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CITY COMMISSION
HANDBOOK
DATE: APRIL 14, 2026
INTRODUCTION
PURPOSE/OVERVIEW:
This Handbook provides general information about the City Commission’s policies,
procedures, expectations, and benefits for all city commissioners.
The City Commission of Muskegon maintains this handbook with the objectives of:
• Providing clear information to all commissioners
• Ensuring compliance with the commission’s policies, procedures, and expectations
GOALS:
The mutual success of everyone depends on each commissioner’s commitment as a team
member to do the best job possible.
OPERATIONAL GUIDELINES:
Each commissioner should review the contents carefully and keep the handbook for future
reference. The City Commission Handbook is not a contract and does not provide any
specific rights or benefits.
AMENDMENTS:
The City Commission reserves the right to alter, add, modify, amend, change, and/or
terminate any or all of the information contained in this Handbook at any time. Further, no
City Commissioner or employee has the authority to make any agreement that is contrary
to the provisions of this Handbook. Amendments to individual policies within the
Handbook must be approved by the City Commission.
CONTACTS:
For assistance with the City Commission Handbook, please contact Ann Meisch, City Clerk
at 231-724-6721.
CONTENTS
RULES
A. Regular & Special Meetings
B. Meeting Procedures
C. Closed Meetings
D. Voting & Discussion
E. Citizen Participation
F. Virtual Public Participation
G. Agenda
H. Consent Agenda
I. Recording of Commission Meeting
J. Miscellaneous
K. Committee Assignments
L. City Manager Evaluation Process
M. Items Requiring City Commission Approval
N. Attendance
O. Travel
P. Political Signs on City Owned Property
Q. Proclamations
GUIDELINES FOR CONDUCT
A. Public Relations
B. City Commission Relations with City Staff
C. City Commission Relations with Appointed City Commissions and Committees &
Commission Member Representation to other Agencies and Groups
D. Code of Ethics
E. Computer Usage
F. Social Media Use
G. Communications
H. Commission Appointment Interview Questions
I. Potential Candidate Considerations
CITY POLICY INFORMATION
A. Purchasing Policy
B. Emergency Procedures
ACRONYMS
RULES OF THE CITY COMMISSION
A. REGULAR AND SPECIAL MEETINGS:
1. REGULAR MEETINGS
Regular meetings of the City Commission will be held on the second and fourth Tuesday
of each month beginning at 5:30 p.m., local prevailing time, at the City Hall, 933 Terrace
Street, Muskegon. Regular meetings may be rescheduled to other times by a vote of the
Commission.
2. LEGISLATIVE POLICY COMMITTEE MEETINGS
Legislative Policy meetings will be held on the fourth Wednesday of February, May, August,
and November beginning at 5:30 p.m., local prevailing time, at the City Hall, 933 Terrace
Street, Muskegon. Legislative Policy meetings may be rescheduled to other times by a vote
of the Commission.
3. SPECIAL MEETINGS
A special meeting may be called by the mayor or any of two (2) or more members-of
Commission and upon at least eighteen (18) hours-notice to each member.
4. BUSINESS AT SPECIAL MEETINGS
No business shall be transacted at any special meeting of the Commission unless the same
has been stated in the required notice of such meeting.
5. WORK SESSION MEETINGS
The Work Session meetings will be held on the Monday preceding the second Tuesday
of each month at 5:30 p.m. in City Hall, 933 Terrace Street.
6. REGULAR AND SPECIAL MEETING NOTICE (POSTING) REQUIREMENTS.
a. For regular meetings of the Commission, the Clerk shall post at the City Hall, within
three (3) days after the first meeting of the Commission in each calendar year, a public
notice stating the dates, times, and places of its regular meeting for the year.
b. For a rescheduled regular, Legislative Policy, or a special meeting, of the Commission,
a public notice stating the date, time, place and reason of the meeting shall be posted
in City Hall at least 18 hours before the meeting.
c. However, such notice, as described in 6a and b above, is not required for a meeting of
the Commission in emergency session in the event of a widespread natural disaster
or a severe and imminent threat to the health, safety or welfare of the public when
two-thirds of the members of the Commission determine that delay would be
detrimental to the city’s efforts in responding to the threat.
d. Upon written request, the Clerk shall provide a copy of such notices of meetings to any
newspaper published in the City of Muskegon and to any radio and television station
located in Muskegon County free of charge.
