CC RES 2018-004 RESOLUTION NO. 2018-04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES REPEALING AND REPLACING THE CITY COUNCIL
RULES OF PROCEDURE.
WHEREAS, pursuant to their authority under Section 36813 of the Government
Code, and in part to implement the Brown Act (Govt. Code §§ 54900 et. seq.), and to
adopt parliamentary rules of procedure, the City Council of the City of Rancho Palos
Verdes has, since 2006, developed three sets of procedures to govern its activities. One
is a set of procedures including dealing with agenda and public meetings (the
"Procedures"); the second is a code of conduct dealing with ethical practices (the
"Protocols"); and the third is a set of some 53 policies developed over time dealing with a
wide array of policies (the "Policies");
WHEREAS, the City Council has also adopted the Advisory Board Handbook (last
amended in 2010), and the Planning Commission has its own rules of procedure adopted
by P.C. Resolution No. 92-037, and most recently amended by P.C. Resolution No. 2017-
035; and,
WHEREAS, the City Council originally adopted the Procedures pursuant to
Resolution No. 75-31, amending them a number of times, most recently pursuant to
Resolution No. 2014-54; and,
WHEREAS, the City Council adopted the Protocols pursuant to Resolution No.
2012-39; and,
WHEREAS, the City Council began adopting Policies in 1992, with the most recent
adopted in 2017; and,
WHEREAS, the City Council is committed to open and participatory government
by its members and by all appointed members and the highest degree of public input and
participation, and desires its rules and procedures to reflect the open government intent
of the Ralph M. Brown Act and the California Public Records Act; and,
WHEREAS, having three separate sets of procedures and policies can be
confusing for the public to work with, and they are sometimes overlapping and conflicting,
and the process for updating and review is not spelled out; and,
WHEREAS, some of the City's advisory bodies and commissions have their own
procedural rules and some do not. The City Council desires to apply to its appointed
members of boards, commissions, and committees procedural and ethical standards to
improve clarity for both the governing bodies and the citizens of the City, and to maximize
transparency and accountability; and,
WHEREAS, a Council subcommittee of Mayor Pro Tem Duhovic and Council
Member Dyda, was appointed to work with the City Attorney and is recommending
merging and revising the current Council Rules of Procedure and Council Protocols; and,
01203.0001/438362.3
WHEREAS, the Subcommittee is making its recommendations in a two phases:
(1) a new Rules of Procedure Manual merging the old Procedures and Protocols; and (2)
a review of the Policies making them current, reviewing them for consistency, and
developing a better system for future updating and transparency; and,
WHEREAS, the Rules of Procedure Manual is ready to bring forward while the
Policies Manual will come in a second phase of the project; and,
WHEREAS, the Rules of Procedure Manual incorporates state law, case law, and
provisions of the Rancho Palos Verdes Municipal Code, and has been prepared to apply
to all elected and appointed bodies and staff; thereby creating a single source of
procedural guidelines; and,
WHEREAS, the Rules of Procedure Manual contains comprehensive procedures
for conducting city council, commission, and other meetings of council appointed bodies
and staff; and establishes the roles of the legislative body members; and,
WHEREAS, the Rules of Procedure Manual largely incorporates existing
procedures, but also incorporates provisions consistent with state law but not previously
in the City's procedural guidelines, including but not limited to: councilmember personal
emails if dealing with City business are subject to the Public Records Act; amending
decorum rules to focus on disorderly conduct; creating a censure process for members;
requiring identification in communications as to whether expressing City policy; requiring
cooperation by members in legal defense to receive indemnification by City; providing for
reservation of rights; and permitting issuance of council subpoenas.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS:
Section 1: That the existing City Council Rules of Procedure are hereby repealed
and replaced with the Rules of Procedure in the attached Exhibit "A," which is
incorporated herein and is made a part hereof by this reference.
Section 2: That the existing Protocols for Officials are merged with the Procedures
and are hereby repealed.
Section 3: That the Rules of Procedure supersede any City Council Policy to the
extent that may be in conflict therewith.
Section 4: That the Subcommittee shall continue its review and updating of the
Policies for clarity and ease of use.
01203.0001/438362.3 Resolution No. 2018-04
Page 2 of 3
PASSED, APPROVED and ADOPTED this 16th day of January 2018.
Aseridt—
Mayor
Attest:
411111) illi
aiger Clerk
State of California
County of Los Angeles ) ss
City of Rancho Palos Verdes )
I, Emily Colborn, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2018-04 was duly and regularl, p:ssed and adopted by the said
City Council at a regular meeting thereof held on Janu:ry 16, 2018.
410A,
may City Clerk
01203.0001/438362.3 Resolution No. 2018-04
Page 3 of 3
01203.0001/404448.22
CITY OF RANCHO PALOS VERDES
CITY COUNCIL
RULES OF PROCEDURE
Resolution No. 2018-04
Exhibit A
Page 1 of 49
Adopted 1/16/18
01203.0001/404448.22
OUTLINE OF RULES OF PROCEDURE
1.0 Authority, Interpretation
1. City Council and, unless otherwise specified, city commissions and committees,
shall administer meetings in accordance with these Rules. (1.0)
2. Protocols for Officials have been merged with these Procedures. (1.0)
2.0 General Rules
1. Three members of the Council, or a majority of the members of a body, constitutes
a quorum necessary to transact business. (2.1)
2. If a Councilmember is absent without permission for 60 consecutive days, their
seat becomes vacant. (2.2)
3. City Clerk shall record minutes of all public proceedings and make such minutes
available to the public. (2.3)
4. Councilmembers must be recognized by the Mayor prior to speaking on a subject
under consideration. (2.4)
5. If there is a conflict over how Council proceedings should be governed, the
Municipal Code (RPVMC) shall prevail over other sources, and the Rules of
Procedure shall prevail over Rosenberg’s Rules of Order. (2.5)
6. City Manager serves the City Council, attends and takes part in Council meetings,
and keeps the Council informed as to the administration of the City. Includes rules
on absences from City. (2.6).
7. City Manager will provide written notice to Council on matters of significant
importance. (2.6(f)).
8. City Attorney shall attend all meetings of the City Council, serves as advisory
parliamentarian for the City, and oversees all legal affairs under Council direction.
(2.7(a)).
9. A Councilmember shall not have an attorney-client relationship with the City
Attorney and may not rely on advice from the City Attorney to obtain immunity from
FPPC enforcement. (2.7(b-c)).
10. Council may direct the City Attorney to file amicus briefs. (2.7(d)).
11. City Clerk shall attend all meetings of the City Council, assure all agendas are in
accordance with the Brown Act, and keep an account of all open proceedings of
the City Council. (2.8).
12. City Council may issue subpoenas. (2.10).
3.0 Types of Meetings
1. All regular Council meetings shall be open to the public and held at the designated
Council Chambers. The notice and agenda for such meeting shall be posted at
least seventy-two (72) hours before the meeting.(3.1-3.3).
2. A special meeting may be called by the Mayor or a majority of the Councilmembers
with notice posted at least twenty-four (24) hours before the meeting. (3.5).
3. Council may hold closed session meetings and exclude all persons authorized to
be excluded. (3.6).
4. Breaching confidentiality of closed session not only subjects the Councilmember
to censure, but civil and criminal sanctions (3.6).
5. Council may hold study session meetings. (3.7).
6. All meetings of the Council, except for closed sessions, shall be open to and may
be recorded by the media. (3.8)
Resolution No. 2018-04
Exhibit A
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Adopted 1/16/18
01203.0001/404448.22
4.0 Officers
1. Describes election of the Mayor and the Mayor Pro Tem and duty to serve as a
member and at the pleasure of the Council. (4.1-4.2).
2. Defines selection, duties, and authority of the Presiding Officer. (4.3/4.6).
3. Defines decorum of Councilmembers for being recognized by the Presiding
Officer, for motioning to bring a matter before the Council, for enforcing the rules,
and for communicating between members regarding matters not on the agenda or
during breaks or before and after meetings. Presiding Officer promotes dialogue,
not allowing one member to monopolize. (14.7).
5.0 Agendas
1. Generally, the Council may not take action on a matter not appearing on the posted
agenda. (5.1).
2. Agenda descriptions must provide sufficient detail as to the subject matter of the
item. (5.2).
3. City Manager prepares the agenda with oversight from the Mayor and provides
appropriate staff reports with professional recommendations for Council
consideration.
4. A Councilmember may make a request for the inclusion of an item on a future
agenda to the Mayor, City Manager, or to the Council during a meeting. (5.4)
5. Staff reports are required for all agenda items. (5.5).
6. Defines process for Order of Business for Council meetings. (5.6).
7. Defines time for delivery of agenda packet, including reports, to Councilmembers
and the public. (5.7).
8. City Clerk shall post the agenda with the time and location of the meeting and a
brief description of each agenda item. (5.8).
9. Any person may address the Council regarding an item within the subject matter
jurisdiction of the Council. (5.10).
10. Consent Calendar is allowed for items not requiring Council discussion and
considered ministerial and routine. Items removed by a Councilmember are heard
after the regular agenda, but, if removed at citizen request, are heard after the
Consent Calendar. (5.12).
11. Oral reports may be included for agenda items, or given by Councilmembers to
report on an event they attended as an elected official of the City. (5.13).
6.0 Citizens’ Rights
1. Defines time and procedures for public comment. (6.1).
2. No disorderly conduct permitted that would impede the orderly conduct of a
Council meeting. Any disorderly person may be removed after receiving a warning.
(6.2(a-b)).
3. A majority of the Council may agree to allow an interested person to address the
Council for the reading of protests, petitions, or communications relating to a
matter under consideration. (6.3).
4. Any person may submit written comments to the Council through the City Clerk or
City Manager’s office. (6.4).
7.0 Ordinances, Resolutions, and Contracts
1. Ordinances, resolutions, and contracts shall be approved by the City Attorney
before placement on the agenda. (7.2).
2. Defines the process for introducing, adopting, and preserving ordinances. (7.3-
7.4).
Resolution No. 2018-04
Exhibit A
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Adopted 1/16/18
01203.0001/404448.22
8.0 Procedures Regarding Public Hearings
1. Hearings involving the adjudication of individual property rights and interests are
quasi-judicial proceedings with due process requirements. (8.1).
2. Staff reports, written materials, oral reports, and Councilmember questions shall
be included in the public hearing record. (8.2).
3. Defines guidelines for Presiding Officer control over public hearing time limits and
procedures, and control over Council deliberations. (8.3, 8.4).
4. After closure of the public hearing, Council may vote on the item, offer
amendments, reopen the hearing, or continue the matter to a later date for
decision. (8.5(b)).
5. A tie vote is a denial. The matter is automatically continued to the next meeting if
it is a public hearing matter, or if a member is absent. (8.5(d)).
6. Councilmembers should minimize extra-meeting contacts with persons who will be
the subject of a public hearing, must refrain from expressing any viewpoints during
extra-meeting contacts, and after the public hearing, must disclose any extra-
meeting contacts that may be relevant to the decision. (8.6(a-c)).
7. Councilmembers may inspect a relevant site and disclose such inspection on the
record at the beginning of the public hearing. (8.6(d)).
9.0 Censure of Members
1. A Councilmember who has violated any general law or regulation, or any rule, law,
ordinance or resolution of the City may be censured after being given notice and
an opportunity to correct the violation. (9.1-9.2, 9.4).
2. Defines procedure for hearing a motion for censure. (9.5-9.8).
10.0 Commissions, Committees, and Subcommittees
1. Mayor appoints Councilmembers to serve as representatives on various
committees. (10.1).
2. Council may create commissions, committees or other advisory bodies by
ordinance, resolution, or motion, and make appointments to such bodies. (10.2(a-
d)).
3. Defines when Council Subcommittees are subject to the Brown Act. (10.3(a)).
4. Subcommittees may use a staff support to gather information and provide a
Subcommittee report to the Council. (10.3(b-d)).
5. All members are subject to the same email rules and are indemnified to the same
extent as Councilmembers. (10.4-10.5).
11. Public Records and Use of Email
1. Documents related to City business, including electronic emails, regardless of
whether on City email or personal private email accounts, are public records
subject to disclosure. (11.1).
2. Councilmembers shall use a City email account for City business, and segregate
and preserve City business emails that predate these rules. (11.2-11.3).
3. City Attorney shall review any public records, including communications of
Councilmembers that are responsive to public records requests. (11.4).
4. In response to PRA requests, staff will research City email server and
Councilmember will produce City emails exclusively in their possession for
review by City Attorney. (11.5-11.7).
5. Defines “public records”. (11.8).
Resolution No. 2018-04
Exhibit A
Page 4 of 49
Adopted 1/16/18
01203.0001/404448.22
12. Defense and Indemnification of Members
1. Councilmembers are employees and are not vicariously liable for injuries caused
by the City. Employees are entitled to defense by City, and payment of judgment.
City can refuse to defend if employee was acting outside scope of employment or
with fraud, corruption, or actual malice; or if defense creates a conflict of interest
between City and employee. (12.1).
2. Councilmembers’ acts in violation of RPVMC or rules applicable to City Council
are outside the scope of employment. (12.2).
3. Employees must cooperate in their defense by the City. (12.3).
4. Defense of Councilmember acting outside the scope of employment or refusing
to cooperate with defense is in the Council’s absolute discretion. (12.4).
5. Any defense or indemnification by the City is subject to a reservation of rights
agreement for subsequently discovered information. (12.5).
13. Suspension and Amendment of these Rules
1. Rules not mandated by RPVMC or the Government Code may be suspended or
amended by a vote of the Council. (11.1-11.2).
14. Motions and Voting
1. Includes Table of Motions (Attachment 1 to Exhibit A). (14.1).
2. City Clerk states all motions submitted for a vote and the Presiding Officer may
state the consensus of the Council, or the Clerk will conduct a roll call vote as
required for adopting ordinances, resolutions, or actions involving the payment of
money. (14.2-14.3).
