OFFICE OF THE CITY CLERK MARCH 24, 2014 CITY COUNCIL MEETING RESCIND RESOLUTION NO AND ADOPT A RESOLUTION ESTABLISHING THE RULES GOVERNING THE PASADENA CITY COUNCIL’S MEETINGS, PROCEEDINGS, AND BUSINESS

Office of the City Clerk 2 BACKGROUND Resolution No was adopted by the Pasadena Board of Directors in 1987 The policy covers the following areas in meeting administration: > General Meeting Details > Format of the Agenda > Management of the Agenda > Administration of Hearing Proceedings > Utilization of Robert’s Rules of Order > Process for Public Communication > Process for Addressing Disorderly Conduct Changes to the policy have occurred over time out of necessity Proposed policy reflects current practices and an update would be beneficial to both the City Council and the public

Office of the City Clerk ROUTINE CHANGES  Updating language to reflect new titles (e.g. Board of Directors to City Council, Chair and Vice Chair to Mayor and Vice Mayor, etc.)  Listing the current agenda format used at present  Noting the use of the internet for posting agenda materials for public access and viewing  Adding references to a Speaker Card Policy 3

Office of the City Clerk MEETING SCHEDULE Rule 1, adding Section D: “D. Meeting Schedule. The City Clerk shall prepare, following consultation with the Mayor and the City Manager, an annual schedule of meetings of the City Council identifying dates for regular, special, and/or joint meetings, as well as proposed meetings to be cancelled. This schedule shall be distributed to the full City Council prior to finalization.” 4

Office of the City Clerk PLACEMENT OF ITEMS ON THE AGENDA Rule 3. Agenda, Section C, Placement of Items on Agenda, as recommended: “C. Placement of Items on Agenda. An item may be placed on a future agenda of the City Council by any of the following methods: 1.Five affirmative votes of the City Council. 2.By consensus of the City Council. 3.By any one member of the City Council placing a written request for Consideration of a future agenda item with the City Clerk, when the request takes place at a time outside a meeting of the City Council, to be formally approved through five affirmative votes of the City Council. Said request will be placed on the next regular agenda. 4.By the Mayor, City Manager, City Attorney, or City Clerk.” 5

Office of the City Clerk REQUEST TO AGENDIZE Rule 3. Agenda, Section C, Placement of Items on Agenda, amending No. 3.C.3.: Utilizes a two-step process similar to City Council Calls for Review: >A request to agendize an item (recommended to be in writing) is submitted to the City Clerk. >The request is placed on the next regular meeting agenda for consideration by the City Council. >The item requires five affirmative votes of the City Council to approve the future agenda item. >The City Clerk shall notify the City Manager and Mayor of the request prior to preparing the final agenda. “By any one member of the City Council placing a written request for consideration of a future agenda item with the City Clerk, when the request takes place at a time outside a meeting of the City Council, to be formally approved through five affirmative votes of the City Council. Said request will be placed on the next regular agenda.” 6

Office of the City Clerk REQUEST TO AGENDIZE Examples in the recent past of this practice: >March 2007 – Consideration of placing the Heritage Square Development Project on a future City Council agenda (Councilmember Holden) >January 2009 – Request to agendize a future item to consider a motion to rescind or amend action related to tree trimming (Councilmember Tyler) >May 2010 – Request by the Hahamongna Watershed Park Advisory Committee related to the Master Plan (Councilmember Robinson) >February 2013 – Consideration of agendizing a possible temporary moratorium on large/outdoor recycling facilities (Councilmember Gordo) >September 2013 – Consideration of a future agenda item to change the method for nominating members to the Pasadena Center Operating Company (Councilmember Kennedy) 7

Office of the City Clerk MAYOR’S AGENDA ITEMS Rule 3. Agenda, Section C, Placement of Items on Agenda, amending No. 3.C.4.: Recognizes the Mayor’s role to submit certain business items to the City Council for consideration, for example: >Appointments to City Commissions >Approval of City Council contracts with direct appointees >City Council compensation issues (e.g. forgoing recent increases) >Council related business (e.g. Confirming the role of Joel Bryant on the Rose Bowl Operating Company as an Appointed City Councilmember) New Language: “By the Mayor, City Manager, City Attorney, or City Clerk.” 8

