Victorville City Council
March 19, 2024

Attachment C

CITY OF VICTORVILLE

MEASURE I CAPITAL IMPROVEMENT PLAN

EXPENDITURE STRATEGY
Fiscal Year 2023/2024 – Fiscal Year 2027/2028
The City of Victorville has a carryover balance of $8,921,675 in the Measure I Local Street fund and anticipates an approximately $7.3 million in new revenue for FY23/24. In this fiscal year, the City is planning to use approximately $10.3 million for capital improvement projects, $3.1 million for operations and maintenance.

The City of Victorville’s Measure I Capital Improvement Expenditure Strategy balances expenditures between different categories of projects based on the City’s needs. The project categories include the following: new construction; reconstruction and rehabilitation; maintenance; preliminary engineering and environmental studies; right of way acquisition; and final design. Also included are categorical expenditures for maintenance of roads, traffic controls, traffic signals, traffic engineering and the purchase of vehicles or equipment for street related purposes.

New construction can include widening existing roads and bridges, construction of bikeways, sidewalks and curb ramps as an integral part of the street system, and new traffic signals. Reconstruction and rehabilitation can include bridge improvements, removing and replacing pavement sections, asphalt-concrete overlays of one inch or more in thickness or various other methods, including re-striping for bike lanes.

Maintenance of roads can include overlays less than one inch, cape seals and slurry seals. Traffic control includes the maintenance and operation of signing and striping including sign and marking replacements and new signs and markings. Traffic signal maintenance includes operations and maintenance for traffic signals and various equipment replacements or upgrades. Traffic engineering encompasses all traffic engineering activities.

Attachment D
RESOLUTION NO. 23-069

RESOLUTION OFTHE CITY COUNCIL OF THE CITY OF VICTORVILLE, STATE OF CALIFORNIA, ADOPTING THE MEASURE l FlVE-YEAR
CAPlTAL IMPROVEMENT PLAN FOR FY2023/2024 THROUGH FY2027/2028 WHEREAS, San Bernardino County voters approved passage of Measure l in November 2004, authorizing the San Bernardino County TransportatiQn Authority to impose .a one-half of one percent retail transactions and use tax applicable in the incorporated and unincorporated territory of the County of San Bernardino; and ~
WHEREAS, ‘ revenue from the tax can only be used for transportation improvement and traffic management programs authorized in the Expenditure Plans set forth in Ordinance No. 04-01 of the Authority; and ‘ WHEREAS, the Strategic Plan requires each local jurisdiction applying for revenue from the Local Street Program to annually‘adopt and update a Five- Year Capital Improvement Plan; and
NOW, THEREFORE, BE IT RESOLVED by the Council ofthe City of Victorville, State of- California, that the Measure | Five—Year Capital lmprovementPlan, attached to‘ this resolution as Exhibit A, is hereby adopted.

PASSED AND ADOPTED at a meeting of the Council of the City of Victorville held on August 15, 2023.

Resolution No. 23-069
PASSED, APPROVED, AND ADOPTED this 15TH day of AUGUST 2023.

bra/prfyes, M
Attest:

City $1ng
Approved as to form:

City Attorney
1, JENNIFER THOMPSON, City Clerk of the City of Victorville and ex—officio Clerk to the City Council of said City, do hereby certify that the foregoing is a true and correct copy of Resolution No. 23—069 which was adopted at a regular meeting held on the 15m day of August 2023, by the following roll call vote, to wit:

AYES: Mayor Jones, Councilmember Becerra, Councilmember Gomez, Councilmember Harriman, and Councilmember Irving
NOES: None
ABSENT: None
ABSTAIN: None

EXHIBIT A

Resume" Number 23- P Junsdxctson‘
Rasmuuon Approval om Mm“ Measure | Local Pass-through rogram CWWWW Fwdvflumflaossw comm FIVE YEAR CAPITAL IMPROVEMENT PLAN VictOWIllePhone vooosssno .E Fiscal Years 2023/2024 thru 2027/2028ml foomllanldoMHeca gov 5/30/23 Canyover Balance—
“ PCW‘“ P rvzozam Est Revenue moms E51 Revsnue moms Ess Rmnoe rvzozom E51 Revenue szoz7/28 Esx Revenue Total in Rev. o mm 3m NE; “ ‘" Pm“ "‘ “”5 En’nmeo wasI‘m" "m c V“ '“ n mm son, Lssf" ‘ swam 5mm! s1.szs.ssz sums» 53.1mm summon “”3217 mi") WWW 5"“ V" Pm cw Cunem Cunem Cunent Current Como TM Projects (moon Esomate Esonme Esomaoz Esomale Esomale
Bea! Vaoey nus Amethyst Rd 1:; uses: pavemem rehahlllanon No No o 0% o 0% saunas sazmso so so so so mum Mojave Dr La Paz Dy 1:: El Evade Rd, pavement rehablllamm No No o oon o as ss‘37sozo ssoooooo so so so so usmooo BWVW M Be‘mm' R“ ‘“ "M" V’s“ Rd‘ WW" No No 0 ooo o 0% swoooo so ssosooo so so so susooovenaoooaoon Mojave D! a Evade Rd 10 osoos pavemem Iehamhlahon No No o ooo o oo. s2‘o1oooo so s1 sos ooo so so so s1.sos.ooo degecrest Rd, Bear VaHey Rd us Home Rd paVEflEM
WWW No No 00% o ov. soaoooo so so s26 ooo so so so ss.12s.ooo M M" D" mam“ M w "B "'5 Rm“ ”“em‘ No No 0 use 0 ooo suaosooo so ssos ooo so so so 5mmlehablllsahun Arr Expressway Naoona! Traos Hwy |u Phamom Wes| vavemem No No o 0% o 0% 57,030,110 o so m 53.515900 so so 53,51 moIehamhtanon Amargosa Rd‘ Dos Pa‘mas on m Wage Dr‘ pavemt rehaollstaoon No No nos, 0 as. smoooo so so so sssos ooo so ssmooo Babsam Rd BearVaHey mo Nssquahl Rd pavement rehabonaoon No No ooo” ooo suszoooo so so so sosoooo so sumo 3 Evans Rn Pa‘moa‘e Rn «u Begonia Rd pavemem rehahmaoon No No ooo. o o% soooooo so so so woooo so sumo Manoosa Rd‘ Ta‘pa ss «a ngswood on pavemem vehammahon on No o oo. ooo. sazoooo so so so szsoooo so sumo onsao R1 Palms Rd m Dos Poona: Rd‘ pavemem rehabonaoon No No o 0% o o% sovo‘ooo so so so so ssasooo sumo Hook am; a Evade Rum Aloe Rd pavement vehaomaunn No No ooo. ooo, soooooo so so so so smooo sumo Seneca Ros Amrgosa Rd 10 a Evaoo Ru, pavement renaoooaoon No No ooo. o ooo ssoaoooo so so so so sossooo sumo Concme Access Ramps- vanous moons No No ooo. o 0% ssmu snoooo s1 13 ooo we so; sszozoo sszsooo sums Conuate 5mm \nssall or Repalr- vanous \ocalmns No No ooo. o o% soossooz son sso ssozooo sawso swam s2 wuss sum» Guavdraxl Replacemms- Vanaus Localmns No No o no. o 0% soasosz sooooo so so so so s1o.ooo om Town sumo Phase 1 No No o 0% o no. svosoos ssoooo so so so so ssnooo om Town Susewalk Phase 2 No No o as. o ooo s750.ooo ssooooo so so so so 5mm Remngular Rama Hashing Beams 3! s Schoui Cvossmgs Na No 0 ooo o co. smooo ssoooo so so so so mm mm sum Smomg No No 0 ooo ooo, sooooo soo‘ooo so so so so mono Slurry Seal , CM: ma No No ooss 0 use 51.511000 soss sooo so so so so s1.sss.ooo Slurry Seal -Goiden Tnangle No No nose ooo. s1.2oo,ooo sszoo‘ooo so so so so moms moo Slgnai , Mom or / Comm Rd No No o ooo o ooo $72.54 5255196 so so so so sums Tram: Signal , 3mm Sues! Modifications at a 5L Forrest Na Na ooo, 010% ‘1 546,500 wssuo so so so so MM Mojave, vm Lorene
7mm; Signa‘ , Wag: on Puesla Dal 50‘ vs No No o w. o o-s soasooo sooooo so so so so some Traffic SIgna‘ - Wlage ow Tawney mags Ln No No o 0% oo% sezsooz noses so so so so mm name ngna‘ LED Ssgnal Head Relamp No No ooo. ooo sssooo soszso so so so so some Traffic sow Salary Lsghl (Streemgou LED Cunversmn No No ooss o o% soszoo szoszo so so so so szmo Traffic Ssgna‘ soeemgm Cane No No ooss o as. sumo smso so so so so sumo moo: Ssana‘ ups Rlplaoemem No No a oss o 0% sooooo sssooo so so so so mm mm Ssgna‘ voeo Demon Upgrades us No o oss o 0% slooooo szsooo so so so so smoo

Resmman Number 2} Jurisdictmn'
Raw,“ AWE, 0m mama Measure I Local Pass-through Program WWW F,e,,aa,...mg Wm, FIVE YEAR CAPITAL |MPROVEMENT PLAN Victorville 2"” “”5”” Fiscal Years 2025/2024 thru 2027/2028"'3” momuauwaomnm gov (82:39:22 Pavement Rehabmvanon, Sean and Ovenays. Venous M Na 0 0% o 0% $6,275,!“ Sn 5150,1050 ;, 545,000 52,591 35a 51,539,051 $6,215M1 cm Nlbcauon No No 012% 00% summ $470,970 5455.099 $499,652 $514,642 $530 um 32.5003“ Engmeenng Semoes Na Na 00% 00% $751,965 $10,636 M45385 $150,262 «54,759 steam $151,366 S(reels- Engmeenng No No 0 0% n 0% $2,291,045 5305233 5832155 $857,460 $853,183 5909.579 54,2913“ Tram Signal Maintenance No No 0% mm $255,255 $242,539 5250124 $257,523 $255,357 5mm 52,219,235 Tram Comml , Sugmng L Smpmg Na Na 0% mm sustm n £03,436 52445539 n 588,505 31,533,572 31,579.580 51,51,032 Pm Tml‘, $14,513,052 58.336232 58,624,06 38,644,166 57.2525. Mmm [Must nut exceed 150% o] Earrynvar Balance o
Total Programming is currently 101% Tara! Enimated Revenue) Youl Eslimmd Programming: “0,051,520

Item Number: 10
City Council / Board of Directors
WRITTEN COMMUNICATION(s)
Meeting of: March 19, 2024
Submitted By:

Fredy Bonilla, City Engineer

Subject:

Award of Construction Contract – Seventh Street Traffic Signal Modifications and Village Drive at Puesta Del Sol Drive Traffic Signal
Recommendation:

That the Honorable City Council award a construction contract to Elecnor Belco Electric, Inc., in the amount of $3,996,873 for the Seventh Street Traffic Signal Modifications and Village Drive at Puesta Del Sol Drive Traffic Signal.

Fiscal Impact:

The recommended action will result in a fiscal impact of $3,996,873. There are sufficient funds in the budget to cover the planned expenses. This project will be funded by the following funds: Street Lighting, Fund 200; Measure I, Fund 250; and State HSIP grant, Funds 275 and 270. The FY 22/23 and 23/24 budgets included these Capital Improvement Projects (CIP). The budgeted funds in excess of the contract amount will be utilized for construction management purposes. The account numbers ending with 62070 are for Village Drive and the account numbers ending in 62064 are for Seventh Street. Please refer to the table below that shows the fund account numbers, available budget amounts, and the total budget.

Account No. Available Budget:
2004500-55330-62070 $98,500.00
2504500-55330-62070 $9,033.23
2754500-55330-62070 $526,500.00
2004500-55315-62064 $144,066.60
2504500-55315-62064 $2,585,401.40
2704500-55315-62064 $680,500.00
Total $4,044,001.23
3 5
4 7
Strategic Plan Goal:

This project aligns with “Goal E Invest in Infrastructure” in the City of Victorville Strategic Plan 2023-2026 by increasing vehicular and pedestrian safety with the signal modification improvements to the 7 th Street Signals at Lorene Drive, Victor Street, Mojave Drive, Forest Avenue and B Street; and the installation of the new traffic signal at Village Drive and Puesta Del Sol Drive.

Background:

This contract will be composed of two (2) separate capital improvement projects combined. The first CIP is the Seventh Street Traffic Signal Modifications project.

Attachment A, a vicinity map showing the location of the existing traffic signals has been provided for reference. The history and scope of work is as follows.

In October of 2020, City staff submitted an application to Caltrans for a Highway Safety Improvement Program (HSIP) grant to fund the modification of five (5) traffic signals along Seventh Street at the intersections of Lorene Drive, Victor Street, Mojave Drive, Forrest Ave, and B Street. To be eligible for the grant, Engineering staff identified deficiencies common to all five intersections to come up with a scope of work. In general, the project scope includes upgrading the traffic signals and lighting to meet current City standards.

Traffic signal poles and equipment will be replaced for the east and west cross streets facing Seventh Street to include a pole hanging over the street with a signal light where none currently exist for improved visibility. Other improvements will include upgraded emergency vehicle detection systems, video detection for automobiles and bicycles, and pedestrian crossing systems. Upgrades to curb ramps will be made to meet current City accessibility standards. In March 2021, Caltrans notified the City that the application for the HSIP Cycle 10 grant was selected for funding for the requested amount of $680,500 of State funds.

In April 2022, Engineering staff submitted a request to the City Council to approve an agreement with AGA Engineers, Inc., for the preparation of the traffic signal modification plans and received that approval. The draft plans and specifications for the project were received in August of 2023.

In September 2023, Engineering staff submitted a request to City Council to open and conduct a Public Hearing to receive testimony regarding the proposed project and approve the California Environmental Quality Act (CEQA) Notice of Exemption (NOE).

The project was determined to meet the conditions for a categorical exemption as defined in the California Code of Regulations, CEQA §15301(c), with reference to existing highways and streets. The City Council approved the NOE in the meeting and the executed document was filed with the County Clerk. Following the approval of the NOE, the construction documents including plans, specifications, right of way certification, and NOE were submitted to Caltrans in order to receive the finance letter and approval to advertise the project. In December of 2023, Caltrans provided the finance letter confirming the grant funded portion of the project was allocated. 3 5
4 7
The second CIP is the Village Drive at Puesta Del Sol Drive Traffic Signal project. Please refer to Attachment B, a vicinity map showing the location of the proposed new traffic signal. The history and scope of work is as follows.

In September 2022, City staff submitted an application to Caltrans for a HSIP grant to fund the installation a new traffic signal at the intersection of Village Drive and Pueta Del Sol Drive. In March 2022, Caltrans notified the City that the HSIP grant application for Village and Puesta Del Sol Traffic Signal Project was approved for the requested amount of $526,500 of State funds with a $98,500 proposed City match.

In May 2023, Engineering staff submitted the request to the City Council to approve the NOE and include of the traffic signal at Village Drive and Puesta Del Sol Drive in the capital improvement plan. This project was determined to meet the conditions for a categorical exemption as defined in the California Code of Regulations, CEQA §15301(c), with reference to existing highways and streets. The City Council approved the NOE in the meeting and the executed document was filed with the County Clerk. Following the approval of the NOE, the construction documents including plans, specifications, right of way certification, and NOE were submitted to Caltrans in order to receive the finance letter and approval to advertise the project. In October of 2023, Caltrans provided the finance letter confirming the grant funded portion of the project was allocated.

After Caltrans approval was provided upon their review of the contract documents to satisfy their requirement to issue the finance letters, both projects were combined into one advertisement.

Discussion:

The purpose of this project is to modify five (5) existing traffic signals along Seventh Street and construct a new traffic signal at the intersection of Village Drive and Puesta Del Sol Drive. The project plans and engineer’s estimate for the five signal modifications on Seventh Street were prepared by a consultant, AGA Engineers Inc. The project plans, specifications and engineer’s estimate for Village Drive were prepared in-house by the Engineering Department. The project was bid using formal bidding procedures in accordance with Victorville Municipal Code Section 2.28.210 and the California Public Contract Code. Advertising of the project started on December 4, 2023. On January 11, 2024, three bids were received and publicly read aloud. The bid results are shown below.

Company Bid Amount
Elecnor Belco Electric, Inc. $3,996,873.00
DBX, Inc. $4,169,353.00
Comet Electric, Inc. $5,327,358.00
After a careful review and tabulation of the submitted bids, staff determined the lowest responsive, responsible bidder was Elecnor Belco Electric, Inc. The latest Engineer’s estimate for the project updated before project advertisement was $3,668,845. The low bid came in at 8.2% above the estimate. The price increase for construction is attributed to current market inflation resulting in greater material costs and higher labor rates. 3 5
4 7
In January 2024, after the bid opening and review of the bids, a request for additional grant funding was submitted to Caltrans with a copy of the bid results. In February, Caltrans responded to the City’s request for additional grant funding indicating additional funds would be provided to help cover the current trend of high bid costs all agencies are experiencing. The additional funding will be approximately $639,500 for the Seventh Street signal modifications portion of the project. No additional funds were approved for Village Drive at Puesta Del Sol Drive. Upon the future receipt of the finance letter from Caltrans, Engineering staff will submit to the City Council a request for a budget amendment and additional appropriation of the increased amount of grant funding. It is anticipated the additional grant funds will bring total HSIP grant funding to $1,320,000 for the Seventh Street Traffic Signal Modifications project.

The Engineering Department will be responsible for the management of the construction for this project. Construction is likely to start in May of 2024. It is estimated the duration of the project may be approximately one year. The duration is dependent upon the current lead time for the procurement of traffic signal equipment including poles, cabinets, and electrical components. This equipment can take up to a year after being ordered to be manufactured and shipped to the job site.

Staff recommends that the City Council award a construction contract to Elecnor Belco Electric, Inc., in the amount of $3,996,873 for the Seventh Street Traffic Signal Modifications and Village Drive at Puesta Del Sol Drive Traffic Signal projects.

Staff remains available for any questions Council may have.

Attachments: A. Location Map – Seventh Street Traffic Signal Modifications B. Location Map – Village Drive at Puesta Del Sol Traffic Signal C. Construction Contract

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C
1 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-0 32

CONSTRUCTION CONTRACT BY AND BETWEEN

THE CITY OF VICTORVILLE AND
ELENOR BELCO ELECTRIC, INC.

FOR

SEVENTH STREET TRAFFIC SIGNAL MODIFICATIONS & VILLAGE

DRIVE AT PUESTA DEL SOL DRIVE TRAFFIC SIGNAL,
CITY PROJECT NO. CC24-032
THIS CONSTRUCTION CONTRACT (the “Contract”) dated ______________________ for reference purposes only is made and entered into by and between the City of Victorville, a municipal corporation and charter city located in the County of San Bernardino, State of California, hereinafter referred to as the “City”, and Elecnor Belco Electric, Inc., a California corporation, hereinafter referred to as the “Contractor”. The City and Contractor are sometimes hereinafter referred to as a “Party” and collectively referred to as the “Parties.” RECITALS:

WHEREAS, the City requires construction of Seventh Street Traffic Signal Modification & Village Drive at Puesta Del Sol Drive Traffic Signal, as more fully described in the solicitation documents issued by the City for Project No. CC24-032 (the “Project”); and WHEREAS, on December 4, 2024, the City issued a Notice Inviting Bids and solicitation documents to prospective bidders for the Project. In response, Contractor submitted a Bid which the City determined to be the lowest responsive and responsible bid; and W
HEREAS, Contractor is a duly organized California corporation in good standing in the State of California, and represents that it has the background, knowledge, experience, expertise and resources to perform the Work and other obligations encompassed by this Contract; and W
HEREAS, at its meeting held on ________________________, the Victorville City Council duly accepted Contractor’s Bid for the Project and directed that a written agreement for the Project be entered into with Contractor; and
W
HEREAS, in light of the facts set forth above and the certifications made by Contractor as part of its Bid, the City desires to retain Contractor to perform the construction Work for the Project as set forth in this Contract and in the Contract Documents, as hereinafter described.

NOW, THEREFORE, IN CONSIDERATION OF THE COVENANTS, CONDITIONS,

AND PROMISES CONTAINED HEREIN AND FOR SUCH OTHER GOOD AND VALUABLE CONSIDERATION, THE PARTIES HERETO AGREE AS FOLLOWS:

Section 1. RECITALS
The Recitals set forth above are true and correct and are hereby incorporated into this Contract by this reference, as though set forth herein.
2 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 Section 2. CONTRACT DOCUMENTS; ORDER OF PRECEDENCE
a. Contract Documents. The Contract Documents consist of the following documents, all of which are either attached hereto as exhibits or are incorporated herein by this reference.

Said Contact Documents are complementary; what is called for in one is binding as if called for in all, and together constitute Contractor’s performance obligations:
(1) This Contract and its attached Exhibits, subject to the limitations in Sections 9 and 20 with respect to Exhibit “A” (Contractor’s submitted Bid Proposal as accepted by the City);
(2) Change Orders issued and approved by the City;
(3) Regulatory Permits from other agencies specified in Appendices A and B of the bid package or as may otherwise be required by law;
(4) Bid Addenda issued by the City;
(5) Notice Inviting Bids and Instructions to Bidders;
(6) Special Provisions
(7) Greenbook 2021 Edition
(8) Appendices
(9) Plans
(10) Bid Forms and attachment thereto;
(11) Faithful Performance Bond;
(12) Payment Bond.
b. Interpretation. In the event of any conflict between any of the Contract Documents, the document highest in the order of precedence (from highest to lowest), as set forth in Subsection a. above shall control.
c. Definitions. Unless specifically defined or assigned a meaning in this Contract, or the context clearly indicates otherwise, capitalized terms herein shall have the meaning assigned to them in the “Definitions” section of the Instructions to Bidders document.

Section 3. CONTRACTOR’S OBLIGATIONS
C
ontractor will perform all of the Work required for the Project, as specified in the Contract Documents. Contractor must provide, furnish, and supply all things necessary and incidental for the timely performance and completion of the Work, including all necessary labor, materials, supplies, tools, equipment, transportation, onsite facilities, and utilities, unless otherwise specified in the Contract Documents. Contractor must use its best efforts to diligently prosecute and complete the Work in a professional and expeditious manner and to meet or exceed the performance standards required by the Contract Documents, and to the satisfaction of Fredy A.

Bonilla, P.E., City Engineer, or his/her designee (hereinafter the “Project Manager”).

Section 4. CONTRACT PRICE; PAYMENT AND RETENTION
a. A
s full and complete compensation for Contractor’s timely performanc e and c
ompletion of the Work in strict accordance with the terms and conditions of the Contract Documents, City will pay Contractor Three Million Nine Hundred Ninety -six Thousand Eight Hundred Seventy-three and 00/100 DOLLARS, ($3,996,873.00) (the “Contract Price”) for all of Contractor’s direct and indirect costs to perform the Work, including all labor, materials, supplies, equipment, taxes, insurance, bonds and all overhead costs, in accordance with Contractor’s Bid 3 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 Proposal (attached hereto as Exhibit “A” ) subject to the provisions of this Contract and the Contract Documents.
b. P
rocedures relating to payment and retention are set forth in the Special Provisions.

Section 5. CONTRACT TIME; NOTICE TO PROCEED
a. Contract Time. The Work under this Agreement shall be diligently prosecuted to completion before expiration of Eighty (80) WORKING DAYS, commencing within Fifteen (15) calendar days after the issuance of the Notice to Proceed. The City will not issue a Notice to Proceed to the Contractor until this Contract, including bonds and insurance documents, have been executed and/or approved by the City.
b. Notice to Proceed. No work, service, material, or equipment shall be performed or furnished under this Contract unless and until a Notice to Proceed has been given to the Contractor by the City. Contractor shall commence Work pursuant to the Contract Documents and as directed by the City in the Notice to Proceed, and diligently execute the same to completion within the Contract Time.

Section 6. DISPUTE RESOLUTION AND CLAIMS PROCEDURES
a. Public Contract Code Section 9204. For purposes of any Public Works Claims filed by a Contractor or Subcontractor (as those terms are defined in Public Contract Code Section 9204) under this Contract, the claims procedures in Public Contract Code Section 9204 (“Section 9204”) and the provisions of this Section shall apply. Public Contract Code Section 9204 is set forth in full in Section 2-10 of the Special Provisions. (
1) In the event of a Section 9204 Public Works Claim, Contractor may not stop working pending resolution of the dispute, but must continue to comply with its duty to diligently prosecute the performance and timely completion of the Work during the Section 9204 process.
(
2) Any Public Works Claims not resolved by the Section 9204 procedures (and/or any tort claims) shall be subject to Section 2.24.020 of the Victorville Municipal C ode
(
“VMC”) and the provisions of the Government Claims Act (Government Code section 810 et seq.).
b. For
disputes or claims that do not constitute Public Works Claims, City and Contractor agree to comply with the following process:
(
1) Each Party shall designate a senior management or executive level representative to negotiate any dispute.
(
2) The representatives shall attempt, through good faith negotiations, to resolve t he di
spute by any means within their authority.
(
3) If the issue remains unresolved after ten (10) days of good faith negotiations, the Parties shall attempt to resolve the disagreement by negotiation between the legal counsel for each Party. If the above process fails, the Parties may mutually agree to engage in non-binding mediation or arbitration in which the Parties equally share the 4 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 costs of any mediator or arbitrator, or may proceed with suit or other remedies, subject to the provisions of subparagraph (5) of this Subsection and other applicable provisions and laws.
(
4) The alternative dispute resolution process set forth herein is a material condition to Contract and must be exhausted as an administrative remedy prior to either Party initiating legal action.
(
5) Compliance with VMC Section 2.24.020 and the provisions of the Government Claims Act (Government Code section 810 et seq.) is also required prior to initiating suit again the City.

Section 7. TERMINATION OF AGREEMENT FOR CONVENIENCE
a. The
City may, by providing thirty (30) days' advance written notice to Contractor, terminate this Agreement in whole or in part, whenever the City shall determine that such termination is in the best interests of the City, or when it becomes impracticable or impossible to proceed, or because of conditions or events beyond the control of the City. Any such termination shall be affected by delivery to Contractor of a Notice of Termination for Convenience, specifying the extent to which performance of Work under this Agreement is terminated, and the date upon which such termination becomes effective. Upon such termination, the obligations of the Contractor for portions of the Work already performed shall continue. b. U
pon receipt of a Notice of Termination for Convenience, the Contractor shall, unless the notice directs otherwise, do the following:
(
1) Immediately discontinue the Work to the extent specified in the notice. (2) Place no further orders or subcontracts for materials, equipment, services, or facilities, except as may be necessary to complete such portion(s) of the Work that are not to b e di
scontinued.
(3) Promptly cancel, on the most favorable terms reasonably possible, all subcontracts to the extent that they relate to the performance of the discontinued portion of the Work. (4) Thereafter do only such Work as may be necessary to preserve and protect the Work already in progress and to protect materials, plants, and equipment on the Project site or in transit thereto.
c. U
pon such termination, the Contractor will be paid without duplication for:
(
1) Work completed in accordance with the Contract Documents prior to the effective dat
e of the Notice of Termination for Convenience;
(2) Reasonable costs incurred in settlement of terminated contracts with Subcontractors, s
uppliers and others; and
(
3) Reasonable expenses directly attributable to termination.

T
he Contractor shall submit a final termination settlement proposal to the City no later than ninety (90) d
ays from the effective date of termination, unless extended in writing by the City, upon written request by the Contractor. If the Contractor fails to submit a proposal, the City may determine the amount, if any, due the Contractor as a result of the termination. The City will pay the Contractor the a
mount it determines is reasonable. If the Contractor disagrees with the amount determined by the City as being reasonable, the Contractor shall provide notice to the City within thirty (30) Days of 5 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 receipt of payment. Any amount due shall be subject to the dispute resolution provisions set forth in the Contract Documents.
d. C
ontractor shall include provisions in all of its subcontracts, purchase orders, and other contracts permitting termination for convenience by Contractor on terms that are consistent with this Contract and that afford no greater rights of recovery against Contractor than are afforded to Contractor under this Section 7.

Section 8. TERMINATION FOR CONTRACTOR’S DEFAULT
a. Default. The City may terminate this Contract for Contractor’s default as set forth in this Section. The City will consider the Contractor in default of this Contract if, prior to the City’s acceptance of the Work, the Contractor:
(
1) becomes insolvent, assigns its assets for the benefit of its creditors, is unable to pay its debts as they become due, or is otherwise financially unable to complete the Work; (2) abandons the Work by failing to report to the Work site and diligently prosecute t he
W
ork to completion;
(3) disregards written instructions from the City or materially violates provisions of the Contract Documents;
(4) fails to prosecute the Work according to the schedule approved by the Engineer, (5) disregards laws or regulations of any public body having jurisdiction, or (6) commits continuous or repeated violations of regulatory or statutory safety requirements.

Notices, and other written communications regarding default between the Contractor, the City, and the Surety shall be transmitted in accordance with Section 21 of this Contract. b. N
otice and Opportunity to Cure . The City will issue a written notice to cure the default to the Contractor and its Surety. The Contractor shall commence satisfactory corrective actions within five (5) Working Days after receipt. If the Contractor fails to commence satisfactory corrective action within five (5) Working Days after receipt of the notice to cure, or to diligently continue satisfactory and timely correction of the default thereafter, the City will consider the Contractor in default of the Contract and:
(1) w ill terminate the Contractor’s right to perform under the Contract by issuing a writte n not
ice of termination for default to the Contractor and its Surety; (2) may use any materials, equipment, tools or other facilities furnished by the Contractor to secure and maintain the Work site, and
(3) may furnish labor, equipment, and materials the City deems necessary to secure and maintain the Job Site;
c. Remedies Cumulative. The provisions of this Section shall be in addition to all other legal rights and remedies available to the City. Termination of this Contract will not relieve the Surety of its obligation for any just claims arising out of the Work performed.

Section 9. PREVAILING WAGE
a. Compliance with State Prevailing Wage Requirements. Pursuant to Labor Code Section 1773, the City has obtained the prevailing rate of per diem wages and the prevailing wage rate for holiday and overtime work applicable in San Bernardino County, California from the Director of the Department of Industrial Relations (DIR) for each craft, classification, or type of 6 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 worker needed to perform the Work required under this Contract. A copy of these prevailing wage rates are on file at the City’s Finance Department/Purchasing Division and shall be made available for review to any interested party on request. In addition, a copy of the prevailing rate of per diem wages may be obtained via the internet at: http://www.dir.ca.gov/DLSR/PWD. Contractor and all Subcontractors shall pay not less than said specified State of California rates to all workers employed by them in the execution of the Work contemplated by this Contract, including workers performing Work covered by under Labor Code Sections 1720 and 1720.9. Contractor shall be responsible for using the correct and current prevailing wage rates. Contractor shall be solely responsible for using the correct wage decision or determination and perform accordingly. An error on the part of any awarding body does not relieve the Contractor from the responsibility for payment of the correct prevailing wage.
b. Conflict. It is further expressly agreed by and between the Parties hereto that should there be any conflict between the terms of this Section 9 and the provisions of Exhibit “A”, the terms of this Section 9 shall control and nothing herein shall be considered as an acceptance of the terms of Contractor’s Submitted Bid Proposal conflicting with the requirements of this Section 9.
c. Payroll Records. Contractor must comply with the provisions of Labor C ode sections 1776 and 1812 and all implementing regulations, including without limitation, those set forth in Title 8 of the California Code of Regulations, Section 16000 et seq . (hereinafter the “Regulations”), which are fully incorporated by this reference, including requirements for electronic submission of payroll records to the DIR.
(1) Contractor and Subcontractor Obligations. Contractor and each Subcontractor must keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed in connection with the Work. Each payroll record must contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
(
a) The information contained in the payroll record is true and correct; and (
b) Contractor or the Subcontractor has complied with the requirements of Labor Code §§ 1771, 1811, and 1815 for any Work performed by its employees on the Project.
(2) Certified Record. A certified copy of an employee’s payroll record must be made available for inspection or furnished to the employee or his or her authorized representative on request, to City, to the Division of Labor Standards Enforcement, to the Division of App renticeship Standards of the DIR, and as further required by the Labor Code.
(3) Enforcement . Upon notice of noncompliance with Labor Code § 1776, Contractor or Subcontractor has ten days in which to comply with the requirements of this section. If Contractor or Subcontractor fails to do so within the ten- day period, Contractor or Subcontractor will forfeit a penalty of $100.00 per day, or portion a day, for each worker for whom compliance is required, until strict compliance is achieved. Upon request by the Division of Apprenticeship Standards, or the Division of Labor Standards Enforcement, these penalties will be withheld from payments then due to Contractor. 7 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 d. Apprentices. Contractor is responsible for compliance with the requirements governing employment and payment of apprentices, as set forth in Labor Code section 1777.5, which is fully incorporated by reference.
e. Notices. Pursuant to Labor Code section 1771.4, Contractor is required to post all Job Site notices, including prevailing wage rates and other notices as required by regulation. f. Other Labor Requirements. Contractor has the responsibility for and shall comply with all other requirements of California Labor Code Section 1720 et seq., the Regulations, and all other applicable State labor laws. Contractor further acknowledges and agrees that it will be independently responsible for reviewing the applicable laws and regulations and effectuating compliance with those laws. Contractor will require the same of all its Subcontractors. g. Statutory Penalties. The statutory penalties for failure to pay prevailing wage or to comply with State wage and hour laws will be enforced as follows:
(
1) Pursuant to Labor Code section 1775, the Contractor and any Subcontractor under it shall forfeit as a penalty to the City not more than Two Hundred Dollars ($200.00), for each calendar day, or portion thereof, for each worker paid less than the prevaili ng w
age rate as determined by the Director of the DIR for such work or craft in which such worker is employed for any public work done under this Contract by it or by any Subcontractor under it. The difference between such prevailing wage rate and the amount paid to each worker for each calendar day or portion thereof, for which each worker was paid less than the prevailing wage rate, shall be paid to each worker by the Contractor. (
2) The Contractor or Subcontractor shall, as a penalty to the City, forfeit twenty -five dol
lars ($25) for each worker employed in the execution of this Contract by the respective contractor or Subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of this subsection. In awarding any contract for public work, Contractor must forfeit to City Twenty -five Dollars ($25.00) per day for each worker who works in excess of the minimum working hours when Contractor does not pay overtime. In accordance with the provisions of Labor Code Sections 1810 et seq. ,
ei
ght (8) hours is the legal working day.
h. DIR Monitoring. Pursuant to Labor Code § 1771.4, the Contract for this Project is subject to compliance monitoring and enforcement by the DIR. i. DIR Registration . Pursuant to Labor Code sections 1725.5 and 1771.1, the Contractor and its Subcontractors must be registered with the DIR prior to the execution of a contract to perform public works. By entering into this Contract, Contractor represents that it is aware of the registration requirement and is currently registered with the DIR. Contractor shall maintain a current registration for the duration of the Project. Contractor shall further include the requirements of Labor Code sections 1725.5 and 1771.1 in any subcontract and ensure that all Subcontractors are registered at the time this Contract is entered into and maintain registration for the duration of the Project.

Section 10. LIQUIDATED DAMAGES
If Contractor fails to complete the Work within the Contract Time, City will assess liquidated damages in the amount of One Thousand and 00/100 Dollars ($1,000.00) per day for each day 8 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 of unexcused delay in completion, and such liquidated damages may be deducted from City’s payments due or to become due to Contractor under this Contract.

Section 11. COMPLIANCE WITH LAWS
Contractor shall comply with all Laws applicable to the performance of the Work required by the Contract Documents, including any rule, regulation, or bylaw governing the conduct or performance of Contractor, its employees, officers, board members, agents, independent contractors, and Subcontractors. Unless otherwise specified in the Contract Documents, all required permits and licenses, including a City business license, shall be held or obtained by the Contractor at its sole expense and prior to commencing any Work hereunder.

Section 12. WORKERS’ COMPENSATION CERTIFICATION
P
ursuant to Labor Code § 1861, by signing this Contract, Contractor certifies as follows: “I am aware of the provisions of Labor Code § 3700 which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work on this Contract.”
Section 13. INSURANCE
a. Contractor shall procure and maintain at its own expense at all times during the per
iod covered by this Contract (and through the one- year guarantee period following the date of City’s acceptance of the Project) the following policies of insurance:
(
1) Commercial General Liability (“CGL”) Insurance: Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence resulting from the acts or omissions of the Contractor or its officers, employees, servants, volunteers, and agents, and independent contractors. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (
2) Commercial Vehicle Liability Insurance: Covering person injury and property damage, of not less than Five Million Dollars ($5,000,000) combined single limit, covering any vehicle utilized by Contractor or its officers, employees, servants, volunteers, or agents and independent contractors in performing the Work required by this Contract. (
3) Workers’ Compensation Insurance : Providing coverage as required by the California State Workers’ Compensation Law and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. If any class of employees employed by Contractor is not protected by the California State Workers’ Compensation Law, Contractor shall provide adequate insurance for the protection of such employees to the satisfaction of the City.
(
4) Course of Construction, Builders’ Risk, or Inland Marine Insurance for Work on Site: Issued on an occurrence basis, for all- risk or “all perils” coverage on a 100% completed value basis on the insurable portion of the Project for the benefit of City, that 9 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 offers “Installation” coverage for all materials, supplies, equipment, and property obtained by, or for Contractor, which is to become part of the Work while such equipment and property is stored at the jobsite, at temporary locations, or while in transit to the Project from such temporary locations. Contractor shall also be responsible for insuring it s owned, leased/rented, or borrowed equipment.
(
a) City of Victorville shall be named as a Loss Payee.
(
b) If the Project does not involve new or major reconstruction, at the option of the City, an Installation Floater may be acceptable. For such projects, a Property Installation Floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery, and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery, or equipment damaged, impaired, broken, or destroyed during the performance of the Work, including during transit, installation, and testing at the Project/Work site.
b. A
dditional Insurance Requirements. With respect to the policies of insurance set forth above, compliance with the following is also required:
(1) Additional Insureds. Notwithstanding any inconsistent statement in any requir ed insurance policies or any subsequent endorsements attached thereto, the protection offered by all policies, except for Workers' Compensation coverage, shall bear an endorsement whereby it is provided that, the City and its elected or appointed officials, officers, employees, servants, volunteers, agents and independent contractors, including, without limitation, the City Attorney, are named as Additional Insureds. The coverage shall contain no special limitations on the scope of protection afforded to the City of Victorville, its officers, officials, employees, agents, or volunteers. (2) Waiver of Subrogation Rights. Contractor shall require the carriers of all requir ed insurance policies to waive all rights of subrogation against the City and its elected or appointed officers, officials, volunteers, employees, contractors, and subcontractors. Each policy of insurance shall be endorsed to reflect such waiver. (3) Sufficiency of Insurers. Contractor must secure all policies of insurance required by this Contract from a good and responsible company or companies authorized to do insurance business in the State of California, with an AM Best’s rating of not less than A;VII.
(4) Proof of Insurance Coverage Required Prior to Commencement of Work. W ithin ten (10) days of the date Contractor receives this Contract from the City for executi on (
following award of same by the City Council), certificates of insurance evidencing the policies of insurance, coverages, and endorsements required by this Contract and satisfactory to and approved by the City shall be furnished by Contractor to the City’s Risk Manager. In no event shall any Work on the Project be permitted to commence until adequate proof of insurance and endorsements have been so furnished. (5) Special Provisions. Any additional insurance requirements set forth in Section 5- 4 of the Special Provisions shall also apply to this Contract. 10 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 (6) Other Required Endorsements.
(
a) The policies shall be endorsed to provide that in the event of cancellati on or
amendment of any required insurance policy for any reason whatsoever, the City shall be notified by mail, postage prepaid, not less than thirty (30) days before the cancellation or amendment is effective. In the case of cancellation for non- payment, ten (10) days advance written notice shall be given. (
b) The CGL and vehicle liability policies shall be endorsed as Primary and Non-contributory.
c. Subcontractors. Contractor must ensure that each Subcontractor is required to obtain and maintain the same insurance coverage required under this Section 13 with respect to its performance of Work on the Project, including those requirements related to the Additional Insureds and waiver of subrogation. Contractor must confirm that each Subcontractor has complied with these insurance requirements before the Subcontractor is permitted to begin Work on the Project. Upon request by the City, Contractor must provide certificates and endorsements submitted by each Subcontractor to prove compliance with this requirement. The insurance requirements for Subcontractors do not replace or limit the Contractor’s insurance obligations.

