Agenda packet — Watsonville City Council, April 11, 2023 (part 4 of 4)

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PROTOCOL AMENDMENTS
District Meetings.................................................................................................. 13 City-Wide Meetings.......................................................................................................... 13 Commission Appointments and Attendance..................................................................... 14 City-Issued Cell Phones and Cell Phone Reimbursement Allocations............................. 14 Formatted: Font: Cambria,Font color: Auto
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Cellular Data Plan Reimbursement Allocation ................................................................ 15 Other Expenses................................................................................................................. 15 Claim Forms...................................................................................................................... 15

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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) 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 City- Issued 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.

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CITY OF WATSONVILLE 2

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Introduction
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) The City of

INTRODUCTION
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 the public.

To those ends, the Watsonville City Council has prepared its own City Council Protocols to document accepted practices and clarifyingclarify expectations. Through of how the Council will operate as a team and in accordance with City policies. Through the agreement of theCity Councilto be boundby these practices, the 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 M embers in their actions.

Part I - Roles of City Council and Staff

PART I - ROLES OF CITY COUNCIL AND STAFF
Mayor Proclamations
The Mayor is a member of the Council who, as part of their ceremonial duties, is charged with the administration and presentation of proclamations on behalf of the City. In the event that the Mayor is unable to present the proclamation, the Mayor may ask the Mayor Pro Tempore, another member of the Council, or a City employee to present.

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Any City Council member, staff, resident of Watsonville, or organization primarily serving Watsonville residents may contact the Mayor, with a copy to the City Clerk, to request that the Mayor issue a proclamation. Though the Mayor receives a large number of worthy requests, not all requests will result in the issuance of a proclamation.

Ceremonial proclamations are not statements of policy but a manner in which the City can intended to recognize an event (e.g. Recy cling Week) or ana day, week, or month in honor of a cause, 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 , or occasion significant to the City of Watsonville and its residents.

Reasons to request a proclamation include:
· A significant date or anniversary relating to the City of Watsonville; · Significant historical commemorations;
· To highlight an issue that has citywide public interest; · Recognizing a national or state non-profit event that coincides with a local event (for example, Breast Cancer Awareness month); or
· Recognizing a person or group of persons who have had a significant positive impact on the City of Watsonville.

Requests for proclamations. City Council members or staff desiring that a proclamation be prepared should contactinclude:
· Desired day, week, or month of the Mayor or requested proclamation; · Proposed text for the City Manager’s staff. proclamation, including at least 5 “whereas” clauses explaining and supporting the reason for the proclamation;
· Contact information for the person or group of persons honored by the proclamation (if applicable); and · Contact information for the person or organization requesting the proclamation.

In order to provide sufficient lead time to create a proclamation the staff of the, requests for proclamations should be submitted to the Mayor and City Manager’s office shall be given one week’s noticeClerk at least two weeks prior to the time whendate on which the proclamation is requested. In emergency situations when it is not possible to provide one week’s notice, to be awarded. Award of proclamations requested after the submission deadline will be at the request for a proclamation shall be given directly to the City Manager.

Mayor’s discretion.

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CertificatesCertificates
At the discretion of a City Council member, certificates shall be issued The Mayor may issue a certificate to individuals whose meritorious achievements and/or service warrants recognition. A Council Member may request, of the Mayor or full Council, that a certificate be issued.

In order to provide sufficient lead time to create such certificates, the staff ofrequests for certificates should be submitted to the City Manager=sClerk’s office shall normally be given one week=s noticetwo weeks prior to the time whendate on which the certificate is desired. In emergency situations when it is not possiblerequested to provide one week=s notice, the be awarded. The request for theshall include names, titles, achievements/accomplishments, and any other data necessary to create the requested certificate shall be given directly to the City Manager. .

City Council Majority Sets Policy
It is important to note that the 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 Policy is established by at least a majority vote of the City Council. While individual members may disagree with the decisions of the majority, a decision of the majority does bindbinds 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
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) 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 M embers 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 for information and staff assistance by City Council Members must comply with Section 407 of the City Charter, which provides:

Neither the Council nor any of its members shall interfere with the execution by the City Manager of their powers and duties, or order or request, directly or indirectly, the appointment by the City Manager, or by any of their subordinates, of any person to any office or employment, or their removal therefrom. Except for the purpose of obtaining information, the Council and its members shall deal with the administrative branch of the City government solely through the City Manager, or their designated deputy, and neither the Council nor any member thereof.

Staff request: Requests by City Council Members and Staff Workload. for information may be made either to the City Manager or directly to a Department Head. If the request will take more than two hours to fulfill, the request will be made to the City Manager. Council Members will include the City Manager in all correspondence with staff.

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 Formatted: Font: Cambria,Font color: Accent1
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Manager, the request is not of a magnitude, either in terms of workload or policy, whichthat 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 M embers 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 M anager or directly to any Department Head.
# City Attorney Request: Councilmembers may request information or research from the City Attorney on a given topic when it is anticipated that the request can be completed by the City Attorney in less than an hour.

Councilmember requests for research or information that are anticipated to take more than one hour to complete should be directed to the Council for consideration during a council meeting. Requests for new information or policy direction should be brought to the full Council for consideration.

Access to Information. There are
In some limited restrictions whencircumstances, staff may not be able to provide the requested 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 the City management. Manager and/ or City Attorney.