3. Councilmember silence during a vote denotes approval. (14.3(c)).
4. Quorum is required for Council action, but majority vote of total Council
membership is required for ordinances, resolutions, or orders for payment of
money. (14.4(a)).
5. Defines state statutes that require supermajority vote, greater than majority vote
of all Councilmembers. (14.4(b)).
6. Members with a conflict of interest are not counted for establishing quorum and
may not participate in the decision. (14.4(c)).
7. Members may abstain due to a legally-recognized conflict of interest, common law
bias, or public perception that their participation would be inappropriate. (14.5 (a-
d)).
8. Abstention results in a non-vote, or in the case of a supermajority vote or a vote of
those present, a “no” vote. (14.6(e)).
9. Defines procedures for a Councilmember’s motion to reconsider any action. (14.6).
10. Members not previously present should not vote on the approval of minutes or a
continued item unless they affirm their familiarization with the earlier record. (14.7).
11. When a motion is before the Council, no other motions may be entertained except
a motion to amend, a motion to postpone, a motion to table, or a substitute motion.
(14.8).
15.0 Brown Act Demands for Correction
1. Persons seeking to declare any action by the Council void for violation of the Brown
Act must first serve a written demand upon the City Clerk and allow the Council
thirty (30) days to correct its action before commencing a judicial action. (15.1(a-
b)).
Resolution No. 2018-04
Exhibit A
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Adopted 1/16/18
01203.0001/404448.22
2. Subject of demand shall be placed on the agenda and Council will determine
whether to reconsider the action, and if so whether to take corrective action. (15.2-
15.3.).
3. Process does not void issuance of bonds or contractual obligations. (15.1).
16.0 Code of Conduct
1. Officials must be independent and impartial, should not use the public office for
personal gain, and should conduct actions in an atmosphere free of personal
animosity and hostility. Officials include elected, appointed, employees and
vendors. (16.1/16.3(a)).
2. Code to be reviewed periodically for guidance on conduct in common situations.
(16.2(a-b)).
3. City Manager is the administrative head of the City and the City Council is the chief
policy-making body of the City. (164.2(c)).
4. Defines duties of City Officials (16.3(b)); ethical standards (16.3(c)); and rules of
conduct. (16.3(d)).
5. Councilmembers should avoid impropriety, treat each other collegially, and should
seek advice from the City Attorney if they believe their actions may appear to be
inappropriate. (16.3(e-g)).
6. Councilmembers shall conduct email correspondence and segregate City emails
in a manner that allows ready compliance with public records requests. (16.3(h)).
7. Councilmembers shall not disclose or use any confidential information to advance
their own or another’s financial or personal interests. (16.4).
8. Official may not assert or imply that they are acting on behalf of the City unless
authorized to do so by the Council, shall provide disclaimers if not acting officially,
and shall not communicate anonymously. (16.5).
9. City Manager is responsible for the administrative operation of the City. (16.6(a)).
10. Councilmembers should direct questions or information requests only to the City
Manager, City Attorney, Deputy City Manager, Department Heads, Human
Resources Manager, or Economic Development Manager. (16.6(b)).
11. Councilmembers should not disrupt or attempt to influence staff. (16.6(c-d)).
12. Councilmembers should check with staff before sending correspondence.
(16.6(e)).
13. Councilmembers should not attend meetings with staff unless requested. (16.6(f)).
14. Employees shall be assigned to provide administrative support to
Councilmembers. (16.6(g)).
15. Officials should not direct the City Manager as to City personnel matters. (16.6(h)).
16. City Manager shall require all staff and employees to observe the same rules of
procedure and decorum applicable to Councilmembers. (16.7).
17. Staff desiring to address the City Council or the public should address the remarks
to the Presiding Officer. (16.7).
18. Councilmembers should not solicit political support from staff. (16.8).
Resolution No. 2018-04
Exhibit A
Page 6 of 49
Adopted 1/16/18
01203.0001/404448.22
TABLE OF CONTENTS
Page
1.0 AUTHORITY, INTERPRETATION ........................................................................ 1
2.0 GENERAL RULES ............................................................................................... 1
2.1 Quorum ...................................................................................................... 1
2.2 Vacancy by Unexcused Absence .............................................................. 1
2.3 Minutes of Proceedings ............................................................................. 1
2.4 Right of Floor ............................................................................................. 2
2.5 Rules of Order ........................................................................................... 2
2.6 City Manager ............................................................................................. 2
2.7 City Attorney .............................................................................................. 3
2.8 City Clerk ................................................................................................... 5
2.9 Deputy City Manager/Department Heads/Employees ............................... 5
2.10 Power to Issue Subpoenas ........................................................................ 5
3.0 TYPES OF MEETINGS ........................................................................................ 5
3.1 Public Meetings ......................................................................................... 5
3.2 Regular Meetings ....................................................................................... 6
3.3 Notice of Regular Meetings ........................................................................ 6
3.4 Adjourned Meetings ................................................................................... 7
3.5 Special Meetings ....................................................................................... 7
3.6 Closed Session Meetings .......................................................................... 7
3.7 Study Session Meetings ............................................................................ 8
3.8 Media Attendance ...................................................................................... 8
3.9 Recess ....................................................................................................... 8
3.10 Redevelopment Successor Agency and Improvement Authority
Business .................................................................................................... 8
3.11 Civic and Other Events .............................................................................. 8
4.0 OFFICERS ........................................................................................................... 9
4.1 Election of the Mayor ................................................................................. 9
4.2 Mayor Pro Tem .......................................................................................... 9
4.3 Presiding Officer ........................................................................................ 9
4.4 Point of Order .......................................................................................... 10
4.5 Personal Privilege .................................................................................... 10
Resolution No. 2018-04
Exhibit A
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01203.0001/404448.22
4.6 Preservation of Order............................................................................... 10
4.7 Councilmember Decorum ........................................................................ 11
5.0 AGENDAS .......................................................................................................... 11
5.1 No Discussion of Item Not on Agenda ..................................................... 11
5.2 Agenda Description ................................................................................. 12
5.3 City Manager Prepares Agenda With Mayor Oversight and
Concurrence ............................................................................................ 12
5.4 Scheduling Tentative Agenda Items ........................................................ 12
5.5 For Future Agenda Items ......................................................................... 12
5.6 Staff Reports ............................................................................................ 13
5.7 Order of Business .................................................................................... 13
5.8 Agenda Preparation Distribution .............................................................. 13
5.9 Agenda Posting ....................................................................................... 13
5.10 Minutes .................................................................................................... 14
5.11 Public Comments ..................................................................................... 14
5.12 Public Hearings ........................................................................................ 14
5.13 Consent Calendar .................................................................................... 14
5.14 Oral Reports ............................................................................................ 14
6.0 CITIZENS’ RIGHTS ............................................................................................ 15
6.1 Addressing the Council ............................................................................ 15
6.2 Disorderly Conduct .................................................................................. 16
6.3 Reading of Protests ................................................................................. 18
6.4 Written Communications .......................................................................... 18
7.0 ORDINANCES, RESOLUTIONS AND CONTRACTS ........................................ 18
7.1 Document Preparation ............................................................................. 18
7.2 Document Approval ................................................................................. 18
7.3 Ordinance Introduction/Adoption ............................................................. 18
7.4 Ordinance Preservation ........................................................................... 19
8.0 PROCEDURES REGARDING PUBLIC HEARINGS .......................................... 19
8.1 General .................................................................................................... 19
8.2 Staff and Written Material Presentation ................................................... 19
8.3 Public Hearing ......................................................................................... 19
8.4 Council Deliberations ............................................................................... 20
Resolution No. 2018-04
Exhibit A
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01203.0001/404448.22
8.5 Council Action .......................................................................................... 21
8.6 Extra-Meeting Contacts on Matters Set for Public Hearing ...................... 22
9.0 CENSURE OF MEMBERS ................................................................................. 22
9.1 Grounds for Censure ............................................................................... 22
9.2 Censure Defined ...................................................................................... 22
9.3 Censure Considered in Indemnification ................................................... 22
9.4 Notice and Opportunity to Cure ............................................................... 23
9.5 Initiation of Proceedings ........................................................................... 23
9.6 Hearing .................................................................................................... 23
9.7 Failure to Censure ................................................................................... 24
9.8 Sanctions ................................................................................................. 24
10.0 BOARDS, COMMISSIONS, COMMITTEES, AND SUBCOMMITTEES ............. 24
10.1 Mayor/Council Committees ...................................................................... 24
10.2 Creation of Advisory Boards and Committees ......................................... 24
10.3 Council Subcommittees ........................................................................... 25
10.4 Use of Email ............................................................................................ 26
10.5 Defense and Indemnification ................................................................... 26
11.0 PUBLIC RECORDS AND USE OF EMAIL ......................................................... 26
11.1 General. ................................................................................................... 26
11.2 Must Use City Email Account. .................................................................. 26
11.3 Use of Private Email Accounts Prior to the Adoption of These Rules.
................................................................................................................. 26
11.4 Public Records Requests. ........................................................................ 27
11.5 Staff to Review City Accounts. ................................................................. 27
11.6 Emails in Possession of Councilmember. ................................................ 27
11.7 City Attorney Review................................................................................ 27
11.8 Definition of Public Records. .................................................................... 27
11.9 Exceptions ............................................................................................... 27
12.0 DEFENSE AND INDEMNIFICATION OF MEMBERS ........................................ 27
12.1 General. ................................................................................................... 27
12.2 Grounds for not Defending; Scope of Duties ........................................... 28
12.3 Cooperation in Councilmembers’ Defense ............................................... 28
12.4 City’s Duty to Defend – Limitations .......................................................... 28
Resolution No. 2018-04
Exhibit A
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01203.0001/404448.22
12.5 Reservation of Rights by City ................................................................... 28
13.0 SUSPENSION AND AMENDMENT OF THESE RULES .................................... 28
13.1 Suspension .............................................................................................. 28
13.2 Amendment ............................................................................................. 29
14.0 MOTIONS AND VOTING ................................................................................... 29
14.1 Table of Motions ...................................................................................... 29
14.2 Motion to be Stated .................................................................................. 29
14.3 Voting....................................................................................................... 29
14.4 Votes Needed .......................................................................................... 30
14.5 Abstentions .............................................................................................. 30
14.6 Motion to Reconsider ............................................................................... 31
14.7 Votes of Members Previously Absent ...................................................... 31
14.8 Precedence of Motions ............................................................................ 32
15.0 BROWN ACT DEMANDS FOR CORRECTION ................................................. 32
15.1 Requirement of Written Demand ............................................................. 32
15.2 Consideration of Corrective Action .......................................................... 33
15.3 Implementing Corrective Action ............................................................... 33
16.0 CODE OF CONDUCT ........................................................................................ 34
16.1 Statement of Purpose .............................................................................. 34
16.2 General .................................................................................................... 34
16.3 Rules of Civility ........................................................................................ 35
16.4 Disclosure of Information ......................................................................... 37
16.5 Improper Representation ......................................................................... 38
16.6 Non Interference with Administration ....................................................... 38
16.7 Decorum and Order – Employees ........................................................... 39
16.8 Not Solicit Political Support ...................................................................... 39
Resolution No. 2018-04
Exhibit A
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CITY OF RANCHO PALOS VERDES
CITY COUNCIL
RULES OF PROCEDURE
1.0 AUTHORITY, INTERPRETATION
As provided by Government Code Section 36813, the City Council hereby
establishes these Rules of Procedure (the “Rules”) for the conduct of meetings and of
City business generally. These Rules shall be interpreted and administered to be
consistent with the Rancho Palos Verdes Municipal Code (“RPVMC”), and state laws.
These Rules shall be in effect upon the adoption by City Council and until such time as
they are amended or new rules are adopted in the manner provided by these Rules.
Additionally, City commissions, committees and advisory bodies shall generally
administer their meetings in accordance with these Rules. In addition to these Rules, the
City Council has adopted Protocols for Officials (the “Protocols”) and by motion adopted
various policies (the “Policies”) establishing City procedures, which are separately
maintained. The Protocols have now been merged within these Procedures and are no
longer a separate document. These authorities shall be liberally constructed and
harmonized so as to carry out the City’s purposes which are to promote transparency and
citizen participation in a civil and respectful governance environment.
2.0 GENERAL RULES
2.1 Quorum
A majority of the members of the body, and in the case of the Council, three
members of the Council, shall constitute a quorum necessary to transact business. In the
event a quorum is not in attendance, the City Clerk will adjourn the meeting to a later set
time.
2.2 Vacancy by Unexcused Absence
If a Councilmember is absent without permission from all regular Council meetings
for 60 days consecutively from the last regular meeting he/she attended, his/her office
becomes vacant and shall be filled as any other vacancy, as provided by Government
Code Section 36513.
2.3 Minutes of Proceedings
An account of all public proceedings of the Council shall be recorded by the City
Clerk or his/her designee and entered into the official minute books of the Council. These
minutes shall be available to the public following approval by the Council.
Resolution No. 2018-04
Exhibit A
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2.4 Right of Floor
Any Councilmember desiring to speak shall first be recognized by the Mayor and
shall confine any remarks to the subject under consideration.
2.5 Rules of Order
In all matters and things not otherwise provided for herein, the proceedings of the
Council shall be governed by “Rosenberg’s Rules of Order”, unless there are no
applicable provisions in which case the applicable provision of Robert’s Rules of Order
shall apply. However, no ordinance, resolution, proceedings or other action of the Council
will be invalidated, or the legality thereof affected, by the failure or omission to observe or
follow said Rules. In the event of a conflict between the City’s Municipal Code and/or
these Rules of Procedure with the Rosenberg’s Rules of Order, the provisions of the City’s
Municipal Code shall prevail over other sources, and the Rules and Procedures shall
prevail over Rosenberg’s Rules.
2.6 City Manager
(a) General. The City Manager reports to and serves at the pleasure of
the Council and shall be governed by Chapter 2.08 of the RPVMC. The City Manager
may make recommendations and shall have the right to take part in all discussions of the
Council, but shall have no vote.
