Study Session

Agenda

CITY OF SOUTH PASADENA

STUDY SESSION

AGENDA

SPECIAL CITY COUNCIL MEETING

WEDNESDAY, AUGUST 5, 2026, AT 6:00 PM

AMEDEE O. "DICK" RICHARDS JR. COUNCIL CHAMBERS

1424 MISSION STREET, SOUTH PASADENA, CALIFORNIA 91030

NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY

The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. "Dick" Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030.

Public participation may be made as follows:

In-Person - Council Chambers, 1424 Mission Street, South Pasadena, CA 91030

Live Broadcast via the City website - http://www.spectrumstream.com/streaming/south_pasadena/live.cfm

Via Zoom - Meeting ID: 825 9999 2830

Written Public Comment - written comment must be submitted by 12:00 p.m. the day of the meeting by emailing to ccpubliccomment@southpasadenaca.gov

Via Phone-+1-669-900-6833 and entering the Zoom Meeting ID listed above.

Meeting may be viewed at:

Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or

Click on the following unique Zoom meeting link:

https://us06web.zoom.us/j/82599992830 or

By calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above; and viewing the meeting via http://www.spectrumstream.com/streaming/south_pasadena/live.cfm

CALL TO ORDER

CALL TO ORDER:

Mayor

Sheila Rossi

ROLL CALL

ROLL CALL:

Mayor

Sheila Rossi

Mayor Pro Tem

Omari Ferguson

Councilmember

Michael A. Cacciotti

Councilmember

Jon Primuth

Councilmember

Janet Braun

PUBLIC COMMENT

CONSENT CALENDAR

OPPORTUNITY TO COMMENT ON CONSENT CALENDAR

CITY OF SOUTH PASADENA STUDY SESSION AGENDA SPECIAL CITY COUNCIL MEETING WEDNESDAY, AUGUST 5, 2026, AT 6:00 PM AMEDEE O. "DICK" RICHARDS JR. COUNCIL CHAMBERS 1424 MISSION STREET, SOUTH PASADENA, CALIFORNIA 91030 NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. “Dick” Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030. Public participation may be made as follows: In-Person – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030 Live Broadcast via the City website – http://www.spectrumstream.com/streaming/south_pasadena/live.cfm Via Zoom – Meeting ID: 825 9999 2830 Written Public Comment – written comment must be submitted by 12:00 p.m. the day of the meeting by emailing to ccpubliccomment@southpasadenaca.gov Via Phone–+1-669-900-6833 and entering the Zoom Meeting ID listed above. Meeting may be viewed at: 1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or 2. Click on the following unique Zoom meeting link: https://us06web.zoom.us/j/82599992830 or 3. By calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above; and viewing the meeting via http://www.spectrumstream.com/streaming/south_pasadena/live.cfm CALL TO ORDER CALL TO ORDER: Mayor Sheila Rossi ROLL CALL ROLL CALL: Mayor Sheila Rossi Mayor Pro Tem Omari Ferguson Councilmember Michael A. Cacciotti Councilmember Jon Primuth Councilmember Janet Braun 1

1. STUDY SESSION REGARDING DEVELOPMENT OF CITY COUNCIL RULES OF PROCEDURE AND COUNCIL GOVERNANCE POLICIES PUBLIC COMMENT CONSENT CALENDAR OPPORTUNITY TO COMMENT ON CONSENT CALENDAR Items listed under the Consent Calendar are considered by the City Manager to be routine in nature and will be enacted by one motion unless a public comment has been received or Councilmember requests otherwise, in which case the item will be removed for separate consideration. Any motion relating to an ordinance or a resolution shall also waive the reading of the ordinance or resolution and include its introduction or adoption as appropriate. ACTION/DISCUSSION Recommendation It is recommended that the City Council: 1. Conduct a study session regarding the development of comprehensive City Council Rules of Procedure and Council Governance Policies; 2. Provide policy direction regarding meeting procedures, public participation, agenda management, Council communications, ceremonial recognitions, committee assignments, and related governance matters; and 3. Direct staff to return with draft policies and procedures incorporating City Council feedback for future consideration and adoption. . CERTIFICATION OF POSTING I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on August 5, 2026, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City, website as required by law, on the date listed below. 07/30/2026 /S/ Date Nikima Newsome, Chief City Clerk 2