In addition, there are legal restrictions on the City=sCity’s ability to release certain personnel information, even to members of the City Council. Certain aspects of Police Department affairs (e.g. access to restricted or confidential information related to crimes) may not be available to members of the City Council. Confidential personnelThe City Manager and City Attorney will review any requests for information also has restrictions on its abilitythat would be exempt from disclosure under the Public Records Act to be released. determine if the disclosure is appropriate.
# Council Responsibility
In accordance with the City Charter, City Council members may not intervene in staff decision-making, the development of staff recommendations, the scheduling of work, and the execution of any department’s 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 policies set by the City Council as a whole.

The full City Council retains the power to set departmental priorities in the performance of City business, consistent with the policy set by the City Council.

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Requests by City Council Members for Staff Assistance. Requests by City Council M embers for staff staff assistance (e.g. code enforcement, pot holes, research, etc.) should be made directlydirected to the City Manager.

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City Manager Code of Ethics
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) The City Manager is subjectto a professional Code of Ethics from the International City Management Association (ICMA). It should be noted that this This Code binds the City Manager to certain practices which are designed to ensure the City Manager’s actions are in support of a City=sCity’s bestinterests.

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 withinConsistent with the Council-Manager form of government, the City Manager is athe principal of professional staff whichthat 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, the City Manager and staff members do not surrender their 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 not participate in campaign or other activities while on the job or 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, posingstaff may not pose 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 askingshould not ask staff to sign petitions or similar support can create an awkward situation. for the staff member. While there are laws whichthat preserve the rightsof 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.

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PartPART II - City Council Operational Matters CITY COUNCIL OPERATIONAL MATTERS Contents of City Council Agenda
Consistent with the Ralph M. Brown Act (“Brown Act”), the agenda for each Council meeting shall set forth a brief description of each item of business to be transacted or discussed at the meeting, together with the time and location of the meeting. The agenda will be posted in compliance with Brown Act.

The order of agenda is guided by Watsonville Municipal Code (“WMC”) 2-1.110, as amended from time to time, unless the City Manager and City Clerk determine that a particular meeting agenda requires a different order of business or the order of business is changed pursuant to Section 2-1.113(b)(1).

Placing Items on the Agenda
A. A. City Council: A City Council member
a. Councilmembers may make a request orally or in writing, at the time set forth in WM C 2-1.110, or any other time that a particularduring “Requests and Scheduling Future Agenda Items” to add an item be placed onto a particular futuresubsequent agenda. Staff willTo assist in preparing the item requested by the preparation of a staff report if necessary. The M ayor, in consultation with the City Manager, shall decide on which agendaCouncil, Council Members are encouraged to use the Request for New Agenda Item form attached to these protocols. Any discussion will be limited to a determination of whether the item will be placed on an upcoming agenda. If a majority of Council Members concur, the item will be placed. on an upcoming agenda for discussion.

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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) b. If the item requested to be agendized is, in the City Manager’s determination, such that no staff report is required, all or a majority of Council Members are familiar with the item, or a staff report can be prepared in under an hour, the City Manager may place the item on a subsequent agenda.
c. Otherwise, at a subsequent meeting, the item will be agendized for discussion designed to allow the Council to provide direction to staff to prepare a staff report, including discussion of the details of the Council’s request; staff time and other resources required to research the matter and prepare the staff report; other priorities; and timeline of when the item would be placed on the agenda. No staff report will be prepared for this discussion. d. If directed by the Council, the item will be discussed again, and a staff report presented, at a subsequent meeting.

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 M ayor or City M anager.

C. Request Denials. If a request is denied, amembers. Any Council Member may later present the itemthis request to the Council at a Council meeting as provided by subdivision (h) of Section 2-1.110 of the M unicipal Code. pursuant to the procedure outlined above.

DC. Emergency and Non-Agendized items: Emergency and non-agendized items may be added to an agenda only upon a determination by a super majority vote of the legislative body (GC 54954.1) that an emergency as defined in GCCalifornia Government Code section 54956.5 exists. Emergencies are only those matters related to work stoppages, crippling activity, an activity that severely impairs public health, or safety, crippling disasters, massdestruction, terrorist acts, or threatened terrorist activity that poses immediate and significant peril. , as determined by a majority of the full Council.

ED. Agenda Preparation and Review Committee: An agenda review committee shall meet at least five days Process: The City Clerk will prepare the agenda consistent with Council and City Manager direction. The agenda will be posted in compliance with the Brown Act. Once posted, the City Manager will review the agenda with the Mayor before any City Council meeting. The agenda review committee shall be comprised of Formatted ...

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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 upcomingAgenda.

Closed Session Confidentiality
Subdivision (a) ofCalifornia Government Code Section 54963(a) provides that it is against the law for a person to disclose confidential information that has been acquired by being presentin 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, property negotiations and labor relations issues. It could also subject the member to investigation by the Santa Cruz County Grand Jury.

City Council Members recognize thatthe chief function of local government at alltimes is to serve the best interests of allthe 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 businessitems discussed in closed session, including potential or pending litigation, real estate negotiations, and contract matters.

It is the intent of this section that City Council Members will 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 memberMember may merit the respect and confidence of elected officialstheir colleagues, other officials and staff, and of the public. This honor and integrity comes in part from complyingwith these rules of confidentiality as related to closed session information.

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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) Written Correspondence from Mayor and City Council Members City Council Correspondence - Copies of all City Council members=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 anyAny 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 aupon request to the City Clerk’s Office.

Council should refrain from utilizing City letterhead for personal correspondence that is not a matter of the City Clerk=s Office.