Section 14. HSIP CYCLE 10/11 MASTER AGREEMENT AND PROGRAM SUPPLEMENT Contractor acknowledges that the Project is being funded in part with Cycle 10/11 State Highway Safety Improvement Program (HSIP) funds, pursuant to that certain Master Agreement Administering Agency -State Agreement for State- Funded Projects No. 08- 5380S21 (dated September 20, 2021) between the City and State of California, acting by and through Caltrans, as amended by Program Supplement No. 000000Z63 (hereinafter collectively, the “Master Agreement”). Said Master Agreement was included in Section B of the solicitation documents (bid package) for the Project and is attached to this Contract as Exhibit “B” and incorporated as part hereof by this reference. Contractor and subcontractors have read and agree to comply with the following provisions of said Master Agreement, all of which are incorporated into this Contract by this reference as if set forth fully herein: (1) Article IV - FINANCIAL PROVISIONS; (2) Article V - AUDITS, THIRD PARTY CONTRACTING, RECORDS RETENTION AND REPORTS; and (3) Exhibit A - FAIR EMPLOYMENT PRACTICES ADDENDUM (in which Exhibit the phrase “Contractor” shall be inserted in the place of the phrase “ADMINISTERING AGENCY”). Said Master Agreement Exhibit A requires Contractor and its Subcontractors to comply with all applicable State laws prohibiting discrimination, including without limitation, the California Fair Employment and Housing Act (Govt. Code § 12900 et seq.) and the regulations promulgated thereunder (2 California Code of Regulations § 11000 et seq.).

Section 15. TIME OF THE ESSENCE
T
ime is of the essence in the performance of this Contract.

Section 16. INDEMNIFICATION
a. Notwithstanding the limits of any insurance and to the fullest extent permitt ed b
y law, Contractor shall indemnify the City, its elected or appointed officials, officers, agents, volunteers and employees against, and will hold and save them and each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities, (hereinafter " Claims or Liabilities ") that may be asserted or claimed by any person, firm or entity arising or alleged to arise out of or in connection 11 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

with the performance of the Work, operations, or activities of Cont ractor, its agents, employees, Subcontractors, or invitees on the Project, or arising or alleged to arise from the acts or omissions of Contractor hereunder, or arising or alleged to arise from Contractor's performance of or failure to perform any term, provision, covenant or condition of this Contract, but excluding such Claims or Liabilities or portion of such Claims or Liabilities arising or alleged to arise from the active negligence, sole negligence, or willful misconduct of the City, its elected or appointed officials, officers, agents, volunteers, or employees, and in connection therewith:
(1) Contractor will defend any action or actions filed in connection with any of said Claims or Liabilities and will pay all costs and expenses, including legal costs and attorneys' fees incurred in connection therewith;
(2) Contractor will promptly pay any judgment rendered against the City, its elected or appointed officials, officers, agents, volunteers, or employees for any such claims or liabilities arising or alleged to arise out of or in connection with Contractor's (or its agents', employees', Subcontractors' or invitees') performance of or failure to perform such Work, operations or activities hereunder; and Contractor agrees to save and hold the City, its elected or appointed officials, officers, agents, volunteers and employees harmless therefrom;
(3) In the event the City, its elected or appointed officials, officers, agents, volunteers, or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising or alleged to arise out of or in connection with the performance of or failure to perform the Work, operation, or activities of Contractor hereunder, Contractor shall pay to the City, its elected or appointed officials, officers, agents ,volunteers, or employees, any and all costs and expenses incurred by the City, its elected or appointed officers, officials, agents, volunteers, or employees in such action or proceeding, including but not limited to, legal costs and attorneys' fees for counsel acceptable to City;

(4) Contractor's duty to defend, indemnify, and hold harmless as set out in this Section shall include any claims, liabilities, obligations, losses, demands, actions, penalties, suits, costs, expenses or damages or injury to persons or property arising or alleged to arise from, in connection with, as a consequence of, or pursuant to any state or federal law or regulation regarding hazardous substances, including but not limited to, the Federal Insecticide, Fungicide and Rodenticide Act ("FIFRA"), Comprehensive Environmental Response, Compensation and Liability Act of 1980 ("CERCLA"), Resource Conservation and Recovery Act of 1976 ("RCRA"), the Hazardous and Solid Waste Amendments of 1984, the Hazardous Material Transportation Act, the Toxic Substances Control Act, the Clean Air Act, the Clean Water Act, the California Hazardous Substance Account Act, the California Hazardous Waste Control Law or the Porter - Cologne Water Quality Control Act, as any of those statutes may be amended from time to time.

b. City will timely notify Contractor upon receipt of any third-party claim relating to the Contract, as required by Public Contract Code § 9201. The Contractor's indemnification and defense obligations pursuant to this Section shall survive the termination of this Contract.

Contractor shall require the same indemnification from all Subcontractors.

Section 17. REPORTS; BOOKS AND RECORDS; AUDIT
a. Upon request by the Project Manager Contractor shall prepare and submit reports concerning Contractor's performance of the Work required by this Contract. 12 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

b. Contractor shall keep such books and records as shall be necessary to perform the work required by this Contract and enable the Project Manager to evaluate the cost and the performance of such Work.

c. Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principles, and Contractor and its subcontractors shall establish and maintain a financial management system and records that properly accumulate and segregate reasonable, allowable, and allocable incurred Project costs and matching funds by line item for the Project. The Project Manager and the parties specified in Article V of the Master Agreement referenced in Section 14 of this Contract and attached hereto as Exhibit “B”, shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records.

d. Records and supporting documents pertaining to the use of funds paid to Contractor hereunder shall be retained by Contractor and made available to the Project Manager for purposes of performing an audit for a period of three (3) years from the date of the City receives its final payment from the State as set forth Article V of the Master Agreement in the attached Exhibit “B”.

e. Contractor and all Subcontractors shall also comply with and are subject to all other provisions of Article V of the Master Agreement in the attached Exhibit “B” with respect to maintenance, retention, access to, and inspection of books, documents, papers, accounting records, and other evidence pertaining to the performance of this Contract.

Section 18. MODIFICATIONS AND AMENDMENTS
This Contract may be modified or amended only by written Change Orders as specified in the Contract Documents or a written instrument signed by both Parties.

Section 19. ENTIRE AGREEMENT
a. This Contract supersedes any and all prior or contemporaneous agreements, either oral or written, between the City and Contractor with respect to the subject matter of this Contract.
b. The Contract Documents contain all of the covenants and agreements between the Parties with respect to the subject matter herein, and each Party acknowledges that no representations, inducements, promises, or agreements have been made by or on behalf of any Party, except those covenants and agreements in this Contract and the Contract Documents incorporated herein.
c. No agreement, statement, or promise with respect to the subject matter of the Contract Documents, which is not contained in the Contract Documents, or in a valid modification or amendment to the Contract Documents, shall be valid or binding on either Party.

Section 20. AMBIGUITIES

This Contract is in all respects intended by each Party hereto to be deemed and construed to have been jointly prepared by the Parties and the Parties hereby expressly agree that any uncertainty or ambiguity existing herein shall not be interpreted against either of them. Except as expressly limited by this paragraph, all of the applicable rules of interpretation of contract shall 13 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 govern the interpretation of any uncertainty or ambiguity of this Contract. Notwithstanding the foregoing, the Parties agree that Exhibit “A” is attached hereto for reference purposes, and to the extent there are any ambiguities, inconsistencies, or conflicts between the terms of this Contract and Exhibit “A”, the terms of this Contract shall control and nothing set forth in Exhibit “A” shall be deemed to supersede any of the provisions of this Contract.

Section 21. NOTICES
a. Any notice to be provided pursuant to this Contract shall be in writing, and all such notices shall be delivered by personal service or by deposit in the United States mail, certified or registered, return receipt requested, with postage prepaid, and addressed to the Parties as follows:

To City:

To C ontractor:

T
o Surety:

Fredy A. Bonilla, City Engineer
Engineering Department City of Vi ctorville
14343 Civic Drive
Victorville, CA 92392
Alberto Garcia De Los Angeles, President
Elecnor Belco Electric, Inc.
14320 Albers Way
Chino, CA 91710
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
b. Notices, payments, and other documents shall be deemed delivered upon receipt by personal service or as of the second (2nd) day after deposit in the United States mail. c. Either Party, or the surety, may change its address by giving notice in writing to all other parties listed above, and thereafter notices shall be addressed and transmitted to such new address.

Section 22. NON-LIABILITY OF CITY OFFICERS AND EMPLOYEES No officer or employee of the City shall be personally liable to Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount, which may become due to Contractor or to its successor(s), or for any breach of any obligation of the terms of this Contract.

Section 23. REVIEW BY ATTORNEYS
Each Party hereto has had its attorneys review this Contract and all related documents. Each Party hereto has consulted with its attorneys and has negotiated the terms of this Contract based on such consultation.
14 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

Section 24. BONDS
Concurrently with the execution of this Contract by the Contractor, and before the commencement of any Work, Contractor shall furnish to the City a Faithful Performance Bond, and a Payment (Labor and Materials Bond) each in an amount equal to one hundred percent (100%) of the Contract Price written on the forms included in the Contract Documents. These bonds must remain in force until the later of (1) the expiration of the one- year guarantee period; or (2) on one year from the date of completion of the corrective Work. Such bonds must be issued by a responsible corporate Surety, licensed and authorized to issue such bonds in the State of California with an AM Best’s Rating of at least A: VII.

Section 25. CARE OF WORK
Contractor must adopt reasonable methods during the life of the Contract to furnish continuous protection to the Work, and the equipment, materials, papers, documents, plans, studies, and other components to prevent losses or damages, and will be responsible for all damages, to persons or property, until acceptance of the Work by the City, except those losses or damages as may be caused by the City’s own negligence. The performance of the Work by Contractor or the payment of money by the City shall not relieve Contractor from any obligation to correct any incomplete, inaccurate, or defective Work (including the obligation to remedy any defective Work or materials during the one-year guarantee period after the City’s acceptance thereof) at no further cost to the City.

Section 26. CAPTIONS AND HEADINGS
The captions and headings contained in this Contract are provided for identification purposes only and shall not be interpreted to limit or define the content of the provisions described under the respective caption or heading.

Section 27. OWNERSHIP OF DOCUMENTS
No portion of the Contract Documents may be used for any purpose other than construction of the Project, without prior written consent from City. Contractor is deemed to have conveyed the copyright in any designs, drawings, specifications, Shop Drawings, or other documents (in paper or electronic form) developed by Contractor for the Project, and City will retain all rights to such works, including the right to possession.

Section 28. SUCCESSORS, HEIRS, AND ASSIGNS
Except as otherwise expressly provided herein, this Contract shall be binding upon the successors, endorsees, assigns, heirs, and personal representatives of each of the Parties and, likewise, shall inure to the benefit of the successors, endorsees, assigns, heirs, and personal representatives of each of the Parties. This Contract may not be assigned or transferred by Contractor without the concurrence of the surety and express written consent of the City.

Section 29. GENDER; PLURAL
In this Contract, unless the context clearly requires otherwise, the masculine, feminine and neuter genders and the singular and the plural shall include one another.

Section 30. SEVERABILITY
If any one or more of the sentences, clauses, paragraphs, or sections contained herein is declared invalid, void, or unenforceable by a court of competent jurisdiction, the same shall be deemed 15 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

severable from the remainder of this Contract and shall not affect, impair, or invalidate any of the remaining sentences, clauses, paragraphs, or sections contained herein.

Section 31. GOVERNING LAW
The validity of this Contract and any of its terms or provisions, as well as the rights and duties of the Parties under this Contract, shall be construed pursuant to and in accordance with California law.

Section 32. CUMULATIVE REMEDIES
Except with respect to rights and remedies expressly declared to be exclusive in this Contract, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default of any other default by the other Party.

Section 33. VENUE
All proceedings involving disputes over the terms, provisions, covenants, or conditions contained in this Contract and all proceedings involving any enforcement action related to this Contract shall be initiated and conducted in the applicable court or forum in San Bernardino County, California.

Section 34. EFFECTIVENESS OF CONTRACT
This Contract shall not be binding upon the City until signed by the authorized representative(s) of Contractor, approved by the City’s Risk Manager, and executed by the authorized City personnel or the Mayor.

Section 35. REPRESENTATIONS OF PARTIES AND PERSONS EXECUTING

CONTRACT

Each of the Parties to this Contract hereby represents that all necessary and appropriate actions of their governing bodies have been taken to make this Contract a binding obligation of each of the Parties hereto. The persons executing this Contract warrant that they are duly authorized to execute this Contract on behalf of and bind the Parties each purports to represent.

Section 36. WAIVER

No delay or omission in the exercise of any right or remedy by a non- defaulting Party on any default under this Contract shall impair such right or remedy or be construed as a waiver. A Party's consent to or approval of any act by the other Party requiring the Party's consent or approval shall not be deemed to waive or render unnecessary the other Party's consent to or approval of any subsequent act. Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Contract.

Section 37. INDEPENDENT CONTRACTOR STATUS

Contractor is an independent contractor. All persons working for or under the direction of the Contractor are the Contractor's employees, agents, or subcontractors, and they shall not be deemed agents, servants, or employees of the City.
16 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

Section 38. COUNTERPARTS
This Contract may be executed by the Parties in counterparts, and when executed by each of the Parties, each counterpart shall be deemed to be a part of this Contract.

Section 39. PROVISIONS REQUIRED BY LAW DEEMED INSERTED

Each and every provision of law and clause required by Law to be inserted in this Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not currently inserted, then upon application of either Party the Contract shall forthwith be physically amended to make such insertion or correction.

Section 40. ATTORNEY'S FEES

If either Party commences an action against the other Party, either legal, administrative, or otherwise, arising out of or in connection with this Contract, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.

(END OF THIS PAGE – SIGNATURE PAGE FOLLOWS)

17 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be executed as of the dates written below.

THE CITY OF VICTORVILLE ELECNOR BELCO ELECTRIC, INC.

By: By:

Elizabeth Becerra, Mayor Alberto Garcia de Los Angeles, President

Dated: Dated:

ATTEST

By:

Jennifer Thompson, City Clerk

Dated:

APPROVED AS TO STANDARD FORM

By:

Andre de Bortnowsky, City Attorney

Dated:

THE CITY OF VICTORVILLE

By:

Sandra Bostick, Risk Manager

Dated:

18 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A

CONTRACTOR'S BID PROPOSAL

See Attachment

EXHIBIT A
19/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
20/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
21/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
22/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
23/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
24/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
25/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
26/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
27/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
28/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
29/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
30/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
31/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
32/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT A
33/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 19 Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT B

MASTER AGREEMENT
(See Contract Section 14)
SECTION B:

HSIP CYCLE 10/11 FUNDED PROGRAM

REQUIREMENTS

SEVENTH STREET TRAFFIC SIGNAL MODIFICATIONS & VILLAGE

DRIVE AT PUESTA DEL SOL DRIVE TRAFFIC SIGNAL
CYCLE 10 HSIPSL-5380(043) GRANT
CYCLE 11 HSIPSL-5380(041) GRANT
ENGINEERING PROJECT #62064 & 62070
PURCHASING PROJECT #CC24-032

EXHIBIT B
35/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 20th
September
21 EXHIBIT B
36/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

EXHIBIT B
37/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032

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59/Construction Agreement/Elecnor Belco Electric, Inc., Project CC24-032 Item Number: 11
City Council / Board of Directors
Written Communications
Meeting of: March 19, 2024
Submitted By:

Mazharul Islam, Technology Officer

Subject:

Amendment No. 4 to the General Services Provider Standard Agreement with Robert Half International, Inc. for Temporary Staffing, Direct-Hire, and other Employer Services, Project ESC23-069.

Recommendation:

That the Honorable City Council:
1) Approve Amendment No. 4 to the General Services Provider Agreement with Robert Half International, Inc. (Robert Half), increasing the total compensation by $295,000.00 to an amount not to exceed $703,000.00, to continue providing temporary staffing, direct-hire, and other professional services. 2) Authorize the City Manager to execute any documents related to this transaction.

Fiscal Impact:

This action will result in a fiscal impact of $295,000.00; an additional appropriation is not required. Sufficient funds for these services are budgeted to cover the planned expenses for the current fiscal year 2023/2024. The requested increase in the not-to-exceed amount for the agreement is from $408,000.00 to $703,000.00. Funding for future years will be allocated through the annual budget process.

Account Number: 1001569-52300 – IT-MISC SYSTEMS – CONTRACT SERVICES Amount $295,000.00.

Strategic Plan Goal:

This item aligns with Goal G of the 2023-2026 Strategic Plan, Organizational Effectiveness and Sustainability, in that the temporary staffing services provide the City with qualified and experienced temporary staffing to maintain business operations while the City recruits and onboards full-time personnel.

Background:
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On April 18, 2023, the Honorable City Council approved Amendment No. 1 to the agreement with Robert Half, increasing the total amount to $218,000.00. Additionally, on or around January 29, 2024, Amendment No. 2 was issued to exercise option 1 of 4, adding an additional one-year period, amending the term of the agreement to commence on January 25, 2024, and did not necessitate Council approval. Then on February 6, 2024, the Honorable City Council approved Amendment No. 3 to the agreement, increasing the total compensation by $190,000.00 to an amount not to exceed $408,000.00, allowing the City’s Information Technology (“IT”) Department to retain access to Robert Half temporary staffing services, remaining agile and responding quickly to fluctuating demands.

Amending the contract with Robert Half to add additional funding has allowed the IT Department to minimize disruption, maintain business operations, and provide access to highly skilled resources while continuing to recruit qualified candidates through our standard hiring process.

Discussion:

The City’s agreement with Robert Half has allowed the IT Department to quickly address the need for experienced and qualified individuals by maintaining temporary staffing services within the IT Department. Additionally, this has allowed the IT Department to maintain business operations, initiate critical projects, maintain a robust IT infrastructure, and provide access to highly skilled resources. The existing agreement allows the City to contract temporary staffing services from Robert Half in an amount not to exceed $408,000.00.

The IT department has allocated funding over the past two fiscal years (FY 2022/23 and FY 2023/24) which the Council approved in the department budget; however, the cumulative contract amount was subsequently not reflected properly as we proceeded with amendments. The purpose of this amendment is to bridge that gap and bring our budget and contract in line with each other allowing us to continue using the services provided by Robert Half through the end of this fiscal year.

As full-time vacancies are filled within the IT Department, Robert Half’s temporary staffing services continue to be reduced, relieving Robert Half consultants of their assignments with the City. Four vacancies in the IT Department have been filled recently, with these new employees beginning full-time employment in recent weeks. This has allowed the IT Department to further reduce temporary staffing with Robert Half by over 40%. Currently, there are two remaining vacancies in the IT Department, and recruitment is at various stages to fill the vacancies permanently.

Approval of Amendment No. 4 to the existing agreement with Robert Half will allow the City to fulfill its estimated temporary staffing needs in the IT Department through the end of the fiscal year. Therefore, staff recommends the approval of Amendment No. 4 to the General Services Provider Agreement with Robert Half International, Inc., increasing the not-to-exceed amount to $703,000.00, to provide temporary staffing, direct-hire, and other professional services.
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Attachments: A. Robert Half Fully Executed Contract
B. Robert Half Fully Executed Amendment 1
C. Robert Half Fully Executed Amendment 3
D. Robert Half Proposed Amendment 4

General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 3

AMENDMENT NUMBER: THREE
TO

GENERAL SERVICES PROVIDER STANDARD AGREEMENT

BY AND BETWEEN

THE CITY OF VICTORVILLE
AND
ROBERT HALF INTERNATIONAL INC.

FOR

TEMPORARY STAFFING, DIRECT-HIRE, AND OTHER EMPLOYER SERVICES, PROJECT ESC23-069
THIS AMENDMENT (the “Amendment”) is made and entered into this ____ day of _______ 202_, by and between the City of Victorville, a municipal corporation, located in the County of San Bernardino under and by virtue of the laws of the State of California (hereinafter referred to as “City”), and Robert Half International Inc., a Delaware corporation, hereinafter referred to as “Service Provider.” The City and Service Provider are sometimes hereinafter referred to individually as a “Party” and collectively referred to as the “Parties.” Recitals

1. WHEREAS, the City has a General Services Provider Standard Agreement (hereinafter referred to as the “Original Agreement”) with the Service Provider to provide Temporary Staffing, Direct-hire, and other Employer Services; and

2. WHEREAS, on or about May 24, 2023, Amendment One (1) was issued to the Original Agreement to increase Section 3., Compensation by $95,000.00, thereby revising the total annual not to exceed sum from $123,000.00 to $218,000.00; and

3. WHEREAS, on or about January 29, 2024, Amendment Two (2) was issued to the Original Agreement to exercise Option 1 of 4, additional one-year option periods, amending the term of the Agreement to commence January 25, 2024, and expire January 24, 2025. Section 3, Compensation, annual not to exceed sum of $218,000.00 remained unchanged; and

4. WHEREAS, it is the desire of the Parties to issue Amendment Three (3) to the Original Agreement to increase Section 3, Compensation by $190,000.00, thereby amending the annual not to exceed sum from $218,000.00 to $408,000.00; and

5. NOW THEREFORE, in consideration of the covenants, conditions, and promises contained herein and for such other good and valuable consideration, receipt of which is hereby acknowledged, the Parties are willing to amend the Original Agreement as stated below.

General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 3

Contract Amendment

Section 3. – COMPENSATION - is amended as follows:

“The City shall pay a total amount not to exceed Four Hundred Eight Thousand and 00/100 Dollars ($408,000.00) (“Up-to-but-Not-to-Exceed Amount”) for the serviced rendered by Service Provider pursuant to this Agreement, subject to the provisions of Section 4
.”

Except as amended herein, the terms and conditions of the Original Agreement and all previous amendments remain in full force and effect.

(SIGNATURES ON NEXT PAGE)

General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 3

IN WITNESS WHEREOF, the parties hereto have caused the Amendment to the Original Agreement to be entered as of the dates written below.

PARTY OF THE FIRST PART PARTY OF THE SECOND PART

CITY OF VICTORVILLE ROBERT HALF INTERNATIONAL, INC.

By: ______________________________ By: _____________________________ Elizabeth Becerra, Melinda Allison,
Mayor Vice President, Strategic
Accounts

Dated: ___________________________ Dated: _________________________

ATTEST

By:_______________________________
Jennifer Thompson,
City Clerk

Dated:_____________________________

CITY OF VICTORVILLE APPROVED AS TO STANDARD FORM

By: ______________________________ By: _____________________________ Sandra Bostick, Andre de Bortnowsky,
Risk Manager City Attorney

Dated: ___________________________ Dated: _________________________

General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 4

AMENDMENT NUMBER: FOUR
TO

GENERAL SERVICES PROVIDER STANDARD AGREEMENT

BY AND BETWEEN

THE CITY OF VICTORVILLE
AND
ROBERT HALF INTERNATIONAL INC.

FOR

TEMPORARY STAFFING, DIRECT-HIRE, AND OTHER EMPLOYER SERVICES, PROJECT ESC23-069

THIS AMENDMENT (the “Amendment”) is made and entered into this ____ day of _______ 202_, by and between the City of Victorville, a municipal corporation, located in the County of San Bernardino under and by virtue of the laws of the State of California (hereinafter referred to as “City”), and Robert Half International Inc., a Delaware corporation, hereinafter referred to as “Service Provider.” The City and Service Provider are sometimes hereinafter referred to individually as a “Party” and collectively referred to as the “Parties.”

Recitals

1. WHEREAS, the City has a General Services Provider Standard Agreement (hereinafter referred to as the “Original Agreement”) with the Service Provider to provide Temporary Staffing, Direct-hire, and other Employer Services; and

2. WHEREAS, on or about May 24, 2023, Amendment One (1) was issued to the Original Agreement to increase Section 3., Compensation by $95,000.00, thereby revising the total cumulative not to exceed agreement sum from $123,000.00 to $218,000.00; and

3. WHEREAS, on or about January 29, 2024, Amendment Two (2) was issued to the Original Agreement to exercise Option 1 of 4, additional one-year option periods, amending the term of the Agreement to commence January 25, 2024, and expire January 24, 2025. Section 3, Compensation, cumulative not to exceed agreement sum of $218,000.00 remained unchanged; and

4. WHEREAS, on or about February 15, 2024, Amendment Three (3) was issued to the Original Agreement to increase Section 3, Compensation by $190,000.00, thereby amending the cumulative not to exceed agreement sum from $218,000.00 to $408,000.00; and

5. WHEREAS, it is the desire of the Parties to issue Amendment Four (4) to the Original Agreement to increase Section 3, Compensation by $295,000.00, thereby amending the cumulative not to exceed agreement sum from $408,000.00 to $703,000.00; and revise Section 6, Term of the Agreement to expire June 30, 2024; and

6. NOW THEREFORE, in consideration of the covenants, conditions, and promises contained herein and for such other good and valuable consideration, receipt of which is General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 4

hereby acknowledged, the Parties are willing to amend the Original Agreement as stated below.

Contract Amendment
Section 3. – COMPENSATION -is amended as follows:

“The City shall pay a total amount not to exceed Seven Hundred Three Thousand and 00/100 Dollars ($703,000.00) (“Up-to-but-Not-to-Exceed Amount”) for the services rendered by Service Provider pursuant to this Agreement, subject to the provisions of Section 4….”

Section 6. – TERM OF AGREEMENT -is amended as follows:

The City hereby amends the Term of Agreement to expire on June 30, 2024 (the “Termination Date”).”

Except as amended herein, the terms and conditions of the Original Agreement and all previous amendments remain in full force and effect.

(SIGNATURES ON NEXT PAGE)

General Services Provider Standard Agreement/Robert Half International, Inc./Project ESC23-069/Amendment 4

IN WITNESS WHEREOF, the parties hereto have caused the Amendment to the Original Agreement to be entered as of the dates written below.

PARTY OF THE FIRST PART PARTY OF THE SECOND PART

CITY OF VICTORVILLE ROBERT HALF INTERNATIONAL, INC.

By: ______________________________ By: _____________________________ Keith C. Metzler, Melinda Allison,
City Manager Vice President, Strategic
Accounts

Dated: ___________________________ Dated: _________________________

CITY OF VICTORVILLE

By: ______________________________
Sandra Bostick,
Risk Manager

Dated: ___________________________

APPROVED AS TO STANDARD FORM

By: _____________________________
Andre de Bortnowsky,
City Attorney

Dated: _________________________

Item Number: 12
City Council / Board of Directors
Written Communications
Meeting of: March 19, 2024
Submitted By:

Andre de Bortnowsky, City Attorney

Subject:

Consideration of proposed City Council Resolution No. 24-020 adopting revisions to the City of Victorville City Council Policy and Procedures Manual.

Recommendation:

That the Honorable City Council:
(1) Review and consider approving the Proposed Revised City Council Policy and Procedures Manual by adopting Resolution No. 24-020; or (2) Continue this item to a future meeting in order to further review and consider the currently proposed City Council Policy and Procedures Manual revisions; or (3) Consider scheduling and holding a workshop to study and provide further review and/or revisions to the City Council Policy and Procedures Manual.

Fiscal Impact:

There is no fiscal impact associated with this action.

Strategic Plan Goal:

This item aligns with Strategic Plan Goal “E” – Organizational Effectiveness and Sustainability.

Background:

The City Council Policy and Procedures Manual (the “Policy Manual”) was originally adopted on October 3rd, 2017, and revised by further resolutions on September 4th, 2018; October 1, 2019; June 23, 2020; March 16, 2021; May 17, 2022; October 4, 2022; March 7, 2023; March 21, 2023; April 4, 2023; May 16, 2023; and December 19, 2023.

Discussion:

At the November 7, 2023 City Council meeting, the City Council directed staff to review the Policy Manual and suggest proposed revisions to improve and enhance the 3 0
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effectiveness of the Manual to be brought back to the City Council for consideration in March 2024.

In response to the City Council’s request, staff solicited comments from the City Council and proposed certain revisions. A redlined version showing all the proposed changes to the Policy Manual version last adopted in December of 2023 is Attachment B hereto; and a clean version is Attachment C. An adopting Resolution is also provided in Attachment A.

Given the large number and detailed nature of the proposed changes, should the City Council desire additional time to consider and review the proposed revised Policy Manual, three alternative recommendations have been provided. Desired action is at the discretion of the city Council.

Staff remains available to answer any questions.

Attachments: A. Resolution No. 24-020
B. City Council Policy Manual Redlined
C. City Council Policy Manual Clean

ATTACHMENT A

RESOLUTION NO. 24-020

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

VICTORVILLE, CALIFORNIA, ADOPTING REVISIONS TO THE

CITY OF VICTORVILLE CITY COUNCIL POLICY AND

PROCEDURES MANUAL
WHEREAS, on October 3, 2017, the City Council of the City of Victorville (the "City Council") passed Resolution No. 17-056 adopting the City of Victorville City Council Policy and Procedures Manual (the "Manual"); and
WHEREAS, the Manual created a centralized and comprehensive set of rules, policies and procedures governing the conduct of City Council meetings and the carrying out of the day- to-day business of the City of Victorville (the "City"); and WHEREAS, Section II.B of Chapter 1 of the Manual provides that the Manual shall be reviewed at least biennially and may be revised by resolution of the City Council if and as needed; and
WHEREAS, by adopting Resolution Nos. 18-074, 19-057, 20-055, 21-021, 22-015, 22- 111, 23-015, 23-018, 23-025, 23-030 and 23-104 the City Council has since the Manual was first adopted, approved certain revisions to the Manual in order to clarify certain provisions and incorporate additional procedures to help streamline the conduct of City Council meetings; and
WHEREAS, certain additional issues which have arisen since the Manual's initial adoption and prior amendments have necessitated a number of further revisions to address some inconsistencies and improve the ability to implement the provisions of the Manual ; and
WHEREAS, the City Council finds that adopting the proposed revised Manual attached to this Resolution serves the interests of the City, the City Council, and the public as it streamlines and facilitates the orderly and efficient conduct of City Council meetings and related City business, and also help ensure that the Policy Manual is consistent with California Law.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF VICTORVILLE,

CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:

Section 1. That the revised City of Victorville "City Council Policy and Procedures Manual" ("Policy Manual") attached to this Resolution be approved and adopted. The City Council further authorizes the City Manager and City Attorney to make non -substantive changes as may be deemed necessary provided any such changes are shared with the City Council.

Section 2. That this Resolution shall supersede Resolution No. 23-104 and take effect immediately upon its adoption.

Section 3. That the City Clerk shall certify the passage and adoption of this Resolution.

ATTACHMENT B

City of Victorville
City Council Policy and Procedures Manual

Adopted by the Victorville City Council
by Resolution No. 17‐056 on October 3, 2017
Revised by Resolution No. 18‐074 on September 4, 2018
Revised by Resolution No. 19‐057 on October 1, 2019
Revised by Resolution No. 20‐055 on June 23, 2020
Revised by Resolution No. 21‐021 on March 16, 2021
Revised by Resolution No. 22‐015 on May 17, 2022
Revised by Resolution No. 22‐111 on October 4, 2022
Revised by Resolution No. 23‐015 on March 7, 2023
Revised by Resolution No. 23‐018 on March 21, 2023
Revised by Resolution No. 23‐025 on April 4, 2023
Revised by Resolution No. 23‐030 on May 16, 2023
Revised by Resolution No. 23‐104 on December 19, 2023
Revised by Resolution No. 24‐020 on March 19, 2024
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TABLE OF CONTENTS ¶
TABLE OF CONTENTS ¶
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<object>TABLE OF CONTENTS i¶
CHAPTER 1 ‐ INTRODUCTION AND PURPOSE 1
CHAPTER 2 ‐ ROLE OF CITY COUNCIL 2  CHAPTER 3
‐ COUNCIL MEETINGS 11  CHAPTER 4 ‐ AGENDA 19
CHAPTER 5 ‐ MEETING RULES OF CONDUCT AND
DECORUM 22  CHAPTER 6 ‐ ADMINISTRATIVE
MATTERS 32  CHAPTER 7 ‐ RELATIONSHIP AND
CONDUCT 35  CHAPTER 8 – COMMUNICATION
AND REPRESENTATION 40  CHAPTER 9 ‐
COMMISSIONS, COMMITTEES AND BOARDS 48
CHAPTER 10 ‐ ENFORCEMENT 52¶
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Chapter 1
1 CHAPTER 1 - INTRODUCTION AND PURPOSE

I. PURPOSE OF MANUAL

A. Compile, Revise and Adopt Rules and Policies.  By adopting this Policy and Procedures Manual (“Manual”), the City Council of the City of Victorville (the “City Council” or “Council”) hereby establishes  updated  Rules  of  Procedure  for  the  preparation  of  its  agendas,  conduct  of  its meetings, and transaction of other City Business.  In addition, by adopting this Manual, the City  Council  further  compiles,  consolidates,  updates,  and  supersedes  any  prior  Council Policies, Resolutions, rules, and related administrative procedures that have been formally adopted by the City Council addressing the subject matter and/or the topics discussed herein.

B. Provide  Standards  and  Guidance.  The  purpose  of  this  Manual  is  to  set  a  standard  of professionalism for the conduct of the City Council’s business. Victorville has a long and proud tradition of open government and civil, intelligent public discourse.  This Manual is intended to enhance public participation and Council debate so that the best possible decisions can be made for Victorville.  While attempting not to be overly restrictive, procedures, policies, and codes of ethics and conduct are being established and/or clarified so that expectations and practices  are clearly articulated to guide City Councilmembers in  their day‐to‐day conduct and actions.

C. Ease  of  Reference.  Having  the  majority  of  the  rules,  procedures,  practices  and  policies (hereinafter collectively “Rules”) of the Victorville City Council consolidated and contained in a  single,  easily‐accessible  document  will  clarify  expectations  and  responsibilities  and  will streamline the conduct of meetings and other City Council business in the public interest.

II. EFFECTIVE DATE AND PERIODIC REVIEW/UPDATE OF MANUAL

A. Effective Date.  The Rules contained in this Manual shall be in effect immediately upon their adoption by City Council resolution and shall remain in effect until such time as this Manual is amended and new Rules are adopted and/or updated by City Council resolution.

B. Annual Review.  This Manual will be reviewed annually with the intent that any  necessary revisions be made only at such annual review in August, if needed, by City Council Resolution.

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and…
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Chapter 2
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CHAPTER 2 - ROLE OF CITY COUNCIL

I. OVERVIEW

A. City Council Acts as a Body.  One of the fundamental tenets of city governance is recognizing that  the  City  Council  acts  as  a  body.  No  individual   Councilmember   has  extraordinary powers beyond those of other members.  Although the Mayor and the Mayor Pro Tempore (“Pro Tem”) have additional ceremonial, parliamentary and administrative responsibilities as described below and elsewhere in this Manual, with respect to the establishment of policies, voting,  and  in other  significant  areas, all  members are  equal.

B. Establishment  of City  Policy.  City  Policy  is  established  and  direction  is  given  to City staff by a majority vote of the Council.  Neither the Mayor nor the Mayor Pro Tem has veto power or any other policy‐making authority beyond that of the other Councilmembers.

C. Decisions of Majority of Body Binding on City Council.  While individual Councilmembers may disagree with decisions of the majority, a decision of the majority does bind the City Council to a course of action and provides City staff with clear direction to follow. Similarly, City staff is responsible to ensure that the policy set by the City Council is implemented and upheld consistent with the wishes of the majority. Implementation of City Council policy by staff does not reflect a bias against Councilmembers who held a minority opinion on an issue.

II. COUNCIL ELECTION AND GOVERNANCE

The City of Victorville is governed by a five‐member City Council elected to four‐year terms on a staggered  basis.  Councilmembers  are  elected  in  the  general  election  in  November  of  even‐ numbered years.  The Mayor and Mayor Pro Tem will be appointed by a majority vote of the entire membership (hereinafter “consensus”) of the City Council. The City Council shall appoint the Mayor and Mayor Pro Tem for one‐year terms at the first regular meeting in December of every year or as soon thereafter as feasible and, when applicable, following the certification of election results and seating of new City Councilmembers.   Effective as of the organization meeting of 2024 and with respect to Mayoral terms, the following provisions shall apply:  A Mayor shall serve no more than two (2) consecutive terms per each term of office as Councilmember, unless additional service is granted by a two‐thirds (2/3) affirmative vote of the entire Council membership.  A Councilmember may serve a third year as Mayor during his or her current term of office without the two‐thirds (2/3) requirement, provided he or she did not hold the office of Mayor during the preceding year. The newly‐appointed Mayor and Mayor Pro Tem shall undertake their positions immediately following the majority vote or assumption to office. In no circumstance shall a change be considered to the Policy Manual regarding the appointment process for the office of Mayor and/or Mayor Pro Tem once the organizational item has been posted to the agenda.

The nomination and appointment procedure for the offices of Mayor and Mayor Pro Tem shall be conducted in successive order and as shown below.

1. The City Clerk opens nominations.

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continuously across the terms of office counting any
partial…
Deleted: as Mayor towards this limit.

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2. The  City  Clerk  receives  up  to  one  nomination  per  Councilmember  until  no  further nominations are forthcoming. Seconds are not required.

3. With  the  acceptance  of  a  nomination,  the  Councilmember  shall  publicly  answer  the following question: “If appointed, will you well and faithfully discharge the duties of the Mayor  as set  forth  in the  Council’s  Policy  and  Procedures Manual?”  If  the reply is  not confirmatory, the Councilmember is denied the nomination.

4. The City Clerk closes nominations.

5. The City Clerk calls on each Councilmember to cast by verbal vote the name of his or her nominee of choice.

6. The City Clerk announces the outcome of the vote and declares the appointment upon a majority vote of the full membership.

7. If an appointment is not confirmed, the City Clerk repeats the foregoing procedure once more on the prospect of the City Council reaching agreement.

The  newly‐appointed  Mayor shall  preside  over  the  process  for  the  appointment  to  the office  of Mayor Pro Tem.  The  appointment  of  the  Mayor  Pro  Tem  shall  not  occur  until  the  appointment process for Mayor as provided herein has been completed.

Should the City Council fail to appoint a new Mayor, either due  to insufficient  votes or tie‐vote procedures  outlined  in  Chapter  5,  Section  R,  the  City  Council  shall  reconsider  the  appointment during one final vote at the next regular meeting. Abstaining from any appointment vote counts as an affirmative vote for the current Mayor.

If no consensus on a new Mayor is reached after two consecutive Council meetings, the Mayor Pro Tem will assume the role, provided he or she:

(a) is willing to serve.
(b) did  not  receive and accept  a  nomination  for  Mayor  at  any  time  during  the  appointment process.
(c) publicly  answers  the  following  confirmatory  question:  “If  appointed,  will  you  well  and faithfully  discharge  the  duties  of  the  Mayor  as  set  forth  in  the  Council’s  Policy  and Procedures Manual?”

If  the  Mayor  Pro Tem  did  not  receive  consensus  support  at  any  time  during  the  appointment process,  is  eligible  but  declines  the  position,  or  fails  to  confirm  that  he  or  she  will  well  and faithfully discharge the duties of the Mayor as set forth in the Council’s Policy and Procedures Manual, the current Mayor shall remain in office until the next annual organizational meeting.

If the Mayor Pro Tem does assume the Mayoral role, his or her vacated position shall open for nominations at the next regular Council meeting. Should the Council fail to appoint a new Mayor Pro Tem, the Councilmember with the longest tenure (excluding the Mayor) shall assume the position.

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III. ROLE AND DUTIES OF MAYOR

A. Official Ceremonial Head of City.  The Mayor is recognized as the official head of the City for all ceremonial purposes and shall perform such other duties consistent with the office as set forth in this Manual and as may be delegated to the Mayor by majority vote of the City Council.

B. Presiding Officer.  The Mayor is the Presiding Officer at all meetings of the City Council and acts as the chair.  In this role, the Mayor has authority and discretion to:

1. preserve order at all Council meetings by facilitating the effective conduct of business during  meetings and  assisting, when deemed necessary, fellow Councilmembers in understanding their roles and responsibilities in municipal governance;

2. enforce (or cause to be enforced) the Meeting Rules of Conduct and Decorum as set forth in Chapter 5 of this Manual;

3. determine the order of business at meetings of the City Council; and

4. require any person addressing the City Council to be sworn as a witness and to testify under oath when, for example, testifying in judicial or quasi‐judicial proceedings.  The Mayor or other Presiding Officer shall also require such swearing‐in if directed to do so by a majority of the Council.

C. External Communication of Policy.  The Mayor is to faithfully communicate the position of the Council majority in matters of policy.

D. Seating Arrangement for City Council.  The Mayor assumes the center chair on the dais and oversees the seating location of the other Councilmembers at all meetings of the Council, in council chambers or elsewhere.  The Mayor will, following each Council election of officers and at such other times as the Mayor deems it necessary, establish the seating arrangement of  the  Councilmembers.  The  Mayor  Pro   Tem   shall  always  be  seated  directly  next  to  the Mayor.