(b) Attendance. The City Manager shall attend all meetings of the
Council unless excused, and in his/her absence, the Deputy City Manager or Acting City
Manager shall substitute. The City Manager shall report to the Council on any proposed
periods of absence from the City and the reasons therefore. The City Manager will
regularly be available for emergency contact on a 24/7 basis. If the City Manager should
become or plans to become unavailable for any reason, the City Manager will notify the
Council and Staff in writing as to who is the acting Chief Executive of the City during
his/her absence. The City Manager should notify the Council and Staff in writing
immediately upon resuming his/her duties and becoming available.
(c) Duties. The City Manager shall have the duties specified in Section
2.08 of the RPVMC. The City Manager shall supervise staff to ensure that each staff
member maintains the policies and direction of the Council. The City Manager shall keep
the Council informed as to the administration of the City, and shall report on all activities,
meetings, and functions, including all conferences and gatherings attended on behalf of
the city.
(d) Business Trips and Travel. The Council will be advised in writing of
the City Manager’s planned city business trips for conferences, meetings and seminars
on an annual basis, within the first 30 days of the calendar year or within the first 30 days
of employment, as applicable. Should a business trip become necessary that had not
been previously scheduled and noticed via the aforementioned process, the City Manager
will give as much advanced notice as possible, but no less than 14 days prior to the
conference, meeting or seminar and will not make arrangements until 48 hours has
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passed from the time notice is sent to the Council. The Council will be given at least 30
days advanced notice on proposed vacation travel for periods longer than 2 days. Said
notification will not apply to sick leave or emergency leave situations. The City Manager
will promptly notify the Council via email of any changes to scheduled/planned trips or
meetings.
(e) Expense Reports. The Director of Finance will produce detailed
expense reports of all expenses for which reimbursement has been requested within 15
days after the close of each calendar quarter. The format of the report will be approved
by the Council. The City Manager shall only submit city business expenses for
reimbursement, providing all the requisite backup, including invoices, receipts and/or
other similar documentation.
(f) Advice of Council. Matters of significant importance (i.e., the
hiring/appointment of senior or highly compensated staff or third-party contractors,
changes in the interpretation of the RPVMC, interaction or decisions with respect to high-
profile city residents/businesses, notification of significant changes to contracts,
interaction or decisions with respect to any individual or entity that has initiated or
threatened litigation, issuance of any press release, etc.) will require written notification
to the City Council within two days thereof. Thereafter, upon the request of any
Councilmember, provided no detrimental reliance has arisen therefrom, the matter shall
be placed on a public agenda for consideration by the Council.
2.7 City Attorney
(a) Authority. The City Attorney, or deputy, shall attend all meetings of
the Council unless excused and shall attend all meetings of such other boards and
commissions as directed by the Council or City Manager. The City Attorney serves as
advisory parliamentarian for the City. Final rulings on parliamentary procedure are made
by the Presiding Officer. All ordinances and resolutions and all contracts, deeds,
easements or other legal instruments shall be approved as to form and legality by City
Attorney. In any case of ambiguity or uncertainty in the interpretation or application of this
Manual to any procedure, the Presiding Officer may direct such question to the City
Attorney for a ruling.
(b) Attorney-Client Privilege. The City Attorney is the legal
representative of the City acting through its City Council. Any member of the Council may
request from the City Attorney a legal opinion regarding any matter related to the interests
of the City. Where a legal opinion involves substantial cost, the request for the opinion
must first be approved by the City Manager or by a majority of the Council. There is a
continuing legal question as to whether the City Attorney may have an attorney-client
relationship with any individual member of the Council or the staff. As a consequence,
any discussion with the City Attorney which leads to the conclusion that the interests of
the City are at risk must be revealed to all relevant members of the Council and the staff
by the City Attorney. The City Attorney shall not have an attorney-client relationship with
individual Councilmembers. The City Attorney is required to maintain the confidentiality
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of such communications from persons outside the City to the extent required or permitted
by law and the code of ethics.
(c) Conflict Opinions. The City Attorney has no statutory duty or authority
under the Political Reform Act to provide Political Reform Act advice to any
Councilmember but should provide advice to members when requested. However, a
Councilmember may not rely on advice from the City Attorney to provide him or her with
immunity from Fair Political Practices Commission (“FPPC”) enforcement or prosecution.
Such immunity may be obtained only through a written advice letter obtained from the
FPPC by the Councilmember. A Councilmember enjoys no privilege of attorney-client
confidentiality with the City Attorney any such advice cannot be withheld from the rest of
the Council. If, after receipt of an opinion of the City Attorney, the Councilmember wishes
to participate in the decision-making process with immunity from prosecution, the City
Attorney shall assist the Councilmember in making direct contact with the FPPC for
informal or formal advice upon which the Councilmember can rely.
(d) Amicus. From time to time, other jurisdictions or the League of
California Cities or other regional or statewide association will ask the City to participate
in the filing of a letter or brief before a court in a matter deemed to be of concern to cities
generally and which would benefit the City. These “friend of the court,” or “amicus” briefs
show the court that its decision will have broad impact. Such participation is normally
without direct cost to the City. In considering whether to direct City Attorney to file an
amicus brief, the Council shall consider whether such brief would benefit or conflict with
other City-related interests such as, without limitation, the interests of employee
organizations, law enforcement or public safety.
(1) Upon receipt of the request, the City Attorney shall make the
request available through the City Manager to the Council. Upon a determination by any
Councilmember that there is an interest in participating in the action in the manner
proposed, the Councilmember shall inform the City Manager or City Attorney who shall
place the matter as an item for discussion in closed session on the agenda of the next
Council meeting. The City Attorney may also place an amicus request on the agenda on
his or her initiative.
(2) In lieu of the foregoing process, where there is urgency to the
matter, the City Attorney is authorized to undertake the filing of the letter or brief where
(i) in the opinion of City Attorney the legal matter significantly affects the interests of the
City, (ii) the City Attorney has consulted with and received the approval of the City
Manager, (iii) the cost to the City will not exceed $5000, and (iv) the City Attorney makes
a written report of the action to the Council.
(3) Approval given to City Attorney to defend, seek or refrain from
seeking appellate review or relief, or to enter as an amicus curiae in any form of litigation
as the result of a closed session consultation, shall be reported in open session at the
public meeting during which the closed session is held. The report shall identify, if known,
the adverse party or parties and the substance of the litigation. In the case of approval
given to initiate or intervene in an action, the announcement need not identify the action,
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the defendants, or other particulars, but shall specify that the direction to initiate or
intervene in an action has been given and that the action, the defendants, and the other
particulars shall, once formally commenced, be disclosed to any person upon inquiry,
unless to do so would jeopardize the agency’s ability to effectuate service of process on
one or more unserved parties, or that to do so would jeopardize its ability to conclude
existing settlement negotiations to its advantage.
2.8 City Clerk
(a) General. The City Clerk or his/her designee shall attend all meetings
of the Council unless excused by the City Manager, and in her/his absence, the Deputy
City Clerk shall substitute. The City Clerk shall ensure that all agendas are prepared,
noticed, and distributed in accordance with the Brown Act. The City Clerk shall record,
prepare and maintain the official record of the Council and perform other related duties
as prescribed by the Council and/or City Manager.
(b) Minutes. An account of all proceedings of Council open meetings
shall be kept by the City Clerk. The City Clerk shall prepare an abbreviated record of the
meetings’ proceedings for approval by the Council, which, when adopted by the Council,
shall be the official Minutes of the meeting. Amendment of the minutes may be made only
as to factual accuracy and not as to a change of intent. The Minutes of the meeting need
not be verbatim. Only the best and most complete available recording of the meeting shall
constitute the official record of the Council, but the Minutes shall constitute the official
record of the Council meeting where a verbatim record of the meeting is not available.
2.9 Deputy City Manager/Department Heads/Employees
The Deputy City Manager, Department Heads and other city employees, as
directed by the City Manager, shall attend Council meetings.
2.10 Power to Issue Subpoenas
The Council may issue subpoenas requiring attendance of witnesses, or
production of books, or other document for evidence, or testimony any action or
proceeding pending before it. (Govt. Code § 37104.) Subpoenas shall be signed by the
Mayor and attested to by the City Clerk. They may be served in same manner as
subpoenas in civil actions.
3.0 TYPES OF MEETINGS
3.1 Public Meetings
In accordance with the Brown Act (Govt. Code §§ 54950 et seq), all meetings of
the Council and all its commissions, committees and bodies, including standing
committees, shall be open to the public, except for (i) portions of meetings which can be
conducted in closed session, (ii) meetings of less than a quorum, or (iii) meetings of non-
governing bodies operating in a wholly advisory role.
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3.2 Regular Meetings
The Council shall meet in the Council Chambers (McTaggart Hall) located at Fred
Hesse, Jr. Community Park, 29301 Hawthorne Boulevard, for all regular meetings.
Regular meetings of the Council shall be held on the first and third Tuesday of each month
at the hour of seven p.m. in the Council Chambers except as follows:
(a) When a Rancho Palos Verdes municipal election is conducted in the
City on the first or third Tuesday of any month, the meeting shall be held on the next
succeeding day that is not a holiday.
(b) When an official City holiday falls on the first or third Tuesday of any
month, the meeting shall be held on the next succeeding day that is not a holiday.
Only closed sessions and study sessions may be held between six p.m. and seven
p.m. unless a regular meeting is adjourned to, or a special meeting is called for, such
time. All study sessions shall be noticed and open to the public and taped for future
telecasting on local TV provided that no telecasting is required during closed sessions.
No study session or closed session will be held during such hours unless the
agenda is posted at least seventy-two hours prior to the meeting as required by Section
54954.2 of the California Government Code. No action shall be taken during any study
session held between such hours unless the agenda so provides.
The Council will adjourn its meetings on or before 11:00 p.m. and will not consider
new business items after 10:15 p.m., unless the majority of the Councilmembers who are
present affirmatively vote either to extend the meeting after 11:00 p.m. or to consider new
business after 10:15 p.m. If the meeting ends before all of the items listed on the agenda
are completed, any unfinished business will be continued to the next regular meeting
unless the Council determines to consider the matter(s) earlier at an adjourned regular
meeting. The City Clerk, or his/her deputy, will post notice of any continued hearing or
other unfinished business, as required by law.
3.3 Notice of Regular Meetings
For every regular Council meeting, the City Clerk or his/ her designee, shall post
a notice of the meeting, specifying the time and place at which the meeting will be held,
and an agenda containing a brief description of all the items of business to be discussed
at the meeting, as set forth in Section 5.2. The notice and agenda may be combined into
a single document.
The notice and agenda must be posted at least seventy-two (72) hours before the
regular meeting in a location freely accessible to the public twenty-four (24) hours a day
during the seventy-two (72) hour period, and where the notice and agenda is not likely to
be removed or obscured by other posted material, in the manner provided in Section 3.5.
Specifically, the notice and agenda shall be posted at the places indicated below, and/or
at such other location(s) as the City Clerk may designate:
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City Hall
City Website
The locations for posting may be revised from time to time by resolution of the Council.
3.4 Adjourned Meetings
Any meeting of the Council may be adjourned to a later date, place and time,
provided no adjournment is for a longer period than the next regularly-scheduled meeting.
3.5 Special Meetings
Special meetings may be called by the Mayor, or by a majority of the
Councilmembers, by delivering written notice to each Councilmember and to each local
newspaper of general circulation and any radio or television station requesting such
notice, in accordance with Government Code Section 54956. The notice for a special
meeting must specify the subject(s) to be considered, and only the matters specified in
the notice may be discussed at special meetings. The notice for a special meeting shall
be conspicuously posted at least twenty-four (24) hours prior to the special meeting in a
location that is freely accessible to the public twenty-four (24) hours a day, and where the
notice is not likely to be removed or obscured by other posted material. Specifically, the
notice shall be posted at the same locations designated for posting of the regular agenda,
and at such other location(s) as the City Clerk may designate.
3.6 Closed Session Meetings
(a) Generally. The Council may hold closed sessions during a regular or
special meeting, or at any time otherwise authorized by law, to consider any matter it is
authorized to consider in closed session. Public comment shall be permitted on closed
session matters prior to the closed session. If a closed session is included on the agenda,
the description of the item shall meet the requirements of and shall identify the statutory
basis for the closed session. During closed session, the Council shall exclude all persons
which it is authorized by state law to exclude from a closed session. No minutes of the
proceedings of the Council during a closed session are required. Closed sessions may
not be held regarding a matter not listed on a properly posted agenda for closed session
except upon the Council first taking action to place the item on the agenda as a closed
session item as provided in Section 5.1 and as permitted by law.
(b) Confidentiality. No person attending a closed session shall publicly
discuss or otherwise reveal the discussion, content, and/or proceedings of the closed
session unless such disclosure has been approved by the vote of the Council taken during
the closed session or as otherwise required by law. Violation of this rule may subject the
violator to various penalties including (i) censure by the Council as provided in Article 9.0
herein, (ii) criminal penalties as the willful failure to perform a duty under Government
Code Section 1222, or other statute, (iii) referral to the grand jury, or (iv) civil actions,
including issuance of an injunction. If minutes are kept, they are not a public record and
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shall be kept confidential and shall be available only to Councilmembers or as otherwise
provided by law (Government Code § 54957.2(a)).
(c) Public Reports. Before recessing into closed session, the Presiding
Officer or City Attorney shall announce that the body is recessing into closed session and
shall name each closed session topic that will be discussed in closed session. Public
comment will be allowed on closed session agenda items prior to the closed session.
Upon leaving closed session, the Presiding Officer or City Attorney shall report publicly
any reportable actions taken on a closed session matter and, if any vote was taken, shall
announce that the matter was put to a vote, the results of the vote, and how each
Councilmember voted.
3.7 Study Session Meetings
The Council may meet informally in conference or “study” sessions regarding
concerns of the Council to gather and exchange information, and such meetings shall be
subject to the Brown Act, provided that all discussions and conclusions shall be informal.
