RPVCCA_CC_SR_2012_04_03_I_ Committee_commission_ProtocolsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
CAROLYN LEHR,CITY MANAGER ~
APRIL 3,2012
OUTREACH TO COMMISSIONS/COMMITTEES REGARD-
ING PROPOSED PROTOCOL
Project Manager:Kit Fox,AICP,Senior Administrative Analyst ~
RECOMMENDATION
Authorize the Council Rules and Protocol Ad Hoc Subcommittee to conduct outreach to the
City's advisory boards to introduce and receive feedback on the proposed City Council and
Commission/Committee Protocol.
BACKGROUND
On March 20,2012,the City Council discussed proposed revisions to the Rules of
Procedure and the proposed City Council and Commission/Committee Protocol.At the
end of the discussion,the City Council voted to approve only the revisions to Section 5 of
the Rules of Procedure and to continue the remaining portions of the Rules and the
Protocol to a future agenda.
Prior to the vote,City Council members expressed the desire to allow ample time and
opportunities for public feedback during the process leading up to bringing these items
back to the Council for further deliberation.Among the ideas proposed was having the
Subcommittee (Mayor Misetich and Councilwoman Brooks)conduct public outreach to the
City's advisory boards.The Subcommittee concurs,but because the concept was not
formally incorporated into the final motion,the Subcommittee asked that this matter be
agendized to secure clear direction from the City Council.
DISCUSSION
Staff anticipates that the Subcommittee's outreach to the City's advisory boards would take
the form of placing the proposed Protocol (see attachment)on the agenda of a regular
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MEMORANDUM:Outreach for City Council and Commission/Committee Protocol
April 3,2012
Page 2
meeting for each board.One or both members of the Subcommittee would attend each
board's meeting to introduce the proposed Protocol and solicit feedback on it from board
members and the public.Since this outreach would be incorporated into the agendas for
all of the City's advisory boards,the Subcommittee wanted to be sure that this is the
Council's direction.The table below lists the dates of upcoming regular meetings of the
City's advisory boards over the next two (2)months or so.
Advisory Board Upcoming Meeting Date(s)
Tuesda~ApriI24,2012
Planning Commission Tuesday,May 8,2012
Tuesday,May 22,2012
Traffic Safety Commission Monday,April 23,2012
Tuesday,May 29,2012 (tentative)
Finance Advisory Committee Wednesday,April 25,2012
Wednesday,May 23,2012
Emergency Preparedness Committee Thuffiday,April 19,2012
Thursday,May 17,2012
Oversight Committee for the Water Quality Tuesday,April 10,2012andFloodProtectionProQram
Oversight Board for the Successor Agency
to the Rancho Palos Verdes Redevelop-To be determined
mentAQency
The Rules of Procedure and City Council and Commission/Committee Protocol are
tentatively agendized for the City Council's continued consideration and discussion on
June 5,2012.Therefore,it is expected that the Subcommittee's outreach activities would
be completed in time for the advisory board members'and general public's feedback to be
compiled for presentation to the City Council at that meeting.
In the meantime,the Subcommittee urges that Council members provide their own
suggested revisions and comments on the draft Rules as well as Protocol,in writing to the
Subcommittee for consideration and incorporation accordingly.Thus far,Councilman
Knight has provided his written commentary,which has been helpful.
ADDITIONAL INFORMATION
The Subcommittee wanted to clarify that there are two sections of the Protocol that were
not revised in accordance with the Subcommittee's direction.The first is that Section 17
incorrectly referred to meetings of City agencies;it should be revised as follows:
17.Do not identify oneself as a member of a City Commission or Committee when
testifying before administrative bodies of other governmental agencies outside the
City,unless specifically so authorized by the City Council.
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MEMORANDUM:Outreach for City Council and Commission/Committee Protocol
April 3,2012
Page 3
The second is that Paragraph B should be revised and Paragraph C added as follows:
B.The City Council seeks to achieve compliance with this Protocol by Members of City
Commissions and Committees,who serve at the pleasure of the City Council.
C.Councilmembers who do not abide by this Protocol are subject to warning,
reprimand,admonishment,or censure,by majority vote of the Council.
CONCLUSION
In conclusion,the Subcommittee recommends that the City Council authorize the Council
Rules and Protocol Ad Hoc Subcommittee to conduct outreach to the City's advisory
boards to introduce and receive feedback on the proposed City Council and
Commission/Committee Protocol,which would be presented to the entire City Council in
the first Council meeting in June.
ALTERNATIVES
The following alternative action is available for the City Council's consideration:
1.Do not authorize the Subcommittee to conduct outreach to the City's advisory
boards.
