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Home My WebLink About2019-11-20 BOE Agenda PacketC1lYOF CHUlA VISTA Board of Ethics REGULAR MEETING OF THE BOARD OF ETHICS OF THE CITY OF CHULA VISTA November 20,2019 5:15 p.m. CALL TO ORDER Conference Room 106,Building A 276 Fourth Avenue Chula Vista ROLL CALL:Commissioners:Barragan__;Chinn__;Teel__,TOlTes __, Welling__;Vice Chair Esquer__;and Chair Guerrero _ CITY STAFF:Silva__;Aguayo__. PUBLIC COMMENTS Persons speaking during Public Comments may address the Board/Commission on any subject matter within the Board/Commission's jurisdiction that is not listed as an item on the agenda.State law generally prohibits the Board/Commission from discussing or taking action on any issue not included on the agenda,but,if appropriate,the Board/Commission may schedule the topic for future discussion or refer the matter to staff.Comments are limited to three minutes. ACTION ITEMS The Item(s)listed in this section of the agenda will be considered individually by the Board/Commission and are expected to elicit discussion and deliberation.If you wish to speak on any item,please fill out a "Request to Speak"form and submit it to the Secretary prior to the meeting.Comments are limited to five minutes. 1.NEW COMMISSIONERS INTRODUCTION. 2.APPROVAL OF SEPTEMBER 4,2019 MINUTES. 3.BOARD AND COMMISSION PROCEDURES AND BROWN ACT TRAINING. I declare under penalty of perjury that I am employed by the City of Chula Vista in the Office of the City Attorney and that I posted this document on the bulletin board at the City Hall according to Brown Act ~equiremenls. Dated:.JJjJJi/J:L Signed:'1V!~()~ OTHER BUSINESS 1.STAFF COMMENTS a.Update on proposed Lobbyist Registration Ordinance 2.CHAIR'S COMMENTS 3.COMMISSIONERS'IBOARD MEMBERS'COMMENTS ADJOURNMENT Materials provided to the Board ofEthics related to any open-session item on this agenda are available for public review in the Office ofthe City Attorney at 276 Fourth Avenue,Chula Vista, Building A,Chula Vista during normal business hours. In compliance with the AMERICANS WITH DISABILITIES ACT The City ofChula Vista requests individuals who require special accommodations to access, attend,and/or participate in a City meeting,activity,or service,contact the Human Resources Department at (619)691-5041 (California Relay Service is available for the hearing impaired by dialing 711)at least forty-eight hours in advance ofthe meeting. Page 2 IBoard of Ethics Regular Meeting November 20,2019 D R A F T Page 1 Board of Ethics Special Meeting September 4, 2019 MINUTES OF A SPECIAL MEETING OF THE BOARD OF ETHICS OF THE CITY OF CHULA VISTA September 4, 2019 5:15 P.M. A Special Meeting of the Board of Ethics (“BOE”) of the City of Chula Vista was called to order at 5:15 p.m. in the Conference Room 103, located at 276 Fourth Avenue, Building C, Chula Vista, California. ROLL CALL PRESENT: Chair Edgar Guerrero; VC Victor Esquer; and Rosa Robles ABSENT: Anthony Jemison STAFF PRESENT: Simon Silva, Deputy City Attorney (“DCA”); Marisa Aguayo, Secretary PUBLIC COMMENT No comment by the public. ACTION ITEMS 1. Approval of June 19, 2019 Minutes. ACTION: Member Robles made a motion to approve the June 19, 2019 minutes. Member Esquer seconded, and the motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A 2. Prima Facie review or BOE Complaint No. 2019-07-A. DCA Silva presented and explained prima facie procedure. Silva recommended that the complaint be dismissed in its entirety pursuant to City of Chula Vista Municipal Code (“CVMC”) 2.28.110 because, after a review of entirety of the complaint and supporting documents, the complaint did not provide a full set of facts showing violations of the Specified Prohibition set forth in the CVMC 2.01. ACTION: Member Esquer made a motion to dismiss the complaint it its entirety pursuant to Chula Vista Municipal Code 2.28.110. Member Robles seconded, and motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A D R A F T Page 2 Board of Ethics Special Meeting September 4, 2019 3. Discussion and Action regarding selection or Campaign Contribution Authority (CVMC 2.52.140(0)) Enforcement Authority Panel, including extending existing attorney panel for current election cycle and keeping same assignment order and/or soliciting applications for additional panel members DCA Silva presented an update. Silva recommends that Board reappoints current panel members and handle cases in their respective order. ACTION: Member Robles made a motion to reappoint current panel members to Enforcement Panel. Vice Chair Esquer seconded, and the motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A OTHER BUSINESS STAFF COMMENTS – Silva provides an update with respect to interviews to fill Board of Ethics positions. Ad hoc committee met on August 28, 2019 to discuss the interview process. They plan to interview applicants on September 17th and September 24th. One person withdrew their application but City received a new application from someone else. Silva to send out notice and materials to ad hoc committee updating them. CHAIR’S COMMENTS – September’s regular meeting will be canceled. Next BOE meeting will be on October 16, 2019. Chair thanked BOE for voting him as chair. COMMISSIONERS’/BOARD MEMBERS’ COMMENTS – Robles: “I am officially retired.” She will stay on Board of Ethics until her