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02-01-2000 - City Council Proposed Standing Rules Sub-Committee Report*Memorandum* TO: City Manager and City Council AGENDA ITEM NO. L- 2 FROM: Artie Fields, Assistant City Manager DATE 2-1-00 SUBJECT: CITY COUNCIL PROPOSED STANDING RULES SUB -COMMITTEE REPORT SUMMARY: The City Council Standing Rules Sub -Committee has completed its recommendations for establishing guidelines for City Council conduct. A list of proposed standing rules are presented in this report for the City . Council's discussion and direction. BACKGROUND: On October 19, 1999 Mayor Kathy Howard established a City Council Standing Rules Sub- committee of the City Council to develop and recommend policies to guide City Council conduct. The City. Council Standing Rules Sub -Committee consisted of Mayor Kathy Howard and Council Member Steve Herfert. Staff contacted 24 cities nation-wide and received nine examples of standing rules that were forwarded to the. Standing Rules Sub -committee for. review. The review process included identifying those rules that had relevance to the City of West Covina and modifying the policies where necessary. The proposed Standing . Rules utilizes language from five cities (see attachment) Staff research for the sub -committee shows that many cities have the same problems, from time to time, for which these rules .were established to address. In most modern governments, it is a good practice to have standing rules in .order to conduct the peoples' business in an organized. fashion. The willingness of cities to adopt standing rules;, such as those drafted by the sub- committee, can serve as a statement by City Councils, that they are committed to good government. DISCUSSION: The final product of the sub -committee's work is attached to this report for the City Council's review and discussion. The . Standing Rules Report covers seven categories of conduct: 1) General, 2) City Council Values, 3) City Council Interaction and Communication, 4) City Council Interaction and Communication with Staff, 5) Mayor's Role, 6) Use of City Letterhead and 7) Public Meetings. FISCAL IMPACT: None RECOMMENDATION: It is recommended that the City Council discuss the recommendations of the City Council Standing Rules Sub -Committee and: 1. Make any desired changes, and 2. Approve the City Council Proposed Standing Rules. Artie Fields Assistant City Manager Attachment: Proposed Standing Rules List of Research Cities RESEARCH CITIES FOR PROPOSED STANDING RULES i . Proposed City of West Covina Standing Rules 1. General a. To take courageous action when necessary to keep West Covina on the growing edge of well run, well managed innovative cities. (Claremont) b. Council provides leadership and participates in regional, State.and national programs and meetings. (Claremont) c. Council looks to Commissions and. Committeesfor independent advice and some legislative actions. (Claremont) d. Other community leaders are included in the City government system. (Claremont) e. There is extensive citizen participation and work on City programs. (Claremont) f. We stress training for staff, Council and Commission members. (Claremont) g. Council Members will inform the City Manager's secretary when they will be out of town and it will be placed on the Council calendar. h. Council Members receive the same information when possible: citizen complaints, letters, background, etc. i. Council Members will returnunwanted reports and documents to staff for distribution to the public and/or recycling. (Claremont) j. 'At 11:00 p.m., the City Council will determine which of the remaining agenda items can be considered and acted upon prior to 12:00 midnight and will continue all other items on which additional time is required until a future City .Council meeting. All meetings are scheduled to terminate at 12:00 midnight. (Irvine) 2. Council Values a. The Council and City Manager are a participatory team. (Claremont) b. The Mayor and City Council are peers and have equal status. The City Manager shall respond equally to their needs. c. High energy and achievement oriented. (Claremont) 01 /28/00 1 Council Values (continued) d. Council Members shall accord the utmost courtesy to each other, to employees and to the public appearing before the Council, and shall refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statement as to - motives and personalities: (Temple City) e. There are no phonies. (Claremont) f There is humor. (Claremont) g. Traditions are respected, but not binding. (Claremont) 3. Council Interaction and Communication a. Council Members have the responsibility to report to Council on the work progress of ad hoc committees and/or other regional, State and national board/agency/group activities in which they are involved. b. It is the individual's responsibility to initiate resolution of problems as soon as possible. (Claremont) c. Relationships are informal, but not in public. Be aware of the impact on, and perception of the.public. (Claremont) d. Council Members will be flexible in covering for each other. (Claremont) e. Council ad hoc committees: i. belong to the council as a whole; theyare not territorial. (Claremont) . ii. are temporary and must conform to the Brown Act. They work at the direction of the Council and they report to the Council. iii. members are responsible for keeping the rest of the Council informed, and council members are responsible for advising sub -committees if they desire more information or would like to give input. (Claremont) . . iv. before moving in new directions, committee members will seek the advice of the Council. 