E. Signing Documents.  The Mayor, whenever available, shall sign all ordinances, resolutions and other documents that have been adopted and authorized by the City Council and require an  official  signature.  However,  the  City  Manager  or  another  City  official  may  sign  certain documents when so authorized by Council action and/or  the provisions  of the Victorville Municipal  Code.

F. Absence of Mayor. In the absence of the Mayor, the Mayor Pro Tem shall perform the duties of the Mayor, including acting as the Presiding Officer at meetings.  The Mayor Pro Tem is duty‐ bound to the Council as a whole and to Victorville, rather than to the Mayor. When both the Mayor and the Mayor Pro Tem are absent from any meeting of the Council, the City Clerk shall  call  the  Council  meeting  to  order,  whereupon  a  temporary  Presiding  Officer  shall  be appointed by the Councilmembers present to serve until the arrival of the Mayor or Mayor Pro Tem, or until adjournment, whichever comes first.

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G. Request to Allow City Clerk to Run Meeting. The Presiding Officer at any City Council meeting, be it the Mayor or Mayor Pro Tem as applicable, may request that the City Clerk run all or a portion of the meeting and assume the role of the Presiding Officer for such purpose.

H. New  Councilmember  Orientation.  The  Mayor  will  lead,  with  the  assistance  of  the  City Manager, new Councilmember orientations.

IV. ROLE AND DUTIES OF ALL COUNCILMEMBERS

A. Annual Review of Residency

Government  Code  Section  36502(a)  requires  Councilmembers  of  this  City  to  maintain  a  legal residence or domicile within the City of Victorville and rules regarding this are further discussed in Section 243 and 244 of the Government Code.  To properly ensure compliance, Councilmembers shall be required to certify with the City Clerk annually, their residency or domicile within the City of Victorville.  To be considered certified, each proof of residency as described below must contain the  house  number  (and  apartment  number  if  applicable)  and  street  name  of  the  residency  or domicile in an unredacted state.

Councilmembers are required to live in the District they represent and are required to live in the City of Victorville during their entire term in office. To ensure that the Councilmembers continue to live in the area they represent, each elected official must submit one of the following documents to the City Clerk during the first 31 calendar days of the year (January 1st to 31st) and within 30 days of any change in residency. Acceptable forms for proof of residency are as follows:

1. Home Ownership. Proof as follows:

(a) a copy of a title deed or grant deed, a mortgage payment billing statement verifying the address, or any other document that can  verify home ownership and residency of  the property, or
(b) evidence  of  a  homeowner's  property  tax  exemption  filed  with  the  County  of  San Bernardino Assessor for proof that the home is his or her primary residence. If the elected  official  does  not  have  a  tax  exemption  on  file,  he  or  she  must  submit  an affidavit  signed  by  the  elected  official  verifying  that  the  home  is  the  primary residence; or
(c) If the home ownership is in the name of a person other than the elected official, or in the  name of a legal entity, such as a trust, partnership or corporation, the elected official  must  submit  an  affidavit  signed  by  the  homeowner  or  authorized  legal representative of the entity verifying that the elected official is living in the home as his or her primary residence.

2. Rented or Leased Property. Proof as follows:

(a) If the residence is rented or leased by the elected official, the elected official will provide  proof  of  residency  by  submitting  a  signed  copy  of  a  current  and  legally enforceable lease or rental agreement that demonstrates the elected official resides at the specified address; or
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If the elected official does not have a tax exemption on file they must submit an affidavit signed by the elected official verifying that the home is their primary residence; or¶ ¶
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(b) If an elected official is living at a residence without a lease/rental agreement, the elected official must have the landlord or property owner sign an affidavit verifying, under penalty of perjury, the elected official's residency in the landlord or owner's property

3. Current Motor Vehicle Registration or California Driver’s License. Proof as follows:

(a) Motor  vehicle  registration  showing  it  is  registered  to  the  elected official  for  the residence claimed, or
(b) a  valid  California  driver's  license  showing  that  the  address  on  his  or  her  license matches the residence claimed.

If the residence address on either the driver's license or auto registration is in the process  of being changed,  the elected  official must provide a  document from the California Department of Motor Vehicles (Form DMC14) verifying the change is in fact in process. If the elected official  does not own an automobile  or does not have a California  driver's  license,  the  elected  official  must  submit  any  other  State‐of‐ California‐issued  identification  showing  that  the  address  on  the  identification document  is  consistent  with  the  address  shown  on  his  or  her  current  voter registration.

4. Current Utility Bill. Proof as follows:

(a) The  utility  bill  must  be  in  the  elected  member's  name  and  show  that  the  service address is within the Councilmember’s respective District.  In the event a utility bill has  yet  to  be  generated,  a  letter  from  an  authorized  representative  of  the  utility provider stating that an account has been opened in the elected official's name will suffice. If there is an agreement with a landlord or other legal entity, as verified by a rental contract or lease contract, that states the landlord or other legal entity will pay  the  utility  bill,  the  elected  official  must  submit  an  affidavit  signed  by  the landlord  or  other  legal entity's authorized representative, attesting to that fact.

5. Other  Documents. Proof as follows:

(a) School  records  or  any  official  document  issued  by  an  accredited  educational institution, sealed by the school, or

(b) current paycheck stub or personnel record issued by the elected official's employer, or

(c) current homeowner or renter insurance policy, or

(d)  current documents issued by any California court or a federal court that lists the name of the elected official and his or her residence address, or

(e) Original  record  issued  by  any  state  or  national  bank,  state  or  federal  savings association, trust company, industrial loan company, state or federal credit union, or any institution or entity that has issued a credit card.

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In addition to 5 (a‐e) above, the elected official must sign an affidavit attesting, under penalty of perjury, his or her current place of residence.

In the event a Councilmember moves to a new residence within the District after filing any previous affidavit, the elected official must confirm the new address within 30 days of moving by providing one of the documents listed in items 1 through 5 and an affidavit to the City Clerk.

Incumbent Councilmembers who have not relocated since the information required by this Section was last provided may comply with this Section by supplying a copy of a current driver's license or State‐of‐California‐issued identification card and an affidavit attesting, under penalty of perjury, that they have not relocated and that all previously submitted information  remains  true  and  correct.  The  City  Clerk  shall  confirm  that  the  residence address  on  the  incumbent’s  voter  registration  is  consistent  with  previous  documents submitted in order to demonstrate the residence address is within the boundaries of the District in which the Councilmember was elected or appointed to office.

Failure to provide any of the above‐required documents on or before January 31st of each year and/or within 30 days of moving to a new residence shall be referred to the City Council  for  further  action  and  could  result  in  his  or  her  office  becoming  vacant  in accordance with Government Code Section 36502, and the City  Council  could  take  an action to remove said Councilmember.

Government Code Section 36502(a) provides:

“A person is not eligible to hold office as councilmember …  unless he or she is at the time of assuming the office an elector of the city, and was a registered voter of the city at the time nomination papers are issued to the candidate.…  If, during his or her term of office, he or she moves his or her place of residence outside of the city limits or ceases to be an elector of the city, his or her office shall immediately become vacant.”

Alternatively, for non‐compliance with this Section, the Council may consider taking action to remove  the  Councilmember  from  committee  assignments  and  access  to  public  facilities outside  of  normal  working  hours  and/or  initiate  an  investigation  to  determine  the Councilmember’s place of residence.

In order to ensure compliance with these requirements, City staff shall provide an update as to compliance in February of each year as part of a February consent calendar item.

B. Advance Preparation for Meetings.

1. Prior Review of Agenda Materials.  Prior to attending Council and committee meetings, study  sessions  and/or  workshops,  Councilmembers  shall  read  or  otherwise  familiarize themselves with each agenda and supporting documentation for the items thereon.

2. Seek Prior Clarification of Agenda Materials.  In respect for everyone’s time and to help ensure that individual Councilmembers may be equipped to make informed decisions, do Deleted: Additionally
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his  or  her best work, and move meetings forward in a meaningful way, it is incumbent upon each Councilmember to promptly seek answers to questions he or she may have about  the  posted  agenda  items  and  agenda‐package  materials  for  the  immediately pending  meeting.  Toward  fulfilling  these  objectives,  Councilmembers  should  seek  the aforementioned  assistance  from  the  City  Manager,  City  Attorney,  City  Clerk,  or  such Senior Management as the City Manager may designate (e.g.,  Assistant  City  Manager, Deputy  City  Manager,  City  Engineer,  Public  Information  Officer,  City  Department Directors, or the Police Chief) as soon as possible after receipt of the agenda package and prior to the meeting to which the agenda package relates.

3. Avoid Unfair Surprise.  Councilmembers should advise the City Manager in advance of issues or questions they intend to bring up at a public meeting.  This refers to issues and questions  that  City  staff  would  not  normally  anticipate  or  have  researched  for  that particular meeting.

4. Report Possible Absences. Each Councilmember shall report immediately to the Mayor and City Clerk any likelihood of absence in order to ensure the most effective facilitation of City Council meetings.  To the extent any Councilmembers are absent or going to be absent for two or more consecutive regular council meetings, that Councilmember should seek the consent of the City Council to excuse such absence either prior to the absence, or immediately upon return, which consent shall require majority vote of the quorum.

5. Effect of Unexcused Absences. As provided in Government Code Section 36512(a) if a City Councilmember is absent without permission from all regular City Council meetings for sixty (60) days consecutively from the last regular Council meeting he or she attended, his  or  her  office  becomes  vacant  or  shall  be  filled  in  accordance  with  Section  IV  D hereinbelow.

C. Councilmember  Appointments  and  Assignments.  Following  nominations  by  individual Councilmembers, the City Council confirms by a majority vote of the entire membership its appointments  to  City  commissions,  boards,  and  standing  committees,  as  well  as  its appointments to the various boards, commissions, and committees of outside agencies on which Councilmembers serve as representatives of the City.  The nomination process for such appointments shall be  facilitated  by  the  Presiding  Officer  and follow the same nomination procedures as provided in Chapter 2, Section  II,  points  1‐7  of  this  Manual  relating  to  the nomination of the Mayor and Mayor Pro Tem.  See Chapter 9 as to the roles and duties of such  committee,  commission,  and  board  appointees,  and  additional  rules  relating  to nominations and the filling of vacancies. Chapter 9 also provides rules relating to the creation and purposes of Ad Hoc subcommittees composed of less than a quorum of the City Council.

D. Council Vacancies.  Whenever  a  vacancy occurs  in  the  office  of  City Councilmember,  the City Council will fill the vacancy  by appointment or special election in accordance with the procedures set forth in Government Code section 36512 or the provisions of any ordinance adopted by the City Council thereunder.  If a vacancy is to be filled by appointment, and in order  that the  Council may  select the candidate best suited to the position, the City  shall initiate an application and interview process which shall be robust, uniform, and free from the appearance of impropriety. Except for official communication with the City Manager’s office, which includes the City Clerk, all contact between Councilmembers and candidates Deleted: /
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regarding the appointment process and/or potential appointment is restricted to a formal interview process during a public meeting. Any candidate who violates this protocol may be excluded from appointment. An ad hoc subcommittee of less than a quorum of the Council shall develop the process for appointment, which is subject to Council approval.

E. Leadership, Goals, and Policy; Ex‐Officio Roles of the City Council.

1. Leadership, Goals, and Policy.  City Councilmembers are elected to provide leadership in setting goals and in formulating policies. The City Council is the focal point for identifying and interpreting the wishes of the citizens and translating these into specific programs.

Successful  goal  setting  and  policy  formulation  largely  depend  on  a  good  working relationship amongst the Council and between the Council and the administrative staff.

Under the City Manager’s direction, staff can provide assistance in analyzing the City’s needs, suggesting action programs, and calculating the costs of proposals. However, the Council has the final responsibility for establishing local policies and determining services and budget levels appropriate for the City.

2. Ex‐Officio  Roles.  The  City  Council  also  serves  as  the  Boards  for  the  Victorville  Water District  (“VWD”),  the  Southern  California  Logistics  Airport  Joint  Powers  Authority (“SCLAA”),  the  Library  Board  of  Trustees,  the  Successor  Agency  to  the  Victorville Redevelopment Agency, the Housing Assets Successor, and the Victorville Joint Powers Financing Authority (“JPFA”), with all meetings being held concurrently. References made in this Manual to the City Council also include the Council when acting in it its roles as the boards of the aforementioned entities.

F. Engaging  in  Legislative  and  Quasi‐Judicial  Decisions/Acts.  Almost  all  actions  or  decisions made by the City Council fall into one of two categories: legislative or quasi‐judicial.

1. Legislative.  These  actions/decisions  formulate  rules  to  be  applied  to  all  future  cases.

Examples include, but are not limited to: adoption and amendments to municipal codes, general plans, zoning codes, and personnel regulations.  These actions are generally taken by ordinance or resolution.

2. Quasi‐Judicial.  While  legislative  actions  establish  public  policy  and  rules  applicable  to groups of property or people, quasi‐judicial proceedings affect individual properties or parties.  Quasi‐judicial  proceedings  involve  the  application  of  established  standards  to individual facts to determine specific rights or to take specific actions under existing law.

3. Due Process.  The distinction between these two types of acts/decisions comes into play in  the  due  process  afforded  to  parties  (particularly  in  the  public  and  appeal  hearing context), as explained in more detail in Chapter 3, Section VI of this Manual.

G. Issuing Subpoenas.  Pursuant to Government Code section 37104, the City Council may issue subpoenas to require attendance of witnesses or production of books or other documents for evidence or testimony in any action or proceeding pending before the Council. The form of oaths administered by the City Clerk will be substantially in the following form:
<Name of affiant>
“I hereby declare or affirm under penalty of perjury that the testimony I am about to Deleted: ”), the Southern California Logistics Rail
Authority ("SCLRA
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give before the City Council is the truth.”
H. Compliance with Code of Ethics.  On July 7, 2009, the City Council adopted Resolution No. 09‐ 059  establishing  a  Code  of  Ethics  setting  forth  principles  and  standards  of  conduct  to  be observed by all Councilmembers.  Immediately upon adoption of this Manual by resolution of the City Council, Resolution No. 09‐059 shall be superseded in its entirety by the provisions of Section V, below.

I. Handling Concerns or Complaints from the Public and Staff.  Councilmembers shall function within their established roles when listening to concerns or complaints from the public and staff. While it is important to be available when issues arise, Councilmembers shall abide by uniform  procedures  to  ensure  matters  are  handled  expeditiously  and  everyone  is  treated respectfully  and  fairly.  Councilmembers  shall  remain  neutral  when  receiving  reports, conveying that they have no individual authority to resolve issues and further recognizing that only one side of the story is being heard. Councilmembers shall adhere to their policy role  pursuant  to  Chapter  2  of  this  Manual,  being  certain  not  to  interfere  with  the administrative functions of the City or the professional duties of City staff. The same level of care must be exercised when responding to emails as is described for personal interactions.

Councilmembers shall use the following procedures when handling concerns or complaints:

1. Receive ‐ Listen to what the person has to say without preparing a response.

2. Repeat ‐ Paraphrase or ask a question to clarify for understanding. Ask the person to identify those to whom s/he has spoken about the matter prior to contacting a Council member.

3. Request ‐ Ask what the person would like the Council member to do with the information and/or what is seen as a solution to the problem.

4. Review ‐ Indicate that the information will be shared with the City Manager in order that the City Manager or his or her designee may be able to provide a response or additional information as may be necessary.

V. CODE OF ETHICS FOR COUNCILMEMBERS

A. Intent and Purpose.  To assure public confidence in the integrity of local government and its effective and fair operation, this Code of Ethics provides a framework for day‐to‐day actions and decision‐making by Councilmembers and represents a commitment to uphold a standard of  integrity  beyond  that  required  by  law.  The  citizens  and  businesses  of  Victorville  are entitled to a fair, ethical, and accountable local government that has earned the public’s full confidence for integrity. To ensure the effective functioning of democratic government, the City Council requires each of the following:

1. Public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government.

2. Public officials be independent, impartial, and fair in their judgment and actions.

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3. Public office be used for the public good, not for personal gain.

4. Public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility.

B. Principles and Standards.  The principles and standards of ethical conduct for Victorville City Councilmembers are hereby established as set forth below.

1. Act in the Public Interest.  Recognizing that stewardship of the public interest must be their primary concern, Councilmembers will work for the common good of the people of Victorville and not for any private or personal interest, and they will assure fair and equal treatment  of  all  persons,  claims  and  transactions  coming  before  the  Victorville  City Council.

2. Comply  with  the  Law.  Councilmembers  shall  comply  with the  laws  of  the  nation, the State of California, and the City of Victorville in the performance of their public duties.

These laws include, but are not limited to: the United States and California Constitutions, the Victorville City Charter, the Victorville Municipal Code, laws pertaining to conflicts of interest,  election  campaigns,  financial  disclosures,  employer  responsibilities,  open government, and City ordinances and policies.

3. Councilmember  Conduct.  The  professional  and  personal  conduct  of  Councilmembers must be above reproach and avoid the appearance of impropriety.  While it is understood that Councilmembers enjoy First Amendment rights, they shall practice high standards of civility,  respect,  and  decorum  in  discussions  and  debate,  and  refrain  from  abusive conduct,  personal  charges,  or  verbal  attacks  upon  the  character  or  motives  of  other members of the Council, boards, commissions, staff, or the public.

4. Respect for Process.  Councilmembers shall perform their duties in accordance with the processes  and  rules  of  order  established  by  the  Council  governing  the  deliberation  of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Council by City staff.

5. Decisions Based on Merit.  Councilmembers shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations.

6. Conflict of Interest.  In order to assure their independence and impartiality in the City’s best interest, Councilmembers shall not use their official positions to influence decisions in which they have a conflict of interest.

7. Gifts and Favors.  Councilmembers shall follow the laws that apply to the acceptance of gifts or favors as a public official.

8. Use  of  Title.  Councilmembers  may  use  their  title  only  when  conducting  official  City business, for informational purposes, or as an indication of background and expertise.

Individual Councilmembers must be careful not to: 1) exceed or appear to exceed his or her authority, 2) use his or her position to influence others unduly or, 3) use his or her title to improperly gain leverage or preferential treatment.

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9. Confidential  Information.  Councilmembers  shall  respect  the  confidentiality  of information concerning the property, personnel, or affairs of the City. They shall neither disclose  confidential  information  without  proper  legal  authorization,  nor  use  such information to advance their personal, financial, or other private interests.

10. Use of Public Resources.  Councilmembers shall not use public resources, such as City staff time, equipment, supplies, or facilities, for private gain or personal purposes.

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11. Advocacy.  Councilmembers shall represent the official policies or positions of the Council to  the  best  of  their  ability  when  designated  as  delegates  for  this  purpose.  When presenting their individual opinions and positions, Councilmembers shall explicitly state they do not represent the opinion of the entire Council.

12. Positive Workplace Environment.  Councilmembers shall support the maintenance of a positive and constructive workplace environment for their employees, City employees, private  citizens,  and  businesses  dealing  with  the  City.  Councilmembers  shall  recognize their  role  in  individual  dealings  with  City  employees.  Councilmembers  shall  not  be immune to potential liability and/or legal proceedings by City employees when the rights of  such  employees  who  are  acting  within  the  scope  of  their  employment  have  been infringed upon or violated by Councilmembers.

13. Policy  Role  of  Councilmembers.  Councilmembers  shall  respect  and  adhere  to  the Council‐Manager  structure  of  Victorville  City  government.  In  this  structure,  the  City Council  determines  the  policies  of  the  City  with  the  advice,  information,  and  analysis provided by the public, boards, commissions, and City staff.  Councilmembers shall not interfere with the administrative functions of the City or the professional duties of City staff, nor shall they impair the ability of staff to implement Council policy decisions.

14. Enforcement.  Councilmembers have the primary responsibility to ensure that this Code of Ethics is followed so the public may have full confidence in the integrity of government.

Although this Code of Ethics and Conduct is intended to “be self‐enforcing” and will be most  effective  when  Councilmembers  are  thoroughly  familiar  with  and  embrace  its provisions,  City  Councilmembers  who  intentionally  and/or  repeatedly  do  not  follow proper  conduct  may  be  subject  to  disciplinary  sanction  (a  statement  or  resolution  of repudiation), formal censure, and/or punishment pursuant to Government Code Section 36813  as  set  forth  in  Chapter  10  of  this  Manual.  Any  punishment  meted  out  is  at  the discretion of the Council and may include removal of the Councilmember from committee assignments.

C. Norms and Protocols. The following norms were agreed to by each individual Councilmember present during the Governance Workshops of February 2020 and February 2021.  On March 28, 2023, during the Governance Workshop, Council revised said norms to the following:

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1) We conduct ourselves in a
professional manner during
meetings and beyond.

2) We respect open government
both in word and deed.

3) We expect civil, intelligent public
discourse.

4) We are efficient in our meetings.

5) We  treat  all  members  of  the
public with respect.

6) We  contribute  to  a  positive
workplace environment.

7) We  yield  ourselves  to  the
Council‐  Manager  form  of
government,  and  Council
members do not interfere with
the role of the City Manager or
any  professional  duties  of  City
staff.

8) We  keep  confidential  matters
confidential.
9) We  foster  a  good  working  relationship
between  Councilmembers  and  staff  to
promote good goal setting, policy making
and service delivery.

10) We understand that the Council acts as a
body, all members are equal, and policy
direction is only given by a majority vote
of the Council.

11) We  support  staff’s  obligation  to
implement  decisions  made  by  the
Council, even if  one  of us doesn’t agree
with the Council’s decision.

12) We  are  prepared  for  Council  meetings
and ask our questions of staff in advance
so  we  can  avoid  surprising  staff  at  the
meetings.  We  know  this  is  good
teamwork.

13) We act with high integrity in all matters
and comply with our code of ethics.  Deleted: follow
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CHAPTER 3 - COUNCIL MEETINGS
I. REGULAR  MEETINGS

A. Time and Place.  As set forth in Section 2.20.040 of the Victorville Municipal Code, regular meetings of the City Council are held the first and third Tuesdays of each month at 5:00 p.m. (Closed  Session)  and  6:00  p.m.  (Regular  Session)  in  the  City  Council  Chambers  located  at 14343  Civic  Drive,  Victorville,  California.  City  Hall  will  be  open  and  accessible  to Councilmembers during regular City business hours and at such times as regular and special meetings of the City Council are being held. Regular City business hours are: Monday through Thursday 7:30 a.m. to 5:30 p.m. and Friday 7:30 a.m. to 4:30 p.m.

B. Compliance with Ralph M. Brown Act.  To ensure that the deliberations and actions of the City Council are conducted openly and to ensure meaningful public participation, all meetings of  the  of  the  City Council  shall  be held  in  compliance  with  the provisions  of  the Ralph  M.

Brown Act, Government Code Section 54950 et seq. (the “Brown Act”).

II. SPECIAL   MEETINGS   AND   EMERGENCY   MEETINGS

A. How Called and Held.  Special  meetings  and  emergency meetings  of  the  City  Council  may be  called  by  the  Mayor  or  majority  of  the  City  Council  and  held  from  time  to  time consistent  with  and  pursuant  to  the  procedures  set  forth  in  the  Brown  Act.  Any  special meeting called pursuant to this section shall not be scheduled unless a majority of the City Council has confirmed their availability.

B. Accommodate the Public.  To be respectful of the public, unfinished business in any special meeting held immediately prior to a regularly‐scheduled meeting should be suspended until the regular meeting is adjourned.

III. CONSIDERATION OF NEW BUSINESS/CANCELLATION OF MEETINGS

A. Consideration of New Business.  No new item of Council business as posted in the Written Communications portion of the meeting agenda (See Sections V.B and VI.F of this Chapter) shall be considered after 10:00 p.m. unless approved by a majority vote by the Council. New business not taken up by the Council shall be carried over to the next regular City Council meeting, or the meeting may be adjourned to a date specific at Council’s direction.

B. Cancellation of Meetings.  Any regular or special meeting of the Council may be cancelled in advance by a majority vote of the Council during a prior meeting of the Council.  The Mayor may  cancel  a  meeting  in  the  case  of  an  emergency  or  when  a  majority  of  members  have advised the City Clerk of their unavailability to attend a meeting. The City Manager may cancel a meeting when he or she determines there is no business to be conducted at the meeting.

Appropriate notices will be provided. Solely for the purpose of confirming unavailability of members  prior  to  cancelling  a  meeting,  the  City  Clerk  may  poll  the  members  of  the  City Council  provided  that  the  City  Clerk  does  not  communicate  to  any  Councilmember  the Deleted: /
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responses of any other Councilmembers polled.  Written notice of cancellation shall be given to each Councilmember and further shall be posted and distributed to the same parties and in the same manner as the agenda for regular meetings.

IV. MEETING MINUTES

A. Action Minutes. The City Council will use action minutes, which, at the discretion of the City Clerk, will contain either very little, if any, narrative content or a light summary to record their proceedings both during Open Session and Closed Session discussions.  Action minutes will include  final  motions  and  will  note  for  the  record  how  each  Councilmember  voted.  The minutes  will  also  reflect  the  names  of  public  speakers,  if  stated,  and  may  contain  brief summaries of the nature of comments, and in public hearings whether they spoke in support or opposition of the agenda item at issue. The City Clerk will have exclusive responsibility for preparation of the minutes, and any corrections to the minutes will be made by majority vote of the City Council.

B. Reading Not Required.  Unless the reading of the minutes of a Council meeting is ordered by a majority vote of the Council, the minutes may be approved without a reading if the City Clerk has previously furnished the draft minutes in the City Council agenda packet.

C. Draft Minutes.  Draft minutes of meetings are generally submitted to the Council for approval with the agenda packet. Any Councilmember who was absent from the prior meeting may participate and vote on the approval of the minutes and need not abstain on the approval of the minutes for that meeting.

D. Recordings.  Recordings of all regular and special meeting proceedings are maintained by the City Clerk for a period of 2 years or as provided for in the City’s currently‐adopted records‐ retention schedule. Closed Session discussions shall not be recorded unless mandated by a court of competent jurisdiction.  The City Clerk shall take action minutes of all Closed Session items.

V. CONDUCT OF BUSINESS

A. Generally.  The order of business for a Council Meeting is generally shown on the agenda in the order set forth in Section B, below, but may be modified, when necessary, on a case‐by‐ case basis by the Mayor on his or her own prerogative or by the City Manager.

B. General Order of Agenda Items of Business for Council Meetings.

1. Closed Session
• Call to Order/Roll Call
 Public Comment on Closed Session Items
 Declaration of Closed Session Items by City Attorney
 Recess to Closed Session
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 Adjourn Closed Session
 Return to Open Session
 Closed Session Announcements by City Attorney

2. Regular Session
 Call to Order/Roll Call
 Closed Session Announcements by City Attorney (to the extent not made immediately following Closed Session as noted above)
 Invocation/Pledge of Allegiance
 Proclamations/Special Presentations
 City Clerk Presents Agenda/Revisions to Agenda to the City Council  Conflict of Interest Declaration(s)
 Public Comments on any agenda item, except for public hearing items, as well as on topics of interest to the public that are within the subject matter jurisdiction of the City Council

A. Appeal Hearings
B. Public Hearings
C. Consent Calendar
D. Written Communications
E. City  Manager  Reports/Possible  Upcoming  Agenda  Items/Reports  from  Council Members

3. Adjourn

C. Public  Interest.  The  public  interest  shall  be  taken  into  consideration  when  the  order  of business  on  the  agenda  is  modified.  When  feasible,  topics  anticipated  to  be  of  greatest interest to the public will be placed at the beginning of the agenda.

VI. DESCRIPTION/EXPLANATION OF PURPOSE OF CERTAIN AGENDA ITEMS

A. Closed  Session.  The  City  Council  may  hold  closed  sessions  during  any  regular  or  special meeting, or any  time  otherwise  authorized by law, to consider or  hear  any matter  that  is authorized  by  State  law.  The  City  Council  shall  exclude  from  any  such  closed  session  any person or persons who it is authorized by State law to exclude from such closed sessions. The general subject matter for consideration shall be shown in the agenda posted for such session pursuant to the procedures set forth in the Brown Act.  The City Attorney declares the items on the Closed Session Agenda and makes reports following Closed Sessions in accordance with the Brown Act.

B. Public Comment Periods.  Depending on the meeting, these periods are provided at the start of the Closed and Regular Sessions and prior to Council’s consideration of agenda items to satisfy the requirements of the Brown Act.  These periods provide the ability for members of the public to address the Council on items appearing on the agenda or on other matters of interest within the jurisdiction of the City Council that do not appear on the agenda.

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1. Restrictions. Public Comment Periods should not be utilized by Councilmembers to the extent said use impinges upon and/or diminishes the time allotted for other members of the  public  to  speak,  unless  a  Councilmember  has  recused  himself  or  herself  from participating in a decision of the Council on a particular agenda item for a financial or other conflict of interest and further is exercising a right to speak as a member of the public regarding an applicable personal interest under the conditions specified in sections 18707(a)(3)(C)  and  18704(d)(2)  of  the  regulations  of  the  Fair  Political  Practices Commission (“FPPC”).

2. Reasonable Time, Place, and Manner Limitations.  Time and other reasonable limitations may be placed on these comment periods as more particularly described in Chapter 5, Section III of this Manual.

C. Appeal  Hearings.  Certain  decisions  made  by  the  City’s  Planning  Commission,  the  City Manager, Senior Management, department heads, and/or hearing officers (as specified in the City’s  Municipal  Code  or  other  applicable  law)  can  be  appealed  to  the  City  Council.  Such decisions usually involve quasi‐judicial matters, e.g., granting or denying of permits/licenses or other entitlements.

1. Quasi‐Judicial Decisions.  If a quasi‐judicial appeal is at issue, the City Council must follow stricter procedural requirements similar to those used in a court. (“Quasi‐judicial” means court‐like.)  Fair  hearings  and  impartial  decision‐makers  are  required.  Quasi‐judicial hearings must be conducted in accordance with the principles of due process. When the City  Council  is  acting  as  the  decision‐making  body  in  quasi‐judicial  hearings, Councilmembers  must  refrain  from  testifying  as  members  of  the  public,  as  such participation  absent  a  recusal  from  the  decision  could  impair  due  process  and  create conflicts of interest.

2. Other  Public  Hearings.  Public  hearings  held  prior  to  adoption  of  ordinances  or  other legislative/policy matters can follow less strict standards.

D. Public Hearings. In general, a public hearing is an open consideration within a regular meeting of the City Council, for which special notice has been given and may be required.  During a specified portion of the hearing, residents or concerned members of the public are invited to present protests or offer support for the matter under consideration, subject to reasonable time and other limitations.

1. Held When Required.  Public hearings may be required on certain items as prescribed by the  Victorville  Municipal  Code  and/or  state  and  federal  law.  Some  examples  of  when public hearings are generally required include: zoning changes, some annexations, weed abatement items, introduction and first reading of ordinances, and increases of City fees and charges for utilities and other services.

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2. Cancellations and Continuances of Hearings Set by Council.  Public hearings set by the City Council may be cancelled by a majority vote of the City Council or at the request of the City Manager or City Attorney for good cause.  If needed, cancelled public hearings shall be re‐noticed in accordance with applicable law.  The City Council may also open a public hearing at a meeting, take testimony, leave such hearing open, and continue it to a date  certain without re‐noticing, upon a majority vote of the City  Council, or by the Mayor at the request of the City Manager or City Attorney for good cause.

3. Rules  for  Continuances for Proponents of Projects and/or Appellants.  Proponents of Projects for which a public hearing is required and Appellants who have an appeal hearing scheduled before the City Council shall be granted one continuance of that hearing under the following conditions:

(a) Requests for continuances of public hearings and appeal hearings shall be submitted by the proponent/appellant in writing to the City Clerk by no later than the close of business on the date of the Council meeting at which the matter is scheduled to be heard.

(b) The written request shall specify: (1) the reason for the request for continuance, and (2) the Council meeting date on which the proponent/appellant desires the matter to be heard.

(c) The City Council reserves the right to continue the public hearing or appeal hearing to a date and time that is least likely to impact the conduct of regularly agendized City business.

(d) If the proponent/appellant is unable to attend the meeting at which the matter will be heard, the proponent/appellant should designate a representative to appear on his or her behalf.

(e) No  further  continuances  shall  be  granted  unless,  in  its  discretion,  the  City  Council determines  by  majority  vote  that  it  is  necessary  to  do  so  after  considering  the testimony and findings presented at the hearing.

4. General Public Hearing Procedure.  Public hearings shall generally be conducted as follows:

(a) Staff presents its report, either by way of a written staff report or by in‐person oral presentation.

(b) Councilmembers may ask questions of staff, subject to the time limitations set forth in Chapter 5, Section II.D of this Manual.

(c) The Presiding Officer opens the public hearing.

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(d) Members of the public may present their comments, subject to time limits established by the Presiding Officer and/or this Manual.

(e) The Presiding Officer closes the public hearing after everyone wishing to speak has had the opportunity to do so.

(f) Council deliberates and takes action.

5. General  Quasi‐Judicial  Public  Hearing  Procedure  (Land  Use  Matters  and  Appeal Hearings). If a public hearing involves a quasi‐judicial matter, the provisions of Section VI.C.1 of this Chapter and other due process procedural safeguards will apply.  Although the  City  Attorney  shall  advise  the  Council  in  this  regard,  such  public  hearings  shall generally be conducted as follows:

(a) Councilmembers  must  state  for  the  public  record  the  nature  of  any  ex  parte communication  or  information  obtained  outside  the  Council  Chambers,  such  as discussions with individuals, field trips, and views of the premises. Councilmembers must disclose with whom the ex parte communication was made and briefly state the substance of the communication.

An  ex  parte  communication  is  defined  as  a  communication  made  with  a Councilmember outside a Council meeting with any person except the City Attorney concerning a quasi‐judicial proceeding to be heard by the City Council.

(b)  Staff presents its report, either by way of a written staff report or by in‐person oral presentation.

(c) Councilmembers may ask questions of staff, subject to the time limitations set forth in Chapter 5, Section II.D of this Manual.

(d) The Presiding Officer opens the hearing.

(e) The  applicant  and/or  appellant  have  the  opportunity  to  present  comments, testimony, or arguments. Each applicant or appellant will be allotted five (5) minutes to present his or her case unless additional time is granted by a majority vote of the Council.  In the case of an appeal when the appellant is different from the applicant, the  appellant  should  be  called  up  first  to  provide  comments  or  testimony.  If  the applicant and appellant are different persons, the applicant and appellant should each be given equal time to present his or her views.

(f) Members of the public may present their comments, subject to time limits established by the Presiding Officer and/or this Manual.

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(5) minutes to present his or her rebuttal case unless additional time is granted by a majority vote of the Council. If the applicant and appellant are different persons, the applicant and appellant should each be given equal time to present his or her views.

(h) The Presiding Officer closes the hearing after everyone wishing to speak has had the opportunity to do so.

(i) Council deliberates and takes action.

E. Consent Calendar.  Items on this portion of the agenda include matters considered to be of a routine, administrative, or non‐controversial nature, such as approval of the minutes for a prior meeting(s), approval of the register of demands, and second readings of ordinances.

Any discussion shall be limited in nature, and those items so listed shall be approved and adopted by one motion of the Council and a roll call vote.

1. Clarification  or  Comment.  Councilmembers  may  comment  very  briefly  on  Consent Calendar items or  ask  for  minor  clarifications  of  the  staff  report  without  the  need  for pulling  the  item  for  separate  consideration.  To  do  so,  Councilmembers  must  gain  the Presiding Officer’s recognition immediately after the Consent Calendar is announced and before  a  vote  is  invited.  The  Presiding  Officer  may,  at  his  or  her  discretion,  ask Councilmembers for any comments or questions. The opportunity to comment and ask for quick clarification shall not to be used in lieu of advance preparation for the meeting.

2. Pulling  Consent  Calendar  Items.  Only  those  items  that  require  detailed  deliberation should be pulled for separate consideration by Councilmembers.  This must be done by making a request immediately after the Consent Calendar is announced by the Presiding Officer.  If a request is made, it shall serve as a motion to remove an item or items and must be seconded before a vote of the Council may be taken.  If the motion to remove receives a majority vote, said item(s) shall be removed from the Consent Calendar and added  as  the  final  item(s)  for  Council’s  consideration  in  the  Written  Communications portion of agenda. If a motion to remove an item or items is not seconded, the motion to remove shall fail and the Council may proceed with voting on the Consent Calendar in the manner set forth in Section VI.E, above.

3. “No” Vote without Pulling Item.  It is acceptable to register a “no” vote on an item on the Consent Calendar without pulling the item for separate consideration.  In that case and before the Presiding Officer or City Clerk calls for the vote, the Councilmember would state that he or she wishes to vote “no” on the item.  After the vote, the City Clerk will announce  the  outcome  as:  “Motion  carries  unanimously  with  the  exception  of Councilmember A voting ‘no’ on item x.”

F. Written Communications.  Items on this portion of the agenda are each discussed/debated and voted on separately.

G. Reports  from  City  Manager.  The  City  Manager  provides  brief  general  announcements  of current  events  and  matters  of  interest  to  Council  and  the  public.  In  accordance  with  the Brown Act, no substantive discussion of specific matters is permitted.

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H. Discussion  and  Possible  Action  Regarding  Items  for  the  Upcoming  Agenda.  At  this  time, Councilmembers may make motions to place items on an upcoming agenda.  The procedural requirements applicable to this item are in Chapter 4, Section III.

I. Reports from Councilmembers.  This portion of the agenda provides Councilmembers the opportunity to briefly comment on City events or projects germane to the business of the City. Councilmembers may also make oral reports on meetings and events attended at the City’s  expense.  In  accordance  with  the  Brown  Act,  no  substantive  discussion  of  specific matters  is  permitted.  Reports  from  Councilmembers  are  limited  to  three  (3)  minutes  per Councilmember, and that time cannot be used to reargue failed motions.  The City Clerk has the  responsibility  to  assist  Councilmembers  with  time  limits  by  signaling  when  the Councilmember is nearing his or her three‐minute speaking limit.  Deleted: / Chapter 4
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CHAPTER 4 - AGENDA
I. GENERAL PURPOSE OF THE AGENDA RULES

A. General.  The following rules relating to the agenda for City Council meetings are based on the  premise  that  it  is  in  the  interest  of  good  government  that  the  City  Council  be  fully informed on all matters upon which it is called to act.  The City Council relies upon City staff to perform research, review potential courses of action, furnish technical information, and recommend solutions to various problems of City Government and recognizes that proper, thorough research and investigation requires time to ensure that the City Council has sound background information before it takes action.

B. Council Preparation.  To foster the orderly, effective, and efficient conduct of meetings and ensure the necessary business of the City is transacted, each Councilmember has a duty to review and be familiar with the agenda materials in advance of each meeting. (See Chapter 2, Section IV.A of this Manual.)

II. AGENDA PREPARATION

A. In General. Agendas for regular and special meetings are prepared and posted by the City Clerk in accordance with provisions of the Brown Act, this Chapter, and all other applicable rules and laws.  The content of each agenda is overseen by the City Manager in consultation with the City Clerk (and the City Attorney as necessary) concerning the sequence of agenda items and other procedural matters.

B. Agenda Item Submission Schedule.  Pursuant to a schedule established from time to time by the City Clerk in consultation with the City Manager, draft agenda items are submitted to the City Clerk’s office prior to each meeting.  A draft agenda document is prepared by the City Clerk and is provided to the City Manager and staff each Tuesday of the week prior to the regularly‐scheduled City Council meeting.  A copy of the draft agenda is then reviewed by the City Manager, City Attorney, City Clerk, and Senior Management the following Wednesday morning during its standing meeting.

C. City  Manager  Review.  The  City  Manager  reviews  and  approves  all  items  for  each  Council agenda.  The final agenda items, including staff reports and attachments, are then submitted to the City Clerk, compiled into the final Agenda packet, and distributed to the Council on the Thursday preceding each regularly‐scheduled meeting.  The agenda packet is simultaneously made available to the public and posted on the City’s website by the City Clerk in accordance with the Brown Act.  Once the agenda packet has been delivered to the City Council, items may  be  added  to  that  agenda  by  the  City  Manager  or  the  City  Attorney  when  necessary, provided  a  supplemental  or  revised  agenda  is  prepared  and  posted  by  the  City  Clerk  in compliance with the Brown Act. In addition, the City Council may take action on items not appearing on the agenda, which are commonly referred to as emergency or urgency items, provided doing so complies with the provisions of Government Code section 54954.2(b).

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D. Minimum Requirements.  The agenda specifies the time and location of the meeting and a brief general description of each item of business to be transacted or discussed, including items  to  be  discussed  in  Closed  Session,  if  any.  Each  agenda  item  description  includes  a recommendation to the City Council of the action to be taken.

