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Home My WebLink AboutItem 11e - City Council Certificates and ProclamationsSTAFF REPORT OFFICE OF THE CITY MANAGER DATE: July 15, 2025 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Justine Bruno, Deputy City Manager SUBJECT: AMENDED STATEMENT OF POLICY FOR CITY COUNCIL PROTOCOLS AND PROCEDURES: CERTIFICATES AND PROCLAMATIONS CEQA: Not a Project Recommendation: Approve SUMMARY The Statement of Policy for City Council Protocols and Procedures (“Policy”) outlines general guidelines to promote fairness and consistency in how Council Members make official requests and utilize City resources. The City Council is seeking a more flexible approach to issuing certificates and proclamations, which can be achieved by amending the current Policy. The proposed amendments to the Policy provide the City Council with broader discretion in honoring various entities and events by removing requirements for a direct connection to the Arcadia community, or a specific purpose. It is recommended that the City Council approve the amended Statement of Policy regarding the issuance of certificates and proclamations. BACKGROUND The Statement of Policy for City Council Protocols and Procedures (“Policy”) was created to provide general guidelines for all City Council Members regarding requests, actions, and resource usage, and to ensure consistency and fairness. Each new City Council Member receives a copy of the Policy as part of their orientation. The last updates to the Policy occurred in September 2016 and included guidelines on City branded apparel, ticket distribution, and travel expense reimbursement. City Council Certificates and Proclamations July 15, 2025 Page 2 of 4 During the June 18, 2024, Study Session, the City Council received a presentation on the current Policy regarding the issuance of certificates and proclamations. At that time, current practices were reviewed and proposed policy modifications were presented. The discussion concluded before a consensus could be reached. At the City Council’s Goal Setting Meeting on March 15, 2025, the discussion on certificates and proclamations continued. The City Council directed staff to amend the Policy to create more flexibility in the issuance of certificates and proclamations by removing certain limiting criteria. This agenda item will finalize the requested changes to the Statement of Policy for City Council Protocols and Procedures regarding certificates and proclamations. DISCUSSION Certificates and proclamations are used to recognize individuals, groups, businesses, and causes associated with Arcadia. The proposed revisions to the Statement of Policy for City Council Protocols and Procedures eliminate the requirement for a direct connection to the City or community, giving the City Council greater flexibility to distribute. Traditionally used to recognize individuals, groups, and causes tied to Arcadia, certificates will no longer be limited to local residents, businesses, or notable achievements. The proposed changes to the Policy on certificates include removing language that limits issuance to an Arcadia resident, business, or group, as well as eliminating a required purpose (e.g. exceptional service, significant achievement, significant milestone). Conditions on certificates that will remain in place under the proposed amendments include: • The Mayor signs certificates and handles the presentation at City Council meetings and events. • City Council Members may request certificates for their signature. • Distribution of blank certificates is prohibited. Under the current policy, the City Manager’s Office is expected to determine whether the criteria is being met before issuing certificates. Under the proposed revisions, individual Council Members would have the latitude to determine which certificate requests should be honored. City Council Certificates and Proclamations July 15, 2025 Page 3 of 4 Redline edits to the certificate section in the Statement of Policy for City Council Protocols and Procedures can be viewed in Attachment No. 2. City proclamations are prepared to commemorate special occasions or events, with some prior examples including Arbor Day, Education and Sharing Day, Asian American and Pacific Islander (“AAPI”) Heritage Month, and Red Cross Month. The proposed changes to the Policy on proclamations include removing language that prohibits issuance for mass “national week/month” campaigns. The conditions for proclamations that will remain in place under the proposed amendments include: • The Mayor signs proclamations and handles the presentation at City Council meetings and events. • City Council Members may request proclamations for meetings and events. • Proclamations are not issued for legislative matters. • Proclamations are not issued for non-City activities. Redline edits to the section on proclamations in the Statement of Policy for City Council Protocols and Procedures can viewed in Attachment No. 2. The proposed amendments to the Policy are limited to certificates and proclamations and allow for greater flexibility in their issuance, without requiring connections to the Arcadia community or being confined to a limited group of purposes. In the administration of this Policy, City staff, including the City Attorney, will assist the City Council in ensuring that all protocols and procedures are adhered to. ENVIRONMENTAL ANALYSIS The proposed action of amending the Statement of Policy for City Council Protocols and Procedures does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT In the Fiscal Year 2025-26 Budget, $4,600 has been budget for the embossed proclamation/certificate paper and the folders. On average, each certificate or proclamation totals $4.65 in materials costs to produce. It is expected that the City Council Certificates and Proclamations July 15, 2025 Page 4 of 4 number of certificates and proclamations will rise as a result of the proposed revisions to the Policy; however, it is not expected to have a significant impact on the City’s budget. In 2024, the City Council issued a total of 786 certificates and/or proclamations and is on track to reach a similar total in 2025. Sufficient budget exists to produce certificates and proclamations at current levels. RECOMMENDATION It is recommended that the City Council determine this action is not a project under the California Environmental Quality Act (“CEQA”); and approve the amended Statement of Policy for City Council Protocols and Procedures regarding certificates and proclamations. Attachment No. 1: City Council Protocols and Procedures – Final Attachment No. 2: City Council Protocols and Procedures – Redlines City Council Protocols & Procedures Statement of PolicyJuly 2025 Attachment No. 1 City Council Protocol and Procedures July 2025 Page 2 Table of Contents Attendance at Community Events ..................................................................................................................... 3 Certificates ................................................................................................................................................................... 3 City Apparel ................................................................................................................................................................ 4 City Stationary ........................................................................................................................................................... 4 Contact with City Staff ............................................................................................................................................ 4 Correspondence ........................................................................................................................................................ 4 Legislative Correspondence ................................................................................................................................. 5 Ticket Distribution ................................................................................................................................................... 6 Travel Expense Reimbursement ........................................................................................................................ 6 Proclamations ......................................................................................................................................................... 10 Promotion of Individual Council Members ................................................................................................ 