COMMISSION
AND
COMMITTEE HANDBOOK
Updated October 2026
TABLE OF CONTENTS
WELCOME ............................................................................................................................. ............................................................................................................................................. 3 Mission Statement
About the City of Irvine Strategic Business Plan
Chapter One –General Information ................................................................................... 7 1.1 Purpose of Commissions and Committees...............................................................7 1.2 How Appointments are Made ...................................................................................8 1.3 Eligibility Requirements/Qualifications ......................................................................8 1.4 Term of Office ..........................................................................................................9 1.5 Authorizing Documents ............................................................................................9 1.6 Bylaws......................................................................................................................9 1.7 Meeting Times..........................................................................................................9 1.8 Meetings ..................................................................................................................9 1.9 Chairperson and Vice Chairperson Election ...........................................................10 1.10 Attendance.............................................................................................................10 1.11 Compensation and Expenses.................................................................................10 1.12 Technology ............................................................................................................11 Chapter Two –Commission Role and Relationships ..................................................... 12 2.1 Council–Commission/Committee Relationship .......................................................12 2.2 Staff Responsibilities ..............................................................................................12 2.3 City Clerk ...............................................................................................................13 2.4 City Attorney ..........................................................................................................13 Chapter Three – Meeting Protocol................................................................................... 14 3.1 Agenda Preparation and Posting............................................................................14 3.2 Preparation for Meetings ........................................................................................14 3.3 Rules of Debate .....................................................................................................15 3.3.1 Chairperson .......................................................................................................... 15 3.3.2 Commission/Committee Members ....................................................................... 15 3.3.3 Addressing the Commission/Committee from the Floor....................................... 16 3.4 Decorum in Meetings .............................................................................................17 3.5 Role of Chairperson ...............................................................................................17 3.6 Preparing Motions ..................................................................................................18 Chapter Four – Legal Matters .......................................................................................... 21 4.1 The Ralph M. Brown Act ........................................................................................21 4.1.1 Meeting Types ...................................................................................................... 22 4.1.2 Regular Meetings.................................................................................................. 23 4.1.3 Email Communications between Commission Members ..................................... 24 4.1.4 Communications with the Public Outside Meetings ............................................. 24 4.1.5 Adjournment or Continuance ................................................................................ 24 4.2 Conflict of Interest/Statements of Economic Interests Form 700.............................24 4.3 Code of Ethics........................................................................................................27 4.3.1 Ethical Public Service Ordinance - Measure H .................................................... 28 4.3.2 Ethics Training - AB1234 ...................................................................................... 29 4.4 Campaign Contributions by Appointees and Commissioners .................................29
Chapter Five – Structure of Government........................................................................ 31 5.1 City Council/City Manager Form of Government………………………………………31 5.2 City Organization…………………………………………………………………………. 31 5.2.1 Administrative Services Department .................................................................... 31 5.2.2 City Clerk’s Office ................................................................................................. 31 5.2.3 City Manager’s Department………………………………………………………….. 32 5.2.4 Communications & Engagement Department ...................................................... 32 5.2.5 Community Development Department ................................................................. 32 5.2.6 Community & Library Services Department ......................................................... 32 5.2.7 Human Resources Department……………………………………………………… 33 5.2.8 Public Safety Department…………………………………………………………….. 33 5.2.9 Public Works & Sustainability Department………………………………...……….. 33 5.2.10 Great Park Corporation……………………………………………………………….. 33 Chapter Six – Public Records / Media Relations............................................................ 34 6.1 Public Records .......................................................................................................34 6.1.1 Electronic Mail (Email) .......................................................................................... 34 6.2 Media .....................................................................................................................35 6.2.1 Press Releases..................................................................................................... 35 6.2.2 Irvine Community Television (ICTV) / Electronic Bulletin Board Service ............. 35 6.2.3 Web Site ............................................................................................................... 36 6.2.4 Community Magazine ........................................................................................... 36
Appendices Appendix A: Appendix B: Appendix C: Appendix D: Appendix E: Appendix F: Appendix G: Appendix H: Appendix I: Appendix J: Appendix K: Appendix L: Appendix M: Appendix N: Appendix O: Appendix P: Appendix Q: Appendix R: Appendix S: Appendix T: Appendix U Appendix V: Appendix W: Appendix X:
City of Irvine Ordinance 22-02
FPPC Overview of Conflicts of Interest Under the Political Reform Act