III. AGENDA ITEM SUBMISSION

A. Placing Items on the Agenda.  As provided in sections B, C, and D, below, persons who may place  matters  on  the  agenda  are  City  Councilmembers;  the  City  Manager  or  his  or  her designated  Senior  Management  staff;  and  the  City  Attorney.  The  City  Council  may  also consider a request from a member of the public to place an item on a future agenda.

B. Councilmember Agenda Requests. To place an item on a future agenda, any Councilmember, including the Mayor, may make a motion or a request to do so during the “Discussion and Possible  Action  Regarding  Items  for  the  Upcoming  City  Council  Agenda”  portion  of  the agenda.  In  addition,  a  Councilmember,  including  the  Mayor,  may  at  any  time  during  a meeting make a request or motion to place an item on a future agenda, if the item proposed for future consideration arises in direct relation to an item being discussed.  Any request(s) made by a Councilmember shall be done with a simple contextualization and shall not exceed three (3) minutes unless there is an agreement by a majority vote of the Council to extend the time. No substantive discussion on the subject of the motion or request may occur except to explain the general nature of the item and the issue of timing for its placement on a future agenda. Limited questions may be asked for clarification or to help Councilmembers ascertain whether the motion or request is timely.

1. Second and Majority Vote Required. If the motion or request to place an item on a future agenda is seconded and approved by a majority vote of those Councilmembers present, the proposed item will be placed on a future agenda. If there is no second, the motion dies and may not be proposed again at future meetings without the requisite suspension of rules for reconsideration.

2. Timing Direction. If the motion provides specific direction regarding timing, the approved item together with a staff report will be placed on a future agenda consistent with that direction. If the motion is silent regarding timing, appropriate City staff will be directed to prepare a staff report, and the approved item will be placed on a future agenda at the earliest suitable time, as determined by the City Manager and the Mayor.

Alterations  to  the  General  Order  of  Agenda  Items.  Certain  categories  of  items  of business are required by statute to be on every agenda or are necessary to appropriately conduct the business of the City Council in accordance with its adopted Rules of Discussion and  Debate  and  parliamentary  procedure  (See  Chapter  5).  Therefore,  recurring categories of items of business such as:  Roll Call/Call to Order,  Public Comment Periods, Closed  Session  Declarations  and  Announcements,  Consent  Calendar,  Public  Hearings,  Appeal Hearings,  Written  Communications,  and  Council  Reports  may  not  be  altered  without  advance review or advice of the City Attorney.

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3. Requests for Recurring Agenda Items.  Requests by Councilmembers to add the same agenda  item  to  every  subsequent  agenda  are  not  permitted  unless  approved  by  a majority vote of the Council.

C. City Manager and City Attorney.  When so directed by a majority vote of the City Council or upon his or her own initiative when circumstances warrant, the City Manager and the City Attorney may place items on the agenda.

D. Agenda  Requests  by  Members  of  the  Public.  Upon  agreement  of  a  majority  of  the  City Council,  the  City  Council  will  determine  whether  to  place  on  a  future  agenda  an  item requested by the public.  A member of the public may request placement of an item on the agenda for Council consideration in the following ways:

1. A member of the public may write a letter to the City Council.

2. A member of the public may speak during the Public Comment period at a City Council meeting.

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CHAPTER 5 - MEETING RULES OF CONDUCT AND DECORUM

I. PARLIAMENTARY RULES AND GENERAL AGENDA ITEM PROCESS

A. Rosenberg’s  Rules.  Except  as  otherwise  provided  in  this  Manual,  the  proceedings  of  the Council at meetings  shall be generally guided by the latest revised edition of Rosenberg’s Rules  of  Order  (“Rosenberg’s  Rules”).  However,  no  ordinance,  resolution,  proceeding,  or other action of the City Council shall be invalidated, or the legality thereof otherwise affected, by the failure or omission to observe or follow said rules.  In the event of a conflict or ambiguity between Rosenberg’s Rules and the rules set forth in this Chapter, the rules in this Chapter shall prevail over Rosenberg’s Rules.

B. General Process for Handling Agenda Items.  The following process is the normal order of business for agenda items, except for public hearings, which are discussed in more detail in Section VI of Chapter 3.

1. The Presiding Officer announces the current agenda item.  Note: to the extent members of the public wish to provide comments on an agenda item, such comments should be offered during the general public comment period at the beginning of the meeting.  Such comments  may  be  taken  into  consideration  by  Councilmembers  when  discussing  the particular agenda item.

2. The City Manager or his or her designee and/or the Submitter/Requester of the agenda item briefly introduces the item.

3. Staff presents its report (as needed), either by way of a written staff report or by an in‐ person oral presentation.

4. Councilmembers may ask questions of the City Manager and/or such City staff as the City Manager may designate, although Councilmembers are encouraged to seek clarification by asking or providing such questions prior to the meeting.  Councilmember questions on an item may not exceed two (2) minutes unless an extension of time is granted by the Presiding Officer. Extensions granted may be appealed or overruled by a majority vote of the Council.

5. The Presiding Officer invites a motion.

6. Following a valid motion and second, the Council discusses, deliberates, and takes action as described in this Chapter.

7. An affirmative vote of the Council carries the motion, as described herein.

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II. RULES OF DISCUSSION AND DEBATE

A. Civil Discourse Among Councilmembers. The Victorville City Council believes that a respectful and  professional  environment  is  essential  for  both  effective  governance  and  the  City's success  as  a  whole.  Therefore,  all  Councilmembers  are  expected  to  engage  in  civil  and respectful  discourse,  both  within  meetings  and  beyond.  This  includes  avoiding  personal attacks, derogatory remarks, and unsupportive gestures and sounds, along with refraining from insults and inflammatory language. Instead, Councilmembers should prioritize reasoned debate, presenting viewpoints logically and respectfully, acknowledging differing opinions, and collaborating to find solutions that best serve the Victorville community. Councilmember conduct should foster confidence in their leadership and ability to work together effectively.

B. Presiding Officer Responsibilities.

In addition to the role and duties of the Mayor described in Chapter 2 of this Policy Manual, the  Chair  (Presiding  Officer)  has  additional  duties  during  Council  meetings.  They  are  as follows:

1. Fairness and Courtesy. The Chair will be respectful and fair in all rulings.

2. Maintaining Order and Decorum.
(a) Prevent the misuse of motions.
(b) Prevent repeated motions intended to delay progress. (c) Rule disruptive motions “out of order.”
(d) Stop actions and unprofessional conduct that hinder council business.

3. Presumption  of  Good  Faith.  When  a  Councilmember  makes  a  motion,  the  Chair  will assume it's done with good intentions.

4. Participation in Discussions. Like other Councilmembers, the Chair may propose motions, second them, participate in debates, and vote.

5. Managing Communication with the Audience. The Chair is the primary point of contact with the audience. Other Councilmembers may only address the audience with the Chair's permission.

6. Adjournment.  The  Chair  may  declare  the  meeting  adjourned  without  a  vote  if  no Councilmember  objects.  (Special  rules  apply  for  adjournment  if  the  meeting  is  being disrupted. See Chapter 5, Enforcement of Decorum.)
C. Protocols for Speaking.

1. Councilmembers must address the Presiding Officer to gain permission to speak.

2. They must stay on topic while speaking, confining themselves to the subject matter, item, or motion being currently considered by the Council.

3. They must engage in civil discourse as described above.

D. Questions to Staff.

1. Councilmembers must be recognized by the Chairperson to ask staff questions.

Deleted: <#>Discussion Procedure. While discussing
any question under consideration by the Council, it
shall be the duty of the members thereof to remain
seated and address their remarks to the Presiding
Officer and their fellow members. Any remarks or
orders to the audience shall be addressed by the
Presiding Officer, or with his/her permission, by
members of the Council.¶
¶
Presiding Officer. The Presiding Officer shall have the authority to prevent the misuse of the legitimate form
of motions, the abuse of privilege of renewing certain
motions, or the obstruction of the business of the City Council. The Presiding Officer may preserve orderly
business by ruling such motions out of order. In so
ruling, the Presiding Officer shall be courteous and fair and shall presume that the moving party is making the
motion in good faith. The Presiding Officer may move,
second, debate, and vote from the chair. The Presiding
Officer may also adjourn a meeting by a simple
declaration thereof in the absence of a protest by any
Councilmember.¶
¶
Councilmembers to Address Presiding Officer. Every
Councilmember desiring to speak shall first address
the chair, gain recognition by the Presiding Officer, and confine himself/herself to the subject matter, item, or motion being currently considered by the Council,
avoiding personalities and crude language.¶
¶
Questions to Staff. Every Councilmember desiring to
ask questions of city staff shall, after recognition by the Presiding Officer, address his/her question to the
City Attorney or the City Manager, who shall be
entitled either to answer the inquiry himself/herself or designate a member of the staff for that purpose. On
the assumption that Councilmembers have already
sought clarification of agenda materials in advance of
the meeting pursuant to Chapter 2, Section IV. A of
this Manual, Councilmember questions to City staff
shall be subject to a two‐ minute time limit per agenda item, not including the time taken for staff
response(s). Statements masquerading as questions
may be ruled out of order by the Presiding Officer.¶
¶
Germane Comments/Time Limit for Council.

Councilmembers shall limit their comments to the
subject matter, item, or motion being currently
considered by the Council. A determination of
relevance shall be made by the Presiding Officer but
may be appealed to the full Council. Councilmembers
shall govern themselves as to the length of their
comments but generally shall not exceed a total of five (5) minutes per agenda item (not including the two‐
minute period for Questions to Staff referenced in
Section D, above), unless additional time is approved
by a majority vote of the Council. The Presiding Officer or the City Clerk, as may be designated by the
Presiding Officer, has the responsibility to assist
Councilmembers by signaling when the
Councilmember has spoken for five (5) minutes. The ... [1] Chapter 5
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2. Questions  shall  be  directed  to  the  City  Manager  or  City  Attorney,  who  will  answer  or delegate.

3. Assuming prior review of materials, questions asked shall be for clarification of the staff report and/or other presentation, must be limited to the central purpose of the agenda item, and shall have a two‐minute limit per agenda item, excluding staff responses, unless extended by the Presiding Officer. Should the Presiding Officer wish additional time for himself or herself, it is appropriate to seek a majority vote.

4. Statements disguised as questions may be rejected by the Chairperson.

E. Councilmember Comments.

1. Comments must stay relevant to the motion on the floor.

2. The Chairperson decides relevance, but this can be appealed to the entire Council.

3. Councilmembers should limit comments to three (3) minutes per agenda item (excluding the 2‐minute question period) unless extended by majority vote.

4. The Chairperson or Clerk will signal when a Councilmember nears the three‐minute limit.

5. Extensions require a majority vote.

6. No Councilmember may speak again on an item until everyone else who wants to speak has spoken once.

F. Interruptions.  A Councilmember, once recognized, shall not be interrupted when speaking unless: 1) called to order by the Presiding Officer, 2) a point of order or point of privilege is raised by another Councilmember, 3) the speaker chooses to yield to a question by another Councilmember, or (4) for such other reasons as set forth in Rosenberg’s Rules or this Manual, including,  but  not  limited  to,  a  Councilmember’s  right  to  call  the  question  in  order  to terminate debate.  If a Councilmember while speaking is called to order, he or she shall cease speaking  until  the  question  of  order  is  determined.  If  interpreted  to  be  in  order,  the Councilmember may proceed. Members of the City staff, after recognition by the Presiding Officer, shall hold the floor until completion of their remarks or until recognition is withdrawn by the Presiding Officer.

G. Point  of  Order.  When  a  Councilmember  believes  a  breach  of  the  Council’s  parliamentary procedural rules is occurring, he or she may raise a Point of Order to call upon the Presiding Officer to make a determination and enforce the rules of the Council.  The Point of Order shall be ruled upon by the Presiding Officer, subject to the right of any Councilmember to appeal the  ruling  to  the  City  Council  through  a  valid  motion.  If  a  motion  to  appeal  the  ruling  is seconded, the question shall be, "Shall the decision of the Presiding Officer be sustained?"  A majority vote shall conclusively determine the question of order. The motion is debatable, and the Presiding Officer may participate in the debate.

H. Point of Privilege. Any Councilmember can raise a Point of General or Personal Privilege.

3. Point of General Privilege.  Appropriate points of general privilege relate to anything that would interfere with the normal comfort of the meeting, such as the temperature of the room or a malfunctioning microphone.  If raised, the Presiding Officer would then ask the interrupter to “state your point.”

4. Point of Personal Privilege.  The right of a Councilmember to address the council on a Deleted: /
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question  of  personal  privilege  shall  be  limited  to  cases  in  which  his  or  her  integrity, character, or motives are questioned or where the welfare of the council is concerned. A Councilmember  raising  a  point  of  personal  privilege  may  interrupt  another Councilmember who has the floor only if the Presiding Officer recognizes the privilege.

I. Move or Call the Question.  Any Councilmember may move or call the question as a first step to suspend further debate and immediately bring the motion/question to a vote. The calling of the question shall not be made in a manner that prevents any Councilmember from voicing an opinion or providing brief, concise, and relevant information with respect to the item being considered.  Should  any  member  wish  to  further  comment,  the  calling  of  the  question becomes a formal motion, requiring a second and a two‐thirds (2/3) vote of those present and voting to pass. The motion is not debatable.  If the motion to Move or Call the Question passes, a vote on the motion/question on the floor is taken. If the motion to Move or Call the Question fails, discussion on the motion/question on the floor continues.

J. Motion to Reconsider.  A motion to reconsider may be made only by a member who voted in the majority on the original motion.  Such a motion may only be made at the same meeting as  the  original  item,  and  then  only  to  correct  inadvertent  errors  or  to  consider  new information not available at the time of the vote.  If the motion to reconsider passes, then the original matter is back before the Council, and the matter may be discussed and debated as if it were on the floor for the first time.  After the reconsideration of the item has been acted upon, no other motion for reconsideration thereof will be made without the unanimous consent of the Councilmembers present.  Matters that are quasi‐ judicial in nature or matters that require a noticed public hearing cannot be reconsidered.

K. Failed  Motions.  Except  in  the  case  of  Tie  Votes  described  in  Subsection  R,  below,  failed motions shall not be brought up at a subsequent meeting unless the Council suspends the rules  as  provided  for  in  Section  II.M,  below.  However,  the  effect  of  such  action  will  not operate to adversely affect individual rights that may have been vested in the interim without notice and an opportunity to be heard having been given to the affected party or parties.

L. Request  for  Synopsis  of  Debate  in  Minutes.  A  Councilmember  may  request  through the Presiding Officer the privilege of having an abstract of his or her statements on any subject under consideration by the council entered into the minutes. If the council consents thereto, such statements shall be entered into the minutes.

M. Suspend the Rules.  Any of the rules related to parliamentary procedures in this Manual (to the  extent  not  governed  by  State  law,  such  as  Government  Code  section  36936,  the provisions of the Political Reform Act, or the FPPC conflicts of interest regulations) may be suspended by a two‐thirds (2/3) majority vote.  Such suspension may be moved at any time by a Councilmember.

N. Protest  Against  Council  Action.  Any  Councilmember  dissenting  from  or  stating  his  or  her protest against any action of the council may request to have such dissent or protest entered into the  minutes.  Such  dissent  or  protest  to  be  entered  into  the  minutes  shall  be  in  the following manner: "I would like the minutes to show that I am opposed to this action for the following reasons . . ."

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motion…
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O. Seconding of Motions Required.  A motion by any Councilmember, including the Presiding Officer, may not be considered by the Council without receiving a second.

P. Other Time Limitations. A time limit of three (3) minutes shall be imposed on Councilmembers when speaking during the “Reports from Councilmembers” portion of the agenda.

Q. Reading  of Ordinances.  Except  when  the  title of  an  ordinance  has been  read  and  further reading  is  waived  by  a  regular  motion  adopted  by  a  majority  vote  of  the  Council,  all ordinances shall be read in full either at the time of introduction or passage.

R. Voting Rules.

5. Vote  Unless  Disqualified.  All  Councilmembers  present  at  a  meeting  when  a  question comes up for a vote should vote either for or against the question unless he or she is disqualified from voting by reason of a conflict of interest and abstains because of such disqualification.

(a) A Councilmember stating disqualification will not be counted as a part of a quorum  and  will  be  considered  absent  for  the  purpose  of  determining  the outcome of a vote on the matter. See Section S, below, for other rules relating to conflicts of interest.

(b) With one exception for voting for the office of the Mayor, any Councilmember who abstains for reasons other than disqualification, in effect consents that a majority  of  the  quorum  may  decide  the  question  being  voted  upon.  Any councilmember  so  abstaining  will  be  counted  as  present  for  purposes  of establishing a quorum. Such an abstention will be counted 1) as neither an affirmative vote nor a dissenting vote and 2) as if it did not exist. The “present and voting” rule as described in Rosenberg’s Rules applies. Any abstention for the office of Mayor counts as an affirmative vote for the current Mayor.

6. Silence  During  the  Vote.  Unless  a  Councilmember  states  that  he  or  she  is  abstaining, silence shall be recorded as an affirmative vote.

7. Call for the Vote.  The Presiding Officer or the City Clerk shall call for the vote, which, at the Presiding Officer’s discretion, shall be taken by voice affirmation or roll call unless a recorded (roll call) vote is required by law.  According to Government Code section 36936, a  recorded  majority  vote  of  the  total  membership  of  the  City  Council  is  required  for resolutions, orders for the payment of money, and all ordinances.  In addition, some types of resolutions and ordinances may require a supermajority vote.  Absent other specific State law requirements, a motion carries with a majority vote of a quorum of the City Council.

8. Tie Votes.  The matter underlying a motion that failed solely due to a tie vote may be reintroduced once for a final determination at a future meeting with a new motion by the Council. It does not require suspending the rules. For appeals, if there is no affirmative vote, the  decision  appealed  stands  as  decided by  the decision‐making  person  or body from which the appeal was taken, i.e., the original decision remains in effect.

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involves an appeal and an
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9. Changing a Vote.  A Councilmember may change his or her vote only if he or she makes a request to do so immediately following the announcement of the vote by the City Clerk and  prior  to  the  time  that  the  next  item  in  the  order  of  business  is  taken  up.  A Councilmember  who  publicly  abstained  from  voting  on  a  particular  matter  shall  not subsequently be allowed to withdraw his or her abstention, regardless of timing.

S. Conflict of Interest.  Any Councilmember who has a conflict of interest regarding any matter being  considered  by  the  Council  shall,  in  compliance  with  the  provisions  of  the  Political Reform Act and other applicable laws, declare the conflict, state the reason for the conflict, and leave the room during the discussion of and vote upon that particular agenda item, unless it is a Consent Calendar item (or the Councilmember is exercising a right to speak as a member of  the  public  regarding  an  applicable  personal  interest  under  the  conditions  specified  in Sections 18707(a)(3)(C) and 18704(d)(2) of the FPPC regulations).  If the conflict involves a matter  on  the  Consent  Calendar,  the  Councilmember  must  announce  the  nature  of  the conflict and refrain from participating in the item, but he or she may remain present at the dais.

T. Councilmember Speaking as a Member of the Public. To the extent a Councilmember decides to  speak  on  an  item  by  leaving  the  dais  and  speaking  from  the  public  podium,  such Councilmember relinquishes his  or  her ability  to  speak  on  the  same  item  upon  his  or  her return to the dais.

U. Rules Not Exclusive.  The rules set forth in this Chapter are not exclusive and do not limit the inherent power and general legal authority of the Council, or of its Presiding Officer, to govern the conduct of City Council meetings as may be considered appropriate from time to time or in particular circumstances for purposes of orderly and effective conduct of the affairs of the City.

IV. PUBLIC PARTICIPATION AND RULES OF DECORUM FOR COUNCIL, PUBLIC, AND STAFF.

A. Public Participation.

1. Manner of Addressing the Council. To facilitate the orderly conduct of meetings, persons wishing to speak during the Public Comment period and at public hearings are requested, but  not  required,  to  fill  out  speaker  cards  and  provide  them  to  any  Sheriff’s  deputy attending the meeting, or in his or her absence, the City Clerk prior to the start of the meeting or before a public hearing item is announced.

(a) During Public Comment periods, each person desiring to address the Council shall step up to the microphone at the podium and state his or her name (and address if desired) for the record. The speaker shall then specify the agenda item(s) on which he/she wishes to comment; state whether his or her comments pertain to a  non‐agenda  item  within  the  City  Council’s  subject  matter  jurisdiction;  state whom he/she is representing; and whether he/she is representing an organization or  other  persons.  Each  speaker  shall  be  allotted  three  (3)  minutes  in  which  to comment, unless the Presiding Officer determines that based on the significant nature of an agenda item or items, that additional public comment time should Deleted: /
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be allowed.  In such event, the Presiding Officer may grant an extension of public comment  time, not to exceed two (2) minutes per speaker. Extensions granted may be appealed through a valid motion and overruled by a majority vote of the Council.

(b) During Public Hearing items, each person desiring to address the Council shall step up to the microphone at the podium, state his or her name (and address if desired) for  the  record,  state  whom  he/she  is  representing,  and  whether  he/she  is representing  an  organization  or  other  persons.  Each  speaker  shall  be  allotted three (3) minutes in which to comment, unless the Presiding Officer determines that based on the significant nature of a public hearing item, that additional public comment time should be allowed.  In such event, the Presiding Officer may grant an extension of public comment time, not to exceed two (2) minutes per speaker.

Extensions granted may be appealed through a valid motion and overruled by a majority vote of the Council.

(c) During  the  Public  Comment  period  and  during  Public  Hearing  items,  speakers should not approach the dais unless authorized to do so by the Presiding Officer.

All remarks shall be addressed to the Council as a whole and not to any member thereof. No questions shall be asked of a Councilmember, a member of the City staff, or member of the audience without permission of the Presiding Officer. No person shall address the Council without first being recognized by the Presiding Officer.

(d) During Public Comment periods members of the public may ask questions related to agenda items. However, in order to ensure compliance with the Brown Act the City  Council  is  not  required  to  answer  such  questions  since  depending  on  the nature of the questions, the issues raised may be beyond the scope of the subject matter of the agenda items.  Nevertheless, in accordance with Government Code Section  54954.2  (a)3,  the  Presiding  Officer  may  briefly  respond  or  have  staff respond to statements made or questions asked or may request that staff report back to the Council at a subsequent meeting concerning any matter raised by the public.

(e) During public comment periods and irrespective of the subject or viewpoint to be expressed, no speaker shall  be  permitted to show a video, make a PowerPoint presentation,  or  otherwise  utilize  any  other  form  of  electronic  visual  display technology  requiring  advanced  set  up  and/or  the  use  of  projectors  or  other specialized equipment. Such controls are intended to help all speakers maximize their time when addressing the City Council, instead of dealing with potentially time‐ consuming setup or technical difficulties.

2. Spokesperson  for  Group  of  Persons.  To  expedite  matters  and  avoid  repetitious presentations, whenever any group of persons wishes to address the Council on the same subject  matter  or  item,  it  shall  be  proper  for  the  Presiding  Officer  to  request  that  a spokesperson  be  chosen  by  the  group  to  address  the  Council;  and  in  case  additional matters are to be presented by any other member of said group, to limit the number of such persons addressing the Council.  In situations where more than ten (10) people wish Moved (insertion) [1]
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to  speak  on  an  item,  the  Presiding  Officer  may  place  reasonable  limits  on  the  Public Comment period, including reducing the time allotted to each speaker to one (1) or two (2) minutes and/or a specific time limit for the total presentation (typically not to exceed twenty (20) minutes). Such time limits shall allow for full discussion of the item by interested parties or their representative(s). The purpose for any limitation described in this section is to ensure the Council  can  address  its  agenda,  avoid  repetitive  comments  and  presentations,  and  conduct business in an orderly and efficient fashion.

3. After a Motion. After a motion has been made or a public hearing has been closed, no member of the public shall address the Council from the audience on the matter under consideration  without  first  getting  permission  to  do  so  by  a  majority  vote  of  the  City Council.

B. Rules  of  Decorum  for  Council,  Public,  and  Staff.  Meetings  of  the  City  Council  shall  be conducted in an orderly manner to ensure that the public has a full opportunity to be heard and that the deliberative process of the Council is preserved at all times. The Presiding Officer of the Council shall be responsible for maintaining the order and decorum of meetings  and shall preserve courtesy, respect, and tolerance for all viewpoints.  While any meeting of the City Council is in session, the following rules of order and decorum shall be observed:

1. Councilmembers.  While the Council is in session, Councilmembers must lend themselves to order and decorum and furthermore they address their colleagues as a whole, not the audience. They shall neither by conversation or otherwise 1) delay or interrupt the proceedings or the peace of the Council, 2) disturb any Councilmember while he or she is speaking, 3) engage in side conversations or, 4) refuse to obey the orders of the Presiding Officer. The Presiding Officer and Council as a whole shall address inappropriate conduct and disruptions in a consistent, transparent, and viewpoint‐ neutral manner.

(a) English Language.  The business of the City Council shall be conducted in English except to the extent such that a Councilmember wishes to speak as a member of the public, either in the Public Comment period or on an item listed in the Appeal and/or Public Hearings sections of the agenda.

(b) E‐Communication  Prohibited.  Except  as  specified  in  subdivision  (d),  below, Councilmembers shall not use E‐Communication at any time during any meeting, including, but not limited to, Open and Closed Sessions of the City Council.  The use  of  E‐communication  is  prohibited  during  Council  meetings  so  that Councilmembers may remain attentive to members of the public, staff, or others as  they  are  speaking  to  the  City  Council.  E‐Communication,  which  includes blogging,  is  defined  as  “electronic  text,  audio  or  visual  communication,  and attachments  distributed  via  e‐  mail,  telephonic  service,  websites,  instant messaging,  text  messaging,  Twitter,  Facebook,  Snapchat,  Instagram,  or comparable  services.”  City  Councilmembers  will  not  utilize  the  internet  during Council meetings.  Outside of City Council meetings, Councilmembers should not communicate via E‐Communications with more than one other member of the City Council on any issue regarding City business.

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(c) Closed Session Attendance. As a condition of attendance in every Closed Session meeting, all Councilmembers must refrain from the use of any electronic devices, including but not limited to: cell phones, E‐Tablets, laptops, cameras, sound/voice amplifiers, and recording devices. To gain entry into any Closed Session meeting room, each Council Member shall place all such electronic devices into a container designated by the City Council for storage. The container shall be placed in the meeting room at the start of Closed Session, or as soon thereafter as possible, and may  be  retrieved  at  the  conclusion  of  the  Closed  Session.  In  addition  to  the foregoing,  Councilmembers  are  prohibited  from  taking  any  form  of  notes  or similar  writings  while  attending  Closed  Session,  and  to  the  extent  any  written materials  are  shared  with  Councilmembers  during  Closed  Session,  all  such materials will be turned in to the City Clerk at the conclusion of the Closed Session.

(d) Exceptions for Emergencies. The limitation specified in subdivision (b), above, shall not apply to the receipt of telephone calls or text messages from family members in the event of an urgent family matter.  Councilmembers wishing to respond to such a message during the meeting shall do
so in a manner that does not disrupt the
meeting. Responses to urgent matters may occur during a recess or after having been  excused  from  the  meeting  by  the  Presiding  Officer.  If,  during  any  Closed Session meeting, a Councilmember wishes to check one of his or her electronic devices, particularly when it has been activated, that Councilmember may, with permission  of  the  Presiding  Officer,  retrieve  the  device(s)  from  the  storage container  referenced  in  Section  (c)  above,  check  it,  and  if  necessary,  leave  the meeting room to respond to an urgent family matter. To gain re‐entry into the Closed Session meeting room, all electronic devices  must be  placed once again into the designated storage container.

(e) Recording, Live Streaming, or Broadcasting. To preserve the orderly, effective, and efficient conduct of the meetings and the peace of the Council, Councilmembers shall  not  audio  record,  video  record,  live  stream,  or  broadcast  during  any  City Council meeting or position thereof, including recesses and adjournments, from a position located on or behind 1) the dais, or 2) any table serving as the dais. Should a Councilmember wish to record, live stream, or broadcast, that member may set up a tripod or similar portable apparatus in the area designated for such activity.

Any apparatus that obstructs the view of a Councilmember, City Staff member, or member of the audience shall constitute a finding of persistent disruption of the proceedings pursuant to Sections 54953.5 and 54953.6 of the Ralph M. Brown Act and is subject to repositioning or removal by the Presiding Officer.

For  assemblies  where  official  City  business  is  presented,  Councilmembers shall  not
audio  record,  video  record,  live  stream,  or  broadcast  from  the  podium,  stage, platform, etc., without the advance knowledge of the City Manager and the advance written permission of the event host. If the City is the host, the City Manager may, at his or her discretion, grant permission.

(f) Microphones,  Loudspeakers,  Megaphones,  Sound/Voice  Amplifiers.

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adjournments.  Moreover,  absent  permission  from  the  Presiding  Officer,  no Councilmember shall use or attempt to use a City‐provided microphone behind the dais other than the one specifically reserved for his or her assigned seat.

(g) Leaving  Seats.  Councilmembers  shall  not  leave  their  seats  during  a  meeting without first obtaining the permission of the Presiding Officer.

(h) Packing of Audience.  It is inappropriate for a Councilmember to pack the audience for a specific agenda item. Likewise, Councilmembers shall not be unduly swayed by a packed audience.

2. City Staff Members.  City staff members and employees shall observe the same rules of order and decorum as are applicable to the City Council, with the exceptions that City staff members and employees may leave their seats during a meeting without first obtaining the permission of the Presiding Officer and may utilize the internet, as may be necessary from  time  to  time  in  furtherance  of  City  business.  In  no  circumstance  shall  City  staff members or employees communicate with Councilmembers via any e‐communication as described in Section III. B 1 (b) above.

3. Persons Addressing the Council.  The primary purpose of Public Comment periods at City Council meetings is to allow citizens the opportunity to formally communicate with the City Council as a whole, but these comment periods should not be utilized as a substitute for handling any matter during the normal working hours of the city government. Each person who addresses the Council shall do so in an orderly manner and shall not make personal, impertinent, slanderous, or profane remarks to any member of the Council, City staff,  or  the  general  public.  Any  person  who  makes  such  remarks  or  who  utters  loud, threatening,  personal,  or  abusive  language,  or  who  engages  in  any  other  disorderly conduct that disturbs, disrupts, or otherwise impedes the orderly conduct of any Council meeting shall, at the discretion of the Presiding Officer or a majority of the Council, be barred  from  further  audience  before  the  Council  during  that  meeting.  The  Presiding Officer and Council as a whole shall address disruptions in a consistent, transparent, and viewpoint‐neutral manner.

4. Members  of  the  Audience.  To  strike  a  balance  between  upholding  the  right  to  free speech  and  assembly,  while  ensuring  a  respectful  and  productive  environment  for conducting official business, no person in the audience at a Council meeting shall engage in  disorderly  or  boisterous  conduct,  including  the  utterance  of  loud,  threatening,  or abusive  language;  whistling;  stamping  of  feet;  excessive  clapping;  or  other  acts  that disturb, disrupt, or otherwise impede the orderly conduct of any Council meeting. Any person  who  conducts  himself  or  herself  in  the  aforementioned  manner  shall,  at  the discretion of the Presiding Officer or a majority of the Council, be barred from further audience before the Council during that meeting. The Presiding Officer and Council as a whole  shall  address  disruptions  in  a  consistent,  transparent,  and  viewpoint‐neutral manner.

C. Enforcement  of  Decorum.  The  rules  of  decorum  set  forth  above  shall  be  enforced in  the following manner:

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1. Warning for Disruptive Behavior. In accordance with Government Code § 54957.9 and 54957.95, if an individual, a group, or groups of persons disrupt the meeting by behaving disorderly, the Presiding Officer shall issue a warning. This warning will remind them to maintain order and inform them that continued disruption may lead to removal from the meeting.

Disrupting is defined as engaging in behavior during a meeting of a legislative body that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting and includes, but is not limited to, one of the following:

(a) a failure to comply with reasonable and lawful regulations adopted by a legislative body pursuant to Government Code Section 54953.3 or any other law, or (b) engaging in behavior that constitutes use of force or a true threat of force.

2. Removal for Continued Disruption. If the disruptive behavior does not promptly cease after the warning, the Presiding Officer may order the removal of the individual or group from the meeting. Law enforcement officers present at the meeting, acting as sergeants‐ at‐arms, shall carry out all orders and instructions given by the Presiding Officer for the purpose of maintaining order and decorum and are authorized to enforce an order of removal.

3. Clearing the Meeting Room.  In extreme cases when the removal of an individual, a group, or group of persons fails to restore order and the meeting cannot proceed, the Council may take action to clear the meeting room and continue in session. Only matters appearing on the agenda will be considered.

4. Media Access.  Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend the session.

5. Re‐admittance.  The Presiding Officer holds the discretion to re‐admit any individual who was not responsible for willfully disrupting the meeting.

6. Motion to Enforce.  If the Presiding Officer fails to enforce the rules set forth above, any member of the Council may move to require him or her to do so, and an affirmative vote of a majority of the Council shall require him or her to do so. If the Presiding Officer of the Council fails to carry out the will of the Council, the majority may designate another member of the Council to act as Presiding Officer for the limited purpose of enforcing any rule of its choosing in this section.

7. Adjournment or Recess.  If a meeting of the Council is disturbed or disrupted in such a manner as to make infeasible or improbable the restoration of order, the meeting may be temporarily recessed, adjourned, or continued by the Presiding Officer or a majority of the Council, and any remaining Council business may be considered after the recess or at the adjourned or next meeting.

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Presiding Officer, a person persists in disrupting the
meeting, the Presiding Officer shall order such
person to leave the Council meeting. If such person
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of the Presiding Officer, it shall be the duty of the
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meeting any person who is disrupting the
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CHAPTER 6 - ADMINISTRATIVE MATTERS
I. ADMINISTRATIVE SUPPORT

General staff and administrative support to members of the City Council is provided through the City Manager’s  Office.  Administrative  services,  including  the  scheduling  of  appointments,  receipt  of telephone messages, and word processing, are available as needed. Sensitivity to the workload of support staff members in the City Manager’s Office is appreciated. Please note that individuals may have other work assigned with high priority.  Councilmembers shall not make demands of the City Manager, City Attorney, or City Employees that communicate a desire for or an expectation of special treatment.  In no event shall Councilmembers request administrative support to further personal or campaign/political purposes.

II. MAIL, DELIVERIES, AND E‐MAIL

A. Correspondence from the Public.  The City encourages the public to send correspondence to the entire City Council, either by traditional post or by e‐mail.  Correspondence addressed to the City Council that is received by the City Clerk or by any other officer or employee of the City shall be deemed a public record upon receipt, except as set forth in the Public Records Act (California Government Code § 7920.000 et seq.) or other applicable law.

1. Authority of City Clerk.  The City Clerk is authorized to open and examine all mail or other written communications addressed to the City Council and give it immediate attention to the end that all administrative business referred to in said communication not necessarily requiring Council action may be acted upon between Council meetings.

(a) Members of the City Council receive a large volume of mail and other materials from the public and staff.  The City Clerk maintains an office mailbox for each member into which  written  correspondence  shall  be  placed.  Councilmembers  must  check  their mailbox frequently.

(b) The  City  Clerk  may  provide  for  a  city  courier  to  deliver  materials  to  the  homes  of Councilmembers when materials are time sensitive.

2. Councilmember  Responsibilities.  If  correspondence  is  received  directly  by  a Councilmember  without  the  City  Clerk  having  opened  and  examined  same,  the Councilmember shall be responsible for providing to the City Clerk the correspondence that is required to be included with agenda materials, as set forth in the Brown Act.  All such communications shall be deemed a public record upon receipt, except as set forth in the Public Records Act or other applicable law.

B. City‐Issued E‐mail Address. Each Councilmember is provided with a City of Victorville domain e‐mail address for City‐related business purposes and to receive e‐mail from constituents, other members of the public, government agencies, etc.

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1. Status as Public Record.  Pursuant to the Public Records Act, any e‐mail sent or received by Councilmembers using the City‐issued domain e‐mail address may constitute a public record and be disclosable upon the City’s receipt of a Public Records Act request.

2.  Privacy Limited.  Councilmembers have no reasonable expectation of privacy in any e‐ mail correspondence received by them at their City of Victorville domain e‐mail address.

C. Communications Using Non‐City Accounts/Devices.  Messages or communications received by  Councilmembers  on  their  personal  electronic  devices  or  personal  e‐mail  accounts concerning  City  business  may  also  be  subject  to  disclosure  under  the  Public  Records  Act.

Additional rules are set forth in Section IV, below.

D. Other Rules Relating to Correspondence.  Any written correspondence or other materials, when distributed to all, or a majority of all of the members of the City Council by any person in connection with a matter subject to discussion or consideration at a public meeting, are disclosable public records under the California Public Records Act and shall be made available upon request without delay.  Writings that are public records and that are distributed during a public meeting shall be made available for public inspection at the time of the meeting if prepared by City staff or a member of the City Council, or after the meeting if prepared by some other person. All writings referenced herein shall be provided to and documented with a received/filed date by the City Clerk.

III. CITY‐ISSUED EQUIPMENT.

A. Equipment Provided.  To enhance Councilmembers’ ability to communicate with staff and the public, city‐purchased equipment, such as computers and cell phones, can be provided upon request. Access to the City’s fax machines and e‐mail system is also available.

B. Limitations on Use.

1. Brown  Act  Considerations.  The  use  of  technological  devices  to  communicate  with  a majority  of  other  Councilmembers  on  any  official  action  to  be  taken  falls  within  the provisions of the Brown Act. Technological devices include, but are not limited to, phones, faxes, computer e‐mail, public access cable TV, and video.  Use of such devices to pass information for the purpose of developing concurrence on action to be taken outside of a public meeting is prohibited.

2. Other Prohibitions.  Personal use of City‐issued equipment is prohibited in accordance with  Government  Code  section  8314,  except  for  such  minimal  and  incidental  use  as specified therein.

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IV. USE OF PERSONAL ACCOUNTS AND PERSONAL ELECTRONIC DEVICES FOR CITY BUSINESS

A. Status as Public Records.   Text messages, emails, and other electronic communications that deal in some substantive manner with the conduct of City business created on, stored on, and/or transmitted by personal accounts or personal electronic devices may be subject to disclosure under the Public Records Act.

B. Limitations  and  Rules  on  Use.  To  the  extent  feasible,  City‐issued  email  accounts  and electronic devices shall be used to conduct City business.  Limited use of a private device or account for public business by Councilmembers is permissible but discouraged.  The following rules must be observed:

1. Urge Use of City Electronic Devices/Accounts.  Councilmembers shall request persons sending  electronic  communications  regarding  City  business  to  a  personal  account  or device  to  instead  utilize  the  City  of  Victorville  domain  e‐mail  address,  City‐issued  cell phone  number,  or  other  official  City  electronic  messaging  account  provided  to  the Councilmember.

2. When  Communications  Received  on  Personal  Accounts/Devices.  If  Councilmembers receive  electronic  messages  regarding  City  business  on  their  personal  electronic messaging account or device, or circumstances require them to conduct City business on a personal account or device, Councilmembers should either:

(a) copy  (“cc")  any  communication  on  his or her  personal  electronic  messaging account or device to his or her City electronic messaging account, or

(b) forward the electronic communication to his or her City account as soon as feasible  after  the  original  creation  or  transmission  of  the  electronic communication.

C. Use of City Social Media Sites.  The City has established and operates several social media sites for the purposes of promoting updated information to the public of various City events and City  related  business  activities.  Such  sites  include  but  are  not  limited  to  Facebook,  TikTok, Twitter Threads, Instagram, YouTube and LinkedIn.

These City social media sites are managed consistent with the Brown Act, the Political Reform Act, and the Elections Code. Except as otherwise authorized by the City Manager in writing.

Members of the City Council or members of any City Commission, Board or Committee, shall not respond to any published postings, or otherwise participate in any published postings (including such actions as “liking,” “sharing,” or “retweeting”) of the City’s social media sites, or use City social media sites to respond to, blog, engage in “serial meetings,” or otherwise discuss, deliberate, or express opinions in their “official capacity” on any matter within the subject matter jurisdiction of the City or the Commission, Board, or Committee, as applicable.

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D. Compliance and Additional Policies.  The City Council shall comply with the above provisions and  any  additional  administrative  policies  the  Council  adopts  for  City‐wide  application regarding procedures to be followed with respect to communications received on personal accounts and devices when Public Records Act requests are made.

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CHAPTER 7 - RELATIONSHIP AND CONDUCT.

I. RELATIONSHIP AND CONDUCT WITH CITY MANAGER

A. Council‐Manager  Form  of  Government.  The  City  has  adopted  a  Council‐manager  form  of government.  This  structure  reflects  the  City  Council’s  role  to  establish  City  policy  and priorities. The Council appoints a City Manager to implement this policy and undertake the administration of the organization. The City Council must work through the City Manager in dealing with City staff.