4. Council Interaction and Communication with Staff a. Council Members should always feel free to go to the City Manager.`(Claremont) b. When a Council Member is unhappy with a department he/she should always talk it over with the City Manager and/or the Assistant City Manager, not the Department Head. (Claremont) 01 /28/00 2 Council Interaction and Communication with Staff (continued) c. The City Manager advises the Council of any serious violations of this norm: d. Council Members shall work through the City Manager on requests for secretarial services or assistance that involve large projects or mailings. (Glendora) e.. Council Members shall not meet with department staff or make requests of them without :the prior approval of the Department Head or the'City Manager. (Glendora) f. Requests by Council Members for reports, studies or investigations that are not readily available must be placed on the City Council agenda as items of business and must be approved by a majority of the City Council. (Glendora) g. At no time shall Council Members engage in conduct that substantially and unreasonably interferes with the ability of any other Council- Member, member of any appointed board or commission or any City employee to perform his or her official duties or that creates an objectively intimidating or hostile work environment. (Glendora) h. At all times Council Members shall conduct themselves so as to ensure that, their image and appearance .befit the occasion and reflect their position within the community. (Glendora) i, Council will be informed by staff when an unusual event occurs with which the public would be concerned; e.g., anyone wounded by gunfire, area cordoned off by police or fire-, etc. (Glendora) j. If a procedure for addressing a certain situation or, issue is unclear, the City Manager will refer the matter to the Council leadership (the Mayor and Mayor Pro Tem). If unable to resolve the matter, the Mayor and Mayor Pro Tem may refer resolution of the situation or issue to the entire City Council for further guidance. 5. Mayor's Role a. Each Mayor operates, somewhat uniquely from past Mayors; the role is defined by the person and based on their individual style. (Claremont) b. It shall be the prerogative of the Mayor, taking into consideration relative length of Council service, individual Council Member, preference. and equivalency, to assign individual Council Members to various committees. (San Leandro) 01 /28/00 - 3 6. Use of City Letterhead a. If the Council has taken an official position on an issue another member may not use City letterhead to present an opposing view.. b. Council Member letterhead may be used to present a member's personal viewpoint on an item only and if such correspondence clearly, states that the views do not represent that of the Council as a whole. c. Council Members may use Council Member letterhead for: i. Opinions identified as that of the Council Member's view ii. Personal positions regarding legislation before a body of government. iii. Communication with constituents. d-. Council Members may not use Council Member letterhead, for: i. Personal business. ii. All City Council positions will be stated over the signature of the Mayor only. 7. Public Meetings a. The Consent .Calendar shall be used judiciously for such matters as routine City business, some types of appeals and items already approved in the adopted budget. b. The Mayor may survey the audience at any time for the purpose of moving agenda items forward to accommodate those in attendance and who wish to speak. c. Treat everyone with courtesy - inappropriate behavior includes derogatory, snappy and sarcastic comments directed to a member of the audience. (Claremont) d. Treat the public equally; refer to individuals by surnames. Familiarity with members of the public may interfere with the process of fairness. e. If members of, the audience become agitated, the Mayor shall call a short recess for the purpose of Council Members going into the audience to talk with individuals. f. Voting i. Everyone shall have an opportunity to speak before voting on a motion. ii. On split votes, each member shares his/her views about the issue and the reasons for his/her vote. (Claremont) iii. Once avote is taken, Council Members will abide by action taken. 01 /28/00 _ 4