Further, Citybusiness. Council membersMembers should carefully distinguish, within the body of the letter, the member=sMember’s personal views on a matter from views that are held by the Cityfull Council as a governing body. .

Social Media Accounts and Content Retention
All content and posts on City-maintained social media sites are subject to the California Public Records Act.

Any content maintained in a social media format that is related to City business, including a list of subscribers and posted communication (with certain exceptions), is a public record. The City Clerk’s Office is responsible for responding completely and accurately to any public records request. Content related to City business shall be maintained in an accessible format so that it can be produced in response to a request (see the City’s Twitter, Facebook, and Video Posting standards).

Personal social media accounts of Council Members are subject to records requests if those accounts are used for City business. Likewise, if Council Members
use personal accounts to conduct City business, including informing the public of City events or issues, etc., the accounts are subject to the City's Records Management Guidelines and Retention Schedule.

City Council Members should work with the City Clerk to incorporate their social media accounts within the City's social media archiving system solution. The records retained will allow the City Clerk to respond to public records requests in a timely manner.

City Council Ethics Training
All City Council Members shall receive at least two hours of training in the general ethicsethical 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, pursuantto Government Code Section 53234 through 53235.2.

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This policy training requirement 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 MeetingAct.

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 indicatingboth 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 subjectto disclosure under the California Public Records Act.

City staff shall provide the City Council with information on available training that meets the requirements of this policy at least once every year.

Ethics trainingtaken 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.

CITY OF WATSONVILLE 7
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) City Council Member Participation in Committees, Task Forces, and Forums The City Council receives numerous requests for participationshall decide in January of each year who will represent the City on outside committees, task forces and forums. The City Council at its own , and forums in which the City participates. Participation shall be limited to those committees, task forces or forums where the City has a direct interest or is a member agency. At any time, the City Council discretion may decide to limit its participation in such activities. The City Council shall decide in January of each y ear which committees, task forces and forums in which the City shallmembers may participate. in additional boards/committees of their choice, in their individual capacities.

The Mayor shall appointnominate City Council members to serve on all such committees, task forces, and forums; each nomination must be ratified by the City Council.

Conflicts of Interest
A conflict of interest arises when a member any decision-making body, including the City Council and Planning Commission, has a financial interest or other conflict of interest in a matter coming before their respective legislative body. In these situations, the official must act according to the regulations detailed in the Political Reform Act and Government Code Section 1090, et. seq. If the official has a conflict of interest that requires recusal, that official will not participate in any aspect of the matter, including discussions with staff, fellow members of the legislative body, or members of a subordinate legislative body, and decisions and/or votes related to the matter.

If recusal is required, the official will state the nature of the disqualification at the public meeting(s) at which the matter is agendized. The Council Member will leave the Council Chamber before any discussion on the matter begins, and will remain outside of the Council Chamber until the matter is concluded. If the matter is on the Consent Calendar, the Council Member will pull the item, announce their conflict, and not participate in any discussion of the item, but the Council Member is not required to leave the Council Chamber. A Council Member stating such disqualification will not be counted as part of a quorum as to that item, and will be considered absent for the purpose of determining the outcome of any vote on such matter.

Strategic Plan Process
Each yearAt the time of preparing the biannual budget, theCity Manager=sManager’s Office shall facilitate a strategic planning process involving the City Council. This process shall provide the City Council with the Formatted: Font: Cambria,Font color: Accent1
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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/work plan based uponon the desires of the City Council.Council, which will be brought back for formal approval at a subsequent Council meeting. This AAction Plan@ work plan shall serve as a guide by which staff will provideallocate funding and staff assistance. resources.

PartPART III - Use of City Resources and Staff USE OF CITY RESOURCES AND STAFF Business Equipment and Supplies
The City has in the past followed a practice of providingprovides a modest amount of equipment and supplies forto City Council members for the exclusive purpose of conducting thebusiness of the City. City. Required equipment to perform Council duties is provided to all Council Members.

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. , using the procedure in Section IIA.

All equipment shall be returned to the City at the end of the City Council member=smember’s term of office.

Training, Conference and Meeting Reimbursement
# Statement - The City Council supports attendance at training workshops, conferences and meetings whichthat 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 representingthe City and/or accruing a benefit to the City. In addition, at times City Council M embers are called upon to represent the City at a meetingof a Federal, State, local or other governmental body. It is the policy of the City Council to provide reasonable duties.

During the biannual budget process, the Council will set an annual amount to be allocated to each Council Member for training workshops, conference and meeting reimbursement which is convenient to City Council M embers and which conforms with prudent administrative and fiscal practices. In all cases, the most fiscally prudent option will be selected when approvingexpense 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 expenses that meet the guidelines of this policy and the City Administrative Policy.

CITY OF WATSONVILLE 8
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) City Council at the next regularly scheduled Council M eeting. 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 M eeting.