Such meeting shall be called in the same manner as for special meetings or adjourned
meetings, as applicable. Each notice shall indicate that an opportunity for public comment
shall be provided before any matter shall be determined. When a meeting has been
designated a Study Session, the Council shall not take any action with respect to the
matter under study other than directing the City Manager to take action on a particular
item which will be brought back before the Council for formal action or with prior public
notice appearing on a properly posted agenda of such intent to take action.
3.8 Media Attendance
Except for closed sessions, all meetings of the Council and City boards and
commissions shall be open to the media, and may be recorded by tape, radio, television,
or photography, provided such recordings do not interfere with the orderly conduct of the
meetings.
3.9 Recess
Once every hour and one-half, or as Council business permits, the Council shall
recess for a period of time specified by the Mayor.
3.10 Redevelopment Successor Agency and Improvement Authority Business
Unless otherwise directed by the Council, upon adjournment of the regular Council
meeting held on the first Tuesday of each month, the Council will meet as the Successor
Agency to the Rancho Palos Verdes Redevelopment Agency and then as the Rancho
Palos Verdes Improvement Authority. The meetings of these bodies shall be conducted
in accordance with these Rules.
3.11 Civic and Other Events
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(a) Notify City Manager of Meeting. If a quorum or more of the Members
of the Council will attend an event where City business will be discussed by a quorum of
the Council, the Councilmembers shall notify the City Manager so that the event can be
noticed as a Council meeting in accordance with the provisions of the Brown Act.
(b) Attendance at Conferences and Social Events Permitted.
Notwithstanding the foregoing, three or more members of the Council may attend
conferences and social or community events in accordance with the Brown Act so long
as City business is not conducted at such events. In the event City expenditure is
proposed for other invited guests (as permitted by state law), such expenditure must be
approved by the Council at a regularly scheduled Council meeting that is held in advance
of the event.
4.0 OFFICERS
4.1 Election of the Mayor
The Mayor is a member of the Council and shall be publicly elected by a majority
vote of Council at the first regular meeting in December or, in the case of an election year,
upon certification of the election results, whichever occurs later. The individual who is
elected by the City Council as Mayor serves as Mayor at the pleasure of the Council. As
a Councilmember, the Mayor shall have all the powers of a member and only such
additional powers as specified herein or in the RPVMC.
4.2 Mayor Pro Tem
The Mayor Pro Tem is a member of the City Council and shall be publicly elected
by a majority of the Council. The individual who is elected by the Council as Mayor Pro
Tem serves as Mayor Pro Tem at the pleasure of the Council. Should the Mayor, for any
reason, be out of Los Angeles County for a period of 24 hours or longer, he/she shall
notify the Mayor Pro Tem and the City Manager of his/her intent and the Mayor Pro Tem
will assume the Mayor’s duties until the Mayor has notified the Mayor Pro Tem and the
City Manager of his/her return to Los Angeles County.
4.3 Presiding Officer
(a) Determination of Presiding Officer. The Mayor, if present, shall
preside at all meetings of the Council as the Presiding Officer. In the Mayor’s absence,
the Mayor Pro Tem shall preside. In the absence of both, the Councilmembers present
shall elect a temporary Presiding Officer.
(b) Presiding Officer Participation. The Presiding Officer’s most
important function is to run an efficient meeting and to move the discussion forward and
encourage participation. Notwithstanding, the Presiding Officer may move, second, and
debate from the Chair, and shall not be deprived of any rights and/or privileges of a
Councilmember.
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(c) Obligations of Presiding Officer. The Presiding Officer shall have the
authority to rule any speaker out of order, including speakers during the public comment
period, if the subject raised is not within the subject matter jurisdiction of the Council, or
during a public hearing if the speaker is not presenting testimony or evidence relevant to
the matter which is the subject of the public hearing. The Presiding Officer shall have the
responsibility for the conduct of meetings in an orderly manner and to prevent the
obstruction of business, and in carrying out this responsibility, shall have the authority to
give the floor to any Councilmember or member of the public by recognizing them, to
prevent the misuse of legitimate forms of motions or privileges, to take matters up that
are deemed out of order, to caution speakers as to disruptive behavior, and to order any
persons willfully interrupting the meeting to be removed from the room, as provided in
Sections 4.6 and 6.2. Where large numbers of speakers wish to address a matter, the
Presiding Officer can shorten the normal time period for speaking, call for representatives
to speak for the group, and/or limit repetitious speakers.
4.4 Point of Order
Any determination made by the Presiding Officer can be questioned by raising a
point of order, and if the determination is not satisfactorily modified by the Presiding
Officer, it may be appealed by the making of a Motion to Appeal the Ruling by any
Councilmember. The Presiding Officer’s determination will stand unless a majority of the
Councilmembers vote in favor of the Motion to Appeal the Ruling, in which case the ruling
of the Presiding Officer will be overridden. The Motion to Appeal the Ruling is governed
by the Chart of Motions attached as Attachment 1 to Exhibit A.
4.5 Personal Privilege
If a Councilmember is personally offended by the remarks of another member, the
offended Councilmember may call for a “point of personal privilege” that challenges the
other member to justify the remarks or apologize for the language used. The Presiding
Officer will maintain control of such discussion. The right of a member to address the
Council on a question of personal privilege shall be limited to cases in which his/her
integrity, character, or motives are assailed, questioned or impugned.
4.6 Preservation of Order
The Presiding Officer shall preserve strict order and decorum, and shall confine
debate to the item under discussion, and shall discourage debate between
Councilmember’s and persons addressing the Council. Any person conducting their
public remarks or behavior before the Council in such a way as to actually cause
disruption to the conduct of the meeting, may be removed from the room by the
enforcement officer as directed by the Presiding Officer. Remarks from the audience,
stamping of feet, whistles, yells and similar disruptive demonstrations shall not be
tolerated nor permitted by the Presiding Officer, who may direct the enforcement officer
to remove such offenders from the room or call a recess of the meeting, whereby the
Council will leave the chamber and the chamber may be cleared. Aggravated cases may
be prosecuted on appropriate complaint signed by the Presiding Officer. In accordance
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with Section 6.2, the Presiding Officer shall provide a verbal warning prior to ordering
removal of any person unless circumstances make it unreasonable to do so.
4.7 Councilmember Decorum
(a) Recognition. Any Councilmember wishing to speak, or any member
of the public wishing to address the Council, must first obtain the floor by being recognized
by the Presiding Officer. The Presiding Officer must recognize any Councilmember who
seeks the floor when appropriately entitled to address the Council. The Presiding Officer
should generally recognize a councilmember who has not spoken before recognizing a
Councilmember a second time. The Councilmember shall confine himself/herself to the
question under debate.
(b) Motions. Any Councilmember, including the Presiding Officer, may
bring a matter of business properly before the Council for decision by making a motion.
All motions require a second. Without a second, the motion will die. Once a motion is
seconded, it may be opened for discussion and debate, but the Presiding Officer may
permit discussion prior to the motion. Once the Council has had a chance to speak in
favor or against the motion, the Presiding Officer will call for a vote. Any Councilmember,
including the Presiding Officer, except the Councilmember making the motion, may
second a motion.
(c) Interpretation. A Councilmember, once recognized, shall not be
interrupted while speaking unless called to order by the Presiding Officer, unless a Point
of Order is raised by another Councilmember, or unless the Councilmember chooses to
yield to questions from another Councilmember. Any Councilmember called to order while
speaking shall cease speaking immediately until the question of order is determined.
(d) Enforce Rules. Any Councilmember may move to require the
Presiding Officer to enforce rules, and the affirmative vote of a majority of the Council
shall require the Presiding Officer to so act.
(e) Texting. Councilmembers shall not engage in communications
between themselves or members of staff during the Council meeting (including breaks)
regarding matters being considered on the agenda unless and until the Council has
opened that agenda item. No electronic texting is permitted between Councilmembers, or
between Councilmembers and the public during meetings. In order to minimize exposure
to a Brown Act violation, Councilmembers are discouraged from discussing any City
business during breaks or before and after meetings. City business may only be
discussed by a quorum of Councilmembers when opened as a duly-noticed agenda item.
(f) Discussion/Debate. Councilmembers shall practice civility and
decorum in discussions and debate, and shall honor the authority of the Presiding Officer
in maintaining order.
5.0 AGENDAS
5.1 No Discussion of Items Not on Agenda
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No action or discussion shall be undertaken on any matter not appearing on a
properly posted agenda except (i) councilmembers or staff can briefly respond to
statements or questions arising during public comments (Section 6.1(d)); (ii) oral reports
may be given pursuant to Section 5.1; and (iii) matters are added by a 2/3 vote of the
members present, or if less than 2/3 are present, a unanimous vote of those present,
where a finding is made that there is a need to take immediate action and the need to act
arose subsequent to the posting of the agenda; and (iv) such other causes permitted by
the Brown Act (G.C. 54954.2). An “action is taken” within the meaning of the Brown Act
when a collective decision is made by a majority of the Councilmembers, including a
collective commitment or promise to make a positive or negative decision upon a motion,
proposal, order, or other action.
5.2 Agenda Description
The agenda description may be brief but with sufficient detail so that a person
otherwise unaware of the topic could determine the general nature or subject matter of
the item by reading the agenda. Recommended actions will be listed on the agenda.
5.3 City Manager Prepares Agenda With Mayor Oversight and Concurrence
The City Manager prepares the agenda in conjunction with and with the
concurrence of the Mayor, including the order and priority of agenda items. In establishing
the agenda, consideration should be given to the estimates of time required for the
Council to review, consider and take action regarding each agenda item and the meeting
deadlines established in Section 3.2. In the absence of the Mayor, the Mayor Pro Tem
will assume this responsibility as the Council’s representative. The Mayor will provide the
appropriate oversight to ensure that agenda items are timely and responsive to the needs
of the residents. The City Manager is responsible for having appropriate staff reports with
sound professional recommendations ready for inclusion in all Council Agenda packages.
Should occasions arise where that is not possible, the City Manager will so advise the
Mayor who will decide a course of action.
5.4 Scheduling Tentative Agenda Items
All members of the Council shall be made aware of tentative agendas for upcoming
meetings on a weekly basis. Individual Councilmember’s may request that an item
currently included and listed as a tentative agenda item be placed on a specific agenda
by making such requests to either the Mayor or the City Manager. The Mayor may decide
that other issues have greater priority and will either schedule the item for a different
agenda or deny the request.
5.5 For Future Agenda Items
If the Mayor declines to place the requested item on an upcoming Council agenda,
the Councilmember may then make the request directly to the Council at a Council
meeting under the business item entitled “Tentative Agenda Items” and a majority of the
Councilmembers must vote to place the item on a specific agenda, and if that action is
taken, the Council will specify the meeting agenda upon which the item shall be placed.
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5.6 Staff Reports
All agenda items shall be accompanied by a staff report. Staff shall strive to provide
staff reports to the Council with sound, professional recommendations on a course of
action for all City issues, to the maximum extent practical, along with pertinent facts and
analysis to enable the Council to make an informed decision. The report shall include
specific recommendations in the form of a motion which could be taken, along with
alternative actions which could be taken. If a Councilmember prepares a report for an
agenda item, it shall be submitted to the City Manager at the same time that other agenda
reports are to be submitted.
It is within the prerogative of the Council to, by unanimous consent, waive the
actual oral presentation of any report.
5.7 Order of Business
(a) Call to Order, Roll Call, Pledge of Allegiance
(b) Closed Session Report
(c) Ceremonial
(d) Mayor’s Announcements
(e) Drawings (Recycling and Others)
(f) Approval of Agenda
(g) Public Comments
(h) City Manager Report
(i) Consent Calendar
(j) Public Hearings
(k) Regular Business
(l) Future Agenda Items
(m) Council Oral Reports
(n) Adjournment
5.8 Agenda Preparation Distribution
The Agenda shall be delivered to the Mayor and Councilmembers as soon as
practicable after 5:30 p.m. on the Wednesday preceding the Tuesday meeting. The
agenda shall be posted on the bulletin board at City Hall at the same time that it is
distributed to the Councilmembers. If the agenda is distributed to Councilmembers after
5:30 p.m., the full agenda packet, including reports, shall be made available to the
public upon request without delay, in accordance with the provisions of the Brown
Act. Closed session reports will be delivered to Councilmembers by the Friday evening
prior to the meeting, unless circumstances prevent such distribution.
5.9 Agenda Posting
In accordance with Section 3.3 herein, the City Clerk shall post an agenda, in a
location that is freely accessible to members of the public and on the City’s website, at
least 72 hours before a regular meeting. The agenda shall specify the time and location
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of the meeting and contain a brief description of each item of business to be transacted
or discussed.
5.10 Minutes
Minutes will be approved by posting them as a Consent Calendar item and after
the City Clerk previously furnished a copy to each Councilmember.
5.11 Public Comments
During Public Comments, any person may address the Council on any subject,
provided that the item is within the subject matter jurisdiction of the Council and is not
otherwise on the agenda. Comments shall conform to Section 6.1.
5.12 Public Hearings
Items requiring a Public Hearing will be published and/or mailed to property owners
as required by law. Public hearings shall be conducted in accordance with Article 8.0.
5.13 Consent Calendar
(a) Items Appropriate for Consent Calendar. Items listed under the
Consent Calendar are those items the City Manager believes, and the Mayor concurs,
will not normally require Council discussion and are considered ministerial and routine, or
of a periodic or recurring nature. The Consent Calendar may also contain resolutions
confirming prior Council action. However, the Consent Calendar is not for new policies
that have not been discussed previously by the Council or any item that is anticipated to
require discussion by the Council. Accordingly, any matter where the City Manager with
the concurrence of the Mayor, believes (i) it unlikely that there would be unanimous
approval by the Council, or (ii) there is likely to be public comment on the matter, or (iii) a
public presentation of the matter would be beneficial to the community, should be on the
Regular Business portion of the meeting.
