AGENDA
CITY OF WATSONVILLE
SPECIAL CITY COUNCIL MEETING
Working with our community to create positive impact through service with heart.
Values: Teamwork, Integrity, Honesty, Service and Respect Eduardo Montesino, Mayor, District 1
Vanessa Quiroz-Carter, Mayor Pro Tempore, District 2
Maria Orozco, Council Member, District 3
Kristal Salcido, Council Member, District 4
Casey K. Clark, Council Member, District 5
Jimmy Dutra, Council Member, District 6
Ari Parker, Council Member, District 7
Rene Mendez, City Manager
Samantha W. Zutler, City Attorney
Irwin I. Ortiz, City Clerk
Location:
Civic Plaza Community Rooms
275 Main Street, Top Floor
Watsonville, CA 95076
Anyone addressing the City Council is asked to fill out a speaker card and leave it at the podium for recording purposes
IF YOU CHALLENGE ANY ACTION APPEARING ON THIS AGENDA IN
COURT, YOU MAY BE LIMITED TO RAISING ONLY THOSE ISSUES YOU OR
SOMEONE ELSE RAISED AT THE PUBLIC MEETING DESCRIBED ON THIS
AGENDA, OR IN WRITTEN CORRESPONDENCE DELIVERED TO THE CITY CLERK PRIOR TO, OR AT, THE PUBLIC MEETING.
Americans with Disabilities Act
The Council Chambers is an accessible facility. If you wish to attend a meeting and you will require assistance in order to attend and/or participate, please call the City Clerk's Office at least three (3) business days in advance of the meeting to make arrangements. The City of Watsonville TDD number is (831) 763-4075.
For information regarding this agenda, please call the City Clerk's Office at (831) 768- 3040
AGENDA
CITY OF WATSONVILLE
SPECIAL CITY COUNCIL MEETING
Location:
Civic Plaza Community Rooms
275 Main Street, Top Floor
Watsonville, CA 95076
Saturday, February 18, 2023, 8:30 a.m.
Pages
FACE COVERINGS HIGHLY RECOMMENDED
1. ROLL CALL
1.a MOTION TO EXCUSE ABSENT COUNCIL MEMBER(S) (If any)
2. REPORTS TO COUNCIL -- No Action Required
2.a 2021-2023 STRATEGIC PLAN UPDATE 2
2.b CITY COUNCIL PROTOCOLS REPORT AND STUDY SESSION 22
2.c SISTER CITY POLICY REPORT & STUDY SESSION 38
3. EMERGENCY ITEMS ADDED TO AGENDA
4. ADJOURNMENT
This agenda was posted in accordance with the California Brown Act. The agenda packet can be accessed on the City of Watsonville website at https://www.cityofwatsonville.org/2123/City-Council-Agendas-Minutes and available for public inspection in the City Clerk’s Office (275 Main Street, 4th Floor) during normal business hours). Any materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet will be made available to the public in accordance with Government Section 54957.5.
Reso No. 166-21 (CM)
P:\COUNCIL\2021\060821\Strategic Plan 2021-2023.docx
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1 RESOLUTION NO. 166-21 (CM)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WATSONVILLE APPROVING THE CITY OF WATSONVILLE STRATEGIC PLAN 2021-2023
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATSONVILLE, CALIFORNIA, AS FOLLOWS:
That the City of Watsonville Strategic Plan 2021-2023, a copy of which is attached hereto and incorporated herein by this reference, is hereby approved. ****************************************
DocuSign Envelope ID: F73DA6F9-18A2-45F6-B5AA-CF6797E81959 5643
Reso No. 166-21 (CM)
P:\COUNCIL\2021\060821\Strategic Plan 2021-2023.docx
bvf 6/10/2021 11:35:49 AM
2 The foregoing resolution was introduced at a regular meeting of the Council of the City of Watsonville, held on the 8
th
day of June , 2021, by Member González ,
who moved its adoption, which motion being duly seconded by Member Estrada , was upon roll call carried and the resolution adopted by the following vote:
AYES: COUNCIL MEMBERS: Estrada, García, González, Hurst, Montesino, Parker, Dutra
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
____________________________
Jimmy Dutra, Mayor
ATTEST:
_____________________________
City Clerk
_______________________
Date
APPROVED AS TO FORM:
_____________________________
City Attorney
************************************
I, Irwin Ivan Ortiz, Assistant City Clerk of the City of Watsonville, do hereby certify that the foregoing Resolution No. 166-21 (CM) was duly and regularly passed and adopted by the Watsonville City Council at a meeting thereof held on the 8 th day of June,
2021, and that the foregoing is a full, true and correct copy of said Resolution. ________________________________
Irwin Ivan Ortiz, Assistant City Clerk
Date__________________________
DocuSign Envelope ID: F73DA6F9-18A2-45F6-B5AA-CF6797E81959 6/14/2021 | 2:09 PM PDT
6/14/2021 | 2:09 PM PDT
DocuSigned by:
GDocuSigned by:
VWilA, Mi'] 95926F9A882E4FA. ..
City Council
Strategic Plan
REV 07/20/21
2021- 2023
This page was left intentionally blank
Watsonville City Council 2020-2021
Mayor (D6)
Jimmy Dutra
District 1
Eduardo Montesino
District 3
Lowell Hurst
District 5
Rebecca Garcia
Mayor Pro Tempore (D7)
Ari Parker
District 2
Aurelio Gonzalez
District 4
Francisco Estrada
“Working with our community to create positive
impact through service with heart”
Team work
Integrity & Honesty
Service
Respect
Our Mission
Our Values
Every two years, the City Council adopts a Strategic Plan that aligns the Council’s priorities and community needs with the budget and sets forth a forward looking vision for the City organization and the services we offer to the community.
The 2021 - 2023 Strategic Plan includes seven long range priorities. Under each Strategic Priority, the Council identified several strategies and actions that will support meeting the measurable outcomes set forth under each priority.
• Articulates the Council’s priorities and guides
it’s policy decisions.
• Enables staff to develop feasible, measurable
and actionable strategies to address the
Council’s priorities, implement policies, and
allocate resources effectively.
• Focuses the City’s efforts to engage community
members and agency partners in achieving the
City’s mission.
• Enables the City to prioritize time & resources
in alignment with the Council’s priorities.
• Ensures both accountability and transparency
in furthering effective policies and City services
that meet community needs.
Housing
2021-2023 Priorities Strategic Plan: A Road Map for the Future Fiscal Health
Infrastructure & Environment
Economic Development
Community Engagement & Well-being
Public Safety
Efficient & Well-Performing
Government
Explore new and creative opportunities to increase community outreach and awareness of home buyer and
rental assistance programs, tenant
support and ADU regulations.
Encourage the development of
sustainable, inclusive and affordable
homes for all residents while working
on the preservation, rehabilitation
and expansion of rental housing.
Explore growth opportunities and
policies that will allow for smart and
sustainable community growth and
development, including completion
of the Downtown Watsonville
Strategic Plan and development of
underutilized and underdeveloped
properties.
City departments leading the work to support: Housing Strategic Priority The City will continue to work proactively to
remove barriers to accessing stable, quality and
affordable housing and strive to create new
opportunities to add housing to meet current
and future housing needs. Special emphasis
over the next two years will be placed on
community education around existing homeowner assistance programs, regulatory changes to encourage and streamline development of
underutilized & underdeveloped properties,
and completion of the Downtown Watsonville
Specific Plan to spur further higher density
mixed-use residential housing in the downtown
area.