Office of the City Clerk PLACEMENT OF ITEMS ON THE AGENDA Rule 3. Agenda, Section C, Placement of Items on Agenda, as recommended: “C. Placement of Items on Agenda. An item may be placed on a future agenda of the City Council by any of the following methods: 1.Five affirmative votes of the City Council. 2.By consensus of the City Council. 3.By any one member of the City Council placing a written request for Consideration of a future agenda item with the City Clerk, when the request takes place at a time outside a meeting of the City Council, to be formally approved through five affirmative votes of the City Council. Said request will be placed on the next regular agenda. 4.By the Mayor, City Manager, City Attorney, or City Clerk. If a member of the City Council notifies the City Clerk of his/her request to place an item on the agenda (e.g. a call for review or a request for consideration of a future item), the City Clerk shall notify the Mayor and City Manager prior to preparing the final agenda.” 9

Office of the City Clerk SPEAKER CARD POLICY Rule 6. Petitions and Communications, adding Section C, public speaking card policy: “C. Speaker Cards. The City of Pasadena encourages and welcomes public participation on matters related to the City’s business. Any person desiring to speak to the City Council during public comment on matters not on the agenda, or during the comment period for items on the agenda, is asked to submit a speaker card. Speaker cards may be submitted to the City Clerk or Sergeant at Arms at the start of the City Council meeting (no earlier than 5:30 p.m. for regular meetings), or any time after the start of the meeting, up to, and during consideration of the item. Public comment on matters not on the agenda will be limited to a total of 20 minutes at the beginning of the meeting, and will continue, if necessary, in the event that not all speakers are heard in the initial 20-minute period, after all other business of the meeting is concluded. Speaker cards for public comment on matters not on the agenda must be received by the Sergeant at Arms or City Clerk prior to the completion of the initial 20-minute period. Public comment speakers shall limit comments to no more than 3 minutes each. The Mayor, in his/her discretion, and/or in consultation with the City Council, may limit or extend time for public comment as he/she may find reasonable under the circumstances.” 10

Office of the City Clerk CHANGE IN AGENDA FORMAT CLOSED SESSION PUBLIC MEETING ROLL CALL, PLEDGE OF ALLEGIANCE, AND CEREMONIAL MATTERS PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA CONSENT CALENDAR APPROVAL OF MINUTES, RECEIVE AND FILE CLAIMS AGAINST THE CITY OF PASADENA, AND PUBLIC HEARINGS SET OLD BUSINESS REPORTS AND COMMENTS FROM COUNCIL & COMMITTEE MEMBERS Economic Development and Technology Committee Finance Committee Legislative Policy Committee Municipal Services Committee Public Safety Committee PUBLIC HEARINGS (Scheduled for 7:00 p.m. or shortly thereafter) RECOMMENDATIONS FROM OFFICERS AND DEPARTMENTS ORDINANCES INFORMATION ITEM / WORKSHOP REPORTS FROM REPRESENTATIVES / REPORTS ON TRAVEL / REQUESTS FOR FUTURE AGENDA ITEMS (Proposed Change) ADJOURNMENT 11

Office of the City Clerk IMPLEMENTATION If approved, City staff will widely disseminate the policy:  Post prominently on City Council and City Clerk webpages  Provide a link on City Council agendas  Display hardcopies at City Council meetings Suggest review for potential modifications every two years (e.g. Conflict of Interest Resolution) 12

Office of the City Clerk RECOMMENDATION It is recommended that the City Council rescind Resolution No and adopt a resolution establishing the rules governing the Pasadena City Council’s meetings, proceedings, and business,  amended to include the proposed change to the City Council’s agenda format to include, “REPORTS FROM REPRESENTATIVES / REPORTS ON TRAVEL / REQUESTS FOR FUTURE AGENDA ITEMS” as the final item on the City Council’s agenda before “ADJOURNMENT” 13

Office of the City Clerk QUESTIONS/COMMENTS 14