Study Session Agenda Report ITEM NO. 1 DATE: August 5, 2026 FROM: Todd Hileman, City Manager PREPARED BY: Nikima S. Newsome, Chief City Clerk SUBJECT: STUDY SESSION REGARDING DEVELOPMENT OF CITY COUNCIL RULES OF PROCEDURE AND COUNCIL GOVERNANCE POLICIES Recommendation It is recommended that the City Council: 1. Conduct a study session regarding the development of comprehensive City Council Rules of Procedure and Council Governance Policies; 2. Provide policy direction regarding meeting procedures, public participation, agenda management, Council communications, ceremonial recognitions, committee assignments, and related governance matters; and 3. Direct staff to return with draft policies and procedures incorporating City Council feedback for future consideration and adoption. Executive Summary The City Council currently conducts its business pursuant to applicable provisions of the Ralph M. Brown Act, the South Pasadena Municipal Code, and various adopted policies and practices. While these authorities provide the legal framework for Council operations, several procedural and governance matters are not currently consolidated into a single, comprehensive policy structure. To promote consistency, transparency, efficiency, and effective governance, staff is seeking City Council direction regarding the development of formal City Council Rules of Procedure and Council Governance Policies. The proposed framework would establish clear standards for meeting conduct, public participation, agenda development, Councilmember communications, ceremonial recognitions, committee assignments, and other governance matters. The purpose of this study session is to obtain policy direction from the City Council prior to preparation of draft policies for future consideration. Background The City Council serves as the legislative body of the City and is responsible for establishing policy direction, adopting ordinances and resolutions, approving the annual budget, and representing the interests of the community. Over time, Council practices and procedures have evolved through a combination of adopted 3

policies, administrative practices, and operational norms. Additionally, recent changes in State law, including Senate Bill 707 (SB 707), have created new requirements regarding public participation, remote access, accessibility, and agenda translations. In preparation for this study session, staff reviewed Council rules, governance manuals, ceremonial recognition policies, and operational protocols from numerous California agencies, including the Cities of Monterey Park, Saratoga, Brentwood, Menifee, Napa, San Fernando, Laguna Hills, Sunnyvale, La Quinta, and Santa Monica. Common themes among these agencies include the adoption of comprehensive rules governing meeting procedures, public participation, Council conduct, agenda management, ceremonial recognitions, and committee reporting. Analysis Staff recommends the City Council consider the development of a Council Governance Framework consisting of three separate but complementary documents: City Council Rules of Procedure The Rules of Procedure would govern the conduct of City Council meetings and establish consistent procedures for legislative business. Potential topics include: Types of meetings Quorum and voting requirements Parliamentary procedures Public hearing procedures Consent calendar procedures Rules of decorum Meeting adjournment policies Public comment procedures Future agenda item procedures SB 707 compliance requirements Remote participation procedures Accessibility accommodations Minutes preparation standards Council liaison role and responsibilities Discussion Questions 1. Should the City utilize Rosenberg's Rules of Order, Robert's Rules of Order, or a hybrid approach? 2. Should public comment time limits remain fixed or vary based on the number of speakers? Council Governance and Operational Policies Governance policies would address Council operations outside of formal meetings and establish expectations regarding Councilmember conduct and responsibilities. Potential topics include: Mayor and Mayor Pro Tem Roles Establishment of a formal rotation policy Meeting facilitation responsibilities 4