Attachments:
•Proposed City Council and Commission/Committee Protocol
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CITY OF RANCHO PALOS VERDES
PROTOCOL FOR ELECTED OFFICIALS AND APPOINTED COMMISSION AND
COMMITTEE MEMBERS
I.STATEMENT OF PURPOSE
reviewed pe ally by all
Commission and members
any areas of appropriate
the State laws with which
1974,Government Code
CITY COMMISSIONS AND CITY
eatly under this Protocol.The rules and
y define conduct in common situations.
d by simply referring to this Protocol.
retation through review with the City
B.Not
procedures liste
Special circumstan
The City il
Attorne
III.
II.INTRODUCTION
As a matter of practice,this policy sh
members of the City Council,the Members 0
of the other City Commissions and mmittees.
A.Existing State statu
conduct.This policy statement is no
City officials must comply,including th
Section 1090 and the rown
The purpose of this document is to create a single comprehensive protocol for
the City Council and Members of City Commissions and Committees to insure the
efficient,effective and ethical operation of this municipal gover ent.As a statement of
purpose,this policy also recognizes that the proper op of this municipality
requires that all of its public officials be independent and i I in their judgment and
actions;that public office not be used for personal gain'public have confidence
in the integrity of its municipal officials;and that p tions and actions be
conducted in an atmosphere free from personal an'
A.eration of this local government requires that its public
officials be i artial and responsible to its residents;that its public officials
strive to coope rk together for the common good of the City;that decisions
and policy be m he proper channels of the government structure;that public
office not be used ~ersonal gain;and that the public have confidence in the integrity
of its public officials.In recognition of these goals,the following protocol is hereby
prescribed for the City Council and for members of City Commissions and Committees:
1.Respect and adhere to the American ideals of government,the rule
of law,and the high ethical conduct in the performance of public
duties.
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of the City and not forRepresentandworkforthecomm
any private interests or personal
,and attentively to all public discussions
iI (Commis n or Committee)meetings and avoid
other speakers,including other Council,Commission or
mbers,City Staff,or the public.
a p sitive attitude and constructively foster open
ication in dealing with the public,City staff and all City
-both elected and appointed.City officials should keep an
ind in dealing with issues and attempt to work out solutions
or compromises which meet the needs and interests of all
rties.
7.charges or verbal attacks
rals of other members of
o Members,City Staff or the
ther personal comments that are not
ore the Council (or City Commission or
5.Faithfully perform all duties
6.Except with proper a
Council,refrain fro
confidentially concerning t
any closed ses .on of the Co
state law.
4.
2.Provide fair and equal treatment for all persons and matters coming
before the City Council (or Commissions or Committees).No official
shall grant any special consideration or advantage to any citizen
beyond that which is available to every other citizen.
3.Be prepared,learn and study the background and purposes of
items that are on the agenda before voting.To the extent possible,
raise any questions pertaining to agenda items with appropriate
Staff and the City Manager prior to the m ing where the item will
be discussed.
10.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 City Council.The City 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 City Council.
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11.Faithfully attend all sessions of the Council (Commissions or
Committees)unless unable to do so for some compelling reason or
disability.
12.Recognize the value of municipal organizations and associations
including the League of California Cities,California Contract Cities
Association,South Bay Cities Association,etc.,and participate in
their meetings and seminars when appropriate.
o promote this City's
,fairness, impartiality,
essary,work to improve
n this City and other
Angeles,the State of
the City Councilor
ub-committee of
with another
omeowners
,developme pplicants,
s needed,and to keep staff
usiness.
statements,commitments or promises
in any manner,and do not make
rs representing the City without
ote of the City Council.
Accept as a personal duty the responsi
business with professional compe
efficiency and effectiveness.
tify oneself as a member of a·City Commission or
en testifying before administrative bodies of other
gencies outside the City,unless specifically so
e City Council.
and declare all financial interests pursuant to the
ns of the Political Reform Act ("the Act")and Government
e Section 1090.In those situations in which a conflict of
erest exists for a City official,that official shall disqualify
himself/herself from participation in the whole decision-making
process,including discussing the issue with Staff,voting,making
appointments,entering into contractual agreements,or negotiating
on behalf of the City with any individual regarding the decision.
19.All City officials shall disclose any corruption,waste,abuse,fraud,
and bribery to appropriate authorities.
14.Involve appropriate City staff
a Council sub-committee
another City Commisso
governmental agency'
associations,county or
etc.,to insure proper sta
informed and a ast of City-
15.
13.
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20.City officials may not be involved in any City matter that involves a
business or organization with which that official is negotiating or
seeking employment.
B.The City Council seeks to achieve compliance with this Protocol by
Members of City Commissions and Committees,who serve at the pleasure of the City
Council.
c.Councilmembers who do not abide by this Protoc are subject to warning,
reprimand,admonishment,or censure,by majority vote of th cil.
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