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HomeMy WebLinkAboutAgenda Report - March 15, 2006 K-05AGENDA ITEM VN�b CITY OF LODI 1 COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Approving the City Council Protocol Manual MEETING DATE: March 15, 2006 PREPARED BY: City Clerk RECOMMENDED ACTION: That the City Council adopt a resolution approving the City Council Protocol Manual. BACKGROUND INFORMATION: The "City Manager's Work Plan" included the project of preparing a comprehensive manual of standard operating procedures and written principles to guide City Council action and to direct staff in its relationship with the Council. The City Clerks Office accepted this project and researched pertinent regulations governing the responsibilities of the City Council. The City Council Protocol Manual, attached as Exhibit A, was reviewed at the Shirtsleeve Sessions of January 10 and 24. The comments and suggestions made by Council Members have been incorporated into the Manual, and it is, therefore, recommended that Council adopt the attached resolution approving the City Council Protocol Manual. FISCAL IMPACT: None. FUNDING AVAILABLE: N/A SJBljmp Attachment Susan J. Blacksto City Clerk APPROVED: rl Bla g, City Manager council/councom/Protocol Man ual2.doc City of Lodi CITY COUNCIL PROTOCOL MANUAL Adopted by the Lodi City Council March 15, 2006 Prepared by: Office of the City Clerk City of Lodi 221 W. Pine Street P.O. Box 3006 Lodi, CA 95241-1910 City Council Protocol Manual Paget of26 TABLE OF CONTENTS 1. PURPOSE 2. STATUTORY REQUIREMENTS/ REGULATIONS 2.1 The Brown Act 2.2 Political Reform Act 2.3 Lodi Municipal Code (LMC) 2.4 LMC Chapter 2.04 Relating to Council Meetings 2.5 Rules of Conduct of Meetings, Proceedings, and Business (Res. 2006-31) 2.6 City of Lodi Administrative Policy Manual 2.7 Code of Ethics & Values (Res. 2004-115) 3. COUNCIL ORGANIZATION 3.1 Newly -Elected Members 3.2 Reorganization 3.3 Selection of Mayor and Mayor Pro Tempore 3.4 Duties of Mayor and Mayor Pro Tempore 3.5 Seating Order 3.6 Representation at Ceremonial Functions 3.6a Issuance of Proclamations and Certificates, Presentation of Gifts, and Public Recognition 4. COUNCIL ADMINISTRATION 4.1 Salaries and Benefits 4.2 Travel and Expense Reimbursements 4.2a City of Lodi Travel Policy (Adopted 1/5/94) 4.2b Appointment of Delegate/Alternate to National League of Cities and League of California Cities Annual Conferences (Res. 96-138) 4.3 Protocol Account Policy (Res. 2000-126) 4.4 Appointment of City Council Appointees (LMC Title 2) 4.5 Evaluation of City Council Appointees (Res. 2002-224) S. COMMISSIONS 5.1 Commissions 5.2 Commission Appointments 5.3 Commission Responsibility 5.4 Council Contact with Commissions 5.5 Ad Hoc Committees and Task Forces 5.6 Annual Recognition Reception 5.7 Council Service on Commissions 5.8 Regional Boards City Council Protocol Manual Page 3 of26 6. MEETING GUIDELINES & PROCEDURES 6.1 Attendance/ Quorum 6.2 Meeting Dates and Location 6.2a Regular Meetings & Informal Informational (Shirtsleeve) Sessions 6.2b Special/Joint/Adjourned/Emergency Meetings 6.3 Agenda / Council Meeting 6.3a Agenda Packet Preparation 6.3b Placing Items on the Agenda 6.3c Order of Agenda Items 6.3d Agenda Posting 6.3e Americans with Disabilities Act Statement 6.3f Limitation to Act Only on Items on the Agenda 6.3g Supplemental Information ("Blue Sheet" Items) 6.3h Closed Session 6.3i Invocations 6.3j Presentations 6.3k Consent Calendar 6.31 Public Comments 6.3m Council Comments on Non -Agenda Items 6.3n Public Hearings 6.3o Regular Calendar 6.3p Ordinances 6.3q Resolutions 6.3r Minute Motion 6.3s 6.3t Agency Meetings (LPIC, IDA, LFC, RDA) ShiFtSlee Sessmens 6.3t a Council Communications / Staff Reports 6.3u Submitted Materials at Meetings are Public Record 6.3v Electronic Mail Communications, Prohibited during Meetings 6.3w Minutes 6.4 Rules of Conduct 6.4a Discussion Rules 6.4b Council Comments (Related to Items on the Agenda) 6.4c Speaker Time Limits 6.4d Council Questions of Speakers 6.5 Decorum 6.5a Council Members / Council Appointees 6.5b City Employees 6.5c Public 6.5d Noise in the Chamber 6.6 Use of Council Chamber City Council Protocol Manual Page 4 of26 7. COMMUNICATIONS 7.1 Processing and Delivering of City Council Mail by City Clerk's Office 7.2 Council Calendar 7.3 Citizen Complaint Process 7.4 Use of City Letterhead or City Seal 7.5 Communications with Staff 7.6 Complaints Regarding Performance of Staff 7.7 Handling of Litigation / Confidential Information 7.8 Representing Majority vs. Individual Opinion S. CONFLICT OF INTEREST / ECONOMIC DISCLOSURE REQUIREMENTS FOR PUBLIC OFFICIALS 8.1 Conflict of Interest 8.2 Statements of Economic Interest 8.3 Make and Participate in Making a Decision 8.4 Exceptiens 8.4 Provision of Advice from City Attorney regarding Conflict of Interest 8.5 Using Official Position to Influence City Council Protocol Manual Page 5 of26 CITY COUNCIL PROTOCOL MANUAL 1. PURPOSE The purpose of establishing the City Council Protocol Manual is to provide guidelines for the City Council to conduct its business in an orderly, consistent, and fair manner. The protocols set forth herein are not intended to limit the inherent power and general legal authority of the City Council. Any of the protocols herein may be waived by a majority vote of the Council Members when it is deemed that there is good cause to do so based upon the particular facts and circumstances. The protocols shall be amended by a majority vote of the Council Members and may be amended administratively by the City Clerk's Office in order to remain current with state and federal, state, and local law. 2. STATUTORY REQUIREMENTS/ REGULATIONS Certain state laws and other established regulations exist, which govern various responsibilities of the City Council. This protocol manual is not intended to duplicate, fully articulate all requirements, or repeal any existing statutes or regulations. City Council Members are responsible for becoming familiar with these statutes and regulations. 2.1 The Brown Act The Ralph M. Brown Act provides that all meetings of a legislative body, whether meetings of the City Council or its appointed commissions and committees, shall be open and public and all persons shall be permitted to attend. Notices of such meetings must be made 72 hours prior to the meeting (or 24 hours in the case of a special meeting). A "meeting" takes place whenever a quorum is present and subject matter related to the City business is heard, discussed, or deliberated upon. 2.2 Political Reform Act The Political Reform Act states that public officials shall perform their duties in an impartial manner, free from bias caused by their own financial interests or the financial interests of persons who have supported them. The Political Reform Act establishes regulations regarding conflicts of interests and campaign receipts and expenditures. 2.3 Lodi Municipal Code (LMC) The Lodi Municipal Code consists of those codified ordinances of general municipal regulations and laws of the City of Lodi. City Council Protocol Manual Page 6 of26 2.4 LMC Chapter 2.04 Relating to Council Meetings LMC Chapter 2.04, "City Council Meetings," sets forth the Regular Meeting and Shirtsleeve Session dates, times, and location and further establishes rules for the conduct of City Council meetings. (Attached as Exhibit A) 2.5 Rules of Conduct of Meetings, Proceedings, and Business (Res. 2006-31) Resolution No. 2006-31, adopted by the Lodi City Council on December 15, 2004, establishes rules for the conduct of City Council meetings, proceedings, and business. (Attached as Exhibit B) 2.6 City of Lodi Administrative Policy Manual The Administrative Policy Manual consolidates all administrative policies and procedures of a general or inter -departmental nature into one document. Administrative regulations meet the following criteria: 1) are directed toward an ongoing City process or procedure; 2) are limited to one major subject area; and 3) are applicable to more than one City department. Administrative regulations are issued from the City Manager's Office. 2.7 Code of Ethics & Values (Res. 2004-115) Resolution No. 2004-115, adopted by the Lodi City Council on June 2, 2004, sets forth the code of ethics and values for Lodi City Council Members and City Council appointees. The proper operation of democratic government requires that decision - makers be independent, impartial, and accountable to the people they serve. The City of Lodi has adopted this code of ethics and values to promote and maintain the highest standards of personal professional conduct in the City's government. (Attached as Exhibit C) 3. COUNCIL ORGANIZATION 3.1 Newly -Elected Members Newly -elected Council Members are sworn into office generally at the first regular Council meeting in December following a regular municipal election. Immediately upon election (even before being sworn into office), newly -elected Council Members are subject to the provisions of the Brown Act. Newly -elected Council Members shall not be allowed to attend closed sessions before being sworn into office. 3.2 Reorganization Pursuant to Lodi Municipal Code Section 2.04.070, "Presiding officer— Mayor—Mayor Pro Tempore," the reorganization of the Council shall occur annually at the first regular Council meeting in December by electing a Mayor and Mayor Pro Tempore. City Council Protocol Manual Page 7 of26 A community reception honoring the incoming Mayor, outgoing Mayor, and Council Members is traditionally held immediately following the reorganizational meeting. 3.3 Selection of Mayor and Mayor Pro Tempore The term of office for the Mayor and Mayor Pro Tempore shall be one year. A majority vote of the Council is necessary to designate a Mayor and Mayor Pro Tempore. The election of the Mayor and Mayor Pro Tempore will take place as follows: 00 City Clerk will conduct the election for the office of Mayor. 00 Following the election, the City Clerk will turn over the gavel to the newly -elected Mayor, who will then conduct the election for the office of Mayor Pro Tempore. 3.4 Duties of Mayor and Mayor Pro Tempore The Mayor shall preside at the meetings of the Council. If he/she is absent or unable to act, the Mayor Pro Tempore shall serve until the Mayor returns oris able to act. In the absence of the Mayor and Mayor Pro Tempore, the City Clerk shall call the Council to order, whereupon a temporary Chairperson shall be elected by the members of the Council present. The Mayor meets with the City Manager, Deputy City Manager, City Attorney, and City Clerk one week prior to Council meetings to review the draft agenda. (Refer to LMC Section 2.04.070, "Presiding officer—Mayor—Mayor Pro Tempore," LMC Section 2.04.080, "Call to order—Temporary chairman," and Res. 2006-31 for additional duties of Mayor and Mayor Pro Tempore.) 3.5 Seating Order Following the Council reorganization, the City Clerk shall designate the seating order for the Council dais. 3.6 Representation at Ceremonial Functions The Mayor shall represent the Council at ceremonial functions. The Mayor may, at his/her own discretion, ask another Council Member to represent the Council at the function. Council Members shall be reimbursed for admission, meal expenses, and mileage to attend ceremonial functions, for which the Council Member was invited to represent the City, pursuant to the City of Lodi Travel and Business Expense Policy. City Council Protocol Manual Page 8 of26 3.6a Issuance of Proclamations and Certificates, Presentation of Gifts, and Public Recognition PROCLAMATIONS AND CERTIFICATES OF RECOGNITION OR APPRECIATION: All requests for proclamations and certificates are subject to approval by and prepared on behalf of the Mayor. Proclamations and certificates are signed by the Mayor, and are prepared in response to the type of recognition requested (which may include recognition of individuals, groups, and events of significance to the Lodi community). Proclamations and certificates may be presented at a City Council meeting or at an outside event or meeting. Typically, requests are honored for presentation at a Council meeting only if a local representative from the requesting agency can appear to accept the certificate. PRESENTATION OF GIFTS: Requests for plaques, gifts, or awards shall be approved by the Mayor, or by the City Council should the request be over $1,000 (refer to Res. 2000-126, 'Protocol Account Policy"). IN MEMORY OF: A meeting may be dedicated in memory of an individual at the direction of the Mayor or Member of the City Council. The announcement will be made following roll call. If the meeting is dedicated, the individual's family will be mailed a letter by the City Clerk's Office acknowledging the dedication. 4. COUNCIL ADMINISTRATION 4.1 Salaries and Benefits Council salaries are established by LMC Chapter 2.08, "City Council Salaries." Government Code Section 36516 provides specific restrictions for adjusting Council salaries. Council Members shall be entitled to certain benefits, as outlined in Resolution No. 2000-211, which was adopted on November 15, 2000. 4.2 Travel and Expense Reimbursements The Council shall establish an annual budget for conferences, meetings, training, and representation at ceremonial functions. Council Members shall attend these functions at his/her own discretion for purposes of improving hcomprehension of and proficiency in municipal affairs and/or legislative operations. The Mayor will be allocated an additional $500 per year for representation expenses. The expenses of spouses who accompany public officials in the conduct of their public duties cannot be reimbursed (75 Cal. Op. Att'y. Gen. 20 (1992)). City Council Protocol Manual Page 9 of26 4.2a City of Lodi Travel Policy (Adopted 1/5/94) Council Members shall be subject to the City of Lodi Travel Policy as adopted by the Lodi City Council on January 5, 1994. 4.2b Appointment of Delegate/Alternate to National League of Cities and League of California Cities Annual Conferences (Res. 96-138) Pursuant to Resolution No. 96-138, adopted by the Lodi City Council on September 18, 1996, the Mayor shall serve as the voting delegate and the Mayor Pro Tempore shall serve as the voting alternate for all National League of Cities and League of California Cities annual business meetings. In the event the Mayor and/or Mayor Pro Tempore does not attend the meeting, the Mayor shall make the selection of the voting alternate and/or delegate. 4.3 Protocol Account Policy (Res. 2000-126) Pursuant to Resolution No. 2000-126, adopted by the Lodi City Council on July 19, 2000, expenses used for such occasions as Council receptions and business luncheons, joint dinner meetings with various agencies and organizations, and supplies associated with Mayoral duties (e.g. plaques and awards, sympathy and congratulation tokens, etc.) would require specific City Council approval, if over $1,000. A monthly itemized report of the Protocol Account shall be provided to the City Council by the City Clerk. 4.4 Appointment of City Council Appointees (LMC Title 2) Pursuant to LMC Section 2.12.010, "Office established—Appointment— Qualifications," the office of City Manager is established, which shall be appointed by the City Council solely on the basis of his/her executive and administrative qualifications. The powers and duties of the City Manager are set forth in LMC Section 2.12.060, "Powers and duties generally." Pursuant to LMC Chapter 2.13, "City Clerk," the City Clerk shall be appointed by the City Council, which shall prescribe the qualifications, additional duties, and compensation of the City Clerk. The powers and duties of the City Clerk are further set forth in LMC Chapter 2.13, as well as those specified in California Government Code §40801 et seq. and other state and local statutes. Pursuant to LMC Chapter 2.14, "City Attorney," the City Attorney shall be appointed by the City Council and shall serve as legal counsel to the City government and all officers, departments, boards, commissions, and agencies thereof. The powers and duties of the City Attorney are further set forth in LMC Chapter 2.14, as well as those prescribed by state law and by ordinance or resolution of the City Council. City Council Protocol Manual Page 10 of26 4.5 Evaluation of City Council Appointees (Res. 2002-224) Pursuant to Resolution No. 2002-224, adopted by the Lodi City Council on November 6, 2002, the City Council shall conduct Council Appointees' evaluations annually over the course of two City Council closed session meetings. The purpose of Council Appointee evaluations is to: 1) motivate Appointees to work at their highest capacity by jointly establishing job standards and objectives, review progress toward achieving those results, and subsequently plan the Appointee's future development; 2) determine an Appointee's performance level to assist in making appraisals for merit pay increases and disciplinary actions; and 3) serve as a means of communication between City Council and the Appointee. S. COMMISSION APPOINTMENTS 5.1 Commissions City commissions (which hereinafter include standing Council - appointed boards, commissions, and committees) serve as advisory bodies to facilitate public input and citizen participation in the determination of public policies. This is accomplished by formulating recommended courses of action and policy to the City Council with whom final determination rests. The Planning Commission (LMC Chapter 2.16, "Planning Commission") has authority to make final determination in applicable circumstances (see LMC Title 17, "Zoning"). 