Housing
Strategy
1.1 Strategy
1.2 Strategy
1.3 Priority 1
Education & Outreach Increase Housing Options Growth & Development Community
Development
City Manager’s Fire Department Police Department
Department
1t - City Clerk
Develop long-term and sustainable
funding strategies to support parks,
youth programs and the arts.
Take proactive steps to control
growing pension costs, including
exploring operational efficiencies,
use one-time funds to pay down
debt, and working with CalPERS
and the League of California Cities
on long term pension sustainability
solutions.
Prioritize capital improvement and
maintenance projects to meet
current community needs, allow for
sustainable and efficient operations
and invest in the future.
City departments leading the work to support: Fiscal Health The City will continue to enhance fiscal
sustainability of the City, through prudent
financial planning and decision making to
ensure the organization can best serve the
residents and businesses of Watsonville today
and in the future. The primary work under
this goal will support identifying long-term
sustainable funding for parks infrastructure
improvements and expansion of youth
development programs.
Fiscal Health
Strategy
2.1 Sustainable Parks Funding Pension Management Capital Planning Strategy
2.2 Strategy
2.3 Priority2
Public Works
Department
Innovation &
Technology
Municipal Airport Fire Department
Community Public Library DevelopmentCity Manager’s Parks Department Department
Finance Department
City Clerk
Invest in parks infrastructure while
exploring opportunities to partner
and work with local organizations to
provide recreation services for the
community. Continue to repair and
resurface roads and implement new
traffic safety projects and programs
that make Watsonville more
accessible to drivers and safer for
pedestrians.
Implement projects that improve
City I.T. infrastructure and that
provides higher cyber security
measures. Provide opportunities for
public Internet access in local parks
and expand the fiber optic network.
Continue the City’s longstanding
and proactive efforts to serve as a
regional leader in environmental
stewardship, preservation and
resiliency, including the completion
of the City’s Climate Action, and
Adaptation Plan.
City departments leading the work to support: Infrastructure & Environment The City will work to build and maintain our
infrastructure and preserve the natural environment through careful planning, preservation and maintenance for residents and future
generations. Special attention will be given
to parks infrastructure improvements, road
maintenance and expansion of technology and
fiber infrastructure.
Infrastructure
& Environment
Parks and Road Infrastructure Technology Infrastructure Environmental Stewardship Strategy
3.1 Strategy
3.2 Strategy
3.3 Priority3
Community
Development
City Manager’s Parks Department
Department
Finance Department
Public Works
Department
Innovation &
Technology
Municipal Airport City Clerk
Attract and grow businesses in
Watsonville that help strengthen
and diversify our local economy and
provide new services and living
wages for our local residents.
This work will include leveraging
opportunities to develop underdeveloped properties, including development of the Manabe-Ow
properties.
Complete the Downtown
Watsonville Specific Plan and
continue to work with downtown
businesses to improve safety,
lighting, & beautification projects,
creating a vibrant downtown
district that preserves and enhances
the diversity and character of
Watsonville.
Build on the success of the
Watsonville Municipal Airport as
an economic driver destination in
the region, including continued
revitalization of commercial areas
of the airport and expansion of
aeronautical and non-aeronautical
businesses.
City departments leading the work to support: Economic Development Strengthen and diversify the City’s economy
for all, by supporting and growing existing
businesses, attracting new businesses and
industries, enhancing workforce development,
revitalizing downtown, and encouraging the
community and local entrepreneurs to invest
locally and grow local businesses, as well as
support the economic recovery of businesses
post-pandemic.
Economic
Development
Strategy
4.1 Strategy
4.2 Strategy
4.3 Priority4
Business Attraction & Expansion Downtown Watsonville Municipal Airport Innovation &
Technology
Community Municipal Airport
Development
City Manager’s
Department
City Clerk
Work with the community to assess,
promote, and maintain City
infrastructure that encourages
accessibility and increases the use
of parks and enrichment programs.
Improve the quality of life and health
for residents of all ages by advancing
the community’s parks, recreation, arts and culture and through services that promote healthier
lifestyles, implementing innovative
practices, streamlining and
leveraging resources and strengthening community partnerships that connect residents with services.
Increase safety and positive youth
development by improving and
increasing programs that promote
youth asset development through
a common framework for youth
development.
City departments leading the work to support: Community Engagement & Well-being Actively engage community stakeholders and
residents on important issues that affect the
quality of life in our community, through working with all members to create a more informed, engaged and thriving community. Engagement
efforts will prioritize work around increasing
parks access and safety, health and well-being,
arts, culture and learning.
Community Engagement
& Well-being
Strategy
5.1 Strategy
5.2 Strategy
5.3 Priority 5
Parks Accessibility Partnerships & Health Services for Youth Public Works
Department Innovation &
Technology
Municipal Airport Fire Department
Community
Development
City Manager’s Parks Department
Department
Finance Department
City Clerk
Police Department Public Library
Improve pedestrian safety education
and awareness by targeting
motorists, cyclists, and pedestrians
with safety campaigns, as well as
continuing to focus on infrastructure
solutions, including crosswalks,
installing traffic calming devices
and improving shared roads
infrastructure.
Support & expand youth development and enrichment programs that help Watsonville youth to thrive,
including programs that build
confidence, connection, and
support the socioemotional health
of youth and families. Expand
partnerships with community
organizations and service providers
for purposes of building the
community’s and City’s capacity to
support youth, seniors and families.
Focus on traffic safety education,
infrastructure and enforcement to
ensure safe streets for all, including
implementation of the City’s Vision
Zero work plan and strategies to
eliminate all traffic fatalities and
severe injuries while increasing safe,
healthy and equitable mobility for
all.
City departments leading the work to support: Public Safety Continue to strive to create a healthy, safe and
thriving Watsonville. The definition of public
safety under this priority is expansive and
it reaches beyond the absence of crime or
providing emergency medical response
services in the community. Public safety includes
safe roads, crosswalks, lighting, traffic, community
partnerships, youth development programs,
and community-oriented police, fire and
community services.
Public
Safety
Strategy
6.1 Strategy
6.2 Strategy
6.3 Priority6
Education & Infrastructure Youth Development Traffic Safety & Enforcement Public Works
Department Innovation &
Technology
Municipal Airport Fire Department
Community
Development
City Manager’s Parks Department
Department
City Clerk
Police Department Public Library
Attract, motivate, retain, and
develop a well qualified, diverse,
and professional workforce
dedicated to public service. Lead
departments in talent management,
succession planning, employee
engagement, and positive employee
relations.
Support exploration and implementation of new technologies and softwares to streamline and
improve business operations across
all departments.
Focus around providing smoother,
more modern customer service,
becoming more efficient in routine
tasks, and exploring ways to create
new financial capacity for city
operations.
City departments leading the work to support: Efficient & High Performing Government Deliver high-quality and efficient services for
the community through a commitment to local
government best practices, investing in
employee development, ensuring high
employee retention, and investment in
technology and sound financial management.