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, Travel and Business Expense Reimbursement Guidelines:

A. Use of Funds. Funds authorized pursuant to this section may be used for travel expenses for attendance at the following events will be authorized: :
(1) League of California Cal Cities meetings and trainings, and those of its committees or departments; (2) CommitteesCommittee meetings or assignmentsother bodies towhich theCity Council by motion or resolution has
appointed a Citythe Council Member;
(3) Educational conferences or seminars whichthat will assist the City Council Member in carrying out his/hertheir duties as a member of the City Council,; including, but not limited to ethics trainingrequired by Government Code Section 53234; ; (4) Local civic meetings or seminars which accrues to thethat benefit of the City (i.e. chambera Chamber of
commerceCommerce meeting); and
(5) Attendance at meetingsMeetings, when requested by the Mayor or City Manager, to officially represent the City before a Federalfederal, State, local or other governmental body; (6) All other travel, conference and meeting reimbursements that areExpenses for any activity 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:

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(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),for family members, entertainment expenses (theater, movies, sporting), non-mileage automobile expenses (repairs, traffic citations, insurance)), and personal portionindividual portions of a trip or event;
(7(7) Fees for memberships in recreational or sports clubs; and (8) Any other event which is not a reimbursable expense under the City’s Administrative Rules and Regulations.

CITY OF WATSONVILLE 9
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) Procedure
A. Approval of Expense B. Tickets for civic events such as Chambers of Commerce Annual Awards Dinners, Excellence in Business Luncheons, Annual Agricultural History Dinner are charged against the City Council Member’s annual allocation limit.

C. Requests for 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 M anager 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 M anager and the requesting City Council M ember 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.

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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=sCity’s Administrative Rules and Regulations.

D. Reporting Requirements. After attendance at any event that will be reimbursed by the City, the Council Member will provide a brief report on the event at the next regularly scheduled Council Meeting.

E. No Carry-Over. Balances remaining from the annual allocation at the end of the fiscal year will not carry-over to the next fiscal year.

F. Lodging. Lodging expenses will be limited and reimbursed in accordance with the City=s Administrative Rules and Regulations.

CITY OF WATSONVILLE 10
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) 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 suchevent.

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 resources. The Mayor may grant eExceptions to this rule shall be granted by the Mayor forare for emergencies, such as illness or medical emergencies and other seriousfor the Council Member or family emergencies.

Allocation Limit
Each City Council M ember 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 M ember and amounts may be transferred to another City Council M ember 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 M ember=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 M embers and will not be charged against the City Council M ember=s $2,500 allocation limit.member, urgent City business, or a natural disaster.

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 currentIRS Rate and is paid out of the council members individualCouncil Member’s travel expensereimbursement 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 Formatted ...

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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. travel, and to submit a claim for reimbursement per the City’s reimbursement policy.

CITY OF WATSONVILLE 11
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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) In order to receive reimbursement for mileage traveled outside of City limits, it is the responsibility of the Council M ember 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 DriversDriver’s 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 startingJuly 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 listeningand 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 CityCouncil Member operating the vehicle to notify the Department of Motor Vehicles, and their insurance company in the case of any accident. If a Council M ember 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 M anager 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 M embers shall use government or group rates offered by the provider of transportation when available.

S taff Support
The City Manager=sThe City Manager may authorize use of a City vehicle for Council Member travel for official City business. Prior to using any City vehicle, a Council Member must submit a Vehicle Release Form.

Staff Support
The City Manager’s Office will coordinate the typingpreparation of correspondence requested by individual City Council members, at the City Manager’s discretion. Generally, one weeksweek’s advance notice shall be provided prior to the need for such staff support.

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Assistance with travel arrangements or booking meetings for City business and other routine support will be coordinated by the City Manager staff.

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. , and will communicate and discuss with the requesting Council Member.

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 M anager=sManager’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. Council Members may purchase tickets to such events using their individual budget allocation.

CITY OF WATSONVILLE 12
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Depending on the circumstances,
gifts of tickets to events should be
declined or reported on Council
Members' Form 700s. In accepting
any tickets to events, Council
Members will comply with the
regulations of the Fair Political
Practices Commission.

Access to Meeting Rooms
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) City Council members may have access to City meeting rooms by contacting staff in the City M anager=sManager’sOffice. Such access must be for the purpose of conducting the business of theCity.

Use of meeting rooms shall not be for the purpose of conducting campaigns or other political activity. City Council members should contact City Manager staff for meeting room reservations as soon as practicable as such meeting rooms are often pre-reserved by members of the community.

District Meetings Requests
City staff will provide logistical support for each Council Member to hold one district meetings per year.

Any district meeting for which a Council Member requests City resources, including staff attendance or support, or use accommodations other than City of a City facility, will be planned in consultation with the City Manager.

City support may include: staff time for preparation and presentations, the provision of City-owned facilities must be approved by the City Manager. , preparation and circulation of handout and other literature, and other miscellaneous logistical support.

District Meetings
Each City Council M ember may hold one district meeting per y ear which requires City resources and staff support. Such district meeting shall be organized only after consultation with the City M anager.

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City Council M embers may not call district meetings that require City resources or staff support without City Manager approval. The City M anager 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 protocolsection 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 , and upon approval of the City Manager or department head managing that facility. It would be beneficial if the City Council Member holding such a meeting provideprovides prior written notice of the meeting to theCity Manager and Cityother Council members as a courtesyso that they may be apprised of events which have City-wide interest. .

S pecial District Meetings
Special district meetings with City staff support may be held when approved by the City M anager 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 M ember from holding city-wide meetings which do not involve City resources or staff support. City-owned facilities may be used to hold the meeting CITY OF WATSONVILLE 13
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upon prior request and based on availability.

Commission Appointments and Attendance
City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) It is the policy of the City Councilto 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, grandchildrensibling, grandparent, grandparents, spouses and/or domestic partners). domestic partners) to City boards and commissions, and all boards and commissions to which the Council makes appointments.