(b) Excluded Consent Items. Any member of the Council may remove
an item for discussion or clarification. Items removed from the Consent Calendar will be
heard after the Regular Business section of the agenda, unless otherwise directed by the
Council. If an item has been removed from the Consent Calendar, and a member of the
public has requested to speak on that item, the item shall be heard immediately after the
approval of Consent Calendar.
5.14 Oral Reports
(a) General. Regular agenda items include oral reports by the Council
and City Manager. These can be used to inform the public concerning upcoming events,
report on attendance at conferences and seminars, or similar matters. These matters may
not be discussed, opined upon or deliberated, and if they do not concern a matter on the
agenda, shall be handled by the Presiding Officer according to the same procedures set
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out for Public Comment in Section 6.1(d). No action may be taken on such matters without
being placed on a subsequent agenda.
(b) Council Reporting Obligations. Councilmembers have reporting
obligations as to events attended as an elected official of the City. The Mayor may, with
the consent of the Council, limit the time for such reports or defer them to a future meeting,
provided that the Councilmember’s legal reporting obligations are met. Councilmembers
are required to provide a brief oral report on their attendance at any meetings where City
funds have been expended. Detailed reports should be made in writing. Written reports
will be posted on the City’s website. Reports should generally omit functions that are
purely of a social, charitable, or personal nature.
(c) City Manager Reports. The agenda matter referred to as City
Manager Reports may be used by the City Manager as provided in Subsection (a) above
to make announcements without separately listing each item on the agenda, and subject
to the same restriction that there may be no discussion or action on such matter without
being placed on a subsequent agenda.
6.0 CITIZENS’ RIGHTS
6.1 Addressing the Council
(a) Times for Public Comment. Any person may address the Council on
the following portions of the agenda:
(1) Public Comments as provided in Section 5.5.
(2) Public Hearings as provided in Article 8.0.
(3) All other portions of the agenda prior to a vote, if any, being
taken.
(b) Comments on Agenda Items. Members of the public shall have the
opportunity to address the Council on each and every item listed on the agenda. Public
comment on agenda items will generally be heard prior to Council
consideration/discussion of the item. Public comments on an agenda item may be heard
either in combination with the General Public Comment period at the start of the meeting,
or at the time the Council opens the item, or both, as determined by the Council and set
forth in the agenda.
(c) Procedures for Public Comment.
The following shall apply:
(1) Each person addressing the Council shall step to the podium
and give their name for the record and identify the subject
matter of the comment. The giving of an address is strictly
voluntary.
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(2) Each speaker is limited to three minutes on Public Comments.
All remarks shall be directed to the Mayor and Council as a
body and not to any particular member.
(3) No person, other than members of the Council and the person
having the floor, shall be permitted to enter into the
discussion.
(4) No question shall be asked of Councilmembers or staff except
through the Mayor.
(5) The Council may limit the public input on any item based on
the number of people requesting to speak, the length of the
agenda, or the business of the Council.
(6) All questions from Councilmembers must be limited to facts-
only informational inquiries, and the Council may not discuss
the merits, express any opinions or ask questions that convey
opinions or thought processes with respect to any non-
agendized issue.
(7) These guidelines will generally apply to special meetings as
well, but the Council reserves the right to otherwise limit or
preclude Public Comments during special meetings to items
listed on the agenda of the special meeting.
(d) Response to Comments. At the close of the speaker’s comments, or
the close of the period for public comment, the Presiding Officer may ask staff to respond
to the speaker’s comments. Unless there is an agenda item on the subject, the speaker
comments may not be responded to substantively. If there is an agenda item, the
substantive response shall be deferred until the matter is considered. The Presiding
Officer may only refer the matter to staff for investigation and/or response; or request that
the matter be placed on an agenda for a subsequent meeting for action by the Council.
6.2 Disorderly Conduct
(a) Disorderly Conduct Prohibited. No speaker or person in the audience
at a Council meeting shall engage in disorderly or boisterous conduct, including the
utterance of loud, threatening, or abusive language, whistling, stamping of feet, booing or
other acts which disturb, disrupt or otherwise impede the orderly conduct of any Council
meeting. Applause will be permitted, as deemed acceptable by the Presiding Officer,
except during public hearing items.
(b) Examples. Examples of remarks or behavior that can cause actual
disruption of the Council proceedings include but are not limited to:
(1) Failure to comply with an order to be seated or refrain from
disrupting the meeting.
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(2) Interrupting speakers.
(3) Calling members of the audience names.
(4) Extended discussion of irrelevancies or being unduly
repetitious.
(5) Physical threats.
(6) Shouting into the microphone.
(7) Dumping items on the floor of the chamber or using similar
physical props.
(8) Speaking past time limits unless a time extension is requested
and are granted.
(9) Constant interruptions.
(10) Interruption of the meeting to make “objections”.
Examples of conduct judicially determined not to be disruptive include (i) silent
gestures by members of the audience, such as a thumbs up or thumbs down, or salutes
that are not otherwise disruptive of the meeting, or (ii) catcalls or booing during a time
allowed for applause that does not otherwise disrupt the meeting. Mere criticisms of public
officials or staff that may reasonably be inferred as showing disrespect or tending to
embarrass such officials, without other conduct disrupting the meeting, is not considered
disorderly conduct.
(c) Sanction. Any person who conducts himself/herself in the
aforementioned manner shall, at the discretion of the Presiding Officer or by a majority of
the Council, pursuant to a point of order requested pursuant to Section 4.4 of these Rules,
be barred from further audience before the Council during the meeting. The Presiding
Officer shall request that a person who is breaching these Rules be orderly and silent. If,
after receiving a warning from the Presiding Officer, a person persists in disturbing the
meeting, the Presiding Officer may order the person to leave the Council meeting. If such
person does not immediately remove himself/herself, the Presiding Officer may order any
law enforcement officer who is on duty at the meeting or a sergeant-at-arms of the
Council, to remove the person from the Council Chambers. Alternatively, the Presiding
Officer may recess the meeting until a law enforcement officer is able to arrive and remove
the disruptive person.
(d) Clearing Room. As set forth in Government Code § 54957.9, in the
event that any meeting is willfully interrupted by a group or groups of persons so as to
render the orderly conduct of such meeting infeasible, and if order cannot be restored by
the removal of individuals who are willfully interrupting the meeting, the Councilmembers
may order the meeting room cleared and continue the meeting. Only matters appearing
on the agenda may be considered in such a session. Duly accredited representatives of
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the press or other news media, except those participating in any disturbance, shall be
allowed to attend the session held pursuant to this Section. Nothing in this Section shall
prohibit the Council from establishing a procedure for readmitting an individual or
individuals not responsible for willfully disturbing the orderly conduct of the meeting.
6.3 Reading of Protests
Interested persons or their representatives may address the Council for the
reading of protests, petitions or communications relating to the matter under consideration
if a majority of the Council agrees that the person should be heard. Such presentation
shall be subject to the time limits that have been established for addressing the Council.
6.4 Written Communications
Any person(s) may submit written comments to the Council through the City Clerk
or City Manager’s office and request that Council receive copies in the agenda packet,
provided such written comments are received in sufficient time to include them in the
agenda packet. Written communications may consist of letters, facsimiles or messages
received by electronic mail. Written communications that are submitted after the agenda
has been distributed to the Council will be distributed to the Council as late
correspondence. It is strongly recommended that such communications be received by
the Monday preceding regular Council meeting in order for the Council, as well as the
public, to have an opportunity to read the communication.
7.0 ORDINANCES, RESOLUTIONS AND CONTRACTS
7.1 Document Preparation
The content and form of all ordinances and resolutions shall be approved by the
City Attorney. All ordinances shall be clear and a statement of intent is included when
useful for future interpretation. No ordinance shall be prepared for presentation to the
Council unless ordered by a majority vote of the Council.
7.2 Document Approval
All ordinances, resolutions, and contracts shall, before being placed on the
agenda, be approved as to form and legality by the City Attorney. All documents shall be
reviewed by the City Manager.
7.3 Ordinance Introduction/Adoption
A proposed ordinance will be read by title only unless a Councilmember disagrees
that the ordinance can be read by title only and requests a full reading. Ordinances
introduced by first reading shall not be adopted within five days of the introduction, nor at
other than a regular or an adjourned regular Council meeting. If the ordinance carries an
urgency clause, introduction and adoption may occur at the same meeting. After an
ordinance has been introduced for first reading, it can be placed on the Consent Calendar
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for adoption at a subsequent meeting. Voting requirements are contained in Article 12
herein.
7.4 Ordinance Preservation
Following adoption of an ordinance, the City Clerk will assign it a number and post
it according to state law. All ordinances are filed and preserved in the City Clerk’s Office.
8.0 PROCEDURES REGARDING PUBLIC HEARINGS
8.1 General
When public hearings are required by law and involve the adjudication of individual
property rights and interests, they are considered to be quasi-judicial proceedings in
which the individual has due process rights. Accordingly, such hearings need to be
conducted formally and with due process to protect the rights of all persons. Applicants
are entitled to a decision by an unbiased body which has not prejudged the matter before
hearing all evidence relevant to the decision to be made.
8.2 Staff and Written Material Presentation
(a) Staff Report. Staff reports, which shall include the findings and
determinations that the Council is required to make, included in the agenda packet, along
with written comments (e.g. protests, etc.) which have been received, are noted for the
record, and received and filed.
(b) New Written Material. Written material not in the agenda packet, if
any, is received and filed.
(c) Oral Report. Oral staff reports, if any, are presented by a staff
member, unless waived by the Council.
(d) Council Questions of Staff. Prior to hearing public testimony or
comments, Councilmembers are encouraged to raise factual issues or questions which
can clarify and identify issues of concern. Councilmembers shall refrain from asking
questions or expressing opinions which tend to show the Councilmembers have formed
opinions before the hearing has been conducted and public testimony received.
(e) Record. All the aforementioned materials shall be deemed a part of
the public record, even though the public hearing is not opened until conclusion of the
staff report. All discussions following the close of the hearing are also a part of the record
of the matter.
8.3 Public Hearing
(a) Hearing. Following the presentation of the staff report, the Presiding
Officer shall open the public hearing in order to take testimony from members of the public
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who wish to testify in support or opposition to the matter being heard. The Presiding
Officer may establish an order for speakers, such as those in favor or opposed.
(b) Procedures. Based on the number of persons wishing to speak,
ground rules can be set as long as they are evenly applied, limiting speaker times,
providing for representative speakers, and so forth. The Presiding Officer’s instructions
to the audience may vary and will depend upon the issue being discussed. Generally, the
instructions will follow these general guidelines:
(1) Participants must speak from the podium;
(2) The normal time limit for each speaker is three minutes;
(3) The testimony should be relevant;
(4) Repetition should be avoided;
(5) Speakers will be discouraged from reading a submission that
is already contained in the agenda materials;
(c) Speaker Time. Although the normal time limit is three minutes for
each speaker, the Presiding Officer may grant additional time to a representative
speaking for an entire group. However, this should not discourage anyone from
addressing the Council individually. Speakers may not allocate or assign their time to
another speaker, absent approval by the Presiding Officer.
(d) Principal Parties 10 Minutes Each. The appellant or their
representative speaks first and will generally be allowed ten minutes. If the applicant is
different from the appellant, the applicant or their representative will speak following the
appellant and will also be allowed ten minutes to make a presentation. Other public
speakers will follow the presentation by the appellant and the applicant. Normally, the
applicants and appellants will be limited to a three minute rebuttal, if requested after all
other interested persons have spoken.
(e) Questioning Speakers. The Council will generally reserve
questioning of individual speakers until after the completion of the speaker’s testimony.
Questions still need to be factual and without bias until the hearing is concluded and all
testimony is received. Questions of staff should not be interjected when speakers are
questioned and questions of staff shall occur after the close of the hearing.
8.4 Council Deliberations
(a) Closure of Hearing. After the Presiding Officer has determined that
there is no more public testimony, the hearing will be ordered closed and the Council will
then deliberate on the matter. After the hearing is closed, there should be no further public
testimony unless the Presiding Officer reopens the hearing.
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(b) Answering Speaker Questions. At the Presiding Officer’s discretion,
after the close of the hearing, staff and/or Council may answer questions posed by
speakers during their testimony.
(c) Questions by Council. The Council may also ask staff to address
questions raised by the testimony, or to clarify matters.
(d) Debate. The Council will then debate and/or make motions on the
matter.
(e) Member Limitations. During Council deliberations, the Presiding
Officer will allow each Councilmember to speak once prior to allowing another
Councilmember to speak again. Councilmembers should strive to avoid repetition.
Councilmembers are permitted to ask questions of each other or debate relevant issues
as part of their deliberations.
8.5 Council Action
(a) Continuance. The Council may reopen and continue the hearing or
continue the matter without reopening the hearing.
(1) The matter should be reopened if any additional information
is requested to allow testimony on the new information when it is obtained.
(2) Continuing a public hearing to a specific date does not require
additional notice but would be re-noticed if no specific date is identified.
(b) Actions. The Council may:
(1) Vote on the item;
(2) Offer amendments or substitute motions to decide the matter;
(3) Reopen the hearing for additional testimony;
(4) Continue the matter to a later date for a decision. No
additional testimony may be received if the hearing is not
continued.
(c) Findings. Councilmembers should generally explain their actions in
quasi-judicial matters, and should make appropriate findings to support their action.
Written resolutions may be adopted or prepared for a subsequent meeting.
(d) Tie Votes. A tie vote is, in effect, a denial of the matter. In the event
of a tie vote, (i) if a Councilmember was absent, or (ii) if it was a quasi-judicial matter, the
matter will be automatically continued to the next meeting without reopening the hearing.
No motion to reconsider is required.
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8.6 Extra-Meeting Contacts on Matters Set for Public Hearing
(a) Minimize Contact. Councilmembers should minimize their contacts
with developers, applicants, or other persons who will be the subject of a quasi-judicial
public hearing to be heard before the Council. Councilmembers should avoid extra-
meeting contacts with persons who will be the subject of a public hearing before the body
or with advocacy groups or special interest groups.