Recognizing Conflicts of Interest A Guide to the Ralph M. Brown Act
Article VIII of the City Charter (Commissions/Committees/Agencies) Municipal Code, Title 1, Division 4 (Commissions and Committees) Municipal Code Sections 1-6-101 through 1-6-110 (Code of Ethics) Ethical Public Service Ordinance – Measure H Campaign Contributions by Appointees and Commissioners Community & Library Services Commission Bylaws Diversity, Equity, and Inclusion Committee Bylaws
Finance Commission Bylaws
Health & Wellness Advisory Committee Bylaws Investment Advisory Committee Bylaws Irvine Advisory Commission for Older Adults Bylaws Irvine Aquatics Advisory Committee Bylaws
Irvine Child Care Project
Irvine Residents with Disabilities Advisory Committee Bylaws
Irvine Sports Committee Bylaws Great Park Board Bylaws Library Advisory Committee Planning Commission Bylaws Sustainability Commission Bylaws Transportation Commission Bylaws
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WELCOME Thank you for your willingness to serve as a member of a City of Irvine commission or committee. Advisory bodies play an important role in City governance and serve as a primary conduit between citizens, City staff and departments, and the City Council. As a member, you will serve in an advisory capacity to the City Council, performing a valuable service by addressing community needs. The Mayor and City Councilmembers look forward to your contributions as we work together providing efficient municipal services that are responsive to local needs and expectations. This handbook is designed to provide the basic protocols that apply generally to all long- standing City commissions and committees, such as the open meeting laws commonly known as the “Brown Act.” Orientation is an active process and includes initial meetings with a staff liaison who will provide you with general knowledge and understanding of public affairs. Your staff liaison will also assist you in identifying the scope and parameters of your duties and responsibilities, briefing you on current business items, and providing you with foundational documentation to help you quickly adapt to your new role. Learning your role and developing an effective voice takes time and familiarity. We hope this handbook will assist you in a satisfying and productive experience. Your willingness to participate and offer professional expertise is deeply appreciated by the City Council, City department staff, and your community. The vitality and strength of our community is found in people like you who are willing to serve. For more information about the City of Irvine and the numerous programs, events and services it offers, please visit our website at cityofirvine.gov .
__________________________ Carl Petersen, MPA, CMC City Clerk
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About the City of Irvine The City of Irvine was incorporated on December 28, 1971, under the general laws of the State of California. In 1975, the City became a charter city, deriving its authority from the California Constitution, subject to limitations established by the City Charter and by the California Legislature as to matters of statewide concern. The City operates under a City Council/City Manager form of government. The City Manager is appointed by the City Council to function as the chief administrator of the City. The City Council sets the policy directions for the City, and the City Manager is charged with implementing those directions. Additionally, the City Manager keeps the City Council informed of City operations, prepares the annual budget, oversees special programs, and coordinates the various department activities. The City of Irvine is one of the nation's largest planned urban communities and encompasses more than 66 square miles. Independent districts within the City include education and utility services. Fire and medical services are contracted with the County of Orange. Other government services include but are not limited to: • Animal control and sheltering • Building and safety regulation and inspection • General administrative services • Library Services • Planning and zoning • Police • Public facility/capital improvement construction
• Recreation and cultural programs • Refuse collection and recycling • Street lighting • Street maintenance • Landscape maintenance • Transportation management
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Strategic Business Plan As a blueprint for the City's future, the Strategic Business Plan defines the Irvine City Council's goals and evaluates the City's financial capacity to achieve them. Each year, the City Council reviews the Strategic Business Plan and sets funding priorities for the upcoming fiscal year using the financial projections contained within the Plan. When funds are not available to fulfill every goal, priority services are funded first. The City Council's priorities include: • A clean and well-maintained environment • A safe community • Economic prosperity and a livable community • Effective government The City’s Budget and Strategic Business Plan are excellent resources to familiarize you with the City’s financial planning, strategic goals, objectives, and long-term vision. Both documents are available on the City web site atcityofirvine.gov, through your staff liaison, or by contacting the City Clerk’s Office at 949-724-6205.
Chapter One –General Information
1.1 Purpose of Commissions and Committees Commissions and committees play an important role in City government by assisting and advising the City Council in formulating and implementing policies. Commissions and committees also develop recommendations and present supporting information to the City Council to assist the elected policy-making body of the City in its decision-making. Certain advisory bodies, such as the Planning Commission, have the authority to make final decisions in some cases, which include certain land use permits or entitlement-related decisions; however, those decisions may also be appealed to the City Council for final consideration. Other matters that are considered by the Planning Commission, such as General Plan Amendments, require the City Council’s final determination. The formation of commissions and committees is governed by Article VIII of the City Charter and Sections 1-4-101 through 1-4-304 of the Municipal Code. The City Council establishes commissions and committees by resolution or ordinance. Commissions and committees have the power to appoint subcommittees consisting solely of their own members to perform specified tasks within their purview. Committees and task forces are generally established by resolution or minute order. A task force is generally given a defined period of time to accomplish its task(s) and then dissolved. The City of Irvine has numerous commissions and committees, each with distinct responsibilities. As a new member, you should familiarize yourself with the documents governing your advisory body, which may include City ordinances, resolutions, bylaws, relevant element(s) of the General Plan, the City Budget, and recent staff reports. These documents are available through your staff liaison or by contacting the City Clerk’s office at 949-724-6205. Existing commissions and committees include: Commissions: Community & Library Services Commission Irvine Advisory Commission for Older Adults (formerly Senior Citizens Council)
Finance Commission Planning Commission Sustainability Commission Transportation Commission
Chapter One –General Information (Cont.)