7. SHARING OF MEETING AGENDAS AND PACKETS
City Clerk shall upload every regular City Commission meeting packet to the city’s website
at least 84 hours prior to the start of the meeting.
8. MINUTES OF REGULAR AND SPECIAL MEETINGS
a. A journal of the proceedings of each regular, Legislative Policy, and special meeting
will be kept in the English language by the Clerk and shall be signed by the City Clerk,
upon approval of Commission.
b. Unapproved minutes of regular or special meetings will be available for public
inspection not more than eight business days after such meeting.
c. Approved minutes will be available for public inspection not later than five business
days after the meeting at which the minutes were approved.
B. MEETING PROCEDURES:
1. MEETINGS TO BE PUBLIC
All regular, Legislative Policy, and special meetings of the City Commission shall be open
to the public and citizens shall have a reasonable opportunity to be heard under such
rules and regulations as the Commission may prescribe.
2. ORDER OF BUSINESS
An agenda for each Regular Commission meeting shall be prepared by the City Manager in
conjunction with the City Clerk in accordance with the following order of business:
a. Call Meeting to Order/Welcome
b. Prayer
c. Pledge of Allegiance
d. Roll Call
e. Honors, Awards, and Presentations
f. Public Hearings
g. Federal/State/County Officials Update
h. Public Comment on Agenda Items
i. Consent Agenda
j. Unfinished Business
k. New Business
l. Any Other Business
m. General Public Comment
n. Closed Session
o. Adjournment
3. QUORUM
Four (4) members of the Commission in office at the time shall be a quorum for the
transaction of business.
4. PRESIDING OFFICER
The presiding officer shall be responsible for enforcing the Rules of the City Commission,
contained herein, as well as the Code of Conduct. The mayor shall be the presiding officer of
the Commission. In the absence of or disability of the mayor, the vice-mayor shall be the
presiding Officer of the Commission. In the absence or disability of both, the Commission
may designate another of its members to serve as presiding officer during such absence
or disability.
C. CLOSED MEETINGS:
1. PURPOSE
The City Commission may only meet in closed session for purposes defined in the Michigan
Open meetings Act as follows:
a. To consider the dismissal, suspension, or disciplining of, or to hear complaints or
charges brought against, a public officer, employee, staff member, or individual agent,
when the named person requests a closed hearing.
b. For strategy and negotiation sessions connected with the negotiation of a collective
bargaining agreement or related issues when either negotiating party requests a
closed herein
c. To consider the purchase or lease of real property up to the time an option to purchase
or lease that real property is obtained. This does not include the sale, lease or other
conveyance of city property to others.
d. To consult with its attorney regarding trial or settlement strategy in connection with
specific pending litigation, but only when an open meeting would have a detrimental
financial effect on the litigating or settlement position of the Commission.
e. To review the specific contents of an application for employment or appointment to a
public office when the candidate requests that the application remain confidential. All
interviews by a public body for employment or appointment to a public office shall be
held in an open meeting pursuant to this act.
f. To consider material exempt from discussion or disclosure by state or federal statute.
2. CALLING CLOSED SESSIONS:
A two-thirds roll call vote of the Commission members elected and serving shall be
required, except under Sections (a) and (b) above. The roll call vote shall be taken at an
open meeting and the purpose for calling the closed session shall be entered into the
minutes of the meeting at which the vote is taken.
3. MINUTES OF CLOSED MEETINGS
A separate set of minutes shall be taken by the Clerk or the designated Secretary at the
closed session. These minutes will be retained by the Clerk of the Commission, shall not
be available to the public, and shall be disclosed if required by a civil action. These minutes
shall be kept for a period of one year and one day from the date of the closed meeting.