Ceremonial duties Agenda coordination Committee appointment authority Regional representation Council Committee and Regional Assignments Appointment process Reporting expectations Attendance requirements Alternate member designations Annual review of assignments Discussion Questions 1. Should formal Council rules/norms be adopted? 2. Should a formal process for Mayor/Mayor Pro Tem Appointment be adopted? 3. What level of reporting should be required from Council representatives serving on regional bodies? 4. Should written committee reports be required in addition to verbal reports? 5. How much advance notice should Councilmembers provide when requesting remote participation? 6. Should action minutes remain the City's standard format or should more detailed summary minutes be considered? 7. What role should Council Liaisons play in supporting boards and commissions? Ceremonial Recognition Policy The City regularly receives requests for proclamations, certificates of recognition, certificates of appreciation, and other ceremonial documents. Establishing a formal policy would provide consistency and transparency regarding the review and approval process. Potential recognition categories include: Proclamations Certificates of Recognition Certificates of Appreciation Retirement and other milestone recognitions Community service recognitions Youth achievement recognitions Organizational milestone recognitions Potential policy components include: Eligibility Criteria Demonstrated community benefit Local nexus to South Pasadena Significant achievement or accomplishment Educational or civic value Approval Authority Mayor approval Mayor and City Manager approval City Council approval for specific recognitions 5

Administrative Requirements Standardized request form Submission deadlines Required supporting information Presentation procedures Discussion Questions 1. What categories of ceremonial recognitions should the City issue? 2. Should requests be limited to organizations or individuals with a demonstrated connection to South Pasadena? 3. Should recurring annual proclamations be administered through an approved proclamation calendar, and if so, who should be responsible for coordinating with and inviting organizational representatives to attend Council meetings to receive the proclamations? 4. What approval authority should apply to various recognition categories? Implementation of Senate Bill 707 Senate Bill 707 (SB 707) establishes new requirements for local agencies related to public participation, accessibility, remote access, and meeting operations. While the agenda translation provisions of SB 707 apply only to eligible legislative bodies meeting specified statutory thresholds—which the City of South Pasadena does not currently meet—the legislation reflects a broader emphasis on expanding access to legislative proceedings and promoting meaningful opportunities for public engagement. The City Attorney previously provided the City Council with an overview of the City's responsibilities under SB 707 at the February 4, 2026, City Council meeting. Subsequently, on March 4, 2026, the City Council adopted a Technology Disruption Policy in compliance with SB 707 and Government Code Section 54953.4. All remaining statutory requirements have since been implemented administratively. As part of the development of comprehensive Council Rules of Procedure, the City Council may wish to consider whether additional policies and procedures should be incorporated to further clarify meeting operations, enhance public participation opportunities, and codify the City's ongoing compliance efforts. Potential policy considerations include: Public recording rights and procedures consistent with Government Code requirements; Standards of decorum applicable to both in-person and remote participants; Procedures for addressing disruptive conduct while preserving public participation rights; Guidelines governing remote public participation, including speaker recognition and time limits; Whether to provide translated agendas or agenda summaries beyond what is required by State law; Administrative procedures to support public outreach and accessibility efforts; and Clarification of written public comment submission procedures. Staff recommends incorporating any Council direction regarding these matters into the draft Rules of Procedure to be presented for future consideration. Staff further recommends that the Rules of Procedure incorporate all applicable State law requirements and establish clear, consistent procedures for implementation and ongoing compliance. Fiscal Impact 6

There is no immediate fiscal impact associated with conducting this study session. Future implementation costs may include agenda translation services, technology enhancements, public participation platforms, and administrative resources necessary to comply with State law and implement Council-directed policies. Any fiscal impacts will be identified and presented to the City Council during future consideration of draft policies. Key Performance Indicators and Strategic Plan The development of comprehensive Council Rules of Procedure and Governance Policies supports the City's commitment to transparency, accountability, public engagement, operational excellence, and effective governance. Attachment: Attachment No. 1 - Current South Pasadena Policies Attachment No. 2 - Comparative Summary of Council Rules and Governance Policies Reviewed Attachment No. 3 - Council Rules from Other Communities Attachment No. 4 - Ceremonial Items Policies from Other Communities Attachment No. 5 - Sunnyvale Council Recognition of Dignitaries Individuals Organizations and/or Events Policy Attachment No. 6 - Presentation 7