10 APPENDIX: 1.Ticket Distribution Policy2.Political Activities City Council Protocol and Procedures July 2025 Page 3 The purpose of the City Council Protocols & Procedures is to provide guidelines for Council Members to ensure fairness and consistency in the application of official requests and the use of City resources. City staff, including the City Attorney, will assist the City Council in ensuring that all protocols and procedures are adhered to. City Council Members are responsible for their individual conduct in addition to the conduct of the City Council as a whole. Copies of this document will be given to each new City Council Member and will be included as part of the orientation process for all newly elected members. Updated: July 2025 Previous Update: June 2016 Attendance at Community Events Unless a certain Council Member is requested, when staff receives a request for the City Council to attend a community event, Council Members will be contacted in the following order: Mayor, Mayor Pro Tem, and other Council Members by order of seniority on the City Council. Certificates In general, certificates of achievement, commendation and/or service are to be signed by the sitting Mayor. These certificates will be awarded at the request of the Mayor or a City Council Member. Staff will fulfill the certificate request without the expectation of due diligence or research into the recipient, event, or merits of the certificate, unless specifically requested. At the time the certificate is requested, complete information should be provided about the recipient and purpose of the certificate, so the appropriate staff may fulfill the request expediently. The Mayor will handle all presentations made at City Council meetings. Certificates given at a community event may be presented by the Mayor or another Council Member if the Mayor is not in attendance. Council Members may request a certificate be prepared for their signature rather than the Mayor’s. Such a certificate will be titled a “Certificate of Commendation” rather than a “Mayor’s Certificate of Commendation.” Certificates may be given to residents, businesses, or to an individual, business, or organization, as determined by the City Council. Blank certificates will not be given to Council Members. Staff requests a minimum of five days advance notice prior to the City Council Meeting or event the certificate is requested for. City Council Protocol and Procedures July 2025 Page 4 At a regular frequency, the City Manager's Office will share a summary of the certificates issued by the City Council using existing communication channels like weekly reports or other means. City Apparel City branded apparel should be worn only for public or community events when the Council Member is representing the City. When attending a private or political event, City Council Members should avoid wearing City of Arcadia branded apparel. If a City Council member is attending a private or political event with City branded apparel, they should make it clear that they are participating as a private citizen and not as a representative of the City and should avoid posing for pictures in the branded apparel at that event. City PinsCity pins may be obtained from the City Manager’s Office and are to be used only for purposes directly related to the City. Examples include, but are not limited to: a gift to visiting dignitaries, to promote the City, or as a gesture of goodwill while travelling on City business. City Stationary The use of City stationery should be kept to matters directly relating to City of Arcadia business. All letters (except for thank you, congratulatory, or other letters of a social nature) on any type of City stationery are to be copied to the City Manager. Contact with City Staff On matters relating to certificates, proclamations, information about community events, travel and meeting arrangements, mail, and Council meeting adjournments, please contact the Executive Assistant for the City Council. For all other matters, please contact the City Manager, the Assistant to the City Manager, or the appropriate department head. There will be instances when it is necessary for you to work with a particular member of the City staff. For purposes of efficiency, direct contact with this person is expected and encouraged; however, it is appreciated if you would refrain from giving staff direction outside of the issue at hand. Correspondence City Council mail is opened by the City Manager’s staff daily and delivered to Council Members on a weekly basis (usually Friday morning). Time sensitive mail is scanned and emailed upon receipt. City Council Protocol and Procedures July 2025 Page 5 Unless there is a request for a personal opinion or action, or the subject matter is such that there is a difference of opinion among Council Members, letters addressed to the “City Council” (or the same letter is sent to the entire City Council) will be responded to by a letter from the sitting Mayor, on behalf of the City Council. City staff will prepare a response for the Mayor’s signature. Upon completion, a copy of the incoming letter and response will be distributed to all Council Members. Letters addressed to individual Council Members will be given to the Member only and responded to by said Member. If asked, staff will prepare a response for the Council Member’s review. Details about events to which the City Council is invited will be placed on the calendar included in the Weekly Report (assuming the invitation is mailed to City Hall). In addition, staff will note on the invitation the names of the Council Members to whom it was mailed. If a certificate or proclamation is requested, or appropriate from past practice, staff will prepare such and provide it to the Council Member that is going to attend the event. Not all events require a certificate. In most cases, when a certificate or proclamation is not asked for it is because the event organizers do not want one nor do they want to add time for a City presentation to their program. City staff may provide administrative and clerical support to Council Members with regard to correspondence as long as the issue at hand is directly related to City business. Should a Council Member respond to or initiate a letter on their own, he/she is to use City stationery that contains their name only. If the subject matter is one of opinion rather than policy, it should be made clear that the Council Member is speaking as an individual and not on behalf of the City or his/her colleagues on the Council. All letters (except for thank you, congratulatory, or other letters of a social nature) sent on City stationery, and all e-mails regarding City business, are to be copied to the City Manager so that staff can accurately respond to a resident’s inquiry about the status of their request and/or answer follow-up questions. The City, or individual Council Members, will not issue letters of invitation to foreign countries, agencies, or businesses. Legislative Correspondence When legislation is proposed that will affect the City of Arcadia, the City Manager will prepare letters for the Mayor’s signature to the appropriate officials, be they Federal, State, or County legislators, informing them of the City’s support or opposition. These letters may specifically request that the legislator vote in a particular manner. City Council Protocol and Procedures July 2025 Page 6 In determining the City’s position on a piece of legislation, the City Manager shall review the League of California Cities’ position and those of any other pertinent municipal association in which the City or an individual staff member is a member (San Gabriel Valley Council of Governments, County Sanitation District, etc.). The City Manager will consult with the City Attorney as necessary. The City Manager may prepare letters urging certain advocacy on legislative affairs that may impact City services under their signature if time is of the essence or if it is known that the proposed legislation would affect an established and known City position, program, service, or policy. Any letters sent by the City Manager will be placed with the City Manager’s Weekly Report to Council. Ticket Distribution Tickets to attend events at Santa Anita Park (i.e. Racing, concerts, etc.) are available for use by the City Council through the City Manager’s Office. City Council Members are allowed to request tickets in accordance with the City’s Ticket Distribution Policy. Tickets that are received by City Council Members are for the private use of the individual requestor and must comply with all applicable Fair Political Practices Commission (FPPC) regulations. Travel Expense Reimbursement It is the policy of the City of Arcadia to pay for expenses incurred by Council Members when the expense is related to official City business or when it serves a public purpose. The City will pay for or reimburse Council Members for expenses incurred while conducting City business or while representing the City at community functions. The City may pay for or reimburse the following types of expenses: •Office supplies•Transportation - airfare, mileage or gasoline, rental car, parking•Lodging•Meals•Telephone•Baggage handling fees•Reasonable and customary gratuities•Internet and business center costs for actual City businessActivities that generally qualify for advance payment or reimbursement include: •Educational or informational meetings, workshops, and conferences•Participation in regional, state or national organizations whose activities affect theCity's interests•Attendance at City functions City Council Protocol and Procedures July 2025 Page 7 •Attendance at community and community-related events, including those heldprimarily for the purpose of raising funds for a non-profit organization operatingwithin the communityFor community events at which attendance by the City Official and the Official’s significant other is generally considered to be expected, thereby serving the public purpose of joining the City Official in fostering ties with the community, the City may purchase a ticket for the Official and the Official’s significant other. Expenses not eligible for reimbursement or advance payment by the City include: •Personal expenses•Alcohol•Dry cleaning•Political or charitable contributions (Purchasing a ticket to an event that raisesfunds for a non-profit charitable organization is a reimbursable expense, providedthat the Official’s attendance at the event serves a public purpose.)