position is filled. ADJOURNMENT: 5:31 p.m. ____________________________________ Marisa Aguayo, Legal Secretary D R A F T Page 1 Board of Ethics Special Meeting September 4, 2019 MINUTES OF A SPECIAL MEETING OF THE BOARD OF ETHICS OF THE CITY OF CHULA VISTA September 4, 2019 5:15 P.M. A Special Meeting of the Board of Ethics (“BOE”) of the City of Chula Vista was called to order at 5:15 p.m. in the Conference Room 103, located at 276 Fourth Avenue, Building C, Chula Vista, California. ROLL CALL PRESENT: Chair Edgar Guerrero; VC Victor Esquer; and Rosa Robles ABSENT: Anthony Jemison STAFF PRESENT: Simon Silva, Deputy City Attorney (“DCA”); Marisa Aguayo, Secretary PUBLIC COMMENT No comment by the public. ACTION ITEMS 1. Approval of June 19, 2019 Minutes. ACTION: Member Robles made a motion to approve the June 19, 2019 minutes. Member Esquer seconded, and the motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A 2. Prima Facie review or BOE Complaint No. 2019-07-A. DCA Silva presented and explained prima facie procedure. Silva recommended that the complaint be dismissed in its entirety pursuant to City of Chula Vista Municipal Code (“CVMC”) 2.28.110 because, after a review of entirety of the complaint and supporting documents, the complaint did not provide a full set of facts showing violations of the Specified Prohibition set forth in the CVMC 2.01. ACTION: Member Esquer made a motion to dismiss the complaint it its entirety pursuant to Chula Vista Municipal Code 2.28.110. Member Robles seconded, and motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A D R A F T Page 2 Board of Ethics Special Meeting September 4, 2019 3. Discussion and Action regarding selection or Campaign Contribution Authority (CVMC 2.52.140(0)) Enforcement Authority Panel, including extending existing attorney panel for current election cycle and keeping same assignment order and/or soliciting applications for additional panel members DCA Silva presented an update. Silva recommends that Board reappoints current panel members and handle cases in their respective order. ACTION: Member Robles made a motion to reappoint current panel members to Enforcement Panel. Vice Chair Esquer seconded, and the motion passed as follows: Yes: 3-0 (Chair Guerrero, VC Esquer, and Robles) No: N/A Abstain: N/A OTHER BUSINESS STAFF COMMENTS – Silva provides an update with respect to interviews to fill Board of Ethics positions. Ad hoc committee met on August 28, 2019 to discuss the interview process. They plan to interview applicants on September 17th and September 24th. One person withdrew their application but City received a new application from someone else. Silva to send out notice and materials to ad hoc committee updating them. CHAIR’S COMMENTS – September’s regular meeting will be canceled. Next BOE meeting will be on October 16, 2019. Chair thanked BOE for voting him as chair. COMMISSIONERS’/BOARD MEMBERS’ COMMENTS – Robles: “I am officially retired.” She will stay on Board of Ethics until her position is filled. ADJOURNMENT: 5:31 p.m. ____________________________________ Marisa Aguayo, Legal Secretary Slide 1 BOARD OF ETHICS PROCEDURES/BROWN ACT SIMON SILVA, DEPUTY CITY ATTORNEY ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 2 TOPICS Processes Meetings/absences Agenda Items Public Comments Motions Minutes Action Minutes Audio/Website Conflict of Interest Member Communications Recommendations to Council Board Duties 2.01 2.28 Brown Act Public Records Act ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 3 Meetings/Absences BOE meets every 3rd Wednesday of the Month Please email or call Marisa Aguayo if you are going to be absent maguayo@chulavistaca.gov or 619-585-5667 Notice is important to ensure that we have a quorum CVMC 2.25.110 provides rules for absences An office is deemed vacated if a Board member has three consecutive unexcused absences from a regular meeting Absences may be excused for the following reasons: Illness; business commitments; pre-planned vacation with notice; funeral/religious services; unscheduled emergency; any other reason where seven (7) days notice provided A member may vote to excuse their absences Approval of excused absences must be entered into board’s minutes. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 4 Agenda The Agenda provides the roadmap for what will be covered at a meeting. Must be posted either 72 or 24 hours prior to a regular or special meeting Only items placed on an agenda may be discussed/acted upon Items may be placed on the agenda by the Chair, City Attorney, or by a vote of the majority of the members To do so follow the following steps . . . The Agenda must provide for public participation, meaning they get to provide comments as follows: 5 minutes on item on agenda and 3 minutes for Public Comment section. For Items, on Agenda it must be before action is taken on the item. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 5 Agenda Rules of Order (commonly look to Robert’s Rules of Order) Remember rules of decorum-treat each other with respect and hear each other out. Ask the chair to speak. Typical Motions on items Request for staff report Public comment Staff comments Motion (to take action) Second Vote-for motion, against, abstentions ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 6 Minutes CVMC 2.25.230 Action Minutes If member of public speaks on an “agendized” item or in a public comments we will include their name, city of residence, and whether they were for or against a particular item We record meetings and post the audio on BOE website You can vote to approve minutes even if not present at the meeting ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 7 Conflicts of Interest Recusal Types of conflicts Economic Common Law Bias Recusal Should only recuse oneself when there is an “actual conflict” or an “appearance of conflict” is so great that it taints the process Remember you were placed on the Board/Commission to participate- don’t use recusal to shirk a decision ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 8 Conflicts of Interest Economic Interest The Political Reform Act and Chula Vista’s Conflict of Interest Code state that: No person shall make or participate in making a governmental decision that he or she knows, or has reason to know, will have a reasonably foreseeable material financial effect distinguishable from its effect on the public generally. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 9 Conflict of Interest Vigilance is Key A public official must diligently monitor business interests, real property, sources of income, including gifts loans and travel payments, to ensure that he or she does not participate in an action in which he or she has a conflict of interest. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 10 Conflict of Interest Property Interest If a public official’s real property is directly involved, the financial effect of a governmental decision on the real property is presumed to be material. A public official’s real property may be directly involved in a governmental decision if it is within 500 –1,000 feet of the boundary of a project. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 11 RECUSAL Steps to Follow When a member has a conflict of interest, he or she must: Publicly state the nature of the conflict (e.g. “I own property within 500 feet of the subject project”); and Unless the item is on the Consent Calendar, he or she must leave the dais or table until consideration of the item is finished. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 12 Member Communications When making statements, members must ensure that: Their comments are factual They indicate that actions taken by the board or commission are recommendations, with final actions to be taken by City Council, when appropriate They represent themselves as private citizens, unless the views or recommendations they express have been officially voted upon. Individual members making recommendations or expressing views that have not been officially voted on must indicate they are expressing themselves as private citizens, not as representatives of their board or commission. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 13 Recommendations to Council Boards and Commissions may have topics, ideas, suggestions, and requests for direction to bring forward to the City Council. These items require majority approval of the board or commission. The following avenues are in place to communicate with the Council: By July 30 each year, all boards and commissions provide an annual report to the City Council on the previous fiscal year’s activities. Boards and Commissions may also make recommendations to the City Council as part of that report. Boards and Commissions may have written reports distributed to the City Council through staff, by way of an “Informational Memorandum” to the Council, or the placement of “Written Communications” on the Council agenda. Boards and Commissions, upon affirmative vote of a majority, may add an item to the City Council agenda. From time to time, the City Council holds joint meetings with boards and commissions to discuss items requiring significant discussion. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 14 Board of Ethics Duties CVMC 2.01-“Code of Ethics” Aspiration Goals BOE Specified Prohibitions CVMC 2.28-“Board of Ethics” Identify actions to improve ethical and transparency of City Government and recommend them to City Council Review complaints alleging violation of the Specified Prohibitions ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 15 Board Duties Hearing Process-CVMC 2.28 Complaint comes in Form online Staff numbers it: Year-month-letter/2019-12-A Provides notices to Complainant and Subject of complaint Sets it for Prima Facie Review Complaint must have the following: Filed within 90 days of incident Filed under penalty of perjury Name a person subject to code (Elected Officials/Dept. Heads/B and C members) Contain a complete set of facts showing a violation of the Specified Prohibitions The BOE only hears complaints regarding the Specified Prohibitions ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 16 Board Duties Hearing Process-CVMC 2.28 Prima Facie Review Assuming facts are true, does it have the minimum required information for a complaint Probable Cause Determination A strong suspicion that a violation occurred (burden on complainant Hearing and proposed disposition for City Council Proof by a preponderance of the evidence that a violation occurred Staff will prepare a report/presentation at each stage to assist BOE No Public Comments on any complaints/No Ex Parte