(b) Any Extra Meeting Comments Noncommittal. If a Councilmember is
contacted directly by such person outside the meeting setting, the Member shall refrain
from expressing any viewpoints or thought processes to the person until after the public
hearing. The Councilmember may explain that they are unable to express any viewpoint
on the matter until all evidence has been heard in the course of a public hearing and
should encourage any such person to present their position in writing or orally at the public
hearing.
(c) Disclosure. At the commencement of the public hearing, the
Councilmember must disclose publicly any extra-meeting contacts or discussions which
may be relevant to the decision.
(d) Inspection. The limitations set forth in this Section shall not be read
as preventing a Councilmember from inspecting a site that will be relevant to a public
hearing, although such sight inspection should be disclosed on the record at the
beginning of the public hearing.
9.0 CENSURE OF MEMBERS
9.1 Grounds for Censure
It shall be a violation of this section for any sitting Councilmember to violate any
general law or regulation, and any rule, law, ordinance or resolution of the City of Rancho
Palos Verdes. It shall also be a violation of this section for any sitting Councilmember
(i) to violate an administrative policy of the City which has been adopted following a vote
of the Council on the matter, or (ii) to act to impede the carrying out of any lawful
administrative action of the City Manager undertaken to carry out any approved policy or
rule of the City.
9.2 Censure Defined
Any Councilmember who violates Section 9.1 may be reprimanded through the
administration of a public censure of the member by the Council. Such censure may be
in addition to any other lawful action or punishment applicable to the violation. For
purposes of this section, “censure” shall mean the adoption of a motion setting forth a
formal statement of disapproval of a Councilmember’s conduct.
9.3 Censure Considered in Indemnification
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When evaluating a request for defense or indemnification made by the censured
member in litigation arising from the censured conduct, the record of the censure shall be
considered by the Council. Such record shall not be determinative. Failure of the Council
to censure the conduct of a member does not constitute a waiver of the body’s right to
refuse to indemnify or defend the member in an action.
9.4 Notice and Opportunity to Cure
A Councilmember may not be made the subject of a motion for censure without
first being given notice of the alleged violation and an opportunity to correct the violation,
if it can reasonably be corrected.
9.5 Initiation of Proceedings
Upon a continued violation or failure to correct, the charged Councilmember shall
be given notice and an opportunity to be heard as follows:
(a) Initiated by Member. Only a sitting Councilmember may initiate
proceedings for the censure of one of its members.
(b) Statement of Charges. Proceedings shall be commenced by the
presentation of a written statement of charges to the subject Councilmember with a copy
delivered concurrently to the City Clerk by the member initiating the charge. Initiation shall
not require the prior approval of the Council. The statement of charges shall be given at
least ten (10) days prior to the meeting at which the censure motion is proposed to be
brought. The notice shall contain, at a minimum, the designation of the specific rule, law,
regulation, etc., which the member is claimed to have violated and a statement of the
date, place and time at which such violation occurred. The statement shall further contain
a description of the conduct of the member which is alleged to constitute the violation. A
copy of the statement of charges shall be delivered to all other Councilmembers.
(c) Response. Within seven (7) days after delivery of the statement of
charges, the charged Councilmember should deliver a written response to the other
members of the Council unless the charged Councilmember chooses to defer the
response to the hearing.
9.6 Hearing
(a) Generally. The motion for censure shall be agendized and
considered at the first regular meeting occurring at least ten (10) days following the
delivery of the statement of charges to the charged Councilmember and City Clerk. The
hearing may not be continued except upon the absence from the meeting of a member
of the Council other than the initiating Councilmember or the charged Councilmember.
(b) Open Hearing. The hearing shall be conducted in an open session
by the Mayor unless the Mayor is a party to the action, in which case the Mayor Pro Tem
or some other member shall conduct the proceedings.
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(c) Procedure. The hearing shall generally proceed by a reading of the
charges by the initiating Councilmember. The charging Councilmember may present
witnesses; the charged Councilmember may answer in rebuttal; members of the public
may speak in favor of or in opposition to the charge; and the remaining Councilmembers
may speak to the charges in that order.
(d) Voting. Passage of the motion for censure shall require a majority
vote of the Council. The voting Councilmembers shall not recess to closed session for
deliberation.
9.7 Failure to Censure
If the motion for censure does not pass, the proceedings shall be concluded. A
new motion for censure on the same grounds of violation may not thereafter be
commenced against the same Councilmember for a period of one (1) calendar year from
date of the vote. However, new proceedings may be commenced on the same charges
within the one (1) year period on the affirmative or unanimous vote of the non-charged
Councilmembers.
9.8 Sanctions
If the motion for censure does pass, such motion shall become a part of the public
record, a copy of which shall be made available upon demand to any member of the
public, subject to the City’s Uniform Schedule of Fees, and notice of same shall be placed
in the administrative file of the Councilmember. The Council may impose any sanctions
authorized by law in conjunction with the censure of a Councilmember. Additional
sanctions may be imposed if the initial sanctions are ineffective.
10.0 BOARDS, COMMISSIONS, COMMITTEES, AND SUBCOMMITTEES
10.1 Mayor/Council Committees
At the first or second meeting in January of each year, subject to ratification by the
Council, the Mayor shall appoint Councilmembers to serve as delegates, representatives
and/or alternates on various committees, which require a Council representative.
Generally, appointments should recognize the interest and availability of the proposed
appointee and fairly distribute the workload amongst the Councilmembers.
10.2 Creation of Advisory Boards and Committees
(a) Creation. The Council may create boards, commissions, or
committees to act as advisory boards to the Council. Creation may be by ordinance or
resolution specifying the duties of the body in the case of permanent bodies, or by motion
in the case of ad hoc bodies.
(b) Appointments. The Council shall make appointments to citizen City
boards, commissions, and committees. All applicants will be interviewed by the Council
at a public meeting and shall be appointed by a majority vote of the Council. All appointees
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serve at the pleasure of the Council. The procedure of filling vacancies and provision of
notice thereof shall be subject to the provisions of the Maddy Act (Govt. Code §§ 54970-
54974) which require a 10-day notice of the availability of the position for appointment.
(c) Duties. Other than the Planning Commission, whose duties are
specified in the RPVMC and the California Government Code, the primary purpose of City
boards, commissions, and committees is to act in an advisory capacity as deemed
appropriate by the Council. The Council shall provide specific direction to each board,
commission, or committee as to what tasks or projects the Council desires the body to
accomplish and the method by which the body will report to the Council on their activities.
The City Manager shall assign a staff member to assist each body and to provide
necessary support. Should the City Manager believe that a request by the body is/are
either inappropriate of excessive, the City Manager may bring the matter to the Council’s
attention.
(d) Advisory Formation. City boards, commissions, and committees are
merely advisory to the Council and have no authority to commit City resources such as
personnel, time, materials, or money without the approval of the Council. They provide
the residents’ perspective and assimilate information from staff, consultants, and the
public. Just as they are not authorized to make policy decisions for the Council, members
of boards, commissions, and committees are not expected to take the place of staff or do
work that is more properly handled by staff.
(e) Removal and Dissolution. Absent any other provision to the contrary,
members of boards, commissions, and committees may be removed by the Council,
without cause, by a majority vote of the whole Council. Any Councilmember may place
the question of such removal on an agenda. Any boards, commissions, or committees so
created, may be abolished by a majority vote of the members of the Council by repeal of
the enacting ordinance or resolution.
10.3 Council Subcommittees
(a) Establishment. Council Subcommittees, either standing or ad hoc,
may be created by the Council from time to time, and shall be composed of two
Councilmembers. They may also include members of a commission or committee if
deemed appropriate by the Council. If standing committees are comprised of members
not on the Council, they may be subject to the agenda and public meeting requirements
of the Brown Act. Ad hoc subcommittees have a limited duration and scope under the
Brown Act. The Council shall have the power to establish advisory boards, commissions,
and committees. Any committee which is (i) established by ordinance, resolution or other
formal action, or (ii) has a fixed regular meeting schedule, or (iii) has continuing subject
matter jurisdiction over a non-temporary issue, or (iv) which continues to conduct
business in excess of 180 days, or (v) has a majority membership of officials from other
legislative bodies, shall be subject to the provisions of the Brown Act.
(b) Duties. Council Ad Hoc and Standing Subcommittees shall be
established for specified purposes to gather information and report back to the full
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Council. Council Subcommittees shall work collaboratively with staff in an expeditious and
deliberate manner, subject to instructions from the full Council on the extent and duration
of the Subcommittee’s actions.
(c) Staff Support. Financial considerations must be taken into account
regarding allocation of staff time. The City Manager shall provide staff support, including
a staff liaison to provide feedback and offer expertise as deemed appropriate by the City
Council in achieving the goals specified by the Council.
(d) Reports. Timely Subcommittee reports shall be conveyed to the full
Council as deemed appropriate by the Council and/or the Subcommittee during the
Council Reports section of the Council agenda. Council should respect the Subcommittee
framework and offer input to the process through its two members. The Council Ad-Hoc
and Standing Subcommittees should strive to keep all Councilmembers and the public
apprised of Council Ad-Hoc and Standing Subcommittees actions and accomplishments.
10.4 Use of Email
All members of commissions and committees are subject to the same rules
regarding use of email as are Councilmembers. Mandatory use of the @rpvca.gov email
accounts will be effective 3 months after the adoption of these rules.
10.5 Defense and Indemnification
The City shall defend and indemnify all members of commissions and committees
to the same extent, and subject to the same limitations, as Councilmembers.
11.0 PUBLIC RECORDS AND USE OF EMAIL
11.1 General. The City’s policies at one time segregated city and/or personal
emails on the basis of whether they are/were generated through the City email
domain/account (@rpvca.gov) or personal accounts, but recent legal decisions (City of
San Jose v. Superior Court, 389 P.3d 848 (2017)) distinguish only by whether the content
of the email relates to City business. While emails sent to Councilmembers through their
City email accounts are clearly public records, as are replies or subsequent email
exchanges related to those “@rpvca.gov” emails, Councilmembers should be aware that,
irrespective of what server the email is on, whether the City email account or a personal
account, if the email is related to City business, it is a public record subject to disclosure
unless an exception applies.
11.2 Must Use City Email Account. All Councilmembers are provided with an
@rpvca.gov email account, and shall only use this account for City business. Personal
accounts should not be used for City business and if they are, in the event of a public
records request, the personal account will be subject to review and disclosure of City-
related emails.
11.3 Use of Private Email Accounts Prior to the Adoption of These Rules.
Councilmembers shall segregate all City business emails that predate the adoption of
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these rules into a separate folder so as to preserve the emails. All emails must be
preserved in compliance with the City’s Records Retention Policy.
11.4 Public Records Requests. Pursuant to the California Public Records Act
(the “PRA” Govt. Code §§ 6250 et. seq.) individual Councilmembers shall produce to the
City Attorney’s office for review any records that are responsive to a public records
request, and where the City did not retain a copy.
The City Attorney’s office will review any such records or communications to confirm that
they relate to the City’s business, are not exempt from disclosure under the PRA, and are
responsive to the request.
11.5 Staff to Review City Accounts. In the event the City receives a PRA request
seeking Councilmember communications, staff will research the City’s email server for
responsive emails that went through an “@rpvca.gov” email address.
11.6 Emails in Possession of Councilmember. Further, any emails exclusively in
the possession of individual Councilmembers shall be produced by each Councilmember
for review by the City Attorney’s office, if the emails are responsive to a public records
request.
11.7 City Attorney Review. Just as with non-email communications, the City
Attorney’s office will review the emails to confirm that they relate to the City’s business,
are not exempt from disclosure under the PRA, and are responsive to the public records
request. Any emails that fail one of those tests will not be produced.
11.8 Definition of Public Records. The PRA defines local public records as
follows: ““Public records” includes any writing containing information relating to the
conduct of the public’s business prepared, owned, used, or retained by any state or local
agency regardless of physical form or characteristics. . .” Govt. Code § 6252(e).) The
PRA requires the City to disclose upon request public records that are within the
possession of the City and are not exempt from disclosure. It is the policy of City to
conduct its business in conformance with the Public Records Act.
11.9 Exceptions
In the event the City’s email server is down and the Councilmember needs to use
email to conduct City business, the Councilmember may use a personal email account
until the City’s email is fully functional. Any such emails must be segregated into a
separate folder within the email account and must be turned over to the Information
Technology Manager within 30 days.
12.0 DEFENSE AND INDEMNIFICATION OF MEMBERS
12.1 General. Councilmembers and members of boards, commissions,
committees and advisory bodies are not vicariously liable for injuries caused by the body
(Tort Claims Act (the “Act”); Govt. Code § 820.9) and are “employees” within the meaning
of the Act. Section 995 of the Act imposes upon the City the duty to “provide for the
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defense of any civil action or proceeding brought against him/her, in his/her official or
individual capacity, or both, on account of an act or omission in the scope of his
employment as an employee of the public entity.” The City can refuse to defend an
employee or former employee if: (i) the act or omission was not within the scope of his or
her employment; (ii) he or she acted or failed to act because of actual fraud, corruption,
or actual malice; or (iii) the defense of the action or proceeding by the public entity would
create a specific conflict of interest between the public entity and the employee or former
employee, as defined. Gov’t Code § 995.2(a).
12.2 Grounds for not Defending; Scope of Duties
The Councilmembers’ scope of duties is defined by the applicable provisions of
the Government Code, the Rancho Palos Verdes Municipal Code, and all Council-
adopted rules as applicable to the Council. Acts or omissions in violation any of these
regulations fall outside of a Councilmember’s scope of duties.
12.3 Cooperation in Councilmembers’ Defense
Section 825 of the Act requires that, in order to receive defense by the City, an
employee or former employee must reasonably cooperate in their defense by the City.
This includes, but is not limited to, prompt and complete responses to inquiries/requests
for information and documents by the City Attorney’s Office, including discovery requests.
