in confidentiality can severely prejudice the City’s position in litigation, labor relations and real estate negotiations. Further, breaches of confidentiality can create a climate of distrust among Council Members and can harm the Council’s ability to communicate openly in closed sessions, thereby impairing the Council’s ability to perform its official duties.
The City Council further recognizes that confidentiality of discussions and documents are at the core of a closed session. Confidentiality is essenti al if the closed session is to serve its purpose.
Therefore, the City Council will adhere to a strict policy of confidentiality for closed sessions.
10.3 Breach of Rule of Confidentiality.
No person who attends a closed session may disclose any statements, discussions, or documents used in a closed session except where specifically authorized by State law. Any authorized disclosure shall be in strict compliance with these rules and the Ralph M. Brown Act. Violation of this rule shall be considered a breach of this rule of confidentiality.
10.4 Agenda.
The City Council agenda will contain a brief general description of the items to be discussed at the closed session, as required by law.
10.5 Permissible Topics.
All closed sessions will be held in strict compliance with the Ralph M. Brown Act. The City Attorney, or their designee, will advise in advance on topics that may be discussed in a closed session.
10.6 Rules of Decorum.
The same high standard of respect and decorum that apply to public meetings shall apply to closed sessions. There shall be courtesy, respect and tolerance for all viewpoints and for the right of Council Members to disagree. Council Members shall strive to make each other feel comfortable and safe to express their points of view. All Council Members have the right to insist upon strict adherence to this rule. The Mayor shall keep the discussion moving forward so that debate and discussion can occur in the time allotted for the closed session. The Mayor will determine the order of debate in a fair manner.
10.7 Conduct of Meeting.
(a) The Mayor will call the closed session to order promptly at its scheduled time.
(b) The use of handouts and visual aids such as charts is encouraged to focus debate and promote understanding of the topic. All such materials are strictly confidential.
(c) If the City Council in closed session has provided direction to City staff on proposed terms and conditions for any type of negotiations, whether it be related to property acquisitions or disposal, a proposed or pending claim or litigation, or employee negotiations, all 386
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contact with the other party will be through the designated City person( s) representing the City in the handling of the matter. A Council Member not so designated by the Council will not under any circumstances have any contact or discussion with the other party or its representative concerning the matter which was discussed i n the closed session, and will not communicate any discussions conducted in closed session to such party.
10.8 Public Disclosure After Final Action.
The Ralph M. Brown Act requires that, as a body, the City Council make certain public disclosure of closed session decisions when those actions have become final. Accordingly, the Mayor or City Attorney shall publicly report any final action taken in closed session, and the vote, including abstentions, at a publicly noticed meeting.
The report may be oral or written. The report will state only the action taken and the vote.
Except for the action taken and the vote, all closed session discussions will remain confidential.
SECTION 11. DECORUM
11.1 Council Members.
Members of the City Council value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Council Members shall accord the utmost courtesy to each other, City employees, and the public appearing before the City Council. The City Manager or his/her designee shall act as the sergeant-at-arms.
11.2 City Employees.
Members of the City staff shall observe the same rules of order and decorum applicable to the City Council. City staff shall act at all times in a business and professional manner towards Council Members and members of the public.
11.3 Public.
Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. These Norms and Procedures shall apply to all City Council Meetings.
11.4 Noise in the Chambers.
Noise emanating from the audience, whether expressing opposition or support within the Council Chambers or lobby area, which disrupts City Council meetings, shall not be permitted. All cell phones and other electronic devices shall be muted while in the chambers. Refusal is grounds for removal.
11.5 Removal.
Any member of the public making personal, impertinent, and/or slanderous or profane remarks, or who becomes boisterous or belligerent while addressing the City Council, staff or general public, or while attending the City Council meeting and refuses to come to order at the direction of the Mayor/Presiding Officer, may be ordered by the Mayor/Presiding Officer, pursuant to Government Code Section 54957.95, to be removed from the Council Chambers by the Police 387
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Chief, or his/her designee, and may be barred from further attendance before the Council during that meeting.
Unauthorized remarks from the audience, stamping of feet, whistles, yells, and similar demonstrations shall not be permitted by the Mayor/ Presiding Officer. The Mayor/Presiding Officer may direct the Police Chief, or their designee, to remove such offenders from the room.
11.6 Dangerous Instruments.
No person may enter the chambers of a legislative body, as defined in Government Code Section 54852 or any place were such legislative body is in session, with any firearm, weapon, or explosive device of any nature. The provisions of this section shall not apply to authorized peace officers or to those persons authorized by the Penal Code of the State to carry such weapons.
SECTION 12. ENFORCEMENT OF DECORUM
In extreme cases, such as when a meeting is willfully interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored b y the removal of individuals as provided for herein, the Mayor/Presiding Officer may order the meeting room cleared and continue in session. Only matters appearing on the agenda may be considered in such a session.
Duly accredited representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this Section. Nothing in this Section shall prohibit the City Council from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the orderly conduct of the meeting.
SECTION 13. PUBLIC RELATIONS
13.1 City Spokesperson.
The Mayor will serve as the general spokesperson for the City. When Council has not taken a position on an issue, neither the Mayor nor any Council Member will speak on behalf of the Council. In these situations, the Mayor or Council Member will use a phrase such as, “Council has not taken an official position, personally I think…”
13.2 Press Release.
Any proposed Press Release may only use the City Seal and picture of the Council Member issuing such release if the subject matter pertains to official government business of Suisun City.
The group picture of the Council may only be used on a Press Release if the release is being issued on behalf of the entire Council.
SECTION 14. MAYOR’S OFFICE
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The opportunity to meet with a member of the public is an honor. It also creates an opportunity for our citizens to know that their elected officials are willing to listen and willing to act. There is a place for meeting over coffee or food, as some discussions are best had when “breaking bread.” However, some discussions should happen in a professional environment, free from distractions allowing for private discussion.
To help facilitate meetings with members of the public as a Council Member, the Mayor’s office is listed as a Resource Room in Outlook for advance scheduling.
Reach out to the Deputy City Clerk if you have questions regarding scheduling.
SECTION 15. NONDISCLOSURE AGREEMENTS (NDAs)
An NDA is a provision in a contract that binds the parties to secrecy regarding information specified in the contract. NDAs generally prohibit parties from disclosing the specified information to non-parties and often provide for damages if a party discloses it in violation of the NDA. NDAs are commonly used to protect sensitive and confidential information, including trade secrets and business negotiations.
Except as provided below, the Mayor, Council Members or City staff acting in their official capacity should not enter into, or request that another individual enter into, a nondisclosure agreement, relating to the drafting, negotiation, or discussion of proposed ordinances, resolutions or policies or any development projects in the City without the approval of the City Council.
The Mayor, a Council Member, or City staff may enter into a nondisclosure agreement, or portion of a nondisclosure agreement, that prevents only the disclosure of trade secrets, financial information, or proprietary information. If a nondisclosure agreement is entered into for the limited purposes of this exception, the Mayor, Council Member, or City Manager shall report the entering into the nondisclosure statement at the next regular City Council Meeting.
The nondisclosure agreement is a public record subject to disclosure under the California Public Records Act. The disclosure of trade secrets, financial information, or proprietary information is not disclosable, subject to the California Public Records Act.
SECTION 16. VIOLATIONS OF PROCEDURES
Nothing in these Norms and Procedures shall invalidate a properly noticed and acted upon action of the City Council in accordance with California law.
This document shall remain in effect until modified by resolution of the City Council.