4. CONFIDENTIALITY OF CLOSED MEETING INFORMATION
A City Commission member shall not divulge to an unauthorized person confidential
information discussed in an executive session in advance of the time prescribed for ifs
authorized release to the public by the City Commission. Commission members shall
honor the confidentiality of the debate, discussion, and preliminary action taken in
executive session, and be aware of the potential financial liability and/or harm to the
reputation of the city by premature disclosure.
D. VOTING AND DISCUSSION:
1. ROLL CALL
In all call votes, the names of the members of the Commission shall be called. A vote upon
all ordinance enactments, rezoning issues, and liquor license requests shall be taken by
a roll call vote and entered upon the records.
2. RESULTS OF VOTING
In all cases where a vote is taken, the Chair or Clerk shall declare the result.
3. DUTY TO VOTE
Whenever a question is put before the Chair, every member shall vote, provided however,
that no member shall be required to vote if:
a. That member shall have a conflict of interest and shall state his/her conflict of interest,
or
b. That member shall state that he/she has inadequate information upon which to base a
reasonably informed vote and shall state the particulars of the information desired
before a reasonable informed vote can be cast.
Absence from a prior meeting shall not constitute the basis of the lack of information
referred to above
If a member is precluded from voting pursuant to a conflict of interest, that member shall
refrain from participating in the discussion on the issue.
4. CONDUCT OF DISCUSSION
The maker of the motion shall speak first, and the supporter of the motion shall speak
second. During Commission discussion and debate, no member shall speak until
recognized for the purpose by the Chair. After such recognition the member shall confine
discussion to the question at hand. Personal comments about other individuals should be
avoided. When addressing other members of the Commission they should be addressed
by title and/or last name but not by first name. No member should request to speak a
second time on a motion as long as another is requesting recognition to speak for a first
time. After every member of the Commission has had the opportunity to speak on an item
for the first time, the mayor may ask if any member of the Commission would like to make
a motion to call the question. If a motion is made and seconded, debate shall stop
immediately and the mayor will take a vote on the motion to call the question by a roll call
vote; if 2/3 of the present Commissioners agree to end the debate, the Clerk shall
immediately take a roll call vote on the underlying motion. If the motion to call the
question fails to garner the support of 2/3 of the present Commissioners, debate will
continue; once every member has had an opportunity to speak on the item for a second
time, the mayor may ask if any member of the Commission would like to make a motion
to call the question, and the process described above will repeat itself.
5. COMMISSION MEMBER REQUESTS FOR POSTPONEMENTS
Requests for postponements on agenda items from members of Commission requires
approval by a majority of Commission present.
6. RULES OF PARLIAMENTARY PROCEDURE
The rules of parliamentary practice as contained in Robert's Rules of Order, most recent
edition, shall govern the Commission in all cases to which they are applicable, provided
they are not in conflict with these Rules or with the Ordinances and Charter of the City of
Muskegon.
7. RECONSIDERATION OF MOTIONS
When a question has been decided, it shall be in order for any Commission member who
voted on the prevailing side of the question to move the reconsideration at the same
meeting or at the next regularly scheduled meeting provided no action has been taken as
a result of the previous vote.
8. GENERAL CONSENSUS
General consent or consensus may be used to give direction and the minutes should
indicate that a majority consented.
E. CITIZEN PARTICIPATION:
1. GENERAL
Each Commission meeting agenda shall provide for reserve time for audience
participation, as requested,
2. REQUESTS TO SPEAK, LENGTH OF PRESENTATION - PUBLIC HEARINGS AND
PARTICIPATION
Members of the public at the meeting shall not speak unless recognized by the chair.
Members of the public shall be limited to speaking for a maximum of three (3) minutes
during any public hearing or public comment.
3. PERSONS ADDRESSING THE COMMISSION
Prior to addressing Commission, members of the public shall complete the public
comment form including their name and address and submit the form to the Clerk. Once
recognized by the chair, members of the public step up to the microphone/podium. The
Commission may in its discretion limit public comments to new information or matters
not fully addressed at any previous meeting regarding the agenda item at issue.
4. REQUESTS TO SPEAK
Prior to the start of the meeting, any member of the public may submit a written request
form to the City Clerk requesting to speak. All written requests will be honored under
either the Item H – Public Comment on Agenda Items or M – General Public Comment. All
comments shall be directed to the chair; Commissioners shall not engage in dialogue,
debate, or negotiation with commenters.