B. The City Council and City Manager Work as a Team.  The City Council establishes policies for the overall operation of the City. The City Manager is appointed by the City Council to enforce its  laws,  to  direct  the  daily  operations  of  City  government,  to  prepare  and  monitor  the municipal budget, and to implement the policies and programs initiated by the City Council.

The  City  Manager  is  expected  to  adhere  to  the  International  City/County  Management Association (ICMA) Code of Ethics, and the City Council must recognize said Code of Ethics when dealing with the City  Manager.  The City Manager  is responsible to the City Council rather  than  to  individual  Councilmembers  and  directs  and  coordinates  the  various departments.

C. Productive  Relationship  Requirements.  The  employment  relationship  between  the  City Council and the City Manager honors the fact that the City Manager is the chief executive officer of the City. To facilitate a productive work relationship with the City Manager, the City Council and/or individual members shall do each of the following:

1. Except  for  the  purpose  of  requesting  information  or  assistance,  deal  with  the administrative  service  under  the  City  Manager  solely  through  the  City  Manager  as indicated in Section 2.04.210 of the Victorville Municipal Code.  Neither the City Council nor  any member shall give orders to, command the services  of, or assign  work to any subordinates of the City Manager, either publicly or privately. Alternately, contact may be  made  directly  with  Senior  Management,  as  long  as  a  copy  of  communication  is forwarded to the City Manager. Senior Management shall inform the City Manager of all Councilmember contact.

2. Direct  the  City  Manager  to  implement  the  Council’s  policy  decisions  through  the administrative functions of the City.

3. Treat City staff professionally, and refrain from publicly criticizing or belittling individual employees. Personnel issues are managed through established channels and procedures.

4. Avoid involvement  in personnel issues related to City‐Council‐appointed staff, i.e., the City Manager and City Attorney, except during City Council Closed Sessions, when issues of hiring, firing, promoting, disciplining, etc., may be addressed appropriately.

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5. Discuss directly with the City Manager any displeasure with a department or staff member.

6. Refer complaints to the City Manager for further processing. Staff shall be given adequate time to investigate and respond to such complaints.

7. Receive  from  the  City  Manager  timely  information  regarding  unusual  events  that  the public would be concerned about; e.g., anyone wounded by gunfire, an area cordoned off by police or fire, a significant event, etc.

8. Avoid  communicating  with  persons  or  parties  in  litigation  with  the  City  (or  any  of  the entities  for  which  the  City  Council  sits  ex‐officio  as  the  governing  board  as  noted  in Chapter 2, Section IV.D.2 of this Manual) in a manner that compromises the City’s or other entity’s position in such litigation.

9. Include the City Manager in follow‐up meetings where a Councilmember has first met with an individual or company representative regarding official business of the City.

II. RELATIONSHIP AND CONDUCT WITH CITY ATTORNEY

A. Legal Advisor to the City. In all matters, the City Attorney represents the City and is the legal advisor  to  the  City  Council,  the  City  Manager,  the  City  Clerk,  Senior  Management,  and department heads. The general legal responsibilities of the City Attorney are to provide legal assistance necessary for formulation and implementation of legislative policies and projects; to represent the City’s interest, as determined by the City Council, in litigation, Administrative hearings,  negotiations,  and  similar  proceeding  to  prepare  and/or  review  and  approve ordinances, resolutions, contracts, and other legal documents to best reflect and implement the purposes for which they are prepared; and to keep the City Council and staff apprised of court rulings and legislation affecting the legal interest of the City.

B. Does Not Represent Individual Councilmembers or Staff.  It is of the utmost importance to understand that the City Attorney does not represent individual members of Council, but the City and the City Council as a whole.

III. RELATIONSHIP AND CONDUCT WITH CITY CLERK

A. The City Clerk performs statutorily mandated duties and such tasks as may be assigned by the City Council and/or the City Manager. The general responsibilities of the City Clerk are:

1. to serve as the Elections Official of the City;

2. to protect and preserve the legislative record of the City Council and other various records;

3. to facilitate delivery of records consistent with the provisions of the Public Records Act;

4. to receive filings on behalf of the City;

5. to  facilitate the  preparation,  duplication, preservation,  and  delivery of  Council  agenda materials; and
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6. to advise City departments about best practices for records management.

IV. RELATIONSHIP AND CONDUCT WITH STAFF

A. General  considerations.  Governance  of  a  city  relies  on  the  cooperative  efforts  of  elected officials, who set policy and priorities, and City staff, who analyze problems and issues; make recommendations; and implement and administer the City Council’s policies.  To ensure the proper functioning of these cooperative efforts,  Councilmembers must avoid intrusion into those areas that are the responsibility of staff. This is necessary to protect staff from undue influence  and  pressure  from  individual  Councilmembers  and  to  allow  staff  to  execute priorities given by management and the Council as a whole.

B. Cooperation.  Individual Councilmembers, as well as the Council as whole, shall receive the full  cooperation  and  candor  of  staff  in  being  provided  with  any  requested  information.

Requests  of the City Attorney‘s office are to be submitted directly  to the  City  Attorney. All other  requests  of  staff are  to  be  submitted  through the  City Manager’s office.

C. Issues of Pressure or Influence.  Individual City Councilmembers shall not make attempts to pressure  or  influence  staff  decisions,  recommendations,  workloads,  schedules,  and department priorities without the prior knowledge and approval of the Council as a whole.

1. If  a  Councilmember  wishes  to  influence  the  actions,  decisions,  recommendations, workloads,  work  schedule,  and  priorities  of  staff,  that  member  must  prevail  upon  a majority of the Council at an open meeting to do so as a matter of Council policy.

2. The City Council recognizes the  primary  functions of staff are in executing Council policy and actions taken by the Council as a body and in keeping the Council informed.

3. Staff is directed to reject any attempt by individual members of the Council to unduly direct or otherwise pressure them into making, changing, or influencing recommendations or business decisions in any manner.

V. REQUESTS FOR RESEARCH OR INFORMATION

A. General Considerations.  Councilmembers should generally inform the City Manager prior to communicating  directly  with  any  employee  below  the  Senior  Management  level.  A Councilmember may request directly from department heads answers to routine questions or information on a given topic when it will require little or no research and have little or no impact to City operations.  The Councilmember should also advise the City Manager of this request. City staff shall inform the City Manager of all Council contact.

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B. Responses  to  Requests.  Requests  made  by  individual  Councilmembers  for  information  or assistance shall be for the sole purpose of fulfilling his or her responsibilities as delineated throughout  this  Manual  and  not  for  any  private  or  personal  interest.  Requests  will  be addressed as quickly as possible under the circumstances at the time, providing that in the judgment of the City Manager (or the City Attorney depending on the nature of the request) the request is not of a magnitude, either in terms of workload or policy, that would require more than thirty (30) minutes of time in which to respond or is of such a nature that it would be more appropriately assigned to staff through the collective direction of the City Council. If the individual Councilmember request goes beyond these parameters, or in the judgment of the City Manager, is not within the scope of City policies or business, the City Manager will bring the request to the full Council for consideration. The method by which responses are delivered to Councilmembers shall comport with the City’s routine business practice.

C. Policy‐Related Requests.  All Council requests  dealing  with policy and such other requests that may be construed as direction shall be directed to the City Manager, except for routine general  inquiries  or  questions  that  will  not  disrupt  city  operations,  in  which  case, Councilmembers may approach Senior Management with their  requests.  Councilmembers may also contact the City Attorney or City Clerk.

D. Funding Requests.  Any request from City Council requiring funding must be addressed with the City Manager. The City Manager shall respond in a timely manner.

E. Written Requests Preferable.  To assist the City Manager, requests for information are best tracked if submitted in writing, either in memorandum form or through e‐mail. And to ensure proper responsiveness, Councilmembers are asked to copy both the department head  and the  City  Manager  on  all correspondence with staff.

F. Access  to Certain Information Restricted.  There are certain restrictions when information cannot  be  provided.  Draft  documents  (e.g.,  staff  reports  in  progress,  administrative  draft EIRs)  under  review  are  not  available  for  release  until  complete  and  after  review  by  City management. In addition, there are legal restrictions on the City’s ability to release certain personnel  information  even  to  members  of  the  City  Council.  Certain  aspects  of  Police Department affairs, such as access to restricted or confidential information related to crimes, may not be available to members of the City Council.

G. Dissemination of Information. In cases when a staff response to an individual Councilmember request involves written materials that may be of interest to other Councilmembers, the City Manager  will  provide  copies  of  the  material  to  all  other  Councilmembers.  In  making  this judgment,  the  City  Manager  will  consider  whether  the  information  is  significant,  new, otherwise not available to the Council, or of interest to the Council.

H. Disclosure of Information.  No Councilmember may, without prior formal authorization 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 such information is allowed to be disclosed, no Councilmember may use or permit the use of any such confidential information to advance the financial or personal interest of himself or herself, or any other person. For the purposes hereof, “confidential information” shall mean Deleted: /
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information that is not generally known in the public and/or is not subject to disclosure under the  California  Public  Records  Act  or  other  applicable  law.  Some  examples  of  confidential information include attorney‐client privileged communication, attorney‐client work product, personnel,  medical,  or  similar  information—the   disclosure  of  which  would  constitute  an unwarranted invasion of privacy. (Govt. Code § 7920.000 et seq.)  Deleted: 6250 Chapter 8
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CHAPTER 8 - COMMUNICATION AND REPRESENTATION
I. REPRESENTING  MAJORITY  VS.  INDIVIDUAL   OPINION

A. Dual  Roles  of  Councilmembers.  A  person  elected  to  the  City  Council  plays  two  roles:  a member of a body elected to represent the City in its entirety and a private resident of the City.  The second role is not relinquished when the first role is assumed. It is important to distinguish between the two roles at all times and to conduct business in one role separately from the other.  The elected Councilmember retains the right to speak as an individual, not as a member of the City Council, but must make this distinction very clear when speaking on his or her own behalf and not as  a  member of the  City Council. This is because when the Council acts, it acts as a whole, not as a group of individuals.

B. General Policy Considerations.  An important role of a Councilmember is communication— communication  with  the  public  to  assess  community  opinions  and  needs,  communication with staff to provide policy direction, and communication to gain an understanding of the implications of various policy alternatives.  Because the City Council acts as a body (that is, acting based on the will of the majority as opposed to individuals), it is important that general guidelines be understood when speaking for the Council. Equally important, when members express personal views and not those of the Council, the public must be so advised.

II. CORRESPONDENCE   FROM   COUNCILMEMBERS

A. Stationery Use and Related Guidelines.

1. Use of City Letterhead.  City letterhead shall be used by the Mayor, Mayor Pro Tem, and City Council only for official City business, communication of adopted City policies and positions,  and  any  related  communications.  All  Councilmembers  should  be  copied  on correspondence signed by the Mayor or other Councilmember.  Use of City letterhead and/or  title  on  personal  matters  (those  not  related  to  official  city  business)  is  not permitted.

2. Personal  Stationery.  Personal  stationery  without  a  City  Logo  shall  be  used  by  any member  of  the  City  Council  to  communicate  individual  positions,  conduct  personal correspondence, or communicate positions that may be in opposition to established City Council positions or decisions. Personal stationery shall be printed at the expense of the individual  Councilmember,  and  the  aforementioned  types  of  communications  shall  be mailed at the individual Councilmember’s expense.

3. Correspondence Public Record.  All Councilmember correspondence created using City resources, including, but not limited to, City letterhead, postage, envelopes, or staff time, are  public  records  and  shall  be  copied  to  the  full  Council,  the  City  Manager,  the  City Attorney, and the City Clerk.

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4. Permission Required.  Whenever a Councilmember other than the Mayor wishes to write a letter on City letterhead, he or she should inform the Council (in writing or verbally at an open meeting) what the letter is about and seek Council approval that the letter may be written on City letterhead.  Such letters shall only pertain to official City business.

B. Prohibitions on Use of Public Resources for Personal or /Campaign Purposes.

1. Letterhead and Staff. City letterhead and staff support cannot be utilized for personal or political purposes.  Any use of the City’s logo, flag, seal, slogan, or name shall further be subject to the provisions of Chapter 1.06 of the Victorville Municipal Code and applicable State  laws.  The  use  of  the  City  Seal,  logo,  or  other  insignia  on  personal  matters  and correspondence is not permitted.

2. Council  Chambers  and  Staff  Photos.  The  City  Council  Chamber  cannot  be  used  as  a location for taking campaign photos or engaging in any form of campaign activity.  Any violations of this prohibition may be reported to the Fair Political Practice Commission and any other enforcement agencies, and may further result in disciplinary sanction (a statement or resolution of repudiation), formal censure, and/or punishment pursuant to Government Code Section 36813 as set forth in Chapter 10 of this Manual.   The use of photos  with  current  City  staff  and  City  Council  candidates  in  election  materials  is prohibited.

III. SPEAKING FOR “THE CITY”

A. Issue Position Statements.  When members are requested to speak to groups or are asked the Council’s position on an issue, the response should reflect the position of the Council as a whole taken in open session.  It is permissible, however, for a Councilmember to clarify his or her vote on a matter by stating: “While I voted against ‘X,’ the City Council voted in support of it.”  When representing the City at meetings or other venues, it is essential that those in attendance  gain  an  understanding  of  the  City  Council’s  position  rather  than  that  of  an individual member.

B. Communication  of  Council  Policy.  The  Mayor  and  individual  Councilmembers  are  not authorized to speak on behalf of the City or the City Council with regard to City or City Council policy or positions, except when such policy or position has been clearly established or when the Mayor or Councilmember has been designated by the City Council as a spokesperson on a given subject.

C. Supporting State or Federal Legislation. The City Council may be requested to formally support or oppose state or federal legislation. In considering whether or not to take such action, it is Council policy to determine first if the legislation involves matters pertaining directly to the City of Victorville or its residents as a whole. If the subject matter does not relate directly to City business or to local residents, then the City or City Council can decline to take a position. If the legislation could be expected to affect the City or its residents, then the City Council may elect to take a position. All correspondence articulating the City’s position on state and federal legislation shall be handled in a manner consistent with the Deleted: /
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City Council’s adopted goals and policies.

D. Press  Releases.  All  press  releases  pertaining  to  the  City  Council  shall  be  issued  on  City letterhead on behalf of the entire City Council. No press releases pertaining to the City Council or City shall be released by individual members of the City Council without prior authorization from the City Council acting at a Council meeting. The City Manager and his or her designated staff are authorized to issue press releases pertaining to City activities and events of public importance as he or she determines necessary and appropriate to keep the public informed.

All final press releases shall immediately be distributed to the City Council.

E. Representation at Ceremonial Functions.

1. City  Sponsored  Events.  The  Mayor,  or  Mayor  Pro  Tem  in  his  or  her  absence,  shall represent the Council at ceremonial functions organized by the City. The Mayor or Mayor Pro Tem may, at his or her own  discretion, ask another Councilmember to represent the Council  at  that  function  when  neither  is  available.  Staff  shall  also  include  any Councilmember who has promoted a project or event in any program or agenda in such a function.

2. Non‐City Sponsored Events.  As a general rule, the Mayor, or the Mayor Pro Tem in his or her absence, shall represent the Council at ceremonial functions not organized by the City upon receipt of an invitation from the sponsor of such event. If neither the Mayor nor the Mayor Pro Tem is available to attend a non‐City sponsored event, he or she may designate a replacement. Nothing in this provision is meant to preclude a Councilmember from representing the Council at a ceremonial function where the event organizer has requested that a specific Councilmember attend the function.

F. Appearances before Agencies and Organizations.  If a member of the City Council appears before another governmental agency or organization to give a statement on an issue affecting the City, the Councilmember should first indicate the majority position and opinion of the Council.  Personal  opinions  and  comments  may  be  expressed  only  if  the  Councilmember clarifies that these statements do not represent the position of the City Council.

G. Participation in Community Activities.  From time to time, Councilmembers may choose to participate  in  community  activities,  committees,  events,  and  task  forces.  When  a Councilmember participates in these types of activities, the Councilmember is acting as an interested party rather than acting on behalf of the City Council. Acting or participating on behalf  of  the  City  Council  is  limited  to  those  instances  when  the  Council  has  formally designated the Councilmember as its representative for the matter.

H. Name Badges. The City issues name badges to all City Councilmembers, the City Manager, the City  Clerk,  Senior  Management,  department  heads,  City  Planning  Commissioners,  City advisory committee members, and other City staff as deemed appropriate by the City Council.

1. Official Use Only. It is not permissible for any City Councilmember or any of the personnel listed  in Section G, above,  to use his or her badge for any purpose except as reasonably necessary for identification when acting in their official capacities.

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badge with the intent of fraudulently impersonating a City official or of fraudulently inducing the belief that the person is a City official at the time the badge is worn, displayed, or used.

I. Business Cards.  City Councilmembers will be provided with City Manager approved business cards in increments of 500. No more than one order will be processed within a 12‐month period unless approved in advance by the City Manager.  City business cards may not be used for  personal  or  financial  gain,  for  obtaining  privileges  not  otherwise  available  to  a Councilmember, or for soliciting political contributions. Councilmembers are prohibited from using any other form of non‐approved business cards that contain the City logo, the City seal, the City flag, or the City slogan.

IV. CITY COUNCIL SPENDING AND REIMBURSEMENT POLICY

A. Effect of CP‐23‐03. Except as specified otherwise in this Section, the provisions of the Expense Reimbursement Policy set forth in Council Policy No. CP‐23‐03, or any amendment(s) to or successor  Council  Policy  adopted  in  lieu  thereof  (“CP‐23‐03”)  shall  apply  to  all  City Councilmembers.  The provisions of Council Policy Nos. CP‐935, CP‐73‐3, and CP‐12‐01 to the extent currently in effect, are completely superseded by this Section.

B. Events and Covered Expenses.  As long as all other requirements of this Section IV are also met, covered expenses (as that term is used in CP‐23‐03) incurred by City Councilmembers constitute  reimbursable  expenses  when  they  engage  and/or  participate  in  the  following activities and/or events (“Events”):

1. Communicate with representatives of regional, state, and national government and their various agencies and entities on City‐adopted or authorized policy positions.

2. Attend educational seminars designed to improve Councilmembers’ skill and information levels.

3. Participate in regional, state, and national organizations, e.g., California League of Cities or National League of Cities, whose activities affect the city’s interests.

4. Attend City‐sponsored events.

5. Travel out‐of‐state or internationally for the above purposes.

C. Advance  City  Council  Approval  of  Expenditures  for  Events.  Prior  to  making  travel, transportation,  and/or  lodging  arrangements  for  any  Event  for  which  a  Councilmember wishes  to  be  reimbursed  by  the  City,  the  Councilmember  must  have  the  Event  and  the expenditure approved.  Requests for travel and meeting expense reimbursements or City‐ paid travel and meetings for any Event(s) will require the advance approval of the City Council at a regularly‐scheduled Council Meeting under an agendized item requesting such approval.

The  foregoing  requirement  for  approval  of  travel  expenses  shall  not  apply  when  the  City Councilmember is traveling in connection with his or her required attendance at meetings of legislative bodies of outside agencies to which the Councilmember has been appointed to Deleted: 12‐01
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serve as a City representative or alternate pursuant to Chapter 9, Section IV of this Manual.

D. Meeting  Reporting  Requirement.  Councilmembers  shall  provide  a  brief  report  on  any meeting  or  event  attended  at  the  expense  of  the  City  at  the  next  regular  meeting  of  the Council.  If multiple Councilmembers attended the same event, a joint report may be made.

E. Additional Spending and Reimbursement Rules.

1. Spending  Tracked.  The  City  Manager’s  Office  will  keep  an  individual  spending  and reimbursement record for each Councilmember for the period of July 1 to June 30 of each year.

2. Intrastate/International Travel.  No travel outside the state or the country is permitted without advance approval of the City Council, who shall make such decision at a Council Meeting under an agendized item requesting such approval.

3. Travel Arrangements.  Hotel and travel accommodations may be made by City staff or the Councilmember.  Councilmembers shall use best efforts to seek the most reasonable, cost‐effective manner of travel and/or accommodations, keeping in mind that such travel and/or accommodations are being provided at the expense of the taxpayers.

F. Expense Reports Required.  In order to receive expense reimbursements, Councilmembers shall complete and submit to the City Manager’s Office a Travel and Expense Reimbursement Form and Report (“Expense Report”) within a reasonable time after incurring the expense, but in no event, shall it be later than 30 days thereafter.  The following rules shall also apply:

1. Each  Expense  Report  shall  be  accompanied  by  all  receipts  documenting  each  expense with proof of the advance approval obtained from the City Council (or the City Manager, as applicable).

2. The  Councilmember  shall  verify  that  the  expenses  for  which  reimbursement  is  sought were incurred on behalf of the City in the performance of official duties and otherwise meet the requirements of this Section IV.

3. All documents related to reimbursable expenditures, including, but not limited to, the Expense Report and actual receipts, are public records subject to disclosure under the Public Records Act. Any personal information, e.g., credit card numbers, contained on any receipts may be redacted before publicly releasing such records.

G. City  Manager  Authority.  The  City  Manager  has  the  authority  to  determine  the reasonableness of an expense and, as such, may disallow it for reimbursement.  A request for reimbursement that has been disallowed by the City Manager may be appealed to the City Council who will make its decision at a regularly scheduled City Council Meeting under an agendized item requesting such appeal. The decision of the City Council shall be final.

H. Mileage  Reimbursement/Allowance.  In  consideration  of  their  additional  duties  and notwithstanding anything herein to the contrary, the Mayor and Mayor Pro Tem may choose to receive a monthly auto allowance, rather than mileage reimbursement, to cover the costs Chapter 8
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of City‐related travel using their personal vehicles. The monthly allowance is $300 per month for the Mayor and $200 per month for the Mayor Pro Tem. Should the Mayor and/or Mayor Pro Tem opt to receive the allowance, it shall be paid in lieu of any mileage reimbursement request, except to the extent the mileage reimbursement request is made pursuant to City Council Policy No. CP‐23‐03, which allows for reimbursement for mileage in excess of 200 miles for City‐related travel. To opt for the auto allowance, the Mayor and/or Mayor Pro Tem shall provide a written request to the City Manager.

V. GUIDELINES AND PROCEDURES FOR CEREMONIAL RECOGNITION ITEMS

A. General.  The City of Victorville regularly receives requests from individuals and organizations for  various  ceremonial  recognition  items.  These  items  can  range  from  a  simple  letter  or certificate of recognition to a plaque commemorating a special occasion or event.

B. Need for Guidelines.  Ceremonial recognition items are presented purely as gestures of high esteem.  If  provided  too  freely  or  for  less  than  honorable  purposes,  they  are  apt  to  lose significance and become meaningless. Therefore, these Guidelines and Procedures for the issuance and presentation of ceremonial recognition items shall be adhered to fully.

C. Jurisdictional  Limitations  and  Description  of  Ceremonial  Recognition  Items.  Ceremonial recognition items shall be awarded to businesses, organizations, and individuals located in, providing services in, or residing exclusively in the City of Victorville. All other requests will be denied, and the requesting party shall be referred to the appropriate jurisdiction.

1. Certificates  of  Recognition  in  Presentation  Folders.  Certificates  of  Recognition  in Presentation Folders are  conferred to commend and recognize businesses located in the City of Victorville during small‐scale ribbon cuttings, groundbreakings, grand openings, and open house events.

2. Letters  of  Recognition/Congratulations.  Letters  of  Recognition/Congratulations  are conferred to commend and recognize the following:

(a) Major achievements, such as the Eagle Scout Award and Girl Scout Gold Award. (b) Milestone events, such as the anniversary of an organization, wedding anniversaries of 50 or more years, or other life milestones, such as significant birthdays.

3. Framed Certificates of Recognition.  Framed Certificates of Recognition are conferred to commend and recognize the following:

(a) Exceptional  contributions or contributions of consequence  to  the  City  of  Victorville by  a  community  organization, business, or individual; and (b) Large scale ribbon cuttings, grand openings, anniversaries, and open house events for businesses located in the City of Victorville.

4. Plaques.

(a) Plaques shall be presented only to prominent business and/or organizations that have made a significant contribution to the City of Victorville and its residents.

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(b) Plaques may also be prepared for presentation to certain individuals who have acted with distinction in carrying out their duties or who have taken extraordinary actions that further the best interests of the City of Victorville and its residents. (c) The  presentation  of  plaques  will  only  be  made  in  the  City  of  Victorville  where  the business/organization/individual can be formally acknowledged.

5. Proclamations.  Proclamations are ceremonial documents signed by the Mayor for

(a) public awareness,
(b) charitable fundraising campaigns, and
(c) arts and cultural celebrations.

Proclamations will not be issued to or for any of the following:

(a) Individuals. Proclamations must affect a broad group of people. (b) Matters  of  political  controversy,  ideological  or  religious  beliefs,  or  individual convictions.
(c) Events or organizations with no direct relationship to the City of Victorville. (d) Campaigns or events contrary to policies of the City of Victorville.

D. Procedures for Requesting Ceremonial Recognition Items.

1. Each request must be submitted in writing to the City Clerk's office at least seven business days prior to the date the ceremonial recognition item is needed. There are no exceptions to this requirement unless specifically waived by the Mayor and Mayor Pro Tem or when the request is made by the City of Victorville’s Public Information Officer and/or the City Clerk in furtherance of their official duties.

2. Each  request  must  be  submitted  in  writing  to  the  City  Clerk,  except  when  the  Public Information Officer, in furtherance of his or her official duties, is the requester.

3.  Businesses  and  individuals  located  in,  providing  services  in,  or  residing  in  the  City  of Victorville  may  submit  requests.  Any  Councilmember  may  also  request  ceremonial recognition items, subject to the criteria set forth herein.

4. Each request must include the following:

(a) The contact person’s first and last names, address, e‐mail address, and telephone number.
(b) The name  of  the  individual  who  will  be  accepting  the  presentation  if  different from the contact person’s name.
(c) A brief summary and/or background information about the event, organization, or individual to be recognized and the reason the recognition is being requested. (d) The date the item is needed.
(e) The date, time, and location of the event if the ceremonial recognition item is to be presented at an event.

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5. The Mayor and Mayor Pro Tem reserve the right to modify any request in order to provide the most appropriate form of recognition.

6. All requests shall be approved or denied by the Mayor and the Mayor Pro Tem. To the extent  the  Mayor and Mayor Pro Tem are not in agreement then   the  request  will  be placed on the next available City Council Agenda for consideration by the City Council. The City Council reserves the right to modify or deny any request.

7. Councilmembers  shall  uphold  the  good  purpose  intended  for  ceremonial  recognition items.  Therefore,  in  keeping  with  the  Councilmembers’  Code  of  Ethics  to  be  above reproach and avoid the appearance of  impropriety, Councilmembers  shall not request ceremonial  recognition  items  for  any  private  or  personal  interest,  including  politics.

Furthermore, no Councilmember may request an official recognition for or on behalf of any  business,  organization,  or  individual  associated  with  an  organization  in  which  the Councilmember serves as an employee, member, or volunteer.

8. Only one official signed copy of any form of recognition will be issued per individual or organization per calendar year.

9. Ceremonial  recognition  items  are  not  automatically  reissued  every  year.  No announcement may be made regarding any recognition item until official confirmation has been received from the Mayor's office.

E. Criteria for Awarding Ceremonial Recognition Items.

1. All ceremonial recognition items shall be consistent with the United States Constitution, the  California  State  Constitution,  the  Victorville  Municipal  Code  and  the  various  laws passed pursuant to such instruments.

2. The  City  Manager  and  his  or  her  City  Clerk  shall  ascertain  whether  the  prospective recipient is in good standing with the City, has any potential conflicts of interest, and/or is related to any member serving on the City Council or working in the City.

3. If  the  prospective  recipient  is  in  good  standing  with  the  City,  but  another  potentially disqualifying circumstance exists with either the requester or the prospective recipient, the  information  shall  be  brought  to  the  City  Council  at  the  next  available  City  Council meeting to determine whether it is appropriate to provide the ceremonial recognition item.

F. Additional Information Related to Ceremonial Recognition Items.

1. All  requests  will  be  submitted  to  the  City  Manager  and  City  Clerk  at  a  weekly  review meeting  for  consideration.  The  Mayor  and  Mayor  Pro  Tem  shall  be  informed  of  all requests, whether deemed consistent or inconsistent with the guidelines in this Chapter.

All items consistent with the guidelines in this Chapter will then be reviewed for further consideration by the Mayor and Mayor Pro‐Tem, who will follow the provisions set forth in this chapter.

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2. The Mayor shall sign all ceremonial recognition items. However, when a Councilmember is the Mayor’s designee, when a specific Councilmember is the lone invitee to the event, or  when  a  Councilmember  has  been  requested  by  a  business  or  organization  to  be  a speaker  at  the  event  where  a  certificate  of  recognition  is  to  be  presented,  that Councilmember shall also sign the certificate of recognition.

3. Ceremonial  recognition  items  are  bestowed  only  at  a  Council  meeting  or  other  event where the recognition item is to be presented. The Mayor or his or her designee shall be the presenter.  Notwithstanding  the  forgoing,  when  an  event  organizer(s)  has  invited  one Councilmember to an event, that Councilmember shall be the Mayor’s designee.

4. Letters of Recognition/Congratulations may be mailed.

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CHAPTER 9 - COMMISSIONS, COMMITTEES, AND BOARDS
I. PURPOSE AND GENERAL CONSIDERATIONS

A. Role  of  City  Commissions,  Committees,  and  Boards.  Most  commissions,  committees,  and boards established by the City Council are advisory to the City Council.  The role of all such commissions,  committees,  or  boards  is  to  make  recommendations  to  the  City  Council  on matters affecting the City of Victorville.  Except as otherwise provided in State or local law, commissions and committees have no independent role separate and apart from their role as advisory to the City Council. Commissions, committees, and boards have no authority to appropriate funds or make policy except as otherwise approved by the City Council.

B. Nomination and Confirmation.  On or before December 31st of each year, the City Clerk (or such other staff as the Council may designate) shall prepare and provide to the City Council an  appointments  list  of  all  regular  and  ongoing  commissions,  committees,  and  boards appointed by the Council and the terms of the members of such boards, committees, and commissions that will expire during the next calendar year as required by Government Code Section  54970  et  seq.,  also  known  as  the  Maddy  Act.  City  Council  Resolution  No.  13‐049 identifies that the normal term of each regular committee member shall be four years, more or less, and shall be coterminous with the term of office of the nominating Councilmember.

As  such,  in  years  when  a  City  Council  election  takes  place,  all  seats  on  commissions, committees, and boards for newly elected Councilmembers will be open for nomination and appointment.  In  years  when  there  is  no  City  Council  election,  only  those  seats  that  are unfilled will be open for nomination and appointment.  Such nominations must be confirmed by a majority vote of the full membership of the City Council in order for an appointment  to occur. The Presiding Officer shall facilitate appointments in accordance with nomination and appointment  procedure  set  forth  in  Chapter  2,  Section  II,  points  1‐7.  To  the  extent  a Councilmember’s nominee for a specific commission, committee, or board does not obtain the  requisite  affirmative  votes,  such  Councilmember  will  be  given  the  opportunity  to nominate  up  to  three  (3)  other  individuals,  either  at  the  same  meeting  or  at  subsequent meetings.  In the event a Councilmember’s subsequent three (3) nominees are not confirmed by  a  majority  vote  of  the  Council,  then  the  City  Council  shall  appoint  a  commission, committee,  or  board  member  using  the  same  procedures  set  forth  herein.  Unscheduled vacancies  shall  be  filled  in  accordance  with  Government  Code  Section  54974.  Such unscheduled  vacancy  appointments  shall  be  coterminous  with  the  appointing Councilmember’s  term  of  office  as  provided  for  in  City  Council  Resolution  No.  13‐049.

C. Instruction  and  Training.  The  Council  shall  ensure  that  all  members  of  City  commissions, committees,  and  boards  are  properly  instructed  on  their  responsibilities,  direction,  and performance  expectations.  Such  City  commissions,  committees,  and  boards  shall  also  be required to follow the applicable provisions of Resolution No. 13‐049 and any amendments or successor resolutions thereto.

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D. Planning  Commission.  Victorville  Municipal  Code  Section  2.12.020  “Terms  –  Regular Members” specifies that the term of each regular commission member shall be four years, more  or  less,  and  shall  be  coterminous  with  the  term  of  the  office  of  the  nominating Councilmember.  It further should be noted that Resolution No. 13‐049 does not apply to the Planning  Commission.  The  membership,  powers,  and  responsibilities  of  the  Planning Commission  are  set  forth  in  Chapter  2.12  of  the  Victorville  Municipal  Code  and  various provisions of State Law. In accordance therewith, the Planning Commission has adopted rules for transacting Planning Commission business.

E. Conflict of Interest.  All members of commissions, committees, and boards shall abide by the provisions of the Political Reform Act, FPPC regulations, and provisions of the common law relating to conflicts of interest.

II. CITY COUNCIL SUBCOMMITTEES

A. Purpose.  At times, the City Council forms committees composed solely of a portion of its own membership.  These committees, often referred to as subcommittees, are formed to study, investigate, and make recommendations to the full Council regarding specific topics and may be designated as either Standing or Ad Hoc.

1. Standing  Subcommittees.  These  subcommittees  have  a  continuing  subject  matter jurisdiction or meeting schedules that are fixed by the Council.  Regardless of the number of members, Standing subcommittees are required to comply with the Brown Act.

2. Ad  Hoc  Subcommittees.  These  subcommittees  have  a  specific  purpose  and  limited duration, no continuing subject matter jurisdiction, and no meeting schedule fixed by the Council.  Ad  Hoc  Subcommittees  composed  solely  of  less  than  a  quorum  of  the  City Council membership (2 members maximum) are generally exempt from the Brown Act and  thus  are  not  required  to  schedule  regular  meetings  or  post  meeting  dates  and agendas.

B. Subcommittee Formation and Appointment.

1. Standing Subcommittees.  The Council may create or dissolve Standing subcommittees at any time by the affirmative vote of a majority of the Council.  The Mayor nominates and the City Council confirms by majority vote the members of Standing subcommittees.

2. Ad Hoc Subcommittees.  The Council or the Mayor may create ad hoc subcommittees.

The Mayor has the discretion to make appointments to such ad hoc subcommittees or to allow a majority of the Council to vote on such appointments.

C. Subcommittee Responsibilities.  The responsibilities of subcommittees include making and submitting recommendations and information to the Council for consideration and/or a vote (once  properly  agendized  as  noted  in  Section  III.C,  below,  to  ensure  compliance  with  the Deleted:  himself/herself
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Brown  Act).  Staff  will  work  with  and  support  Council  subcommittees  as  required  and  in accordance with the provisions of Section II of this Chapter.

D. Review of Standing and Ad Hoc Subcommittees.  At its second regular meeting in December (or as soon thereafter as possible), and prior to making any appointments, the Council will review each currently‐existing Standing or Ad Hoc Subcommittee and determine the need to renew or terminate the committee.

E. Conduct  of  Subcommittee  Meetings.  Council  subcommittees  shall  generally  follow  the meeting procedures and rules of order set forth in Resolution No. 13‐049.

III. ADMINISTRATIVE SUPPORT FOR CITY COMMISSIONS AND COMMITTEES.

A. Staff to Provide Support.  City staff will provide assistance and support to City commissions, committees,  and  subcommittees;  however,  such  commissions,  committees,  and subcommittees do not have supervisory authority over City employees.  While staff may work closely with these entities (particularly the Planning Commission), City staff members remain responsible to their immediate supervisors and ultimately to the City Manager. The members of  City  commissions,  committees,  and  subcommittees  are  responsible  to  perform  the functions (as set forth in Victorville Municipal Code or other City Council directive) of their respective committees/commissions.

B. Examples.  Staff  support  includes  preparation  of  an  agenda  and  preparation  of  reports providing  a  brief  background  of  the  issue,  a  list  of  alternatives,  recommendations,  and appropriate back‐up materials, if necessary. Advisory body members should have sufficient information to reach decisions based upon a clear explanation of the issues.

C. Procedure for Recommendations to Council.  Advisory City commissions, committees, and subcommittees wishing to communicate progress, status, and/or recommendations to the City Council must do so through approved Council agenda procedures.  In addition, if such commissions, committees, and subcommittees wish to correspond with an outside agency, such correspondence will be prepared by staff for review by the City Manager and possible approval  by  the  City  Council.  Individual  members  of  City  commissions,  committees,  and subcommittees  who  would  like City staff  to  perform  research  or  review  a  particular  issue must gain the approval for such a request from the City Manager before any work is planned or done.

IV. COMMISSIONS,  COMMITTEES,  AND  BOARDS  ON  WHICH  COUNCILMEMBERS  SERVE  AS  CITY

REPRESENTATIVES

A. Outside Agencies.  City Councilmembers are appointed to serve as City representatives on the boards of commissions and/or committees of outside agencies in the region, such as the Victor Valley Transit Authority (“VVTA”), the San Bernardino County Transportation Authority (“SBCTA”), and the Victor Valley Wastewater Reclamation Authority (“VVWRA”).

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B. Procedures.  Nomination and confirmation of such representatives and one alternate shall follow the same procedure identified in Chapter 2, Section II, points 1‐7, for the Mayor and Mayor Pro Tem.

C. Absence.  Whenever a member of the City Council is unable to attend a regional board or committee meeting to which he or she is designated as the City’s representative, he or she shall notify his or her alternate to request his or her attendance.

D. Duties.  Councilmembers  appointed  to  serve  on  outside  agencies  shall  do  so  as representatives  of  the  City,  shall  comply  with  the  rules  of  procedure  adopted  by  such agencies when participating in meetings of such agencies, and shall provide updates or reports to the City Council on the activities of such agencies as required.

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CHAPTER 10 - ENFORCEMENT

I. CENSURE AUTHORIZED
Censure  is  a  formal  resolution  of  the  City  Council  that  reprimands  one  of  its  own  members  for specified conduct, generally a violation of State, Federal, or local laws; or of City policy, including the provisions of this Manual (hereinafter collectively “Law”).  Censure should not follow an occasional error  in  judgment  that  occurs  in  good  faith  and  is  unintentional,  but  it  is  appropriate  when  the violation  is  considered  to  be  a  serious  offense  or  the  conduct  involves  intentional  and  repeated violations  of  Law  or  City  policy  after  other  Councilmembers  have  informed  the  offending Councilmember of the violation(s).  Censure carries with it no fine or suspension of the rights of the member as an elected official, but it nonetheless is a punitive action for wrongdoing.

II. CENSURE PROCEDURE

A. Request for Censure Hearing.  During the open portion of any regular or special meeting of the  City  Council,  any  Councilmember  may  make  a  motion  to  calendar  a  censure  hearing concerning the violative conduct of one of its members.

1. Specific Allegations.  The request must include specific allegations of the conduct that constitutes  a  violation  of  the  Laws  or  City  policy  upon  which  the  proposed  censure  is based.

2  Agenda Placement or Ad Hoc Committee Formation.  If a majority of Councilmembers support the request, then a) direction shall be given to City Manager to calendar the item for a future agenda or b) the Council shall appoint an ad hoc committee to investigate the charges.

3. When No Investigation Required. If the conduct or violation alleged is patent or otherwise clearly  apparent,  setting  of  the  censure  hearing  shall  proceed  in  accordance  with Subsection C, below.

B. Investigation.  If  a  majority  of  the  Council  determines  an  investigation  is  warranted,  the Council shall designate an ad hoc committee consisting of two of its members, one of which shall be the Mayor, to conduct the investigation. If the Mayor is the subject of the charges, the Mayor Pro Tem shall be appointed in lieu of the Mayor to serve on the ad hoc committee.

1. Independent Investigator.  The Council may select an independent investigator to assist in conducting the investigation. The independent investigator would be managed by the ad hoc committee to conduct the investigation.

Process for Taking Statements.  In the course of the investigation, the committee must determine the process by which statements are taken. A witness may choose to provide a signed declaration under penalty of perjury attesting to his or her knowledge of the facts surrounding the allegations. If a witness is unwilling to submit such a declaration, the Council may issue a subpoena to compel the witness’s testimony, consistent with its subpoena power granted under the Government Code.

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2. Conclusion of Investigation.  At the conclusion of the investigation, the results shall be presented in writing to the full Council. Based on the results and upon a majority vote of the Council, a censure hearing may be set in accordance with Subsection C, below.