Committees: Diversity, Equity, and Inclusion Committee Health & Wellness Advisory Committee Hotel Improvement District Committee Investment Advisory Committee Irvine Aquatics Advisory Committee Irvine Child Care Project Irvine Residents with Disabilities Advisory Committee Irvine Sports Advisory Committee Library Advisory Committee North Irvine Transportation Mitigation (NITM) Committee
Public Arts Committee Subdivision Committee Zoning Administrator Boards Great Park Board 1.2 How Appointments are Made
Unless otherwise specified in respective Commission/Committee bylaws or City Council action, each Councilmember has the authority to appoint one representative to each commission and committee. In addition, any citizen interested in serving on a commission or committee that includes at-large appointees (those not appointed as a representative by a City Councilmember) are invited to complete an application and submit to the City Clerk’s Office. Applications remain on file for one year. When an unscheduled vacancy occurs, applications of those interested in serving on a particular body are accepted, and those on file are reviewed. All applications on file and received resulting from a vacancy are forwarded to the respective elected official for consideration. For the record, appointments are formalized in writing and filed with the City Clerk. 1.3 Eligibility Requirements/Qualifications Unless otherwise specified, any person, whether or not a resident of the City of Irvine, is eligible to serve on a committee; however, members of commissions must be residents of the City of Irvine (unless the unanimous approval of the City Council is obtained) and eligible to register to vote in municipal elections. Any person appointed by a Councilmember to serve on a commission or committee is a voting member thereof.
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Chapter One –General Information (Cont.)
1.4 Term of Office Any commission or committee member appointed by a Councilmember serves at the pleasure of that Councilmember for a term expiring upon the expiration of the Councilmember’s term. Terms of office for at-large appointees are typically two years but may vary by committee. A commission or committee member may also resign from office for various reasons or be replaced by their appointing Councilmember prior to the expiration of his or her term. The term of office for members of a task force is generally for the life of the task force and/or when assigned task(s) have been completed to the satisfaction of the City Council. 1.5 Authorizing Documents The City Council approves the formation, composition, and responsibilities of all advisory bodies. Some advisory bodies, such as the Planning Commission, have responsibilities under State law. All advisory bodies operate under City Council auspices and are responsible to the City Council for compliance with their respective bylaws, the City Charter, City Council policies, the Municipal Code, the Zoning Code, and the Brown Act (Open Meeting Laws), among other regulations. 1.6 Bylaws Generally, commission and committee operations, procedures, and duties are established in adopted bylaws. Bylaws are reviewed by the City Attorney and require formal approval by the City Council. Bylaws or policies for each commission and committee whose members include public appointees are provided in the Appendices J through X. 1.7 Meeting Times City commissions and committees meet on a regular basis, generally once or twice per month, or unless otherwise stated. Meetings are open to the public. The calling of a special meeting, or the cancellation of any regular meeting, must be coordinated between the Chairperson and staff, and shall be subject to notice under the Brown Act and City Council Policies/Procedures. Commission and committee members must also be notified in advance of the canceling or scheduling of meetings. Refer to Chapter Three for information regarding noticing requirements and meeting protocol. 1.8 Meetings A majority of the members of a commission or committee constitute a quorum, unless otherwise stated in the bylaws. No business may be transacted without a quorum. A member who is unable to attend a meeting is responsible for notifying the Chairperson and/or staff at the earliest possible time.
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Chapter One –General Information (Cont.)