•Entertainment expenses such as movies, sporting events, golf, etc.Non-mileage personal automobile expenses such as repairs, traffic citations,insurance and related Transportation The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements should be used. Airfare is limited to coach class on a commercial air carrier. An Official may obtain personal frequent flyer credits for flights taken, but the selection of an airline or a given trip shall not be made for the purpose of accumulating such miles. Automobile mileage is reimbursed at the prevailing Internal Revenue Service rate. If a rental car is necessary for the performance of an Official's duties, the car shall be "standard/intermediate/full-size" unless an upgrade is provided at no additional cost. When using the City's contracted vendor (Enterprise), physical damage and liability insurance should be provided as part of the quoted cost. If another car rental agency is used the liability insurance/damage waiver offered by the rental car company should be purchased at the time of rental. City vehicles are not usually used for transportation on extended trips, but if necessary they can be used with the approval of the City Manager or appropriate Department Head. Taxi fare, shuttle fees and parking fees are eligible for reimbursement as long as said expenses are incurred for City business. City Council Protocol and Procedures July 2025 Page 8 Lodging Lodging expenses will be paid for when travel on official City business reasonably requires an overnight stay. Lodging expenses are authorized for travel outside of a 50- mile radius of City Hall unless approved in advance by a majority of the City Council for Council Members and or by the City Manager for employees. Travelers should request the government rate, when it is available. Government rates are presumed to be reasonable and therefore reimbursable through this policy. If the government rate is not available, lodging should be obtained that is at the median retail price for that area. If lodging is in connection with a conference or group meeting, the cost shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available at the time of booking. If the group rate is not available, comparable (e.g. government rate) lodging may be used, keeping in mind that it should be within the median retail price for the area. Meals Reasonable (market rate) meal expenses and associated customary gratuities are eligible for reimbursement. Whenever possible, an attempt should be made to take advantage of meals that are included as part of the event. For the purpose of this policy, when on a trip the reasonable reimbursement rate for meals is the current Internal Revenue Service per diem, unless unusual circumstances exist. This daily amount does not preclude the Official's responsibility to take advantage of meals included as part of the event. When attending a City-related function other than a conference, seminar or meeting, the actual cost of the meal will be reimbursed. Cash Advances From time to time it may be necessary for an Official to request a cash advance to cover anticipated expenses while traveling or doing business on behalf of the City. Such request for an advance should be submitted to the City Manager prior to the need for the advance with an explanation of the purpose of the expenditure and the anticipated amount of the expenditure. This request may be made on a "Travel Request and Expense Report Form." Any unused advance must be returned to the City. As noted below, expenses may be pre-paid, with the understanding that receipts still need to be submitted. Procedure Arrangements for attendance at meetings, conferences and events may be made by the Council Member or by the City Council's staff liaison in the City Manager's Office. To the City Council Protocol and Procedures July 2025 Page 9 extent possible, fees and charges may be paid in advance, with any outstanding documentation to follow when it is available. Whether travel arrangements are made by a staff member or by the Council Member, it is the elected officials' responsibility to ensure that all receipts and documentation are submitted as outlined in this policy. All expense reimbursement requests are to be documented with receipts and submitted on the appropriate paperwork, which may include an expense report form, a petty cash slip or another City Manager approved form. For extended trips, a "Travel Request and Expense Report Form" is usually required and must be completed and approved by the City Manager prior to the travel taking place. As noted above, City Officials shall submit an expense report (or another approved form) in order to receive reimbursement. Expense reports must document that the expense in question meets the requirements of this policy. For example, if the meeting is with a legislator, the local official should explain whose meals were purchased, what issues were discussed, and how they relate to the City of Arcadia. Expense documentation should be submitted within 30 days of the expense being incurred, accompanied by receipts. Inability to provide such documentation in a timely fashion may result in the expense being borne by the Official. All expenses are subject to verification that they comply with the intent of this policy. Other Expenses All expenses for activities and materials not included in this policy require prior approval. For Council Members that approval is to be by the City Council at a public meeting. For City employees, that approval is to be by the City Manager. AB 1234 Reporting Officials subject to AB 1234 must make a brief report at the next meeting of the legislative body on a conference, event, or meeting they attended at the expense of the City. An exception to this is that if an employee attends a function as a City employee and not as a member of a legislative body, it is doubtful that AB 1234 reporting is required. Consult with the City Attorney if there are questions about this requirement. Violations The penalties for misusing public resources or falsifying expense reports in violation of this policy may include, but are not limited to, the following: a) Loss of reimbursement privileges City Council Protocol and Procedures July 2025 Page 10 b)Restitution to the City c)Civil penalties pursuant to Section 8314 of the Government Proclamations A Proclamation may be prepared for a special occasion or commemorative event and may be presented at a City Council meeting or a specific event. Reasons for issuing a proclamation are wide ranging; however, they should always have some connection to the City of Arcadia. Proclamations are always signed by the sitting Mayor. The City Council does not issue proclamations for non-City activities or for legislative matters. Staff requests at least one week advance notice prior to the posting of the City Council meeting agenda from Council Members requesting a proclamation. Promotion of Individual Council Members When “promoting or advertising” a City service, program or event, it is the City’s policy to promote the activity as a whole and the City as a whole. From time to time a quote from an elected official will be included in a press release and the quote is usually from the Mayor, who speaks on behalf of the City/City Council. The City is not legally able to promote individual Council Members. In fact, there are restrictions on how the City may use the name and/or likeness of elected officials in City publications. To avoid problems, Arcadia takes a conservative approach to this issue and focuses on the City and activity rather than a particular person. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 CITY MANAGER A.PURPOSE The purpose of this policy is to ensure that all Tickets provided to the City shall be distributed in furtherance of governmental and/or public purposes as required under Fair Political Practices Commission (FPPC) Regulation 18944.1. B.APPLICATION 1.This policy applies to Tickets which provide admission to a facility, event, show, or performance for an entertainment, amusement, recreational or similar purpose, and are either: a) gratuitously provided to the City by an outside source; b) acquired by the City by purchase at full price or at a discount; c) acquired by the City as consideration pursuant to the terms of a contract for the use of a City venue; or d) acquired and distributed by the City in any other manner. 2.This policy does not apply to any other item of value provided to the City or any City Official, regardless of whether received gratuitously or for which consideration is provided. 3. This policy shall supersede and replace any other City policy pertaining to the distribution of Tickets. C.DEFINITIONS Unless otherwise expressly provided herein, words and terms used in this policy shall have the same meaning as that ascribed to such words and terms in the California Political Reform Act of 1974 (Government Code Sections 81000, et seq., as the same may from time to time be amended) and the Fair Political Practices Commission (“FPPC”) Regulations (Title 2, Division 6 of the California Code of Regulations, Sections 18110 et seq., as the same may from time to time be amended). 1.“City” or “City of Arcadia” shall mean and include the City of Arcadia, any other affiliated agency or body created or activated by the Arcadia City Council, and any departments, boards and commissions of the City of Arcadia. APPENDIX 1 ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 2 2. “City Official” means every member, official, officer, employee or consultant of the City of Arcadia, as defined in Government Code Section 82048 and FPPC Regulation 18701. Such term shall include, without limitation, any City board or commission member or other appointed official or designated employee required to file an annual Statement of Economic Interests (FPPC Form 700). 3. “Immediate family” means spouse and dependent children. The term “spouse” includes registered domestic partners (FPPC Regulation 18229). 