Efficient & High
Performing Government
Strategy
7.1 Strategy
7.2 Strategy
7.3 Priority 7
Human Resources Technology Financial Management
Public Works
Department Innovation &
Technology
Municipal Airport Fire Department
City Manager’s
Department
Finance Department
City Clerk
Police Department
Strategy 1.1
Education
& Outreach
Others:
Strategy 1.2
Increase
Housing Options
Strategy 1.3
Growth &
Development
Outreach & public education about housing resources
Provide housing roadshow presentations
Create a stand-alone ADU website
Provide guidance documents and outreach to public on ADU regulations Present to HOA’s Board of Realtors etc. on property maintenance guidelines Explore options to increase home ownership opportunities, develop renting /ownership units for a variety of income levels
Promote development of more affordable housing
Support implementation of Housing for Health Strategic Plan in partnership with the County
Explore farmworker housing
Increase housing ownership for low-income
Provide rental assistance
Consider housing assistance programs for the “missing middle” Explore growth opportunities and policies that allow for smart and sustainable community growth
Work Plan
Supporting the Strategic plan
Completed
In Progress
Delayed
Regulatory
General Plan update
Prepare the 6th cycle Housing Element (late 2022)
Density
Work with developers and incentivize building high density housing and vertical buildings Accessory Dwelling Units (ADU’s)
Create easier policies to build ADU’S on larger parcels Establish affordable fees to build ADU’S
Pursue creative solutions to increase housing options
Responsible Landlord Engagement Initiative
Identify funding for landlord engagement initiative
The list below reflects the work that various City Departments will complete and ideas to be explored during the 2021-2023 Fiscal Years to support the advancement of the Council’s Strategic Priorities. Additional work and projects that emerge as part of continued reassessment of community needs could be added as the Council reviews progress of their Strategic Plan or as new operational needs arise.
Strategy 2.1
Sustainable
Parks Funding
Others:
Develop a program and developer fee to fund public art projects Identify and implement a sustainable funding source/strategy for parks and recreation Revise park in-lieu fees
Develop a cost recovery policy and plan for parks and recreation Develop a Strategic Plan, Financial Sustainability Plan and evaluation tools for city special events Fund Ramsay Park Strategic Plan implementation
Explore future sustainability funding for parks and library services Strategy 2.2
Pension
Management
Strategy 2.3
Capital
Planning
Explore debt/pension obligation bonds
Political: pressure State & CA Supreme Court to rule on pension issue Explore opportunities for public private partnerships
Prepare maintenance Master Plan
Prioritize capital improvement delivery
Bond/Debt
Leverage bond financing for major infrastructure projects Public Education
Present educational webinars for the community
Expand public outreach and education about City services Investments
Review City’s investment strategy to ensure effective returns Business License
Update business license fee and process
Increase frequency of Business Tax/ auditing to ensure compliance Strategy 3.1
Parks & Road
Infrastructure
Explore opportunities for added parks and sport fields
Partner with county parks and other parties to identify and pursue funding for acquisition, construction, maintenance and operations for a future sports complex Develop maintenance and operational plans to sustainably expand the joint use agreement with PVUSD
Continue to prioritize, pursuing funding for implement in park master plans for Ramsay Park and the City Plaza
City swimming facility
Repair and resurface roads
Conduct a physical accessibility evaluation of all City parks and recreation facilities Deploy more traffic safety projects/Vision Zero
Reconstruct: Freedom Blvd, Airport Blvd, Green Valley Rd
Strategy 3.2
Technology
Infrastructure
Build Civic Plaza MPDE building out
Complete fiber loop in City
IT project list
IT Infrastructure
Up cyber security ransoms are millions
Increase Internet speed in City buildings
Deploy fiber in all parks
Update phone system
Leverage ARPA funding for the presuppose of accelerating infrastructure projects Others
Walkable/Bike-able
Install additional bike lanes and trails
Build pedestrian and bike facilities “safe routes”
Maintain the character/architecture of the Downtown
Implement Downtown Complete Streets Plan
Work on City image and beautification projects
Urban forestry and levees
Secure local cost share and secure in $360 M in Federal funding Plant more trees
Implement a City-wide integrated pest management plan policy Develop an Urban Forestry Management plan and tree ordinance Water/Sewer/Garbage
Replace water/sewer infrastructure
Beautification
Reduce litter, maintain clean waterways and community
Address homeless challenges on the environment and neighborhoods Control syringe/needle litter
Funding
Allocate American Rescue Plan funds
Leverage Intergovernmental resources
Develop more robust grant program
Advocating for flexible federal funding
Adopt Climate Action Plan for City & implement Measures Prepare residents for disasters and climate change (Local Hazard Mitigation Plan) Install solar panels and electric vehicle charging stations Strategy 3.3
Environmental
Stewardship:
Strategy 4.1
Business
Attraction &
Expansion
Explore options for business diversification
Examine zoning/Realign zoning
Continue to improve the development review process through cross- dept collaboration.
Strategy 4.3
Watsonville
Municipal
Airport
Draft Airport Capital Improvement Plan in support of infrastructure enhancements Implement the Airport Layout Plan
Provide Unleaded fuel at the Municipal Airport
Develop a community education and outreach strategy
Implement a 2020-2040 Airport Master Plan
Increase jet operations in the municipal airport field
Strategy 4.2
Downtown
Explore option to increase housing options in the downtown area Complete General Plan Update
Complete & Adopt the Downtown Watsonville Specific Plan Manage parking and safe walking/bicycle areas in the downtown Others
Events
Create experiences for people of all ages in the downtown area Increase the number of downtown events
Long Range Planning
Revitalize Industrial area
Expand Fiber Optic loop
Strategy 5.1
Parks
Accessibility
Promote walk to school programs
Promote trail use through activities and events
Upgrade park equipment and create more opportunities for new community programs Strategy 5.2
Partnerships &
Health
Economic development, community engagement and wellbeing Partner with healthcare agencies to plan and implement health focused programs like parks (Parks Rx)
Utilize social determinants of health in all City programs Promote & maintain a safe living environment (code enforcement) Page 18 of 43 Strategy 5.3
Services
for Youth
Increase the quality of youth programs including case management especially during evening and weekend hours
Develop and grow a Youth Action Council (YAC)
Re-establish and grow youth and adult sports programs
Continue to decrease youth involvement in the criminal justice system Provide innovative services to support school success, lifelong learning and intellectual and social development of our youth
Youth Academy: provide mentorship and educational opportunities for local youth Others
Volunteers
Lead City volunteer program and implement an Adopt a Park Program Host community clean up day
Homelessness
Support sustainable solutions to homelessness
Work with County and State for additional mental health and homelessness services Support Housing for Health Framework
Safety
Community public safety academy
Expand cadet program with Fire Department
Conduct traffic safety education for youth, un-housed & elderly Outreach
Conduct culturally appropriate community for all outreach Increase the number of community events, i.g. open streets Expand Agua con la Chota program and other community engagement opportunities for or by the Police Department
Increase social media presence and engagement
Communication/Technology
Revamp City’s website
Upgrade Council Chamber infrastructure
Implement citizen self serve for online plan submittal
Older Adult Services
Develop an age-friendly community action plan, including effective operation of the Watsonville Senior Center
Facilitate lifelong learning opportunities for all residents Environment
Complete and adopt Environment Justice Element
Others
Community Expression/Arts
Celebrate the unique diversity and heritage of our community Partnerships with other organizations and agencies to increase services Strategy 6.1
Education &
Infrastructure
Implement the Complete Streets Plan
Adopt 2021 building code (in 2022)
Adopt an Airport Land Use Plan into the General Plan
Improve crosswalk safety measures
Install traffic calming infrastructure
Increase neighborhood watch efforts
Strategy 6.2
Youth
Programs
Provide youth leadership programs
Look for opportunities to partner with local non profits Utilize library as partner for outreach
Bring educational safety awareness training to schools and youth programs Expand Caminos program to include second offenders & non violent felons Expand PD and Fire youth programs
Expand arts, music and reading engagement
Strategy 6.3
Traffic
Enforcement
Hire additional traffic officers
Encourage officers to enforce traffic laws
Evaluate feasibility for pedestrian only streets
Others
Recruitment/Enforcement
Promote women in law enforcement recruitment program
Explore pilot program for community conflict resolution Funding/Policy
Improve striping and street signage
Consider AD HOC recommendations for future implementation Increase technology support for public safety
Strategy 7.1
Human
Resources
Attract and retain a talented and diverse workforce
Support employee safety and emotional and physical well-being Streamline internal processes Page 20 of 43
Strategy 7.2
Technology
Strategy 7.3
Financial
Management
Purchase and implement housing software to streamline operations (housing).