Communications ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 17 Open Government The Brown Act/California Public Records Act 17 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 18 The Ralph M. Brown Act Cal. Govt. Code 54950, et. seq. Core Principles ▪[Conduct Business In public]Local agencies can only deliberate and take actions at public meetings ▪[Advance Notice]Public must be notified in advance of all meetings and matters to be considered ▪[Equal Access to Information/participation]Public must be given access to information and opportunity to provide input to decisions-makers ▪Exceptions are limited 18 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 19 Application: Who is Subject to the Act? Applies to all local “legislative bodies” and their members City Councils and County Boards Boards and commissions Sub-Committees of a legislative body, with limited exceptions Regional Boards BIDS and PBIDs per Streets and Highway Code Does not govern conduct of City staff 19 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 20 20Definition of “Meeting” Any congregation of a majority of the members at the same time and place (need not be a physical space) to hear, discuss or deliberate an issue in the subject matter jurisdiction of the body No action is required; “Mere” discussions qualify Includes informal gatherings,with or without public attendance or City sponsorship ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 21 21What Else is a Meeting? Other forms of communication constituting a “meeting” include: Writings:Written communication,including e-mails,between a majority of the members Serial Communications:a chain of communications from member A to member B,then member A or B to member C (until a quorum of members contacted) Intermediary Communications:communications between employees or agents on behalf of a majority of members ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 22 -Examples of Each: Email between two Planning Commissioners regarding their support for a project, with copies to two other Planning Commissioners One City Councilmember to another: “I’ve talked with so and so and he thinks. . .” A department head tells a City Council person that two other City Councilmembers are “onboard” with a pending item. 22 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 23 Meeting Exceptions Not a “meeting” if a majority of members attend: Conference open to the public Open and publicized local public meeting Open, noticed meeting of another legislative body Social or ceremonial event (end of year party, birthday party-no discussion about BOE matters) Open, noticed meeting of a standing committee (but can’t participate) Gray area:seek legal advice first Often advisable to notice the meeting or limit attendance to less thanmajority Quorum still can’t discuss city business 23 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 24 Meeting Exceptions (cont’d) Memoranda from City Manager or City Attorney to all City Council Members Communications for purposes of calling a special meeting or setting an agenda Individual contacts or conversations between less than a majority of members and a member of the public 24 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 25 Meeting Rules Proper Notice In Advance −72 hours Regular Meeting −24 hours Special Meeting Indicate location and time Description of Items to be Discussed (20 words or less) Posted and Mailed to Those Requesting City Council Agendas must also be posted on internet Also, posted on KIOSK in front of City Council Chambers 25 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 26 Meeting Rules Qualified Location Must be held within the jurisdictional boundaries of the City, unless a specific exemption applies Comply with a law or court order Inspect property outside of city Multiagency meeting No meeting facility within the jurisdiction Meeting with federal or state officials on a legislative or regulatory issue A facility outside of the City, which is the topic of discussion Closed session at legal counsel’s office regarding pending litigation when it would reduce legal fees or costs Location must be ADA accessible. Remote attendance by teleconference possible. City Charter 308 also governs meeting location. 26 KB11 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 27 Meeting Rules What You Can Talk About Only items listed and clearly described on timely posted agenda can be discussed or acted upon −Agenda must include a clear description of each item to be considered (generally need not exceed 20 words) −Should reference what is sought regarding the item (approval, direction, etc) If any question, better not to act 27 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 28 Agenda Heading Example #1 [Cultural Arts Commission] Good: Resolution Recommending Amendments to City Arts Master Plan to Add a Proposal for a West Side “Black Box” Theater and Club at the Vogue, and Possible Funding Sources for Same Not so good: Discuss Arts Master Plan 28 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 29 Agenda Heading Example #2 [Safety Commission] Staff Presentation on the Pros and Cons of Speed Bumps Good/Bad? Consider and Act on Possible Changes to City Policy On When and If to Install Speed Bumps on Residential Streets Experiencing Speeding Problems Better? 