If a member of a board or commission is absentfrom two (2) consecutive regular meetings of such board or commission, unless excused by motion in suchat the missed meeting, the board or commission=s official minutes, member shall be determined to have vacated their position on the board or commission office shall becomeand Council will take action to declare the seat vacantand 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 M ember 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 M embers 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 M ember selects the cell phone reimbursement allocation option, the City Council M ember 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 M ember 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 Formatted: Font: Cambria,Font color: Accent1
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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 M embers are encouraged to get details from their store/carrier about an extended warranty.

City Council M embers are responsible for ensuring that their cellular telephone is in working CITY OF WATSONVILLE 14

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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) order and that their cellular phone number has an 831 area code. City Council M embers 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 M ember 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 M ember shall then be reimbursed the monthly cost of the cell phone up to the reimbursement allocation limit. The reimbursement allocation is a t axable allowance pursuant to the IRS regulations. Should the City Council M ember 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.

Council Members should work with the City Clerk’s Office to ensure that appointments to commissions are completes within a timely manner to ensure Commissions are able to act on critical decisions on items under their purview.

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 SmartPhoneSmart Phone/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=sthese Protocols@ are required to must 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=sCouncil’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.

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Claim Forms
Training and Conference Expense Claim Forms or Blue Claim Forms shall be provided to Council M embers 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 CITY OF WATSONVILLE 15

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City Council Protocols ■ Amended October 14, 2014 (Reso 143-14 CM) 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.

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CITY OF WATSONVILLE 16

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Reso No. (CM)
Meeting Date: 041123 SWZ ______ RM ______
1 RESOLUTION NO. __________ (CM)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WATSONVILLE REPEALING RESOLUTION NO. 143-14 (CM) ADOPTED ON OCTOBER 14, 2014, WHICH ADOPTED COUNCIL PROTOCOLS, AND REPLACE WITH

RESOLUTION APPROVING AN UPDATED VERSION OF COUNCIL

PROTOCOLS
WHEREAS, on November 13, 2001, the City Council adopted Resolution No. 265-01A (CM) approving the Watsonville City Council Protocol: Guidelines for Training, Conference and Meeting Reimbursement; and
WHEREAS, on October 28, 2003, the City Council adopted Resolution No. 281- 03 (CM) approving City Council Protocols; and
WHEREAS, on December 14, 2004, the City Council adopted Resolution No. 305-04 (CM) rescinding Resolution No. 281-03 (CM) and approving the revised City Council Protocols; and
WHEREAS, on January 25, 2005, the City Council adopted Resolution 21-05 (CM) amending Resolution 305-04 (CM) to incorporate cell telephones; and WHEREAS, on September 12, 2006, the City Council adopted Resolution No. 198-06 (CM) adopting and reaffirming City Council Protocols; and WHEREAS, on August 11, 2009, the City Council adopted Resolution No. 161- 09 (CM) amending Protocols to allow the reimbursement of a dedicated landline for City business and amending allocation limits for training, conference, and meeting expenses; and
WHEREAS, on December 14, 2010, the City Council adopted Resolution No. 192-10 (CM) amending Protocols amending the section for City-Issued Cell Phones, Cell Phone and Dedicated Landline Reimbursement Allocations to establish a uniform City’s policy on cellular data plans; and

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Reso No. (CM)
Meeting Date: 041123 2
WHEREAS, on March 26, 2013, the City Council adopted Resolution No. 39-13 (CM) amending the section for Use of Car for Meetings of Part III - Use of City Resources and Staff for mileage reimbursement for Council Members traveling outside of City limits while on City business; and
WHEREAS, on October 14, 2014, the City Council amended Part II – City Council Operational Matters: Contents of City Council Agenda explaining how members of the Council may place items on the Agenda.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATSONVILLE, CALIFORNIA, AS FOLLOWS:

The City Council repeals Resolution No. 143-14 (CM), which adopted Council Protocols, and replaces those Protocols with the updated version attached hereto as Exhibit A.
********************************

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TABLE OF CONTENTS
PROTOCOL AMENDMENTS ....................................................................................................................3 INTRODUCTION.......................................................................................................................................4 PART I - ROLES OF CITY COUNCIL AND STAFF........................................................................................4 Mayor Proclamations ..............................................................................................................................4 Certificates ...............................................................................................................................................5 City Council Majority Sets Policy............................................................................................................5 Requests for Information and Staff Assistance by City Council Members..........................................5 Access to Information .............................................................................................................................6 Council Responsibility ............................................................................................................................6 City Manager Code of Ethics ...................................................................................................................7 Restriction on Political Involvement by Staff........................................................................................7 PART II - CITY COUNCIL OPERATIONAL MATTERS.................................................................................7 Contents of City Council Agenda ............................................................................................................8 Placing Items on the Agenda ..................................................................................................................8 Closed Session Confidentiality ...............................................................................................................9 Written Correspondence from Mayor and City Council Members......................................................9 Social Media Accounts and Content Retention ...................................................................................10 City Council Ethics Training .................................................................................................................10 City Council Member Participation in Committees, Task Forces, and Forums ................................11 Conflicts of Interest...............................................................................................................................11 Strategic Plan Process...........................................................................................................................12 PART III - USE OF CITY RESOURCES AND STAFF...................................................................................12 Business Equipment and Supplies .......................................................................................................12 Training, Conference and Meeting Reimbursement...........................................................................12 Use of Car for Meetings .........................................................................................................................14 Staff Support..........................................................................................................................................14 Tickets to City Sponsored Events.........................................................................................................15 Access to Meeting Rooms .....................................................................................................................15 District Meetings ...................................................................................................................................15 Commission Appointments and Attendance.......................................................................................16 Cellular Data Plan Reimbursement Allocation....................................................................................16 Exhibit A

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Other Expenses......................................................................................................................................16 Attachment 1: Referral Submittal Form ..............................................................................................18 Exhibit A

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PROTOCOL AMENDMENTS
Resolution 198-06 (CM) on September 12, 2006, Protocols were re-adopted and reaffirmed.