Enhance City security posture
Implement Technical Advisory Committee
Update technology security and protocols and standards
Implement a ticketing system
Modernize financial services
Provide training for all City departments
City Council Protocols
Table of Contents
Part I - Roles of City Council and Staff.......................................................................................... 3 Mayor Proclamations.......................................................................................................... 3 Certificates.......................................................................................................................... 3 City Council Majority Sets Policy ...................................................................................... 3 Requests for Information and Staff Assistance by City Council Members........................ 4 City Manager Code of Ethics.............................................................................................. 5 Restriction on Political Involvement by Staff..................................................................... 5 Part II - City Council Operational Matters ..................................................................................... 5 Contents of City Council Agenda ....................................................................................... 5 Closed Session Confidentiality........................................................................................... 6 Written Correspondence from City Council Members....................................................... 7 City Council Ethics Training .............................................................................................. 7 City Council Member Participation in Committees, Task Forces and Forums.................. 8 Strategic Plan Process......................................................................................................... 8 Part III - Use of City Resources and Staff ...................................................................................... 8 Business Equipment and Supplies...................................................................................... 8 Training, Conference and Meeting Reimbursement........................................................... 8 Allocation Limit................................................................................................................ 11 Use of Car for Meetings.................................................................................................... 11 Staff Support ..................................................................................................................... 12 Tickets to City Sponsored Events..................................................................................... 12 Access to Meeting Rooms ................................................................................................ 13 District Meetings............................................................................................................... 13 Special District Meetings.................................................................................................. 13 City-Wide Meetings.......................................................................................................... 13 Commission Appointments and Attendance..................................................................... 14 City-Issued Cell Phones and Cell Phone Reimbursement Allocations............................. 14 Cellular Data Plan Reimbursement Allocation ................................................................ 15 Other Expenses ................................................................................................................. 15 Claim Forms...................................................................................................................... 15
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) CITY OF WATSONVILLE 2
Protocol Amendments
Resolution 198-06 (CM) on September 12, 2006, Protocols were re-adopted and reaffirmed.
Resolution No. 161-09 (CM) on August 11, 2009, Protocols were re-adopted and reaffirmed to amend the section pertaining to City-Issued Cell Phones, Cell Phone and Dedicated Landline Reimbursement Allocations and the section pertaining to Training, Conference and Meeting Reimbursements of Part Ill -Use of City Resources and Staff.
Resolution No. 192-10 (CM) on December 14, 2010, amending the section pertaining to CityIssued Cell Phones, Cell Phone and Dedicated Landline Reimbursement Allocations of Part Ill - Use of City Resources and Staff.
Resolution No. 39-13 (CM) on March 26, 2013, amending the section for Use of Car for Meetings to allow for mileage reimbursement for Council Members for travel outside of City limits while on City business of Part Ill -Use of City Resources and Staff.
Resolution No. 143-14 (CM) on October 14, 2014, amending the section pertaining to City Council Operational Matters: Contents of City Council Agenda explaining how members of the Council may place items on the Agenda.
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) CITY OF WATSONVILLE 3
Introduction
The City of Watsonville has prepared its own City Council Protocols to document accepted practices and clarifying expectations. Through agreement of the City Council to be bound by these practices, administration of City Council affairs is greatly enhanced and made more efficient. While attempting not to be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to guide City Council Members in their actions.
Part I - Roles of City Council and Staff
Mayor Proclamations
Ceremonial proclamations are not statements of policy but a manner in which the City can recognize an event (e.g. Recycling Week) or an individual. As part of his/her ceremonial responsibilities, the Mayor is charged with administration of proclamations at his/her discretion.
Individual Council members do not issue proclamations. City Council members or staff desiring that a proclamation be prepared should contact the Mayor or the City Manager’s staff. In order to provide sufficient lead time to create a proclamation the staff of the City Manager’s office shall be given one week’s notice prior to the time when the proclamation is requested. In emergency situations when it is not possible to provide one week’s notice, the request for a proclamation shall be given directly to the City Manager.
Certificates
At the discretion of a City Council member, certificates shall be issued to individuals whose meritorious achievements and/or service warrants recognition. In order to provide sufficient lead time to create such certificates, the staff of the City Manager=s office shall normally be given one week=s notice prior to the time when the certificate is desired. In emergency situations when it is not possible to provide one week=s notice, the request for the certificate shall be given directly to the City Manager.
City Council Majority Sets Policy
It is important to note that the City Council acts as a body. No member has any extraordinary powers beyond those of other members. While the Mayor and Mayor Pro Tempore have some additional ceremonial and administrative responsibilities, in the establishment of policies, voting and in other significant areas, all members are equal. It is also important to note that policy is established by at least a majority vote of the City Council. While individual members may disagree with decisions of the majority, a decision of the majority does bind the City Council to a course of action. In turn, it is staff=s responsibility to ensure the policy of the City Council is upheld. Actions of staff to pursue the
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) CITY OF WATSONVILLE 4
policy direction established by a majority of the City Council does not reflect any bias against City Council members who held a minority opinion on an issue.
Requests for Information and Staff Assistance by City Council Members Requests by City Council Members and Compliance with Non-interference Provisions of City Charter. It is the intent of staff to respond to requests by City Council Members for information and for action in a timely and complete manner while complying with the letter and spirit of the City Charter on these matters. For staff to carry out this responsibility, however, City Council members must avoid intrusion into those areas, which are the responsibility of staff. In accordance with the City Charter, individual City Council members may not intervene in staff decision-making, the development of staff recommendations, scheduling of work, and executing department priorities. This is necessary to protect staff from undue influence and pressure from individual City Council Members, and to allow staff to execute priorities given by management and the City Council as a whole. The full City Council retains the power to accept, reject, amend, influence, or otherwise guide and direct staff actions, decisions, recommendations, work loads and schedules, departmental priorities and the performance of City business. # Requests by City Council Members and Staff Workload. City staff will make every effort to respond in a timely and professional manner to all requests made by individual City Council members for information or assistance, provided that, in the judgment of the City Manager, the request is not of a magnitude, either in terms of workload or policy, which would require that it would be more appropriately assigned to staff through the direction of the full City Council. # Requests for Information. It is the intent of staff to ensure that City Council Members have free access to information from the City and to ensure that such information is communicated completely to those making the request. Requests for information may be made either to the City Manager or directly to any Department Head.