5.2 Commission Appointments Resolution No. 2003-156, adopted by the Lodi City Council on August 20, 2003, establishes the policy regarding appointment of persons to membership on City commissions. Commission applicants, with the exception of the Greater Lodi Area Youth Commission, must be registered voters of San Joaquin County, and Site Plan and Architectural Review Commission applicants must be registered voters of the City of Lodi. Pursuant to LMC Section 2.16.010, "Established— Appointment," Planning Commission applicants must be registered voters of the City of Lodi. Applications are to be accepted by the City Clerk for 30 days and shall remain valid and on file for one year. Exception: Full-time and part-time City employees are prohibited from serving on a commission. Those seeking appointment to a commission must submit an application to the City Clerk's Office. Those commissioners whose terms have expired must submit a new application; terms are not automatically renewed. Following the close of the 30 -day application period, copies of all applications will be provided to Council Members for informational purposes, as well as to the appropriate staff liaisons. Exception: The Greater Lodi Area Youth Commission may conduct independent interviews of all applicants, providing the Mayor with a ranking of the top ten, which he/she shall use in selecting qualified candidates. City Council Protocol Manual Pagel] of26 The Mayor may request interviews or otherwise determine a selection process and shall submit recommendation(s) for appointment to the City Clerk's Office for placement on the City Council agenda for motion action. 5.3 Commission Responsibility Commissioners should respect the public and staff and shall take seriously their responsibility for reporting to the City Council. Positions taken by appointed representatives should be in alignment with the positions that the Council has taken on issues that directly impact the City of Lodi. Commissioners shall make a good faith effort to attend all scheduled meetings and will notify the City liaison if they will be absent. Each Council -appointed commission shall be designated a staff liaison who shall make certain that the commission is properly instructed on its responsibilities and performance expectations. This may include the issuance of the commission's bylaws or guidelines, as well as copies of The Brown Act and Resolution No. 2006-31, "Rules of Conduct of Meetings, Proceedings, and Business." The City Attorney may from time to time conduct Brown Act workshops for new commissioners. Commissioners may address the Council on items discussed by their respective bodies but should be limited to the chair or a representative that has been appointed by the commission. This will not take precedence over any individual's first amendment right to address the Council as an individual. 5.4 Council Contact with Commissions Members of the City Council should not attempt to influence or publicly criticize commission recommendations, or to influence or lobby individual commission members on any item under their consideration. It is important for commissions to be able to make objective recommendations to the City Council on items before them. An exception to the Brown Act allows a legislative body majority to attend an open and noticed meeting of a standing committee of the legislative body provided that the legislative body members who are not members of the standing committee attend only as observers, meaning that they cannot speak or otherwise participate in the meeting. 5.5 Ad Hoc Committees and Task Forces The City Council, through the City Manager, shall make certain that all Council -appointed ad hoc committees and task forces are properly instructed in their assigned scope of work and responsibility. The expected output of their effort shall be clearly defined. Ad hoc committees and task forces are responsible for keeping the Council informed about issues being considered and their progress. This is to be accomplished by meeting minutes distributed in the Council weekly packets. Ad hoc committees and task forces are responsible for advising the Council of any need for information or more specific instructions. Ad hoc committees and task forces shall obtain Council concurrence before they proceed in any direction different from the original instructions of the Council. City Council Protocol Manual Page 12 of26 5.6 Annual Recognition Reception Each year in August, the City Council hosts an event (coordinated by the City Clerk's Office) to recognize the efforts of current and outgoing members of Council -appointed boards, commissions, committees, and task force groups. 5.7 Council Service on Commissions Council Members are requested to serve on various commissions for outside agencies. Following a City election, at which new Council Members are elected, the newly -seated Council shall review the list of current assignments and make recommendations for appointments. Any Council Member desiring to serve on a certain commission should inform the Mayor. Council Members resigning from his/her position on a certain commission should inform the Mayor (via the City Clerk's Office) in writing. Appointments are subject to approval by a majority of Council. Council representatives to such commissions shall keep the Council informed of ongoing business through periodic updates under the "Comments by Council" segment of the regular City Council meeting agenda or other means as appropriate. 5.8 Regional Boards The role of the Council on regional boards will vary depending on the nature of the appointment. Representing interests of Lodi is appropriate on some boards; this is generally the case when other local governments have its own representation. Examples might be serving on the Northern California Power Agency and Northern San Joaquin County Groundwater Banking Authority. Other appointments, such as San Joaquin Council of Governments, are broader in nature; these boards depend on its members taking a more regional approach. The positions taken by the appointed representative are to be in alignment with the positions that the Council has taken on issues that directly impact the City of Lodi. If an issue should arise that is specific to Lodi and the Council has not taken a position, the issue should be discussed by the Council prior to taking a formal position at a regional board to assure that it is in alignment with the Council's position. 6. MEETING GUIDELINES & PROCEDURES 6.1 Attendance / Quorum Council Members acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Council Members shall make a good faith effort to attend all such meetings unless unable. Council Members will notify the City Clerk if they will be absent from a meeting. The City Clerk will then notify the City Manager, City Attorney, and all other Council Members. City Council Protocol Manual Page 13 of26 Three members of the City Council shall constitute a quorum and shall be sufficient to transact business. If less than three appear at a regular meeting, the Mayor, Mayor Pro Tempore in the absence of the Mayor, any Council Member in the absence of the Mayor and Mayor Pro Tempore, or in the absence of all Council Members, the City Clerk, or his/her designee, shall adjourn the meeting to a stated day and hour or cancel the meeting due to the lack of a quorum. Rule of Necessity: If enough Council Members are disqualified (e.g. conflict of interest) such that a quorum cannot be met the disqualified Members shall draw lots to rehabilitate a sufficient number of Council members to permit Council action. Direction from the City Attorney should be sought to determine that real conflict exists to necessitate the need to use the Rule of Necessity. 6.2 Meeting Dates and Location Whenever possible, taking into consideration the number of participants and room availability, all Council meetings noticed for action shall be scheduled in the Council Chamber at the Carnegie Forum to allow for a live cable -cast of a meeting. 6.2a Regular Meetings & Informal Informational (Shirtsleeve) Sessions Pursuant to LMC Chapter 2.04, "City Council Meetings," regular meeting dates are the first and third Wednesday of each month commencing at 7 p.m. Informal Informational (Shirtsleeve) Sessions are held every Tuesday morning at 7 a.m. 6.2b Special/Joint/Adjourned/Emergency Meetings The Brown Act sets forth specific requirements for holding adjourned, special, and emergency meetings. The City Council may from time to time hold special joint meetings with boards and commissions or outside agencies or groups. 6.3 Agenda / Council Meeting 6.3a Agenda Packet Preparation The City Manager reviews and approves all items for the Council agenda. Agenda packets are compiled, photocopied, converted electronically, posted to the Web, and distributed through the City Clerk's Office, pursuant to the "City Council Agendas, Council Communications, and Packet Policy/Procedure." Agenda packets (in CD format) shall be delivered to Council Members on the Friday prior to the Council meeting. 6.3b Placing Items on the Agenda Pursuant to LMC Section 2.04.180 "Preparation of agendas," matters may be placed on the agenda for consideration by request of 1) any member of the City Council, 2) the City Manager, 3) the City Clerk, and 4) the City Attorney. 9-a City Council Protocol Manual Page 14 of26 to heaF the FnatteF Any reasonable request by any person named in this section shall be honored, subject to the City Manager's discretion as to the preparation of accompanying staff reports. Requests from the public to place an item on the agenda are to be directed to the City Clerk's Office and shall be handled in the following manner: 00 Proclamation/Certificate - All requests for proclamations and certificates are subject to approval of the Mayor and are typically honored only if a local representative from the requesting agency can appear to accept the certificate. 00 Presentations - Most requests for presentation by civic groups and local organizations and requests for recognition of Eagle Scouts or for excellence in academics, athletics, etc. shall be honored and placed appropriately under the "Presentations" segment of the agenda. 00 Item for Discussion/Action - Requests by members of the public to place an item for discussion or action on the agenda shall be directed to the appropriate City department for proper handling. In the event it cannot be handled in this manner, the individual requesting the action should submit in writing his/her specific request. The City Clerk shall then place the matter on the agenda under "Communications." The Council shall not take action on the matter other than to either 1) direct that the matter be placed on a future agenda or 2) direct staff to research the issue and report back to Council. 6.3c Order of Agenda Items Resolution No. 2005-10, adopted by the Lodi City Council on January 11, 2005, establishes the order of business for City Council meetings. Topics anticipated to be of greatest interest to the public will be placed at the beginning of the Regular Calendar. 6.3d Agenda Posting The agenda for any regular, special, or Shirtsleeve Session meeting shall be made available to the general public. For every regular, special, or Shirtsleeve Session meeting, the City Clerk, or other authorized person, shall post the agenda, specifying the time and place at which the meeting will be held and a brief description of all items of business to be discussed at the meeting. The agenda shall be posted according to law at the following locations: City Council Protocol Manual Page 15 of26 00 Lodi City Hall - 221 W. Pine Street 00 City Clerk's Office - 221 W. Pine Street, 2nd Floor 00 Lodi Carnegie Forum* - 305 W. Pine Street 00 Lodi Public Library - 201 W. Locust Street 00 On the Internet - www.lodi.gov *NOTE: This is the official City of Lodi posting location freely accessible to the public 24 hours a day. 6.3e Americans with Disabilities Act Statement Agendas for all City Council meetings will contain a statement regarding the Americans with Disabilities Act in substantially the following language, making the City Clerk the contact for inquiries. "NOTE: All staff reports or other written documentation relating to each item of business referred to on the agenda are on file in the Office of the City Clerk and are available for public inspection. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability -related modification or accommodation contact the City Clerk's Office as soon as possible and at least 24 hours prior to the meeting date." 6.3f Limitation to Act Only on Items on the Agenda No action shall be taken by the City Council on any item not on the posted agenda, subject only to the exceptions listed below: 00 Upon a majority determination that an "emergency situation" (as defined by state law) exists; and 00 Upon determination by a 4/5 vote of the full City Council, or a unanimous vote if less than a full Council, that there is a need to take immediate action and that the need to take the action came to the attention of the City Council subsequent to posting of the agenda. 6.3g Supplemental Information ("Blue Sheet" Items) At times, it may be necessary to amend or provide new information to Council following the publication of the City Council packet. Supplemental material that revises a previously submitted item shall show new information in bold and deleted information in strikethrough. Supplemental material that adds further information to a previously submitted item (e.g. a new Council Communication or attachment) shall contain the statement "SUPPLEMENTAL INFORMATION" on the top, right-hand side of the new material. All supplemental material shall be copied on blue paper and distributed to Council Members and key staff members, in addition to the public information table, prior to the start of the meeting. City Council Protocol Manual Page 16 of26 6.3h Closed Session Closed sessions are regulated pursuant to the Brown Act. All written materials and verbal information regarding closed session items shall remain confidential. No member of the Council, employee of the City, or anyone else present shall disclose to any person the content or substance of any discussion that takes place in a closed session, unless authorized by a majority of Council. The same high standard of respect and decorum as apply to public meetings shall apply to closed sessions. There shall be courtesy, respect, and tolerance for all viewpoints and for the right of Council Members to disagree. In accordance with Resolution No. 80-101, adopted by the Lodi City Council on August 6, 1980, the City Clerk is authorized to attend all closed session meetings to record motions and actions taken by the City Council. The City Attorney, following the adjournment of a closed session, shall disclose all reportable action taken in the closed session, which shall be recorded into the record by the City Clerk. 6.3i Invocations The purpose of conducting invocations is to honor the importance of religion in the lives of Lodi citizens. Invocations are not for the purpose of fostering or establishing any religious belief, but are in recognition of the role that freedom of religion has played in the history of the country and the contribution that the faith community makes to the quality of life in Lodi. Presenters of the invocation before City Council meetings will be invited from all religious groups who have expressed an interest in participating. Invocations are to be non-sectarian and non -denominational. 6.3j Presentations Special presentations shall be scheduled as necessary in recognition of persons or groups, or for the promotion of an event or service. Requests for special presentations must be submitted to the City Clerk in writing in advance of the agenda deadline. 6.3k Consent Calendar Those items on the Council agenda that are considered to be of a routine and non -controversial nature by the City Manager shall be listed on the "Consent Calendar." These items so listed shall be approved, adopted, accepted, etc. by one motion of the Council. Council Members may comment on Consent Calendar items or ask for minor clarifications without the need for pulling the item for separate consideration. Items requiring deliberation should be pulled for separate consideration. City Council Protocol Manual Page 17 of26 6.31 Public Comments Pursuant to the Brown Act, public comment will be allowed on specific items of business on the Council agenda before or during the Council's consideration of the matter. Members of the public wishing to address Council on a closed session topic will be allowed an opportunity to do so prior to Council adjourning to closed session. Public comments will also be allowed on any item not on the agenda but within the jurisdiction of the City Council. Public comments on non - agenda items are limited to five minutes each. Individuals desiring to speak are encouraged to submit a request to speak card to the City Clerk listing their name and address. All comments and testimony shall be made from the podium through the Mayor; no comment or testimony shall be shouted from the audience. Comment and testimony are to be directed to the City Council. Dialogue between and inquiries from citizens at the podium and members of staff or the seated audience is not permitted. Inquiries which require staff response shall be referred to staff for response at a later time. The City Council cannot prohibit public criticism of policies, procedures, programs, or services of the agency or the acts or omissions of the City Council itself; however, the Brown Act provides no immunity for defamatory statements. Any person who addresses the City Council in a manner which disrupts, disturbs, or impedes the orderly conduct of the meeting may be asked to terminate his/her comment period. Continued inappropriate behavior or comments, after having been directed to discontinue, may be grounds for removal from the meeting. 