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SUISUN CITY COUNCIL:
Mayor Alma Hernandez
Mayor Pro Tem Jenalee Dawson
Councilmember Princess Washington
Councilmember Amit Pal
Councilmember Parise Shepherd
ORIGINAL ADOPTION:
July 30, 2019
AMENDED:
FEBRUARY 18, 2020
FEBRUARY 15, 2022
JULY 19, 2022
OCTOBER 15, 2024
JANUARY 20, 2026
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SUISUN CITY COUNCIL NORMS & PROCEDURES
Table of Contents
Section 1. GENERAL....................................................................................................................................... 1
1.1 Purpose. ........................................................................................................................................ 1
1.2 Code of Conduct............................................................................................................................ 1
1.3 Overview of Council responsibilities. ............................................................................................ 1
1.4 Overview of City Manager responsibilities. .................................................................................. 3
1.5 Annual Review. ............................................................................................................................. 3
1.6 Ralph M. Brown Act. ..................................................................................................................... 3 SECTION 2. COUNCIL REORGANIZATION ...................................................................................................... 3
2.1 Mayor Pro Tem Selection Process. ............................................................................................... 3
2.2 Duties of the Mayor Pro Tem/Vice Mayor .................................................................................... 4
2.3 Appointment of a Council Vacancy. .............................................................................................. 4 SECTION 3. ADMINISTRATIVE MATTERS ....................................................................................................... 4
3.1 Attendance. ................................................................................................................................... 4
3.2 Correspondence. ........................................................................................................................... 4
3.3 Regional Boards, Committees and Ad Hocs .................................................................................. 5
3.4 Distribution of Information. .......................................................................................................... 5
3.5 Reimbursement............................................................................................................................. 5
3.6 Ethics and Sexual Harassment Prevention & Education Training. ................................................ 6
3.7 City Seal. ........................................................................................................................................ 6
3.8 Use of City Email and Social Media. .............................................................................................. 6
3.9 Compensation. .............................................................................................................................. 7 SECTION 4. COUNCIL RELATIONSHIP WITH STAFF ........................................................................................ 7
4.1 City Manager. ................................................................................................................................ 7
4.2 Agenda Item Questions. ................................................................................................................ 8
4.3 Individual Council Member’s Requests. ........................................................................................ 8 SECTION 5. PROCEDURES FOR APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES ..................... 8
5.1 Definitions of Various City Bodies, including Task Forces, Committees, Ad Hocs, Commissions, and Boards. ............................................................................................................................................... 8
5.2 Recruitment and Appointment Process. ....................................................................................... 9
5.3 Requirement for Appointment. .................................................................................................. 10
5.4 Council Notification. .................................................................................................................... 10
5.5 Incumbents. ................................................................................................................................ 10 391
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5.6 Attendance. ................................................................................................................................. 10
5.7 Norms and Procedures and Conflicts of Interest. ....................................................................... 10
5.8 Conflicts with Federal, State or Local Law. ................................................................................. 11 SECTION 6. MEETINGS ................................................................................................................................ 12
6.1 Open to Public. ............................................................................................................................ 12
6.2 Broadcasting of City Council Meetings. ...................................................................................... 12
6.3 Regular Meetings. ....................................................................................................................... 12
6.4 Cancelling Meetings. ................................................................................................................... 13
6.5 Special Meetings. ........................................................................................................................ 13
6.6 Closed Sessions. .......................................................................................................................... 13
6.7 Quorum. ...................................................................................................................................... 13
6.8 Minutes. ...................................................................................................................................... 14
6.9 Adjourned Meetings. .................................................................................................................. 14 SECTION 7. POSTING NOTICE AND AGENDA ............................................................................................... 14
7.1 Posting of Notice and Agenda. .................................................................................................... 14 SECTION 8. AGENDA CONTENTS ................................................................................................................. 14
8.1 Mayor’s Responsibility. ............................................................................................................... 14
8.2 Availability to the Public ad Description of Matters. .................................................................. 14
8.3 Limitation to Act Only on Items on the Agenda.......................................................................... 14
8.4 Order and Timing of Agenda – Regular Meeting. ....................................................................... 15
8.5 Order of Agenda – Special Meeting – Closed Session. ............................................................... 15
8.6 Change in Order of Business. ...................................................................................................... 15
8.7 Agenda Request Policy. ............................................................................................................... 15
8.8 Presentations. ............................................................................................................................. 15
8.9 Proclamations. ............................................................................................................................ 15 SECTION 9. PROCEDURES FOR THE CONDUCT OF PUBLIC MEETINGS ........................................................ 16
9.1 Rules of Order. ............................................................................................................................ 16
9.2 Appeal Procedures. ..................................................................................................................... 16
9.3 Applicants. ................................................................................................................................... 16
9.4 Staff and Consultant Reports. ..................................................................................................... 16
9.5 Public Comment. ......................................................................................................................... 16
9.6 Council Member Respect. ........................................................................................................... 17 SECTION 10. CLOSED SESSIONS .................................................................................................................. 17
10.1 Purpose. ...................................................................................................................................... 17
10.2 Rule of Confidentiality. ............................................................................................................... 18 392
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10.3 Breach of Rule of Confidentiality. ............................................................................................... 18
10.4 Agenda. ....................................................................................................................................... 18
10.5 Permissible Topics. ...................................................................................................................... 18
10.6 Rules of Decorum. ....................................................................................................................... 18
10.7 Conduct of Meeting. ................................................................................................................... 18
10.8 Public Disclosure After Final Action. ........................................................................................... 19 SECTION 11. DECORUM .............................................................................................................................. 19
11.1 Council Members. ....................................................................................................................... 19
11.2 City Employees. ........................................................................................................................... 19
11.3 Public. .......................................................................................................................................... 19
11.4 Noise in the Chambers. ............................................................................................................... 19
11.5 Removal. ..................................................................................................................................... 19
11.6 Dangerous Instruments. ............................................................................................................. 20 SECTION 12. ENFORCEMENT OF DECORUM ............................................................................................... 20 SECTION 13. PUBLIC RELATIONS ................................................................................................................. 20
13.1 City Spokesperson. ...................................................................................................................... 20
13.2 Press Release............................................................................................................................... 20 SECTION 14. MAYOR’S OFFICE .................................................................................................................... 21 SECTION 15. VIOLATIONS OF PROCEDURES ............................................................................................... 21
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SUISUN CITY COUNCIL
NORMS & PROCEDURES
Section 1. GENERAL
1.1 Purpose.
The purpose of these Norms and Procedures is to promote communication, understanding, fairness, and trust among the members of the City Council and staff concerning their roles, responsibilities, and expectations for management of the business of the City of Suisun City.
In the interest of promoting best practices in our local government as Municipal Legislators, this document will include operational procedures, policies, and practices.
1.2 Code of Conduct.
The residents and businesses of Suisun City are entitled to have a fair, ethical and accountable local government, which has earned the public’s full confidence for integrity. The effective function of our democratic government by law requires that:
Our public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government, Our public officials will be independent, impartial and fair in their judgment and action, We will ensure the public office be used for the public good, and not for personal gain, Public deliberations and processes will be conducted openly, unless legally confidential, in an atmosphere of respect and civility, and
Legally confidential discussions in closed sessions shall remain confidential to protect the City from liability and the processes of City governance.
In addition to the legal commitments noted above, the City of Suisun City Council agrees to the following governing norms:
Be transparent and authentic; say what you mean and mean what you say. Afford each Council Member the time and opportunity to share their interest, and refrain from dominating the discussion.
Be cooperative and assume one another’s good intentions. Work as a team on behalf of the community, and not as competitors. Respect the Council / Manager form of government, including not directing staff. Following a Council vote, support the decision of the body. No personal attacks or profanity.
1.3 Overview of Council responsibilities.
Suisun City is a California General Law city with a Council/Manager form of government. The City Council, which is elected directly by City voters, is assisted by a number of appointed and separately elected officials to prov ide services for City residents. The City Council has the following duties and responsibilities:
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(a) Appointment of the City Manager and City Attorney. The City Council shall appoint the City Manager and the City Attorney. The City Manager shall implement City Council policy and run day -to-day operations of Suisun City. The City Attorney shall provide legal advice and act as counsel to elected officials and City staff in adherence to all federal, state and local laws pertain ing to City operations and public policy.
There should be an annual review for the City Manager and the City Attorney.
The City Manager’s annual review shall follow closely the format included in the City Manager’s contract and include goals for the next period. Less formal evaluations may take place quarterly or every six (6) months at the pleasure of the Council. A separate procedure will be established for this evaluation.
The City Attorney’s annual review shall be at a format proposed by the May or and agreed upon by the Council informally.
The Mayor at his/her discretion may annually create an ad hoc to oversee annual review process and prepare a summary evaluation.
(b) Establishment of boards, commissions, and committees (each a “City Body” and together “City Bodies”). With the consent of the Council, the Mayor may establish City Bodies.
(c) Legislative decisions. The Council is the legislative body; its members are the community’s decision -makers. Power is centralized in the elected City Council collectively and not in individual members of the Council. The City Council approves the budget and determines the public services. It focuses on the community’s goals, major projects and such long term considerations as community growth, financing and strategic planning. The City Council hires a professional City Manager to carry out administrative responsibilities and the City Council collectively supervises the City Manager’s performance.