# Access to Information. There are limited restrictions when information cannot be provided.
Draft documents (e.g. staff reports in progress, administrative draft EIRs, etc.) that are 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 (access to restricted or confidential information related to crimes) may not be available to members of the City Council. Confidential personnel information also has restrictions on its ability to be released.
# Requests by City Council Members for Staff Assistance. Requests by City Council Members for staff assistance (e.g. code enforcement, pot holes, research, etc.) should be made directly to the City Manager.
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City Manager Code of Ethics
The City Manager is subject to a professional Code of Ethics from the International City Management Association (ICMA). It should be noted that this Code binds the City Manager to certain practices which are designed to ensure actions are in support of a City=s best interests.
Tenet 7 of the ICMA Code of Ethics states that a City Manager shall refrain from all political activities which undermine public confidence in professional administrators. It further states that a City Manager shall refrain from participation in the election of the members of the employing legislative body. Violations of such standards can result in censure by the professional association.
Restriction on Political Involvement by Staff
Local governments are non-partisan entities. Reflected within the Council-Manager form of government is a principal of professional staff which formulates recommendations in compliance with City Council policy and for the good of the community and is not influenced by political factors.
By working for the City, staff members do not surrender rights to be involved in local elections.
Indeed, laws are in place to preserve those rights. However, there are limitations to such involvement.
Staff members have no restrictions while off the job except that no staff member may participate in campaign or other activities while in a City uniform. No participation in campaigns or other activities may take place while on the job. No City resources may be used by staff in support of any campaign. For example, posing for a promotional photograph for a candidate for local office while in uniform is illegal and inappropriate. The support of the City Council in these matters is requested.
A City Council member asking staff to sign petitions or similar support can create an awkward situation. While there are laws which preserve the rights of staff to be involved in the political process, City Council Members, as well as staff, should be aware of the awkwardness of work relations that might occur in later City Council-Staff work relations.
Part II - City Council Operational Matters
Contents of City Council Agenda
Placing Items on Agenda
A. City Council: A City Council member may request orally or in writing, at the time set forth in WMC 2-1.110, or any other time that a particular item be placed on a particular future agenda. Staff will assist in the preparation of a staff report if necessary. The Mayor, in consultation with the City Manager, shall decide on which agenda the item will be placed.
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B. Members of the Public: A member of the public may request an item be placed on a future agenda during public comment or through other communication with City Council members. Such request may be granted by the Mayor or City Manager.
C. Request Denials. If a request is denied, a Council Member may later present the item to the Council at a Council meeting as provided by subdivision (h) of Section 2-1.110 of the Municipal Code.
D. Emergency and Non-Agendized items: Emergency and non-agendized items may be added to an agenda only upon a determination by a majority vote of the legislative body (GC 54954.1) that an emergency as defined in GC 54956.5 exists. Emergencies are only those matters related to work stoppages, crippling activity, activity that severely impairs public health, safety, crippling disasters, mass destruction, terrorist acts, or threatened terrorist activity that poses immediate and significant peril.
E. Agenda Review Committee: An agenda review committee shall meet at least five days before any City Council meeting. The agenda review committee shall be comprised of the Mayor, two City Council members (on a rotating basis), the City Manager, and the City Clerk. The role of the committee is to advise the Mayor and the City Manager on the content and order of the upcoming Agenda.
Closed Session Confidentiality
Subdivision (a) of Government Code Section 54963 provides that it is against the law for a person to disclose confidential information that has been acquired by being present in most closed sessions authorized under the Brown Act, unless the legislative body authorizes disclosure of the confidential information. In addition, City Council Members recognize that they have a fiduciary duty to the City of Watsonville and its residents. The disclosure of confidential closed session information violates the fiduciary duty when information is released that potentially places the City at a disadvantage in matters such as business, insurance and labor relations issues. It could also subject the member to investigation by the Santa Cruz County Grand Jury.
City Council Members recognize that the chief function of local government at all times is to serve the best interests of all the people. Maintaining confidentiality of closed session information aids in ensuring that all the people are served by placing the City in the best possible strategic position in respect to business and contract matters.
It is the intent of this section that City Council Members comply with closed session confidentiality rules not only for legal and fiduciary reasons, but also to be a model of honor and integrity. City Council Members are dedicated to the highest ideals of honor and integrity in all public and personal relationships in order that the member may merit the respect and confidence of elected officials, other officials and staff, and of the public. This honor and integrity comes in part from complying with these rules of confidentiality as related to closed session information.
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Written Correspondence from City Council Members
City Council Correspondence - Copies of all City Council members= correspondence bearing City letterhead shall be placed by the City Clerk on a clipboard placed in the office provided for the City
Council. City Council members should remember that any correspondence sent out using City resources such as official City letterhead, typing, staff support, and/or postage become part of the official record and therefore may be accessed by any member of the public by a request of the City Clerk=s Office.
Further, City Council members should carefully distinguish within the body of the letter the member=s personal views on a matter from views that are held by the City Council as a governing body.
City Council Ethics Training
All City Council Members shall receive two hours of training in the general ethics principles and ethic laws relevant to public service within one year of election or appointment to the City Council and at least once every two years thereafter, pursuant to Government Code Section 53234 through 53235.2.
This policy shall also apply to all staff members that the City Council Members designates and to members of all commissions, committees and other bodies that are subject to the Ralph M Brown Open Meeting Act.
All ethics training shall be provided by entities whose curriculum has been approved by the California Attorney General and the Fair Political Practices Commission. Ethics training may consist of either a training course or a set of self-study materials with tests, and may be taken at home, in person or online City Council Members shall obtain proof of participation after completing the ethics training. City staff shall maintain records indicating both the dates that City Council Members completed the ethics training and the name of the entity that provided the training. These records shall be maintained for at least five years after City Council Members receive the training, and are public records subject to disclosure under the California Public Records Act.
City staff shall provide City Council with information on available training that meets the requirements of this policy at least once every year.
Ethics training taken by a City Council Member will also satisfy their requirements for the same time period of any other board of another agency that the member serves on.
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City Council Member Participation in Committees, Task Forces and Forums The City Council receives numerous requests for participation on outside committees, task forces and forums. The City Council at its own discretion may decide to limit its participation in such activities. The City Council shall decide in January of each year which committees, task forces and forums in which the City shall participate. The Mayor shall appoint City Council members to serve on all such committees, task forces and forums.
Strategic Plan Process
Each year the City Manager=s Office shall facilitate a strategic planning process involving the City Council. This process shall provide the City Council with the opportunity to provide policy direction to the City staff regarding the direction of the City and the programs to which the City will devote its resources. Staff will then develop a priority list based upon the desires of the City Council. This AAction Plan@ shall serve as a guide by which staff will provide funding and staff assistance.