1.9 Chairperson and Vice Chairperson Election Generally, each commission and committee select a Chairperson and Vice Chairperson annually, according to the respective bylaws. 1.10 Attendance For advisory bodies to function effectively and accomplish their goals, all members must be active participants and are encouraged to attend all meetings. Any member who is absent more than the number of excused or unexcused absences allowed by the applicable bylaws shall forfeit commission or committee membership. Municipal Code Section 1-4-208(b) states: It shall be the duty of each commissioner to take an active part in the commission's deliberation and to act in whatever capacity the commissioner may be called. Absence from three consecutive meetings without the formal consent of the commission shall be deemed to constitute the retirement of the commissioner, and the position shall automatically become vacant. 1.11 Compensation and Expenses: Members of long-standing City Commissions are entitled to a monthly stipend that is authorized by City Council resolution. Members of short-term committees and task forces formed to address a particular project or specific area of concern do not receive a stipend. Planning Commission:
$300 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83). $225 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83).
Community & Library Services Commission
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Chapter One –General Information (Cont.)
Finance Commission
$225 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83). $225 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83). $225 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83). $225 per calendar month (paid quarterly) and may be allowed reasonable travel and/or other expenses actually incurred while traveling or engaged in business by the Commission (Resolution No. 23-83).
Irvine Advisory Commission for Older Adults (formerly Senior Citizens Council)
Sustainability Commission
Transportation Commission
1.12 Technology The City continues to use technology as a mechanism to provide enhanced service delivery using efficient applications to accomplish economic efficiencies in the delivery of basic services. City Commissioners may be provided with an iPad for the purpose of receiving electronic agendas as well as Microsoft Office applications. This will enable Commissioners to receive information quickly and efficiently while simultaneously reducing paper and labor costs associated with agenda packet publication and distribution.
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Chapter Two –Commission/Committee Role and Relationships
2.1 Council–Commission/Committee Relationship The primary purpose of all advisory bodies is to provide judicious advice to the City Council. The role of a commission/committee can include hearing public testimony on the City Council’s behalf, building community consensus for proposals or projects, reviewing written materials, facilitating study of critical issues, guiding the implementation of new or regulating established programs, assessing the alternatives regarding issues of community concern, and ultimately forwarding recommendations to the City Council for consideration. There are times when a commission/committee recommendation will not be sustained or will be modified by the City Council. It is important not to recognize this as a rejection of the integrity of the recommendation, but rather, as an inevitable part of the process of community decision-making. Throughout this process, the form and formality of the relationship between commission/committee members and Councilmembers will vary. Some commission/committee members will have regular contact with individual Councilmembers as well as the appointing Councilmember, while others may serve solely in the group context. There are times when the Chairperson may address the City Council formally on behalf of the commission/committee, and other times when a commission/committee member may meet with a Councilmember individually. It is important to aim for clarity and mutual respect for the different responsibilities and roles at all times.
2.2 Staff Responsibilities Staff responsibilities include:
Being informed about the latest developments in their field.
Providing background and internal perspective to the commission/committee on important issues. Providing administrative support, including agenda and report preparation, and recording of minutes at meetings. Assisting the commission/committee to move through meeting agenda items to ensure Commission business is advanced. Interpreting relevant City, State, and Federal laws and policies. Alerting commission/committee members of concerns related to Commission business. Presenting commission/committee recommendations to the City Council.
Chapter Two –Commission Role and Relationships (Cont.)
2.3 City Clerk The City Clerk’s Office accepts and maintains commission/committee applications, updates membership rosters, and maintains a library of bylaws for the various advisory bodies. The office is also a resource to the various City departments with respect to the Ralph M. Brown Act, City Council Policies/Procedures, public records requests, and meeting procedural questions. The City Clerk is the filing officer for Fair Political Practices Commission (FPPC) Form 700 Statements of Economic Interests, Campaign Statements, and Lobbyist Reports as required by City and State laws. The City’s Conflict-of-Interest Code requires all commission/committee members file FPPC Form 700. 2.4 City Attorney The City Attorney is the primary resource for understanding compliance with City, State, and Federal laws, including but not limited to the Ralph M. Brown Act and conflict of interest regulations.
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Chapter Three – Meeting Protocol
3.1 Agenda Preparation and Posting Agendas and staff reports for commission and committee meetings are prepared by staff in accordance with the City’s agenda preparation guidelines (City Council Resolution Nos. 26-84) and the Ralph M. Brown Act (“Brown Act”), also sometimes referred to as open meeting laws. The Brown Act is explained in detail in Chapter Four. Per City Council Policies and Procedures, agendas for regular meetings must be posted no later than seven (7) days for commissions and committees prior to the meeting date/time. Agendas for special meetings must be posted no later than 24 hours prior to the meeting date/time. Your staff liaison will ensure that you are provided an agenda packet in a timely fashion prior to each commission or committee meeting. The agenda packet will include the posted meeting agenda notice, staff reports and recommended actions, and general information. The agenda and associated materials become public record once the agenda is posted and distributed to a majority of commission/committee members. Meeting agendas, staff reports, notices, and minutes of each advisory body are maintained by the City in accordance with the City’s records retention schedule. Following the meeting, staff will prepare the minutes and place them on a Be prepared. Thoroughly review the agenda packet, including agenda reports and recommended actions, and any other materials before the meeting. The issues that come before commissions/committees are important to the community as a whole and demand your consistent attention. Some questions to ask yourself may include the following: What is the history behind the item? What are some public concerns and what are the long-term interests of the community? What are we trying to accomplish and what are the benefits and/or drawbacks? What guidance can be found in our foundational documents? If you have additional questions regarding the agenda or agenda report, contact your Department Director or Commission/Committee Liaison before the meeting for clarification or additional information. subsequent agenda for approval. 3.2 Preparation for Meetings
Chapter Three – Meeting Protocol (Cont.)