(d) Legislative Advocacy. The City Council, as the governing body, should develop where possible, with or without the assistance of outside professionals, a state and federal legislative platform. This platform shall be the guiding principl es, which the City Council and City Manager use to advocate for the needs of Suisun City. From time to time, support or opposition letters or actions may be needed from the City, and often such action is required in short order, thereby preventing review by the full City Council. In such cases the following shall be the process:
i. When a letter or action is needed to request funding for Suisun City , the Mayor shall have the authority to sign such a letter or provide such direction.
ii. If the letter or action is to support or oppose a specific state or federal action or legislation, the proposed Suisun City position must be taken to a smaller body, such as a legislative subcommittee of the City Council comprised of the Mayor and one other City Council Member. 395
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iii. The additional subcommittee member is appointed by the Mayor with Council consent. This appointment shall be made in December of each year for the following 12 months.
1.4 Overview of City Manager responsibilities.
The City Manager is hired to serve the City Council and the community and to bring the benefits of education, training and experience in administering the City’s projects, programs, and public services on behalf of the City Council. The City Manager follow s the direction of the entire City Council and not individual members of the Council or the public, and serves at the sole discretion of the Council.
As the City’s Chief Executive Officer, the City Manager oversees:
Department heads and department operations
Budget development and fiscal management
Policy implementation
Personnel administration and human resources
Labor relations
Intergovernmental relations
Service delivery
Elected official support
A variety of special projects and assignments
The City Manager appoints, removes, promotes, and demotes any and all officers and employees of the City except the City Clerk, City Attorney, and City Treasurer.
Among the chief duties, the City Manager will implement the Council’s policies, projects, programs, and public services in an effective and efficient manner, providing professional advice on policy matters, intergovernmental affairs, economic development, and environmental issues.
1.5 Annual Review.
The City Council shall conduct a review of this documen t annually within three months prior to the start of a new fiscal year, or whenever Council deems necessary, to assist Council Members in being more productive in management of the business of the City.
1.6 Ralph M. Brown Act.
All conduct of each City Body, as well as Task Forces and Ad Hocs shall be in full compliance with the Ralph M. Brown Act.
SECTION 2. COUNCIL REORGANIZATION
2.1 Mayor Pro Tem Selection Process.
In December of each year, the Mayor shall select and appoint a Mayor Pro Tem, with consent of the City Council, from among all the members of the Council, irrespective of whether they were elected or appointed . Selection and appointment shall be at the first meeting of a new term following each General Municipal Elect ion or at the first meeting in December during non - 396
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election years. For all intents and purposes, the title Mayor Pro Tem and Vice Mayor are used interchangeably. The term of the appointment shall be for a 12 -month period commencing on January 1st of each year, unless otherwise provided for by majority vote of the Council.
2.2 Duties of the Mayor Pro Tem/Vice Mayor
The Vice Mayor remains as one member of the City Council and has no rights or authority different from any other member of the Council. The Vice Mayor is the designated individual to represent the Mayor and perform any duties as required when the Mayor is unavailable. If the Mayor will be unavailable for an extended period of time, the Mayor shall provide notification to the Vice Mayor, City Manager, and City Clerk, in addition to outlining any additional duties.
2.3 Appointment of a Council Vacancy.
In the event of a vacancy of office on the happening of any of the events provided in Government Code Section 1770, the Council shall appoint a new Council Member, within sixty (60) days after a vacancy or death or resignation becomes effective in compliance with the California Elections Code, unless the Council, by resolution, decides to instead call a special election. In the event of appointment, the Mayor, with the consent of the Council, shall determine by resolution the process for appointment prior to the application process and in accordance with State law.
SECTION 3. ADMINISTRATIVE MATTERS
3.1 Attendance.
City Council Members acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Council Members shall make a good faith effort to attend all such meetings unless unable. Council Members will notify the Mayor, City Manager, and City Clerk, if they will be absent from a meeting.
Pursuant to Government Code Section 36513, “if a city councilmember is absent without permission from all regular city council meetings for 60 days consecutively from the last regular meeting he or she attended, his or her office becomes vacant and shall be filled as any other vacancy.”
3.2 Correspondence.
With some exceptions, proposed correspondence (including electronic) from individual Council Members/Mayor on City stationery shall be reviewed by the Council in draft form prior to release.
The City will provide stationary designated as “The Office of” for each member of the Council to use for correspondence as it relates to each Council Member’s elected position (e.g., thank you notes, letters of recommendation, direct communication to residents or businesses, etc.). This letterhead will have the same information as provided on their business card. Any views expressed in this correspondence (including electronic) are solely the Council Member’s own and do not represent the City's or the Council's views.
E-mails from Council Members should be respectful and professional. This form of correspondence is a public record subject to disclosure under the California Public Records Act. 397
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3.3 Regional Boards, Committees and Ad Hocs
The role of the Council on regional boards will vary depending on the nature of the appointment.
Representing the interests of Suisun City is appropriate on some boards; this is generally the case when other local governments have their own representation. The positions taken by the appointed representatives are to be in alignment with the positions that the Council has taken on issues that directly impact Suisun City. If an issue should arise that is specific to Suisun City and the Council has not taken a position, the issue should be discussed by the Council prior to taking a formal position at a regional board meeting, to assure that it is in alignment with a majority of the Council’s position.
Council representatives to such various boards shall keep the Council informed of ongoing business through written reports to the Council during properly posted Council meetings. City Council Members shall report to the Mayor and City Manager, through a n electronic means created and provided to the City Council Members, any updates to the City Council and public, related to work as lia isons on Regional Boards, Commissions, Committees, or Ad Hoc Committees. These updates must be completed by 5 p.m. PST, the Wednesday before each City Council meeting. There may be weeks when no update is necessary , which should be noted in the document.
Council Members shall make a good faith effort to attend all regional meetings to which they are assigned. Attendance should not be less than 75% of all annual scheduled meetings and all absences should be reported to the Mayor. If a Council Member is unable to attend, the Council Member shall notify his/her alternate as far in advance of the meeting as possible so as to allow the alternate to attend.
A list of these assignments is maintained by the Deputy City Clerk and will be distributed to the Council when updated.
3.4 Distribution of Information.
It is essential that every member of the City Council have the same information from which to form decisions and actions. Any information distributed to one Council Member shall also be distributed to all Council Members.
The Mayor, by virtue of the position, m ay receive information in advance of other members of the Council in order for the City Manager to effectively proceed with the day-to-day operation of the City. The City Manager will make every effort to disseminate this information to the remaining membe rs of the Council prior to the next City Council meeting or before the information becomes public, whether through the City Manager Weekly Update or at the City Manager’s meetings with individual Council Members.
3.5 Reimbursement.
Every effort shall be made to limit the need to reimburse Council Members for expenses. City Council Members may be reimbursed for personal expenses for travel to and lodging at conferences or meetings related to their role as a Council Member. The reimbursement of expenses is limited in the following manner: Members shall be reimbursed subject to the 398
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Administrative Directive related to travel expense (AD1.) Any additional expenses that fall outside the scope of this policy may be reimbursed only if approved by the City Council, at a public meeting, before the expenses are incurred. Any request for reimbursement of expenses shall be accompanied by an expense form and receipts documenting the expenditure. These documents are public records subject to disclosure under the California Public Records Act.
3.6 Ethics and Sexual Harassment Prevention & Education Training.
Any member of the City Council or another City Body, Task Force or Ad Hoc formed by the City Council, shall receive at least two hours of ethics training in general ethics principles and ethics laws relevant to his/her public service every two (2) years, as mandated by AB 1234, and at least two (2) hours of sexual harassment prevention training, as mandated by AB 1661. New members must receive this training within their first year of service for ethics and six (6) months for sexual harassment prevention training and education, and file a certificate of completion with the Deputy City Clerk. Members shall attend training sessions that are offered through the League of California Cities or locally in the immediate vicinity of Solano County, or by completing online a state-approved public service ethics education program.
An individual who serves on multiple legislative bodies need only receive two (2) hours of each training every two (2) years to satisfy this requirement for all applicable public service positions.
If the City offers either course, the City will use a course that has been reviewed and approved by the Fair Political Practices Commission and the California Secretary of State.
The Deputy City Clerk is required to keep ethics training records for five years to document and prove that these continuing education requirements have been satisfied. These documents are public records subject to disclosure under the California Public Records Act.