6.3m Council Comments on Non -Agenda Items Individual Council Members may agenda item. Comments are purposes or to request a future intended for detailed discussion Code Section 54954.3). 6.3n Public Hearings make comments on any non - generally for informational report on a matter; it is not of an item or for action (Gov. Public hearings may be required on certain items as prescribed by the Lodi Municipal Code or by state or federal law. In addition to the public hearing procedures set forth in Resolution 2006-31, adopted by the Lodi City Council on February 15, 2006, the general procedure for public hearings is as follows: Staff presents its report. Council Members may ask questions of staff. The Mayor opens the public hearing. City Council Protocol Manual Page 18 of26 The applicant or appellant has the opportunity to present his/her comments, testimony, or arguments. Adequate time must be allotted for the applicant or appellant to present his/her case. 4. Members of the public may present their comments subject to time limits established by the Mayor. 5. The Mayor closes the public hearing after everyone wishing to speak has had the opportunity to do so. 6. Council deliberates and takes action. When the City Council acts in an adjudicatory or quasi judicial capacity, each member must (1) disclose on the record the nature and substance of any ex parte communications relating to the matter; and (2) provide interested parties full and fair opportunity to rebut or explain the information obtained from those communications. 6.3o Regular Calendar Those items on the Council agenda that are considered to require Council discussion or public input shall be listed on the "Regular Calendar." These items so listed shall be approved, adopted, accepted, etc. separately by the Council. 6.3p Ordinances Ordinances involve a command or prohibition and have the force of law in the city for which an ordinance is adopted. An ordinance generally prescribes some permanent rule of conduct or government that remains in force until the ordinance is repealed. With the exception of urgency ordinances, no ordinance may be passed within five days of its introduction. Two readings are therefore required—one to introduce (on the Regular Calendar) and a second to adopt the ordinance (under Ordinances). Ordinances may only be passed at a Regular meeting or at an Adjourned (i.e. continued) Regular meeting; except for urgency ordinances, ordinances may not be passed at a Special meeting. Unless otherwise stated, an ordinance shall take effect 30 days following the date of adoption. 6.3q Resolutions A resolution expresses City Council policy or directs certain types of administrative action and may be changed by a subsequent resolution. Resolutions are effective on the date of adoption. City Council Protocol Manual Page 19 of26 6.3r Minute Motion A minute motion is the most informal official action taken by the City Council. It ordinarily is used to indicate majority approval of a procedural action, such as accepting grant deeds, approving plans and specifications and agreements, or otherwise authorizing disposition of an agenda item. 6.3s Agency Meetings (LPIC, IDA, LFC, RDA) The City Council, which also sits as members of the Lodi Public Improvement Committee (LPIC), Improvement Development Authority (IDA), Lodi Financing Committee (LFC), and the Redevelopment Agency (RDA), shall meet annually at the second meeting in December to elect new officers. Typically, the Mayor shall serve as Chairperson or President and the Mayor Pro Tempore shall serve as the Vice Chairperson or Vice President. The RDA members are entitled to compensation of $30 per meeting up to four meetings per month; however, they may vote to waive the compensation. 6.3t Council Communications / Staff Reports Each City Council agenda item shall have a coordinating staff report (Council Communication) prepared by the originating department. Council Communications are written specifically for the purpose of communicating information necessary for policy and decision-making and shall include an abbreviated history, the overall intent and need for the requested action, and its impact or affect on the community, services, and programs of the City. 6.3u Submitted Materials at Meetings are Public Record Any written correspondence or other materials, when distributed to all, or a majority of all, of the members of the City Council by any person in connection with a matter subject to discussion or consideration at a public meeting, are disclosable public records under the California Public Records Act and shall be made available upon request without delay. Writings that are public records and that are distributed during a public meeting shall be made available for public inspection at the meeting if prepared by City staff or a member of the City Council, or after the meeting if prepared by some other person. All writings referenced herein shall be provided to and documented with a received/filed date by the City Clerk. City Council Protocol Manual Page 20 of26 6.3v Electronic Mail Communications, Prohibited during Meetings Use of the Internet and e-mail is prohibited by Council Members during City Council meetings. The purpose of this is: 1) to ensure that no violations of the Brown Act occur and 2) to allow for proper management of communications during meetings so that City business can be conducted in an efficient and orderly manner. E-mail communication sent to the City Council related to an item on an agenda will be received in the City Clerk's Office up to the close of business (5 p.m.) on the date of the meeting and will be provided to Council Members via "blue sheet." Such communications will be handled in accordance with California Government Code Section 54957.5. 6.3w Minutes The City Clerk, or his/her designee, shall attend and prepare comprehensive summary minutes of all public meetings of the City Council. Minutes ready for Council approval shall be placed on the regular City Council meeting agenda and included in the Council packet. Pursuant to LMC Section 2.04.110, "Reading and approval of minutes," any Council Member can request a correction or amendment to the minutes, subject to verification by the City Clerk. It is suggested that Council Members contact the City Clerk no later than Tuesday before the regular meeting, which will allow the Clerk time to review the audio tape to ensure that the requested amendment was verbalized at the meeting, and if so, make the change to the minutes and present the amended minutes to Council on the day of the meeting for approval. 6.4 Rules of Conduct 6.4a Discussion Rules The Mayor or presiding officer has the responsibility to control the debate and the order of speakers pursuant to the rules for conduct of meetings, proceedings, and business as set forth in Resolution No. 2006-31. 6.4b Council Comments (Related to Items on the Agenda) Council Members shall limit their comments to the subject matter, item, or motion being currently considered by the Council. City Council Protocol Manual Page 21 of26 6.4c Speaker Time Limits Members of the public speaking on non -agenda items shall be limited to five minutes. Where the Council determines that the existence of unusual or controversial issues exists, that the large number of speakers wishing to address the Council so justifies, or that other considerations make modification appropriate, the Mayor may limit the amount of time to be afforded each speaker. 6.4d Council Questions of Speakers Council Members who wish to ask questions of speakers may do so, but only after being recognized by the Mayor. Members of Council shall not engage in debate with a member of the public at Council meetings. 6.5 Decorum 6.5a Council Members / Council Appointees Resolution No. 2004-115, adopted by the Lodi City Council on June 2, 2004, establishes the code of ethics and values to be followed by City Council Members and City Council Appointees (i.e. City Manager, City Attorney, and City Clerk). Members of the City Council and Council Appointees value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Council Members and Appointees shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the City Council. At all times, Council Members in the minority on an issue shall respect the decision and authority of the majority. 6.5b City employees Members of the City staff are expected to observe the same rules of order and decorum applicable to the City Council. City staff shall act at all times in a business professional manner toward Council Members and members of the public. 6.5c Public Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. 6.5d Noise in the Chamber Noise emanating from the audience within the Council Chamber or lobby area, which disrupts City Council meetings, shall not be permitted. City Council Protocol Manual Page 22 of26 6.6 Use of Council Chamber As set forth in the City of Lodi Administrative Policy and Procedure Manual, the following are authorized uses of the spaces in the Carnegie Forum. 1. All meetings of the City Council. 2. All meetings of City boards and commissions when such boards and commissions are staffed by a City liaison person. 3. Meetings called by a Council Member(s) to discuss City business with constituents and others. 4. Department Head and other City staff meetings. 5. City employee training sessions. 6. General meetings of City employees for the purpose of disseminating job-related information. 7. Professional meetings hosted/conducted by City staff. 8. City -sponsored community awareness programs. Exceptions to this policy may be made only on the authority of the City Council. The Council Chamber cannot be used as a location for taking campaign photos. All requests for use of Carnegie Forum spaces shall be made through the Secretary to the City Manager. 7. COMMUNICATIONS 7.1 Processing and Delivering of City Council Mail by City Clerk's Office Upon authorization of the City Council Member, the City Clerk shall open all mail addressed to the Mayor and City Council Members, with the exception of those marked "Personal" or "Confidential." Communication Addressed to the "City Council" All correspondence addressed to the "City Council" is treated as public information. A copy is made for each member of the City Council, City Manager, City Attorney, and all other affected departments for information, referral, or handling. The original document is retained in the City Clerk's Office file. Communication Addressed to the "Mayor" Commonly, the sender's intent when addressing communication to the "Mayor" is merely to forward it to the head of the city governing body, and consequently, this type of correspondence is often handled in the same manner as communication addressed to the "City Council." Handling of the Mayor's mail is, however, at the discretion of the individual serving in this capacity, which is ascertained each year following the reorganization of the City Council. Communication Addressed to Individual Council Members Communication addressed specifically to individual City Council Members is treated as personal mail and is only opened by the City Clerk's Office if express authorization to do so was given by the City Council Protocol Manual Page 23 of26 Council Member. No copies are made or distributed. Should a response be needed, it is up to the individual Council Member to whom the correspondence was addressed, as is forwarding the information to affected departments if appropriate. 7.2 Council Calendar An Annual Calendar List of Events shall be prepared by the City Clerk's Office, which includes City -related events, functions, meetings, and annual conferences. A weekly calendar is also prepared by the City Clerk and distributed to each Council Member, Administrative staff, and the press for informational purposes. It shall be the responsibility of the Council Members to notify the City Clerk of their attendance at an event, for which the City Clerk will handle the arrangements. 7.3 Citizen Complaint Process All complaints directed to the Mayff of City Council through the City Clerk's Office will be copied to the City Manager's Office fGF tFaelEmAg PUFpeses, well as to the Gity Attffney and all and other affected departments. A reply confirming receipt of the communication, and notifying the sender who the communication has been forwarded to, will be sent by the City Clerk's Office within 24 hours. -- -OWN - -- - --- - -- - - - -- - - - - -- - -- 7.4 Use of City Letterhead or City Seal All Council Member correspondence written on City resources, i.e. letterhead, staff support, postage, etc., will reflect the position of the full Council, not individual Council Members' positions. All Council Member correspondence using City resources shall be copied to the full Council. The City Clerk is the custodian of the Official City Seal pursuant to Lodi Municipal Code 2.13.010. The City Seal shall not be altered and is to be used only on official City documents. 7.5 Communications with Staff Pursuant to LMC Section 2.12.070, "Council to Deal Exclusively through City Manager," the City Council and its members, except for the purpose of inquiry, shall deal with administrative services solely through the City Manager, and neither the City Council nor any member thereof shall give orders to any of the subordinates of the City Manager. A Council Member shall not direct staff to initiate any action, change a course of action, or prepare any report that is significant in nature, nor shall a Council Member initiate any project or study without the approval of a majority of Council. Exception: Pursuant to LMC Title 2.13 and 2.14, the City Attorney and City Clerk are appointed by the City Council and shall report his/her advice, recommendations, and requests directly to the City Council. City Council Protocol Manual Page 24 of26 In regard to an agenda item question, Council Members are encouraged to contact staff members to ask questions for clarification prior to the meeting, at which the subject will be discussed. 7.6 Complaints Regarding Performance of Staff Any concerns by a member of Council over the behavior or work of a City employee should be directed to the City Manager privately to ensure the concern is resolved. Council Members shall not reprimand employees directly, nor shall they communicate their concerns to anyone other than the City Manager. 7.7 Handling of Litigation / Confidential Information Council Members shall keep all written materials and verbal information provided to them on matters that are confidential under state law in complete confidence to ensure that the City's position is not compromised. No disclosure or mention of information in these materials shall be made to anyone other than Council Members, the City Attorney, or City Manager. 7.8 Representing Majority vs. Individual Opinion A person elected to the City Council plays two roles: a member of a body elected to represent the City in its entirety and a private resident of the City. The second role is not relinquished when the first role is assumed. It is important to distinguish between the two roles at all times and to conduct business in one role separately from the other. The elected Council Member retains the right to speak as an individual, not as a member of the City Council, but must make it very clear that he/she speaks on his/her own behalf and not as a member of the City Council. This is because when the Council acts, it acts as a whole, not as a group of individuals. If a member of the City Council appears before another governmental agency or organization to give a statement on an issue affecting the City, the Council Member should first indicate the majority position and opinion of the Council. Personal opinions and comments may be expressed only if the Council Member clarifies that these statements do not represent the position of the City Council. S. CONFLICT OF INTEREST / ECONOMIC DISCLOSURE REQUIREMENTS FOR PUBLIC OFFICIALS 8.1 Conflict of Interest The Political Reform Act (Government Code, Title 9, Sections 81000- 91015) controls conflict of interest through disclosure and prohibition of participation in decisions, which are actual conflicts of interest. Specifically, it requires City Council Members and other public officials to annually disclose all financial interests that may be affected by decisions made in their official capacity; this includes interests such as City Council Protocol Manual Page 25 of26 investments, real property, and income. Council Members must also disqualify themselves from making or participating in making or influencing any governmental decision that will have a foreseeable material financial affect on any economic interest of the Council Member or certain family members. The Political Reform Act requires state and local government agencies to adopt and promulgate conflict of interest codes, which shall be reviewed bi-annually on even -numbered years. On December 1, 2004, the Lodi City Council adopted Resolution No. 2004-268 amending the City of Lodi's Conflict of Interest Code. 8.2 Statements of Economic Interest A financial disclosure form (Statement of Economic Interest) must be filed with the City Clerk no later than April 1 of each year for financial interests pertaining to the preceding calendar year. Newly -elected Council Members must file a statement within 30 days of officially assuming office. Certain commission members and City employees are also subject to this disclosure requirement. 