29 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 30 Meeting Rules What you can talk about Cannot consider,discuss,deliberate or take action on mattersnotontheagenda Otherwise,only appropriate action is to refer item to staffand/or for consideration on a future agenda Brief response,question or statement o.k. Limited Exceptions: Emergency Majority vote determines an “emergency”exists;(e.g.crippling natural disaster,terrorist act,or majorworkstoppage);or Urgency Two-thirds (4 of 5)vote determines the need totakeimmediateactionexistsandagencyknowledgeofneedaroseaftertheagendawasposted 30 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 31 Meeting Rules Subcommittees The Act generally applies to all boards, commissions, committees and other bodies created by charter, resolution or formal action of a legislative body Applies whether the body is permanent or temporary, advisory or decision making Limited Exception –A true “Ad Hoc” Subcommittee Comprised solely of less than a quorum of the members of the appointing body; and Does not have continuing jurisdiction over a particular subject matter Cannot have members of other legislative bodies or other 3rd parties Limited duration: ideally 6 months or less Many gray areas. Seek City Attorney advice 31 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 32 Closed Session: The Exception, Not the Rule The Act limits what can be discussed behind closed doors to specified topics and circumstances −License/Permit Determination for rehabbed criminal (§54956.7) −Real Property Negotiations –Price and Terms (§54956.8) −Existing Litigation [§54956.9(a)] −Anticipated Litigation [54956.9(b)] −Liability Claims (§54956.95) −Threat to Public Safety/Services [54957(a)] −Public Employee Appointment/Employment/Performance Evaluation/Discipline/Dismissal/Release [54957(b)] −Labor Negotiations (§54957.6) 32 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 33 Closed Session Generally Not Available to Most Boards and Commissions General Rule for Most Boards and Commissions: No legal basis for closed session Closed Session may be used in very limited circumstances by: −Mobile Home Rent Review Commission −Planning Commission −Civil Service Commission −Board of Appeals −Board of Ethics To discuss legal challenges to their decisions or remands ◼Only go in on advice from legal counsel 33 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 34 Closed Session: Confidentiality Confidential information obtained during closed session cannot be disclosed outside the session −Confidential information includes City negotiating positions in real estate and labor talks, and City vulnerabilities or settlement positions in litigation Only a majority vote of the legislative body can authorize disclosure Penalties for unauthorized disclosure include referral to the grand jury, injunctive relief, and disciplinary action Also, any memo’s or advice from City Attorney’s Office is attorney- client privileged and may not be disclosed or shared 34 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 35 Rights of the Public Attendance Public must be allowed to attend, observe and speak at meetings Cannot be required to register, or fulfill any “condition precedent” to attendance; name and address can be requested, but no obligation to provide Allowed to record the meeting with audio or video recorder; take photographs Public may be critical of Board or Commission in comments. Public may not engage in conduct that disrupts a meeting. Disruption is a very high standard and literally must be to the point where the meeting cannot go on. 35 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 36 Rights of the Public: Access to Materials Allowed to review agendas and other documents distributed to a majority of the board If distributed less than 72 hours prior to meeting, documents must be made available at the meeting location. 36 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 37 Rights of the Public: Public Comment Regular Meeting Agenda Items: Comment must be allowed; reasonable time limits can be adopted by local agency. Current City Council time limit: 5 minutes. Non-agenda items: Agenda must provide an opportunity for members of the public to directly address the legislative body on any item of interest to the public within its purview No action or discussion can occur Can refer to staff for information; request a report back; request item be placed on future agenda Current City Council time limit: 3 minutes. 37 KB10 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 38 Rights of the Public Special Rule for Non-English Speakers 38 AB1787 now requires twice the allotted time be provided for translation for non-English speakers unless simultaneously translation equipment is available. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 39 Rights of the Public Public Comment (cont’d) Special Meeting Must allow comment on agenda items Comment on non-agenda items is permissible but not required Criticisms and Complaints Must be allowed. City Charter Section 310 also expressly guarantees “right to present grievances” or “suggestions” Disruptive behavior does not have to be tolerated. Important to Treat everyone the same 39 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 40 Violations of the Brown Act -Remedies and Penalties - Civil Remedies Can be brought by any interested person or DA Invalidation Action: to void past acts Injunctive or Declaratory Relief: to prevent future violations Procedural requirements allow opportunity to cure and correct action taken Costs and attorneys’ fees may be awarded against agency; City may recover fees if lawsuit is frivolous. Criminal Penalties Member may be subject to misdemeanor penalties if: Attends meeting at which action taken violates the Act; and Intends to deprive public of information “Action taken” includes a collective decision, commitment or promise by a majority 40 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 41 Emerging Area: Social Media and the Brown Act Increased Risk of “Serial” Meetings Increased Risk of Bias “Pre-determination“ and Due-Process violations Emails, Texts, Tweets or Posts during meetings deny Public Access to Decision Making Process Brown Act applies, but no case law exists to clarify how and when 41 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 42 Good Post/Bad Post Good: “City Council will consider whether or not to approve financial support for RIDA’s Bayfront Project proposal at our January 15th meeting. Please come and share your views!” Not so good: “Eager Beaver LLC’s proposal to dam the Sweetwater River and build a water park is absurd and violates the Clean Water Act. Please join me in opposing this Project at a public hearing on January 15th!” 42 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 43 Practice Tips for Brown Act Compliance 1.Avoid sharing info about another council/committee/commission member’s views; 2.Do not direct or cc emails to a quorum or more of your council/board colleagues, or “reply all” on city business; 3.Refrain from public statements (including use of social media) that state final positions on matters pending before you; 4.Review Agendas in advance of meeting and think about Brown Act parameters; 5.Don’t discuss items not on agenda; instead, refer them to staff for future discussions with consensus of your board; 6.Don’t forget to allow for public input (err on the side of more vs. less; apply rules even-handedly) 7.When in doubt, don’t act; 8.If unclear, seek advice from City Attorney’s office--in advance whenever possible. 43 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 44 Essence of Brown Act City Council, Board & Commission business must be conducted at Public Meetings. All persons have a right to be notified of, attend and participate in the meetings. Compliance is key to earning and keeping public trust. Takes knowledge, discipline and integrity. 44 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 45 The California Public Records Act (CPRA) “The people have the right of access to information concerning the conduct of the people’s business, and, therefore, the meetings of public bodies and the writings of public officials and agencies shall be open to public scrutiny.” California Constitution Article 1, Section 3 The Public Records Act implements this policy. Government Code §6250 et seq. ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 46 Origins of the Public Records Act The California Public Records Act was enacted in 1968 to: Safeguard the accountability of government to the public. Promote maximum disclosure of the conduct of governmental operations. Explicitly acknowledge the principal that secrecy is antithetical to a democratic system of “government of the people, by the people and for the Applies to City officers, employees, appointees (YOU!), and possibly others ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 47 What is a “Public Record”? Government Code §6252(e) Any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained regardless of physical form or characteristics. A “writing” includes: Documents, typed and handwritten Emails and faxes Text and voicemail messages Video and audio recordings And more! ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 48 City of San Jose v. Superior Court California Supreme Court (2017) Records created or stored outside of the workplace are subject to disclosure under the PRA Must contain information relating to the conduct of City business Yes –Email between member of the public and a public official (elected or appointed) or employee regarding City matter No –Email regarding “primarily personal” matter Court example: “My colleague is an idiot” sent from employee to spouse Does not matter whether record is on a personal account or device Search must be reasonably calculated to locate records. Currently, the City Clerk asks individual to search own accounts/devices and sign affidavit. Emails and texts on personal accounts and devices may be disclosable ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 49 Additional Resources Attorney General Website: ag.ca.gov/publications/brownact2003.pdf? League of California Cities Publications: “Open & Public IV: A Guide to the Ralph M. Brown Act” and “The People’s Business: A guide to the California Public Records Act (2017)” https://www.ca-ilg.org/post/league-california-cities-open- government-resources Contact City Attorney or City Clerk http://cvinsider/CVDepartments/CityClerk/documents/2016BCSecretaryHandbook.pdf 49 KB7 ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Slide 50 QUESTIONS? ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________