3. Investigation  Guidelines.  The  following  guidelines  apply  to  ad  hoc  committee investigations:

(a) The committee may be staffed by administrative and legal staff. (b) If authorized by City Council, the committee may subpoena witnesses and documents. (c) In  making  a  determination  to  hold  a  censure  hearing,  the  committee  should determine  if  after  taking  all  the  facts  and  evidence  into  consideration,  there  are reasonable grounds to believe or not believe that the conduct, violation, or offense occurred.
(d) The committee shall issue a final report and recommendations to the City Council. The final report shall be made available to the public.

C. Censure Hearing.  If a censure hearing is set, it must be set far enough in advance to give the Councilmember subject to the charges adequate time to prepare a defense. That member shall be given the opportunity to make an opening and closing statement and to question his or her accusers.  The Councilmember subject to the charges may be represented and may have the representative speak or question on his or her behalf.  The Mayor, or the Mayor Pro Tem  if  the Mayor is  the  subject of  the  charges, shall  preside  at  the hearing.  The rules  of evidence shall not apply to the hearing, which is not a formal adversarial proceeding. The City Attorney or designee shall provide legal advice to the City Council during the hearing.

D. Resolution of Censure.  A decision to censure requires the adoption of a resolution making findings with regard to the specific charges, based on substantial evidence, and approved by the affirmative vote of at least three (3) Councilmembers.  In accordance with Government Code  section  995,  upon  request  of  a  Councilmember,  the  City  may  reimburse  the Councilmember’s reasonable attorney fees and costs in defending himself or herself.

III. REMOVAL

A. Disruptive Conduct by Councilmember During Meeting.

1. In addition to the foregoing and as set forth in Section III.C of Chapter 5 of this Manual, the provisions of Government Code Section 36813 shall be applicable to the conduct of Councilmembers during Council meetings. Said Section provides:

The City Council may establish rules for the conduct of its proceedings. It may punish a Councilmember or other person for disorderly behavior at a meeting.

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In  accordance  with  Section  36813  and  Section  III.C  of  Chapter  5  of  this  Manual,  the punishment  may  include  removal  from  the  Council  Meeting  of  the  disruptive Councilmember upon a majority vote of the City Council. A motion for removal may be made by any Councilmember, including the Mayor, and is not debatable. The Presiding Officer and Council as a whole shall address disruptions in a consistent, transparent, and viewpoint‐neutral manner.

IV. ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING OF MANUAL

Upon first entering office, upon election to any subsequent term, or whenever this City Council Policy and  Procedures  Manual  is  updated  by  City  Council  Resolution,  every  Councilmember  shall  sign  a statement affirming that he or she has received, read, and understood the provisions set forth in this Manual and furthermore agrees to abide by them.

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ATTACHMENT C
City of Victorville
City Council Policy and Procedures Manual

Adopted by the Victorville City Council
by Resolution No. 17-056 on October 3, 2017
Revised by Resolution No. 18-074 on September 4, 2018
Revised by Resolution No. 19-057 on October 1, 2019
Revised by Resolution No. 20-055 on June 23, 2020
Revised by Resolution No. 21-021 on March 16, 2021
Revised by Resolution No. 22-015 on May 17, 2022
Revised by Resolution No. 22-111 on October 4, 2022
Revised by Resolution No. 23-015 on March 7, 2023
Revised by Resolution No. 23-018 on March 21, 2023
Revised by Resolution No. 23-025 on April 4, 2023
Revised by Resolution No. 23-030 on May 16, 2023
Revised by Resolution No. 23-104 on December 19, 2023
Revised by Resolution No. 24-020 on March 19, 2024

TABLE OF CONTENTS

TABLE OF CONTENTS i
C
HAPTER 1
- IN
TRODUCTION AND PURPOSE 1
CHAPTER 2 - RO LE OF CITY COUNCIL 2
CHAPTER 3 - CO UNCIL MEETINGS 14
CHAPTER 4 - AGENDA 22
CHAPTER 5 - M EETING RULES OF CONDUCT AND DECORUM 25
CHAPTER 6 - A DMINISTRATIVE MATTERS 37
CHAPTER 7 - REL ATIONSHIP AND CONDUCT 40
CHAPTER 8 – COMMUNICATION AND REPRESENTATION 44
CHAPTER 9 - C OMMISSIONS, COMMITTEES AND BOARDS 53
CHAPTER 10 - ENFORCEMENT 57

-i-

Chapter 1
1 CHAPTER 1 ‐ INTRODUCTION AND PURPOSE

I. PURPOSE OF MANUAL

A. Compile, Revise and Adopt Rules and Policies. By adopting this Policy and Procedures Manual (“Manual”), the City Council of the City of Victorville (the “City Council” or “Council”) hereby establishes updated Rules of Procedure for the preparation of its agendas, conduct of its meetings, and transaction of other City Business. In addition, by adopting this Manual, the City Council further compiles, consolidates, updates, and supersedes any prior Council Policies, Resolutions, rules, and related administrative procedures that have been formally adopted by the City Council addressing the subject matter and/or the topics discussed herein.

B. Provide Standards and Guidance. The purpose of this Manual is to set a standard of professionalism for the conduct of the City Council’s business. Victorville has a long and proud tradition of open government and civil, intelligent public discourse. This Manual is intended to enhance public participation and Council debate so that the best possible decisions can be made for Victorville. While attempting not to be overly restrictive, procedures, policies, and codes of ethics and conduct are being established and/or clarified so that expectations and practices are clearly articulated to guide City Councilmembers in their day -to-day conduct and actions.

C. Ease of Reference. Having the majority of the rules, procedures, practices and policies (hereinafter collectively “Rules”) of the Victorville City Council consolidated and contained in a single, easily -accessible document will clarify expectations and responsibilities and will streamline the conduct of meetings and other City Council business in the public interest.

II. EFFECTIVE DATE AND PERIODIC REVIEW/UPDATE OF MANUAL

A. Effective Date. The Rules contained in this Manual shall be in effect immediately upon their adoption by City Council resolution and shall remain in effect until such time as this Manual is amended and new Rules are adopted and/or updated by City Council resolution.

B. Annual Review. This Manual will be reviewed annually with the intent that any necessary revisions be made only at such annual review in August, if needed, by City Council Resolution.

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2 CHAPTER 2 ‐ ROLE OF CITY COUNCIL

I. OVERVIEW

A. City Council Acts as a Body. One of the fundamental tenets of city governance is recognizing that the City Council acts as a body. No individual Councilmember has extraordinary powers beyond those of other members. Although the Mayor and the Mayor Pro Tempore (“Pro Tem”) have additional ceremonial, parliamentary and administrative responsibilities as described below and elsewhere in this Manual, with respect to the establishment of policies, voting, and in other significant areas, all members are equal.

B. Establishment of City Policy. City Policy is established and direction is given to City staff by a majority vote of the Council. Neither the Mayor nor the Mayor Pro Tem has veto power or any other policy-making authority beyond that of the other Councilmembers.

C. Decisions of Majority of Body Binding on City Council. While individual Councilmembers may disagree with decisions of the majority, a decision of the majority does bind the City Council to a course of action and provides City staff with clear direction to follow. Similarly, City staff is responsible to ensure that the policy set by the City Council is implemented and upheld consistent with the wishes of the majority. Implementation of City Council policy by staff does not reflect a bias against Councilmembers who held a minority opinion on an issue.

II. COUNCIL ELECTION AND GOVERNANCE

The City of Victorville is governed by a five -member City Council elected to four -year terms on a staggered basis. Councilmembers are elected in the general election in November of even - numbered years. The Mayor and Mayor Pro Tem will be appointed by a majority vote of the entire membership (hereinafter “consensus”) of the City Council. The City Council shall appoint the Mayor and Mayor Pro Tem for one-year terms at the first regular meeting in December of every year or as soon thereafter as feasible and, when applicable, following the certification of election results and seating of new City Councilmembers. Effective as of the organization meeting of 2024 and with respect to Mayoral terms, the following provisions shall apply: A Mayor shall serve no more than two (2) consecutive terms per each term of office as Councilmember, unless additional service is granted by a two-thirds (2/3) affirmative vote of the entire Council membership. A Councilmember may serve a third year as Mayor during his or her current term of office without the two-thirds (2/3) requirement, provided he or she did not hold the office of Mayor during the preceding year. The newly-appointed Mayor and Mayor Pro Tem shall undertake their positions immediately following the majority vote or assumption to office. In no circumstance shall a change be considered to the Policy Manual regarding the appointment process for the office of Mayor and/or Mayor Pro Tem once the organizational item has been posted to the agenda.

The nomination and appointment procedure for the office s of Mayor and Mayor Pro Tem shall be conducted in successive order and as shown below.

1. The City Clerk opens nominations.

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3 2. The City Clerk receives up to one nomination per Councilmember until no further nominations are forthcoming. Seconds are not required.

3. With the acceptance of a nomination, the Councilmember shall publicly answer the following question: “If appointed, will you well and faithfully discharge the duties of the Mayor as set forth in the Council’s Policy and Procedures Manual? ” If the reply is not confirmatory, the Councilmember is denied the nomination.

4. The City Clerk closes nominations.

5. The City Clerk calls on each Councilmember to cast by verbal vote the name of his or her nominee of choice.

6. The City Clerk announces the outcome of the vote and declares the appointment upon a majority vote of the full membership.

7. If an appointment is not confirmed, the City Clerk repeats the foregoing procedure once more on the prospect of the City Council reaching agreement.

The newly-appointed Mayor shall preside over the process for the appointment to the office of Mayor Pro Tem. The appointment of the Mayor Pro Tem shall not occur until the appointment process for Mayor as provided herein has been completed.

Should the City Council fail to appoint a new Mayor, eith er due to insufficient votes or tie -vote procedures outlined in Chapter 5, Section II. R, the City Council shall reconsider the appointment during one final vote at the next regular meeting. Abstaining from any appointment vote counts as an affirmative vote for the current Mayor.

If no consensus on a new Mayor is reached after two consecutive Council meetings, the Mayor Pro Tem will assume the role, provided he or she:

(a) is willing to serve.
(b) did not receive and accept a nomination for Mayor at any time during the appointment process.
(c) publicly answers the following confirmatory question: “If appointed, will you well and faithfully discharge the duties of the Mayor as set forth in the Council’s Policy and Procedures Manual?”

If the Mayor Pro Tem did not receive consensus support at any time during the appointment process, is eligible but declines the position, or fails to confirm that he or she will well and faithfully discharge the duties of the Mayor as set forth in the Council’s Policy and Procedures Manual, the current Mayor shall remain in office until the next annual organizational meeting.

If the Mayor Pro Tem does assume the Mayoral role, his or her vacated position shall open for nominations at the next regular Council meeting. Should the Council fail to appoint a new Mayor Pro Tem, the Councilmember with the longest tenure (excluding the Mayor) shall assume the position.

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4 III. ROLE AND DUTIES OF MAYOR

A. Official Ceremonial Head of City. The Mayor is recognized as the official head of the City for all ceremonial purposes and shall perform such other duties consistent with the office as set forth in this Manual and as may be delegated to the Mayor by majority vote of the City Council.

B. Presiding Officer. The Mayor is the Presiding Officer at all meetings of the City Council and acts as the chair. In this role, the Mayor has authority and discretion to:

1. preserve order at all Council meetings by facilitating the effective conduct of business during meetings and assisting, when deemed necessary, fellow Councilmembers in understanding their roles and responsibilities in municipal governance;

2. enforce (or cause to be enforced) the Meeting Rules of Conduct and Decorum as set forth in Chapter 5 of this Manual;

3. determine the order of business at meetings of the City Council; and

4. require any person addressing the City Council to be sworn as a witness and to testify under oath when, for example, testifying in judicial or quasi-judicial proceedings. The Mayor or other Presiding Officer shall also require such swearing-in if directed to do so by a majority of the Council.

C. External Communication of Policy. The Mayor is to faithfully communicate the position of the Council majority in matters of policy.

D. Seating Arrangement for City Council. The Mayor assumes the center chair on the dais and oversees the seating location of the other Councilmembers at all meetings of the Council, in council chambers or elsewhere. The Mayor will, following each Council election of officers and at such other times as the Mayor deems it necessary, establish the seating arrangement of the Councilmembers. The Mayor Pro Tem shall always be seated directly next to the Mayor.

E. Signing Documents. The Mayor, whenever available, shall sign all ordinances, resolutions and other documents that have been adopted and authorized by the City Council and require an official signature. However, the City Manager or another City official may sign certain documents when so authorized by Council action and/or the provisions of the Victorville Municipal Code.

F. Absence of Mayor. In the absence of the Mayor, the Mayor Pro Tem shall perform the duties of the Mayor, including acting as the Presiding Officer at meetings. The Mayor Pro Tem is duty- bound to the Council as a whole and to Victorville, rather than to the Mayor. When both the Mayor and the Mayor Pro Tem are absent from any meeting of the Council, the City Clerk shall call the Council meeting to order, whereupon a temporary Presiding Officer shall be appointed by the Councilmembers present to serve until the arrival of the Mayor or Mayor Pro Tem, or until adjournment, whichever comes first.

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5 G. Request to Allow City Clerk to Run Meeting. The Presiding Officer at any City Council meeting, be it the Mayor or Mayor Pro Tem as applicable, may request that the City Clerk r un all or a portion of the meeting and assume the role of the Presiding Officer for such purpose.

H. New Councilmember Orientation. The Mayor will lead, with the assistance of the City Manager, new Councilmember orientations.

IV. ROLE AND DUTIES OF ALL COUNCILMEMBERS

A. Annual Review of Residency

Government Code Section 36502(a) requires Councilmembers of this City to maintain a legal residence or domicile within the City of Victorville and rules regarding this are further discussed in Section 243 and 244 of the Government Code. To properly ensure compliance, Councilmembers shall be required to certify with the City Clerk annually, their residency or domicile within the City of Victorville. To be considered certified, each proof of residency as described below must contain the house number (and apartment number if applicable) and street name of the residency or domicile in an unredacted state.

Councilmembers are required to live in the District they represent and are required to live in the City of Victorville during their entire term in office. To ensure that the Councilmembers continue to live in the area they represent, each elected official must submit one of the following documents to the City Clerk during the first 31 calendar da ys of the year (January 1st to 31st) and within 30 days of any change in residency . Acceptable forms for proof of residency are as follows:

1. Home Ownership. Proof as follows:

(a) a copy of a title deed or grant deed, a mortgage payment billing statement verifying the address, or any other document that can verify home ownership and residency of the property, or
(b) evidence of a homeowner's property tax exemption filed with the County of San Bernardino Assessor for proof that the home is his or her primary residence. If the elected official does not have a tax exemption on file, he or she must submit an affidavit signed by the elected official verifying that the home is the primary residence; or
(c) If the home ownership is in the name of a person other than the elected official, or in the name of a legal entity, such as a trust, partnership or corporation, the elected official must submit an affidavit signed by the homeowner or authorized legal representative of the entity verifying that the elected official is living in the home as his or her primary residence.

2. Rented or Leased Property. Proof as follows:
(a) If the residence is rented or leased by the elected official, the elected official will provide proof of residency by submitting a signed copy of a current and legally enforceable lease or rental agreement that demonstrates the elected official resides at the specified address; or
Chapter 2
6 (b) If an elected official is living at a residence without a lease/rental agreement, the elected official must have the landlord or property owner sign an affidavit verifying, under penalty of perjury, the elected official's residency in the landlord or owner's property

3. Current Motor Vehicle Registration or California Driver’s License. Proof as follows:

(a) Motor vehicle registration showing it is registered to the elected official for the residence claimed, or
(b) a valid California driver's license showing that the address on his or her license matches the residence claimed.

If the residence address on either the driver's license or auto registration is in the process of being changed, the elected official must provide a document from the California Department of Motor Vehicles (Form DMC14) verifying the change is in fact in process. If the elected official does not own an automobile or does not have a California driver's license, the elected official must submit any other State-of- California-issued identification showing that the address on the identification document is consistent with the address shown on his or her current voter registration.

4. Current Utility Bill. Proof as follows:

(a) The utility bill must be in the elected member's name and show that the service address is within the Councilmember’s respective District. In the event a utility bill has yet to be generated, a letter from an authorized representative of the utility provider stating that an account has been opened in the elected official's name will suffice. If there is an agreement with a landlord or other legal entity, as verified by a rental contract or lease contract, that states the landlord or other legal entity will pay the utility bill, the elected official must submit an affidavit signed by the landlord or other legal entity's authorized representative, attesting to that fact.

5. Other Documents. Proof as follows:

(a) School records or any official document issued by an accredited educational institution, sealed by the school, or
(b) current paycheck stub or personnel record issued by the elected official's employer, or (c) current homeowner or renter insurance policy, or
(d) current documents issued by any California court or a federal court that lists the name of the elected official and his or her residence address, or (e) Original record issued by any state or national bank, state or federal savings association, trust company, industrial loan company, state or federal credit union, or any institution or entity that has issued a credit card.

In addition to 5 (a )-(e) above, the elected official must sign an affidavit attesting, under penalty of perjury, his or her current place of residence.

Chapter 2
7 In the event a Councilmember move s to a new residence within the District after filing any previous affidavit, the elected official must confirm the new address within 30 days of moving by providing one of the documents listed in items 1 through 5 and an affidavit to the City Clerk.

Incumbent Councilmembers who have not relocated since the information required by this Section was last provided may comply with this Section by supplying a copy of a current driver's license or State-of-California-issued identification card and an affidavit attesting, under penalty of perjury, that they have not relocated and that all previously submitted information remains true and correct. The City Clerk shall confirm that the residence address on the incumbent’s voter registration is consistent with previous documents submitted in order to demonstrate the residence address is within the boundaries of the District in which the Councilmember was elected or appointed to office.

Failure to provide any of the above-required documents on or before January 31st of each year and/or within 30 days of moving to a new residence shall be referred to the City Council for further action and could result in his or her office becoming vacant in accordance with Government Code Section 36502, and the City Council could take an action to remove said Councilmember.

Government Code Section 36502(a) provides:

“A person is not eligible to hold office as councilmember … unless he or she is at the time of assuming the office an elector of the city, and was a registered voter of the city at the time nomination papers are issued to the candidate.… If, during his or her term of office, he or she moves his or her place of residence outside of the city limits or ceases to be an elector of the city, his or her office shall immediately become vacant.”

Alternatively, for non-compliance with this Section, the Council may consider taking action to remove the Councilmember from committee assignments and access to public facilities outside of normal working hours and/or initiate an investigation to determine the Councilmember’s place of residence.

In order to ensure compliance with these requirements, City staff shall provide an update as to compliance in February of each year as part of a February consent calendar item.

B. Advance Preparation for Meetings.

1. Prior Review of Agenda Materials. Prior to attending Council and committee meetings, study sessions and/or workshops, Councilmembers shall read or otherwise familiarize themselves with each agenda and supporting documentation for the items thereon.

2. Seek Prior Clarification of Agenda Materials. In respect for everyone’s time and to help ensure that individual Councilmembers may be equipped to make informed decisions, do his or he r best work, and move meetings forward in a meaningful way, it is incumbent upon each Councilmember to promptly seek answers to questions he or she may have Chapter 2
8 about the posted agenda items and agenda -package materials for the immediately pending meeting. Toward fulfilling these objectives, Councilmembers should seek the aforementioned assistance from the City Manager, City Attorney, City Clerk, or such Senior Management as the City Manager may designate (e.g., Assistant City Manager, Deputy City Manager, C ity Engineer, Public Information Officer, City Department Directors, or the Police Chief) as soon as possible after receipt of the agenda package and prior to the meeting to which the agenda package relates.

3. Avoid Unfair Surprise . Councilmembers should advise the City Manager in advance of issues or questions they intend to bring up at a public meeting. This refers to issues and questions that City staff would not normally anticipate or have researched for that particular meeting.

4. Report Possible Absences. Each Councilmember shall report immediately to the Mayor and City Clerk any likelihood of absence in order to ensure the most effective facilitation of City Council meetings. To the extent any Councilmembers are absent or going to be absent for two or more consecutive regular council meetings, that Councilmember should seek the consent of the City Council to excuse such absence either prior to the absence, or immediately upon return, which consent shall require majority vote of the quorum.

5. Effect of Unexcused Absences . As provided in Government Code Section 36512(a) if a City Councilmember is absent without permission from all regular City Council meetings for sixty (60) days consecutively from the last regular Council meeting he or she attended, his or her office beco mes vacant or shall be filled in accordance with Section IV .D hereinbelow.

C. Councilmember Appointments and Assignments. Following nominations by individual Councilmembers, the City Council confirms by a majority vote of the entire membership its appointments to City commissions, boards, and standing committees, as well as its appointments to the various boards, commissions, and committees of outside agencies on which Councilmembers serve as representatives of the City. The nomination process for such appointments shall be facilitated by the Presiding Officer and follow the same nomination procedures as provided in Chapter 2, Section II , points 1-7 of this Manual relating to the nomination of the Mayor and Mayor Pro Tem. See Chapter 9 as to the roles and duties of such committee, commission, and board appointees, and additional rules relating to nominations and the filling of vacancies. Chapter 9 also provides rules relating to the creation and purposes of Ad Hoc subcommittees composed of less than a quorum of the City Council.

D. Council Vacancies. Whenever a vacancy occurs in the office of City Councilmember, the City Council will fill the vacancy by appointment or special election in accordance with the procedures set forth in Government Code section 36512 or the provisions of any ordinance adopted by the City Council thereunder. If a vacancy is to be filled by appointment, and in order that the Council may select the candidate best suited to the position, the City shall initiate an application and interview process which shall be robust, uniform, and free from the appearance of impropriety. Except for official communication with the City Manager’s office, which includes the City Clerk, all contact between Councilmembers and candidates regarding the appointment process and/or potential appointment is restricted to a formal Chapter 2
9 interview process during a public meeting. Any candidate who violates this protocol may be excluded from appointment. An ad hoc subcommittee of less than a quorum of the Council shall develop the process for appointment, which is subject to Council approval.

E. Leadership, Goals, and Policy; Ex-Officio Roles of the City Council.

1. Leadership, Goals, and Policy. City Councilmembers are elected to provide leadership in setting goals and in formulating policies. The City Council is the focal point for identifying and interpreting the wishes of the citizens and translating these into specific programs.

Successful goal setting and policy formulation largely depend on a good working relationship amongst the Council and between the Council and the administr ative staff.

Under the City Manager’s direction, staff can provide assistance in analyzing the City’s needs, suggesting action programs, and calculating the costs of proposals. However, the Council has the final responsibility for establishing local policies and determining services and budget levels appropriate for the City.

2. Ex-Officio Roles. The City Council also serves as the Boards for the Victorville Water District (“VWD”), the Southern California Logistics Airport Joint Powers Authority (“SCLAA”), the Library Board of Trustees, the Successor Agency to the Victorville Redevelopment Agency, the Housing Assets Successor, and the Victorville Joint Powers Financing Authority (“JPFA”), with all meetings being held concurrently. References made in this Manual to the City Council also include the Council when acting in it its roles as the boards of the aforementioned entities.

F. Engaging in Legislative and Quasi- Judicial Decisions/Acts . Almost all actions or decisions made by the City Council fall into one of two categories: legislative or quasi-judicial.

1. Legislative. These actions/decisions formulate rules to be applied to all future cases.

Examples include, but are not limited to: adoption and amendments to municipal codes, general plans, zoning codes, and personnel regulations. These actions are generally taken by ordinance or resolution.

2. Quasi-Judicial. While legislative actions establish public policy and rules applicable to groups of property or people, quasi -judicial proceedings affect individual properties or parties. Quasi -judicial proceedings involve the application of established standards to individual facts to determine specific rights or to take specific actions under existing law.

3. Due Process. The distinction between these two types of acts/decisions comes into play in the due process afforded to parties (particularly in the public and appeal hearing context), as explained in more detail in Chapter 3, Section VI of this Manual.

G. Issuing Subpoenas. Pursuant to Government Code section 37104, the City Council may issue subpoenas to require attendance of witnesses or production of books or other documents for evidence or testimony in any action or proceeding pending before the Council. The form of oaths administered by the City Clerk will be substantially in the following form:

Chapter 2
10 <Name of affiant>

“I hereby declare or affirm under penalty of perjury that the testimony I am about to give before the City Council is the truth.”
H. Compliance with Code of Ethics. On July 7, 2009, the City Council adopted Resolution No. 09- 059 establishing a Code of Ethics setting forth principles and standards of conduct to be observed by all Councilmembers. Immediately upon adoption of this Manual by resolution of the City Council, Resolution No. 09-059 shall be superseded in its entirety by the provisions of Section V, below.

I. Handling Concerns or Complaints from the Public and Staff. Councilmembers shall function within their established roles when listening to concerns or complaints from the public and staff. While it is important to be available when issues arise, Councilmembers shall abide by uniform procedures to ensure matters are handled expeditiously and everyone is treated respectfully and fairly. Council members shall remain neutral when receiving reports, conveying that they have no individual authority to resolve issues and further recognizing that only one side of the story is being heard. Councilmembers shall adhere to their policy role pursuant to Cha pter 2 of this Manual, being certain not to interfere with the administrative functions of the City or the professional duties of City staff. The same level of care must be exercised when responding to emails as is described for personal interactions.

Councilmembers shall use the following procedures when handling concerns or complaints:

1. Receive - Listen to what the person has to say without preparing a response.

2. Repeat - Paraphrase or ask a question to clarify for understanding. Ask the person to identify those to whom s/he has spoken about the matter prior to contacting a Council member.

3. Request - Ask what the person would like the Council member to do with the information and/or what is seen as a solution to the problem.

4. Review - Indicate that the information will be shared with the City Manager in order that the City Manager or his or her designee may be able to provide a response or additional information as may be necessary.

V. CODE OF ETHICS FOR COUNCILMEMBERS

A. Intent and Purpose. To assure public confidence in the integrity of local government and its effective and fair operation, this Code of Ethics provides a framework for day-to-day actions and decision-making by Councilmembers and represents a commitment to uphold a standard of integrity beyond that required by law. The citizens and businesses of Victorville are entitled to a fair, ethical, and accountable local government that has earned the public’s full confidence for integrity. To ensure the effective functioning of democratic government, the City Council requires each of the following:

Chapter 2
11 1. Public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government.

2. Public officials be independent, impartial, and fair in their judgment and actions.

3. Public office be used for the public good, not for personal gain.

4. Public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility.

B. Principles and Standards. The principles and standards of ethical conduct for Victorville City Councilmembers are hereby established as set forth below.

1. Act in the Public Interest. Recognizing that stewardship of the public interest must be their primary concern, Councilmembers will work for the common good of the people of Victorville and not for any private or personal interest, and they will assure fair and equal treatment of all persons, claims and transactions coming before the Victorville City Council.

2. Comply with the Law . Councilmembers shall comply with the laws of the nation, the State of California, and the City of Victorville in the performance of their public duties.

These laws include, but are not limited to: the United States and California Constitutions, the Victorville City Charter, the Victorville Municipal Code, laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities, open government, and City ordinances and policies.

3. Councilmember Conduct . The professional and personal conduct of Councilmembers must be above reproach and avoid the appearance of impropriety. While it is understood that Councilmembers enjoy First Amendment rights, they shall practice high standards of civility, respect, and decorum in discussions and debate, and refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Council, boards, commissions, staff, or the public.

4. Respect for Process. Councilmembers shall perform their duties in accordance with the processes and rules of order established by the Council governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Council by City staff.

5. Decisions Based on Merit. Councilmembers shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations.

6. Conflict of Interest. In order to assure their independence and impartiality in the City’s best interest, Councilmembers shall not use their official positions to influence decisions in which they have a conflict of interest.

7. Gifts and Favors. Councilmembers shall follow the laws that apply to the acceptance of gifts or favors as a public official.

Chapter 2
12 8. Use of Title. Councilmembers may use their title only when conducting official City business, for informational purposes, or as an indication of background and expertise.

Individual Councilmembers must be careful not to: 1) exceed or appear to exceed his or her authority, 2) use his or her position to influence others unduly or, 3) use his or her title to improperly gain leverage or preferential treatment.

9. Confidential Information. Councilmembers shall respect the confidentiality of information concerning the property, personnel, or affairs of the City. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests.

10. Use of Public Resources . Councilmembers shall not use public resources, such as City staff time, equipment, supplies, or facilities, for private gain or personal purposes.

11. Advocacy. Councilmembers shall represent the official policies or positions of the Council to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, Councilmembers shall explicitly state they do not represent the opinion of the entire Council.

12. Positive Workplace Environment. Councilmembers shall support the maintenance of a positive and constructive workplace environment for their employees, City employees, private citizens, and businesses dealing with the City. Councilmembers shall recognize their role in individual dealings with City employees. Councilmembers shall not be immune to potential liability and/or legal proceedings by City employees when the rights of such employees who are acting within the scope of their employment have been infringed upon or violated by Councilmembers.

13. Policy Role of Councilmembers . Councilmembers shall respect and adhere to the Council-Manager structure of Victorville City government. In this structure, the City Council determines the policies of the City with the advice, information, and analysis provided by the public, boards, commissions, and City staff. Councilmembers shall not interfere with the administrative functions of the City or the professional duties of City staff, nor shall they impair the ability of staff to implement Council policy decisions.

14. Enforcement. Councilmembers have the primary responsibility to ensure that this Code of Ethics is followed so the public may have full confidence in the integrity of government.

Although this Code of Ethics and Conduct is intended to “be self- enforcing” and will be most effective when Councilmembers are thoroughly familiar with and embrace its provisions, City Councilmembers who intentionally and/or repeatedly do not follow proper conduct may be subject to disciplinary sanction (a statement or resolution of repudiation), formal censure, and/or punishment pursuant to Government Code Section 36813 as set forth in Chapter 10 of this Manual. Any punishment meted out is at the discretion of the Council and may include removal of the Councilmember from committee assignments.

Chapter 2
13 C. Norms and Protocols. The following norms were agreed to by each individual Councilmember present during the Governance Workshops of February 2020 and February 2021. On March 28, 2023, during the Governance Workshop, Council revised said norms to the following:

1) We conduct ourselves in a
professional manner during
meetings and beyond.

2) We respect open government
both in word and deed.

3) We expect civil, intelligent public
discourse.

4) We are efficient in our meetings.

5) We treat all members of the
public with respect.

6) We contribute to a positive
workplace environment.

7) We yield ourselves to the
Council- Manager form of
government, and Council
members do not interfere with
the role of the City Manager or
any professional duties of City
staff.

8) We keep confidential matters
confidential.
9) We foster a good working relationship
between Councilmembers and staff to
promote good goal setting, policy making
and service delivery.

10) We understand that the Council acts as a
body, all members are equal, and policy
direction is only given by a majority vote
of the Council.

11) We support staff’s obligation to
implement decisions made by the
Council, even if one of us doesn’t agree
with the Council’s decision.

12) We are prepared for Council meetings
and ask our questions of staff in advance
so we can avoid surprising staff at the
meetings. We know this is good
teamwork.

13) We act with high integrity in all matters
and comply with our code of ethics.

Chapter 3
14 CHAPTER 3 ‐ COUNCIL MEETINGS
I. REGULAR MEETINGS

A. Time and Place . As set forth in Section 2.20.040 of the Victorville Municipal Code, regular meetings of the City Council are held the first and third Tuesdays of each month at 5:00 p.m. (Closed Session) and 6:00 p.m. (Regular Session) in the City Council Chambers located at 14343 Civic Drive, Victorville, California. City Hall will be open and accessible to Councilmembers during regular City business hours and at such times as regular and special meetings of the City Council are being held. Regular City business hours are: Monday through Thursday 7:30 a.m. to 5:30 p.m. and Friday 7:30 a.m. to 4:30 p.m.

B. Compliance with Ralph M. Brown Act. To ensure that the deliberations and actions of the City Council are conducted openly and to ensure meaningful public participation, all meetings of the of the City Council shall be held in compliance with the provisions of the Ralph M.

Brown Act, Government Code Section 54950 et seq. (the “Brown Act”).

II. SPECIAL MEETINGS AND EMERGENCY MEETINGS

A. How Called and Held. Special meetings and emergency meetings of the City Council may be called by the Mayor or majority of the City Council and held from time to time consistent with and pursuant to the procedures set forth in the Brown Act. Any special meeting called pursuant to this section shall not be scheduled unless a majority of the City Council has confirmed their availability.

B. Accommodate the Public. To be respectful of the public, unfinished business in any special meeting held immediately prior to a regularly-scheduled meeting should be suspended until the regular meeting is adjourned.

III. CONSIDERATION OF NEW BUSINESS/CANCELLATION OF MEETINGS

A. Consideration of New Business . No new item of Council business as posted in the Written Communications portion of the meeting agenda (See Sections V.B and VI.F of this Chapter) shall be considered after 10:00 p.m. unless approved by a majority vote by the Council. New business not taken up by the Council shall be carried over to the next regular City Council meeting, or the meeting may be adjourned to a date specific at Council’s direction.

B. Cancellation of Meetings. Any regular or special meeting of the Council may be cancelled in advance by a majority vote of the Council during a prior meeting of the Council. The Mayor may cancel a meeting in the case of an emergency or when a majority of members have advised the City Clerk of their unavailability to attend a meeting. The City Manager may cancel a meeting when he or she determines there is no business to be conducted at the meeting.

Appropriate notices will be provided. Solely for the purpose of confirming unavailability of members prior to cancelling a meeting, the City Clerk may poll the members of the City Council provided that the City Clerk does not communicate to any Councilmember the Chapter 3
15 responses of any other Councilmembers polled. Written notice of cancellation shall be given to each Councilmember and further shall be posted and distributed to the same parties and in the same manner as the agenda for regular meetings.

IV. MEETING MINUTES

A. Action Minutes. The City Council will use action minutes, which, at the discretion of the City Clerk, will contain either very little, if any, narrative content or a light summary to record their proceedings both during Open Session and Closed Session discussions. Action minutes will include final motions and will note for the record how each Councilmember voted. The minutes will also reflect the names of public speakers, if stated, and may contain brief summaries of the nature of comments, and in public hearings whether they spoke in support or opposition of the agenda item at issue. The City Clerk will have exclusive responsibility for preparation of the minutes, and any corrections to the minutes will be made by majority vote of the City Council.

B. Reading Not Required. Unless the reading of the minutes of a Council meeting is ordered by a majority vote of the Council, the minutes may be approved without a reading if the City Clerk has previously furnished the draft minutes in the City Council agenda packet.

C. Draft Minutes. Draft minutes of meetings are generally submitted to the Council for approval with the agenda packet. Any Councilmember who was absent from the prior meeting may participate and vote on the approval of the minutes and need not abstain on the approval of the minutes for that meeting.

D. Recordings. Recordings of all regular and special meeting proceedings are maintained by the City Clerk for a period of 2 years or as provided for in the City’s currently -adopted records- retention schedule. Closed Session discussions shall not be recorded unless mandated by a court of competent jurisdiction. The City Clerk shall take action minutes of all Closed Session items.

V. CONDUCT OF BUSINESS

A. Generally. The order of business for a Council Meeting is generally shown on the agenda in the order set forth in Section B, below, but may be modified , when necessary, on a case-by- case basis by the Mayor on his or her own prerogative or by the City Manager.

B. General Order of Agenda Items of Business for Council Meetings.

1. Closed Session
• Call to Order/Roll Call
• Public Comment on Closed Session Items
• Declaration of Closed Session Items by City Attorney
• Recess to Closed Session
Chapter 3
16 • Adjourn Closed Session
• Return to Open Session
• Closed Session Announcements by City Attorney

2. Regular Session
• Call to Order/Roll Call
• Closed Session Announcements by City Attorney (to the extent not made immediately following Closed Session as noted above)
• Invocation/Pledge of Allegiance
• Proclamations/Special Presentations
• City Clerk Presents Agenda/Revisions to Agenda to the City Council • Conflict of Interest Declaration(s)
• Public Comments on any agenda item, except for public hearing items, as well as on topics of interest to the public that are within the subject matter jurisdiction of the City Council

A. Appeal Hearings
B. Public Hearings
C. Consent Calendar
D. Written Communications
E. City Manager Reports/Possible Upcoming Agenda Items/Reports from Council Members

3. Adjourn

C. Public Interest. The public interest shall be taken into consideration when the order of business on the agenda is modified. When feasible, topics anticipated to be of greatest interest to the public will be placed at the beginning of the agenda.

VI. DESCRIPTION/EXPLANATION OF PURPOSE OF CERTAIN AGENDA ITEMS

A. Closed Session . The City Council may hold closed sessions during any regular or special meeting, or any time otherwise authorized by law, to consider or hear any matter that is authorized by State law. The City Council shall exclude from any such closed session any person or persons who it is authorized by State law to exclude from such closed sessions. The general subject matter for consideration shall be shown in the agenda posted for such session pursuant to the procedures set forth in the Brown Act. The City Attorney declares the items on the Closed Session Agenda and makes reports following Closed Sessions in accordance with the Brown Act.

B. Public Comment Periods. Depending on the meeting, these periods are provided at the start of the Closed and Regular Sessions and prior to Council’s consideration of agenda items to satisfy the requirements of the Brown Act. These periods provide the ability for members of the public to address the Council on items appearing on the agenda or on other matters of interest within the jurisdiction of the City Council that do not appear on the agenda.

Chapter 3
17 1. Restrictions. Public Comment Periods should not be utilized by Councilmembers to the extent said use impinges upon and/or diminishes the time allotted for other members of the public to speak, unless a Councilmember has recused himself or herself from participating in a decision of the Council on a particular agenda item for a financial or other conflict of interest and further is exercising a right to speak as a member of the public regarding an applicable personal interest under the conditions specified in sections 18707(a)(3)(C) and 18704(d)(2) of the re gulations of the Fair Political Practices Commission (“FPPC”).

2. Reasonable Time, Place, and Manner Limitations. Time and other reasonable limitations may be placed on these comment periods as more particularly described in Chapter 5, Section III of this Manual.

C. Appeal Hearings . Certain decisions made by the City’s Planning Commission, the City Manager, Senior Management, department heads, and/or hearing officers (as specified in the City’s Municipal Code or other applicable law) can be appealed to the City Council. Such decisions usually involve quasi-judicial matters, e.g., granting or denying of permits/licenses or other entitlements.

1. Quasi-Judicial Decisions. If a quasi-judicial appeal is at issue, the City Council must follow stricter procedural requirements similar to those used in a court. (“Quasi-judicial” means court-like.) Fair hearings and impartial decision -makers are required. Quasi-judicial hearings must be conducted in accordance with the principles of due process. When the City Council is acting as the decision- making body in quasi -judicial hearings, Councilmembers must refrain from testifying as members of the public, as such participation absent a recusal from the decision could impa ir due process and create conflicts of interest.

2. Other Public Hearings. Public hearings held prior to adoption of ordinances or other legislative/policy matters can follow less strict standards.

D. Public Hearings. In general, a public hearing is an open consideration within a regular meeting of the City Council, for which special notice has been given and may be required. During a specified portion of the hearing, residents or concerned members of the public are invited to present protests or offer support for the matter under consideration, subject to reasonable time and other limitations.

1. Held When Required. Public hearings may be required on certain items as prescribed by the Victorville Municipal Code and/or state and federal law. Some examples of when public hearings are generally required include: zoning changes, some annexations, weed abatement items, introduction and first reading of ordinances, and increases of City fees and charges for utilities and other services.

Chapter 3
18 2. Cancellations and Continuances of Hearings Set by Council. Public hearings set by the City Council may be cancelled by a majority vote of the City Council or at the request of the City Manager or City Attorney for good cause. If needed, cancelled public hearings shall be re-noticed in accordance with applicable law. The City Council may also open a public hearing at a meeting, take testimony, leave such hearing open, and continue it to a date certain without re -noticing, upon a majority vote of the City Council, or by the Mayor at the request of the City Manager or City Attorney for good cause.

3. Rules for Continuances for Proponents of Projects and/or Appellants. Proponents of Projects for which a public hearing is required and Appellants who have an appeal hearing scheduled before the City Council shall be granted one continuance of that hearing under the following conditions:

(a) Requests for continuances of public hearings and appeal hearings shall be submitted by the proponent/appellant in writing to the City Clerk by no later than the close of business on the date of the Council meeting at which the matter is scheduled to be heard.

(b) The written request shall specify: (1) the reason for the request for continuance, and (2) the Council meeting date on which the proponent/appellant desires the matter to be heard.

(c) The City Council reserves the right to continue the public hearing or appeal hearing to a date and time that is least likely to impact the conduct of regularly agendized City business.

(d) If the proponent/appellant is unable to attend the meeting at which the matter will be heard, the proponent/appellant should designate a representative to appear on his or her behalf.

(e) No further continuances shall be granted unless, in its discretion, the City Council determines by majority vote that it is necessary to do so after considering the testimony and findings presented at the hearing.

4. General Public Hearing Procedure. Public hearings shall generally be conducted as follows:

(a) Staff presents its report, either by way of a written staff report or by in- person oral presentation.