Resolution No. 192-10 (CM) on December 14, 2010, amending the section pertaining to City-Issued Cell Phones, Cell Phone and Dedicated Landline Reimbursement Allocations of Part Ill -Use of City Resources and Staff.

Exhibit A

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To those ends, the Watsonville City Council has prepared its own Council Protocols to document accepted practices and clarify expectations of how the Council will operate as a team and in accordance with City policies. Through the agreement of the City Council to be bound by these practices, the administration of City Council affairs is greatly enhanced and made more efficient.

Any City Council member, staff, resident of Watsonville, or organization primarily serving Watsonville residents may contact the Mayor, with a copy to the City Clerk, to request that the Mayor issue a proclamation. Though the Mayor receives a large number of worthy requests, not all requests will result in the issuance of a proclamation.

Ceremonial proclamations are intended to recognize a day, week, or month in honor of a cause, individual, or occasion significant to the City of Watsonville and its residents.

Requests for proclamations should include:

Exhibit A

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· Desired day, week, or month of the requested proclamation; · Proposed text for the proclamation, including at least 5 “whereas” clauses explaining and supporting the reason for the proclamation;
· Contact information for the person or group of persons honored by the proclamation (if applicable); and
· Contact information for the person or organization requesting the proclamation.

In order to provide sufficient lead time to create a proclamation, requests for proclamations should be submitted to the Mayor and City Clerk at least two weeks prior to the date on which the proclamation is requested to be awarded. Award of proclamations requested after the submission deadline will be at the Mayor’s discretion.

Certificates
The Mayor may issue a certificate to individuals whose meritorious achievements and/or service warrants recognition. A Council Member may request, of the Mayor or full Council, that a certificate be issued.

In order to provide sufficient lead time to create such certificates, requests for certificates should be submitted to the City Clerk’s office two weeks prior to the date on which the certificate is requested to be awarded. The request shall include names, titles, achievements/accomplishments, and any other data necessary to create the requested certificate.

City Council Majority Sets Policy
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.

Policy is established by at least a majority vote of the City Council. While individual members may disagree with the decisions of the majority, a decision of the majority binds the City Council to a course of action.

Requests for Information and Staff Assistance by City Council Members Requests for information and staff assistance by City Council Members must comply with Section 407 of the City Charter, which provides:

Neither the Council nor any of its members shall interfere with the execution by the City Manager of their powers and duties, or order or request, directly or indirectly, the Exhibit A

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appointment by the City Manager, or by any of their subordinates, of any person to any office or employment, or their removal therefrom. Except for the purpose of obtaining information, the Council and its members shall deal with the administrative branch of the City government solely through the City Manager, or their designated deputy, and neither the Council nor any member thereof.

Staff request: Requests for information may be made either to the City Manager or directly to a Department Head. If the request will take more than two hours to fulfill, the request will be made to the City Manager. Council Members will include the City Manager in all correspondence with staff.

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, that would require it be more appropriately assigned to staff through the direction of the full City Council.

City Attorney Request: Councilmembers may request information or research from the City Attorney on a given topic when it is anticipated that the request can be completed by the City Attorney in less than an hour. Councilmember requests for research or information that are anticipated to take more than one hour to complete should be directed to the Council for consideration during a council meeting. Requests for new information or policy direction should be brought to the full Council for consideration.

Access to Information
In some limited circumstances, staff may not be able to provide the requested information. 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 the City Manager and/ or City Attorney.

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 (e.g. access to restricted or confidential information related to crimes) may not be available to members of the City Council. The City Manager and City Attorney will review any requests for information that would be exempt from disclosure under the Public Records Act to determine if the disclosure is appropriate.

Council Responsibility
In accordance with the City Charter, City Council members may not intervene in staff decision-making, the development of staff recommendations, the scheduling of work, and the execution of any department’s priorities. This is necessary to protect staff from undue Exhibit A

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influence and pressure from individual City Council Members, and to allow staff to execute priorities given by management and policies set by the City Council as a whole.

The full City Council retains the power to set departmental priorities in the performance of City business, consistent with the policy set by the City Council.

Requests by City Council Members for staff assistance (e.g. code enforcement, research, etc.) should be directed to the City Manager.

City Manager Code of Ethics
The City Manager is subject to a professional Code of Ethics from the International City Management Association (ICMA). This Code binds the City Manager to certain practices which are designed to ensure the City Manager’s actions are in support of a City’s best interests.

Restriction on Political Involvement by Staff
Local governments are non-partisan entities. Consistent with the Council-Manager form of government, the City Manager is the principal professional staff that formulates recommendations in compliance with City Council policy.

By working for the City, the City Manager and staff members do not surrender their 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 may not participate in campaign activities while on the job or while in a City uniform. No City resources may be used by staff in support of any campaign. For example, staff may not pose for a promotional photograph for a candidate while in uniform.