8.3 Make and Participate in Making a Decision An official makes a decision when the official votes on a matter, appoints a person, obligates or commits the City to any course of action, or enters into any contract on behalf of the City. Pursuant to LMC 2.04.140, Voting," all members of the Council, when present, must vote. If a member of the Council states that he/she is not voting, his/her silence shall be recorded as an affirmative vote unless, however, the Council Member abstains from voting by reason of his/her interest in the matter before the Council and that reason is stated at the meeting. An official participates in making a decision when the official negotiates on behalf of the City without significant substantive review, or advises or makes recommendations to the decision maker, either directly or without significant intervening substantive review. ,8-4 Exceptions: Making or participating in the ma king of a decision does not include ministerial, secretarial, manual or clerical actions, appearances by the official as a member of the general public before any body of the City in the course of its prescribed governmental function to represent himself/herself on matters related solely to his/her personal interest. 8.4 Provision of Advice from City Attorney regarding Conflict of Interest Any official who is uncertain as to whether he/she may have a conflict of interest shall seek clarification from the City Attorney; however, the official must understand that the City Attorney may not keep the consultation confidential from the full Council, and the City Attorney's City Council Protocol Manual Page 26 of26 opinion is not a defense to a Fair Political Practices Commission (FPPC) enforcement action. When in doubt, the City Attorney can request a formal opinion from the FPPC if the request is made at least four weeks in advance. 8.6 Using Official Position to Influence Council Members shall not attempt to coerce or influence any member, officer, official, consultant, or commission member of the City in the awarding of contracts, the selection of consultants, the processing of development applications, or the granting of City licenses or permits. The Council shall not attempt to change or interfere with the operating policies and practices of any City department. RESOLUTION NO. 2006-45 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE CITY COUNCIL PROTOCOL MANUAL WHEREAS, the purpose of the City Council Protocol Manual is to provide guidelines and references in one location regarding relevant statutory requirements and regulations governing responsibilities of the Council. BE IT RESOLVEDthat the Lodi City Council does hereby approve the City Council Protocol Manual, as shown on Exhibit A attached hereto; and BE IT FURTHER RESOLVED that said Manual may be amended administratively by the City Clerk's Office in order to remain current with federal, state, and local law. Dated: March 15, 2006 I hereby certify that Resolution No. 2006-45 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 15, 2006, by the following vote: AYES: COUNCIL MEMBERS— Beckman, Hansen, Johnson, and Mounce NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS — Mayor Hitchcock ABSTAIN: COUNCIL MEMBERS— None SUSAN J. BLACKSTON City Clerk 2006-45 1EXH16iT R City of Lodi CITY COUNCIL PROTOCOL MANUAL Adopted by the Lodi City Council March 15, 2006 Prepared by: Office of the City Clerk City of Lodi 221 W. Pine Street P.O. Box 3006 Lodi, CA 95241-1910 City Council Protocol Manual Pave 2 of26 1. PURPOSE 2. STATUTORY REQUIREMENTS/ REGULATIONS 2.1 The Brown Act 2.2 Political Reform Act 2.3 Lodi Municipal Code (LMC) 2.4 LMC Chapter 2.04 Relating to Council Meetings 2.5 Rules of Conduct of Meetings, Proceedings, and Business (Res. 2006-31) 2.6 City of Lodi Administrative Policy Manual 2.7 Code of Ethics &Values (Res. 2004-115) 3. COUNCIL ORGANIZATION 3.1 Newly -Elected Members 3.2 Reorganization 3.3 Selection of Mayor and Mayor Pro Tempore 3.4 Duties of Mayor and Mayor Pro Tempore 3.5 Seating Order 3.6 Representation at Ceremonial Functions 3.6a Issuance of Proclamations and Certificates, Presentation of Gifts, and Public Recognition 4. COUNCIL ADM INISTRATION 4.1 Salaries and Benefits 4.2 Travel and Expense Reimbursements 4.2a City of Lodi Travel Policy (Adopted 1/5/94) 4.215 Appointment of Delegate/Alternate to National League of Cities and League of California Cities Annual Conferences (Res. 96-138) 4.3 Protocol Account Policy (Res. 2000-126) 4.4 Appointment of City Council Appointees (LMC Title 2) 4.5 Evaivation of City Council Appointees (Res. 2002-224) 5. COMMISSIONS 5.1 Commissions 5.2 Commission Appointments 5.3 Commission Responsibility 5.4 Council Contact with Commissions 5.5 Ad Hoc Committees and Task Forces 5.6 Annual Recognition Reception 5.7 Council Service on Commissions 5.8 Regional Boards City Council Protocol Manual Pope 3 of 26 6. MEETING GUIDELINES & PROCEDURES 6.1 Attendance / Quorum 6.2 Meeting Dates and Location 6.2a Regular Meetings& Informal Informational (Shirtsleeve) Sessions 6.215 Special/Joint/Adjourned/Emergency Meetings 6.3 Agenda / Council Meeting 6.3a Agenda Packet Preparation 6.3b Placing Items on the Agenda 6.3c Order of Agenda Items 6.3d Agenda Posting 6.3e Americans with Disabilities Act Statement 6.3f Limitation to Act Only on Items on the Agenda 6.3g Supplemental Information ("Blue Sheet" Items) 6.3h Closed Session 6.3i Invocations 6.3j Presentations 6.3k Consent Calendar 6.31 Public Comments 6.3m Council Comments on Non -Agenda Items 6.3n Public Hearings 6.30 Regular Calendar 6.3p Ordinances 6.3q Resolutions 6.3r Minute Motion 6.3s Agency Meetings (LPIC, IDA, LFC, RDA) 6.3t Council Communications/ Staff Reports 6.3u Submitted Materials at Meetings are Public Record 6.3v Electronic Mail Communications, Prohibited during Meetings 6.3w Minutes 6.4 Rules of Conduct 6.4a Discussion Rules 6,4b Council Comments (Related to Items on the Agenda) 6.4c Speaker Time Limits 6.4d Council Questions of Speakers 6.5 Decorum 6.5a Council Members/ Council Appointees 6.5b City Employees 6.5c Public 6.5d Noise in the Chamber 6.6 Use of Council Chamber City Council Protocol Manual Page 4 of 26 7. COMMUNICATIONS 7.1 Processing and Delivering of City Council Mail by City Clerk's Office 7.2 Council Calendar 7.3 Citizen Complaint Process 7.4 Use of City Letterhead or City Seal 7.5 Communications with Staff 7.6 Complaints Regarding Performance of Staff 7.7 Handling of Litigation / Confidential Information 7.8 Representing Majority vs. Individual Opinion 8. CONFLICT OF INTEREST / ECONOMIC DISCLOSURE REQUIREMENTS FOR PUBLIC OFFICIALS 8.1 Conflict of Interest 8.2 Statements of Economic Interest 8.3 Make and Participate in Making a Decision 8.4 Provision of Advice from City Attorney regarding Conflict of Interest 8.5 Using Official Position to Influence City Council Protocol Manual Page 5 of 26 1_ PURPOSE The purpose of establishing the City Council Protocol Manual is to provide guidelines for the City Council to conduct its business in an orderly, consistent, and fair manner. The protocols set forth herein are not intended to limit the inherent power and general iegai authority of the City Council. Any of the protocols herein may be waived by a majority vote of the Council Members when it is deemed that there is good cause to do so based upon the particular facts and circumstances. The protocols shall be amended by a majority vote of the Council Members and may be amended administratively by the City Clerk's Office in order to remain current with federal, state, and local law. 2. STATUTORY REQUIREMENTS/REGULATIONS Certain state laws and other established regulations exist, which govern various responsibilities of the City Council. This protocol manual is not intended to duplicate, fully articulate all requirements, or repeal any existing statutes or regulations. City Council Members are responsible for becoming familiar with these statutes and regulations. 2.1 The Brown Act The Ralph M. Brown Act provides that all meetings of a legislative body, whether meetings of the City Council or its appointed commissions and committees, shall be open and public and all persons shall be permitted to attend. Notices of such meetings must be made 72 hours prior to the meeting (or 24 hours in the case of a special meeting). A "meeting" takes place whenever a quorum is present and subject matter related to the City business is heard, discussed, or deliberated upon. 2.2 Political Reform Act The Political Reform Act states that public officials shall perform their duties in an impartial manner, free from bias caused by their own financial interests or the financial interests of persons who have supported them. The Political Reform Act establishes regulations regarding conflicts of interests and campaign receipts and expenditures. 2.3 Lodi Municipal Code (LMC) The Lodi Municipal Code consists of those codified ordinances of general municipal regulations and laws of the City of Lodi. City Council Protocol Manual Page 6 of 26 2.4 LMC Chapter 2.04 Relating to Council Meetings LMC Chapter 2.04, "City Council Meetings," sets forth the Regular Meeting and Shirtsleeve Session dates, times, and location and further establishes rules for the conduct of City Council meetings. (Attached as Exhibit A) 2.5 Rules of Conduct of Meetings, Proceedings, and Business (Res. 2006-31) Resolution No. 2006-31, adopted by the Lodi City Council on February 15, 2006, establishes rules for the conduct of City Council meetings, proceedings, and business. (Attached as Exhibit B) 2.6 City of Lodi Administrative Policy Manual The Administrative Policy Manual consolidates all administrative policies and procedures of a general or inter -departmental nature into one document. Administrative regulations meet the following criteria: 1) are directed toward an ongoing City process or procedure; 2) are limited to one major subject area; and 3) are applicable to more than one City department. Administrative regulations are issued from the City Manager's Office. 2.7 Code of Ethics &Values (Res. 2004-115) Resolution No. 2004-115, adopted by the Lodi City Council on June 2, 2004, sets forth the code of ethics and values for Lodi City Council Members and City Council appointees. The proper operation of democratic government requires that decision - makers be independent, impartial, and accountable to the people they serve. The City of Lodi has adopted this code of ethics and values to promote and maintain the highest standards of personal professional conduct in the City's government. (Attached as Exhibit C) 3. COUNCIL ORGANIZATION 3.1 Newly -Elected Members Newly -elected Council Members are sworn into office generally at the first regular Council meeting in December following a regular municipal election. Immediately upon election (even before being sworn into office), newly -elected Council Members are subject to the provisions of the Brown Act. Newly -elected Council Members shall not be allowed to attend closed sessions before being sworn into office. 3.2 Reorganization Pursuant to Lodi Municipal Code Section 2.04.070, "Presiding officer-- Mayor—Mayor Pro Tempore," the reorganization of the Council shall occur annually at the first regular Council meeting in December by electing a Mayor and Mayor Pro Tempore. City Council Protocol Manual Page 7 of 26 A community reception honoring the incoming Mayor, outgoing Mayor, and Council Members is traditionally held immediately following the reorganizational meeting. 3.3 Selection of Mayor and Mayor Pro Tempore The term of office for the Mayor and Mayor Pro Tempore shall be one year. A majority vote of the Council is necessary to designate a Mayor and Mayor Pro Tempore. The election of the Mayor and Mayor Pro Tempore will take place as follows: City Clerk will conduct the election for the office of Mayor. Following the election, the City Clerk will turn over the gavel to the newly -elected Mayor, who will then conduct the election for the office of Mayor Pro Tempore. 3.4 Duties of Mayor and Mayor Pro Tempore The Mayor shall preside at the meetings of the Council; If he/she is absent or unable to act, the Mayor Pro Tempore shall serve until the Mayor returns or is able to act. In the absence of the Mayor and Mayor Pro Tempore, the City Clerk shall call the Council to order, whereupon a temporary Chairperson shall be elected by the members of the Council present. The Mayor meets with the City Manager, Deputy City Manager, City Attorney, and City Clerk one week prior to Council meetings to review the draft agenda. (Refer to LMC Section 1.04.070, 'Presiding officer—Mayor—Mayor Pro Tempore, " LMC Section 2.04.080, "Call to order—Temporary chairman, " and Res. 2006-31 for additional duties of Mayor and Mayor Pro Tempore.) 3.5 Seating Order Following the Council reorganization, the City Clerk shall designate the seating order for the Council dais. 3.6 Representation at Ceremonial Functions The Mayor shall represent the Council at ceremonial functions. The Mayor may, at his/her own discretion, ask another Council Member to represent the Council at the Function. Council Members shall be reimbursed for admission, meal expenses, and mileage to attend ceremonial functions, for which the Council Member was invited to represent the City, pursuant to the City of Lodi Travel and Business Expense Policy. City Council Protocol Manual Page 8 oi26 3.6a Issuance of Proclamations and Certificates, Presentation of Gifts, and Public Recognition PROCLAMATIONS AND CERTIFICATES OF RECOGNITION OR APPRECIATION: All requests for proclamations and certificates are subject to approval by and prepared on behalf of the Mayor. Proclamations and certificates are signed by the Mayor, and are prepared in response to the type of recognition requested (which may include recognition of individuals, groups, and events of significance to the Lodi community). Proclamations and certificates may be presented at a City Council meeting or at an outside event or meeting. Typically, requests are honored for presentation at a Council meeting only if a local representative from the requesting agency can appear to accept the certificate. PRESENTATION OF GIFTS: Requests for plaques, gifts, awards, or other Protocol Account expenses shall be approved by the Mayor, or by the City Council should the amount be over $1,000 (refer to Res. 2000-126, "Protocol Account Policy"). I N MEMORY OF: A meeting may be dedicated in memory of an individual at the direction of the Mayor or Member of the City Council. The announcement will be made following roll call. If the meeting is dedicated, the individual's family will be mailed a letter by the City Clerk's Office acknowledging the dedication. 4. COUNCIL ADMINISTRATION 4.1 Salaries and Benefits Council salaries are established by LMC Chapter 2.08, "City Council Salaries." Government Code Section 36516 provides specific restrictions for adjusting Council salaries. Council Members shall be entitled to certain benefits, as outlined in Resolution No. 2000-211, which was adopted on November 15, 2000. 4.2 Travel and Expense Reimbursements The Council shall establish an annual budget for conferences, meetings, training, and representation at ceremonial functions. Council Members shall attend these functions at his/her own discretion for purposes of improving comprehension of and proficiency in municipal affairs and/or legislative operations. The Mayor will be allocated an additional $500 per year for representation expenses. The expenses of spouses who accompany public officials in the conduct of their public duties cannot be reimbursed (75 Cal. Op. Att'y. Gen. 20 (1992)). City Council Protocol Manual Pyle 9 of 26 4.2a City of Lodi Travel Policy (Adopted 1/5/94) Council Members shall be subject to the City of Lodi Travel Policy as adopted by the Lodi City Council on January 5, 1994. 4.2b Appointment of Delegate/Alternate to National League of Cities and League of California Cities Annual Conferences (Res. 96-138) Pursuant to Resolution No. 96-138, adopted by the Lodi City Council on September 18, 1996, the Mayor shall serve as the voting delegate and the Mayor Pro Tempore shall serve as the voting alternate for all National League of Cities and League of California Cities annual business meetings. In the event the Mayor and/or Mayor Pro Tempore does not attend the meeting, the Mayor shall make the selection of the voting alternate and/or delegate. 4.3 Protocol Account Policy (Res. 2000-126) Pursuant to Resolution No. 2000-126, adopted by the Lodi City Council on July 19, 2000, expenses used for such occasions as Council receptions and business luncheons, joint dinner meetings with various agencies and organizations, and supplies associated with Mayoral duties (e.g. plaques and awards, sympathy and congratulation tokens, etc.) would require specific City Council approval, if over $1,000. A monthly itemized report of the Protocol Account shall be provided to the City Council by the City Clerk. 4.4 Appointment of City Council Appointees (LMC Title 2) Pursuant to LMC Section 2.12.010, "Office established—Appointment— Qualifications," the office of City Manager is established, which shall be appointed by the City Council solely on the basis of his/her executive and administrative qualifications. The powers and duties of the City Manager are set forth in LMC Section 2.12.060, "Powers and duties generally." Pursuant to LMC Chapter 2.13, "City Clerk," the City Clerk shall be appointed by the City Council, which shall prescribe the qualifications, additional duties, and compensation of the City Clerk. The powers and duties of the City Clerk are further set forth in LMC Chapter 2.13, as well as those specified in California Government Code §40801 et seq. and other state and local statutes. Pursuant to LMC Chapter 2.14, 'City Attorney," the City Attorney shall be appointed by the City Council and shall serve as legal counsel to the City government and all officers, departments, boards, commissions, and agencies thereof. The powers and duties of the City Attorney are further set forth in LMC Chapter 2.14, as well as those prescribed by state law and by ordinance or resolution of the City Council. City Council Protocol Manual Pate 10 026 4.5 Evaluation of City Council Appointees (Res. 2002-224) Pursuantto Resolution No. 2002-224, adopted by the Lodi City Council on November 6, 2002, the City Council shall conduct Council Appointees' evaluations annually over the course of two City Council closed session meetings. The purpose of Council Appointee evaluations is to: 1) motivate Appointees to work at their highest capacity by jointly establishing job standards and objectives, review progress toward achieving those results, and subsequently plan the Appointee's future development; 2) determine an Appointee's performance level to assist in making appraisals for merit pay increases and disciplinary actions; and 3) serve as a means of communication between City Council and the Appointee. 