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HomeMy WebLinkAboutPOLICY SUMMARIESSummary of Recommended Changes to City Council Policy Manual Chapter 100 Policy #101: City Council Policy Manual • Changed Title from "Annual Policy Review" to "City Council Policy Manual" • Added `Background' section • Elaborated on various areas of policy Policy #102: City Council Meeting Times • Added location/time for regular meetings • Added details regarding holidays • Added statement regarding Brown Act compliance • Incorporated language from Policy #103 "Special Council Meetings" Policy #103: Special Council Meetings • Deleted Policy and merged with Policy #102 Policy #104: Conduct of City Council Meetings • Added reference to `Brown Act' • Switched from `Robert's Rules of Order' to `Rosenberg's Rules of Order' based on City Clerk's recommendation • Updated `Related Policy References' Policy #105: Off Agenda Items • Added information regarding Brown Act compliance • Defined criteria for adding off -agenda and urgency items • Added language regarding future agenda items, non -agenda public comments, and `request -to - speak' forms Policy #106: Preparation of City Council Meeting Minutes • Change Title from "Preparation of Council Minutes" to "Preparation of City Council Meeting Minutes" • Delete "tape recordings" and add "video recordings" • Include subsidiary functions besides just City Council • Add timeline for posting minutes and videos • Add length of time videos and minutes will be maintained on website Policy #107: Appointments to Boards and Commissions • Added list of Boards, Commissions and Committees to which this policy applies, to Section called "Purpose" • Added section regarding unscheduled vacancies Page 1 of 3 • Added section regarding preparing the appointments list • Addressed applicant presentations • Amended lists of Mayor and City Council appointing authority • Added related references Policy #108: City Manager as Chief Administrative Officer • Added Background section • Reference Municipal Code Section 2.01.030 re: CM authority • Clarify language regarding Council direction to employees Policy #109: Travel and Training Reimbursement • Added language about `Purchasing Review Committee' and approvals • Added language about following existing Purchasing procedures • Added Policy References • Deleted forms, and referenced availability from Finance • Elaborated on procedures for trouble with city -owned vehicles • Require receipts for all items to be reimbursed • Deleted majority of language regarding Credit Cards and referred to Admin Policy 3.14 instead • Deleted language allowing reimbursement at IRS rates without meal receipts • Policy now requires receipts for reimbursement Policy #110: Display of Flags • Identify `permanent' vs. `ceremonial' flags • Delete reference to Military Affairs Advisory Committee • Add California and United States Flag Code to "Related Policy References" Policy #111: Utilization of City Vehicles in Non -Safety Related Capacities • Changed Non -Work Related' to Non -Safety Related' (in title and text) since staff is occasionally working (on duty/paid status) when performing these duties • City Manager to approve use requests, and provide updates to Council • Deleted administrative details in the Council Policy. A new Administrative Policy will be drafted instead. Policy #112: Document Reproduction • Delete Policy: Replace with new policy regarding Public Records Act/Protocol Policy #113: Unauthorized Disclosure of Information Revealed in Closed Sessions • Revised section on `Related Policy References' • Added #4 under Policy re: Government Code 54963 • Revised legal brief dated 2/29/96 from former City Attorney, due to changes in GC 54963 Page 2 of 3 3 Policy #114: Grant Activities • Reference Grant Coordinator • Change name of form: from "Request to Apply for Federal, State, and Local Government Grants or Private Funds" to "Grant Application" form. • City Manager can delegate Council updates, and Letters of Authorization" to a designee • Grants that require matching funds from the City in an amount which exceeds the City Manager's signature authority will require Council approval prior to acceptance of the grant. • Updated `Related Policy References' section Policy #115: Donation of Surplus City Property and Police Department Unclaimed Property • Deleted 5/6/03 report from former Purchasing Agent, and incorporated applicable information into the actual policy • Expanded policy to include donations to Sister -Cities and other municipal agencies • Removed `Request for Donation' form, and referenced availability instead • Expanded policy to address issues of liability reduction and gift of public funds • Included `Procedures' • Expanded `Related Policy References' to include Municipal Code sections Policy #116: Procedure for Disclosure of Ex Parte Contacts • Expanded definition of `information' received, to include: oral, written or otherwise Policy #117: Distribution and Reporting of Tickets and Passes Distributer to, at or the behest of a City Official • Changed Title • Added `Background' section • Added reference to Successor Agency to the Community Development Commission • Re -numbered sections