3.7 City Seal
The City Seal is an important symbol of Suisun City. No change to the City Seal shall be made without Council approval. Individual Council Members shall be careful in use of the City Seal so as not to creat e an appearance that the Council Member is acting on behalf of or with official endorsement of Suisun City.
The City Seal and any City Insignia shall only be used for purposes directly connected with the official business of the City of Suisun City, its City Council, boards and commissions, committees, officers or departments, except upon written authorization of the City Manager or his or her designee. City offic ers, employees, members of the City Council and members of City boards, commissions and committees may use stationary, printed materials and other articles with the City Seal or City Insignia while acting within the scope of their office or employment.
3.8 Use of City Email and Social Media.
Except for emergencies, public officials who are not City employees (“public officials”) conducting City business should not create any “public record” (as that term is defined in California Government Code Section 7920.530) by using any email account that is not a City email account, or by using any non -City-controlled social media account. Instead, public officials should use a City email or City-controlled social media account for City business. 399
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Nothing in this policy is intended to limit a public official’s use of private email and social media accounts for non-City business such as personal communications and campaign related activities.
For purposes of this policy “City-controlled social media account” is an account on a social media platform (e.g. Facebook, Instagram, Twitter) that is created and used by the City (e.g. the City’s official Facebook page, if any).
Use of City Electronic Devices . In general, when creating or modifying public records in the conduct of City business on an electronic device that can create and modify public records (e.g. computers, mobile phones, tablets), public officials should only use City-issued devices. However, public officials may use non-City electronic devices to access an official City account, such as City email and City-controlled social media accounts.
Exception: If using a City-electronic device is clearly impractical or if a public official has not been issued or does not have in the public official’s possession a City-electronic device, a public official may use a non-City device, but only if a copy of each affected public record is contemporaneously copied to a City account of that same public official, or to the related City-controlled social media account, or a hard copy is provided to the City for retention in City records.
Texting Only on City Devices . Except for emergencies or when communicating with the City Attorney’s Office, public officials conducting City business shall not send or receive texts on any device other than a City -owned device. In an emergency, a public official may use a non -City device to text, but only if a copy of any public record that is created as a result is contemporaneously copied to a City account of that same public official, or a hard copy is provided to the City for retention in City records.
3.9 Compensation.
The Mayor and Council members are compensated in accordance with California Government Code Sections 36516 and 36516.1. The amount is memorialized in the City’s Municipal Code.
SECTION 4. COUNCIL RELATIONSHIP WITH STAFF
Suisun City is a Council/ Manager form of government. The Council establishes policy and the City Manager and their staff implement that policy. To effectively govern and maintain a healthy and productive relationship between City Council and all City staff, the Council and staff alike must respect and abide by the roles and responsibilities of each and commit to work through the City Manager.
4.1 City Manager.
The City Manager serves as the City’s chief executive officer. The City Manager implements Council policy, provide s professional recommendations and guidance to the Council, direct s, supervises and manages all City staff, and day-to-day operations. The City Manager may delegate this responsibility to Department Heads, at their discretion.
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City Council Members are always free to go to the City Manager to discuss City business. Issues concerning the performance of a department or any employee must be directed to the City Manager. The City Manager will be responsible for communicating with all Council Members.
4.2 Agenda Item Questions.
Council members are to work through the City Manager or City Attorney on all issues, concerns and questions. If a Council Member has a question on an agenda item, the Council Member should contact the City Manager, if at all possible, prior to any meeting at which the item may be discussed, to allow the City Manager and their staff time to provide the most complete answer to the Council Member’s question. This does not restrict Council Members from asking questions during a Council meeting.
4.3 Individual Council Member’s Requests.
Council Members shall make their requests for information to the City Manager or to a Department Head including the City Manager, to respond to an individual Council Member’s request for any purpose or information.
SECTION 5. PROCEDURES FOR APPOINTMENTS TO
BOARDS/COMMISSIONS/COMMITTEES
5.1 Definitions of Various City Bodies, including Task Forces, Committees, Ad Hocs, Commissions, and Boards.
(a) Task Force: A temporary grouping of individuals and resources for the accomplishment of a specific objective.
(b) Committee: A group of people officially delegated to perform a function, such as investigating, considering reporting, or acting on a matter.
(c) Ad Hoc: Committees established for a specific purpose. Formed for or concerned with one specific purpose (e.g. ad hoc compensation committee); for the particular end or case at hand without consideration of wider application; formed or used for specific or immediate problems or needs; often improvised or impromptu; contrived purely for the purpose in hand rather than carefully planned in advance.
(d) Commission: A group of people officially authorized to perform certain duties or functions with certain powers or authority granted ; the act o f granting certain powers or the authority to carry out a particular task or duty; the rank and powers so conferred.
(e) Board: A group of persons having managerial, supervisory, or advisory powers . In parliamentary law, a board is a form of deliberative ass embly and is distinct from a committee, which is usually subordinate to a board or other deliberative assembly – in having greater autonomy and authority.
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5.2 Recruitment, Nomination and Appointment Process.
(a) On or before December 31 st of each year, the Deputy City Clerk shall prepare and post a list of all Council-appointed terms of City Bodies that expire during the next calendar year in compliance with Government Code Section 54972.
(b) The Deputy City Clerk shall annually advertise for applicants wishing to be considered for appointment to a City Body . All persons seeking appointment to a City Body must complete and submit an application form to the Deputy City Clerk. (c) Annually, and i f an unscheduled vacancy occurs on a City Body during the year, the following steps should be taken to publicize the vacancy and fill the position:
1. Public announcement of the vacancy at a Council meeting.
2. Newspaper advertisement announcing the vacancy.
3. A recruitment period of at least ten (10) days.
4. A vacancy notice posted at City Hall, the Nelson Center, and on the City’s website for at least 20 days.
5. Announcements in the local media, such a press releases, online news outlets and free weekly sales papers.
6. Distribution to appropriate professional and community organizations and all groups that have requested notification.
(d) All persons seeking appointment to a City board, commission or committee shall complete and submit an application form to the City Clerk as set forth in Section 5. 2.
Applications shall be kept on file for two (2) years in the City Clerk’s office and vacancies may be considered from the applications on file, as well as new applications.
(e) Each year, the Mayor shall appoint a two-member Ad Hoc Committee to be known as the Nominating Committee, which c ommittee sh all review all applications and interview selected applicants and , based on those efforts , shall make recommendations to the Mayor for appointments to the open positions ensuring that all recommendations meet the requirements of the City Body to which they are recommended for appointment. The Mayor may then , pursuant to Government Code Section 40605, appoint the applicants suggested by the Nominating Committee, choose to appoint another applicant from the pool of applicants, or nominate and appoint another person of their choosing, so long as the appointee meets the requirements of the City Body to which they would be appointed. All appointments to City Bodies must be approved by the City Council.
(f) If a vacancy occurs outside of the annual recruitment cycle, the Mayor may appoint from the previous recommendation of the Nominating Committee or from the existing applications already on file if there is more than four (4) months remaining on the vacant seat. If there are less than four (4) month remaining, the Mayor may elect not to fill that seat and wait for the annual recruitment process, unless there is an urgent reason to appointment immediately such as need for a quorum. The Mayor may also request that a midyear recruitment be conducted to fill the vacancy if needed.
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5.3 Requirement for Appointment.
(a) Any person appointed to a City Commission must be a resident of Suisun City. Should any person so appointed move from the City during their term of office, such o ffice shall be forfeited.
(b) Any person appointed to any City Body other than a City Commission must be one of the following: 1) a resident of Suisun City, 2) a majority owner of a business located in Suisun City at the time of their appointment and shall remain so throughout their term of appointment, or 3) a subject matter expert on issues pertaining to the work of the City Body to which the person is appointed. Should any person appointed as a resident of Suisun City move from the City, or appointed as a business owner in Suisun City no longer hold majority ownership of that business, such office shall be forfeited.
(c) Except as provided by state or local statute, the appointee shall not be a current City employee or currently appointed to another City Body.
5.4 Council Notification.
By October 1 of each year, the Deputy City Clerk will notify all members of the City Council of expiring terms for members of City Bodies.
5.5 Incumbents.
(a) At the end of the first term, the incumbent City Body member may, at the discretion of the Mayor, be reappointed for an additional term without the need to apply or interview for re-appointment. In lieu of an application, the member shall submit to the Deputy City Clerk a letter or email expressing interest in re -appointment sixty (60 days prior to the expiration of the member’s first term.