Part III - Use of City Resources and Staff
Business Equipment and Supplies
The City has in the past followed a practice of providing a modest amount of equipment and supplies for City Council members for the exclusive purpose of conducting the business of the City. Requests for such equipment and supplies shall be made to the Mayor or City Manager. If the item is not approved, the request for the item may be placed on the City Council agenda for discussion.
All equipment shall be returned to the City at the end of the City Council member=s term of office.
Training, Conference and Meeting Reimbursement
# Statement - The City Council supports attendance at training workshops, conferences and meetings which enhance the knowledge and skill level of City Council Members in their official duties. The City Council further supports attendance at events for the purpose of representing the City and/or accruing a benefit to the City. In addition, at times City Council Members are called upon to represent the City at a meeting of a Federal, State, local or other governmental body. It is the policy of the City Council to provide reasonable training workshops, conference and meeting reimbursement which is convenient to City Council Members and which conforms with prudent administrative and fiscal practices. In all cases, the most fiscally prudent option will be selected when approving expense reimbursement. Factors to be considered include travel time, expense of trip by vehicle versus air, and availability of lodging. At the conclusion of the event, a brief report on the conference or seminar attended at the expense of the City must be presented to the
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City Council at the next regularly scheduled Council Meeting. At the conclusion of the event, a brief report on the conference or seminar attended at the expense of the City must be presented to the City Council at the next regularly scheduled Council Meeting.
This procedure sets forth the guidelines for authorization for attendance at events and for reimbursement of meals, lodging, and travel allowance.
Guidelines for Authorization - Generally, the following events will be authorized:
(1) League of California Cities meetings and those of its committees or departments; (2) Committees or assignments to which the City Council by motion or resolution has appointed a City Council Member;
(3) Educational conferences or seminars which will assist the City Council Member in carrying out his/her duties as a member of the City Council,; including, but not limited to ethics training required by Government Code Section 53234; (4) Local civic meetings or seminars which accrues to the benefit of the City (i.e. chamber of commerce meeting);
(5) Attendance at meetings when requested by the Mayor or City Manager to officially represent the City before a Federal, State, local or other governmental body; (6) All other travel, conference and meeting reimbursements that are not listed above must be approved by the City Council, in a public meeting, before the expense is incurred.
The following events and costs are not authorized and expenses related to these events are not eligible for reimbursement:
(1) Political events, including but not limited to political fund raising events and partisan political events or meetings;
(2) Meals or other expenses related to private meetings or other private events; (3) Neighborhood or constituent meetings;
(4) Recreational events;
(5) Charitable donations;
(6) Personal expenses incurred as part of an event, such as family expenses (spouse, children, pet), entertainment expenses (theater, movies, sporting), non-mileage automobile expenses (repairs, traffic citations, insurance) and personal portion of a trip or event;
(7) Any other event which is not a reimbursable expense under the City’s Administrative Rules and Regulations.
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Procedure
A. Approval of Expense Reimbursement. Expense claims or requests for cash advances will be submitted on the standard City Training and Conference Expense Claim Form and must be approved by signature of the Mayor and City Manager in accordance with the above AGuidelines for Authorization@ section and the City=s Administrative Rules and Regulations.
Any unused advances must be returned to the City, along with claim form and receipts documenting how the advance was used in compliance with this policy.
B. Resolution of Disagreements. Where there is a disagreement between the Mayor and/or the City Manager and the requesting City Council Member regarding a request for reimbursement for expenses or regarding a request for authorization to attend an event, the request may be forwarded to the City Council for consideration.
C. Pre-Authorization Not Required. Pre-authorization for training, conference and meeting events which meet the above AGuidelines for Authorization@ section is not required if all expenses related to the event will total $100 or less.
D. Pre-Authorization Required. There are two required levels of pre-authorization for training workshops, conference and meeting events if expenses related to the event will total over $100.
(1) Mayor Pre-Authorization. For events with a total expected cost of $101 to $500, the Mayor or Mayor Pro Tempore shall review and determine if the training, conference or meeting attendance is authorized under the AGuidelines for Authorization@ section listed above.
(2) City Council Pre-Authorization. City Council pre-authorization is required for all training, conference and meeting events that require reimbursement of expenses that have a total expected reimbursement expense of more than $500 per event.
The only exception to the requirement for City Council pre-authorization is the Annual League of California Cities Conference.
E. City Council Reimbursement for Meals. The direct or per diem method of reimbursement are available for meal reimbursements. All reimbursements will be administered in accordance with the City=s Administrative Rules and Regulations.
F. Lodging. Lodging expenses will be limited and reimbursed in accordance with the City=s Administrative Rules and Regulations.
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G. Cancellations. If a City Council Member signs up for a conference or other event, thereby causing the City to expend and commit funds, that member is obligated to attend such event. Should the City Council Member fail to attend the event, that City Council Member shall reimburse the City for all non-refundable costs from their own personal resources. This provision shall also apply to City-purchased tables for civic events at community and business dinners. Exceptions to this reimbursement rule shall be granted by the Mayor for medical emergencies and other serious family emergencies.
Allocation Limit
Each City Council Member is allocated $2,500 per fiscal year for training, conference and meeting expenses which meet guidelines of this policy. This allocation amount is for each individual City Council Member and amounts may be transferred to another City Council Member and/or Commission Member (for Commission Members the transferred allocation shall be applied only to training workshops). Allocation amounts may not be used for expenses outside of these guidelines including but not limited to office supplies, equipment or supplies for neighborhood meetings. Balances remaining from the $2,500 allocation at the end of the fiscal year will not carry-over to the next fiscal year.
An exception to the $2,500 allocation limit is for expenses related to the attendance at a meeting to officially represent the City of Watsonville before a Federal, State, local or other governmental body at the request of the Mayor or City Manager. In this case expenses will not be charged against the City Council Member=s $2,500 allocation limit.
City-purchased tables for civic events such as Chambers of Commerce Annual Awards Dinners, Excellence in Business Luncheons, Annual Ag History Dinner and other such City-sponsored events shall be provided to City Council Members and will not be charged against the City Council Member=s $2,500 allocation limit.
Use of Car for Meetings
Mileage reimbursement shall be provided for City Council members driving a personal vehicle to conduct official City business outside of City limits. The use of a personal vehicle for any official City business within City limits will not be eligible for mileage reimbursement.
Mileage will be reimbursed at the current IRS Rate and is paid out of the council members individual travel expense funds. It is the responsibility of the City Council member utilizing his/her privately owned vehicle to maintain accurate records of the purpose and extent of his/her travel, and to make substantiated claims for reimbursement per the City’s reimbursement policy.
The vehicle and/or mileage allowance is intended to cover the Council member’s cost of operating the vehicle on City business, including the cost of insurance. Further, all operating expenses of the privately owned vehicles are to be borne by the City Council member. This includes, but is not limited to, gasoline, oil, maintenance, wear and tear, depreciation and insurance.
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In order to receive reimbursement for mileage traveled outside of City limits, it is the responsibility of the Council Member to submit a mileage reimbursement form (sample attached) within 60 days of the date of travel. Every reimbursable mileage entry must contain the date, beginning and ending odometer reading and the purpose of the travel.