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RESOLUTION NO. 7879 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH PASADENA, CALIFORNIA, ADOPTING AN UPDATED CITY CONFLICT OF INTEREST CODE AND RESCINDING RESOLUTION NO. 7756 WHEREAS, the Political Reform Act ( Government Code Section 81000 et seq.) requires all public agencies to adopt and promulgate a Conflict of Interest Code ( Code); and WHEREAS, the City Council previously amended its Code by adopting Resolution No. 7756 on March 2, 2022, as set forth in Section 18730 of the California Code of Regulations; and WHEREAS, the Political Reform Act requires that the City Council review its Code biennially to determine whether amendments are required; and WHEREAS, a staff level review of the City' s Code reveals that amendments are necessary to the list of Designated Positions and corresponding Disclosure Categories; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOUTH PASADENA, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1. The City Council does hereby adopt the updated Conflict of Interest Code, a copy of which is attached hereto as " Exhibit A". SECTION 2. Resolution No. 7756 is hereby rescinded. SECTION 3. The City Clerk of the City of South Pasadena shall certify to the passage and adoption of this resolution and its approval by the City Council and shall cause the same to be listed in the records of the City. PASSED, APPROVED AND ADOPTED ON this 6th day of November 2024. Mark Perei Deputy City Clerk Evel neime Mayor APPROVED AS TO FORM: IhRoxa'n e Dia City Attorney 27

RESOLUTION NO. 7879 Page 2 of 2 I HEREBY CERTIFY the foregoing resolution was duly adopted by the City Council of the City of South Pasadena, California, at a regular meeting held on the 6' h day of November 2024, by the following vote: AYES: Braun, Cacciotti, Donovan, Primuth, and Mayor Zneimer NOES: None. ABSENT: None. ABSTAINED: None. Mark Perez Deputy City Clerk 28

EXHIBIT A" CONFLICT OF INTEREST CODE OF THE CITY OF SOUTH PASADENA, CALIFORNIA Adopted November 6, 2024) The Political Reform Act ( Government Code § 81000, et seq.) requires state and local government agencies to adopt and promulgate Conflict of Interest Codes. The Fair Political Practices Commission has adopted regulation 2 California Code of Regulations Section 18730, which contains the terms of a standard Conflict of Interest Code, which can be incorporated by reference in an agency' s code. After public notice and hearing, the standard code may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and along with the attached Appendices A and B, designating positions and establishing disclosure categories, shall constitute the Conflict of Interest Code of the City of South Pasadena. Individuals holding designated positions shall file their statements of economic interests with City Clerk who will make statements available for public inspection and reproduction MM" ( Government Code § 81008) during regular business hours, at 1414 Mission Street, South Pasadena, CA 91030. The City's Code does not establish any disclosure obligation for Members of the City Council and Planning Commission, City Treasurer, City Manager, and City Attorney, as Government Code Section 87200 et seq., requires disclosure for those positions as a matter of state law. 29