(b) Any incumbent interested in re-appointment who has served two (2) or more terms must apply for reappointment as set forth in Section 5.2.
5.6 Attendance.
(a) Members of City Bodies are expected to regularly attend and participate on their respective City Body.
(b) All absences should be reported to the Mayor and Deputy City Clerk in advance of missing the meeting.
(c) A board, commission or committee member whose attendance is less than seventy-five percent (75%) of the required meetings over a period of a year may be subject to removal at the discretion of the City Council.
5.7 Norms and Procedures and Conflicts of Interest.
(a) All City Body members shall be expected to adhere to the Rules of Procedure for the Conduct of Commissioners, Committee Members and Board Members as adopted by the City Council and amended from time to time.
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(b) All City Body members shall comply with all state and local laws with respect to ethics and conflicts of interests to the extent that such laws apply to their position, including state and local requirements to timely file Statements of Economic Disclosure if the member is designated as a filer by State law or by the City’s Conflict of Interest Code.
(c) The City Council may b y majority vote expel a member from any City Body for behavior that violates a provision of these Norms and Procedures.
(d) Representation of Council Member’s Beliefs as Beliefs of Council:
(1) Communication with the Public, Press and other Media.
Council Members shall not speak on behalf of the City or the Council . Only the Council as a whole have the authority to s peak on behalf of the Council . To avoid an y appearance that a Council Member is speaking on behalf of the Council, the Council Member should clarify that they are speaking in their individual capacity whenever there is risk of misunderstanding of authority.
There may be instances where it is appro priate for Council Members to provide public statements about City events and policy matters to the public and press in an official capacity; however, Council Members must coordinate with City staff and seek approval from the Mayor and/or City Manager befo re making such statements. Upon approval from the Mayor and/or City Manager, City staff will coordinate and organize public communication and inquiries from the media related to official statements to include the Mayor, or a representative designated by the City Council , who may clarify actions taken by the City Council , fairly and accurately recap City Council’s actions, or outline next steps. The Mayor or designee must not editorialize, offer personal opinion, or speculate on future actions when speaking in an official capacity. A Council Member may recite City Council positions, activities, and actions taken and state factual accounts of those actions.
(2) Community Relations and Engagement/Social Media.
The Mayor and Council Members may not, in an official capa city, represent the City Council or the City to the general public without City Council approval. The Mayor and Council Members may use City logos, branding, name tags, business cards or other collateral in their official role s as Mayor and Council Members. The Mayor and Council Members may not use City logos, branding, name tag s, business cards, or other collateral to represent their private, personal or political interests.
The Mayor and Council Members shall explicitly s tate when their opinions and positions do not represent the legislative body when representing their personal opinions and positions publically, including on public social media accounts. Any time that the Mayor or Council Member uses their title and is wearing their Council Member name badge or references their position as a City Council Member when speaking in their personal capacity publicly or on social media, they must state that they are speaking in an individual capacity and not as a representative of the City of Suisun City.
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(3) Election-related Activity or Personal Activity.
City Council Members are prohibited from using their position as a Council Member for political or personal gain. For example, while potential ballot measures are under consideration or while candidate campaigns are being carried out, Council Members can elect to participate in campaign activity individually but cannot use City resources to support that activity. Thus, City Council Members may engage in election-related activity as community members, and may use their Council Member title, current or former, for identification purposes, so long as they affirmatively declare that they do not represent the City.
5.8 Conflicts with Federal, State or Local Law.
In case of a conflict between this Section of the Norms and Procedure policy with federal, state or local law, such federal, state or local law shall be the controlling factor.
SECTION 6. MEETINGS
6.1 Open to Public.
All meetings of the City Council whether regular, special, or study sessions, shall be open to the public, unless a closed session is held as authorized by law. All meetings shall be noticed as required to allow action to be taken by the Council.
6.2 Broadcasting of City Council Meetings.
All regular Council meetings shall be scheduled in the Council Chambers to allow for web streaming, unless the number of participants exceeds room capacity. The final decision shall be the responsibility of the Mayor.
6.3 Regular Meetings.
At the first regular meeting in January, the City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule, may include the cancellation of regular meetings and the addition of special meetings and study ses sions. This practice does not, however, preclude the Mayor from calling additional meetings pursuant to Section 6.5, if necessary.
The City Council shall convene its regular City Council meetings at 6:30 p.m. on the first and third Tuesday of each month. However, each Tuesday is a regular meeting day if necessary to carry out the business of the City and Council Members should be prepared to meet on any Tuesday evening.
The City Council hopes to conclude its public business at Regular Meetings by 10:00 p.m. Before an item can be taken up past 10:00 p.m., a vote must occur to continue the meeting. The meeting will only continue if a super majority of the City Council approves such an action. If the decision is to not continue, all remaining agenda items will be moved to the next regular City Council meeting.
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6.4 Cancelling Meetings.
Pursuant to Government Code Section 36805, City Council shall hold a Regular Meeting at least once each month. Outside of this provision, the Mayor may cancel no more than four (4) Regular Meetings at his/her discretion no less than seven (7) days before the planned meeting. The Mayor may cancel a meeting at any time in the case of an emergency or when a majority of members have confirmed their unavailability to attend a meeting.
6.5 Special Meetings.
A special meeting may be called at any time by the Mayor or by a majority of the City Council in accordance with the Brown Act. Written notice of any such meeting must specify the purpose of the meeting. Notice of the meeting must be given at least twenty-four (24) hours before the time of the meeting in accordance with law. Public comments at special meetings shall be limited to only those items described on the special meeting notice/agenda.
The City Council may hold study sessions or joint meetings with other City Bodies or agencies as deemed necessary to resolve City business. These meetings will be coordinated by the Deputy City Clerk. Study sessions are scheduled to provide Council Members the opportunity to better understand a particular item. While Council may legally take action at any noticed meeting, generally no formal action is taken at study sessions. If action is to be taken at a study session, then the agenda will state that action may be taken.
6.6 Emergency Meetings.
An emergency meeting may be called at any time by the Mayor or by a majority of the City Council in accordance with the Brown Act when an emergency situation, as defined by law, exists. In such circumstances, the twenty-four (24) hour notice necessary for a special meeting is not required, although one-hour telephone notice to the media may be required.
6.7 Closed Sessions.
(a) The City Council may hold closed sessions at any time authorized by law (and in consultation with the City Attorney), to consider or hear any matter, which is authorized by law.
The Mayor or any three Council Members may call a closed session meeting at any time.
(b) In order for three (3) Council Members to call a closed session, the following procedure shall be followed. A Council Member shall email or call a meeting with the City Manager or the City Attorney outlining the desire and reason a closed session should be called. The City Manager or City Attorney will interview other Council M embers as to their desire to hold such a closed session. If two other Council Members agree that a closed session is warranted, a closed session will be agendized as soon as practicable at a date and time acceptable to the Council Members requesting the closed session.
6.8 Quorum.
Three (3) members of the City Council shall constitute a quorum and shall be sufficient to transact business. If fewer than three (3) Council Members appear at a regular meeting, the Mayor, Vice Mayor in the absence of the Mayor, any Council Member in the absence of the Mayor and Vice 406
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Mayor, or in the absence of all Council Members, the City Clerk or Deputy City Clerk, shall adjourn the meeting to a stated day and hour.
6.9 Minutes.
The City Clerk shall prepare minutes of all public meetings of the City Council. Electronic copies will be distributed to the Council for review prior to being placed on the City Council agenda for approval.
6.10 Adjourned Meetings.
The City Council may adjourn any regular, special, or closed session meeting to a time and place specified in the order of adjournment and permitted by law.
SECTION 7. POSTING NOTICE AND AGENDA
7.1 Posting of Notice and Agenda.
For every regular, sp ecial, or study session meeting, the City Clerk or other authorized person shall post a notice of the meeting, specifying the time and place at which the meeting will be held, and an agenda containing a brief description of all items of business to be disc ussed at the meeting. This notice and agenda may be combined in a single document. Posting is to be according to law.
SECTION 8. AGENDA CONTENTS
8.1 Mayor’s Responsibility.
The Mayor is responsible for running a timely and orderly meeting. If the Mayor is unavailable to run a Council meeting, the Vice Mayor shall run the meeting. The Mayor, in consultation with the City Manager or his/her designee, shall organize the agenda and agenda forecast. The agenda forecast will be distributed with the City Manager’s report.