Keep an open mind. An objective, balanced, and receptive approach will help you assess the facets of a given issue and evaluate new ideas. When receiving written and oral public testimony, it will be necessary to discern between fact and opinion, as well as between those concerns that are relevant and those that are secondary to the issue at hand. Keeping an open mind will make it easier for you to understand all sides of an issue before you make a judgment or take a position. Strive to appreciate differences in approach and points of view. Diversity of ideas sustains a thoughtful dialogue and a vibrant community. Likewise, take care to articulate your own ideas. Remember that your individual voice is a critical part of the whole dialogue. Again, furthering common goals takes cooperation, flexibility, and a broad-based view of the public interest. If in doubt, return to the foundational documents to guide your understanding of the complexities of an issue. Ask for clarification if you are unsure about something during the meeting. Your understanding of issues is important. Each commission and committee has a City staff liaison to provide information to assist the members throughout the decision-making process. 3.3 Rules of Debate Unless otherwise provided by law, Robert’s Rules of Order, Newly Revised, governs the general conduct of committee or commission meetings. 3.3.1 Chairperson The Chairperson (presiding officer) may move or second a motion, and debate as Chairperson. The Chairperson is subject to the limitations of debate that are imposed on all members and shall not be deprived of any Every commission or committee member desiring to speak shall address the Chairperson, and upon recognition by the Chairperson, shall limit comments to the question under debate, avoiding all indecorous language and references to personalities. A member, once recognized, shall not be interrupted except in accordance with rules of parliamentary procedure (i.e. point of order, parliamentary inquiry, question of privilege, or appeal of Chairperson’s procedural ruling). of the rights and privileges of a member. 3.3.2 Commission/Committee Members
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Chapter Three – Meeting Protocol (Cont.)
3.3.3 Addressing the Commission/Committee from the Floor Securing Permission to Speak A member of the public desiring to address a commission or committee shall first secure permission from the Chairperson. Any commission or committee member may also request of the Chairperson that a member of the public be recognized to speak. Remarks should be directed to the matter being considered. Individuals So that their identities are accurately reported in the record, those addressing the commission or committee are requested to give their name in an audible tone of voice and fill out a request to speak provided for that purpose. However, persons shall not be denied the opportunity to address the commission or committee simply because they decline to identify themselves or submit a request to speak. The time limit for public testimony shall be as noted in City Council Policies and Procedures, and as stated in the agenda, which may be amended by the Chairperson or a majority of the commission or committee. All remarks shall be addressed to the commission or committee as a whole and not to any individual member or to members of the audience. No person, other than a member of the commission or committee, and the person having the floor, shall be permitted to enter into any discussion without the permission of the Chairperson. While commission or committee members may ask questions of a speaker, they should not debate matters with a speaker. All remarks shall be delivered in a respectful manner. Spokesperson for Group Presentations Organized groups that wish to make a presentation longer than the time allowed for public testimony should contact commission or committee staff prior to the meeting. Exceptions to time limits imposed upon speakers are at the discretion of the Chairperson or a majority of the commission or committee.
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Chapter Three – Meeting Protocol (Cont.)
3.4 Decorum in Meetings
Arrive promptly to ensure the meeting is called to order on time.