City Council members using their personal vehicles for City business should have a current and valid California Drivers License and personal auto insurance. Council members are also advised to review their insurance policy for coverage of such use. All Federal, State and local laws are to be observed including but not limited to, the State requirement starting July 1, 2008 that makes it an infraction to drive a motor vehicle while using a wireless telephone, unless that telephone is designed and configured to allow hands-free listening and talking operation, and is used in that manner while driving.
The City is not liable for any damage to a privately owned vehicle. It is the responsibility of the City Council Member operating the vehicle to notify the Department of Motor Vehicles, and their insurance company in the case of any accident. If a Council Member is responsible for an accident while driving a personally owned vehicle, his/her own automobile insurance premiums may be increased.
In addition, consistent with the Administrative Rules, City Council members shall consider all forms of travel to determine the most cost efficient and effective mode of travel. When the form of travel is by City vehicle, City Council members must be in direct contact with the City Manager for approval and will be asked to fill out a Vehicle Release Form. City vehicles may only be used official City business and may not be kept overnight or on weekends without prior approval from the City Manager. If travel is in connection with Guidelines for Authorization above or other approved event, Council Members shall use government or group rates offered by the provider of transportation when available.
Staff Support
The City Manager=s Office will coordinate the typing of correspondence requested by individual City Council members. Generally, one weeks advance notice shall be provided prior to the need for such staff support. In the event the request for staff support involves significant staff time and effort, the City Manager will determine whether providing such staff support is appropriate given existing workload.
Tickets to City Sponsored Events
One ticket for each City Council Member will be made available for events sponsored by the City. Departments hosting City events will coordinate the distribution of tickets to City Council members with the City Manager=s Office. The availability of tickets for events hosted by other organizations which the City sponsors will be at the discretion of the organizing agency.
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Access to Meeting Rooms
City Council members may have access to City meeting rooms by contacting staff in the City Manager=s Office. Such access must be for the purpose of conducting the business of the City.
Use of meeting rooms shall not be for the purpose of conducting campaigns or other political activity. City Council members should contact staff for meeting room reservations as soon as practicable as such meeting rooms are often pre-reserved by members of the community.
Requests to use accommodations other than City facilities must be approved by the City Manager.
District Meetings
Each City Council Member may hold one district meeting per year which requires City resources and staff support. Such district meeting shall be organized only after consultation with the City Manager.
City Council Members may not call district meetings that require City resources or staff support without City Manager approval. The City Manager and City staff may make recommendations on agenda items that may be of interest to residents at these district meetings. Staff support at these district meetings shall be limited to staff presentations and normal preparation time prior to the meeting. City resources shall be limited to use of existing City-owned facilities and normal handout literature.
Nothing in this protocol shall prevent a City Council Member from holding district meetings which do not involve City resources or staff support. City-owned facilities may be used to hold the meeting upon prior request and based on availability. It would be beneficial if the City Council Member holding such meeting provide prior written notice of the meeting to the City Manager and City Council members as a courtesy so that they may be apprised of events which have City-wide interest.
Special District Meetings
Special district meetings with City staff support may be held when approved by the City Manager as being for specific purposes directly related to the City=s mission which require the attention of district residents. Examples of special district meetings include meetings to discuss the formation of proposed assessment districts and special meetings to discuss high crime areas.
City-Wide Meetings
City Council members may not call city-wide meetings which require City resources or staff support. City-wide meetings may only be called by the full City Council. Nothing in this protocol shall prevent a City Council Member from holding city-wide meetings which do not involve City resources or staff support. City-owned facilities may be used to hold the meeting
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upon prior request and based on availability.
Commission Appointments and Attendance
It is the policy of the City Council to not appoint close relatives of City Council Members to boards and commissions. Close relatives shall be defined as being within the second degree of consanguinity (i.e. parent, brother, sister, children, grandchildren, grandparents, spouses and/or domestic partners).
If a member of a board or commission is absent from two (2) consecutive regular meetings of such board or commission, unless excused by motion in such board or commission=s official minutes, the board or commission office shall become vacant and shall be so declared by City Council resolution. Additionally, the City Council may declare by resolution a board or commission office vacant if a board or commission member has two (2) unexcused absences within a one year period of time.
City-Issued Cell Phones and Cell Phone Reimbursement Allocations Each City Council Member shall be provided the option of either receiving a City-issued cell phone with a service plan, or a cell phone reimbursement allocation for the use of a personal cell phone or a dedicated landline for City business.
Cell Phone Reimbursement Allocation Option. In lieu of being issued a City-issued cell phone or a dedicated landline reimbursement allocation, City Council Members may elect to receive a cell phone reimbursement allocation. As is the case with other phones, cell phone numbers under the reimbursement allocation option shall be distributed to conduct normal City business. If a City Council Member selects the cell phone reimbursement allocation option, the City Council Member must evidence primary use of a personal cell phone with a service plan or have been issued a cell phone from an outside source such as an employer. To qualify for the reimbursement allocation, the City Council Member must incur a charge for the personal cell phone or cell phone issued by the outside source. The rate of the cell phone reimbursement allocation shall be up to a maximum of $45 per month.
The rate may be adjusted periodically by the City Manager based upon the cost of service plans that represent the best value and meet the business needs of the City. The City will not be responsible for purchasing or replacing the cell phone or any accessories that are purchased or become damaged. The cost for accessories and the normal phone replacement cycle costs are built into the monthly reimbursement allocation. The reimbursement allocation amount is not intended to cover the complete cost of the phone, accessories or plan. Only that portion of those costs that was estimated across the board to be used for business purposes and which keeps the plan in compliance with IRS regulations. City Council Members are encouraged to get details from their store/carrier about an extended warranty.
City Council Members are responsible for ensuring that their cellular telephone is in working
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order and that their cellular phone number has an 831 area code. City Council Members understand that the City is not responsible for any cellular telephone contract and/or any financial obligation entered into by the employee. The contract is the personal responsibility of the employee.
In order to receive the cell phone reimbursement allocation, it is the responsibility of the City Council Member to submit initially a blue claim form with the face sheet of a cell phone bill that reflects the cost of the cell phone, the cell phone number, account name and billing address. In addition, they are to provide periodic copies (at least twice per year) of their bill with the same information as initially requested to document continued use of their cellular account. The City Council Member shall then be reimbursed the monthly cost of the cell phone up to the reimbursement allocation limit. The reimbursement allocation is a taxable allowance pursuant to the IRS regulations. Should the City Council Member wish to, a listing of business calls may then be provided to the IRS in conjunction with submittal of a tax return so as to render those business calls non-taxable.
Cellular Data Plan Reimbursement Allocation
The Data Plan Allocation is for City Council Members who have a need to regularly send and receive time sensitive e-mail communication and documents remotely using a SmartPhone/PDA device that provides access to City e-mail. The Data Plan Stipend is in addition to the Cellular Telephone Stipend and the current reimbursement allocation amount is up to $45.00 per month in addition to the Cellular Telephone Stipend. In order to receive the cellular data plan reimbursement allocation, it is the responsibility of the City Council Member to submit along with their cell phone reimbursement request a face sheet of a cell phone bill that reflects the cost of the cellular data plan, the cell phone number, account name and billing address. This shall be submitted periodically (at least twice per year) to document continued use of their cellular data account.