5. REQUESTS TO SPEAK DURING PUBLIC PARTICIPATION.
a. Any person who wishes to speak on a subject not on the printed agenda may speak
at this time. All rules of conduct still apply.
b. Candidates or any person(s) working for a candidate shall not be allowed to use
public participation time for campaigning.
6. DISORDERLY CONDUCT AT MEETINGS.
Persons addressing the Commission shall make responsible comments and shall refrain
from conduct that disrupts, delays, or interferes with the orderly conduct of the meeting.
The Chairperson may call to order any person who is being disorderly by (i) speaking
when not recognized by the chair; (ii) otherwise disrupting the proceeding by failing to
be germane; (iii) by speaking longer than the allotted time; or (iv) by engaging in
unprotected speech, including, but not limited to, true threats, fighting words, or legally
obscene material. Such persons shall thereupon be seated until the Chair shall have
determined whether the person is in order. If a person so engaged in presentation shall be
called out of order, he or she shall not be permitted to speak at the same meeting, except
upon special leave by the Commission. If the person shall continue to be disorderly and
disrupt the meeting, the chair may order the Police Department to remove the person
from the meeting.
F. VIRTUAL CITIZEN PARTICIPATION:
1. GENERAL
A staff member of the City Clerk’s Office will be at all meetings requiring virtual participation
unless staff indicates they do not need assistance.
2. LIVE MEETINGS
For live meetings broadcast on television and/or streamed on social media, a telephone
number will be assigned to give the ability for the public to call in and provide three minutes
of comment.
3. ALL OTHER MEETINGS
For all other meetings subject to the Open Meetings Act, a citizen must send a request to the
City Clerk’s Office at least two business days in advance of the meeting. Request for virtual
participation will be granted for meetings not broadcast on television and/or streamed on
social media.only be granted in the case of ADA accommodation or active-duty military
personnel. The City Clerk will provide a zoom link to each individual who requests it. Those
participating by zoom will be muted until the public comment period. Information detailing
how a request can be made will be placed on the city’s website, meeting notice, and social
media.
G. AGENDA
1. PREPARATION
The City Manager and City Clerk shall prepare an agenda for each regular, Legislative
Policy Committee, or special meeting of the City Commission. The deadline for submitting
items for Commission agenda is 4:00 pm on the Monday eight days prior to the
Commission meeting. Agenda items from Commission members should be submitted in
writing by this same time to the City Manager. The deadline for submitting items for the LPC
meeting is 4:00 pm on the Tuesday eight days prior to the LPC meeting. Items submitted by the
Mayor will be included upon request, and items submitted by any other Commissioner will
require at least 2 additional Commissioners to support the addition of the item. Requested items
will appear on a meeting agenda within three meetings after the request is made as long
as all necessary documents are included.
2. DISTRIBUTION
Agendas, ordinances and all related background material will be delivered to City
Commission members, via email, the Tuesday before the scheduled regular meeting, the
Thursday before the Legislative Policy meeting, or at least 18 hours before a scheduled
special meeting. Agendas will be made available to the public on the Wednesday before
the scheduled regular meeting and the Thursday before the Legislative Policy meeting.
Adjustments in this schedule are allowed due to holidays or extenuating circumstances
which must be disclosed when schedules are modified.
3. AGENDA MATERIAL
Department Heads, staff, and City Commissioners shall submit written requests for
inclusion on the agenda to the City Clerk with a cover sheet and necessary supporting
documents. Presentations shall be submitted by noon on the Monday eight days prior to
the Commission meeting for circulation with agendas. Agenda requests could be delayed
to a later meeting if related information is not received by the City Clerk in a timely
manner.
H. CONSENT AGENDA:
1. PURPOSE.
Consent agenda will be used to allow the City Commission to act on many items at one time.
2. AGENDA ITEMS.
A consent agenda will be developed by the City Clerk and/or City Manager prior to the
regular meeting items. Any action items not requiring a formal public hearing may be
included in the Consent Agenda. Any member of the Commission may request that an item
be removed from the consent agenda and placed on the regular agenda for discussion.