Be fair, impartial, and respectful of the public, staff, and each other. Give your full attention when others speak. Conclude public testimony before commission or committee members begin serious deliberation on an issue. Balance multiple views, neither favoring nor ignoring one individual or group over another. Your obligation is to represent a broad-based view of the community’s long-range interests. Remember that your commission or committee exists to take actions and/or develop recommendations to the City Council in the interest of advancing City Council policies and addressing community issues. It is not simply a discussion group. 3.5 Role of Chairperson The Chairperson shall preserve order and decorum at all meetings of the commission/committee, announce the decisions taken, and decide questions of order. The Chairperson is responsible for ensuring the effectiveness of the group process. A good Chairperson balances moving the discussion forward with involving all commission/committee members and allowing for adequate public participation. The Chairperson will also endeavor to end meetings at a reasonable hour. In the absence of the Chairperson, the Vice Chairperson shall act as presiding officer. The Chairperson will: Start meetings on time and keep the agenda in mind in order to give each item sufficient time for consideration. Announce at the start of a meeting if the order of agenda items is to be rearranged for convenience, for response to those attending only for certain items, or for better pacing of the agenda. Ensure that the public understands the nature of the issue being discussed (for example, reason for discussion, process to be followed, opportunities for public input, timeline for decision). Keep discussion focused on the issue at hand. Solicit opinions from commission/committee members and encourage evaluation of new, tentative, or incomplete ideas. If the body’s bylaws or policies impose time limits upon board members or the public, the rule may be enforced at the discretion of the Chairperson.
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Chapter Three – Meeting Protocol (Cont.)
Protect commission/committee members, staff, and the public from personal attacks. Provide structure for addressing complicated issues. Refer to staff or legal counsel when technical guidance is required. Attempt to reach decisions expeditiously on action items. At those times when action would be premature and additional analysis is needed, the Chairperson will guide discussion toward a timeline or framework for responsible action. 3.6 Preparing Motions Commission/committee meetings are conducted according to parliamentary procedure. As the presiding officer, the Chairperson’s rulings must be followed unless he/she is overruled by a majority vote of the body upon an appeal of a ruling. When a commission/committee member wishes to propose an action on a particular item on the posted agenda for the commission/committee to consider, Delay consideration: “ I move to continue the item until…” (date specific or date uncertain). Lay on the Table: “ I move to lay the question on the table.” A motion to lay a pending question aside temporarily in order to take up something else of immediate urgency. The motion requires a 2/3 vote for adoption. Limit or Extend Debate: “ I move that debate be limited to one speech of three minutes for each member.” The motion requires a 2/3 vote for adoption. Close Debate: “ I move (or call) the previous question.” This ends debate immediately in order to call for a motion for the previous question. The motion requires a 2/3 vote for adoption. Request More Study: “ I move to refer this to staff or (committee) for further study.” Request Information: “ Point of information….” the member makes a motion. Examples of Common Motions:
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Chapter Three – Meeting Protocol (Cont.)
Amend a Motion : “ I move to amend the motion by…” If the amendment is accepted by the maker and a second is made, then it is considered a “friendly amendment” and no separate vote is required. If it is not accepted, then a separate vote to amend the main motion is required. The amendment must be voted on before the main motion. Adopt a Staff Recommendation : “ I move to adopt staff recommendation to…” Deny Staff Recommendation : “ I move to deny staff recommendation to…” Modify Staff Recommendation : “ I move to adopt the recommendation with the following modifications:…” Properly phrasing a motion can be difficult and corrections may be necessary before it is acted upon. Until the Chairperson states the motion, the member making the motion may rephrase or withdraw it. Members may wish to write out difficult motions. If a motion gets too complicated, call a recess and have staff assist with the wording. It is best to avoid including more than one proposal in the same motion. This is especially important when commission/committee members are likely to disagree. Any member may make a motion to bifurcate or divide a motion in order to treat each proposal as a separate motion. A motion goes through the following steps: 1. The member asks to be recognized by the Chairperson. 2. The member makes the motion: “I move that we…” 3. Another member seconds the motion: “I second the motion.” 4. The Chairperson restates the motion, or asks the recording secretary to do so, and asks for discussion on the motion. 5. When the Chairperson determines that there has been enough discussion, the debate may be closed with: “I call the question.” or “Is there any further discussion?” 6. If no one asks for permission to speak, the Chairperson then puts the motion to a vote: “All those in favor say aye. All those opposed say nay.” If voting lights are used, the Chairperson will state, “Please vote.” If a roll call vote is taken, the Chairperson will turn to the Recording Secretary to conduct the vote.
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Chapter Three – Meeting Protocol (Cont.)
7. The Chairperson should restate the motion prior to the vote to ensure the motion is clearly understood by all. Any member may request a roll call vote on a motion. 8. After the vote, the Chairperson or the recording secretary announces one of the following: a. “The motion carries unanimously.” b. “ The motion carries ___ to ___ (identifying the number of aye and nay votes, and listing individually if requested).” c. “The motion has failed.”