A City Council member should not ask staff to sign petitions or similar support can create an awkward situation for the staff member. While there are laws that 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
Exhibit A

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Contents of City Council Agenda
Consistent with the Ralph M. Brown Act (“Brown Act”), the agenda for each Council meeting shall set forth a brief description of each item of business to be transacted or discussed at the meeting, together with the time and location of the meeting. The agenda will be posted in compliance with Brown Act.

Placing Items on the Agenda
A. City Council:
a. Councilmembers may make a request during “Requests and Scheduling Future Agenda Items” to add an item to a subsequent agenda. To assist in preparing the item requested by the Council, Council Members are encouraged to use the Request for New Agenda Item form attached to these protocols. Any discussion will be limited to a determination of whether the item will be placed on an upcoming agenda. If a majority of Council Members concur, the item will be placed on an upcoming agenda for discussion.
b. If the item requested to be agendized is, in the City Manager’s determination, such that no staff report is required, all or a majority of Council Members are familiar with the item, or a staff report can be prepared in under an hour, the City Manager may place the item on a subsequent agenda.
c. Otherwise, at a subsequent meeting, the item will be agendized for discussion designed to allow the Council to provide direction to staff to prepare a staff report, including discussion of the details of the Council’s request; staff time and other resources required to research the matter and prepare the staff report; other priorities; and timeline of when the item would be placed on the agenda. No staff report will be prepared for this discussion.
d. If directed by the Council, the item will be discussed again, and a staff report presented, at a subsequent meeting.

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. Any Council Member may present this request to the Council pursuant to the procedure outlined above.

Exhibit A

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C. Emergency and Non-Agendized items: Emergency and non-agendized items may be added to an agenda upon a determination by a super majority vote of the legislative body that an emergency as defined in California Government Code section 54956.5 exists. Emergencies are only those matters related to work stoppages, crippling activity, an activity that severely impairs public health, or safety, crippling disasters, mass destruction, terrorist acts, or threatened terrorist activity that poses immediate and significant peril, as determined by a majority of the full Council.

D. Agenda Preparation and Review Process: The City Clerk will prepare the agenda consistent with Council and City Manager direction. The agenda will be posted in compliance with the Brown Act. Once posted, the City Manager will review the agenda with the Mayor before any City Council meeting.

Closed Session Confidentiality
California Government Code Section 54963(a) 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 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 insurance, property negotiations and labor relations issues.

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 items discussed in closed session, including potential or pending litigation, real estate negotiations, and contract matters.

City Council Members will 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 their colleagues, other officials and staff, and the public.

Written Correspondence from Mayor and City Council Members 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. Any correspondence sent using City resources such as City letterhead, staff support, and/or Exhibit A

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postage become part of the official record and therefore may be accessed by any member of the public upon request to the City Clerk’s Office.

Council should refrain from utilizing City letterhead for personal correspondence that is not a matter of City business. 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 full Council.

Social Media Accounts and Content Retention
All content and posts on City-maintained social media sites are subject to the California Public Records Act. Any content maintained in a social media format that is related to City business, including a list of subscribers and posted communication (with certain exceptions), is a public record. The City Clerk’s Office is responsible for responding completely and accurately to any public records request. Content related to City business shall be maintained in an accessible format so that it can be produced in response to a request (see the City’s Twitter, Facebook, and Video Posting standards).

Personal social media accounts of Council Members are subject to records requests if those accounts are used for City business. Likewise, if Council Members use personal accounts to conduct City business, including informing the public of City events or issues, etc., the accounts are subject to the City's Records Management Guidelines and Retention Schedule.

City Council Ethics Training
All City Council Members shall receive at least two hours of training in the general ethical principles and laws relevant to public service within one year of election and at least once every two years thereafter, pursuant to Government Code Section 53234 through 53235.2.

This training requirement 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 Brown Act.

Exhibit A

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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 the City Council with information on available training that meets the requirements of this policy at least once every year.

City Council Member Participation in Committees, Task Forces, and Forums The City Council shall decide in January of each year who will represent the City on committees, task forces, and forums in which the City participates. Participation shall be limited to those committees, task forces or forums where the City has a direct interest or is a member agency. At any time, the City Council discretion may decide to limit its participation in such activities. City Council members may participate in additional boards/committees of their choice, in their individual capacities.

The Mayor shall nominate City Council members to serve on all such committees, task forces, and forums; each nomination must be ratified by the City Council.

Exhibit A

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Strategic Plan Process
At the time of preparing the biannual budget, 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/work plan based on the desires of the City Council, which will be brought back for formal approval at a subsequent Council meeting. This work plan shall serve as a guide by which staff will allocate funding and resources.

PART III - USE OF CITY RESOURCES AND STAFF
Business Equipment and Supplies
The City provides a modest amount of supplies to City Council members for the exclusive purpose of conducting the business of the City. Required equipment to perform Council duties is provided to all Council Members.

Requests for supplies shall be made to the City Manager. If the item is not approved, the request for the item may be placed on the City Council agenda for discussion, using the procedure in Section IIA.

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
The City supports attendance at training workshops, conferences and meetings that enhance the knowledge and skill level of City Council Members in their official duties.

During the biannual budget process, the Council will set an annual amount to be allocated to each Council Member for training, conference and meeting expenses that meet the guidelines of this policy and the City Administrative Policy.