This cooperation would also include pre-litigation acts such as complying with public
records requests.
12.4 City’s Duty to Defend – Limitations
Any Councilmember or former Councilmember who is acting outside the scope of
his/her duties, or who does not cooperate with his/her defense or the defense of City,
may, at the Council’s sole discretion, be provided with written notice and an opportunity
to cure. The Council shall retain absolute discretion to refuse to defend and/or indemnify
any Councilmember acting outside the scope of his or her duties, or a Councilmember
who does not cooperate in his/her defense or the defense of City.
12.5 Reservation of Rights by City
Any defense or indemnification provided by the City shall be subject to the City’s
right to require the employee or former employee to enter into a reservation of rights
agreement, as authorized by Section 825 of the Act. An agreement to this effect shall be
a condition of any defense or indemnification. Such agreement reserves the right not to
defend or pay any judgment, compromise, or settlement until it is established that it arose
out of an act or omission occurring within the scope of employment as a public employee.
Through the agreement the City may recover any costs, including attorney fees, incurred
prior to the exercise of the right.
13.0 SUSPENSION AND AMENDMENT OF THESE RULES
13.1 Suspension
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Except as required by State law, any provision of these Rules not mandated by the
RPVMC or the California Government Code may be temporarily suspended by a majority
vote of the Councilmembers who are present.
13.2 Amendment
These Rules may be amended by additions or deletions or new rules adopted by
a majority vote of the members of the Council, provided the proposed amendment or new
rules are introduced into the record and properly agendized at a prior Council meeting.
14.0 MOTIONS AND VOTING
14.1 Table of Motions
Incorporated herein is the Table of Motions attached as Attachment 1 to Exhibit A.
14.2 Motion to be Stated
The City Clerk shall state all motions submitted for a vote and announce the result.
14.3 Voting
(a) Consensus. After a full opportunity for debate, if it appears that there
is a consensus of opinion among the Councilmembers on the matter to be voted upon,
the Presiding Officer may state the consensus of the Council and ask if there is any
objection. If there is no objection, the consensus, as so stated, shall become the order of
the Council and the votes of the members shall be deemed and reported as in favor for
all those present. The Presiding Officer may also determine that a consensus exists
following a call for a vote by any member of the Council by a Motion to Call the Question1.
(b) Roll Call. Roll call votes shall be required for adoption of ordinances,
adoption of resolutions, approval of agreements and actions involving the payment of
money. Upon demand by a Councilmember, a roll call vote shall be taken on any motion
before the Council. The order voting shall be at the discretion of the City Clerk with the
Mayor Pro Tem’s name called second to last and the Mayor’s name last. The City Clerk
shall call the names of all members seated when a roll call vote is ordered or required.
Members shall respond ‘yes’, ‘no’ or ‘abstain.’ After every vote, the City Clerk shall declare
the result. The ayes and noes shall be taken upon the passage of all ordinances and
resolutions and entered upon the official record of the Council. Councilmembers shall not
be required to give explanations of their vote during roll call.
1 Making the motion suggests that you would like to stop debate and vote. A motion to Call the Question
requires a second, and cannot be discussed or debated. Such motion must be recognized by the Presiding
Officer. The vote is taken immediately, and requires a 2/3 vote to pass. If the motion to Call the Question
passes, a vote on the motion on the floor is taken. If the motion to Call the Question fails, discussion on the
motion on the floor continues.
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(c) Silence. During a collective vote (Ayes and Nays), silence of any
Member denotes approval.
14.4 Votes Needed
(a) Majority of Quorum. Usually, in the absence of a contrary statutory
provision (such as urgency measures), a majority of a quorum may act for that body.
However, resolutions, or orders for the payment of money, and all ordinances require a
recorded majority vote of the total membership of the Council.
(b) Supermajority Vote. State law may dictate certain instances in which
the number of votes required is greater than a majority of all Councilmembers. Some of
the questions on which the voting requirement is varied by State statutes and these rules
and include, without limitation, the following:
(1) Levying Taxes—Generally. Ordinances providing for the
Assessment and collection of taxes require the approval of two-thirds of the members of
the total members of the Council.
(2) Assessment—Generally. Assessments require a two-thirds
vote of the total membership of the Council.
(3) Bonds and Certificates of Participation. In authorizing these
financial instruments, the issuing requires a two-thirds vote of the total membership of the
Council.
(4) Eminent Domain. The exercise of Eminent Domain requires a
two-thirds vote of the total membership of the Council.
(5) Certain Parliamentary Motions. Motions requiring a
supermajority vote are noted in the Motions Chart attached hereto as Attachment 1 to
Exhibit A.
(c) Conflicts. Any official with a conflict of interest is not counted for
purposes of establishing a quorum, and must not vote on, make, participate in any way
in, or attempt to influence the decision. A Councilmember abstaining on grounds other
than a conflict under the Political Reform Act shall be counted as present for purposes of
a quorum and such abstentions are counted as voting with the majority. The
Councilmember who leaves the dais solely to avoid participating in a specific item shall,
in absence of a conflict, be counted as if they were present but abstaining.
14.5 Abstentions
(a) Generally. Councilmembers are discouraged from abstaining from a
vote for reasons other than a legally-disqualifying, financial conflict of interest. However,
if a member chooses to abstain from voting as a result of what he/she perceives as a
personal or non-financial conflict of interest, the member may do so after stating for the
record the nature of the perceived conflict. In the event of an abstention due to a perceived
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conflict (as opposed to a legally-disqualifying conflict), the member is not required to leave
the dais.
(b) Participation Encouraged. A Councilmember shall generally
participate in the matter and vote except those where they are required to abstain due to
legally-recognized conflict of interest or common law bias.
(c) Appeals. A City Councilmember who has appealed the action of any
person or body of the City on a matter which does not constitute a conflict of interest for
the member under any law, may participate in the hearing on the appeal, unless there is
clear and convincing evidence that such member is not objective, or the member feels
that they are unable to remain neutral, or as may be otherwise advised by the City
Attorney. Notwithstanding any contrary provisions herein in bringing an appeal, the City
Council member need not give reasons for making the appeal.
(d) Public Perception. A Councilmember may abstain from action on a
matter where, in the member’s opinion, there would be a public perception that
participation in the discussion or decision would be inappropriate constituting common
law bias even though the member has no disqualifying financial interest within the
meaning of FPPC rules and regulations.
(e) Effect. The abstention is a non-vote unless the voting requirement is
a supermajority, or a vote of those “present”, in which case the abstention has the effect
of a “no” vote. The Presiding Officer shall call for a roll call vote to determine if the ruling
is upheld.
14.6 Motion to Reconsider
Any Councilmember who voted with the majority may move to reconsider any
action at the same meeting or, within sixty (60) calendar days, make a request in writing
to the City Clerk that it be agendized for consideration at the following meeting, provided
that reconsideration shall not be permitted where a party other than the City has acted in
reliance on the Councilmember’s action and would be substantially prejudiced by such
reconsideration. The Clerk shall apprise the City Attorney of any facts constituting
substantial prejudice and may rely upon the determination of the City Attorney. In the
event that the subject of the reconsideration is a motion that failed as the result of a tie
vote, any Councilmember who voted against the earlier motion may move for
reconsideration at the following meeting. The member seeking reconsideration must have
the matter agendized unless the motion will be made at the same meeting where the
original action was taken. If the motion to reconsider passes, then the original item may
be reconsidered at that time or agendized for a future meeting which meets any applicable
noticing requirements. After a motion for reconsideration has once been acted upon, no
other motion for reconsideration thereof shall be made without unanimous consent of the
City Council.
14.7 Votes of Members Previously Absent
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(a) Minutes. A Councilmember who was not present at a meeting should
generally not vote on the approval of minutes for that meeting, but the voting on such
minutes shall have no effect on the validity of the minutes.
(b) Initial Absence. A Councilmember may vote on a continued item after
an absence from the earlier meeting in which the matter was agendized, if, prior to the
vote, the member affirms on the record that they have familiarized themselves with the
record of the earlier meeting and are prepared to vote on the issue.
14.8 Precedence of Motions
When a motion is before the Council, no motion shall be entertained except a:
(a) Motion to Amend. A motion to amend is debatable only as it relates
to the amendment. An amendment that modifies the motion is in order; however, a
substitute motion is in order if the intent of the original motion is changed. Amendments
are voted on first; with the main motion vote last. A motion may be amended more than
once with each amendment being voted on separately. There shall only be one amending
motion on the floor at any one time.
(b) Motion to Postpone. A motion to postpone indefinitely is debatable.
If such a motion is adopted, the principal question is lost. A motion to postpone to a
definite time is subject to debate and amendment as it relates to propriety of the
postponement and date set.
(c) Motion to Table. A motion to table requires a second and a majority
vote of the Legislative Body, is undebatable, and is not subject to amendment. The
purpose of a motion to table is to postpone or suspend consideration of a pending motion.
If a motion to table is adopted, the item may be taken from the table at any time prior to
the adjournment of the next regular meeting. If the item is not taken from the table in the
time specified, the item is killed.
(d) Substitute Motion. A substitute motion is used to propose an
alternative action to the main motion. Up to one main and two substitute motions may be
on the floor at one time. If a substitute motion passes, it does away with the prior motions.
If it fails, previous motions, including prior any substitute motion, comes back up for
consideration.
15.0 BROWN ACT DEMANDS FOR CORRECTION
15.1 Requirement of Written Demand
(a) Written Demand for Correction. Pursuant to Section 54960.1 of the
Government Code, prior to any person commencing a judicial action for injunction or
mandamus to declare any action taken by the Council void because of failure to observe
Brown Act requirements, such person must first serve upon the City Clerk a written
demand clearly describing the challenged action, the nature of the claimed violation, and
the corrective action sought. Such demand must be served upon the City Clerk within
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ninety (90) days of the alleged violation, or thirty (30) days if the action was taken in open
session but alleged to be in violation of § 54952.2 of the Government Code. Failure to
serve any such demand within this thirty (30) day period shall result in the loss of any
right to challenge any action alleged to have been taken in violation of §§ 54953, 54954.2,
54954.5, 54954.6, 54956, or 54956.5 of the Government Code.
(b) Period to Cure. If the written demand is timely served, the Council
has up to thirty (30) days to cure and/or correct its action. If the Council does not act, any
lawsuit must be filed within the next fifteen (15) days. The subsequent action to cure or
correct an action shall not be admissible as evidence of a violation.
(c) Not Void Obligations. Nothing herein shall void the issuance of
bonds or contractual obligations otherwise duly entered into.
(d) Other Remedies. Nothing herein shall prohibit any other remedy
permitted by the Brown Act, including the issuance of an unconditional commitment to
cease and desist violations under Section 54960.2.
(e) Tolling Agreements. Parties may enter tolling agreements of the time
periods provided herein.
15.2 Consideration of Corrective Action
(a) Closed Session. Upon receipt of such a demand, consideration of
the demand shall immediately be placed on the agenda for the next meeting of the
Council. If the demand is received less than 72 hours prior to the time set for the next
meeting, the Council may determine that the notice constitutes the initiation of litigation,
and that the need to take action on the threatened litigation arose subsequent to the
posting of the agenda, and may consider it at that meeting in closed session pursuant to
Article V Section 5.1, above. A description of any item so placed on the agenda shall
include both consideration of the demand, and the possibility of corrective action by the
Council.
(b) Reconsideration. In considering demands for reconsideration, the
Council shall first determine by motion whether to reconsider the prior action. The motion
to reconsider shall be in order as long as made by a party on the prevailing side. If no
motion to reconsider is carried, the City Clerk shall inform the demanding party in writing
of the Council’s decision not to cure or correct the challenged action.
15.3 Implementing Corrective Action
(a) Motion to Correct. If a motion to reconsider passes, the Presiding
Officer may entertain a motion to take corrective action. Any motion taking corrective
action shall address the concerns raised in the consideration of corrective action. The
motion taking corrective action may include a motion to rescind prior action taken, as
appropriate. Passage of a motion to rescind invalidates prior action only as of the time of
the passage of the motion, and not from the date of the initial action. A motion
implementing corrective action resulting from a written demand is out of order if the action
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complained of: (i) was in connection with the sale or issuance of notes, bonds, or other
evidences of indebtedness, or any contract, agreement, incident thereto; (ii) gave rise to
a contractual obligation upon which a party has, in good faith, detrimentally relied upon;
or (iii) was taken in connection with the collection of any tax.
(b) Notice. In any event, the Council shall notify the party making the
demand, in writing, of its decision to take corrective action, and shall describe any
corrective action taken. This notice shall be given to the demanding party as soon as
possible after the meeting, but in no event more than 30 days after receipt of the demand.
16.0 CODE OF CONDUCT
16.1 Statement of Purpose
This Article 16 shall be known as the Code of Conduct for Officials of the City of
Rancho Palos Verdes. The purpose of this Code of Conduct is to create a single
comprehensive protocol for the Council and Members of City Boards, Commissions and
Committees, and also for management and representatives of the City including vendors 2
(hereinafter referred to collectively as “Officials”) to ensure the efficient, effective and
ethical operation of this municipal government. As a statement of purpose, this policy also
recognizes that the proper operation of this municipality requires that all of its Officials be
independent and impartial in their judgment and actions; that public office not be used for
personal gain; that the public have confidence in the integrity of its Officials; and that
public deliberations and actions be conducted in an atmosphere free from personal
animosity and hostility.
16.2 General
(a) As a matter of practice, this policy should be read and reviewed
periodically by all Officials.
(b) Not all conduct, actions and/or behavior fit neatly within this Code.
The protocols listed herein are designed to clearly define conduct in most common
situations. Special circumstances may not be easily resolved by simply referring to this
Code. The Council can provide specific interpretation through review with the City
Attorney, as necessary.
(c) In this City’s Council/Manager form of government, the City Manager
is the “administrative head” (Municipal Code Section 2.08.070) of the City government
under the direction and control of the Council. The Council is the chief policy-making body
of the City. Direction to the City Manager on policy matters and issues shall occur at
regular and/or special sessions by a majority of the Council.