4. “Ticket” means and includes any form of admission privilege, including without limitation passes, to a facility, event, show or performance for an entertainment, amusement, recreational or similar purpose provided by the City to, or at the behest of, a City Official. D. GENERAL PROVISIONS 1. The use of complimentary Tickets is a privilege extended by the City and not the right of any person to whom the privilege may from time to time be extended. 2. Tickets received by a City Official pursuant to this policy shall not be transferred, except to members of such City Official’s immediate family or to no more than one guest solely for his or her attendance at the event. 3. No person who receives a Ticket pursuant to this policy shall sell or receive reimbursement for the value of such Ticket. 4. No Ticket gratuitously provided to the City by an outside source and distributed to, or at the behest of, a City Official pursuant to this policy shall be earmarked by the outside source for use by a specific City Of ficial or a certain class of City Officials. 5. This policy does not generally apply to political or nonprofit fundraisers which are governed by a separate FPPC regulation. 6. Tickets received or directed for use by a City Official not in conformance with this policy remain subject to separate disclosure requirements and the annual gift limit under the California Political Reform Act and related regulations, unless otherwise exempted or excluded under state law. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 3 7. Tickets to events that primarily provide information and related material and are provided to assist the City Official in the performance of his or her official duties or those of his or her elected office are also not generally subject to this policy. To the extent that any event might be considered to be more entertainment-oriented, the City Attorney’s office should be consulted concerning possible disclosure and reporting requirements. 8. Tickets provided to a City Official and one guest for admission to a facili ty, event, show, or performance for an entertainment, amusement, recreational, or similar purpose, at which the City Official performs a ceremonial role on behalf of the City, shall not be subject to this policy so long as the City complies with the reporting requirements set forth below. Any City Official who attends the event as part of his or her job duties for the purpose of assisting another City Official who is performing the ceremonial role shall not be deemed to have received a gift or income by attending the event. 9. Any City Official, any member of the City Official’s immediate family, or any guest of the City Official may return any unused ticket to the City for redistribution pursuant to this policy. 10. The FPPC recognizes the discretion of the City Council to determine whether the distribution of a Ticket serves a legitimate public purpose of the City, provided the determination is consistent with state law. 11. The provisions of this policy apply only to benefits the City Official receives that are provided to all members of the public possessing the same class of Ticket. E. TICKET ADMINISTRATOR 1. The City Manager or his/her designee, shall be the Ticket Administrator for purposes of implementing the provisions of this policy. In such cas e where the City Manager desires to obtain a Ticket, the City Council authorizes the Mayor to exercise the City’s sole discretion in determin ing whether the City Manager’s use or behest of Tickets is in accordance with the terms of this policy. 2. The Ticket Administrator shall have the authority, in his or her sole discretion, to establish procedures for the distribution of Tickets in accordance with this policy. All requests for Tickets which fall within the scope of this policy shall be made in accordance with these procedures. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 4 3. The value of any Ticket shall be deemed to be its face value unless calculated otherwise pursuant to FPPC Regulation 18946.1. 4. The Ticket Administrator, in his or her sole discretion, may revoke or suspend the Ticket privileges of any person who violates any provision of this policy or the procedures established by the Ticket Administrator for the distribution of Tickets. 5. If available, the City Manager shall attend all events to which the City obtains control of Tickets as the City’s primary representative. F. CONDITIONS UNDER WHICH TICKETS MAY BE DISTRIBUTED Subject to the following conditions, complimentary Tickets may be distributed to City Officials pursuant to any one or more of the following: 1. The City Official reimburses the City for the face value of the Ticket(s), provided that: a) reimbursement shall be made at the time the Ticket(s) is/are distributed to the City Official, and b) the Ticket Administrator shall, in his or her sole discretion, determine which Tickets, if any, shall be made available under this section. 2. The City Official treats the Ticket(s) as income consistent with applicable federal and state income tax laws and the City reports the distribution of the Ticket(s) as income to the City Official in compliance with the reporting requirements set forth below. 3. The City Official reports the Ticket(s) as a gift on his or her FPPC Form 700 when no governmental or public purpose (as set forth below) for the use of the Ticket(s), or for distribution at the behest of a City Official, has been identified by the Ticket Administrator. 4. The distribution of the Ticket(s) to, or at the behest of, a City Official accomplishes a governmental and/or public purpose. The following list of governmental and/or public purposes the City may accomplish through the distribution of Tickets is illustrative rather than exhaustive: ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 5 a) Facilitating the attendance of a City Official at an event where the job duties of the City Official require his or her attendance at the event. b) Promotion of intergovernmental relations and/or cooperation and coordination of resources with other governmental agencies, including, but not limited to, attendance at an event with or by elected or appointed public officials from other jurisdictions, their staff members and their guests. c) Promotion of City resources and/or facilities available to Arcadia residents. d) Promotion of City run, sponsored or supported community programs or events. e) Promoting, supporting and/or showing appreciation for programs or services rendered by charitable and non-profit organizations benefiting Arcadia residents. f) Promotion of business activity, development, and/or redevelopment within the City. g) Promotion of City-owned businesses. h) Promotion of City tourism on a local, state, national or worldwide scale. i) Promotion of City recognition, visibility, and/or profile on a local, state, national or worldwide scale. j) Promotion of open government by City Official appearances, participation and/or availability at business and/or community events. k) Increasing public exposure to, and awareness of, the various recreational, cultural, and educational venues and facilities available to the public within the City. l) Attracting or rewarding volunteer public service. m) Encouraging or rewarding significant academic, athletic, or public service achievements by Arcadia students, residents or businesses. n) Attracting and retaining highly qualified employees in City service. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 6 o) Recognizing or rewarding meritorious service by a City employee. p) Promoting enhanced City employee performance or morale. q) Recognizing contributions made to the City by former City Council members or City employees. r) Fulfilling sponsorship agreements involving private events where the City specifically seeks to enhance the City’s reputation, either locally or regionally, by serving as host in order to provide opportunities to meet and greet visitors, dignitaries and residents. s) Fulfilling written contracts where the City as a form of consideration has required that a certain number of tickets or suites be made available for its use. t) Attending charitable fundraisers for the purpose of networking with other community and civic leaders. u) Attendance by spouses/partners of a City Official in order to accompany the City Official to any of the events listed above. 5. Tickets obtained by the City (i) pursuant to the terms of a contract for use of public property, (ii) because the City controls the event, or (iii) by purchase at fair market value, are used by or distribu ted, at the behest of a City Official, in accordance with this policy. Any ticket received for the purposes set forth herein and distributed to a City Official, other than an elected official or member of the legislative or governing body of the City, for the City Official’s personal use, to support general employee morale, retention, or to reward public service, is deemed to serve a public purpose, and any Tickets distributed to a City Official for such purpose must be reported as d escribed below. For purposes of this subsection, “personal use” means use by the City Official, his or her family, or no more than one guest. G. DISCLOSURE/REPORTING REQUIREMENTS Tickets distributed to City Officials pursuant to Section F above, or for a ceremonial purpose as defined in FPPC Regulation 18942 (a)(12), must be maintained as a public record by the City, subject to inspection and copying under Government Code section 81008 (a). A record of the Ticket must be completed on Form 802, or any alternative form subsequently ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 7 adopted by the FPPC. This form must be forwarded to the FPPC for posting on the FPPC’s website. This public record shall include the following information.  