5. COMMISSION APPOINTMENTS 5.1 Commissions City commissions (which hereinafter include standing Council - appointed boards, commissions, and committees) serve as advisory bodies to facilitate public input and citizen participation in the determination of public policies. This is accomplished by formulating recommended courses of action and policy to the City Council with whom final determination rests. The Planning Commission (LMC Chapter 2.16, 'Planning Commission") has authority to make final determination in applicable circumstances (see LMC Title 17, "Zoning"). 5.2 Commission Appointments Resolution No. 2003-156, adopted by the Lodi City Council on August 20, 2003, establishes the policy regarding appointment of persons to membership on City commissions. Commission applicants, with the exception of the Greater Lodi Area Youth Commission, must be registered voters of San loaquin County, and Site Plan and Architectural Review Commission applicants must be registered voters of the City of Lodi. Pursuant to LMC Section 2.16.010, -Established— Appointment," Planning Commission applicants must be registered voters of the City of Lodi. Applications are to be accepted by the City Clerk for 30 days and shall remain valid and on file for one year. Ergptip[): Full-time and part-time City employees are prohibited from serving on a commission. Those seeking appointment to a commission must submit an application to the City Clerk's Office. Those commissioners whose terms have expired must submit a new application; terms are not automatically renewed. Following the close of the 30 -day application period, copies of all applications will be provided to Council Members for informational purposes, as well as to the appropriate staff liaisons. City Council Protocol Manual Pune II of26 Exception: The Greater Lodi Area Youth Commission may conduct independent interviews of all applicants, providing the Mayor with a ranking of the top ten, which he/she shall use in selecting qualified candidates. The Mayor may request interviews or otherwise determine a selection process and shall submit recommendation(s) for appointment to the City Clerk's Office for placement on the City Council agenda for motion action. 5.3 Commission Responsibility Commissioners should respect the public and staff and shall take seriously their responsibility for reporting to the City Council. Positions taken by appointed representatives should be in alignment with the positions that the Council has taken on issues that directly impact the City of Lodi. Commissioners shall make a good faith effort to attend all scheduled meetings and will notify the City liaison if they will be absent. Each Council -appointed commission shall be designated a staff liaison who shall make certain that the commission is properly instructed on its responsibilities and performance expectations. This may include the issuance of the commission's bylaws or guidelines, as well as copies of The Brown Act and Resolution No. 2006-31, 'Rules of Conduct of Meetings, Proceedings, and Business." The City Attorney may from time to time conduct Brown Act workshops for new commissioners. Commissioners may address the Council on items discussed by their respective bodies but should be limited to the chair or a representative that has been appointed by the commission. This will not take precedence over any individual's first amendment right to address the Council as an individual. 5.4 Council Contact with Commissions Members of the City Council should not attempt to influence or publicly criticize commission recommendations, or to influence or lobby individual commission members on any item under their consideration. It is important for commissions to be able to make objective recommendations to the City Council on items before them. An exception to the Brown Act allows a legislative body majority to attend an open and noticed meeting of a standing committee of the legislative body provided that the legislative body members who are not members of the standing committee attend only as observers, meaning that they cannot speak or otherwise participate in the meeting. 5.5 Ad Hoc Committees and Task Forces The City Council, through the City Manager, shall make certain that all Council -appointed ad hoc committees and task forces are properly instructed in their assigned scope of work and responsibility. The City Council Protocol Manua! Page 12 of26 expected output of their effort shall be clearly defined. Ad hoc committees and task forces are responsible for keeping the Council informed about issues being considered and their progress. This is to be accomplished by meeting minutes distributed in the Council weekly packets. Ad hoc Committees and task forces are responsible for advising the Council of any need for information or more specific instructions. Ad hoc committees and task forces shall obtain Council concurrence before they proceed in any direction different from the original instructions of the Council. 5.6 Annual Recognition Reception Each year in August, the City Council hosts an event (coordinated by the City Clerk's Office) to recognize the efforts of current and outgoing members of Council -appointed boards, commissions, committees, and task force groups. 5.7 Council Service on Commissions Council Members are requested to serve on various commissions for outside agencies. Following a City election, at which new Council Members are elected, the newly -seated Council shall review the list of current assignments and make recommendations for appointments. Any Council Member desiring to serve on a certain commission should inform the Mayor. Council Members resigning from his/her position on a certain commission should inform the Mayor (via the City Clerk's Office) in writing. Appointments are subject to approval by a majority of Council. Council representatives to such commissions shall keep the Council informed of ongoing business through periodic updates under the "Comments by Council" segment of the regular City Council meeting agenda or other means as appropriate. 5.8 Regional Boards The role of the Council on regional boards will vary depending on the nature of the appointment. Representing interests of Lodi is appropriate on some boards; this is generally the case when other local governments have its own representation. Examples might be serving on the Northern California Power Agency and Northern San Joaquin County Groundwater Banking Authority. Other appointments, such as San Joaquin Council of Governments, are broader in nature; these boards depend on its members taking a more regional approach. The positions taken by the appointed representative are to be in alignment with the positions that the Council has taken on issues that directly impact the City of Lodi. I f an issue should arise that is specific to Lodi and the Council has not taken a position, the issue should be discussed by the Council prior to taking a formal position at a regional board to assure that it is in alignment with the Council's position. City Council Protocol Manual hwe 13 of26 6. MEETING GUIDELINES & PROCEDURES 6.1 Attendance / Quorum Council Members acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Council Members shall make a good faith effort to attend all such meetings unless unable. Council Members will notify the City Clerk if they will be absent from a meeting. The City Clerk will then notify the City Manager, City Attorney, and all other Council Members. Three members of the City Council shall constitute a quorum and shall be sufficient to transact business. If less than three appear at a regular meeting, the Mayor, Mayor Pro Tempore in the absence of the Mayor, any Council Member in the absence of the Mayor and Mayor Pro Tempore, or in the absence of all Council Members, the City Clerk, or his/her designee, shall adjourn the meeting to a stated day and hour or cancel the meeting due to the lack of a quorum. Rule of Necessity: If enough Council Members are disqualified (e.g. conflict of interest) such that a quorum cannot be met the disqualified Members shall draw lots to rehabilitate a sufficient number of Council members to permit Council action. Direction from the City Attorney should be sought to determine that real conflict exists to necessitate the need to use the Rule of Necessity. 6.2 Meeting Dates and Location Whenever possible, taking into consideration the number of participants and room availability, all Council meetings noticed for action shall be scheduled in the Council Chamber at the Carnegie Forum to allow for a live cable -cast of the meeting. 6.22 Regular Meetings& Informal Informational (Shirtsleeve) Sessions Pursuant to LMC Chapter 2.04, "City Council Meetings," regular meeting dates are the first and third Wednesday of each month commencing at 7:04 p.m. Informal Informational (Shirtsleeve) Sessions are held every Tuesday morning at 7:00 a.m. 6.2b Special/Joint/Adjourned/Emergency Meetings The Brown Act sets forth specific requirements for holding adjourned, special, and emergency meetings. The City Council may from time to time hold special joint meetings with boards and commissions or outside agencies or groups. City Council Protocol Manual Page 14 of26 6.3 Agenda/ Council Meeting 6.3a Agenda Packet Preparation The City Manager reviews and approves all items for the Council agenda. Agenda packets are compiled, photocopied, converted electronically, posted to the Web, and distributed through the City Clerk's Office, pursuant to the 'City Council Agendas, Council Communications, and Packet Policy/Procedure." Agenda packets (in CD format) shall be delivered to Council Members on the Friday prior to the Council meeting. 6.3b Placing Items on the Agenda Pursuant to LMC Section 2.04.180 "Preparation of agendas," matters may be placed on the agenda for consideration by request of 1) any member of the City Council, 2) the City Manager, 3) the City Clerk, and 4) the City Attorney. Any reasonable request by any person named in this section shall be honored, subject to the City Manager's discretion as to the preparation of accompanying staff reports. Requests from the public to place an item on the agenda are to be directed to the City Clerk's Office and shall be handied in the following manner: • Proclarnation/Certificate - All requests for proclamations and certificates are subject to approval of the Mayor and are typically honored only if a local representative from the requesting agency can appear to accept the certificate. • Presentations - Most requests for presentation by civic groups and local organizations and requests for recognition of Eagle Scouts or for excellence in academics, athletics, etc. shall be honored and placed appropriately under the "Presentations" segment of the agenda. • Item for Discussion/Action - Requests by members of the public to place an item for discussion or action on the agenda shall be directed to the appropriate City department for proper handling. In the event it cannot be handled in this manner, the individual requesting the action should submit in writing his/her specific request. The City Clerk shall then place the matter on the agenda under "Communications." The Council shall not take action on the matter other than to either 1) direct that the matter be placed on a future agenda or 2) direct staff to research the issue and report back to Council. 6.3c Order of Agenda Items Resolution No. 2005-10, adopted by the Lodi City Council on January 11, 2005, establishes the order of business for City Council meetings. Topics anticipated to be of greatest interest to the public will be placed at the beginning of the Regular Calendar. City Council Protocol Manual Page 15 of26 6.3d Agenda Posting The agenda for any Regular, Special, or Shirtsleeve Session meeting shall be made available to the general public. For every Regular, Special, or Shirtsleeve Session meeting, the City Clerk, or other authorized person, shall post the agenda, specifying the time and place at which the meeting will be held and a brief description of all items of business to be discussed at the meeting. The agenda shall be posted according to law at the following locations: Lodi City Hall - 221 W. Pine Street City Clerk's Office - 221 W. Pine Street, 2nd Floor Lodi Carnegle Forum* - 305 W. Pine Street Lodi Public Library - 201 W. Locust Street On the Internet - www.lodi.gov *NATE: This is the official City of Lodi posting location freely accessible to the public 24 hours a day. 6.3e Americans with Disabilities Act Statement Agendas for all City Council meetings will contain a statement regarding the Americans with Disabilities Act in substantially the following language, making the City Clerk the contact for inquiries. "NO : All staff reports or other written documentation relating to each item of business referred to on the agenda am. on file in the Office of the City Clerk and are available for public inspection. F requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof To make a request for disability -related modification or accommodation contact the City Clerk's Office as soon as possible and at least 24 hours prior to the meeting date." 6.3f Limitation to Act Only on Items on the Agenda No action shall be taken by the City Council on any item not on the posted agenda, subject only to the exceptions listed below: Upon a majority determination that an "emergency situation" (as defined by state law) exists; and Upon determination by a 4/5 vote of the full City Council, or a unanimous vote if less than a full Council, that there is a need to take immediate action and that the need to take the action came to the attention of the City Council subsequent to posting of the agenda. City Council Protocol Manual Prue 16d 26 6.3g Supplemental Information ("Blue Sheet" Items) At times, it may be necessary to amend or provide new information to Council following the publication of the City Council packet. Supplemental material that revises a previously submitted item shall show new information in bold and deleted information in strikethrough. Supplemental material that adds further information to a previously submitted item (e.g. a new Council Communication or attachment) shall contain the statement "SUPPLEMENTAL INFORMATION' on the top, right-hand side of the new material. All supplemental material shall be copied on blue paper and distributed to Council Members and key staff members, in addition to the public information table, prior to the start of the meeting. 6.3h Closed Session Closed sessions are regulated pursuant to the Brown Act. All written materials and verbal information regarding closed session items shall remain confidential. No member of the Council, employee of the City, or anyone else present shall disclose to any person the content or substance of any discussion that takes place in a closed session, unless authorized by a majority of Council. The same high standard of respect and decorum as apply to public meetings shall apply to closed sessions. There shall be courtesy, respect, and tolerance for all viewpoints and for the right of Council Members to disagree. In accordance with Resolution No. 80-101, adopted by the Lodi City Council on August 6, 1980, the City Clerk is authorized to attend all closed session meetings to record motions and actions taken by the City Council. The City Attorney, following the adjournment of a closed session, shall disclose all reportable action taken in the closed session, which shall be recorded into the record by the City Clerk. 6.3i Invocations The purpose of conducting invocations is to honor the importance of religion in the lives of Lodi citizens. Invocations are not for the purpose of fostering or establishing any religious belief, but are in recognition of the role that freedom of religion has played in the history of the country and the contribution that the faith community makes to the quality of life in Lodi. Presenters of the invocation before City Council meetings will be invited from all religious groups who have expressed an interest in participating. Invocations are to be non-sectarian and non -denominational. Chy Council Protocol Manual PW[e 17 o(26 6.3j Presentations Special presentations shall be scheduled as necessary in recognition of persons or groups, or for the promotion of an event or service. Requests for special presentations must be submitted to the City Clerk in writing in advance of the agenda deadline. 6.3k Consent Calendar Those items on the Council agenda that are considered to be of a routine and non -controversial nature by the City Manager shall be listed on the 'Consent Calendar." These items so listed shall be approved, adopted, accepted, etc. by one motion of the Council. Council Members may comment on Consent Calendar items or ask for minor clarifications without the need for pulling the item for separate consideration. Items requiring deliberation should be pulled for separate consideration. 