Travel and Business Expense Reimbursement Guidelines:

A. Use of Funds. Funds authorized pursuant to this section may be used for travel expenses for attendance at the following events:
(1) Cal Cities meetings and trainings, and those of its committees or departments; (2) Committee meetings or other bodies to which the City Council has appointed the Council Member;
Exhibit A

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(3) Educational conferences or seminars that will assist the City Council Member in carrying out their duties as a member of the City Council; (4) Local civic meetings or seminars that benefit the City (i.e. a Chamber of Commerce meeting); and
(5) Meetings, when requested by the Mayor or City Manager, to officially represent the City before a federal, State, local or other governmental body; Expenses for any activity 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 & 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 expenses for family members, entertainment expenses (theater, movies, sporting), non-mileage automobile expenses (repairs, traffic citations, insurance), and individual portions of a trip or event;
(7) Fees for memberships in recreational or sports clubs; and (8) Any other event which is not a reimbursable expense under the City’s Administrative Rules and Regulations.

B. Tickets for civic events such as Chambers of Commerce Annual Awards Dinners, Excellence in Business Luncheons, Annual Agricultural History Dinner are charged against the City Council Member’s annual allocation limit.

C. Requests for Reimbursement. All reimbursements will be administered in accordance with the City’s Administrative Rules and Regulations.

Exhibit A

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Council Protocols Draft February 17, 2023 P age 14 | 18 D. Reporting Requirements. After attendance at any event that will be reimbursed by the City, the Council Member will provide a brief report on the event at the next regularly scheduled Council Meeting.

E. No Carry-Over. Balances remaining from the annual allocation at the end of the fiscal year will not carry-over to the next fiscal year.

F. 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. Exceptions to this rule are for emergencies, such as illness or medical emergencies for the Council Member or family member, urgent City business, or a natural disaster.

Mileage will be reimbursed at the current IRS Rate and is paid out of the Council Member’s travel reimbursement 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 submit a claim for reimbursement per the City’s reimbursement policy.

City Council members using their personal vehicles for City business should have a current and valid California Driver’s License and personal auto insurance. Council members are also advised to review their insurance policy for coverage of such use.

The City Manager may authorize use of a City vehicle for Council Member travel for official City business. Prior to using any City vehicle, a Council Member must submit a Vehicle Release Form.

Staff Support
The City Manager’s Office will coordinate the preparation of correspondence requested by individual City Council members, at the City Manager’s discretion. Generally, one week’s advance notice shall be provided prior to the need for such staff support.

Exhibit A

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Council Protocols Draft February 17, 2023 P age 15 | 18 Assistance with travel arrangements or booking meetings for City business and other routine support will be coordinated by the City Manager staff.

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, and will communicate and discuss with the requesting Council Member.

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.

Depending on the circumstances, gifts of tickets to events should be declined or reported on Council Members' Form 700s. In accepting any tickets to events, Council Members will comply with the regulations of the Fair Political Practices Commission.

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.

District Meetings
City staff will provide logistical support for each Council Member to hold district meetings.

Any district meeting for which a Council Member requests City resources, including staff attendance or support, or use of a City facility, will be planned in consultation with the City Manager.

City support may include: staff time for preparation and presentations, the provision of City-owned facilities, preparation and circulation of handout and other literature, and other miscellaneous logistical support.

Exhibit A

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Council Protocols Draft February 17, 2023 Page 16 | 18
Nothing in this section 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, and upon approval of the City Manager or department head managing that facility. It would be beneficial if the City Council Member holding such a meeting provides prior written notice of the meeting to the City Manager and other Council members as a courtesy.

Commission Appointments and Attendance
It is the policy of the City Council to not appoint close relatives of City Council Members (parent, sibling, grandparent, grandparents, spouses and/or domestic partners) to City boards and commissions, and all boards and commissions to which the Council makes appointments.

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 at the missed meeting, the board or commission member shall be determined to have vacated their position on the board or commission and Council will take action to declare the seat vacant 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.

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 Smart Phone/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 expenses that do not adhere to these Protocols must be approved by the City Council in a public meeting prior to the expenses being incurred. Expenses that do not adhere to the Exhibit A

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Council Protocols Draft February 17, 2023 Page 17 | 18
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.

Exhibit A

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Council Protocols Draft February 17, 2023 Page 18 | 18
Attachment 1: Request for New Agenda Item Form
Exhibit A

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City Council Protocols

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Background
● Twenty to years ago the Council
adopted it first set of Council Protocols
● The document has served as a tool to
document accepted practices and
clarify expectations of how the Council
will operate as a team and in
accordance with City policies
● Since originally adopted, the protocols
have been amended nine times
reflecting operational or policies
changes

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City Council Protocols
Watsonville City Council has prepared its own
City Council Protocols to document accepted
practices and clarify expectations of how the
Council will operate as a team and in
accordance with City policies.

Through the agreement of the City Council to
be bound by these practices, the
administration of City Council affairs is greatly
enhanced and made more efficient.

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Recommended Action
Adopt Resolution repealing Resolution
No. 143-14 (CM), adopted on October
14, 2014, which adopted the current
Council Protocols, and replace with
Resolution approving an updated
version of Council Protocols.

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Highlight of Changes
Mayor Proclamations and Certificates
Social Media Accounts and Content
Retention (New)
Conflicts of Interest (New)
Training, Conference and Meeting
Reimbursement
Placing items on the Agenda

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Placing Items on the Agenda
New Form
Two Options to consider:
● Majority to vote required
● Three votes required to place item on
agenda

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Recommended Action

1. Adopt a resolution to adopt new
protocols as presented, or

1. Adopt a resolution adopting
Protocols as amended

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Watsonville City CouncilApril 11, 2023

Watsonville City Council
April 11, 2023