2 These programs as to ethical conduct and civility towards the public shall be applicable to vendors through
their contracts with City.
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16.3 Rules of Civility
(a) General. The proper operation of this local government requires that
its Officials be independent, impartial, accountable and responsible to its residents; that
its public Officials strive to cooperate and work together for the common good of the City;
that decisions and policy be made in the proper channels of the government structure;
that an Official’s position not be used for personal gain; and that the public have
confidence in the integrity of its Officials.
(b) Duties of Officials.
(1) At all times during the performance of their City duties,
Officials shall adhere to their oath of office (Cal. Const. Art. XX Section 3) and comply
with all State ethics laws for Officials.
(2) Officials shall faithfully perform all duties of office, and shall
show respect for their offices and not act in ways that reflect badly on those offices and
diminish public respect for the office, or the City.
(3) Officials shall faithfully attend all sessions of the Council,
Commission or Committee of which the person is a member, unless unable to do so for
some compelling reason or disability.
(4) Officials shall be prepared, and learn and study the
background and purposes of items that are on the agenda before voting. To the extent
possible, questions pertaining to agenda items should be raised with appropriate staff
and the City Manager prior to the meeting where the item will be discussed.
(5) Officials shall respect intergovernmental relationships
between the City and other neighboring cities, the County of Los Angeles, the State of
California, and the federal government. The City also recognizes the value of municipal
organizations and associations, including the League of California Cities, California
Contract Cities Association, South Bay Cities Council of Governments, etc., and Officials
should participate in the meetings and seminars of such bodies when appropriate.
(6) Officials shall advise appropriate staff when a quorum of the
Council or a Council standing sub-committee, or a quorum of a City Commission or
Committee, meets with another governmental agency’s officials, citizen groups,
homeowners’ associations, county or contract officials, development applicants, etc., to
insure proper notice of such meetings is given in accordance with the provisions of the
Ralph M. Brown Act. Members of the public may attend any such meetings.
(c) Ethical Standards.
(1) Officials shall provide fair and equal treatment for all persons
and matters coming before the Council, Commissions or Committees. No Official shall
grant any special consideration or advantage to any citizen beyond that which is available
to every other citizen.
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(2) Officials shall accept as a personal duty the responsibility to
conduct the City’s business with professional competence, fairness, impartiality,
efficiency and effectiveness.
(3) Officials shall preserve their integrity and not be affected by
improper influence. They shall refrain from making, participating in making, or using his
or her official position with the City to influence any governmental decision directly relating
to any person or entity with whom he/she is negotiating concerning prospective
employment or any other prospective business relationship that will be a source of
financial gain to the Official.
(4) Officials shall refrain from using City-owned equipment,
materials or property for personal purposes, except when such equipment or property is
available to the public generally, or is provided to City Officials pursuant to City policy,
and is used in the conduct of City business.
(5) Officials shall refrain from disclosing confidential information
that is learned during a closed session held in accordance with the Ralph M. Brown Act
(Cal. Govt. Code Section 54950, et seq.). The Council or any of the City’s Commissions
or Committees must refrain from disclosing information that is subject to the City’s
attorney-client privilege, unless disclosure is specifically authorized by a majority vote of
the Council. The provisions of Section 3.6 shall apply to any breach of confidentiality.
This applies to members of the Council, the City Manager and staff, as well as members
of the City’s Boards, Commissions and Committees.
(6) Officials shall disclose any corruption, fraud, and bribery to
appropriate authorities.
(d) Rules of Conduct.
(1) Officials shall listen carefully, courteously and attentively to all
public discussions at Council, Board, Commission or Committee meetings and avoid
interrupting other speakers, including other Officials, staff, or the public.
(2) Officials shall foster a positive attitude and constructively
foster open communication in dealing with the public, staff and all Officials. Officials
should keep an open mind in dealing with issues and attempt to work out solutions and/or
compromises that meet the needs and interests of all parties.
(3) Officials shall listen to all testimony, and not reach conclusions
on issues until all interested parties have had an opportunity to express their position, or
otherwise act in a manner that would affect a party’s right to a fair hearing.
(4) Officials shall use their best independent judgment to pursue
the common good, presenting their opinions to all in a reasonable, forthright, consistent
manner; and making decisions which will promote the general and long-term interests of
the City and its citizens.
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(5) Officials shall refrain from abusive conduct, personal charges
or verbal attacks upon the character, motives, ethics or morals of other Officials, staff or
the public, or from making other personal comments that are not germane to the issues
before the respective body. Name calling, personal invective, and derogatory or belittling
speech is never acceptable conduct for Officials of the City.
(6) Officials shall at all times act with integrity and trustworthiness,
and they shall behave with courtesy and respect toward everyone with whom they
interact.
(7) Officials shall promote, to the greatest extent consistent with
protecting the interests of the City, transparency and good leadership, and provide
effective communications with the public.
(e) Application. Officials should avoid impropriety in the exercise of their
official duties. Actions as Officials should be above reproach. Although opinions may vary
about what behavior is inappropriate, Officials will consider impropriety in terms of
whether a reasonable person who is aware of all of the relevant facts and circumstances
surrounding the Official’s action would conclude that the action was inappropriate.
(f) Collegiality. All Officials are representatives of the public, and as
representatives and servants, should treat each other and those they represent consistent
with such high principle. Officials should be able to assert policy positions and opinions
without fear of reprisal from fellow Officials or citizens. Officials should not question the
ethics of other members because they disagree with that member on a question of policy.
(g) Legal Counsel. If an Official believes that his/her actions, while legal
and ethical, may appear to be inappropriate, the Official should seek the advice of the
City Attorney, and should consider publicly disclosing the facts of the situation and the
steps taken to ensure the action is appropriate.
(h) Public Records. All Officials shall conduct their email
correspondence so that they may readily comply with requests for public records, and
keeping personal correspondence segregated from city correspondence.
16.4 Disclosure of Information
No Official may, without prior formal authorization of the City Council, disclose any
confidential information concerning any other official or employee, or any other person,
or any property or governmental affairs of the City. Whether or not such information is
allowed to be disclosed, no Official may use or permit the use of any such confidential
information to advance the financial or personal interest of himself or any other person.
For the purposes hereof, “confidential information” shall mean information that is not
generally known in the public, and/or not subject to disclosure under California Public
Records Act or other applicable law. Some examples of confidential information include
attorney-client privileged communication, attorney-client work product, and personnel,
medical or similar information, the disclosure of which would constitute an unwarranted
invasion of privacy. (Govt. Code § 6250 et. seq.)
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16.5 Improper Representation
Unless authorized to do so by the Council, Officials shall refrain from making
statements, either orally or in writing, that assert or would cause a reasonable person to
believe that they are acting on behalf of the City. Accordingly, if an Official testifies, either
orally or in writing, before an administrative body of a governmental agency outside of the
City, and identifies himself/herself as an Official, that Official also must state that he/she
is not appearing or testifying in any official capacity and is not representing the views or
opinions of the City; rather, he/she is representing his/her own views as a private citizen.
Additionally, other than personal thank you notes, City letterhead or the City’s official logo
shall not be used for any purpose without prior Council approval. Unless the written
communication is appropriately authorized on behalf of City, the Official shall not use their
official title in the communication unless there is a written disclaimer to the effect that
“This communication is the personal opinion of official and does not represent the views
of the city of Rancho Palos Verdes or its Officials.” As violations of the foregoing would
be contrary to the City’s transparency policies, likewise, Officials should not communicate
regarding City business either anonymously or through pseudonyms. This limitation
includes, but is not limited to, posts and comments made on social media.
16.6 Non Interference with Administration
(a) Council-Manager Form of Government. The City operates under the
Council-Manager form of government and as such, the City Manager is responsible for
the administrative operation of the City. Councilmembers have a non-supervisory
relationship with City staff. Councilmembers shall not involve themselves in administrative
functions of the City.
(b) Limit Contact to Specific Staff. Questions of staff and/or requests for
additional background information shall be directed only to the City Manager, City
Attorney, Deputy City Manager, Human Resources Manager, or other Department Heads.
Requests for follow-up or directions to staff should be made only through the City
Manager or City Attorney, when appropriate. When in doubt about what City staff contact
is appropriate, Councilmembers should consult the City Manager for direction.
(c) Do Not Disrupt Staff From Their Jobs. Councilmembers should not
disrupt staff while they are in meetings, on the phone, or engrossed in performing their
job functions, in order to have the City Councilmember’s individual needs met.
(d) No Attempt to Influence. Councilmembers must not attempt to
influence staff on the making of appointments, awarding of contracts, selecting of
consultants, processing of development applications, or granting of City licenses and
permits.
(e) Correspondence. Before sending any correspondence, City
Councilmembers shall make an effort to check with staff to see if an official City response
has already been sent or is in progress.
Resolution No. 2018-04
Exhibit A
Page 48 of 49
Adopted 1/16/18
01203.0001/404448.22 39
(f) Attendance at Meetings. Councilmembers should not attend
meetings with staff unless requested by City staff. Even if the Councilmember does not
say anything, their presence can imply support, show partiality, intimidate staff, or hamper
City staff’s ability to do their job objectively.
(g) Limit Requests for Staff Support. Routine clerical or administrative
support will be provided to all Councilmembers for City business by those employees
assigned to provide such assistance.
(h) Personnel Matters. Public Officials should not direct the City
Manager as to City personnel matters.
16.7 Decorum and Order – Employees
Members of City staff and any employees of the Council, shall observe the same
rules of procedure and decorum applicable to Councilmembers. The City Manager shall
ensure that all staff and employees observe such decorum. Any staff members, including
the City Manager, desiring to address the Council or members of the public, shall first be
recognized by the Presiding Officer. All remarks shall be addressed to the Presiding
Officer and not to any one individual Councilmember or member of the public.
16.8 Not Solicit Political Support
Councilmembers shall not solicit any type of political support (financial
contributions, display of posters or lawn signs, name on support list, endorsements, etc.)
from staff. Staff may, as private citizens with constitutional rights, support political
candidates, but all such activities must be done entirely away from the workplace.
Resolution No. 2018-04
Exhibit A
Page 49 of 49
Adopted 1/16/18
Manual Exhibit “A”: Chart of Motions
1. Motions listed in the order of precedence
1 Should specify period of recess.
2 A motion to take up a matter previously tabled must be made at the same meeting as the motion to table. If not, the motion tabled dies.
3 May contain specific instructions for board members and a date for certain for reconsideration. If not date is not certain, restored by a motion to “take up matter previously tabled” which is
permissible in this case even if not same or next meeting.
MOTION YOU SAY THIS: May you
interrupt the
speaker?
Do you need
a second?
Is it a
debatable?
Can it be
amended?
What vote is
needed?
Can it be reconsidered?
Adjourn meeting “I move to adjourn” No Yes No No Majority No
Call an intermission 1 “I move to recess for…” No Yes No Yes Majority No
Register a complaint “I rise to a question of privilege” Yes No No No None No (usually)
Temporarily suspend
consideration of an issue 2
“I move to table the motion” No Yes No No Majority No
Close debate “I move the previous question” No Yes No No 2/3 No, unless the vote on question has
not been taken
Limit or extend debate “I move that the debate be limited [or
“extended”] to …”
No Yes No Yes 2/3 Yes
Give closer study of
something3
“I move to refer the motion to the
committee”
No Yes Yes Yes Majority Yes, unless the board has already
taken up the subject.
Amend a motion “I move to amend the motion by …” No Yes Yes Yes Majority Yes
Motion to continue to a
certain time
“I move that the motion be continued
to…”
No Yes Yes No Majority Yes
Introduce business (bring a
main motion)
“I move that [or “to”] …” No Yes Yes Yes Majority Yes
Resolution No. 2018-04
Attachment 1 to Exhibit A
Page 1 of 2
2. Incidental Motions – no order or precedence. Arise incidentally and decided immediately.
4 Decision of the Presiding Officer is final, unless overturned by motion to appeal the ruling.
5 Presiding Officer may participate in debate. Negative or tie vote sustains ruling.
6 A motion to take up a matter previously tabled must be made at the same meeting as the motion to table. If not, the motion tabled dies.
7 Does not void action ab initio, only from point of rescission. Motion is out of order if relates to contract upon which another party has detrimentally relied, relates to issuance of bonded
indebtedness, or relates to the collection of any tax.
8 Cannot be made on a quasi judicial matter or matters requiring a noticed public hearing. Can only be made by a member who voted with the previously prevailing side. May be made at the same
meeting or a subsequent meeting subject to the same restrictions as a motion to rescind.
MOTION YOU SAY THIS: May you
interrupt the
speaker?
Do you
need a
second?
Is it a
debatable?
Can it be
amended?
What vote is
needed?
Can it be reconsidered?
Protest breach of rules (i.e.,
Point of Order)4
“I rise to a point of order …” Yes No No No None No
Motion to appeal the ruling5 “I appeal from the decision of the
Presiding Officer [or “Chair”]
Yes Yes Yes No Majority Yes
Suspend rules temporarily “I move to suspend the rules so that
… ”
No Yes No No 2/3 No
Avoid considering an
improper matter
“I object to the consideration of the
question… “
Yes No No No 2/3 No, only if the main question or
motion was no, in fact considered.
Divide motion “I move to divide the question No Yes No Yes Majority No
Parliamentary law question Parliamentary inquiry Yes, if urgent No No No None No
Motion to depart from the
agenda
“I move to consider matter ____ out
of order”
No Yes Yes Yes Majority Yes
Take up matter previously
tabled 6
“I move to take from the table…” No Yes No No Majority No
Cancel or change previous
action 7
“I move to rescind/amend something
previously adopted…”
No Yes Yes Yes 2/3 or majority
with notice
No
Reconsider motion “I move to reconsider the vote
on…”
Yes Yes Only if
motion to be
reconsidered
is debatable8
No Majority No
Resolution No. 2018-04
Attachment 1 to Exhibit A
Page 2 of 2