6.31 Public Comments Pursuant to the Brown Act, public comment will be allowed on specific items of business on the Council agenda before or during the Council's consideration of the matter. Members of the public wishing to address Council on a closed session topic will be allowed an opportunity to do so prior to Council adjourning to closed session. Public comments will also be allowed on any item not on the agenda but within the jurisdiction of the City Council. Public comments on non - agenda items are limited to five minutes each. Individuals desiring to speak are encouraged to submit a request to speak card to the City Clerk listing their name and address. All comments and testimony shall be made from the podium through the Mayor; no comment or testimony shall be shouted from the audience. Comment and testimony are to be directed to the City Council. Dialogue between and inquiries from citizens at the podium and members of staff or the seated audience is not permitted. Inquiries which require staff response shall be referred to staff for response at a later time. The City Council cannot prohibit public criticism of policies, procedures, programs, or services of the agency or the acts or omissions of the City Council itself; however, the Brown Act provides no immunity for defamatory statements. Any person who addresses the City Council in a manner which disrupts, disturbs, or impedes the orderly conduct of the meeting may be asked to terminate his/her comment period. Continued inappropriate behavior or comments, after having been directed to discontinue, may be grounds for removal from the meeting. City Council Protocol Manual Page 18of26 6.3m Council Comments on Non -Agenda Items Council Members may make comments on non -agenda items. Comments are generally for informational purposes or to request a future report on a matter; it is not intended for detailed discussion of an item or for action (Gov. Code Section 54954.2(a)(2)). 6.3n Public Hearings Public hearings may be required on certain items as prescribed by the Lodi Municipal Code or by state or federal law. In addition to the public hearing procedures set forth in Resolution 2006-31, adopted by the Lodi City Council on February 15, 2006, the general procedure for public hearings is as follows: Staff presents its report. Council Members may ask questions of staff. 2. The Mayor opens the public hearing. 3. The applicant or appellant has the opportunity to present his/her comments, testimony, or arguments. Adequate time must be allotted for the applicant or appellant to present his/her case. 4. Members of the public may present their comments subject to time limits established by the Mayor. 5. The Mayor closes the public hearing after everyone wishing to speak has had the opportunity to do so. 6. Council deliberates and takes action. When the City Council acts in an adjudicatory or quasi-judicial capacity, each member must (1) disclose on the record the nature and substance of any ex parte communications relating to the matter; and (2) provide interested parties full and fair opportunity to rebut or explain the information obtained from those communications. 6.30 Regular Calendar Those items on the Council agenda that are considered to require Council discussion or public input shall be listed on the "Regular Calendar." These items so listed shall be approved, adopted, accepted, etc. separately by the Council. 6.3p Ordinances Ordinances involve a command or prohibition and have the force of law in the city for which an ordinance is adopted. An ordinance generally prescribes some permanent rule of conduct City Council Protocol Manual Page 19 c£26 or government that remains in force until the ordinance is repealed. With the exception of urgency ordinances, no ordinance may be passed within five days of its introduction. Two readings are therefore required—one to introduce (on the Regular Calendar) and a second to adopt the ordinance (under Ordinances). Ordinances may only be passed at a Regular meeting or at an Adjourned (i.e. continued) Regular meeting; except for urgency ordinances, ordinances may not be passed at a Special meeting. Unless otherwise stated, an ordinance shall take effect 30 days following the date of adoption. 6.3q Resolutions A resolution expresses City Council policy or directs certain types of administrative action and may be changed by a subsequent resolution. Resolutions are effective on the date of adoption. 6.3r Minute Motion A minute motion is the most informal official action taken by the City Council. It ordinarily is used to indicate majority approval of a procedural action, such as accepting grant deeds, approving plans and specifications and agreements, or otherwise authorizing disposition of an agenda item. 6.3s Agency Meetings (LPIC, IDA, LFC, RDA) The City Council, which also sits as members of the Lodi Public Improvement Committee (LPIC), Improvement Development Authority (IDA), Lodi Financing Committee (LFC), and the Redevelopment Agency (RDA), shall meet annually at the second meeting in December to elect new officers. Typically, the Mayor shall serve as Chairperson or President and the Mayor Pro Tempore shall serve as the Vice Chairperson or Vice President. The RDA members are entitled to compensation of $30 per meeting up to four meetings per month; however, they may vote to waive the compensation. 6.3t Council Communications/ Staff Reports Each City Council agenda item shall have a coordinating staff report (Council Communication) prepared by the originating department. Council Communications are written specifically for the purpose of communicating information necessary for policy and decision-making and shall include an abbreviated history, the overall intent and need for the requested action, and its impact or affect on the community, services, and programs of the City. City Council Protocol Manual Pane 20 of26 6.3u Submitted Materials at Meetings are Public Record Any written correspondence or other materials, when distributed to all, or a majority of all, of the members of the City Council by any person in connection with a matter subject to discussion or consideration at a public meeting, are disclosable public records under the California Public Records Act and shall be made available upon request without delay. Writings that are public records and that are distributed during a public meeting shall be made available for public inspection at the meeting if prepared by City staff or a member of the City Council, or after the meeting if prepared by some other person. All writings referenced herein shall be provided to and documented with a received/filed date by the City Clerk. 6.3v Electronic Mail Communications, Prohibited during Meetings Use of the Internet and e-mail is prohibited by Council Members during City Council meetings. The purpose of this is: 1) to ensure that no violations of the Brown Act occur and 2) to allow for proper management of communications during meetings so that City business can be conducted in an efficient and orderly manner. E-mail communication sent to the City Council related to an item on an agenda will be received in the City Clerk's Office up to the close of business (5 p.m.) on the date of the meeting and will be provided to Council Members via "blue sheet." Such communications will be handled in accordance with California Government Code Section 54957.5. 6.3w Minutes The City Clerk, or his/her designee, shall attend and prepare comprehensive summary minutes of all public meetings of the City Council. Minutes ready for Council approval shall be placed on the regular City Council meeting agenda and included in the Council packet. Pursuant to LMC Section 2.04.110, 'Reading and approval of minutes," any Council Member can request a correction or amendment to the minutes, subject to verification by the City Clerk. It is suggested that Council Members contact the City Clerk no later than Tuesday before the regular meeting, which will allow the Clerk time to review the audio tape to ensure that the requested amendment was verbalized at the meeting, and if so, make the change to the minutes and present the amended minutes to Council on the day of the meeting for approval. 6.4 Rules of Conduct 6.4a Discussion Rules The Mayor or presiding officer has the responsibility to control the debate and the order of speakers pursuant to the rules for conduct of meetings, proceedings, and business as set forth in Resolution No. 2006-31. City Council Protocol Manual Pr;e 21 of 26 6.4b Council Comments (Related to Items on the Agenda) Council Members shall limit their comments to the subject matter, item, or motion being currently considered by the Council. 6.4c Speaker Time Limits Members of the public speaking on non -agenda items shall be limited to five minutes. On scheduled items where the Council determines that the existence of unusual or controversial issues exists, that the large number of speakers wishing to address the Council so justifies, or that other considerations make modification appropriate, the Mayor may limit the amount of time to be afforded each speaker. 6.4d Council Questions of Speakers Council Members who wish to ask questions of speakers may do so, but only after being recognized by the Mayor. Members of Council shall not engage in debate with a member of the public at Council meetings. 6.5 Decorum 6.5a Council Members/ Council Appointees Resolution No. 2004-115, adopted by the Lodi City Council on June 2, 2004, establishes the code of ethics and values to be followed by City Council Members and City Council Appointees (i.e. City Manager, City Attorney, and City Clerk). Members of the City Council and Council Appointees value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Council Members and Appointees shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the City Council. At all times, Council Members in the minority on an issue shall respect the decision and authority of the majority. 6.5b City employees Members of the City staff are expected to observe the same rules of order and decorum applicable to the City Council. City staff shall act at all times in a business professional manner toward Council Members and members of the public. 6.5c Public Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. City CouncilProtocolManual Page 22 of 26 6.5d Noise in the Chamber Noise emanating from the audience within the Council Chamber or lobby area, which disrupts City Council meetings, shall not be permitted. 6.6 Use of Council Chamber As set forth in the City of Lodi Administrative Policy and Procedure Manual, the following are authorized uses of the spaces in the Carnegie Forum. 1. All meetings of the City Council. 2. All meetings of City boards and commissions when such boards and commissions are staffed by a City liaison person. 3. Meetings called by a Council Member(s) to discuss City business with constituents and others. 4. Department Head and other City staff meetings. 5. City employee training sessions. 6. General meetings of City employees for the purpose of disseminating job-related information. 7. Professional meetings hosted/conducted by City staff. 8. City -sponsored community awareness programs. Exceptions to this policy may be made only on the authority of the City Council. The Council Chamber cannot be used as a location for taking campaign photos. All requests for use of Carnegie Forum spaces shall be made through the Secretary to the City Manager. 7. COMMUNICATIONS 7.1 Processing and Delivering of City Council Mail by City Clerk's Office Upon authorization of the City Council Member, the City Clerk shall open all mail addressed to the Mayor and City Council Members, with the exception of those marked "Personal" or "Confidential." Communication Addressed to the "City Council" Ail correspondence addressed to the 'City Council" is treated as public information. A copy is made for each member of the City Council, City Manager, City Attorney, and all other affected departments for information, referral, or handling. The original document is retained in the City Clerk's Office file. Communication Addressed to the "Mayor" Commonly, the sender's intent when addressing communication to the "Mayor" is merely to forward it to the head of the city governing body, and consequently, this type of correspondence is often handled in the same manner as communication addressed to the "City Council." Handling of the Mayor's mail is, however, at the discretion of the individual serving in this capacity, which is ascertained each year following the reorganization of the City Council. City Council Protocol Manual Pane 23 nf26 Communication Addressed to Individual Council Members Communication addressed specifically to individual City Council Members is treated as personal mail and is only opened by the City Clerk's Office if express authorization to do so was given by the Council Member. No copies are made or distributed. Should a response be needed, it is up to the individual Council Member to whom the correspondence was addressed, as is forwarding the information to affected departments if appropriate. 7.2 Council Calendar An Annual Calendar List of Events shall be prepared by the City Clerk's Office, which includes City -related events, functions, meetings, and annual conferences. A weekly calendar is also prepared by the City Clerk and distributed to each Council Member, Administrative staff, and the press for informational purposes. It shall be the responsibility of Council Members to notify the City Clerk of their attendance at an event, for which the City Clerk will handle the arrangements. 7.3 Citizen Complaint Process All complaints directed to the City Council through the City Clerk's Office will be copied to the City Manager's Office and other affected departments. A reply, confirming receipt and notifying the sender who the communication was forwarded to, will be sent by the City Clerk's Office within 24 hours. 7.4 Use of City Letterhead or City Seal All Council Member correspondence written on City resources, I.e. letterhead, staff support, postage, etc., will reflect the position of the full Council, not individual Council Members' positions. All Council Member correspondence using City resources shall be copied to the full Council. The City Clerk is the custodian of the Official City Seal pursuant to Lodi Municipal Code 2.13.010. The City Seal shall not be altered and is to be used only on official City documents. 7.5 Communications with Staff Pursuant to LMC Section 2.12.070, "Council to Deal Exclusively through City Manager," the City Council and its members, except for the purpose of inquiry, shall deal with administrative services solely through the City Manager, and neither the City Council nor any member thereof shall give orders to any of the subordinates of the City Manager. A Council Member shall not direct staff to initiate any action, change a course of action, or prepare any report that is significant in nature, nor shall a Council Member initiate any project or study without the approval of a majority of Council. Exception: Pursuant to LMC Title 2.13 and 2.14, the City Attorney and City Clerk are appointed by the City Council and shall report his/her advice, recommendations, and requests directly to the City Council. City Council Protocol Manual Page 24 of 26 I n regard to an agenda item question, Council Members are encouraged to contact staff members to ask questions for clarification prior to the meeting, at which the subject will be discussed. 7.6 Complaints Regarding Performanceof Staff Any concerns by a member of Council over the behavior or work of a City employee should be directed to the City Manager privately to ensure the concern is resolved. Council Members shall not reprimand employees directly, nor shall they communicate their concerns to anyone other than the City Manager. 7.7 Handling of Litigation/ Confidential Information Council Members shall keep all written materials and verbal information provided to them on matters that are confidential under state law in complete confidence to ensure that the City's position is not compromised. No disclosure or mention of information in these materials shall be made to anyone other than Council Members, the City Attorney, or City Manager. 7.8 Representing Majority vs. Individual Opinion A person elected to the City Council plays two roles: a member of a body elected to represent the City in its entirety and a private resident of the City. The second role is not relinquished when the first role is assumed. It is important to distinguish between the two roles at all times and to conduct business in one role separately from the other. The elected Council Member retains the right to speak as an individual, not as a member of the City Council, but must make it very clear that he/she speaks on his/her own behalf and not as a member of the City Council. This is because when the Council acts, it acts as a whole, not as a group of individuals. If a member of the City Council appears before another governmental agency or organization to give a statement on an issue affecting the City, the Council Member should first indicate the majority position and opinion of the Council. Personal opinions and comments may be expressed only if the Council Member clarifies that these statements do not represent the position of the City Council. 