RESOLUTION NO. 7879 Page 2 of 5 om" CONFLICT OF INTEREST CODE CITY OF SOUTH PASADENA, CALIFORNIA APPENDIX DISCLOSURE CATEGORIES CATEGORY 1 ( Full Disclosure) Must disclose all investments, business positions in business entities, and sources of income ( including gifts, loans, and travel payments); and all interests in real property located in or within two miles of the jurisdiction of the City. CATEGORY 2 ( Disclosure Related to Procurement, Real Property) Must disclose all investments, business positions in business entities, sources of income including gifts, loans, and travel payments) if the source is of a type which provides, manufactures, or supplies goods, materials, equipment, machinery, or services ( including training or consulting services) of the type utilized by the department in which the person is employed or the department(s) associated with the commission in the case of a commissioner; and all interests in real property located in or within two miles of the jurisdiction of the City. CATEGORY 3 ( Disclosure Related to Procurement) Must disclose all investments, business positions in business entities, and sources of income ( including gifts, loans, and travel payments) if the source is of a type which provides, manufactures, or supplies goods, materials, equipment, machinery, or services including training or consulting services) of the type utilized by the department in which the person is employed. CATEGORY 4 ( Disclosure Related to Regulatory/ Licenses/ Permits, Real Property) Must disclose all investments, business positions in business entities, sources of income including gifts, loans, and travel payments) if the source is of a type that is subject to the regulatory, permit, or licensing authority of the City; and all interests in real property located in or within two miles of the jurisdiction of the City. CONSULTANTS Those consultants that will make, participate in the making, or act in a staff capacity for governmental decisions shall file statements of economic interests and such disclosure requirements shall conform to the range of duties. The City Manager shall make such determinations in writing to be filed with and retained in the same manner as the City' s Conflict of Interest Code. 30

wwl RESOLUTION NO. 7879 Page 3of5 CONFLICT OF INTEREST CODE CITY OF SOUTH PASADENA, CALIFORNIA APPENDIX B LIST OF DESIGNATED POSITIONS DESIGNATED POSITIONS Government Code Section 87200 Filers City Attorney City Manager City Treasurer Members of the City Council Members of the Planning Commission Boards/ Commissions/ Committees DISCLOSURE CATEGORY Govt. Code §87200 Govt. Code § 87200 Govt. Code § 87200 Govt. Code § 87200 Govt. Code § 87200 Members of the Cultural Heritage Commission 4 Members of the Design Review Board 4 Members of the Finance Commission 1 Members of the Library Board of Trustees 2 Members of the Mobility, Transportation, and Infrastructure Commission 2 Members of the Public Works Commission 2 Members of Natural Resources and Environmental Commission 2 Members of Public Art Commission 2 City Manager' s Office Deputy City Manager 1 Assistant to the City Manager 1 Management Analyst 2 Communitv Development Department Community Development Director 1 Deputy Community Development Director 1 Planning Manager 1 Assistant Planner 4 Associate Planner 4 Senior Planner 4 Community Improvement Coordinator 4 Senior Community Improvement Coordinator 4 Senior Management Analyst 4 Film Liaison 4 Planning Interns 4 Building Inspector 4 Building Official 4 Building Supervisor 4 Permit Counter Technician 4 31

RESOLUTION NO. 7879 Page 4 of 5 DESIGNATED POSITIONS DISCLOSURE CATEGORY Community Services Department Community Services Director 1 Community Services Deputy Director 1 Community Services Supervisor 3 Finance Department Finance Director 1 Budget & Purchasing Manager 3 Accounting Manager- Controller 3 Finance Manager 3 Fire Department Fire Chief 1 Fire Division Chief 1 Fire Captain 3 Fire Inspector 3 Library Services Department Director of Library, Arts, and Culture 1 now Library Support Services Manager 3 Library Public Services Manager 3 Management Services Department Management Services Director 1 Human Resources Manager 1 Chief City Clerk 1 Senior Management Analyst 2 Deputy City Clerk 3 Police Department Police Chief 1 Deputy Police Chief 1 Police Sergeant 3 Police Lieutenant 3 Management Analyst 2 Public Works Department Public Works Director 1 Deputy Director of Public Works 1 Public Works Operations Manager 2 Water Operations Supervisor 3 Water Operations Manager 2 Environmental Services & Sustainability Manager 2 Facilities and Parks Supervisor 3 Principal Engineer 2 Street Supervisor 3 32

RESOLUTION NO. 7879 Page 5of5 Senior Civil Engineer Transportation Project Manager 33

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