I. RECORDING OF COMMISSION MEETINGS:
1. MEETINGS MAY BE RECORDED
All regular or special meetings of the City Commission may be recorded through the use of
audio/visual electronic devices. Such recordings will be under the control and supervision
of the City Clerk.
2. RETENTION OF RECORDS
Any recordings from Commission meetings will be retained by the City Clerk in perpetuity.
J. MISCELLANEOUS:
1. AMENDMENTS TO RULES
The rules of the City Commission may be altered or amended by a majority vote of two-
thirds of the entire Commission.
2. SUSPENSION OF RULES
The rules of the City Commission may be suspended for good cause for a specified portion of
a meeting by a two-thirds majority of the entire Commission.
3. CONTROLLING AUTHORITY
These rules shall control, unless preempted by City Charter, State laws or the Court.
4. REVIEW OF CONSULTANTS
City Commission shall make an annual internal evaluation of consultants at the time of
review of the city budget to determine if the services being provided are satisfactory and if
judged to be inappropriate, will move to proceed with establishing a more formal review
process.
5. RESOLUTIONS OF RECOGNITION
Written requests for resolutions shall be submitted to the City Clerk with necessary
supporting data for inclusion on the agenda. The deadline for submitting items for
Commission agenda is noon on the Monday preceding the week of the Commission
meeting. Resolutions will be acted on at regular Commission meetings, and the mayor will
sign resolutions voted on and approved. The mayor has authority to sign any other
resolutions.
K. COMMITTEE ASSIGNMENTS:
1. ASSIGNMENTS
The mayor may assign Commission members to any committee as is deemed necessary, with
approval of the City Commission.
2. RESPONSIBILITIES
Commission member's responsibilities as committee members will be generally limited
to policy and not the administration of a department or appointed organization.
L. CITY MANAGER EVALUATION PROCESS:
The City Manager will be evaluated by the members of the City Commission before July 1st each
year. Forms and materials will be sent out by the City Clerk and all completed forms will be
returned to the City Clerk for compiling. A report will be generated by the City Clerk with the
results of the evaluations. A meeting with the City Manager and City Commissioners will be
scheduled to review the evaluations.
M. ITEMS REQUIRING CITY COMMISSION APPROVAL:
The City Commission authorizes the City Clerk, City Manager, and Division/Department Heads
to exercise discretion when determining which items require formal City Commission
approval and must be included on a City Commission Agenda. Regardless of such discretion,
the following items must be presented to the City Commission for formal action:
1. All items in which City Charter, State, or Federal rules/regulations require
legislative body approval.
2. The annual operating budget and amendments thereto.
3. All formal City Commission policies and procedures and amendments thereto.
4. All Ordinances and amendments thereto.
5. All purchases over $25,000 for which an appropriation has been not previously
established as part of the adopted or amended annual budget.
6. The purchase or sale of real property.
7. Borrowing of funds.
8. All formal agreements between the c ity and another party that extend beyond one
year in duration or result in expenses to the city in excess of $25,000 annually.
N. ATTENDANCE:
1. GENERAL
Election to the City Commission is a privilege freely sought by the nominee. It carries with it
the responsibility to participate in commission activities and represent the citizens of the city.
Attendance at commission meetings is critical to fulfilling this responsibility.
2. COMMISSION MEETINGS
a. Each commissioner is expected to inform the City Manager, City Clerk, or Mayor by
email, text, or phone if they are unable to attend a regular commission meeting. The
mayor may excuse absences for cause and may announce the reason for the absence.
b. If a commissioner has more than three consecutive absences for regular commission
meetings, the Commission, at the motion of any Commissioner, may pass a resolution
of reprimand.
c. If the Commissioner’s absences continue for more than three additional consecutive
regular meetings of the Commission, the Commission, at the motion of any
Commissioner, may enact a resolution of censure or request the commissioner’s
resignation or both.