(b) Councilmembers may ask questions of staff, subject to the time limitations set forth in Chapter 5, Section II.D of this Manual.

(c) The Presiding Officer opens the public hearing.

Chapter 3
19 (d) Members of the public may present their comments, subject to time limits established by the Presiding Officer and/or this Manual.

(e) The Presiding Officer closes the public hearing after everyone wishing to speak has had the opportunity to do so.

(f) Council deliberates and takes action.

5. General Quasi -Judicial Public Hearing Procedure (Land Use Matters and Appeal Hearings). If a public hearing involves a quasi-judicial matter, the provisions of Section VI.C.1 of this Chapter and other due process procedural safeguards will apply. Although the City Attorney shall advise the Council in this regard, such public hearings shall generally be conducted as follows:

(a) Councilmembers must state for the public record the nature of any ex parte communication or information obtained outside the Council Chamber s, such as discussions with individuals, field trips, and views of the premises . Councilmembers must disclose with whom the ex parte communication was made and briefly state the substance of the communication.

An ex parte communication is defined as a communication made with a Councilmember outside a Council meeting with any person except the City A ttorney concerning a quasi-judicial proceeding to be heard by the City Council.

(b) Staff presents its report, either by way of a written staff report or by in- person oral presentation.

(c) Councilmembers may ask questions of staff, subject to the time limitations set forth in Chapter 5, Section II.D of this Manual.

(d) The Presiding Officer opens the hearing.

(e) The applicant and/or appellant have the opportunity to present comments, testimony, or arguments. Each applicant or appellant will be allotted five (5) minutes to present his or her case unless additional time is granted by a majority vote of the Council. In the case of an appeal when the appellant is different from the applicant, the appellant should be called up first to provide comments or testimony. If the applicant and appellant are different persons, the applicant and appellant should each be given equal time to present his or her views.

(f) Members of the public may present their comments, subject to time limits established by the Presiding Officer and/or this Manual.

(g) The applicant and/or appellant have the opportunity to present rebuttal comments, testimony, or arguments. Each applicant or appellant will be allotted five (5) minutes to present his or her rebuttal case unless additional time is granted by a majority vote Chapter 3
20 of the Council. If the applicant and appellant are different persons, the applicant and appellant should each be given equal time to present his or her views.

(h) The Presiding Officer closes the hearing after everyone wishing to speak has had the opportunity to do so.

(i) Council deliberates and takes action.

E. Consent Calendar. Items on this portion of the agenda include matters considered to be of a routine, administrative, or non -controversial nature, such as approval of the minutes for a prior meeting(s), approval of the register of demands, and second readings of ordinances.

Any discussion shall be limited in nature, and those items so listed shall be approved and adopted by one motion of the Council and a roll call vote.

1. Clarification or Comment. Councilmembers may comment very briefly on Consent Calendar items or ask for minor clarifications of the staff report without the need for pulling the item for separate consideration. To do so, Councilmembers must gain the Presiding Officer’s recognition immediately after the Consent Calendar is announced and before a vote is invited. The Presiding Officer may, at his or her discretion, ask Councilmembers for any comments or questions. The opportunity to comment and ask for quick clarification shall not to be used in lieu of advance preparation for the meeting.

2. Pulling Consent Calendar Items . Only those items that require detailed deliberation should be pulled for separate consideration by Councilmembers. This must be done by making a request immediately after the Consent Calendar is announced by the Presiding Officer. If a request is made, it shall serve as a motion to remove an item or items and must be seconded before a vote of the Council may be taken. If the motion to remove receives a majority vote, said item(s) shall be removed from the Consent Calendar and added as the final item(s) for Council’s consideration in the Written Communications portion of agenda. If a motion to remove an item or items is not seconded, the motion to remove shall fail and the Council may proceed with voting on the Consent Calendar in the manner set forth in Section VI.E, above.

3. “No” Vote without Pulling Item. It is acceptable to register a “no” vote on an item on the Consent Calendar without pulling the item for separate consideration. In that case and before the Presiding Officer or City Clerk calls for the vote , the Councilmember would state that he or she wishes to vote “no” on the item. After the vote, the City Clerk will announce the outcome as: “Motion carries unanimously with the exception of Councilmember A voting ‘no’ on item x.”

F. Written Communications. Items on this portion of the agenda are each discussed/debated and voted on separately.

G. Reports from City Manager . The City Manager provides brief general announcements of current events and matters of interest to Council and the public. In accordance with the Brown Act, no substantive discussion of specific matters is permitted.

Chapter 3
21 H. Discussion and Possible Action Regarding Items for the Upcoming Agenda . At this time, Councilmembers may make motions to place items on an upcoming agenda. The procedural requirements applicable to this item are in Chapter 4, Section III.

I. Reports from Councilmembers . This portion of the agenda provides Councilmembers the opportunity to briefly comment on City events or projects germane to the business of the City. Councilmembers may also make oral reports on meetings and events attended at the City’s expense. In accordance with the Brown Act, no substantive discussion of specific matters is permitted. Reports from Councilmembers are limited to three (3) minutes per Councilmember, and that time cannot be used to reargue failed motions. The City Clerk has the responsibility to assist Councilmembers with time limits by signaling when the Councilmember is nearing his or her three-minute speaking limit.

Chapter 4
22 CHAPTER 4 ‐ AGENDA
I. GENERAL PURPOSE OF THE AGENDA RULES

A. General. The following rules relating to the agenda for City Council meetings are based on the premise that it is in the interest of good government that the City Council be fully informed on all matters upon which it is called to act. The City Council relies upon City staff to perform research, review potential courses of action, furnish technical information, and recommend solutions to various problems of City Government and recognizes that proper, thorough research and investigation requires time to ensure that the City Council has sound background information before it takes action.

B. Council Preparation. To foster the orderly, effective, and efficient conduct of meetings and ensure the necessary business of the City is transacted, each Councilmember has a duty to review and be familiar with the agenda materials in advance of each meeting. (See Chapter 2, Section IV.B of this Manual.)

II. AGENDA PREPARATION

A. In General. Agendas for regular and special meetings are prepared and posted by the City Clerk in accordance with provisions of the Brown Act, this Chapter, and all other applicable rules and laws. The content of each agenda is overseen by the City Manager in consultation with the City Clerk (and the City Attorney as necessary) concerning the sequence of agenda items and other procedural matters.

B. Agenda Item Submission Schedule. Pursuant to a schedule established from time to time by the City Clerk in consultation with the City Manager, draft agenda items are submitted to the City Clerk’s office prior to each meeting. A draft agenda document is prepared by the City Clerk and is provided to the City Manager and staff each Tuesday of the week prior to the regularly-scheduled City Council meeting. A copy of the draft agenda is then reviewed by the City Manager, City Attorney, City Clerk, and Senior Management the following Wednesday morning during its standing meeting.

C. City Manager Review. The City Manager reviews and approves all items for each Council agenda. The final agenda items, including staff reports and attachments, are then submitted to the City Clerk, compiled into the final Agenda packet, and distributed to the Council on the Thursday preceding each regularly-scheduled meeting. The agenda packet is simultaneously made available to the public and posted on the City’s website by the City Clerk in accordance with the Brown Act. Once the agenda packet has been delivered to the City Council, items may be added to that agenda by the City Manager or the City Attorney when necessary, provided a supplemental or revised agenda is prepared and posted by the City Clerk in compliance with the Brown Act. In addition, the City Council may take action on items not appearing on the agenda, which are commonly referred to as emergency or urgency items, provided doing so complies with the provisions of Government Code section 54954.2(b).

Chapter 4
23 D. Minimum Requirements. The agenda specifies the time and location of the meeting and a brief general description of each item of business to be transacted or discussed, including items to be discussed in Closed Session, if any. Each agenda item description includes a recommendation to the City Council of the action to be taken.

III. AGENDA ITEM SUBMISSION

A. Placing Items on the Agenda . As provided in sections B, C, and D, below, persons who may place matters on the agenda are City Councilmembers; the City Manager or his or her designated Senior Management staff; and the City Attorney. The City Council may also consider a request from a member of the public to place an item on a future agenda.

B. Councilmember Agenda Requests. To place an item on a future agenda, any Councilmember, including the Mayor, may make a motion or a request to do so during the “Discussion and Possible Action Regarding Items for the Upcoming City Council Agenda” portion of the agenda. In addition, a Councilmember, including the Mayor, may at any time during a meeting make a request or motion to place an item on a future agenda, if the item proposed for future consideration arises in direct relation to an item being discussed. Any request(s) made by a Councilmember shall be done with a simple contextualization and shall not exceed three (3) minutes unless there is an agreement by a majority vote of the Council to extend the time. No substantive discussion on the subject of the motion or request may occur except to explain the general nature of the item and the issue of timing for its placement on a future agenda. Limited questions may be asked for clarification or to help Councilmembers ascertain whether the motion or request is timely.

1. Second and Majority Vote Required. If the motion or request to place an item on a future agenda is seconded and approved by a majority vote of those Councilmembers present, the proposed item will be placed on a future agenda. If there is no second, the motion dies and may not be proposed again at future meetings without the requisite suspension of rules for reconsideration.

2. Timing Direction. If the motion provides specific direction regarding timing, the approved item together with a staff report will be placed on a future agenda consistent with that direction. If the motion is silent regarding timing, appropriate City staff will be directed to prepare a staff report, and the approved item will be placed on a future agenda at the earliest suitable time, as determined by the City Manager and the Mayor.

3. Alterations to the General Order of Agenda Items. Certain categories of items of business are required by statute to be on every agenda or are necessary to appropriately conduct the business of the City Council in accordance with its adopted Rules of Discussion and Debate and parliamentary procedure (See Chapter 5). Therefore, recurring categories of items of business such as: Roll Call/Call to Order, Public Comment Periods, Closed Session Declarations and Announcements, Consent Calendar, Public Hearings, Appeal Hearings, W ritten Communications, and Council Reports may not be altered without advance review or advice of the City Attorney.

Chapter 4
24 4. Requests for Recurring Agenda Items. Requests by Councilmembers to add the same agenda item to every subsequent agenda are not permitted unless approved by a majority vote of the Council.

C. City Manager and City Attorney. When so directed by a majority vote of the City Council or upon his or her own initiative when circumstances warrant, the City Manager and the City Attorney may place items on the agenda.

D. Agenda Requests by Members of the Public . Upon agreement of a majority of the City Council, the City Council will determine whether to place on a future agenda an item requested by the public. A member of the public may request placement of an item on the agenda for Council consideration in the following ways:

1. A member of the public may write a letter to the City Council.

2. A member of the public may speak during the Public Comment period at a City Council meeting.

Chapter 5
25 CHAPTER 5 ‐ MEETING RULES OF CONDUCT AND DECORUM

I. PARLIAMENTARY RULES AND GENERAL AGENDA ITEM PROCESS

A. Rosenberg’s Rules . Except as otherwise provided in this Manual, the proceedings of the Council at meetings shall be generally guided by the latest revised edition of Rosenberg’s Rules of Order (“Rosenberg’s Rules”). However, no ordinance, resolution, proceeding, or other action of the City Council shall be invalidated, or the legality thereof otherwise affected, by the failure or omission to observe or follow said rules. In the event of a conflict or ambiguity between Rosenberg’s Rules and the rules set forth in this Chapter, the rules in this Chapter shall prevail over Rosenberg’s Rules.

B. General Process for Handling Agenda Items. The following process is the normal order of business for agenda items, except for public hearings, which are discussed in more detail in Section VI of Chapter 3.

1. The Presiding Officer announces the current agenda item. Note: to the extent members of the public wish to provide comments on an agenda item, such comments should be offered during the general public comment period at the beginning of the meeting. Such comments may be taken into consideration by Councilmembers when discussing the particular agenda item.

2. The City Manager or his or her designee and/or the Submitter/Requester of the agenda item briefly introduces the item.

3. Staff presents its report (as needed), either by way of a written staff report or by an in- person oral presentation.

4. Councilmembers may ask questions of the City Manager and/or such City staff as the City Manager may designate, although Councilmembers are encouraged to seek clarification by asking or providing such questions prior to the meeting. Councilmember questions on an item may not exceed two (2) minutes unless an extension of time is granted by the Presiding Officer. Extensions granted may be appealed or overruled by a majority vote of the Council.

5. The Presiding Officer invites a motion.

6. Following a valid motion and second, the Council discusses, deliberates, and takes action as described in this Chapter.

7. An affirmative vote of the Council carries the motion, as described herein.

Chapter 5
26 II. RULES OF DISCUSSION AND DEBATE

A. Civil Discourse Among Councilmembers. The Victorville City Council believes that a respectful and professional environment is essential for both effective governance and the City's success as a whole. Therefore, all Councilmembers are expected to engage in civil and respectful discourse, both within meetings and beyond. This includes avoiding personal attacks, derogatory remarks, and unsupportive gestures and sounds, along with refraining from insults and inflammatory language. Instead, Councilmembers should prioritize reasoned debate, presenting viewpoints logically and respectfully, acknowledging differing opinions, and collaborating to find solutions that best serve the Victorville community. Councilmember conduct should foster confidence in their leadership and ability to work together effectively.

B. Presiding Officer Responsibilities.

In addition to the role and duties of the Mayor described in Chapter 2 of this Policy Manual, the Chair (Presiding Officer) has additional duties during Council meetings . They are as follows:

1. Fairness and Courtesy. The Chair will be respectful and fair in all rulings.

2. Maintaining Order and Decorum.
(a) Prevent the misuse of motions.
(b) Prevent repeated motions intended to delay progress. (c) Rule disruptive motions “out of order.”
(d) Stop actions and unprofessional conduct that hinder council business.

3. Presumption of Good Faith. When a C ouncilmember makes a motion, the Chair will assume it's done with good intentions.

4. Participation in Discussions. Like other Councilmembers, the Chair may propose motions, second them, participate in debates, and vote.

5. Managing Communication with the Audience. The Chair is the primary point of contact with the audience. Other Councilmembers may only address the audience with the Chair's permission.

6. Adjournment. The Chair may declare the meeting adjourned without a vote if no Councilmember objects. (Special rules apply for adjournment if the meeting is being disrupted. See Chapter 5, Enforcement of Decorum.)
C. Protocols for Speaking.

1. Councilmembers must address the Presiding Officer to gain permission to speak.

2. They must stay on topic while speaking, confining themselves to the subject matter, item, or motion being currently considered by the Council.

3. They must engage in civil discourse as described above.

D. Questions to Staff.

1. Councilmembers must be recognized by the Chairperson to ask staff questions.

Chapter 5
27 2. Questions sh all be directed to the City Manager or City Attorney, who will answer or delegate.

3. Assuming prior review of materials, questions asked shall be for clarification of the staff report and/or other presentation, must be limited to the central purpose of the agenda item, and shall have a two-minute limit per agenda item, excluding staff responses, unless extended by the Presiding Officer. Should the Presiding Officer wish additional time for himself or herself, it is appropriate to seek a majority vote.

4. Statements disguised as questions may be rejected by the Chairperson.

E. Councilmember Comments.

1. Comments must stay relevant to the motion on the floor.

2. The Chairperson decides relevance, but this can be appealed to the entire Council.

3. Councilmembers should limit comments to three (3) minutes per agenda item (excluding the 2-minute question period) unless extended by majority vote.

4. The Chairperson or Clerk will signal when a Councilmember nears the three-minute limit.

5. Extensions require a majority vote.

6. No Councilmember may speak again on an item until everyone else who wants to speak has spoken once.

F. Interruptions. A Councilmember, once recognized, shall not be interrupted when speaking unless: 1) called to order by the Presiding Officer, 2) a point of order or point of privilege is raised by another Councilmember, 3) the speaker chooses to yield to a question by another Councilmember, or (4) for such other reasons as set forth in Rosenberg’s Rules or this Manual, including, but not limited to, a Councilmember’s right to call the question in order to terminate debate. If a Councilmember while speaking is called to order, he or she shall cease speaking until the question of order is determined. If interpreted to be in order, the Councilmember may proceed. Members of the Cit y staff, after recognition by the Presiding Officer, shall hold the floor until completion of their remarks or until recognition is withdrawn by the Presiding Officer.

G. Point of Order . When a Councilmember believes a breach of the Council’s parliamentary procedural rules is occurring, he or she may raise a Point of Order to call upon the Presiding Officer to make a determination and enforce the rules of the Council. The Point of Order shall be ruled upon by the Presiding Officer, subject to the right of any Councilmember to appeal the ruling to the City Council through a valid motion. If a motion to appeal the ruling is seconded, the question shall be, "Shall the decision of the Presiding Officer be sustained?" A majority vote shall conclusively determine the question of order. The motion is debatable, and the Presiding Officer may participate in the debate.

H. Point of Privilege. Any Councilmember can raise a Point of General or Personal Privilege.

1. Point of General Privilege. Appropriate points of general privilege relate to anything that would interfere with the normal comfort of the meeting, such as the temperature of the room or a malfunctioning microphone. If raised, the Presiding Officer would then ask the interrupter to “state your point.”
Chapter 5
28 2. Point of Personal Privilege . The right of a Councilmember to address the council on a question of personal privilege shall be limited to cases in which his or her integrity, character, or motives are questioned or where the welfare of the council is concerned. A Councilmember raising a point of personal privilege may interrupt another Councilmember who has the floor only if the Presiding Officer recognizes the privilege.

I. Move or Call the Question. Any Councilmember may move or call the question as a first step to suspend further debate and immediately bring the motion/question to a vote. The calling of the question shall not be made in a manner that prevents any Councilmember from voicing an opinion or providing brief, concise, and relevant information with respect to the item being considered. Should any member wish to further comment, the calling of the question becomes a formal motion, requiring a second and a two-thirds (2/3) vote of those present and voting to pass. The motion is not debatable. If the motion to Move or Call the Question passes, a vote on the motion/question on the floor is taken. If the motion to Move or Call the Question fails, discussion on the motion/question on the floor continues.

J. Motion to Reconsider. A motion to reconsider may be made only by a member who voted in the majority on the original motion. Such a motion may only be made at the same meeting as the original item, and then only to correct inadvertent errors or to consider new information not available at the time of the vote. If the motion to reconsider passes, then the original matter is back before the Council, and the matter may be discussed and debated as if it were on the floor for the first time. After the reconsideration of the item has bee n acted upon, no other motion for reconsideration thereof will be made without the unanimous consent of the Councilmembers present. Matters that are quasi- judicial in nature or matters that require a noticed public hearing cannot be reconsidered.

K. Failed Motions . Except in the case of Tie Votes described in Subsection R, below, failed motions shall not be brought up at a subsequent meeting unless the Council suspends the rules as provided for in Section II.M, below. However, the effect of such action will not operate to adversely affect individual rights that may have been vested in the interim without notice and an opportunity to be heard having been given to the affected party or parties.

L. Request for Synopsis of Debate in Minutes . A Councilmember may request through the Presiding Officer the privilege of having an abstract of his or her statements on any subject under consideration by the council entered into the minutes. If the council consents thereto, such statements shall be entered into the minutes.

M. Suspend the Rules. Any of the rules related to parliamentary procedures in this Manual (to the extent not governed by State law, such as Government Code section 36936, the provisions of the Political Reform Act, or the FPPC conflicts of interest regulations) may be suspended by a two-thirds (2/3) majority vote. Such suspension may be moved at any time by a Councilmember.

N. Protest Against Council Action. Any Councilmember dissenting from or stating his or her protest against any action of the council may request to have such dissent or protest entered into the minutes. Such dissent or protest to be entered into the minutes shall be in the Chapter 5
29 following manner: "I would like the minutes to show that I am opposed to this action for the following reasons . . ."

O. Seconding of Motions Required . A motion by any Councilmember, including the Presiding Officer, may not be considered by the Council without receiving a second.

P. Other Time Limitations. A time limit of three (3) minutes shall be imposed on Councilmembers when speaking during the “Reports from Councilmembers” portion of the agenda.

Q. Reading of Ordinances. Except when the title of an ordinance has been read and further reading is waived by a regular motion adopted by a majority vote of the Council, all ordinances shall be read in full either at the time of introduction or passage.

R. Voting Rules.

1. Vote Unless Disqualified . All Councilmembers present at a meeting when a question comes up for a vote should vote either for or against the question unless he or she is disqualified from voting by reason of a conflict of interest and abstains because of such disqualification.

(a) A Councilmember stating disqualification will not be counted as a part of a quorum and will be considered absent for the purpose of determining the outcome of a vote on the matter. See Section S, below, for other rules relating to conflicts of interest.

(b) With one exception for voting for the office of the Mayor, a ny Councilmember who abstains for reasons other than disqualification, in effect consents that a majority of the quorum may decide the question being voted upon. Any councilmember so abstaining will be counted as present for purposes of establishing a quorum. Such an abstention will be counted 1) as neither an affirmative vote nor a dissenting vote and 2) as if it did not exist. The “present and voting” rule as described in Rosenberg’s Rules applies. Any abstention for the office of Mayor counts as an affirmative vote for the current Mayor.

2. Silence During the Vote. Unless a Councilmember states that he or she is abstaining, silence shall be recorded as an affirmative vote.

3. Call for the Vote. The Presiding Officer or the City Clerk shall call for the vote, which, at the Presiding Officer’s discretion, shall be taken by voice affirmation or roll call unless a recorded (roll call) vote is required by law. According to Government Code section 36936, a recorded majority vote of the total membership of the City Council is required for resolutions, orders for the payment of money, and all ordinances. In addition, some types of resolutions and ordinances may require a supermajority vote. Absent other speci fic State law requirements, a motion carries with a majority vote of a quorum of the City Council.

4. Tie Votes. The matter underlying a motion that failed solely due to a tie vote may be reintroduced once for a final determination at a future meeting with a new motion by the Council. It does not require suspending the rules. For appeals, if there is no affirmative vote, Chapter 5
30 the decision appealed stands as decided by the decision-making person or body from which the appeal was taken, i.e., the original decision remains in effect.

5. Changing a Vote. A Councilmember may change his or her vote only if he or she makes a request to do so immediately following the announcement of the vote by the City Clerk and prior to the time that the next item in the order of business is taken up. A Councilmember who publicly abstained from voting on a particular matter shall not subsequently be allowed to withdraw his or her abstention, regardless of timing.

S. Conflict of Interest. Any Councilmember who has a conflict of interest regarding any matter being considered by the Council shall, in compliance with the provisions of the Political Reform Act and other applicable laws, declare the conflict, state the reason for the conflict, and leave the room during the discussion of and vote upon that particular agenda item, unless it is a Consent Calendar item (or the Councilmember is exercising a right to speak as a member of the public regarding an applicable personal interest under the conditions specified in Sections 18707(a)(3)(C) and 18704(d)(2) of the FPPC regulations). If the conflict involves a matter on the Consent Calendar, the Councilmember must announce the nature of the conflict and refrain from participating in the item, but he or she may remain present at the dais.

T. Councilmember Speaking as a Member of the Public. To the extent a Councilmember decides to speak on an item by leaving the dais and speaking from the public podium, such Councilmember relinquishes his or her ability to speak on the same item upon his or her return to the dais.

U. Rules Not Exclusive. The rules set forth in this Chapter are not exclusive and do not limit the inherent power and general legal authority of the Council, or of its Presiding Officer, to govern the conduct of City Council meetings as may be considered appropriate from time to time or in particular circumstances for purposes of orderly and effective conduct of the affairs of the City.

III. PUBLIC PARTICIPATION AND RULES OF DECORUM FOR COUNCIL, PUBLIC, AND STAFF.

A. Public Participation.

1. Manner of Addressing the Council. To facilitate the orderly conduct of meetings, persons wishing to speak during the Public Comment period and at public hearings are requested, but not required, to fill out speaker cards and provide them to any Sheriff’s deputy attending the meeting, or in his or her absence, the City Clerk prior to the start of the meeting or before a public hearing item is announced.

(a) During Public Comment periods, each person desiring to address the Council shall step up to the microphone at the podium and state his or her name (and address if desired) for the record. The speaker shall then specify the agenda item(s) on which he/she wishes to comment; state whether his or her comments pertain to a non-agenda item within the City Council’s subject matter jurisdiction; state whom he/she is representing; and whether he/she is representing an organization or other persons.

Chapter 5
31 Each speaker shall be allotted three (3) minutes in which to comment, unless the Presiding Officer determines that based on the significant nature of an agenda item or items, that additional public comment time should be allowed. In such event, the Presiding Officer may grant an extension of public comment time, not to exceed two (2) minutes per speaker. Extensions granted may be appealed through a valid motion and overruled by a majority vote of the Council.

(b) During Public Hearing items, each person desiring to address the Council shall step up to the microphone at the podium, state his or her name (and address if desired) for the record, state whom he/she is representing, and whether he/she is representing an organization or other persons. Each speaker shall be allotted three (3) minutes in which to comment, unless the Presiding Officer determines that based on the significant nature of a public hearing item, that additional public comment time should be allowed. In such event, the Presiding Officer may grant an extension of public comment time, not to exceed two (2) minutes per speaker. Extensions granted may be appealed through a valid motion and overruled by a majority vote of the Council.

(c) During the Public Comment period and during Public Hearing items, speakers should not approach the dais unless authorized to do so by the Presiding Officer. All remarks shall be addressed to the Council as a whole and not to any member thereof. No questions shall be asked of a Councilmember, a member of the City staff, or member of the audience without permission of the Presiding Officer. No person shall address the Council without first being recognized by the Presiding Officer.

(d) During Public Comment periods members of the public may ask questions related to agenda items. However, in order to ensure compliance with the Brown Act the City Council is not required to answer such questions since depending on the nature of the questions, the issues raised may be beyond the scope of the subject matter of the agenda items. Nevertheless, in accordance with Government Code Section 54954.2 (a)3, the Presiding Officer may briefly respond or have staff respond to statements made or questions a sked or may request that staff report back to the Council at a subsequent meeting concerning any matter raised by the public.

(e) During public comment periods and irrespective of the subject or viewpoint to be expressed, no speaker shall be permitted to show a video, make a PowerPoint presentation, or otherwise utilize any other form of electronic visual display technology requiring advanced set up and/or the use of projectors or other specialized equipment. Such controls are intended to help all speakers maximize their time when addressing the City Council, instead of dealing with potentially time - consuming setup or technical difficulties.

2. Spokesperson for Group of Persons . To expedite matters and avoid repetitious presentations, whenever any group of persons wishes to address the Council on the same subject matter or item, it shall be proper for the Presiding Officer to request that a spokesperson be chosen by the group to address the Council; and in case additional matters are to be presented by any other member of said group, to limit the number of Chapter 5
32 such persons addressing the Council. In situations where more than ten (10) people wish to speak on an item, the Presiding Officer may place reasonable limits on the Public Comment period, including reducing the time allotted to each speaker to one (1) or two (2) minutes and/or a specific time limit for the total presentation (typically not to exceed twenty (20) minutes). Such time limits shall allow for full discussion of the item by interested parties or their representative(s). The purpose for any limitation described in this section is to ensure the Council can address its agenda, avoid repetitive comments and presentations, and conduct business in an orderly and efficient fashion.

3. After a Motion. After a motion has been made or a public hearing has been closed, no member of the public shall address the Council from the audience on the matter under consideration without first getting permission to do so by a majority vote of the City Council.

B. Rules of Decorum for Council, Public, and Staff. Meetings of the City Council shall be conducted in an orderly manner to ensure that the public has a full opportunity to be heard and that the deliberative process of the Council is preserved at all times. The Presiding Officer of the Council shall be responsible for maintaining the order and decorum of meetings and shall preserve courtesy, respect, and tolerance for all viewpoints. While any meeting of the City Council is in session, the following rules of order and decorum shall be observed:

1. Councilmembers. While the Council is in session, Councilmembers must lend themselves to order and decorum and furthermore they address their colleagues as a whole, not the audience. They shall neither by conversation or otherwise 1) delay or interrupt the proceedings or the peace of the Council, 2) disturb any Councilmember while he or she is speaking, 3) engage in side conversations or, 4) refuse to obey the orders of the Presiding Officer. The Presiding Officer and Council as a whole shall address inappropriate conduct and disruptions in a consistent, transparent, and viewpoint-neutral manner.

(a) English Language. The business of the City Council shall be conducted in English except to the extent such that a Councilmember wishes to speak as a member of the public, either in the Public Comment period or on an item listed in the Appeal and/or Public Hearings sections of the agenda.

(b) E-Communication Prohibited. Except as specified in subdivision ( d), below, Councilmembers shall not use E-Communication at any time during any meeting, including, but not limited to, Open and Closed Sessions of the City Council. The use of E -communication is prohibited during Council meetings so that Councilmembers may remain attentive to members of the public, staff, or others as they are speaking to the City Council. E-Communication, which includes blogging, is defined as “electronic text, audio or visual communication, and attachments distri buted via e - mail, telephonic service, websites, instant messaging, text messaging, Twitter, Facebook, Snapchat, Instagram, or comparable services.” City Councilmembers will not utilize the internet during Council meetings. Outside of City Council meetings, Councilmembers should not communicate via E-Communications with more than one other member of the City Council on any issue regarding City business.

Chapter 5
33 (c) Closed Session Attendance. As a condition of attendance in every Closed Session meeting, all Councilmembers must refrain from the use of any electronic devices, including but not limited to: cell phones, E-Tablets, laptops, cameras, sound/voice amplifiers, and recording devices. To gain entry into any Closed Session meeting room, each Council Member shall place all such electronic devices into a container designated by the City Council for storage. The container shall be placed in the meeting room at the start of Closed Session, or as soon thereafter as possible, and may be retrieved at the conclusion of the Closed Session. In addition to the foregoing, Councilmembers are prohibited from taking any form of notes or similar writings while attending Closed Session, and to the extent any written materials are shared with Councilmembers during Closed Session, all such materials will be turned in to the City Clerk at the conclusion of the Closed Session.

(d) Exceptions for Emergencies. The limitation specified in subdivision (b), above, shall not apply to the receipt of telephone calls or text messages from family members in the event of an urgent family matter. Councilmembers wishing to respond to such a message during the meeting shall do so in a manner that does not disrupt the meeting. Responses to urgent matters may occur during a recess or after having been excused from the meeting by the Presiding Officer. If, during any Closed Session meeting, a Councilmember wishes to check one of his or her electronic devices, particularly when it has been activated, that Councilmember may, with permission of the Presiding Officer, retrieve the device(s) from the storage container referenced in Section (c) above, check it, and if necessary, leave the meeting room to respond to an urgent family matter. To gain re -entry into the Closed Session meeting room, all electronic devices must be placed once again into the designated storage container.

(e) Recording, Live Streaming, or Broadcasting. To preserve the orderly, effective, and efficient conduct of the meetings and the peace of the Council, Councilmembers shall not audio record, video record , live stream, or broadcast during any City Council meeting or position thereof, including recesses and adjournments, from a position located on or behind 1) the dais, or 2) any table serving as the dais. Should a Councilmember wish to record, live stream, or broadcast, that member may set up a tripod or similar portable apparatus in the area designated f or such activity.

Any apparatus that obstructs the view of a Councilmember, City Staff member, or member of the audience shall constitute a finding of persistent disruption of the proceedings pursuant to Sections 54953.5 and 54953.6 of the Ralph M. Brown Act and is subject to repositioning or removal by the Presiding Officer.

For assemblies where official City business is presented, Councilmembers shall not audio record, video record, live stream, or broadcast from the podium, stage, platform, etc., without the advance knowledge of the City Manager and the advance written permission of the event host. If the City is the host, the City Manager may, at his or her discretion, grant permission.

(f) Microphones, Loudspeakers, Megaphones, Sound/Voice Amplifiers.

Councilmembers and members of the public shall not use non-city-provided Chapter 5
34 microphones or other amplifying instruments during meetings, recess, or adjournments. Moreover, absent permission from the Presiding Officer, no Councilmember shall use or attempt to use a City -provided microphone behind the dais other than the one specifically reserved for his or her assigned seat.

(g) Leaving Seats. Councilmembers shall not leave their seats during a meeting without first obtaining the permission of the Presiding Officer.

(h) Packing of Audience. It is inappropriate for a Councilmember to pack the audience for a specific agenda item. Likewise, Councilmembers shall not be unduly swayed by a packed audience.

2. City Staff Members. City staff members and employees shall observe the same rules of order and decorum as are applicable to the City Council, with the exceptions that City staff members and employees may leave their seats during a meeting without first obtaining the permission of the Presiding Officer and may utilize the internet, as may be necessary from time to time in furtherance of City business. In no circumstance shall City staff members or employees communicate with Councilmembers via any e-communication as described in Section III.B.1(b) above.

3. Persons Addressing the Council. The primary purpose of Public Comment periods at City Council meetings is to allow citizens the opportunity to formally communicate with the City Council as a whole, but these comment periods should not be utilized as a substitute for handling any matter during the normal working hours of the city government. Each person who addresses the Council shall do so in an orderly manner and shall not make personal, impertinent, slanderous, or profane remarks to any member of the Council, City staff, or the general public. Any person who makes such remarks or who utters loud, threatening, personal, or abusive language, or who engages in any other disorderly conduct that disturbs, disrupts, or otherwise impedes the orderly conduct of any Council meeting shall, at the discretion of the Presiding Officer or a majority of the Council, be barred from further audience before the Council during that meeting. The Presiding Officer and Council as a whole shall address disruptions in a consistent, transparent, and viewpoint-neutral manner.

4. Members of the Audience. To strike a balance between upholding the right to free speech and assembly, while ensuring a respectful and productive environment for conducting official business, no person in the audience at a Council meeting shall engage in disorderly or boisterous conduct, including the utterance of loud, threatening, or abusive language; whistling; stamping of feet; excessive clapping; or other acts that disturb, disrupt, or otherwise impede the orderly conduct of any Council meeting. Any person who conducts himself or herself in the aforementioned manner shall, at the discretion of the Presiding Officer or a majority of the Council, be barred from further audience before the Council during that meeting. The Presiding Officer and Council as a whole shall address disruptions in a consistent, transparent, and viewpoint- neutral manner.

Chapter 5
35 C. Enforcement of Decorum. The rules of decorum set forth above shall be enforced in the following manner:

1. Warning for Disruptive Behavior . In accordance with Government Code § 54957.9 and 54957.95, if an individual, a group, or groups of persons disrupt the meeting by behaving disorderly, the Presiding Officer shall issue a warning. This warning will remind them to maintain order and inform them that continued disruption may lead to removal from the meeting.

Disrupting is defined as engaging in behavior during a meeting of a legislative body that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting and includes, but is not limited to, one of the following:

(a) a failure to comply with reasonable and lawful regulations adopted by a legislative body pursuant to Government Code Section 54953.3 or any other law, or

(b) engaging in behavior that constitutes use of force or a true threat of force.

2. Removal for Continued Disruption. If the disruptive behavior does not promptly cease after the warning, the Presiding Officer may order the removal of the individual or group from the meeting. Law enforcement officers present at the meeting, acting as sergeants- at-arms, shall carry out all orders and instructions given by the Presiding Officer for the purpose of maintaining order and decorum and are authorized to enforce an order of removal.

3. Clearing the Meeting Room. In extreme cases when the removal of an individual, a group, or group of persons fails to restore order and the meeting cannot proceed, the Council may take action to clear the meeting room and continue in session. Only matters appearing on the agenda will be considered.

4. Media Access . Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend the session.

5. Re-admittance. The Presiding Officer holds the discretion to re-admit any individual who was not responsible for willfully disrupting the meeting.

6. Motion to Enforce. If the Presiding Officer fails to enforce the rules set forth above, any member of the Council may move to require him or her to do so, and an affirmative vote of a majority of the Council shall require him or her to do so. If the Presiding Officer of the Council fails to carry out the will of the Council, the majority may designate another member of the Council to act as Presiding Officer for the limited purpose of enforcing any rule of its choosing in this section.

7. Adjournment or Recess. If a meeting of the Council is disturbed or disrupted in such a manner as to make infeasible or improbable the restoration of order, the meeting may be temporarily recessed, adjourned, or continued by the Presiding Officer or a majority Chapter 5
36 of the Council, and any remaining Council business may be considered after the recess or at the adjourned or next meeting.

Chapter 6
37 CHAPTER 6 ‐ ADMINISTRATIVE MATTERS
I. ADMINISTRATIVE SUPPORT

General staff and administrative support to members of the City Council is provided through the City Manager’s Office. Administrative services, including the scheduling of appointments, receipt of telephone messages, and word processing, are available as needed. Sensitivity to the workload of support staff members in the City Manager’s Office is appreciated. Please note that individuals may have other work assigned with high priority. Councilmembers shall not make demands of the City Manager, City Attorney, or City Employees that communicate a desire for or an expectation of special treatment. In no event shall Councilmembers request administrative support to further personal or campaign/political purposes.

II. MAIL, DELIVERIES, AND E-MAIL

A. Correspondence from the Public. The City encourages the public to send correspondence to the entire City Council, either by traditional post or by e-mai l. Correspondence addressed to the City Council that is received by the City Clerk or by any other officer or employee of the City shall be deemed a public record upon receipt, except as set forth in the Public Records Act (California Government Code § 7920.000 et seq.) or other applicable law.

1. A
uthority of City Clerk. The City Clerk is authorized to open and examine all mail or other written communications addressed to the City Council and give it immediate attention to the end that all administrative business referred to in said communication not necessarily requiring Council action may be acted upon between Council meetings.

(a) Members of the City Council receive a large volume of mail and other materials from the public and staff. The City Clerk maintains an office mailbox for each member into which written correspondence shall be placed. Councilmembers must check their mailbox frequently.

(b) The City Clerk may provide for a city courier to deliver materials to the homes of Councilmembers when materials are time sensitive.

2. Councilmember Responsibilities . If correspondence is received directly by a Councilmember without the City Clerk having opened and examined same, the Councilmember shall be responsible for providing to the City Clerk the correspondence that is required to be included with agenda materials, as set forth in the Brown Act. All such communications shall be deemed a public record upon receipt, except as set forth in the Public Records Act or other applicable law.

B. City-Issued E-mail Address. Each Councilmember is provided with a City of Victorville domain e-mail address for City-related business purposes and to receive e-mail from constituents, other members of the public, government agencies, etc.

Chapter 6
38 1. Status as Public Record. Pursuant to the Public Records Act, any e-mail sent or received by Councilmembers using the City-issued domain e-mail address may constitute a public record and be disclosable upon the City’s receipt of a Public Records Act request.

2. Privacy Limited. Councilmembers have no reasonable expectation of privacy in any e - mail correspondence received by them at their City of Victorville domain e-mail address.

C. Communications Using Non- City Accounts/Devices. Messages or communications received by Councilmembers on their personal electronic devices or personal e -mail accounts concerning City business may also be subject to disclosure under the Public Records Act.

Additional rules are set forth in Section IV, below.

D. Other Rules Relating to Correspondence. Any written correspondence or other materials, when distributed to all, or a majority of all of the members of the City Council by any person in connection with a matter subject to discussion or consideration at a public meeting, are disclosable public records under the California Public Records Act and shall be made available upon request without delay. Writings that are public records and that are distributed during a public meeting shall be made available for public inspection at the time of the meeting if prepared by City staff or a member of the City Council, or after the meeting if prepared by some other person. All writings referenced herein shall be provided to and documented with a received/filed date by the City Clerk.

III. CITY-ISSUED EQUIPMENT.

A. Equipment Provided. To enhance Councilmembers’ ability to communicate with staff and the public, city-purchased equipment, such as computers and cell phones, can be provided upon request. Access to the City’s fax machines and e-mail system is also available.

B. Limitations on Use.

1. Brown Act Considerations. The use of technological devices to communicate with a majority of other Councilmembers on any official action to be taken falls within the provisions of the Brown Act. Technological devices include, but are not limited to, phones, faxes, computer e -mail, public access cable TV, and video. Use of such devices to pass information for the purpose of developing concurrence on action to be taken outside of a public meeting is prohibited.

2. Other Prohibitions. Personal use of City -issued equipment is prohibited in accordance with Government Code section 8314, except for such minimal and incidental use as specified therein.

IV. USE OF PERSONAL ACCOUNTS AND PERSONAL ELECTRONIC DEVICES FOR CITY BUSINESS

A. Status as Public Records. Text messages, emails, and other electronic communications that deal in some substantive manner with the conduct of City business created on, stored on, and/or transmitted by personal accounts or personal electronic devices may be subject to disclosure under the Public Records Act.

Chapter 6
39 B. Limitations and Rules on Use. To the extent feasible, City -issued email accounts and electronic devices shall be used to conduct City business. Limited use of a private device or account for public business by Councilmembers is permissible but discouraged. The following rules must be observed:

1. Urge Use of City Electronic Devices/Accounts. Councilmembers shall request persons sending electronic communications regarding City business to a personal account or device to instead utilize the City of Victorville domain e -mail address, City -issued cell phone number, or other official City electroni c messaging account provided to the Councilmember.

