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HomeMy WebLinkAboutCC Policy No. 603 - Use of Volunteers by the City Council Amended October 17, 2023CITY COUNCIL POLICY CITY OF NATIONAL CITY AMENDED: October 17, 2023 ADOPTED: February 6, 2018 POLICY # 603 TITLE: Use of Volunteers by the City Council Purpose Members of the City Council may require support in their efforts to stay abreast of local, state and federal legislative matters that may impact the City, attend community meetings with individuals and groups, receive and respond to constituent questions/concerns (both in person and in written communications), and serve on various boards and commissions. In addition to the administrative support provided by employees assigned to the City Council, individual members of the City Council may require additional periodic or on-going support which may be achieved through the use of volunteers. The duties performed by volunteers may vary dependent upon the knowledge, skills and abilities of the individual(s) and the needs of the Council office. The purpose of this policy is to establish guidelines for the use of volunteers by members of the City Council. Definitions City Council - the legislative body elected to govern the City of National City, comprised of the Mayor and City Councilmembers. Confidential Materials - information that is classified, private, secret, or sensitive that is transmitted or provided to City Councilmembers by, for, or through the City Attorney staff, City department, or City departmental staff, in the course of the confidential attorney-client relationship or confidential departmental communication. Confidential material includes, but is not limited to, any documents that are exempt from public disclosure under the Public Records Act, documents/materials that are privileged, or documents/materials that are protected attorney work product under the Brown Act, Evidence Code, Rules of Professional Responsibility, or any state or federal statute, code, regulation or case. Elected Official - for purposes of this policy, elected official refers to the Mayor and City Councilmembers. Political Event – an organized event having as its primary purpose the exercise of expressive activities of a political nature, including but not limited to speech making, picketing, protesting, marching, demonstrating, or debating political public issues or fundraising political candidates. Volunteer - an individual who is donating time to the City without monetary compensation for hours worked. Volunteers include unpaid student interns and students seeking community service hours in compliance with school district graduation requirements. Policy Elected Officials: 1. The decision to use volunteers shall be at the discretion of each individual elected official. CITY COUNCIL POLICY CITY OF NATIONAL CITY AMENDED: October 17, 2023 ADOPTED: February 6, 2018 POLICY # 603 TITLE: Use of Volunteers by the City Council 2. The elected official has the sole responsibility for the selection of volunteers, the assignment of duties and the establishment of a work schedule. 3. Elected officials shall not assign a volunteer to represent them in meetings that require the presence of an appointed (an elected official serving as an appointed board member or commissioner) or elected official. Volunteers: 1. Volunteers shall serve at the will of the elected official with no rights to permanent employment (either paid or unpaid); and with no rights to an appeal if the volunteer assignment is terminated by the elected. 2. In all communications representing the Council office, including those with City staff, community members, businesses or other agencies, volunteers shall only represent the interests and/or opinions of the elected official to whom he/or she reports. At no time shall a volunteer be granted the authority to represent the interest and/or opinions of the City Council as a body or the City as an agency. 3. Elected officials and City staff shall take reasonable precautious to ensure that volunteers do not have access to confidential materials. 4. Volunteers may be given name tags to be worn when assigned to work in the community or when attending meetings on behalf of the elected official. All such name tags shall be in conformance with the City’s adopted standard for such a name tag. Name tags shall not be worn by volunteers at times when they are not schedule or assigned to work in their volunteer capacity, or at political events. 5. Volunteers may not engage in political activities on City premises or using City equipment; or during periods of time when on duty as a volunteer. Volunteers are considered on duty during periods of an assigned work schedule or when otherwise asked by an elected official to work in the office or to attend an event on his/her behalf as their representative. Procedures The selection and use of volunteers by elected officials shall be subject to the general administrative guidelines established by the City Manager under Administrative Policies 04.09 and 04.13, Volunteers and Unpaid Interns; and Criminal History Checks, respectively, including but not limited to the preparation and submission of attendance logs for all volunteers. CITY COUNCIL POLICY CITY OF NATIONAL CITY AMENDED: October 17, 2023 ADOPTED: February 6, 2018 POLICY # 603 TITLE: Use of Volunteers by the City Council Related Policy References Administrative Policy 04.09 - Volunteers and Unpaid Interns Administrative Policy 04.13 - Criminal History Checks Prior Policy Amendments: February 6, 2018 (Resolution No. 2018-21) Establishing Policy February 4, 2020 (Resolution No. 2020-20) October 17, 2023 (Resolution No. 2023-149)