The name of the recipient, except that if the recipient is an organization, the City may post the name, address, description of the organization and number of Tickets provided to the organization in lieu of posting the names of each recipient;  a description of the event;  the date of the event;  the face value of the Ticket;  the number of Tickets provided to each person;  if the Ticket is requested by an official, the name of the official who requested the Ticket; and  a description of the public purpose under which the distribution was made or, alternatively, that the Ticket was distributed as income to the official. Tickets distributed by the City for which the City receives reimbursement from a City Official, or which are reported as a gift on FPPC Form 700, shall not be subject to the disclosure provisions set forth above. /// /// /// ADMINISTRATIVE POLICY Policy No.: III-08 Adopted: 12/07/1999SUBJECT: POLITICAL ACTIVITIES Amended: CITY MANAGER Page 1 of 2 PURPOSE The intent of this policy is to clarify the level of participation allowed by City employees in political activities within the community while on duty. DEFINITIONS “Political Activity” shall mean to petition, to make public speeches, to campaign for or against political candidates, to speak out on questions of public policy, to distribute political campaign literature and to make campaign contributions. POLICY Arcadia employees are precluded from running for City of Arcadia political office while employed by the City. Section 905 of the Arcadia City Charter states, “Any City employee, upon becoming a candidate for and elective public office of the City of Arcadia, shall be required to take and shall be granted a leave of absence without pay to remain in effect during the period of time such person is a candidate.” The City Charter also in Section 905 restricts political campaign involvement by employees. “No City employee shall take any part in any political campaign while in a uniform bearing the insignia or name of the City of Arcadia. No person shall use the administrative offices and facilities of the City for the purpose of furthering a political campaign for public office.” City employees also may NOT: engage in political activity while on duty engage in political activity in a city office engage in political activity while using a city vehicle solicit political contributions from the general public or fellow employees while on duty wear political buttons while on duty sign or circulate political petitions or distribute campaign literature while on duty distribute campaign literature on city premises coerce political action while on duty APPENDIX 2 ADMINISTRATIVE POLICY Policy No.: III-08 Adopted: 12/07/1999SUBJECT: POLITICAL ACTIVITIES Amended: CITY MANAGER Page 2 of 2 promote or oppose legislation while on duty (other than pursuant to an official position adopted by the City Council or City Manager on behalf of the City) use position or status to influence the political activity of another person while on duty It is imperative that all employees become familiar with this policy. Violations will result in disciplinary action and possible termination. City Council Protocols & Procedures Statement of PolicyJune 2016 Attachment No. 2 City Council Protocol and Procedures June 2016 Page 2 Table of Contents Attendance at Community Events ..................................................................................................................... 3 Certificates ................................................................................................................................................................... 3 City Apparel ................................................................................................................................................................ 4 City Stationary ........................................................................................................................................................... 4 Contact with City Staff ............................................................................................................................................ 4 Correspondence ........................................................................................................................................................ 4 Legislative Correspondence ................................................................................................................................. 5 Ticket Distribution ................................................................................................................................................... 6 Travel Expense Reimbursement ........................................................................................................................ 6 Proclamations ......................................................................................................................................................... 10 Promotion of Individual Council Members ................................................................................................ 10 APPENDIX: 1. Ticket Distribution Policy 2. Political Activities City Council Protocol and Procedures June 2016 Page 3 Updated: June 2016 Previous Update: June 2004 Attendance at Community Events Unless a certain Council Member is requested, when staff receives a request for the City Council to attend a community event, Council Members will be contacted in the following order: Mayor, Mayor Pro Tem, and other Council Members by order of seniority on the City Council. Certificates In general, certificates of achievement, commendation and/or service are to be signed by the sitting Mayor. These certificates will be awarded at the request of the Mayor or a City Council Member. Staff will fulfill the certificate request without the expectation of due diligence or research into the recipient, event, or merits of the certificate, unless specifically requested. At the time the certificate is requested, complete information should be provided about the recipient and purpose of the certificate, so the appropriate staff may fulfill the request expediently. may be given to residents, businesses, and groups that have achieved something significant or have given exceptional service to the community. The Mayor will handle all presentations made at City Council meetings. Certificates given at a community event may be presented by the Mayor or another Council Member if the Mayor is not in attendance. On unique occasions, Council Members may request a certificate be prepared for their signature rather than the Mayor’s. Such a certificate will be titled a “Certificate of Commendation” rather than a “Mayor’s Certificate of Commendation.” Certificates may be given to Arcadia residents, Arcadia businesses, or to an individual, business, or organization, as determined by the City Council. that has provided service directly to the City of Arcadia. Further, certificates may also be presented as a “gesture of goodwill” to a non-Arcadia person or organization that is celebrating a milestone or has achieved something significant. Blank certificates will not be given to Council Members. date from Council Members requesting a certificate. The purpose of the City Council Protocols & Procedures is to provide guidelines for Council Members to ensure fairness and consistency in the application of official requests and the use of City resources. City staff, including the City Attorney, will assist the City Council in ensuring that all protocols and procedures are adhered to. City Council Members are responsible for their individual conduct in addition to the conduct of the City Council as a whole. Copies of this document will be given to each new City Council Member and will be included as part of the orientation process for all newly elected members. City Council Protocol and Procedures June 2016 Page Staff requests a minimum of five days advance notice prior to the City Council Meeting date or event the certificate is requested for. from Council Members requesting a certificate. At a regular frequency, the City Manager's Office will share a summary of the certificates issued by the City Council, using existing communication channels like weekly reports or other means. City Apparel City branded apparel should be worn only for public or community events when the Council Member is representing the City. When attending a private or political event, City Council Members should avoid wearing City of Arcadia branded apparel. If a City Council member is attending a private or political event with City branded apparel, they should make it clear that they are participating as a private citizen and not as a representative of the City and should avoid posing for pictures in the branded apparel at that event. City PinsCity pins may be obtained from the City Manager’s Office and are to be used only for purposes directly related to the City. Examples include, but are not limited to: a gift to visiting dignitaries, to promote the City, or as a gesture of goodwill while traveling on City business. City Stationary The use of City stationery should be kept to matters directly relating to City of Arcadia business. All letters (except for thank you, congratulatory, or other letters of a social nature) on any type of City stationery are to be copied to the City Manager. Contact with City Staff On matters relating to certificates, proclamations, information about community events, travel and meeting arrangements, mail, and Council meeting adjournments, please contact the Executive Assistant for the City Council. For all other matters, please contact the City Manager, the Assistant to the City Manager, or the appropriate department head. There will be instances when it is necessary for you to work with a particular member of the City staff. For purposes of efficiency, direct contact with this person is