2. When Communications Received on Personal Accounts/Devices . If Councilmembers receive electronic messages regarding City business on their personal electronic messaging account or device, or circumstances require them to conduct City business on a personal account or device, Councilmembers should either:

(a) copy (“cc") any communication on his or her personal electronic messaging account or device to his or her City electronic messaging account, or

(b) forward the electronic communication to his or her City account as soon as feasible after the original creation or transmission of the electronic communication.

C. Use of City Social Media Sites. The City has established and operates several social media sites for the purposes of promoting updated information to the public of various City events and City related business activities. Such sites include but are not limited to Facebook, TikTok, Twitter Threads, Instagram, YouTube and LinkedIn.

These City social media sites are managed consistent with the Brown Act, the Political Reform Act, and the Elections Code . Except as otherwise authorized by the City Manager in writing .

Members of the City Council or members of any City Commission, Board or Committee, shall not respond to any published postings, or otherwise participate in any published postings (including such actions as “liking,” “sharing,” or “retweeting”) of the City’s social media sites, or use City social media s ites to respond to, blog, engage in “serial meetings,” or otherwise discuss, deliberate, or express opinions in their “official capacity” on any matter within the subject matter jurisdiction of the City or the Commission, Board, or Committee, as applicable.

D. Compliance and Additional Policies. The City Council shall comply with the above provisions and any additional administrative policies the Council adopts for City -wide application regarding procedures to be followed with respect to communications received on personal accounts and devices when Public Records Act requests are made.

Chapter 7
40 CHAPTER 7 ‐ RELATIONSHIP AND CONDUCT

I. RELATIONSHIP AND CONDUCT WITH CITY MANAGER

A. Council-Manager Form of Government . The City has adopted a Council-manager form of government. This structure reflects the City Council’s role to establish City policy and priorities. The Council appoints a City Manager to implement this policy and undertake the administration of the organization. The City Council must work through the City Manager in dealing with City staff.

B. The City Council and City Manager Work as a Team. The City Council establishes policies for the overall operation of the City. The City Manager is appointed by the City Council to enforce its laws, to direct the daily operations of City government, to prepare and monitor the municipal budget, and to implement the policies and programs initiated by the City Council.

The City Manager is expected to adhere to the International City/County Management Association (ICMA) Code of Ethics, and the City Council must recognize said Code of Ethics when dealing with the City Manager. The City Manager is responsible to the City Council rather than to individual Councilmembers and directs and coord inates the various departments.

C. Productive Relationship Requirements . The employment relationship between the City Council and the City Manager honors the fact that the City Manager is the chief executive officer of the City. To facilitate a productive work relationship with the City Manager, the City Council and/or individual members shall do each of the following:

1. Except for the purpose of requesting information or assistance, deal with the administrative service under the City Manager solely through the City Manager as indicated in Section 2.04.210 of the Victorville Municipal Code. Neither the City Council nor any member shall give orders to, command the services of, or assign work to any subordinates of the City Manager, either publicly or privately. Alternately, contact may be made directly with Senior Management, as long as a copy of communication is forwarded to the City Manager. Senior Management shall inform the City Manager of all Councilmember contact.

2. Direct the City Manager to implement the Council’s policy decisions through the administrative functions of the City.

3. Treat City staff professionally, and refrain from publicly criticizing or belittling individual employees. Personnel issues are managed through established channels and procedures.

4. Av
oid involvement in personnel issues related to City -Council-a ppointed staff, i.e., the
City Manager and City Attorney, except during City Council Closed Sessions, when issues of hiring, firing, promoting, disciplining, etc., may be addressed appropriately.

Chapter 7
41 5. Discuss directly with the City Manager any displeasure with a department or staff member.

6. Refer complaints to the City Manager for further processing. Staff shall be given adequate time to investigate and respond to such complaints.

7. Receive from the City Manager timely information regarding unusual events that the public would be concerned about; e.g., anyone wounded by gunfire, an area cordoned off by police or fire, a significant event, etc.

8. Avoid communicating with persons or parties in litigation with the City (or any of the entities for which the City Council sits ex -officio as the governing board as noted in Chapter 2, Section IV.E.2 of this Manual) in a manner that compromises the City’s or other entity’s position in such litigation.

9. Include the City Manager in follow- up meetings where a Councilmember has first met with an individual or company representative regarding official business of the City.

II. RELATIONSHIP AND CONDUCT WITH CITY ATTORNEY

A. Legal Advisor to the City. In all matters, the City Attorney represents the City and is the legal advisor to the City Council, the City Manager, the City Clerk, Senior Management, and department heads. The general legal responsibilities of the City Attorney are to provide legal assistance necessary for formulation and implementation of legislative policies and projects; to represent the City’s interest, as determined by the City Council, in litigation, Administrative hearings, negotiations, and similar proceeding to prepare and/or review and approve ordinances, resolutions, contracts, and other legal documents to best reflect and implement the purposes for which they are prepared; and to keep the City Council and staff apprised of court rulings and legislation affecting the legal interest of the City.

B. Does Not Represent Individual Councilmembers or Staff. It is of the utmost importance to understand that the City Attorney does not represent individual members of Council, but the City and the City Council as a whole.

III. RELATIONSHIP AND CONDUCT WITH CITY CLERK

A. The City Clerk performs statutorily mandated duties and such tasks as may be assigned by the City Council and/or the City Manager. The general responsibilities of the City Clerk are:

1. to serve as the Elections Official of the City;

2. to protect and preserve the legislative record of the City Council and other various records;

3. to facilitate delivery of records consistent with the provisions of the Public Records Act;

4. to receive filings on behalf of the City;

5. to facilitate the preparation, duplication, preservation, and delivery of Council agenda materials; and
Chapter 7
42 6. to advise City departments about best practices for records management.

IV. RELATIONSHIP AND CONDUCT WITH STAFF

A. General considerations . Governance of a city relies on the cooperative efforts of elected officials, who set policy and priorities, and City staff, who analyze problems and issues; make recommendations; and implement and administer the City Council’s policies. To ensure the proper functioning of these cooperative efforts, Councilmembers must avoid intrusion into those areas that are the responsibility of staff. This is necessary to protect staff from undue influence and pressure from individual Councilmembers and to allow staff to execute priorities given by management and the Council as a whole.

B. Cooperation. Individual Councilmembers, as well as the Council as whole, shall receive the full cooperation and candor of staff in being provided with any requested information.

Requests of the City Attorney‘s office are to be submitted directly to the City Attorney. All other requests of staff are to be submitted through the City Manager’s office.

C. Issues of Pressure or Influence. Individual City Councilmembers shall not make attempts to pressure or influence staff decisions, recommendations, workloads, schedules, and department priorities without the prior knowledge and approval of the Council as a whole.

1. If a Councilmember wishes to influence the actions, decisions, recommendations, workloads, work schedule, and priorities of staff, that member must prevail upon a majority of the Council at an open meeting to do so as a matter of Council policy.

2. The City Council recognizes the primary functions of staff are in executing Council policy and actions taken by the Council as a body and in keeping the Council informed.

3. Staff is directed to reject any attempt by individual members of the Council to unduly direct or otherwise pressure them into making, changing, or influencing recommendations or business decisions in any manner.

V. REQUESTS FOR RESEARCH OR INFORMATION

A. General Considerations. Councilmembers should generally inform the City Manager prior to communicating directly with any employee below the Senior Management level. A Councilmember may request directly from department heads answers to routine questions or information on a given topic when it will require little or no research and have little or no impact to City operations. The Councilmember should also advise the City Manager of this request. City staff shall inform the City Manager of all Council contact.

B. Responses to Requests . Requests made by individual Councilmembers for information or assistance shall be for the sole purpose of fulfilling his or her responsibilities as delineated throughout this Manual and not for any private or personal interest. Requests will be addressed as quickly as possible under the circumstances at the time, providing that in the judgment of the City Manager (or the City Attorney depending on the nature of the request) Chapter 7
43 the request is not of a magnitude, either in terms of workload or policy, that would require more than thirty (30) minutes of time in which to respond or is of such a nature that it would be more appropriately assigned to staff through the collective direction of the City Council. If the individual Councilmember request goes beyond these parameters, or in the judgment of the City Manager, is not within the scope of City policies or business, the City Manager will bring the request to the full Council for consideration. The method by which responses are delivered to Councilmembers shall comport with the City’s routine business practice.

C. Policy-Related Requests. All Council requests dealing with policy and such other requests that may be construed as direction shall be directed to the City Manager, except for routine general inquiries or questions that will not disrupt city operations, in which case, Councilmembers may approach Senior Management with their requests. Councilmembers may also contact the City Attorney or City Clerk.

D. Funding Requests. Any request from City Council requiring funding must be addressed with the City Manager. The City Manager shall respond in a timely manner.

E. Written Requests Preferable. To assist the City Manager, requests for information are best tracked if submitted in writing, either in memorandum form or through e-mail. And to ensure proper responsiveness, Councilmembers are asked to copy both the department head and the City Manager on all correspondence with staff.

F. Access to Certain Information Restricted . There are certain restrictions when information cannot be provided. Draft documents (e.g., staff reports in progress, administrative draft EIRs) under review are not available for release until complete and after review by City management. In addition, the re are legal restrictions on the City’s ability to release certain personnel information even to members of the City Council. Certain aspects of Police Department affairs, such as access to restricted or confidential information related to crimes, may not be available to members of the City Council.

G. Dissemination of Information. In cases when a staff response to an individual Councilmember request involves written materials that may be of interest to other Councilmembers, the City Manager will provide copies of the material to all other Councilmembers. In making this judgment, the City Manager will consider whether the information is significant, new, otherwise not available to the Council, or of interest to the Council.

H. Disclosure of Information. No Councilmember may, without prior formal authorization 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 such information is allowed to be disclosed, no Councilmember may use or permit the use of any such confidential information to advance the financial or personal interest of himself or herself, or any other person. For the purposes hereof, “confidential information” shall mean information that is not generally known in the public and/or is not subject to disclosure under the California Public Records Act or other applicable law. Some examples of confidential information include attorney-client privileged communication, attorney-client work product, personnel, medical, or similar information —the disclosure of which would constitute an unwarranted invasion of privacy. (Govt. Code § 7920.000 et seq.) Chapter 8
44 CHAPTER 8 ‐ COMMUNICATION AND REPRESENTATION
I. REPRESENTING MAJORITY VS. INDIVIDUAL OPINION

A. Dual Roles of Councilmembers . A person elected to the City Council plays two roles: a member of a body elected to represent the City in its entirety and a private resident of the City. The second role is not relinquished when the first role is assumed. It is important to distinguish between the two roles at all times and to conduct business in one role separately from the other. The elected Councilmember retains the right to speak as an individual, not as a member of the City Council, but must make this distinction very clear when speaking on his or her own behalf and not as a member of the City Council. This is because when the Council acts, it acts as a whole, not as a group of individuals.

B. General Policy Considerations . An important role of a Councilmember is communication — communication with the public to assess community opinions and needs, communication with staff to provide policy direction, and communication to gain an understanding of the implications of various policy alternatives. Because the City Council acts as a body (that is, acting based on the will of the majority as opposed to individuals), it is important that general guidelines be understood when speaking for the Council. Equally important, when members express personal views and not those of the Council, the public must be so advised.

II. CORRESPONDENCE FROM COUNCILMEMBERS

A. Stationery Use and Related Guidelines.

1. Use of City Letterhead. City letterhead shall be used by the Mayor, Mayor Pro Tem, and City Council only for official City business, communication of adopted City policies and positions, and any related communications. All Councilmembers should be copied on correspondence signed by the Mayor or other Councilmember. Use of City letterhead and/or title on personal matters (those not related to official city business) is not permitted.

2. Personal Stationery . Personal stationery without a City Logo shall be used by any member of the City Council to communicate individual positions, conduct personal correspondence, or communicate positions that may be in opposition to established City Council positions or decisions. Personal stationery shall be printed at the expense of the individual Councilmember, and the aforementioned types of communications shall be mailed at the individual Councilmember’s expense.

3. Correspondence Public Record . All Councilmember correspondence created using City resources, including, but not limited to, City letterhead, postage, envelopes, or staff time, are public records and shall be copied to the full Council, the City Manager, the City Attorney, and the City Clerk.

Chapter 8
45 4. Permission Required. Whenever a Councilmember other than the Mayor wishes to write a letter on City letterhead, he or she should inform the Council (in writing or verbally at an open meeting) what the letter is about and seek Council approval that the letter may be written on City letterhead. Such letters shall only pertain to official City business.

B. Prohibitions on Use of Public Resources for Personal or /Campaign Purposes.

1. Letterhead and Staff. City letterhead and staff support cannot be utilized for personal or political purposes. Any use of the City’s logo, flag, seal, slogan, or name shall further be subject to the provisions of Chapter 1.06 of the Victorville Municipal Code and applicable State laws. The use of the City Seal, logo, or other insignia on personal matters and correspondence is not permitted.

2. Council Chambers and Staff Photos . The City Council Chamber cannot be used as a location for taking campaign photos or engaging in any form of campaign activity. Any violations of this prohibition may be reported to the Fair Political Practice Commission and any other enforcement agencies, and may further result in disciplinary sanction (a statement or resolution of repudiation), formal censure, and/or punishment pursuant to Government Code Section 36813 as set forth in Chapter 10 of this Manual. The use of photos with current City staff and City Council candidates in election materials is prohibited.

III. SPEAKING FOR “THE CITY”

A. Issue Position Statements . When members are requested to speak to groups or are asked the Council’s position on an issue, the response should reflect the position of the Council as a whole taken in open session. It is permissible, however, for a Councilmember to clarify his or her vote on a matter by stating: “While I voted against ‘X,’ the City Council voted in support of it.” When representing the City at meetings or other venues, it is essential that those in attendance gain an understanding of the City Council’s position rather than that of an individual member.

B. Communication of Council Policy . The Mayor and individual Councilmembers are not authorized to speak on behalf of the City or the City Council with regard to City or City Council policy or positions, except when such policy or position has been clearly established or when the Mayor or Councilmember has been designated by the City Council as a spokesperson on a given subject.

C. Supporting State or Federal Legislation . The City Council may be requested to formally support or oppose state or federal legislation. In considering whether or not to take such action, it is Council policy to determine first if the legislation involves matters pertaining directly to the City of Victorville or its residents as a whole. If the subject matter does not relate directly to City business or to local residents, then the City or City Council can decline to take a position. If the legislation could be expected to affect the City or its residents, then the City Council may elect to take a position. All correspondence articulating the City’s position on state and federal legislation shall be handled in a manner consistent with the City Council’s adopted goals and policies.

Chapter 8
46 D. Press Releases. All press releases pertaining to the City Council shall be issued on City letterhead on behalf of the entire City Council. No press releases pertaining to the City Council or City shall be released by individual members of the City Council without prior authorization from the City Council acting at a Council meeting. The City Manager and his or her designated staff are authorized to issue press releases pertaining to City activities and events of public importance as he or she determines necessary and appropriate to keep the public informed.

All final press releases shall immediately be distributed to the City Council.

E. Representation at Ceremonial Functions.

1. City Sponsored Events. The Mayor, or Mayor Pro Tem in his or her absence, shall represent the Council at ceremonial functions organized by the City. The Mayor or Mayor Pro Tem may, at his or her own discretion, ask another Councilmember to represent the Council at that function when neither is available. Staff shall also include any Councilmember who has promoted a project or event in any program or agenda in such a function.

2. Non-City Sponsored Events. As a general rule, the Mayor, or the Mayor Pro Tem in his or her absence, shall represent the Council at ceremonial functions not organized by the City upon receipt of an invitation from the sponsor of such event. If neither the Mayor nor the Mayor Pro Tem is available to attend a non-City sponsored event, he or she may designate a replacement. Nothing in this provision is meant to preclude a Councilmember from representing the Council at a ceremonial function where the event organizer has requested that a specific Councilmember attend the function.

F. Appearances before Agencies and Organizations . If a member of the City Council appears before another governmental agency or organization to give a statement on an issue affecting the City, the Councilmember should first indicate the majority position and opinion of the Council. Personal opinions and comments may be expressed only if the Councilmember clarifies that these statements do not represent the position of the City Council.

G. Participation in Community Activities . From time to time, Councilmembers may choose to participate in community activities, committees, events, and task forces. When a Councilmember participates in these types of activities, the Councilmember is acting as an interested party rather than acting on behalf of the City Council. Acting or participating on behalf of the City Council is limited to those instances when the Council has formally designated the Councilmember as its representative for the matter.

H. Name Badges. The City issues name badges to all City Councilmembers, the City Manager, the City Clerk, Senior Management, department heads, City Planning Commissioners, City advisory committee members, and other City staff as deemed appropriate by the City Council.

1. Official Use Only. It is not permissible for any City Councilmember or any of the personnel listed in Section H, above, to use his or her badge for any purpose except as reasonably necessary for identification when acting in their official capacities.

Chapter 8
47 2. Fraudulent Use Prohibited. It is not permissible for any person to wear, exhibit, or use a badge with the intent of fraudulently impersonating a City official or of fraudulently inducing the belief that the person is a City official at the time the badge is worn, displayed, or used.

I. Business Cards. City Councilmembers will be provided with City Manager approved business cards in increments of 500. No more than one order will be processed within a 12 -month period unless approved in advance by the City Manager. City business cards may not be used for personal or financial gain, for obtaining privileges not otherwise available to a Councilmember, or for soliciting political contributions. Councilmembers are prohibited from using any other form of non-approved business cards that contain the City logo, the City seal, the City flag, or the City slogan.

IV. CITY COUNCIL SPENDING AND REIMBURSEMENT POLICY

A. Effect of CP-23-03. Except as specified otherwise in this Section, the provisions of the Expense Reimbursement Policy set forth in Council Policy No. CP -23-03, or any amendment(s) to or successor Council Policy adopted in lieu thereof (“CP -23-03”) shall apply to all City Councilmembers. The provisions of Council Policy Nos. CP-935, CP-73-3, and CP-12-01 to the extent currently in effect, are completely superseded by this Section.

B. Events and Covered Expenses . As long as all other requirements of this Section IV are also met, covered expenses (as that term is used in CP -23-03) incurred by City Councilmembers constitute reimbursable expenses when they engage and/or participate in the following activities and/or events (“Events”):

1. Communicate with representatives of regional, state, and national government and their various agencies and entities on City-adopted or authorized policy positions.

2. Attend educational seminars designed to improve Councilmembers’ skill and information levels.

3. Participate in regional, state, and national organizations, e.g., California League of Cities or National League of Cities, whose activities affect the city’s interests.

4. Attend City-sponsored events.

5. Travel out-of-state or internationally for the above purposes.

C. Advance City Council Approval of Expenditures for Events . Prior to making travel, transportation, and/or lodging arrangements for any Event for which a Councilmember wishes to be reimbursed by the City, the Councilmember must have the Event and the expenditure approved. Requests for travel and meeting expense reimbursements or City - paid travel and meetings for any Event(s) will require the advance approval of the City Council at a regularly-scheduled Council Meeting under an agendized item requesting such approval.

Chapter 8
48 The foregoing requirement for approval of travel expenses shall not apply when the City Councilmember is traveling in connection with his or her required attendance at meetings of legislative bodies of outside agencies to which the Councilmember has been appointed to serve as a City representative or alternate pursuant to Chapter 9, Section IV of this Manual.

D. Meeting Reporting Requirement. Councilmembers shall provide a brief report on any meeting or event attended at the expense of the City at the next regular meeting of the Council. If multiple Councilmembers attended the same event, a joint report may be made.

E. Additional Spending and Reimbursement Rules.

1. Spending Tracked. The City Manager’s Office will keep an individual spending and reimbursement record for each Councilmember for the period of July 1 to June 30 of each year.

2. Intrastate/International Travel. No travel outside the state or the country is permitted without advance approval of the City Council, who shall make such decision at a Council Meeting under an agendized item requesting such approval.

3. Travel Arrangements. Hotel and travel accommodations may be made by City staff or the Councilmember. Councilmembers shall use best efforts to seek the most reasonable, cost-effective manner of travel and/or accommodations, keeping in mind that such travel and/or accommodations are being provided at the expense of the taxpayers.

F. Expense Reports Required . In order to receive expense reimbursements, Councilmembers shall complete and submit to the City Manager’s Office a Travel and Expense Reimbursement Form and Report (“Expense Report”) within a reasonable time after incurring the expense, but in no event, shall it be later than 30 days thereafter. The following rules shall also apply:

1. Each Expense Report shall be accompanied by all receipts documenting each expense with proof of the advance approval obtained from the City Council (or the City Manager, as applicable).

2. The Councilmember shall verify that the expenses for which reimbursement is sought were incurred on behalf of the City in the performance of official duties and otherwise meet the requirements of this Section IV.

3. All documents related to reimbursable expenditures, including, but not limited to, the Expense Report and actual receipts, are public records subject to disclosure under the Public Records Act. Any personal information, e.g., credit card numbers, contained on any receipts may be redacted before publicly releasing such records.

G. City Manager Authority . The City Manager has the authority to determine the reasonableness of an expense and, as such, may disallow it for reimbursement. A request for reimbursement that has been disallowed by the City Manager may be appealed to the City Council who will make its decision at a regularly scheduled City Council Meeting under an agendized item requesting such appeal. The decision of the City Council shall be final.

Chapter 8
49 H. Mileage Reimbursement/Allowance . In consideration of their additional duties and notwithstanding anything herein to the contrary, the Mayor and Mayor Pro Tem may choose to receive a monthly auto allowance, rather than mileage reimbursement, to cover the costs of City-related travel using their personal vehicles. The monthly allowance is $300 per month for the Mayor and $200 per month for the Mayor Pro Tem. Should the Mayor and/or Mayor Pro Tem opt to receive the allowance, it shall be paid in lieu of any mi leage reimbursement request, except to the extent the mileage reimbursement request is made pursuant to City Council Policy No. CP -23-03, which allow s for reimbursement for mileage in excess of 200 miles for City-related travel. To opt for the auto allowance, the Mayor and/or Mayor Pro Tem shall provide a written request to the City Manager.

V. GUIDELINES AND PROCEDURES FOR CEREMONIAL RECOGNITION ITEMS

A. General. The City of Victorville regularly receives requests from individuals and organizations for various ceremonial recognition items. These items can range from a simple letter or certificate of recognition to a plaque commemorating a special occasion or event.

B. Need for Guidelines. Ceremonial recognition items are presented purely as gestures of high esteem. If provided too freely or for less than honorable purposes, they are apt to lose significance and become meaningless. Therefore, these Guidelines and Procedures for the issuance and presentation of ceremonial recognition items shall be adhered to fully.

C. Jurisdictional Limitations and Description of Ceremonial Recognition Items . Ceremonial recognition items shall be awarded to businesses, organizations, and individuals located in, providing services in, or residing exclusively in the City of Victorville. All other requests will be denied, and the requesting party shall be referred to the appropriate jurisdiction.

1. Certificates of Recognition in Presentation Folders. Certificates of Recognition in Presentation Folders are conferred to commend and recognize businesses located in the City of Victorville during small- scale ribbon cuttings, groundbreakings, grand openings, and open house events.

2. Letters of Recognition/Congratulations . Letters of Recognition/Congratulations are conferred to commend and recognize the following:

(a) Major achievements, such as the Eagle Scout Award and Girl Scout Gold Award. (b) Milestone events, such as the anniversary of an organization, wedding anniversaries of 50 or more years, or other life milestones, such as significant birthdays.

3. Framed Certificates of Recognition. Framed Certificates of Recognition are conferred to commend and recognize the following:

(a) Exceptional contributions or contributions of consequence to the City of Victorville by a community organization, business, or individual; and (b) Large scale ribbon cuttings, grand openings, anniversaries, and open house events for businesses located in the City of Victorville.

Chapter 8
50 4. Plaques.

(a) Plaques shall be presented only to prominent business and/or organizations that have made a significant contribution to the City of Victorville and its residents. (b) Plaques may also be prepared for presentation to certain individuals who have acted with distinction in carrying out their duties or who have taken extraordinary actions that further the best interests of the City of Victorville and its residents. (c) The presentation of plaques will only be made in the City of Victorville where the business/organization/individual can be formally acknowledged.

5. Proclamations. Proclamations are ceremonial documents signed by the Mayor for

(a) public awareness,
(b) charitable fundraising campaigns, and
(c) arts and cultural celebrations.

Proclamations will not be issued to or for any of the following:

(a) Individuals. Proclamations must affect a broad group of people. (b) Matters of political controversy, ideological or religious beliefs, or individual convictions.
(c) Events or organizations with no direct relationship to the City of Victorville. (d) Campaigns or events contrary to policies of the City of Victorville.

D. Procedures for Requesting Ceremonial Recognition Items.

1. Each request must be submitted in writing to the City Clerk's office at least seven business days prior to the date the ceremonial recognition item is needed. There are no exceptions to this requirement unless specifically waived by the Mayor and Mayor Pro Tem or when the request is made by the City of Victorville’s Public Information Officer and/or the City Clerk in furtherance of their official duties.

2. Each request must be submitted in writing to the City Clerk, except when the Public Information Officer, in furtherance of his or her official duties, is the requester.

3. Businesses and individuals located in, providing services in, or residing in the City of Victorville may submit requests. Any Councilmember may also request ceremonial recognition items, subject to the criteria set forth herein.

4. Each request must include the following:

(a) The contact person’s first and last names, address, e-mail address, and telephone number.
(b) The name of the individual who will be accepting the presentation if different from
the contact person’s name.
(c) A brief summary and/or background information about the event, organization, or individual to be recognized and the reason the recognition is being requested.

Chapter 8
51 (d) The date the item is needed.
(e) The date, time, and location of the event if the ceremonial recognition item is to be presented at an event.

5. The Mayor and Mayor Pro Tem reserve the right to modify any request in order to provide the most appropriate form of recognition.

6. All requests shall be approved or denied by the Mayor and the Mayor Pro Tem. To the extent the Mayor and Mayor Pro Tem are not in agreement then the request will be placed on the next available City Council Agenda for consideration by the City Council. The City Council reserves the right to modify or deny any request.

7. Councilmembers shall uphold the good purpose intended for ceremonial recognition items. Therefore, in keeping with the Councilmembers’ Code of Ethics to be above reproach and avoid the appearance of impropriety, Councilmembers shall not request ceremonial recognition items for any private or personal interest, including politics.

Furthermore, no Councilmember may request an official recognition for or on behalf of any business, organization, or individual associated with an organization in which the Councilmember serves as an employee, member, or volunteer.

8. Only one official signed copy of any form of recognition will be issued per individual or organization per calendar year.

9. Ceremonial recognition items are not automatically reissued every year. No announcement may be made regarding any recognition item until official confirmation has been received from the Mayor's office.

E. Criteria for Awarding Ceremonial Recognition Items.

1. All ceremonial recognition items shall be consistent with the United States Constitution, the California State Constitution, the Victorville Municipal Code and the various laws passed pursuant to such instruments.

2. The City Manager and his or her City Clerk shall ascertain whether the prospective recipient is in good standing with the City, has any potential conflicts of interest, and/or is related to any member serving on the City Council or working in the City.

3. If the prospective recipient is in good standing with the City, but another potentially disqualifying circumstance exists with either the requester or the prospective recipient, the information shall be brought to the City Council at the next available City Council meeting to determine whether it is appropriate to provide the ceremonial recognition item.

F. Additional Information Related to Ceremonial Recognition Items.

1. All requests will be submitted to the City Manager and City Clerk at a weekly review meeting for consideration. The Mayor and Mayor Pro Tem shall be informed of all Chapter 8
52 requests, whether deemed consistent or inconsistent with the guidelines in this Chapter.

All items consistent with the guidelines in this Chapter will then be reviewed for further consideration by the Mayor and Mayor Pro-Tem, who will follow the provisions set forth in this chapter.

2. The Mayor shall sign all ceremonial recognition items. However, when a Councilmember is the Mayor’s designee, when a specific Councilmember is the lone invitee to the event, or when a Councilmember has been requested by a business or organization to be a speaker at the event where a certificate of recognition is to be presented, that Councilmember shall also sign the certificate of recognition.

3. Ceremonial recognition items are bestowed only at a Council meeting or other event where the recognition item is to be presented. The Mayor or his or her designee shall be the presenter. Notwithstanding the forgoing, when an event organizer(s) has invited one Councilmember to an event, that Councilmember shall be the Mayor’s designee.

4. Letters of Recognition/Congratulations may be mailed.

Chapter 9
53 CHAPTER 9 ‐ COMMISSIONS, COMMITTEES, AND BOARDS
I. PURPOSE AND GENERAL CONSIDERATIONS

A. Role of City Commissions, Committees, and Boards . Most commissions, committees, and boards established by the City Council are advisory to the City Council. The role of all such commissions, committees, or boards is to make recommendations to the City Council on matters affecting the City of Victorville. Except as otherwise provided in State or local law, commissions and committees have no independent role separate and apart from their role as advisory to the City Council. Commissions, committees, and boards have no authority to appropriate funds or make policy except as otherwise approved by the City Council.

B. Nomination and Confirmation. On or before December 31 st of each year, the City Clerk (or such other staff as the Council may designate) shall prepare and provide to the City Council an appointments list of all regular and ongoing commissions, committees, and boards appointed by the Council and the terms of the members of such boards, committees, and commissions that will expire during the next calendar year as required by Government Code Section 54970 et seq., also known as the Maddy Act. City Council Resolution No. 13 -049 identifies that the normal term of each regular committee member shall be four years, more or less, and shall be coterminous with the term of office of the nominating Councilmember.

As such, in years when a City Council election takes place, all seats on commissions, committees, and boards for newly elected Councilmembers will be open for nomination and appointment. In years when there is no City Council election, only those seats that are unfilled will be open for nomination and appointment. Such nominations must be confirmed by a majority vote of the full membership of the City Council in order for an appointment to occur. The Presiding Officer shall facilitate appointments in accordance with nomination and appointment procedure set forth in Chapter 2, Section II, points 1 -7. To the extent a Councilmember’s nominee for a specific commission, committee, or board does not obtain the requisite affirmative votes, such Councilmember will be given the opportunity to nominate up to three (3) other individuals, either at the same mee ting or at subsequent meetings. In the event a Councilmember’s subsequent three (3) nominees are not confirmed by a majority vote of the Council, then the City Council shall appoint a commission, committee, or board member using the same procedures set forth herein. Unscheduled vacancies shall be filled in accordance with Government Code Section 54974. Such unscheduled vacancy appointments shall be coterminous with the appointing Councilmember’s term of office as provided for in City Council Resolution No. 13-049.

C. Instruction and Training . The Council shall ensure that all members of City commissions, committees, and boards are properly instructed on their responsibilities, direction, and performance expectations. Such City commissions, committees, and boards shall also be required to follow the applicable provisions of Resolution No. 13 -049 and any amendments or successor resolutions thereto.

Chapter 9
54 D. Planning Commission . Victorville Municipal Code Section 2.12.020 “Terms – Regular Members” specifies that the term of each regular commission member shall be four years, more or less, and shall be coterminous with the term of the office of the nominating Councilmember. It further should be noted that Resolution No. 13-049 does not apply to the Planning Commission. The membership, powers, and responsibilities of the Planning Commission are set forth in Chapter 2.12 of the Victorville Municipal Code and various provisions of State Law. In accordance therewith, the Planning Commission has adopted rules for transacting Planning Commission business.

E. Conflict of Interest. All members of commissions, committees, and boards shall abide by the provisions of the Political Reform Act, FPPC regulations, and provisions of the common law relating to conflicts of interest.

II. CITY COUNCIL SUBCOMMITTEES

A. Purpose. At times, the City Council forms committees composed solely of a portion of its own membership. These committees, often referred to as subcommittees, are formed to study, investigate, and make recommendations to the full Council regarding specific topics and may be designated as either Standing or Ad Hoc.

1. Standing Subcommittees . These subcommittees have a continuing subject matter jurisdiction or meeting schedules that are fixed by the Council. Regardless of the number of members, Standing subcommittees are required to comply with the Brown Act.

2. Ad Hoc Subcommittees . These subcommittees have a specific purpose and limited duration, no continuing subject matter jurisdiction, and no meeting schedule fixed by the Council. Ad Hoc Subcommittees composed solely of less than a quorum of the City Council membership (2 members maximum) are generally exempt from the Brown Act and thus are not required to schedule regular meetings or post meeting dates and agendas.

B. Subcommittee Formation and Appointment.

1. Standing Subcommittees. The Council may create or dissolve Standing subcommittees at any time by the affirmative vote of a majority of the Council. The Mayor nominates and the City Council confirms by majority vote the members of Standing subcommittees.

2. Ad Hoc Subcommittees . The Council or the Mayor may create ad hoc subcommittees.

The Mayor has the discretion to make appointments to such ad hoc subcommittees or to allow a majority of the Council to vote on such appointments.

C. Subcommittee Responsibilities. The responsibilities of subcommittees include making and submitting recommendations and information to the Council for consideration and/or a vote (once properly agendized as noted in Section III.C, below, to ensure compliance with the Chapter 9
55 Brown Act). Staff will work with and support Council subcommittees as required and in accordance with the provisions of Section II of this Chapter.

D. Review of Standing and Ad Hoc Subcommittees. At its second regular meeting in December (or as soon thereafter as possible), and prior to making any appointments, the Council will review each currently-existing Standing or Ad Hoc Subcommittee and determine the need to renew or terminate the committee.

E. Conduct of Subcommittee Meetings . Council subcommittees shall generally follow the meeting procedures and rules of order set forth in Resolution No. 13-049.

III. ADMINISTRATIVE SUPPORT FOR CITY COMMISSIONS AND COMMITTEES.

A. Staff to Provide Support. City staff will provide assistance and support to City commissions, committees, and subcommittees; however, such commissions, committees, and subcommittees do not have supervisory authority over City employees. While staff may work closely with these entities (particularly the Planning Commission), City staff members remain responsible to their immediate supervisors and ultimately to the City Manager. The members of City commissions, committees, and subcommittees are responsible to perform the functions (as set forth in Victorville Municipal Code or other City Council directive) of their respective committees/commissions.

B. Examples. Staff support includes preparation of an agenda and preparation of reports providing a brief background of the issue, a list of alternatives, recommendations, and appropriate back-up materials, if necessary. Advisory body members should have sufficient information to reach decisions based upon a clear explanation of the issues.

C. Procedure for Recommendations to Council . Advisory City commissions, committees, and subcommittees wishing to communicate progress, status, and/or recommendations to the City Council must do so through approved Council agenda procedures. In addition, if such commissions, committees, and subcommittees wish to correspond with an outside agency, such correspondence will be prepared by staff for review by the City Manager and possible approval by the City Council. Individual members of City commissions, committees, and subcommittees who would like City staff to perform research or review a particular issue must gain the approval for such a request from the City Manager before any work is planned or done.

IV. COMMISSIONS, COMMITTEES, AND BOARDS ON WHICH COUNCILMEMBERS SERVE AS CITY

REPRESENTATIVES

A. Outside Agencies. City Councilmembers are appointed to serve as City representatives on the boards of commissions and/or committees of outside agencies in the region, such as the Victor Valley Transit Authority (“VVTA”), the San Bernardino County Transportation Authority (“SBCTA”), and the Victor Valley Wastewater Reclamation Authority (“VVWRA”).

Chapter 9
56 B. Procedures. Nomination and confirmation of such representatives and one alternate shall follow the same procedure identified in Chapter 2, Section II, points 1-7, for the Mayor and Mayor Pro Tem.

C. Absence. Whenever a member of the City Council is unable to attend a regional board or committee meeting to which he or she is designated as the City’s representative, he or she shall notify his or her alternate to request his or her attendance.

D. Duties. Councilmembers appointed to serve on outside agencies shall do so as representatives of the City, shall comply with the rules of procedure adopted by such agencies when participating in meetings of such agencies, and shall provide updates or reports to the City Council on the activities of such agencies as required.

Chapter 10
57 CHAPTER 10 ‐ EN FORCEMENT

I. CENSURE AUTHORIZED
Censure is a formal resolution of the City Council that reprimands one of its own members for specified conduct, generally a violation of State, Federal, or local laws; or of City policy, including the provisions of this Manual (hereinafter collectively “Law”). Censure should not follow an occasional error in judgment that occurs in good faith and is unintentional, but it is appropriate when the violation is considered to be a serious offense or the conduct involves intentional and repeated violations of Law or C ity policy after other Councilmembers have informed the offending Councilmember of the violation(s). Censure carries with it no fine or suspension of the rights of the member as an elected official, but it nonetheless is a punitive action for wrongdoing.

II. CENSURE PROCEDURE

A. Request for Censure Hearing . During the open portion of any regular or special meeting of the City Council, any Councilmember may make a motion to calendar a censure hearing concerning the violative conduct of one of its members.

1. Specific Allegations. The request must include specific allegations of the conduct that constitutes a violation of the Laws or City policy upon which the proposed censure is based.

2. Agenda Placement or Ad Hoc Committee Formation . If a majority of Councilmembers support the request, then a) direction shall be given to City Manager to calendar the item for a future agenda or b) the Council shall appoint an ad hoc committee to investigate the charges.

3. When No Investigation Required. If the conduct or violation alleged is patent or otherwise clearly apparent, setting of the censure hearing shall proceed in accordance with Subsection C, below.

B. Investigation. If a majority of the Council determines an investigation is warranted, the Council shall designate an ad hoc committee consisting of two of its members, one of which shall be the Mayor, to conduct the investigation. If the Mayor is the subject of the charges, the Mayor Pro Tem shall be appointed in lieu of the Mayor to serve on the ad hoc committee.

1. Independent Investigator. The Council may select an independent investigator to assist in conducting the investigation. The independent investigator would be managed by the ad hoc committee to conduct the investigation.

2. Process for Taking Statements . In the course of the investigation, the committee must determine the process by which statements are taken. A witness may choose to provide a signed declaration under penalty of perjury attesting to his or her knowledge of the facts surrounding the allegations. If a witness is unwilling to submit such a declaration, the Council may issue a subpoena to compel the witness’s testimony, consistent with its subpoena power granted under the Government Code.

Chapter 10
58 3. Conclusion of Investigation. At the conclusion of the investigation, the results shall be presented in writing to the full Council. Based on the results and upon a majority vote of the Council, a censure hearing may be set in accordance with Subsection C, below.

4. Investigation Guidelines . The following guidelines apply to ad hoc committee investigations:

(a) The committee may be staffed by administrative and legal staff. (b) If authorized by City Council, the committee may subpoena witnesses and documents. (c) In making a determination to hold a censure hearing, the committee should determine if after taking all the facts and evidence into consideration, there are reasonable grounds to believe or not believe that the conduct, violation, or offense occurred.
(d) The committee shall issue a final report and recommendations to the City Council. The final report shall be made available to the public.

C. Censure Hearing. If a censure hearing is set, it must be set far enough in advance to give the Councilmember subject to the charges adequate time to prepare a defense. That member shall be given the opportunity to make an opening and closing statement and to question his or her accusers. The Councilmember subject to the charges may be represented and may have the representative speak or question on his or her behalf. The Mayor, or the Mayor Pro Tem if the Mayor is the subject of the charges, shall preside at the hearing. The rules of evidence shall not apply to the hearing, which is not a formal adversarial proceeding. The City Attorney or designee shall provide legal advice to the City Council during the hearing.

D. Resolution of Censure . A decision to censure requires the adoption of a resolution making findings with regard to the specific charges, based on substantial evidence, and approved by the affirmative vote of at least three (3) Councilmembers. In accordance with Government Code section 995, upon request of a Councilmember, the City may reimburse the Councilmember’s reasonable attorney fees and costs in defending himself or herself.

III. REMOVAL

A. Disruptive Conduct by Councilmember During Meeting.

1. In addition to the foregoing and as set forth in Section III.C of Chapter 5 of this Manual, the provisions of Government Code Section 36813 shall be applicable to the conduct of Councilmembers during Council meetings. Said Section provides:

The City Council may establish rules for the conduct of its proceedings. It may punish a Councilmember or other person for disorderly behavior at a meeting.

In accordance with Section 36813 and Section III.C of Chapter 5 of this Manual, the punishment may include removal from the Council Meeting of the disruptive Councilmember upon a majority vote of the City Council. A motion for removal may be made by any Councilmember, including the Mayor, and is not debat able. The Presiding Chapter 10
59 Officer and Council as a whole shall address disruptions in a consistent, transparent, and viewpoint-neutral manner.

IV. ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING OF MANUAL

Upon first entering office, upon election to any subsequent term, or whenever this City Council Policy and Procedures Manual is updated by City Council Resolution, every Councilmember shall sign a statement affirming that he or she has received, read, and understood the provisions set forth in this Manual and furthermore agrees to abide by them.

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