8.2 Availability to the Public ad Description of Matters.
The agenda for any regular, special, or study session meeting of the City Council shall be made available to the general public and all items of business to be discussed at a meeting of the City Council shall be briefly described on the agenda in accordance with the Ralph M. Brown Act.
8.3 Limitation to Act Only on Items on the Agenda.
No action shall be taken by the City Council on any item not on the posted agenda, subject only to the exceptions listed below:
(a) Upon a majority determination that an “emergency situation” (as defined by State law) exists; or
(b) Upon determination by a 4/5 vote of the full City Council, or a unanimous vote if less than a full Council, that there is a need to take immediate action and that the need to take the action came to the attention of the City Council subsequent to posting of the agenda.
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8.4 Order and Timing of Agenda – Regular Meeting.
The prescribed order of the agenda for Regular Meetings of the Council will be as follows: Roll Call, Public Comment if a Closed Session is scheduled, Closed Session, Adjourn to Open Session, Pledge of Allegia nce, Invocation , Conflict of Interest Notification s, Closed Session Announcement, if any, Informational Reports (City Manager/ City Attorney ), Presentations/ Appointments, Public Comments on Items not on the Agenda , Council Comment, Consent Calendar, Public Hearings, General Business Items, Non-presented Reports, and Adjournment.
The Mayor may "time" the agenda in a way that suggests how much time should be committed to any item such that the meeting may end at the established time.
8.5 Order of Agenda – Special Meeting – Closed Session.
The prescribed order of the agenda for a Special Meeting – Closed Session of the Council will be as follows: Roll Call, Public Comment, Conflict of Interest Notification s, Closed Session, Closed Session Announcement if any, and Adjournment.
8.6 Change in Order of Business.
The Mayor may decide to take matters listed on the agenda out of the prescribed order , and Council Members may make such a request. Council Members shall be given the opportunity to ask questions about Consent Items for clarification without having them removed.
8.7 Agenda Request Policy.
Requests for placement of items on the agenda can be submitted to the Mayor or City Manager at any time. The Mayor and City Manager will review the request and determine appropriate timing to bring the item forth. The City Attorney may place a Closed Session on the agenda.
Also, any member of the Council may request that an item be placed on a future agenda by indicating their desire to do so under th e Council Member Report portion of the City Council agenda. The request will require the consensus of the Council to have the item brought back at a certain time versus at the pleasure of the Mayor or City Manager.
8.8 Presentations.
Presentations are put on the agenda with concurrence of the Mayor or City Manager. The Mayor or City Manager will use their best judgment on scheduling presentations and recognitions. Time limits shall normally be five (5) minutes. Presentations may be extended by special circumstances as needed. Exceptions can be made at the Mayor’s discretion.
8.9 Proclamations.
Requests for proclamations may be submitted to the Mayor at any time. The Mayor has full discretion in creating proclamations and issuing special recognitions on behalf of the City and the full City Council.
Council Members other than the Mayor may each create two (2) proclamations and issue two (2) special recognitions per calendar year to be presented on behalf of that Council Member. Council Members may petition the balance of the Council to be permitted to create additional proclamations or issue additional special recognitions if so desired. 408
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To ensure Council Meeting efficiency, a maximum of three (3) proclamations and two (2) special recognitions may be presented at any regular meeting of the City Council. The meeting agenda will include proclamations and special recognitions to be presented during the council meeting, as well as a list of proclamations and special recognitions to be presented outside of the meeting, for informational purposes. Additionally, the Mayor and Council Members presenting proclamations and special recognitions may choose to read a portion of the full language of the item during the Council Meeting.
Attached hereto Appendix A, which is incorporated by reference.
SECTION 9. PROCEDURES FOR THE CONDUCT OF PUBLIC MEETINGS
9.1 Rules of Order.
Rosenberg’s Rules of Order , Revised 2011, govern all City Council Meetings . These Rules clearly and concisely set forth the important role of the Chair (i.e., the Mayor) during a meeting; the process for making and voting on motions; the three (3) standard motions, including the basic motion, the motion to amend, and the substitute motion; the process of debate; other procedural motions, including motions to limit debate, motions to table, and motions to adjourn.
All City Council Members are encouraged to review and familiarize themselves with the details contained in this seven-page document. A copy of Rosenberg’s Rules of Order is attached hereto and available on the City’s website.
9.2 Appeal Procedures.
Appellants shall be given the opportunity to speak first. Appellants and applicants responding to appeals may be given a total of up to ten (10) minutes each to present their positions to the City Council prior to hearing public comments. Appellants shall be given up to five (5) minutes of rebuttal time after public comments are heard.
9.3 Applicants.
Persons bringing to the City Council a request for approval shall be given a total of up to ten (10) minutes to present their positions/input prior to hearing public comments. An extension can only be granted by consent of a majority of the Council Members. Applicants shall be given up to five (5) minutes of rebuttal time after public comments are heard.
9.4 Staff and Consultant Reports.
In general, staff and consultant reports should be clear, brief and concise. Staff is to assume that the Council has read all materials submitted. Council shall be given an opportunity to ask questions of staff prior to hearing public comments.
9.5 Public Comment.
(a) Persons present at meetings of the City Council , either in -person or participating remotely, may comment on individual items on the agenda at the time the items are scheduled to be heard. During Regular City Council meetings, comments may be offered 409
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on items not on the agenda under that portion of the agenda identified for Public Comment.
(b) The l imit for speakers will be up to three ( 3) minutes, depending on the number of speakers. Speakers are not allowed to delegate their time to another speaker. The Mayor may limit the time to be spent on an item and may continue the item, with the approval of the majority of the Council, to a future meeting at his/her discretion.
(c) Upon addressing the Council, each speaker is requested, but not required, to first state his/her name, whom they represent and/or city of residence.
(d) After the speaker has completed their remarks, the Mayor may direct the City Manager or City Attorney to briefly address the issues brought forth by the speaker. Council Members shall be respectful of the speakers and shall not enter into a debate with any member of the public nor discuss amongst themselves.
(e) All Council Members shall listen to all public discussion as part of the Council’s community responsibility. Individual Council Members should remain open -minded to informational comments made by the public.
(f) The Mayor has the rig ht to ask a member of the public to step down if over the allotted time or if the speaker’s comments are not within the City’s jurisdiction.
9.6 Council Member Respect.
At all times, Council Members in the minority on an issue shall respect the decision and authority of the majority.
SECTION 10. CLOSED SESSIONS
10.1 Purpose.
It is the policy of the City Council to conduct its business in public to the greatest extent possible.
However, State law recognizes that, in certain circumstances, public discussion could potentially jeopardize the public interest, compromise the City’s position, and could cost the taxpayers of Suisun City financially. Therefore, closed sessions s hall be held from time to time as allowed by law. The procedures for the conduct of these meetings shall be the same as for public meetings, except that the public will be excluded.
Prior to convening the closed session meeting, the Mayor shall publicly announce the closed session items and ask for public input regarding any items on the closed session agenda.
Pursuant to California Government Code Section 54963, City Council Members shall keep all written materials and verbal information provided to th em in closed session in complete confidence to insure that the City’s position is not compromised. No mention of information in these materials shall be made to anyone other than Council Members, the City Attorney or City Manager, except where authorized by a majority of the City Council. 410
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10.2 Rule of Confidentiality.
The City Council recognizes that breaches in confidentiality can severely prejudice the City’s position in litigation, labor relations and real estate negotiations. Further, breaches of confidentiality can create a climate of distrust among Council Members and can harm the Council’s ability to communicate openly in closed sessions, thereby impairing the Council’s ability to perform its official duties.
The City Council further recognizes that confidentiality of discussions and documents are at the core of a closed session. Confidentiality is essential if the closed session is to serve its purpose.
Therefore, the City Council will adhere to a strict policy of confidentiality for closed sessions.
10.3 Breach of Rule of Confidentiality.
No person who attends a closed session may disclose any statements, discussions, or documents used in a closed session except where specifically authorized by State law. Any authorized disclosure shall be in strict compliance with these rules and the Ralph M. Brown Act. Violation of this rule shall be considered a breach of this rule of confidentiality.
10.4 Agenda.
The City Council agenda will contain a brief general description of the items to be discussed at the closed session, as required by law.