expected and encouraged; however, it is appreciated if you would refrain from giving staff direction outside of the issue at hand. Correspondence City Council mail is opened by the City Manager’s staff daily and delivered to Council Members on a weekly basis (usually Friday morning). Time sensitive mail is scanned and emailed upon receipt. City Council Protocol and Procedures June 2016 Page 5 Unless there is a request for a personal opinion or action, or the subject matter is such that there is a difference of opinion among Council Members, letters addressed to the “City Council” (or the same letter is sent to the entire City Council) will be responded to by a letter from the sitting Mayor, on behalf of the City Council. City staff will prepare a response for the Mayor’s signature. Upon completion, a copy of the incoming letter and response will be distributed to all Council Members. Letters addressed to individual Council Members will be given to the Member only and responded to by said Member. If asked, staff will prepare a response for the Council Member’s review. Details about events to which the City Council is invited will be placed on the calendar included in the Weekly Report (assuming the invitation is mailed to City Hall). In addition, staff will note on the invitation the names of the Council Members to whom it was mailed. If a certificate or proclamation is requested, or appropriate from past practice, staff will prepare such and provide it to the Council Member that is going to attend the event. Not all events require a certificate. In most cases, when a certificate or proclamation is not asked for it is because the event organizers do not want one nor do they want to add time for a City presentation to their program. City staff may provide administrative and clerical support to Council Members with regard to correspondence as long as the issue at hand is directly related to City business. Should a Council Member respond to or initiate a letter on their own, he/she is to use City stationery that contains their name only. If the subject matter is one of opinion rather than policy, it should be made clear that the Council Member is speaking as an individual and not on behalf of the City or his/her colleagues on the Council. All letters (except for thank you, congratulatory, or other letters of a social nature) sent on City stationery, and all e-mails regarding City business, are to be copied to the City Manager so that staff can accurately respond to a resident’s inquiry about the status of their request and/or answer follow-up questions. The City, or individual Council Members, will not issue letters of invitation to foreign countries, agencies, or businesses. Legislative Correspondence When legislation is proposed that will affect the City of Arcadia, the City Manager will prepare letters for the Mayor’s signature to the appropriate officials, be they Federal, State, or County legislators, informing them of the City’s support or opposition. These letters may specifically request that the legislator vote in a particular manner. City Council Protocol and Procedures June 2016 Page 6 In determining the City’s position on a piece of legislation, the City Manager shall review the League of California Cities’ position and those of any other pertinent municipal association in which the City or an individual staff member is a member (San Gabriel Valley Council of Governments, County Sanitation District, etc.). The City Manager will consult with the City Attorney as necessary. The City Manager may prepare letters urging certain advocacy on legislative affairs that may impact City services under their signature if time is of the essence or if it is known that the proposed legislation would affect an established and known City position, program, service, or policy. Any letters sent by the City Manager will be placed with the City Manager’s Weekly Report to Council. Ticket Distribution Tickets to attend events at Santa Anita Park (i.e. Racing, concerts, etc.) are available for use by the City Council through the City Manager’s Office. City Council Members are allowed to request tickets in accordance with the City’s Ticket Distribution Policy. Tickets that are received by City Council Members are for the private use of the individual requestor and must comply with all applicable Fair Political Practices Commission (FPPC) regulations. Travel Expense Reimbursement It is the policy of the City of Arcadia to pay for expenses incurred by Council Members when the expense is related to official City business or when it serves a public purpose. The City will pay for or reimburse Council Members for expenses incurred while conducting City business or while representing the City at community functions. The City may pay for or reimburse the following types of expenses: •Office supplies•Transportation - airfare, mileage or gasoline, rental car, parking•Lodging• Meals•Telephone•Baggage handling fees•Reasonable and customary gratuities•Internet and business center costs for actual City businessActivities that generally qualify for advance payment or reimbursement include: •Educational or informational meetings, workshops, and conferences•Participation in regional, state or national organizations whose activities affect theCity's interests•Attendance at City functions City Council Protocol and Procedures June 2016 Page 7 •Attendance at community and community-related events, including those heldprimarily for the purpose of raising funds for a non-profit organization operatingwithin the communityFor community events at which attendance by the City Official and the Official’s significant other is generally considered to be expected, thereby serving the public purpose of joining the City Official in fostering ties with the community, the City may purchase a ticket for the Official and the Official’s significant other. Expenses not eligible for reimbursement or advance payment by the City include: •Personal expenses•Alcohol•Dry cleaning•Political or charitable contributions (Purchasing a ticket to an event that raisesfunds for a non-profit charitable organization is a reimbursable expense, providedthat the Official’s attendance at the event serves a public purpose.)•Entertainment expenses such as movies, sporting events, golf, etc.Non-mileage personal automobile expenses such as repairs, traffic citations,insurance and related Transportation The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements should be used. Airfare is limited to coach class on a commercial air carrier. An Official may obtain personal frequent flyer credits for flights taken, but the selection of an airline or a given trip shall not be made for the purpose of accumulating such miles. Automobile mileage is reimbursed at the prevailing Internal Revenue Service rate. If a rental car is necessary for the performance of an Official's duties, the car shall be "standard/intermediate/full-size" unless an upgrade is provided at no additional cost. When using the City's contracted vendor (Enterprise), physical damage and liability insurance should be provided as part of the quoted cost. If another car rental agency is used the liability insurance/damage waiver offered by the rental car company should be purchased at the time of rental. City vehicles are not usually used for transportation on extended trips, but if necessary they can be used with the approval of the City Manager or appropriate Department Head. Taxi fare, shuttle fees and parking fees are eligible for reimbursement as long as said expenses are incurred for City business. City Council Protocol and Procedures June 2016 Page 8 Lodging Lodging expenses will be paid for when travel on official City business reasonably requires an overnight stay. Lodging expenses are authorized for travel outside of a 50- mile radius of City Hall unless approved in advance by a majority of the City Council for Council Members and or by the City Manager for employees. Travelers should request the government rate, when it is available. Government rates are presumed to be reasonable and therefore reimbursable through this policy. If the government rate is not available, lodging should be obtained that is at the median retail price for that area. If lodging is in connection with a conference or group meeting, the cost shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available at the time of booking. If the group rate is not available, comparable (e.g. government rate) lodging may be used, keeping in mind that it should be within the median retail price for the area. Meals Reasonable (market rate) meal expenses and associated customary gratuities are eligible for reimbursement. Whenever possible, an attempt should be made to take advantage of meals that are included as part of the event. For the purpose of this policy, when on a trip the reasonable reimbursement rate for meals is the current Internal Revenue Service per diem, unless unusual circumstances exist. This daily amount does not preclude the Official's responsibility to take advantage of meals included as part of the event. When attending a City-related function other than a conference, seminar or meeting, the actual cost of the meal will be reimbursed. Cash Advances From time to time it may be necessary for an Official to request a cash advance to cover anticipated expenses while traveling or doing business on behalf of the City. Such request for an advance should be submitted to the City Manager prior to the need for the advance with an explanation of the purpose of the expenditure and the anticipated amount of the expenditure. This request may be made on a "Travel Request and Expense Report Form." Any unused advance must be returned to the City. As noted below, expenses may be pre-paid, with the