8. CONFLICT OF INTEREST / ECONOMIC DISCLOSURE REQUIREMENTS FOR PUBLIC OFFICIALS 8.1 Conflict of Interest The Political Reform Act (Government Code, Title 9, Sections 81000- 91015) controls conflict of interest through disclosure and prohibition of participation in decisions, which are actual conflicts of interest. Specifically, it requires City Council Members and other public officials to annually disclose all financial interests that may be affected by decisions made in their official capacity; this includes interests such as investments, real property, and income. Council Members must also City Council Protocol Manual Pwavo 25 of M disqualify themselves from making or participating in making or influencing any governmental decision that will have a foreseeable material financial affect on any economic interest of the Council Member or certain family members. The Political Reform Act requires state and local government agencies to adopt and promulgate conflict of interest codes, which shall be reviewed bi-annually on even -numbered years. On December 1, 2004, the Lodi City Council adopted Resolution No. 2004-268 amending the City of Lodi's Conflict of Interest Code. 8.2 Statements of Economic Interest A financial disclosure form (Statement of Economic Interest) must be filed with the City Clerk no later than April 1 of each year for financial interests pertaining to the preceding calendar year. Newly -elected Council Members must file a statement within 30 days of officially assuming office. Certain commission members and City employees are also subject to this disclosure requirement. 8.3 Make and Participate in Making a Decision An official makes a decision when the official votes on a matter, appoints a person, obligates or commits the City to any course of action, or enters into any contract on behalf of the City. Pursuant to LMC 2.04.140, "Voting," all members of the Council, when present, must vote. If a member of the Council states that he/she is not voting, his/her silence shall be recorded as an affirmative vote unless, however, the Council Member abstains from voting by reason of his/her interest in the matter before the Council and that reason is stated at the meeting. An official participates in making a decision when the official negotiates on behalf of the City without significant substantive review, or advises or makes recommendations to the decision maker, either directly or without significant intervening substantive review. Exceptions: Making or participating in the making of a decision does not include ministerial, secretarial, manual or clerical actions, appearances by the official as a member of the general public before any body of the City in the course of its prescribed governmental function to represent himself/herself on matters related solely to his/her personal interest. 8.4 Provision of Advice from City Attorney regarding Conflict of Interest Any official who is uncertain as to whether he/she may have a conflict of interest shall seek clarification from the City Attorney; however, the official must understand that the City Attorney may not keep the consultation confidential from the full Council, and the City Attorney's opinion is not a defense to a Fair Political Practices Commission (FPPC) enforcement action. When in doubt, the City Attorney can request a formal opinion from the FPPC if the request is made at least four weeks in advance. City Council Protocol Manual Pepe 26 of26 8.5 Using Official Position to Influence Council Members shall not attempt to coerce or influence any member, officer, official, consultant, or commission member of the City in the awarding of contracts, the selection of consultants, the processing of development applications, or the granting of City licenses or permits. The Council shall not attempt to change or interfere with the operating policies and practices of any City department. Chapter 2.04 CITY COUNCIL MEETINGS sections: 2.04.010 Regular meetings —Day and time. 2.04~020 Informal informational meetings. 2.04.030 Meeting place. 2.04~040 Meetings to be public. 2.04~050 Special meetings. 2.04.060 Quorum. 2.04,070 Presiding officer— Mayor—Mayor pro tempore. 2.04~080 Call to order— Temporary chairman. 2.04.090 Roll call. 2.04.100 Order of business— Assembly of officers. 2.04.110 Reading and approval of minutes. 2.04.120 Rules of debate. 2.04.130 Addressing the council. 2.04.140 voting. 2.04.150 Decorum. 2.04,160 Persons allowed within r3il. 2.04.170 Entry of dissent in minutes. 2.04.180 Preparation of agendas. 2.04,190 Closed sessions Confidentiality. 2.04.010 Regular meetings—Day and time. Regular meetings of the council shall be held on the first and third Wednesday of each month at seven p. m. ; provided, howev- er, that any such regular meeting at which a closed session is to be held may be com- 1EXHIBIT Al 2.04.010 menced, for the holding of such closed session, at such earlier time on the meeting day as may be noticed on the council's agenda and posted at least seventy-two hours in advance of such earlier commence- ment time. In the event of any such earlier commencement of a regular meeting for the purpose of holding a closed session, no other items of business on the council's meeting agenda shall be addressed before seven p.m, In case the regular meeting falls upon a legal holiday, then the regular meet- ing which otherwise would have occurred on that day shall be held on the first busi- ness day thereafter at the hour of seven p. m. (Ord. 1699 § 1,2001) 2.04.020 Informal info�etior�al meetings. Informal informational meetings of the city council shall be held on each Tuesday morning of each month at the hour of seven a.m. in the council chambers of the city cr at such location and at such time as the council may deem appropriate, subject to notice requirements as provided by law. No formal action shall be taken by the city council at such meetings. The city manager, city attorney, department heads and mem- bers of the public, as the council may re- quest, shall be present and present such information as may be deemed desirable. (Ord. 1594 § 1(part), 1994) 2.04~030 Meeting place. All regular meetings of the council shall be held in the council chambers, Carnegie Forum Building, Lod i, California, or at such other place as the council m a y deem appro- priate, subject to notice requirements as provided by law. If by reason of fire, fl ood, earthquake or other emergency, it is unsafe 11 (Lodi 7-01) 2.04.030 to meet in the place so designated, the meetings may be held for the duration of the emergency at such place as is designat- ed by the mayor. (Ord. 1594 § 1 (part), 1994) 2.04.040 Meetings to be public. All meetings of the council shall be open to the public. (Ord. 1594 § 1 (part), 1994) 2.04,050 Special meetings. At any time the mayor cr three city council members may call a special meeting by delivering written notice to each member and to each local newspaper of general circulation, radio or television station re- questing notice in writing, such notice to be delivered personally or by mail at least twenty-four hours before the time of such meeting. Written notice may be dispensed with if a representative of the newspaper, radio or television station is present at the meeting and if all council members give their written consent to the meeting and the consent is tiled in the city clerk's office when the meeting is held. A council mem- ber may give such consent by telegram. (Ord. 1594 § 1 (part), 1994) 2.04.064 Quorum. A majority of all members elected to the council shall constitute a quorum at any regular cr special meeting of the council. Unless otherwise required by law, a simple majority of the members present may take action cr adopt ordinances cr resolutions. (Ord. 1594 § 1 (part), 1994) 2.04.070 Presiding oMcer— Mayor — Mayor pro tempore. The presiding officer of the council shall (Laffi 7-01) 12 �1 L J be the mayor who shall be elected by the council annually at the first regular meeting after the canvass of votes done in conjunc- tion with the statewide general election in even -numbered years. In years where there is no general statewide election, the mayor shall be elected at the fust regular meeting in December. At the time of the election of the mayor, one of the members of the coun- cil shall be chosen as mayor pro tempore. If the mayor is absent or unable to act, the mayor pro tempore shall serve until the mayor returns or is able to act. The mayor shall preserve strict order and decorum at all regular and special meetings of the coun- cil. He shall state every question coming before the council, call for the vote, an- nounce the decision of the council on a I I subjects and decide all questions of order, subject, however, to an appeal to the coun- cil, in which event a majority vote. of the • council shall govern and conclusivelydeter- mine such question of order. He shall sign all ordinances adopted by the council during his presence. In the event of the absence of the mayor, the mayor pro tempore shall sign ordinances as then adopted. (Ord. 1594 § 1 (part), 1994) 2.04.080 Cali {n order Temporary chairman. The mayor, or in his/her absence the mayor pro tempore, shall take the chair at the hour appointed for the meeting, and shall immediately call the council to order. In the absence of the mayor or mayor pro tempore, the city clerk, or the acting city clerk shall call the council to order where- upon a temporary chairperson shallbe elect- ed by the members of the council present. Upon the arrival of the mayor or mayor pro tempore, the temporary chairperson shall • immediately relinquish the chair upon the conclusion of the business immediately before the council. (Ord. 1594 § 1 (part), 1994) 2.04.090 Roll call. Before proceeding with the business of the council at regular, special or informa- tional sessions, the city clerk or the acting city clerk shall call the roll of the members, and the names of those present shall be entered in the minutes. (Ord. 1594 § 1 (Part), 1994) 2.04.100 Order of business— Assembly of officers. All meetings of the council shall be open to the public, except for closed sessions as permitted by law. The council shall provide by resolution the order of business for regular meetings of the council, and shall provide therein for public comment as required by law. In attendance shall be the city manager, the city clerk, and the city attorney or their authorized designees. (Ord. 1699 § 2, 2001) 2.04.110 Reading and approval of minutes. Unless the reading of the minutes of a council meeting is requested by a majority of the council, such minutes may be ap- proved without reading if the city clerk has previously furnished each member with a copy thereof. Any council member can correct an error in the minutes, subject to verification by the clerk. (Ord. 1594 § 1 (part), 1994) 2.04.120 Rules of debate. The council shall, by resolution, adopt • rules of conduct and debate applicable to all city councilm%tings. (Ord. 1594§ I (part), 1994) 2.04.130 Addressing the council. A. Any interested person may, subject to the rules of procedure adopted hereunder, speak on any item coming before the coun- cil. It shall not be required that persons wishing to speak give prior written notice, but priority shall be given to those who have so notified the city clerk in advance. B. After a motion is made and second- ed, no person shall address the city council without first securing permission of the council to do so. C. Remarks by the public shall be made only fmm the podium. 4 ealaers stall first give their names and addresses for the re- cord, and no one s h a I I be permitted to enter into any discussion without permission of the presiding offioPs. (Ord. 1594 § 1 (part). 1994) 2.04.140 voting. All members of the council, vk mi pms- ent, n st vote. If a member of the council states that he is not voting, his silence shall be recorded as an affiitive vote unless, however, the council member abstains from voting by reason of his/her interest in the matter before the council and tbat reason is stated at the meeting. (Ord. 1594 § 1 (part), 1994) 2.04,150 Decorum. A. Council Members. While the council is in session, the members must preserve order and decorum and a member shall neither, by conversation cr otherwise., delay or interrupt the proceedings or the peace of the council nor disturb any member while 13 (Lodi 741) 2.04.150 speaking or refuse to obey the orders of the council or its presiding officer, except as otherwise provided by this chapter. Any member who, after warning by the chair, repeatedly violates these rules may be eject- ed for the remainder of the meeting by two- thirds vote of the council. B. Other Persons, Any person making personal, impertinent or slanderous remarks or who becomes boisterous during the coun- cil meeting shall be forthwith, by the pre- siding officer, barred from further audience at the meeting before the council, unless permission to continue is granted by a ma- jotiV vote of the council. C. Any violation of this section may be punished as an infraction pursuant to Sec- tion 1.08.010 of this code. (Ord. 1594 § 1 (part), 1994) 2.04.160 Perscm allowed within rail. No person, except city officials, their representatives and news gathering ormedia personnel, shall be permitted within the rail in front of the council chamber during meetings, without the express consent of the council. (Ord. 1594 § 1(part), 1994) 2.04.170 Ehtry of dissent in minutes. Any council member shall have the right to have the reasons for his dissent from, or protest against, any action of the council entered on the minutes. (Ord. 1594 f 1 (part), 1994) 2.04.180 Preparation cf agendas. A. Consistent with the provisions of the Ralph M. Brown Act (Government Code Section 54950 et seq.), the agenda for council meetings shall be prepared by the (Loffi 7-01) 14 city manager, and dishibuted by the city clerk. B. Matters may be placed on the agenda for consideration by the city council by request of: 1. Any member of the city council; 2. The city manager; 3. The city clerk; 4. The city attorney. C. Any reasonable request by any per- son named in this section to place a matter on the agenda shall be honored, subject to the city manager's discretion as to the prep- aration of accompanying staff reports. (Ord. 1594 § 1 (part), 1994) 2.04.190 Closed sessions -- Confidentiality. A. No officer, employee or agent of the • • • city shall, without proper authorization, divulge confidential informationreceived by such person as part of his or her official duties during any closed session of the city council authorized-under the Ralph M. Brown Act (Government Code Section 54950 et seq.) as it now exists or may later be modified. B. Such confidential information may include but is not limited to matters involv- ing pending litigation, property acquisition, labor negotiations, personnel matters or other information. the disclosure of which would reasonably be likely to prejudice the good faith conduct of city business. consti- tue an unwarranted invasion of privacy, or place the city at an unfair disadvantage in negotiations. C. For purposes of this section, "proper authorization" means: 1. In matters of personal privacy, a waiver by the individual enjoying such right of privacy: 2. The order or subpena of a court of competent jurisdiction; 13. Authorization by the city council as a body; 4. Conclusion or finalization of the matter or subject involved, as determined by the city council. D. Nothing in this chapter shall be deemed a waiver of any other confidential privilege for any information established disewhere by statute or case law. (Ord. 1594 1(patt), 1994) 15 EXHIBIT BI RESOLUTIONNO. 2006-31 A RESOLUTION OF THE LODI CITY COUNCILADOPTING AND ESTABLISHING RULESFORTHE CONDUCTOF ITS MEETINGS, PROCEEDINGS,AND BUSINESSAND THEREBY RESCINDING RESOLUTION2004.282 WHEREAS, the Lodi City Council, pursuantto Chapter2.04 of the Lodi Municipal Code, is empowered and required to adopt by resolution, rules of conduct for City Council meetings; and WHEREAS, it is desirableto make such procedural rules applicable to all other boards, commissions, and committeesof the City. NOW, THEREFORE, BE IT RESOLVEDby the Lodi City Council as follows : SECTION 1, RULES OF CONDUCT AND DEBATE FOR THE CITY COUNCIL, BOARDS. COMMISSIONS.AND COMMITTEES A Presidina Officer Mav Debate The Mayor or presiding officer may move, second, and debate from the chair, subject only to such limitationsof debate as are by these rules established. The chair shall not be deprived of any of the rights and privileges of a Council or board member by reason of beingthe presidingofficer. B. Qbtainina The Floor. Any member of the Council ar boardwishing to speak mustfirst obtain the floor by being recognized by the chair. The chair must recognizeany member who seeks the floor when appropriately entitled to do so. C. Motions. The chair or any member of the Council or board may bring any matter of business appearing on the agenda before the body by making a motion. The chair shall open the matter for debate, offering the first opportunity to debate to the moving party and, thereafter, to any other member properly recognized by the chair. Once the matter has been fully debated and seconded and the chair calls for a vote, no further debate will be allowed; provided, however, Council or board members may be allowed to explain their vote. The person making the motionshall havethe privileged closing debate. D. Voting. All members present at a meeting shall vote when the question is called, subject to the provisionsof Lodi Municipal Code Section 2.04.140. E. Procedu-m I Rulesof Order. Once the main motion is properly placed on the floor, several related motions may be employed in addressing the main motion. These motions take precedenceover the main motion and, if properly made and seconded, must be disposed of before the main motion can be acted upon. The following motions are appropriate and may be made by the chair or any Council or board member at any appropriatetime duringthe discussionof the main motion. They are listed in order of precedence. The first three subsidiary motions are non -debatable; the lastfour are debatable. SUBSIDIARY MOTIONS: Lay on the Table. Any member may move to lay the matter under discussion on the table. The motion temporarily suspends any further discussionor the pending motionwithout setting a time certain to resume debate. It must be moved and seconded and passed by a majorityvote. To bring the matter back beforethe body, a member must move that the matter be taken from the table, seconded, and passed by a majority. A motion to take from the table must be made at the same meeting at which it was placed on the table or at the next regular meeting of the body; otherwise, the motion that was tabled dies, although, it can be raised later as a new motion. 