3. COMMITTEE ASSIGNMENTS
City Commission Committees are intended to enhance communication between City
Commission and City Management at early phases of development of significant items
affecting public policy. As such, Committee participation is a fundamental duty of City
Commissioners.
a. A Commissioner unable to attend a committee meeting must inform the chair by email,
text, or phone.
b. The chair may, when deemed appropriate, send a letter to the mayor to report lack of
attendance of the assigned Commissioner.
c. If a commissioner misses more than three consecutive monthly Committee meetings,
the Committee Chair may request the mayor remove and replace the Commissioner.
For committees that meet quarterly or less frequently, the Committee Chair may make
the same request if a commissioner misses more than one meeting. For Committees
that meet only once per year, the assigned Commissioner must provide sufficient
advance notice to the mayor if they are unable to attend so a replacement can be
appointed. Should the Mayor decide to remove and replace a commissioner, a motion
of removal and a nomination for replacement will be presented to the City
Commission.
O. TRAVEL:
1. AUTHORIZED TRAVEL
In the normal course of conducting city business, Commissioners are required to travel for
purposes of work-related meetings, training opportunities, professional conferences, or
other business purposes. As part of the annual budget process, a dollar amount is set aside
for travel purposes for the coming year. In fiscal year 2025/26, the Mayor has $2,000
budgeted, and each commissioner has $1,000 budgeted.
2. TRAVEL COSTS
The city recognizes that its commissioners are responsible adults who take the same care in
incurring travel expenses while on city business as when traveling on personal business.
Accordingly, this policy does not establish rigid cost limits for lodging, meals, or other travel
costs. Instead, the following general guidelines are offered while recognizing that special
circumstances may dictate that employees incur costs beyond these guidelines:
a. Lodging – Lodging costs should generally range between $100.00 - $250.00 per night
depending on location (based on single occupancy and including local taxes from
which the city is not exempt.
Commissioners are relied upon to use their good judgment in selecting safe and
economical accommodations.
Two important factors to remember when making hotel reservations: 1) always
ask for special "government" rates that are typically deeply discounted from
regular rates and, 2) identify the travel as official city business exempt from
state sales tax and inquire as to any specific documentation requirements the
hotel may have.
Costs for in-room movies, exercise rooms, or other hotel services not included in
the basic room rate are not reimbursable by the city.
b. Meals – Meal costs should generally not exceed $62.00 per person for each full day of
travel (including gratuities and taxes). For partial day travel or individual meal
reimbursements, the following limits will apply:
Breakfast $15.00 Travel Before 8:00 AM
Lunch $17.00 Travel Before 12:00
Noon
Dinner $30.00 Travel Before 6:00 PM
Individual meal limits will apply regardless of whether or not reimbursement is sought
for other meals during the day. For example, it is not permissible to “skip” breakfast and
lunch in order to be reimbursed $62.00 for a dinner; instead, the dinner will only be
reimbursed up to the $30.00 limit specified above. Often lunch or other meals are
included in the registration price of a seminar or conference. It is expected that
employees attending these functions will partake in these meals. The city will not
reimburse meal costs if the employee chooses to forgo the conference meal and dine
elsewhere.
c. Transportation – Vehicle travel may be by either city vehicle or the Commissioner's
private vehicle. If a private vehicle is used, reimbursement will be based on the
number of miles traveled times the allowable IRS business mileage rate in effect at that
time. Air travel is generally used for destinations more than 300 miles away.
Commissioners are encouraged to take advantage of discounted airfares and should
utilize the Muskegon County Airport whenever possible.
Commissioners may elect to use private vehicles for travel to destinations more than
300 miles away and will be reimbursed based on the current IRS mileage rate or
equivalent round trip coach airfare for that destination, whichever is less. However,
no reimbursement will be made for added lodging or meal costs incurred because of
the extra travel time.
Commissioners who elect to use their own vehicle should be aware that under the laws
of the State of Michigan, every vehicle owner is required purchase insurance that is
the primary coverage for that vehicle. While using a private vehicle for city travel, any
automobile liability insurance coverage in force for the city is excess coverage only for
the Commissioner/vehicle owner.
d. Other Costs – Other incidental costs (such as parking, ground transport, phone calls),
should not exceed an average of $50.00 per day. Rental car costs generally will not be
reimbursed by the city as it is expected that Commissioners will utilize lodging in close
proximity to the conference or other event. In extraordinary circumstances where the
Commissioner deems it necessary to rent a car, reimbursement will only be made with
the written authorization of the City Manager.
e. Traveling with Spouse – There is no objection to Commissioners inviting their spouse
to travel along on city business. However, the city will pay for none of the spouse’s
travel expenses and care should be taken to maintain separate records of the
Commissioner's reimbursable travel costs.