understanding that receipts still need to be submitted. Procedure Arrangements for attendance at meetings, conferences and events may be made by the Council Member or by the City Council's staff liaison in the City Manager's Office. To the City Council Protocol and Procedures June 2016 Page 9 extent possible, fees and charges may be paid in advance, with any outstanding documentation to follow when it is available. Whether travel arrangements are made by a staff member or by the Council Member, it is the elected officials' responsibility to ensure that all receipts and documentation are submitted as outlined in this policy. All expense reimbursement requests are to be documented with receipts and submitted on the appropriate paperwork, which may include an expense report form, a petty cash slip or another City Manager approved form. For extended trips, a "Travel Request and Expense Report Form" is usually required and must be completed and approved by the City Manager prior to the travel taking place. As noted above, City Officials shall submit an expense report (or another approved form) in order to receive reimbursement. Expense reports must document that the expense in question meets the requirements of this policy. For example, if the meeting is with a legislator, the local official should explain whose meals were purchased, what issues were discussed, and how they relate to the City of Arcadia. Expense documentation should be submitted within 30 days of the expense being incurred, accompanied by receipts. Inability to provide such documentation in a timely fashion may result in the expense being borne by the Official. All expenses are subject to verification that they comply with the intent of this policy. Other Expenses All expenses for activities and materials not included in this policy require prior approval. For Council Members that approval is to be by the City Council at a public meeting. For City employees, that approval is to be by the City Manager. AB 1234 Reporting Officials subject to AB 1234 must make a brief report at the next meeting of the legislative body on a conference, event, or meeting they attended at the expense of the City. An exception to this is that if an employee attends a function as a City employee and not as a member of a legislative body, it is doubtful that AB 1234 reporting is required. Consult with the City Attorney if there are questions about this requirement. Violations The penalties for misusing public resources or falsifying expense reports in violation of this policy may include, but are not limited to, the following: a) Loss of reimbursement privileges City Council Protocol and Procedures June 2016 Page 10 b)Restitution to the City c)Civil penalties pursuant to Section 8314 of the Government Proclamations A Proclamation may be prepared for a special occasion or commemorative event and may be presented at a City Council meeting or a specific event. Reasons for issuing a proclamation are wide ranging; however, they should always have some connection to the City of Arcadia. Proclamations are always signed by the sitting Mayor. The City Council does not issue proclamations for non-City activities, for mass “national __________________ week/month” campaigns, or for legislative matters. Staff requests at least one week advance notice prior to the posting of the City Council meeting agenda from Council Members requesting a proclamation. Promotion of Individual Council Members When “promoting or advertising” a City service, program or event, it is the City’s policy to promote the activity as a whole and the City as a whole. From time to time a quote from an elected official will be included in a press release and the quote is usually from the Mayor, who speaks on behalf of the City/City Council. The City is not legally able to promote individual Council Members. In fact, there are restrictions on how the City may use the name and/or likeness of elected officials in City publications. To avoid problems, Arcadia takes a conservative approach to this issue and focuses on the City and activity rather than a particular person. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 CITY MANAGER A. PURPOSE The purpose of this policy is to ensure that all Tickets provided to the City shall be distributed in furtherance of governmental and/or public purposes as required under Fair Political Practices Commission (FPPC) Regulation 18944.1. B. APPLICATION 1.This policy applies to Tickets which provide admission to a facility, event, show, or performance for an entertainment, amusement, recreational or similar purpose, and are either: a) gratuitously provided to the City by an outside source; b) acquired by the City by purchase at full price or at a discount; c) acquired by the City as consideration pursuant to the terms of a contract for the use of a City venue; or d) acquired and distributed by the City in any other manner. 2.This policy does not apply to any other item of value provided to the City or any City Official, regardless of whether received gratuitously or for which consideration is provided. 3. This policy shall supersede and replace any other City policy pertaining to the distribution of Tickets. C. DEFINITIONS Unless otherwise expressly provided herein, words and terms used in this policy shall have the same meaning as that ascribed to such words and terms in the California Political Reform Act of 1974 (Government Code Sections 81000, et seq., as the same may from time to time be amended) and the Fair Political Practices Commission (“FPPC”) Regulations (Title 2, Division 6 of the California Code of Regulations, Sections 18110 et seq., as the same may from time to time be amended). 1.“City” or “City of Arcadia” shall mean and include the City of Arcadia, any other affiliated agency or body created or activated by the Arcadia City Council, and any departments, boards and commissions of the City of Arcadia. APPENDIX 1 ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 2 2.“City Official” means every member, official, officer, employee or consultant of the City of Arcadia, as defined in Government Code Section 82048 and FPPC Regulation 18701. Such term shall include, without limitation, any City board or commission member or other appointed official or designated employee required to file an annual Statement of Economic Interests (FPPC Form 700). 3.“Immediate family” means spouse and dependent children. The term “spouse” includes registered domestic partners (FPPC Regulation 18229). 4.“Ticket” means and includes any form of admission privilege, including without limitation passes, to a facility, event, show or performance for an entertainment, amusement, recreational or similar purpose provided by the City to, or at the behest of, a City Official. D.GENERAL PROVISIONS 1.The use of complimentary Tickets is a privilege extended by the City and not the right of any person to whom the privilege may from time to time be extended. 2.Tickets received by a City Official pursuant to this policy shall not be transferred, except to members of such City Official’s immediate family or to no more than one guest solely for his or her attendance at the event. 3.No person who receives a Ticket pursuant to this policy shall sell or receive reimbursement for the value of such Ticket. 4.No Ticket gratuitously provided to the City by an outside source and distributed to, or at the behest of, a City Official pursuant to this policy shall be earmarked by the outside source for use by a specific City Official or a certain class of City Officials. 5.This policy does not generally apply to political or nonprofit fundraisers which are governed by a separate FPPC regulation. 6.Tickets received or directed for use by a City Official not in conformance with this policy remain subject to separate disclosure requirements and the annual gift limit under the California Political Reform Act and related regulations, unless otherwise exempted or excluded under state law. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 3 7. Tickets to events that primarily provide information and related material and are provided to assist the City Official in the performance of his or her official duties or those of his or her elected office are also not generally subject to this policy. To the extent that any event might be considered to be more entertainment-oriented, the City Attorney’s office should be consulted concerning possible disclosure and reporting requirements. 8. Tickets provided to a City Official and one guest for admission to a facility, event, show, or performance for an entertainment, amusement, recreational, or similar purpose, at which the City Official performs a ceremonial role on behalf of the City, shall not be subject to this policy so long as the City complies with the reporting requirements set forth below. Any City Official who attends the event as part of his or her job duties for the purpose of assisting another City Official who is performing the ceremonial role shall not be deemed to have received a gift or income by attending the event. 9. Any City Official, any member of the City Official’s immediate family, or any guest of the City Official may return any unused ticket to the City for redistribution pursuant to this policy. 10. The FPPC recognizes the discretion of the City Council to determine whether the distribution of a Ticket serves a legitimate public purpose of the City, provided the determination is consistent with state law. 11. The provisions of this policy apply only to benefits the City Official receives that are provided to all members of the public possessing the same class of Ticket. E. TICKET ADMINISTRATOR 1. The City Manager or his/her designee, shall be the Ticket Administrator for purposes of implementing the provisions of this policy. In such case where the City Manager desires to obtain a Ticket, the City Council authorizes the Mayor to exercise the City’s sole discretion in determin ing whether the City Manager’s use or behest of Tickets is in accordance with the terms of this policy. 