2 Move Previous Question. Any member may move to immediately bring the question being debated to a vote, suspending any further debate. The motion must be made and seconded without interrupting one who already hasthe floor. A two-thirds vote is requiredfor passage. 3. Limit or Extend Limits of Debate. Any member may move to put limits on or extend the length of debate. The motion must be made and seconded and requiresa two-thirds vote to pass. 4. Postoone to a Time Certain. Any member may move to postpone the pending motion to a time certain. This motion continues the pending main motionto a future date as determined bythe Council or board at the time the motion is passed. The motion must be seconded and requires a majorityvote for passage. 5. Commit or Refer. Any member may move that the matter being discussed should be referred to a committee, commission, or staff for further study. The motion must be seconded and requiresa majorityvote for passage. The motion may contain directions for the committee or commission, as well as a date upon which the matter will be returned to the Council or board's agenda. If no date is set for returning the itemto the Council or board's agenda, any member may move, at any time, to require the item be returned to the agenda. The motion must be seconded and a majority vote is required for passage f the item is to come back at a future date certain, or a two-thirds vote if the item isto be immediatelydiscussed by the Council or board at the time the motionto return is made. K 6. Ate. Any member may amend the main motion or any amendment madeto the main motion. Beforethe main motion may be acted upon, all amendments and amendmentsto amendments mustfirst be acted upon. A motion to amend must be seconded and requires a majority vote for passage. An amendment must be related to the main motion or amendmentto which it is directed. Any amendmentwhich substitutesa new motion rather than amending the existing motion is out cf order and may be so declared bythe chair. 7. Postpone Indefinitely. Any member may move to postpone indefinitely the motion on the floor, thus avoiding a directvote on the pending motion and suspending any further action on the matter. The motion must be seconded and requiresa majorityvotefor passage. The following actions by the Council or board are to insure orderly conduct of meetings and for the convenience of the members. These motions take precedenceover any pending main or subsidiary motion and mayor may not be debated as noted. 1. Call for Orders of the Day. Any member may demand that the agenda be followed in the order stated therein. No second is required and the chair must comply unlessthe Councilor board, by majorityvote, sets aside the orders of the day. 2. Question of Privileae. Any member, at any time during the meeting, may make a request of the chair to accommodate the needs of the body or his/her personal needs for such things as reducing noise, adjusting air conditioning, ventilation, lighting, etc. Admissibility of question is ruledon bythe chair. a Recess. Any member may move for a recess. The motion must be seconded and a majority vote is required for passage. The motion is debatable. 4. Mom. Any member may move to adjourn at anytime, even ifthere is business pending. The motion must be seconded and a majorityvote is requiredfor passage. The motion is not debatable. 5. Pointof Order. Any member may requirethe chair to enforcethe rules of the Council or board by raising a point of order. The point of order shall be ruled upon bythe chair. 6- Appeal. Should any member be disatisfied ith ruling from the chair, e s e may move to appeal the rulingto thewfull Gouni or board. The motion must be seconded to put it beforethe Council or board. A majority vote in the negative or a tie vote sustains the ruling cf the chair. The motion is debatableand the chair may participate inthe debate. 3 7. Suspend the Rules. Any member may move to suspend the rules if necessary to accomplish a matter that would otherwise violate the rules. The motion requires a second and a two-thirds vote is required for passage. 8. Division of Question. Any member may moveto divide the subject matter of a motionwhich is made up of several parts in order to vote separately on each part. The motion requires a second and a majority vote for passage. This motion may also be applied to complex ordinances or resolutions. 9. Reconsider. Except for votes regarding matters which are quasi-judicial in nature or matterswhich requirea noticed public hearing, the Councilor board may reconsiderany vote taken at the same session, but no later than the same or next regular meeting, to correct inadvertent or precipitant errors. or consider new information not available at the time of the vote. The motion to reconsider must be made by a member who voted on the prevailing side, must be seconded, and requires a majority vote for passage, regardless of the vote required to adopt the motion being reconsidered. If the motion to reconsideris successful, the matter to be reconsidered takes no special precedence over other pending matters and any special voting requirements related thereto still apply. Except pursuant to a motion to reconsider, once a matter has been determined and voted upon, the same matter cannot be brought up again at the same meeting. 10, Rescind, Repeal, or Annul. The Councilor board may rescind, repeal, or annul any prior action taken with reference to any legislative matter so long as the action to rescind, repeal, or annul complies with all the rules applicable to the initial adoption, including any special voting or notice requirementsor unlessotherwise specified by law. G. Authoritvofthe Chair. Subject to appeal, the chair shall be the chief parliamentarian. rule on points of order, and shall havethe authority to preventthe misused the legitimate form of motions, or the abuse of privilege of renewing certain motions, to obstruct the business of the Councilor board by ruling such motions out of order. I n so ruling, the chair shall be courteous and fair and should presumethatthe moving party is makingthe motion in good faith. H. Public Hearinas. Matters which are required to be heard at a noticed public hearing shall be conducted inthe following manner. Time for Consideration. Matters noticed to be heard by the Council or board shall commence at the time specified in the notice pf hearing, or as soon thereafter as is reasonably possible, and shall continue until the same has been completed or until other disposition of the matter has been made. A 2. Continuance of Headnas. Any hearing being held or noticed or ordered to be held by the Council or board at any meeting may, by order or notice of continuance, be continued or re-continuedto any subsequent meeting in the manner provided herein for adjourned meetings: provided, that if the hearing is continued to a time less than 24 hours after the time specified in the order or notice of hearing, a copy of the order or notice of continuanceof hearing shall be posted immediately following the meeting at which the order or noticeof continuancewas adopted or made. 3. Public Discussionat Hearings. When a matterfor public hearing comes before the body, the chair shall open the public hearing. Upon opening the public hearing and before any motion is adopted related to the merits cf the issue to be heard, the chair shall inquire if there are any persons present who desire to speak on the matter which is to be heard or to present evidence respectingthe matter. Any person desiringto speak or present evidence shall make his/her presence known to the chair and upon being recognized by the chair, the person may speak or present evidence relevant to the matter being heard. No person may speak without first being recognized by the chair. Members who wish to ask questions of the speakers or each other during the public hearing portion, may do so but only after first being recognized by the chair. The chair shall conduct the meeting in such a manner as to afford due process. Time limits may be established by the chair, limiting the duration of presentationsas set forth inthese rules. All persons interested in the matter being heard shall be entitled to submit written evidence or remarks, as well as other graphic evidence. All such evidence presented shall be retained bythe City Clerk or secretary of the board as part of the record. No person shall be permitted during the hearing to speak about matters or present evidence which are not germane to the matter being considered. A determination of relevance shall be made by the chair, but may be appealed as set forth in these rules. 4. Consideration of Question by Council or i . After all members of the public desiring to speak upon the subject of the hearing have been given an opportunity to co so, the public hearing snall be closed by the chair, and the body may consider what disposition they wish to make of the question or questions presentedat the hearing. No member of the public shall be allowed, without consent of the chair, to speak further on the question during this period of deliberation: although, the members may ask questions of the speakers if so desired. At the conclusion of discussion and appropriate motion having been made and seconded, the body shaII vote on the matter. New Business: Introduction. During Council meetings, no new business on the agenda (except closed sessions) shall be considered after 11;00 p.m. without two-thirds vote of the Council. Any new business remainingon the agenda shall be carried overto the next regular Council meeting. Qum m: Maiorfty: Two -Thirds Vote: Determination. As used in this resolution or in the application of Lodi Municipal Code Chapter 2.04, the following definitions shall apply: 1. "Quorum" shall mean a simple majority d the total numberof all persons on such body. 2, "Majority" shall mean the majority of members actually present at a meeting. 3. "Two-thirds vote" shall mean two-thirds vote of the members actually present, rounded up or to the next number if less than a whole person. Two-thirds of four members shall be three members: two-thirds of five membersshall befour members: etc. K. The City Attomey shall reviewthe City Council Agenda priorto its distribution to Council and note all Quasi Judicial items thereon. When the City Council or commissionacts in an adjudicatoryor quasi-judicial capacity, each member must (1) disclose on the record the nature and substance of any ex parte communications relatingto the matter; and (2) provide interested parties full and fair opportunity to rebut or explain the information obtained from those communications. SECTION21 This Resolutionshall become effective immediately. Dated: February 15, 2006 hereby certify that Resolution No. 2006-31 was passed and adopted bythe City Council of the City of Lodi in a regular meeting held February 15,2006,bythe following vote: AYES COUNCIL MEMBERS— Beckman, Hansen, Johnson, Mounce, and Mayor Beckman NOES COUNCIL MEMBERS—None ABSENT: COUNCIL MEMBERS—None ABSTAIN: COUNCIL MEMBERS—None r•w ;.,r. &p' i`" City Clerk 2006-31. 21 FE XHI�TC RESOLUTION NO. 2004-115 A RESOLUTION OF THE LODI CITY COUNCIL ADOPTING THE CITY OF LODI CODE OF ETHICSAND VALUES BE IT RESOLVED that the City of Lodi Code of Ethics and Values, as shown on Exhibit A attached hereto, is hereby adopted by the City Council of the City of Lodi to be effective immediately; and FURTHER RESOLVED that this resolution shall apply to Lodi City Council Members and City Council Appointees (i.e. City Manager, City Attorney, and City Clerk). Dated: June 2, 2004 I hereby certify that Resolution No. 2004-115 was passed and adopted by the City Council of the City of Lodi in a regular meeting held June 2, 2004, by the following vote: AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Howard, Land, and Mayor Hansen NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None SUSAN J. BLACKSTON City Clerk 2004-115 CITY OF LODI Code of Ethics and Values PREAMBLE The proper operation of democratic government requires that decision -makers be independent, impartial, and accountable to the people they serve. The City of Lodi has adopted this Code of Ethics and Values to promote and maintain the highest standards of personal professional conduct in the City's government. All elected and appointed officials are required to subscribe to this Code, understand how it applies to their specific responsibilities, and practice its eight core values in their work. Because we seek public confidence in the CiVs services and public trust of its decision -makers, our decisions and our work must meet the most demanding ethical standards and demonstrate the highest levels of achievement in following this Code. As a representative of the City of Lodi, I will ,be ethical. In practice, this value looks like: a) I am trustworthy, acting with the utmost integrity and moral courage. b I am truthful, do what I say I will do, and am dependable. cj) I make impartial decisions, free of bribes, unlawful gifts, narrow political interests, and financial and other personal interest that impair my independence of judgment or action. d) I am fair, distributing benefits and burdens according to consistent and equitable criteria. e) I extend equal opportunities and que process Io all parties in matters under consideration. If1 engage in unilateral meetings and discussions, I do so without making voling decisions. t) 1 show respect for persons, contldences, and information designated as "confidential" to the extent permitted by Californialaw. g) 1 use my title(s) only when conducting official City business, for information purposes, or as an indication of background and expertise. carefu I ly considering whether I am exceeding or appearing to exceed my authority. 2. As a representative of the City cE Lodi, I will be professional. In practice, this value looks like: a) I apply my knowledge and expertise to my assigned activities and to the interpersonal relationships that are part of my job in a consistent, confident, competent, and productive manner. b) I approach my job and work-related relationshipswith a positive attitude. C) I keep my professional knowledge and skills current and growing. 3. As a representative of the City of Lodi, I will be service-oriented, In practice, this value looks like: a) I provide iriendiy, receptive, courteous service to everyone. b) i am attuned to, and care about. the needs and issues of citizens, public officials, and City workers. C) In my interactions with constituents, I am interested, engaged, and responsive. poficy/ o, -0W_t icsAoc C/TY OFLODI CODE OFETHICS Page 2 of 2 4. As a representative of the City of Lodi, I will be fiscally responsible. In practice, this value looks like: a) f make decisions after prudent consideration of their financial impact, taking into account the long-term financial needs of the City, especially its financial stability. b) I demonstrate concern for the proper use of City assets (e.g. personnel, time, property, equipment, and funds) and follow established procedures. C) I make good financial decisions that seek to preserve programs and services for City residents. 5. As a representative of the City of Lodi, I will be organized. In practice, this value looks like: a) I act in an efficient manner, making decisions and recommendations based upon research and facts, taking into consideration short- and long-term goals. b) I follow through in a responsible way, keeping others informed, and responding in a timely fashion. C) I am respectful of established City processes and guidelines. 6. As a representative of the City of Lodi, I will be communicative. In practice, this value looks like: a) I convey the City's care for and commitment to its citizens. b) I communicate in various ways that I am approachable, open-minded, and willing to participale in dialog. C) I engage in effective two-way communication, by listening carefully. asking questions, and determining an appropriate response, which adds value to conversations. 7. As a representative of the City of Lodl, I will be collaborative. In practice, this value looks like: a] I act in a cooperative manner with groups and other individuals. working together in a spirit of lolerance and understanding. b) Iwork toward consensus -building and gala value from diverse opinions. C) I accomplish the goals and responsibilities of my individual position, while respecting my role as a member of a team. d) I consider the broader regional and stale -wide implications of the City's decisions and issues. 8. As a representative of the City of Lodi, I will be progressive. In practice, this value looks like: a) I exhibit a proactive, innovative approach to setting goals and conducting the City's business. b) I display a style that maintains consistent standards, but is also sensitive to the need to compromise, "thinking outside the box," and improving existing paradigms when necessary. cj I promote intelligent and thoughtful innovation in order to forward the City's policy agenda and City services.