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Chapter Four – Legal Matters
4.1 The Ralph M. Brown Act and City Council Ordinance No. 22-02 Most City of Irvine advisory bodies are subject to State law governing open meetings related to proceedings of local agencies. The California law governing open meetings, formally entitled the Ralph M. Brown Act and commonly referred to simply as the Brown Act, is found in California Government Code Section 54950 et seq. The Brown Act was enacted by the Legislature to ensure that local public agencies deliberate and take action on governmental matters at meetings open to the public and in which the public may participate. To further this goal, the Brown Act generally requires that all items proposed to be discussed or voted at a local agency meeting be noticed on a posted agenda. Agendas must include a brief description of each such item. City Council Ordinance No. 22-02 was adopted by the City Council on April 12, 2022, revising and modifying the Municipal Code as it relates to public meetings and public records. The ordinance applies to the City Council, Great Park Board, and all City Commissions and Committees. Agenda Materials With limited exception, the public must also have access to all staff reports and writings in connection with an agenda item once they are disseminated to a majority or all of the members of an advisory body. This includes writings distributed by staff, a board member, or members of the public after the posting of the agenda or during a meeting. Public Comments The posted agenda also shall indicate when members of the public have the opportunity to address the commission/committee. Members of the public may testify to any agenda item before action is taken. The public may also testify to non-agenda matters that fall within the jurisdiction of the advisory body at regular meetings. Although the commission or committee is prohibited from engaging in discussions or acting on matters not on the agenda, a member of the advisory body may briefly respond to statements or questions posed by the public; ask questions for clarification; refer the matter to staff; or direct staff to place a matter of business on a future agenda. Commission or committee members may also make brief announcements or report on his/her own activities within the purview of the advisory body.
Chapter Four –Legal Matters (Cont.)
Non-Agendized Items Discussion or action on items that are not included in the posted agenda may only occur in limited circumstances. To discuss or act on an item not included in the posted agenda, a commission/committee must: Determine that the need to act arose after the agenda was posted, and that the action is required prior to the next meeting, with a brief explanation of the circumstances constituting the need for action and the reason the need arose after posting the agenda. This explanation should be included in the meeting minutes. Approve the above determinations by a vote of at least two-thirds of the members of the body, or by a unanimous vote if less than two-thirds of the members are present. Discuss and act on the item if the determinations are approved. Include that action in the meeting’s minutes. Informational items placed on an agenda may not be acted upon at the meeting. Any member may, however, request that the informational item be placed on a future agenda for consideration. The Legislature amends provisions of the Brown Act periodically, rendering the law increasingly complicated. For example, Senate Bill 707 amended several provisions that went into law on January 1, 2026. It is recommended you familiarize yourself with the provisions of the Brown Act by reviewing “Open & Public IV: A “Guide to the Ralph M. Brown Act,” a publication of the League of California Cities, which is included in Appendix D. For your reference a summary of major Brown Act updates under Senate Bill 707 is also Included in Appendix D. The full text of the Brown Act can be accessed on the Web at http://www.leginfo.ca.gov by selecting “California Law,” “Government Code,” and entering Section “54950.” 4.1.1 Meeting Types The Brown Act regulates a legislative body’s regular meetings, adjourned meetings, special meetings, and emergency meetings. In addition, City Council Policies/Procedures (Ordinance No. 22-02, City Council Resolution No. 26-84) further increases transparency and participatory democracy by expanding Brown Act requirements for the City Council, Great Park Board, and City Commissions and Committees. “Regular meetings” occur at the dates, times, and locations set by resolution, ordinance, bylaws or other formal action of the legislative body and are subject to seven (7) day posting requirements.
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Chapter Four –Legal Matters (Cont.)
“Adjourned meetings” are regular or special meetings that have been adjourned to a time and place specified in the order of adjournment, usually to a date prior to the next Regular Meeting. “Special meetings” are called by the chairperson or a majority of the legislative body to discuss specific items on the agenda and are subject to 24-hour posting requirements. “Emergency meetings” are a limited class of meetings held when prompt action is needed due to actual or threatened disruption of public facilities and require a one-hour notice prior to holding the meeting. Commission/committee staff is responsible for identifying the type of meeting and posting all notices, including the agenda and any notice of adjournment, and will make available to the public copies of agendas, notices, any supplemental documentation, and minutes in accordance with the Brown Act, the Public Records Act, City Council Ordinance No. 26-84, City Council Resolution No. 22-21, and the City’s records retention schedule. 4.1.2 Regular Meetings The Brown Act requires each legislative body to set the time for regular meetings by ordinance, resolution, bylaws, or whatever specifies the conduct of that body’s business. City Council approves all changes in bylaws, including the change of scheduled meeting dates and times. Under City Council policy, regular meetings are generally held at City Hall or at other City facilities. Meetings may be held outside City facilities when City space is not available. Neighborhood meetings may be held outside City facilities. The Brown Act generally requires boards, commissions and committees to conduct public meetings. A “meeting” is considered to take place any time that a quorum of the advisory body gathers to discuss that body’s business and/or to take action. Further, the Brown Act prohibits a quorum from meeting privately. Note that a “task force” may or may not be subject to the Brown Act depending upon its composition and purpose. To this end, the Brown Act specifically prohibits “any use of direct communication, personal intermediaries or technological devices that is employed by a majority of the members of the legislative body to develop a collective concurrence as to action to be taken on an item by the members of the legislative body.” Hence the prohibition extends not only to personal contacts of the commission or committee members among themselves outside a public meeting, but also prohibits “serial” meetings whereby information is ultimately exchanged among a quorum of the members including but not
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Chapter Four –Legal Matters (Cont.)