2. The Ticket Administrator shall have the authority, in his or her sole discretion, to establish procedures for the distribution of Tickets in accordance with this policy. All requests for Tickets which fall within the scope of this policy shall be made in accordance with these procedures. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 4 3. The value of any Ticket shall be deemed to be its face value unless calculated otherwise pursuant to FPPC Regulation 18946.1. 4. The Ticket Administrator, in his or her sole discretion, may revoke or suspend the Ticket privileges of any person who violates any provision of this policy or the procedures established by the Ticket Administrator for the distribution of Tickets. 5. If available, the City Manager shall attend all events to which the City obtains control of Tickets as the City’s primary representative. F. CONDITIONS UNDER WHICH TICKETS MAY BE DISTRIBUTED Subject to the following conditions, complimentary Tickets may be distributed to City Officials pursuant to any one or more of the following: 1. The City Official reimburses the City for the face value of the Ticket(s), provided that: a) reimbursement shall be made at the time the Ticket(s) is/are distributed to the City Official, and b) the Ticket Administrator shall, in his or her sole discretion, determine which Tickets, if any, shall be made available under this section. 2. The City Official treats the Ticket(s) as income consistent with applicable federal and state income tax laws and the City reports the distribution of the Ticket(s) as income to the City Official in compliance with the reporting requirements set forth below. 3. The City Official reports the Ticket(s) as a gift on his or her FPPC Form 700 when no governmental or public purpose (as set forth below) for the use of the Ticket(s), or for distribution at the behest of a City Official, has been identified by the Ticket Administrator. 4. The distribution of the Ticket(s) to, or at the behest of, a City Official accomplishes a governmental and/or public purpose. The following list of governmental and/or public purposes the City may accomplish through the distribution of Tickets is illustrative rather than exhaustive: ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 5 a) Facilitating the attendance of a City Official at an event where the job duties of the City Official require his or her attendance at the event. b) Promotion of intergovernmental relations and/or cooperation and coordination of resources with other governmental agencies, including, but not limited to, attendance at an event with or by elected or appointed public officials from other jurisdictions, their staff members and their guests. c) Promotion of City resources and/or facilities available to Arcadia residents. d) Promotion of City run, sponsored or supported community programs or events. e) Promoting, supporting and/or showing appreciation for programs or services rendered by charitable and non-profit organizations benefiting Arcadia residents. f) Promotion of business activity, development, and/or redevelopment within the City. g) Promotion of City-owned businesses. h) Promotion of City tourism on a local, state, national or worldwide scale. i) Promotion of City recognition, visibility, and/or profile on a local, state, national or worldwide scale. j) Promotion of open government by City Official appearances, participation and/or availability at business and/or community events. k) Increasing public exposure to, and awareness of, the various recreational, cultural, and educational venues and facilities available to the public within the City. l) Attracting or rewarding volunteer public service. m) Encouraging or rewarding significant academic, athletic, or public service achievements by Arcadia students, residents or businesses. n) Attracting and retaining highly qualified employees in City service. ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 6 o) Recognizing or rewarding meritorious service by a City employee. p) Promoting enhanced City employee performance or morale. q) Recognizing contributions made to the City by former City Council members or City employees. r) Fulfilling sponsorship agreements involving private events where the City specifically seeks to enhance the City’s reputation, either locally or regionally, by serving as host in order to provide opportunities to meet and greet visitors, dignitaries and residents. s) Fulfilling written contracts where the City as a form of consideration has required that a certain number of tickets or suites be made available for its use. t) Attending charitable fundraisers for the purpose of networking with other community and civic leaders. u) Attendance by spouses/partners of a City Official in order to accompany the City Official to any of the events listed above. 5. Tickets obtained by the City (i) pursuant to the terms of a contract for use of public property, (ii) because the City controls the event, or (iii) by purchase at fair market value, are used by or distributed, at the behest of a City Official, in accordance with this policy. Any ticket received for the purposes set forth herein and distributed to a City Official, other than an elected official or member of the legislative or governing body of the City, for the City Official’s personal use, to support general employee morale, retention, or to reward public service, is deemed to serve a public purpose, and any Tickets distributed to a City Official for such purpose must be reported as described below. For purposes of this subsection, “personal use” means use by the City Official, his or her family, or no more than one guest. G. DISCLOSURE/REPORTING REQUIREMENTS Tickets distributed to City Officials pursuant to Section F above, or for a ceremonial purpose as defined in FPPC Regulation 18942 (a)(12), must be maintained as a public record by the City, subject to inspection and copying under Government Code section 81008 (a). A record of the Ticket must be completed on Form 802, or any alternative form subsequently ADMINISTRATIVE POLICY Policy No.: II-08 SUBJECT: TICKET DISTRIBUTION POLICY Adopted: 04/07/2009 Amended: 02/15/2011 08/21/2012 7 adopted by the FPPC. This form must be forwarded to the FPPC for posting on the FPPC’s website. This public record shall include the following information.  The name of the recipient, except that if the recipient is an organization, the City may post the name, address, description of the organization and number of Tickets provided to the organization in lieu of posting the names of each recipient;  a description of the event;  the date of the event;  the face value of the Ticket;  the number of Tickets provided to each person;  if the Ticket is requested by an official, the name of the official who requested the Ticket; and  a description of the public purpose under which the distribution was made or, alternatively, that the Ticket was distributed as income to the official. Tickets distributed by the City for which the City receives reimbursement from a City Official, or which are reported as a gift on FPPC Form 700, shall not be subject to the disclosure provisions set forth above. /// /// /// ADMINISTRATIVE POLICY Policy No.: III-08 Adopted: 12/07/1999SUBJECT: POLITICAL ACTIVITIES Amended: CITY MANAGER Page 1 of 2 PURPOSE The intent of this policy is to clarify the level of participation allowed by City employees in political activities within the community while on duty. DEFINITIONS “Political Activity” shall mean to petition, to make public speeches, to campaign for or against political candidates, to speak out on questions of public policy, to distribute political campaign literature and to make campaign contributions. POLICY Arcadia employees are precluded from running for City of Arcadia political office while employed by the City. Section 905 of the Arcadia City Charter states, “Any City employee, upon becoming a candidate for and elective public office of the City of Arcadia, shall be required to take and shall be granted a leave of absence without pay to remain in effect during the period of time such person is a candidate.” The City Charter also in Section 905 restricts political campaign involvement by employees. “No City employee shall take any part in any political campaign while in a uniform bearing the insignia or name of the City of Arcadia. No person shall use the administrative offices and facilities of the City for the purpose of furthering a political campaign for public office.” City employees also may NOT: engage in political activity while on duty engage in political activity in a city office engage in political activity while using a city vehicle solicit political contributions from the general public or fellow employees while on duty wear political buttons while on duty sign or circulate political petitions or distribute campaign literature while on duty distribute campaign literature on city premises coerce political action while on duty APPENDIX 2 ADMINISTRATIVE POLICY Policy No.: III-08 Adopted: 12/07/1999SUBJECT: POLITICAL ACTIVITIES Amended: CITY MANAGER Page 2 of 2 promote or oppose legislation while on duty (other than pursuant to an official position adopted by the City Council or City Manager on behalf of the City) use position or status to influence the political activity of another person while on duty It is imperative that all employees become familiar with this policy. Violations will result in disciplinary action and possible termination.