Other Expenses
Any and all expenses that do not adhere to this ACity Council=s Protocols@ are required to be approved by the City Council in a public meeting prior to the expenses being incurred. Expenses that do not adhere to the City Council=s Protocols, and that do not receive prior approval for the City Council in a public meeting prior to the expense being incurred, shall not be eligible for reimbursement.
Claim Forms
Training and Conference Expense Claim Forms or Blue Claim Forms shall be provided to Council Members who incur reimbursable costs that adhere to the City Council=s Protocols.
All reimbursement claim forms shall document that the expenses adhere to this policy. Receipts are required to be submitted in conjunction with the expense reimbursement claim form and
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reimbursement policy. Failure to submit necessary receipts will result in denial of the reimbursement claim.
All claim forms shall be submitted within a reasonable time, and at no time more than 30 days after incurring the expense. All documents related to reimbursable City expenses are subject to the Public Records Act. It is against the law to falsify expense claim forms. Penalties for misuse of public resources or violating this policy may include, but are not limited to, the following:
(1) The loss of reimbursement privileges;
(2) Restitution to the City;
(3) Civil penalties for misuse of public resources pursuant to Government Code Section 8314; and
(4) Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code.
Reso No. 161-18 (CM)
C:\Users\legistar\AppData\Local\Temp\BCL Technologies\easyPDF 8\@BCL@745CD742\@[email protected] ri 10/4/2018 7:55:57 PM AJS ______ MDH ______
1 RESOLUTION NO.__________ (CM)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WATSONVILLE ESTABLISHING COUNCIL SISTER CITY POLICY IN
THE CITY OF WATSONVILLE
WHEREAS, it is in the best interest of the residents of the City of Watsonville to promote peace, understanding, and prosperity through people-to-people relationships, cultural understanding, cultural exchange, and sharing arts, education, trade, agricultural practices and customs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATSONVILLE, CALIFORNIA, AS FOLLOWS:
That the Council hereby establishes the following Sister-City Policy to be followed by staff and members of the Council until changed or terminated.
That the Council will consider requests to establish new sister city relationships only when such requests from another United States or foreign city are sponsored by a local, organized group which demonstrates an interest and ability to establish and maintain an active relationship with the proposed sister city over a substantial period of time by regular communication and bi-lateral visits by Watsonville and the proposed sister city.
BE IT FURTHER RESOLVED:
That the Council hereby adopts the following policies about participation in City recognized sister city activities.
1. That a sister city relationships shall be established and may be terminated only by Council resolution.
161-18
5151
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2 2. That a sister city relationship may be established only when the Council finds that an identified local, organized sponsoring group of individuals agree to promote and manage the relationship, demonstrate the capacity to be and remains the primary means of communication and remain financially responsible throughout the period of the sister city relationship.
3. That the sister city relationship shall be terminated by Council action unless a sponsoring group satisfies Policy 2 above.
4. That the sponsoring group shall organize and actively participate in bilateral meaningful mutual meetings or exchange visits with the sister city.
5. That a request for sister city relationship shall be approved only upon demonstrated good cause supported by a written document describing the benefits to such a relationship, any duties of the sister city and the City of Watsonville, and a request from the proposed sister city.
6. That each sponsoring group shall be responsible for all costs of a visit to the sister city, but not limited to accommodations, meals, tours, and travel.
7. That City staff and elected or appointed officials may participate in a sister city program providing it shall be at no expense to the City.
8. That no City funds shall be used for sister city expenses, including but not limited to transportation, lodging, or travel related meals.
9. That all sister city funds from the City shall require an application from the sponsoring sister city committee and appropriation in the City budget process. No such funds may be used for transportation, meals or lodging.
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3 10. That the Council encourages sister city activities and that funding occur through a 501(c)3 non-profit charitable corporation and that the public be encouraged to participate in and contribute to promote cultural and economic relationships with sister cities.
11. That each member of a sister city delegation shall comply, to the extent applicable, with the Political Reform Act and regulations promulgated thereunder, particularly Chapter 9.5 (Ethics) of Division 61 and in particular, Section 18944 “Payments Made to an Agency for Use by Agency Officials.”
12. That each member of a sister city delegation shall comply, to the extent applicable, with the Political Reform Act and regulations promulgated thereunder, particularly Chapter 9.5 (Ethics) of Division 62 and in particular, Section 18950.1 “Exception: Payments for Travel Made in Conjunction with Official Agency Business.”
13. That each member shall also comply, to the extent applicable, with Watsonville’s Election Campaign Contribution Control Ordinance found in Chapter 6 of Title 1 of the Watsonville Municipal Code.
14. That travel with family members or partners shall be paid by the family members.
15. That the City Clerk shall be notified at least two months in advance of any planned visit to Watsonville to best accommodate visitors and travelers. The sponsoring committee shall submit to the City Clerk within fifteen (15) days an itemized report of all expenses incurred and source of payment related to the sister city event. 1 2 California Code of Regulations 18930 et seq
2 ibid
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4 16. That sister city visits by City officials in their capacity as mayor, mayor pro tem or members of the Council shall be limited so as to include the Mayor and no more than two Council members so as to not burden any sister city and to encourage participation by members of the community.
17. That the Mayor (or if the Mayor declines, then the Mayor pro tem) have first-priority in the City’s delegation. Two additional Council members may be designated as part of the delegation, in order of seniority (time served on Council and if there is a tie, then in alphabetical order by last name). If the Mayor (or Mayor pro tem) or Council member is unable or otherwise declines to attend, then the next senior Council member (determined in the same manner) becomes eligible. It is the policy of the Council that a Council member who has visited a sister city within the last twelve months (measured back from the date of the proposed new visit) not be included in a second visit to a sister city until twelve months have passed since the return.
18. That members of the official sister-city delegation shall be designated only in this way.
19. That the formation of a sister city relationship shall not imply or express approval or disapproval of the politics or government practices of elected or appointed officials, policies, cultural practices, or conduct of the sister community, which may run contrary to the politics, policies, cultural practices, or actions of the City of Watsonville or the Council.
20. That participants in sister city exchanges may express their personal First Amendment political, cultural, religious, or other beliefs while participating in sister city
Reso No. 161-18 (CM)
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5 programs, however sister city relationships and activities are intended to be nonpartisan, non-denominational, and inclusive of all races, cultures and ethnicities.
21. That the members of an official City of Watsonville delegation are encouraged to have robust, informed discussions while travelling and participating as part of the sister city program however no member of the delegation may speak for the City or the Council unless and except through resolution or motion at a noticed public meeting.
22. That the City Clerk shall be responsible for the direction, management, or administration of sister city activities.
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The foregoing resolution was introduced at a regular meeting of the Council of the City of Watsonville, held on the~ day of October, 2018, by Member Hernandez , who moved its adoption, which motion being duly seconded by Member CoffmanGomez , was upon roll call carried and the resolution adopted by the following vote:
AYES:
NOES:
ABSENT:
ATTEST:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
Bilicich, Coffman-Gomez, Dutra,
Garcia, Gonzalez, Hernandez, Hurst
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I, Beatriz Vazquez Flores, City Clerk of the City of Watsonville, do hereby certify that the foregoing Resolution No. 161-18 (CM) was duly and regularly passed and adopted by the Watsonville City Council at a meeting thereof held on the ~ day of October , 2018, and that the foregoing is a full, true a d correct copy of said Resolution.
Reso No. 161-18 (CM)
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Date
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