Report to Mayor and City Council
Tuesday, April 06, 2021
Discussion
SUBJECT:
Title
**THIS STAFF REPORT HAS BEEN REPLACED BY FILE ID NO. 2021-282 (ITEM NO. 28A ON APRIL 6, 2021 COUNCIL AGENDA)
CONSIDERATION AND DISCUSSION OF DISTRICT CITY COUNCILMEMBERS HOLDING TOWN HALL STYLE MEETINGS AND DISCUSSION OF CITY COUNCIL POLICY 1.45, CITY COUNCIL POLICY 1.1.02, AND MUNICIPAL CODE SECTION 2419 (CITY COUNCIL)
Body
I. SUMMARY
City Councilmember Cedric Hicks, newly elected to District 3, has indicated he would like to hold a digital District Town Hall style meeting for his constituents from 10:00 a.m. - 11:00 a.m. on Saturday, April 17, 2021, to address public services (trees, potholes, sidewalk repairs), public safety, provide an update on COVID-19, and provide a legislative update.
City Council Policy (“CCP) 1.45, CCP 1.1.02, and Municipal Code Section 2419, which predate the City Council’s transition from citywide elected seats to district elected seats, limit the ability of a City Councilmember to use City resources to host Town Halls in their District and the manner by which they would promote the Town Hall meetings to the community. City Councilmember Hicks is requesting modifications to those two policies so that District Town Hall Meetings can be held using pre-allocated City resources (per CCP 1.45) and outreach materials with the image and name of the District City Councilmember to be used to promote the event (per CCP 1.1.02 and Municipal Code Section 2419).
Staff is seeking direction from the City Council on whether it wants to consider revising CCP 1.45, CCP 1.1.02, and Municipal Code Section 2419 for this limited purpose.
II. RECOMMENDATION
Recommendation
1. DISCUSS and PROVIDE direction to staff on proposals to allow City Councilmembers to hold Town Hall style meetings within their districts, including City Councilmember Hicks’ request to hold a Town Hall style meeting in his District in April 2021;
2. APPROVE the attached updated CCP 1.45 and updated CCP 1.1.02;
3. APPROVE expenditures, including staff time and materials, associated with City Councilmembers’ promotion of District Town Hall meetings within their City Council Districts using flyers and invitations featuring their images and names in accordance with updated CCP 1.45 and updated CCP 1.1.02, and pursuant to Section 2419 of the Carson Municipal Code;
4. INTRODUCE, for first reading by title only with further reading waived, the following ordinance: ORDINANCE NO. 21 - 2112, AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING SECTION 2419 (PROHIBITED MASS MAILINGS BY COUNCILMEMBERS) OF CHAPTER 4 (CITY OFFICES - COUNCIL CHAMBERS - MEETINGS) OF ARTICLE II (ADMINISTRATION) OF THE CARSON MUNICIPAL CODE TO ALLOW MASS MAILINGS FOR DISTRICT TOWN HALLS
Body
III. ALTERNATIVES
TAKE another action deemed appropriate by the City Council.
IV. BACKGROUND
CCP 1.45
The City Council adopted the current version of CCP 1.45 on April 2, 2013. Currently, CCP 1.45 prohibits City Councilmembers from holding Town Hall style meetings using City resources without the prior authorization of the Mayor, or in the absence of the Mayor by the Mayor Pro Tempore, or by a majority of the City Council. CCP 1.45 does, however, allow an individual Councilmember or two Councilmembers together (but not three or more Councilmembers) to hold Town Hall style meetings without approval of the City Council as long as such meetings do not use City resources including staff and do not suggest or imply that they are an official group recognized by the City.
As the City Council transitions from citywide elected seats into District elected seats, it may want to consider updating CCP 1.45 to allow each City Councilmember the ability to hold District Town Hall style meetings in their district.
CCP 1.1.02 and Municipal Code Section 2419
The City Council adopted the current version of CCP 1.1.02 on April 17, 2018. Currently, CCP 1.1.02 prohibits City staff from preparing and distributing written materials that do not include the names and photographs of all City Councilmembers. The City Council may want to consider revising this City Council Policy to give District City Councilmembers the ability to send Town Hall flyers and invitations to residents in their District using only their image and name.
Municipal Code Section 2419 prohibits members of the City Council from using City resources to have any type of mailer created and sent without prior approval of the City Council. The only exception is for single letters sent in response to an unsolicited request. Staff is seeking City Council approval of the use of City expenditures toward individual City Councilmember’s promotion of District Town Hall meetings within his/her District using flyers and invitations to residents of their District that feature their image and name in accordance with updated CCP 1.45 and updated CCP 1.1.02. The City Council may want to consider amending Section 2419 to be more consistent with the practices typically followed in a District election form of city government and allow an individual Councilmember to send Town Hall flyers and invitations using only their name and photograph. If the Council should so direct, it can consider adoption of the attached ordinance amending Section 2419.
Staff recommends the City Council, on an annual basis or as appropriate, specify the number of District Town Hall meetings that can be held using City resources on any topic relevant to the City, with outreach being limited to their district residents, and anyone being able to attend. Each City Councilmember would have a link on their City webpage for anyone to view current and past Town Hall meetings. Staff recommends a limit of five (5) District Town Hall meetings per district per year, and that this would be subject to the funds the City Councilmember has in their discretionary budget that would be allocated annually.
A revised version of CCP 1.45 and CPP 1.1.02 incorporating these recommendations are included as Exhibit Nos. 2 and 4 for consideration. It should be noted that the City Council may approve revised versions of CCP 1.45 and CCP 1.1.02 via minute order. A copy of a proposed ordinance amending Municipal Code Section 2419 is included as Exhibit No. 5.
Consultant Recommendations
The City Council has recently worked with a consultant to identify District Governance Policies for events in the City of Carson. Those recommendations go beyond the scope of this item and will be discussed at a later date.
V. FISCAL IMPACT
The fiscal impact of this item will depend on the final decision of the City Council and any potential budget allocations for events in the City.
VI. EXHIBITS
1. Redline changes to CCP 1.45 (pgs. 5 - 9)
2. Proposed CCP 1.45 (pgs. 10 - 12)
3. Redline changes to CCP 1.1.02 (pgs. 13 - 25)
4. Proposed CCP 1.1.02 (pgs. 26 - 38)
5. Ordinance No. 21-2112 for proposed amendment of Section 2419 (pgs. 39 - 41)
Prepared by: Sharon Landers, City Manager and Michael George, Assistant to the City Manager