10.5 Permissible Topics.
All closed sessions will be held in strict compliance with the Ralph M. Brown Act. The City Attorney, or their designee, will advise in advance on topics that may be discussed in a closed session.
10.6 Rules of Decorum.
The same high standard of respect and decorum that apply to public meetings shall apply to closed sessions. There shall be courtesy, respect and tolerance for all viewpoints and for the right of Council Members to disagree. Council Members shall strive to make each other feel comfortable and safe to express their points of view. All Council Members have the right to insist upon strict adherence to this rule. The Mayor shall keep the discussion moving forward so that debate and discussion can occur in the time allotted for the closed session. The Mayor will determine the order of debate in a fair manner.
10.7 Conduct of Meeting.
(a) The Mayor will call the closed session to order promptly at its scheduled time.
(b) The use of handouts and visua l aids such as charts is encouraged to focus debate and promote understanding of the topic. All such materials are strictly confidential.
(c) If the City Council in closed session has provided direction to City staff on proposed terms and conditions for any type of negotiations, whether it be related to property acquisitions or disposal, a proposed or pending claim or litigation, or employee negotiations, all 411
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contact with the other party will be through the designated City person(s) representing the City in the handling of the matter. A Council Member not so designated by the Council will not under any circumstances have any contact or discussion with the other party or its representative concerning the matter which was discussed in the closed session, and will not communicate any discussions conducted in closed session to such party.
10.8 Public Disclosure After Final Action.
The Ralph M. Brown Act requires that, as a body, the City Council make certain public disclosure of closed session decisions when those actions have become final. Accordingly, the Mayor or City Attorney shall publicly report any final action taken in closed session, and the vote, including abstentions, at a publicly noticed meeting.
The report may be oral or written. The report will state only the action taken and the vote.
Except for the action taken and the vote, all closed session discussions will remain confidential.
SECTION 11. DECORUM
11.1 Council Members.
Members of the City Council value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Council Members shall accord the utmost courtesy to each other, City employees, and the public appearing before the City Council. The City Manager or his/her designee shall act as the sergeant-at-arms.
11.2 City Employees.
Members of the City staff shall observe the same rules of order and decorum applicable to the City Council. City staff shall act at all times in a business and professional manner towards Council Members and members of the public.
11.3 Public.
Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. These Norms and Procedures shall apply to all City Council Meetings.
11.4 Noise in the Chambers.
Noise emanating from the audience, whether expressing opposition or support within the Council Chambers or lobby area, which disrupts City Council meetings, shall not be permitted. All cell phones and other electronic devices shall be muted while in the chambers. Refusal is grounds for removal.
11.5 Removal.
Any member of the public making personal, impertinent, and/or slanderous or profane remarks, or who becomes boisterous or belligerent while addressing the City Council, staff or general public, or while attending the City Council meeting and refuses to come to order at the direction of the Mayor/Presiding Officer, may be ordered by the Mayor/Presiding Officer, pursuant to Government Code Section 54957.95, to be removed from the Council Ch ambers by the Police 412
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Chief, or his/her designee, and may be barred from further attendance before the Council during that meeting.
Unauthorized remarks from the audience, stamping of feet, whistles, yells, and similar demonstrations shall not be permitted by the Mayor/Presiding Officer. The Mayor/Presiding Officer may direct the Police Chief, or their designee, to remove such offenders from the room.
11.6 Dangerous Instruments.
No person may enter the chambers of a legislative body, as defined in Government Code Section 54852 or any place were such legislative body is in session, with any firearm, weapon, or explosive device of any nature. The provisions of this section shall not apply to authorized peace officers or to those persons authorized by the Penal Code of the State to carry such weapons.
SECTION 12. ENFORCEMENT OF DECORUM
In extreme cases, such as when a meeting is willfully interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals as provided for herein, the Mayor/Presiding Officer may order the meeting room cleared an d continue in session. Only matters appearing on the agenda may be considered in such a session.
Duly accredited representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this Section. Nothing in this Section shall prohibit the City Council from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the orderly conduct of the meeting.
SECTION 13. PUBLIC RELATIONS
13.1 City Spokesperson.
The Mayor will serve as the general spokesperson for the City. When Council has not taken a position on an issue, neither the Mayor nor any Council Member will speak on behalf of the Council. In these situations, the Mayor or Council Member will use a phrase such as, “Council has not taken an official position, personally I think…”
13.2 Press Release.
Any proposed Press Release may only use the City Seal and picture of the Council Member issuing such release if the subject matter pertains to official government business of Suisun City.
The group picture of the Council may only be used on a Press Release if the release is being issued on behalf of the entire Council.
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SECTION 14. MAYOR’S OFFICE
The opportunity to meet with a member of the public is an honor. It also creates an opportunity for our citizens to know that their elected officials are willing to listen and willing to act. There is a place for meeting over coffee or food, as some discussions are best had when “breaking bread.” However, some discussions should happen in a professional environment, free from distractions allowing for private discussion.
To help facilitate meetings with members of the public as a Council Member, the Mayor’s office is listed as a Resource Room in Outlook for advance scheduling.
Reach out to the Deputy City Clerk if you have questions regarding scheduling.
SECTION 15. NONDISCLOSURE AGREEMENTS (NDAs)
An NDA is a provision in a contract that binds the parties to secrecy regarding information specified in the contract. NDAs generally prohibit parties from disclosing the specified information to non-parties and often provide for damages if a party discloses it in violation of the NDA. NDAs are commonly used to protect sensitive and confidential information, including trade secrets and business negotiations.
Except as provided below, the Mayor, Council Members or City staff acting in their official capacity should not enter into, or request that another individual enter into, a nondisclosure agreement, relating to the drafting, negotiation, or discussion of proposed ordinances, resolutions or policies or any development projects in the City without the approval of the City Council.
The Mayor, a Council Member, or City staff may enter into a nondisclosure agreement, or portion of a nondisclosure agreement, that prevents only the disclosure of trade secrets, financial information, or proprietary information. If a nondisclosure agreement is entered into for the limited purposes of this exception, the Mayor, Council Member, or City Manager shall report the entering into the nondisclosure statement at the next regular City Council Meeting.
The nondisclosure agreement is a public record subject to disclosure under the California Public Records Act. The disclosure of trade secrets, financial information, or proprietary information is not disclosable, subject to the California Public Records Act.
SECTION 16. VIOLATIONS OF PROCEDURES
Nothing in these Norms and Procedures shall invalidate a properly noticed and acted upon action of the City Council in accordance with California law.
This document shall remain in effect until modified by resolution of the City Council.
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1 Presented by:
Summary of Amending Council Norms and ProceduresJanuary 20, 20261Patrick Enright, City Attorney Overview: Norms and Procedures
The City updated its Norms and Procedures for City Councilmembers on October 16, 2024 Consider amendments to Norms and Procedures
2 1
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2 Highlighted Proposals Paragraph 8.4 addresses the Order of the Agenda The current order in the Norms has Council Comments near the front of the agenda, whereas recently they have been at the end. In connection with this item, the Council may also want to consider amending Paragraph 6.3, which provides that no agenda items may begin after 10:00 p.m. without a majority vote of the Council. Paragraph 5.7 addresses comments of Council Members To align with the Commissioner Norms, the Council may consider adding language that more specifically addresses Council Members' comments to the press, on social media, and in community engagements. It also addresses political comments.
Highlights – Nondisclosure Agreements
Currently no Citywide Policy• New Paragraph 15 addresses the entering into and disclosure of when Council Members or staff enter into a Nondisclosure Agreement 3 4 416
3 Proposed Revisions
8.4 Order and Timing of Agenda – Regular MeetingThe prescribed order of the agenda for Regular Meetings of the Council will be as follows: Roll Call, Public Comment if a Closed Session is scheduled, Closed Session, Adjourn to Open Session, Pledge of Allegiance, Invocation, Conflict of Interest Notifications, Closed Session Announcement, if any, Informational Reports (City Manager/City Attorney), Presentations/ Appointments, Public Comments on Items not on the Agenda, Council Comment, Consent Calendar, Public Hearings, General Business Items, Non-presented Reports, and Adjournment. The Mayor may "time" the agenda in a way that suggests how much time should be committed to any item, such that the meeting may end at the established time.
Order of Agenda5
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4 The City Council hopes to conclude its public business at Regular Meetings by 10:00 p.m. Before an item can be taken up past 10:00 p.m., a vote must occur to continue the meeting. The meeting will only continue if a super majority of the City Council approves such an action. If the decision is to not continue, all remaining agenda items will be moved to the next regular City Council meeting.