limited to in-person discussions, by phone, or by email. The preferred course of action for members needing information should be through contact with City staff. 4.1.3 Email Communications between Commission Members Because email communications can ultimately lead to the exchange of information intended to, or which may, create collective concurrence among a quorum of commission/committee members, email communications between commission/committee members relative to commission/ committee business should be avoided. While three members of a seven- member board, for example, may appropriately communicate with one another by way of email, the “forwarding” of such an email message to a fourth member could result in a Brown Act violation. 4.1.4 Communications with the Public Outside of Meetings The Brown Act does not limit a commission or committee member acting on his or her own outside public meetings. This exception recognizes the right to confer with constituents, advocates, consultants, the media, or City staff. However, members of commissions and committees should exercise care and good judgment with respect to information learned as a result of such contacts. Decisions at public meetings should be based on consideration of the information, testimony, and documents that have been presented to all members at or in connection with the meeting, and not on private discussions or transmittals (which are sometimes referred to as ex parte communications). 4.1.5 Adjournment or Continuance A legislative body may adjourn or continue any regular, adjourned regular, special, or adjourned special meeting to a time and place specified in the adjournment or continuance notice. A copy of the adjournment or continuance notice shall be conspicuously posted on or near the door where the meeting was held within twenty-four (24) hours after the time of adjournment or continuance. If the matter is continued to a time less than twenty-four (24) hours after the adjournment, a copy of the continuance notice shall be posted immediately following the meeting that was continued. 4.2 Conflict of Interest/Statements of Economic Interests Form 700 The Political Reform Act (PRA) was adopted by the voters of California as an initiative (Proposition 9) in 1974. The Fair Political Practices Commission (FPPC) is the enforcement agency for the Political Reform Act. One of the PRA’s main purposes is to prevent financial conflicts of interest on the part of public officials. The PRA requires public officials to disclose all financial interests including but not limited to investments and interests in real estate or sources of income which the official may possibly affect by the exercise of his or her official duties. If a public official has a
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Chapter Four –Legal Matters (Cont.)
conflict of interest, the PRA may require the official to disqualify himself or herself from making or participating in a government decision, or using his or her official position to influence a government decision. What is a Conflict of Interest? The Political Reform Act of 1974, which is codified as Government Code Section 87100 et seq., provides that no public official at any level of State or local government shall make, participate in making, or in any way attempt to use the public official’s position to influence a governmental decision in which the official knows or has reason to know the official has a financial interest. A public official has a financial interest in a decision within the meaning of Section 87100 of the PRA if it is reasonably foreseeable that the decision will have a material financial effect, distinguishable from its effect on the public generally, on the official, a member of the official’s immediate family or on any of the following: 1) Any business entity in which the public official has a direct or indirect investment worth two thousand dollars ($2,000.00) or more. 2) Any real property in which the public official has a direct or indirect investment worth two thousand dollars ($2,000.00) or more. 3) Any source of income, except gifts and other loans by a commercial lending institution made in the regular course of business on terms available to the public without regard to official status aggregating five hundred dollars ($500) or more in value provided, or promised to, received by, the public official within 12 months prior to the time when the decision is made. 4) Any business entity in which the public official is a director, officer, partner, trustee, employee, or holds any position of management. 5) Any donor, or any intermediary or agent for a donor of, a gift or gifts aggregating two hundred fifty ($250) or more in value provided to, received by, or promised to the public official within 12 months prior to the time when the decision is made. The amount of the value of gifts specified by this subdivision shall be adjusted biennially by the commission to equal the same amount determined by the commission pursuant to subdivision (f) of Section 89503. For purposes of Section 87100, indirect investment or interest means any investment or interest owned by the spouse or dependent child of a public official, by an agent on behalf of a public official, or by a business entity or trust in which the official, the official’s agents, spouse, and dependent children own (directly, indirectly, or beneficially) a ten percent (10%) interest or greater.
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