Concluding of Public Business
Representation of Council Member’s Beliefs as Beliefs of Council:
Communication with the Public, Press and other Media • Council Members shall not speak on behalf of the City or the Council. Only the Council as a whole have the authority to speak on behalf of the Council. To avoid any appearance that a Council Member is speaking on behalf of the Council, the Council Member should clarify that they are speaking in their individual capacity whenever there is risk of misunderstanding of authority. Council Comments/Beliefs 7 8 418
5 There may be instances where it is appropriate for Council Members to provide public statements about City events and policy matters to the public and press in an official capacity; however, Council Members must coordinate with City staff and seek approval from the Mayor and/or City Manager before making such statements. Upon approval from the Mayor and/or City Manager, City staff will coordinate and organize public communication and inquiries from the media related to official statements to include the Mayor, or a representative designated by the City Council, who may clarify actions taken by the City Council, fairly and accurately recap City Council’s actions, or outline next steps. The Mayor or designee must not editorialize, offer personal opinion, or speculate on future actions when speaking in an official capacity. A Council Member may recite City Council positions, activities, and actions taken and state factual accounts of those actions. Council Comments/Beliefs Council Comments/Beliefs
Community Relations and Engagement/Social Media• City Council Members may not, in an official capacity, represent the City Council or the City to the general public without City Council approval. Commissioners may not use City logos, branding, name tags, business cards, or other collateral to represent their private, personal or political interests. • Any time that a Council Member uses their commission title, is wearing their Council Member name badge or references their position as a City Council Member when speaking publicly or on social media, they must state that they are speaking in an individual capacity and not as a representative of the City of Suisun City. 9 10 419
6 Council Comments/BeliefsElection-related Activity or Personal ActivityCity Council Members are prohibited from using their position as a Council Member for political or personal gain. For example, while potential ballot measures are under consideration or while candidate campaigns are being carried out, Council Members can elect to participate in campaign activity individually but cannot use City resources to support that activity. Thus, City Council Members may engage in election-related activity as community members, and may use their Council Member title, current or former, for identification purposes, so long as they affirmatively declare that they do not represent the City.
An NDA is a provision in a contract that binds the parties to secrecy regarding information specified in the contract. NDAs generally prohibit parties from disclosing the specified information to non-parties and often provide for damages if a party discloses it in violation of the NDA. NDAs are commonly used to protect sensitive and confidential information, including trade secrets and business negotiations.
Except as provided below, the Mayor, Council Members or City staff acting in their official capacity shall not enter into, or request that another individual enter into, a nondisclosure agreement, relating to the drafting, negotiation, or discussion of proposed ordinances, resolutions or policies or any development projects in the City without the approval of the City Council. Nondisclosure Agreements11 12 420
7 The Mayor, a Council Member, or City staff may enter into a nondisclosure agreement, or portion of a nondisclosure agreement, that prevents only the disclosure of trade secrets, financial information, or proprietary information. If a nondisclosure agreement is entered into for the limited purposes of this exception, the Mayor, Council Member, or City Manager shall report the entering into the nondisclosure statement at the next regular City Council Meeting.
The nondisclosure agreement is a public record subject to disclosure under the California Public Records Act. Only the disclosure of trade secrets, financial information, or proprietary information is not disclosable, subject to the California Public Records Act. Nondisclosure Agreement Agenda Request Policy • The City Attorney may place a Closed Session on the agendaAdded to Section 8.7 –13 14 421
8 City Council considers the draft revisions to the Council Norms Resolution and provides direction to staff on any desired modifications.
Approve Resolution Amending Council Norms and Procedures, with revisions Recommendation Thank you!
Patrick Enright, City AttorneyRichards, Watson & Gershon [email protected] 15 16
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AGENDA ITEM NO. 27.
AGENDA TRANSMITTAL
MEETING DATE:
January 20, 2026
AGENDA ITEM:
Council Adoption of Resolution No. 2026 -__: A Resolution of the City Council of the City of Suisun City, California, Adopting a Social Media Policy.
FISCAL IMPACT:
None.
STRATEGIC PLAN:
Good Governance.
BACKGROUND:
In October 2024, the City Council updated its Norms and Procedures for City Council Members. The City Council’s Norms and Procedures addresses social media in one section, primarily focusing on City Council members’ use of City electronic devices and public records. This Resolution establishes standards of conduct for the use of social media by City officials and employees, as well as procedures for creating and managing official City social media accounts.
The Social Media Policy applies to all
City officials, including commissioners, City employees, and others acting on the City’s behalf.
The City Council requested input on the proposed Social Media Policy from Commissions, Boards, and Committees. The draft Social Media Policy was presented to the Recreation, Parks, and Marina Commission on September 2, 2025, and the Planning Commission on November 25, 2025.
STAFF REPORT:
In accordance with prior direction from Council, staff has prepared the attached Social Media Policy for the City Council’s consideration.
Currently, there is no citywide policy that outlines the procedures and conduct expectations for social media use by City officials or employees. The City maintains official social media accounts on several platforms, including Instagram, Facebook, and YouTube, to share information about City programs, upcoming events, and projects. The absence of a comprehensive social media policy could lead to inconsistent practices among the City’s multiple social media accounts and misunderstandings about how these platforms can be used.
Specifically, this Resolution establishes procedures for creating and maintaining official City social media accounts. It requires all official City social media accounts to utilize City contact information for
account set-up, monitoring, and access. Additionally, all City login, user, and password information for the City social media accounts must be provided to the City Manager.
This Resolution outlines categories of prohibited posts, which includes discriminatory, harassing, or unlawful content. It also establishes procedures for managing third-party posts and provides the City with the authority to remove content that violates City standards or applicable laws.
Moreover, this Resolution outlines the permissible and prohibited uses of official City social media accounts, as well as of personal accounts used by City officials and employees. It prohibits City 423
officials and employees from speaking or posting on behalf of the City unless they are officially authorized to do so. It also encourages City officials and employees to clarify when they are posting in an individual capacity.
This Resolution also
prohibits City officials from communicating directly with the social media accounts of other members on subjects within the jurisdiction of their legislative body, in accordance with the Brown Act. Furthermore, this policy addresses how the posting of content, including simply “liking” or reacting to a post from another official regarding City-related matters, by a City official could lead to a Brown Act violation.
Staff recommends that the City Council consider the draft Resolution, provide direction to staff on any desired modifications, and consider adopting the Social Media Policy.
STAFF RECOMMENDATION:
It is recommended that the City Council Adopt Resolution No. 2026- __: A Resolution of the City Council of the City of Suisun City, California, Adopting a Social Media Policy.
PREPARED BY:
Patrick Enright, City Attorney
REVIEWED BY:
City Attorney.
APPROVED BY:
Bret Prebula, City Manager.
ATTACHMENTS:
1. Resolution Adopting Social Media Policy.doc
2. Exhibit A - Social Media Policy.docx
3. Presentation Social Media Policy.pdf
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RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY
ADOPTING A SOCIAL MEDIA POLICY
WHEREAS, the City recognizes the importance of social media as a tool for effective communication, public outreach, and community engagement; and WHEREAS, the City utilizes various social media platforms to provide information about City programs, upcoming events, and provide access to essential services by redirecting or linking to official City resources; and
WHEREAS, the City has an overr iding interest and expectation in protecting the integrity of information posted on the City’s social media sites and the content that is attributed to the City and its officials; and
WHEREAS, currently, there is no formal policy governing the use of soci al media by City officials, employees, and those acting on the City’s behalf; and
WHEREAS, the City now desires to establish guidelines and procedures for the operation and management of the City’s official social media accounts.
NOW, THEREFORE, BE IT R ESOLVED by the City Council of the City of Suisun City shall adopt the City of Suisun City Social Media Policy, attached as Exhibit A.
PASSED AND ADOPTED by a Regular Meeting of said City Council of the City of Suisun City duly held on Tuesday, the 20th of January 2026, by the following vote:
AYES: Councilmembers: _____________________________________ NOES: Councilmembers: _____________________________________ ABSENT: Councilmembers: _____________________________________ ABSTAIN: Councilmembers: _____________________________________
WITNESS my hand and the seal of the City of Suisun City this 20th day of January 2026.
Anita Skinner
City Clerk
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