3. PAYING FOR TRAVEL COSTS
Methods available for employees to pay travel costs include the following:
a. City Credit Card – The Executive Assistant in the City Manager’s office is designated to
use their card to pay for commissioners’ travel costs that can be readily handled in
advance (e.g., airline tickets, conference registration, hotel, etc.).
b. Personal Credit Card – Commissioners who pay travel costs on their own personal
credit card will receive cash reimbursement from the city.
c. Petty Cash Advance – Commissioners traveling on city business may receive a petty
cash travel advance of up to $300.00 from the City Treasurer’s Office to be used for
travel purposes. The City Manager must approve travel advances. Cash advances of
more than $300.00 are discouraged.
In order to distinguish travel advance requests from expense reporting, while
simplifying the process to the extent possible, there is a separate form for that
purpose. Please note that with the Request for Petty Cash Travel Advance form, the
requesting party must acknowledge that receipts and any money owed the City must
be returned within ten days of return from travel. If the money and/or expense
documentation is not returned, the Commissioner authorizes the full amount of the
travel advance to be deducted from their paycheck along with a $5.00 processing fee.
The Request for Petty Cash Travel Advance forms are available through the City
Treasurer’s Office.
4. REPORTING REQUIREMENTS FOR TRAVEL EXPENSE REIMBURSEMENT
Travel expense reporting has been simplified to the greatest extent possible. The following
guidelines apply to travel expense reporting:
a. Reimbursable travel expenses are to be reported on the Travel Expense Reporting
Form available from the City Manager’s office as soon as possible upon returning from
travel.
b. Only expenses for which cash reimbursement is sought by the commissioner need to
be reported. Expenses paid in advance on a city credit card should not be included on
the Travel Expense Reporting Form.
c. Expenses must always be supported by receipts or other documentation.
d. If total expenses to be reimbursed are $300.00 or less, commissioners may obtain
immediate reimbursement from the City Treasurer's Office.
e. If total expenses to be reimbursed are more than $300.00, they will be reimbursed as
a separately itemized, non-taxable category on the Commissioner’s regular bi-weekly
paycheck. Accordingly, travel expense report forms must be submitted to the Finance
Office with all necessary approvals no later than 5:00PM on the Thursday in the week
prior to payday for reimbursement on that paycheck.
5. DOUBLE DIPPING
It should go without saying that city expects honest and ethical behavior from its
commissioners in handling travel expense matters. Travel expenses that are partially or fully
paid by outside parties (such as federal agencies) are not to also be submitted for
reimbursement from the city. Any Commissioner found to be deliberately misreporting travel
expenses will be subject to disciplinary action as well as potential prosecution.
6. LOCAL BUSINESS EXPENSES
In addition to travel expenses, it is sometimes appropriate for City Commissioners to incur
costs on behalf of boards or committees or in the course of entertaining visiting guests. The
City Manager has full authority to approve such costs (within budgetary limits) and the same
general guidelines as outlined above for Commissioner travel expenses should be followed.
P. POLITICAL SIGNS ON CITY OWNED PROPERTY:
The City of Muskegon maintains a nonbiased status in all matters of political affiliation and strives
to prevent accusations of unfair advantage by certain candidates.
1. CITY EMPLOYEES
a. City employees should report any political signs on city property to their
supervisors.
b. City employees are authorized to remove any political signs found on city property.
c. City employees will inform any person found placing political signs that the signs
are not allowed on city property.
2. CANDIDATES
When a candidate registers for an elected position, they should be informed that political
signs are not allowed on city property and informed of repercussions for signs found on
city property. Examples of city property include the grassy area between a curb and
sidewalk along a street and city parks.
Q. PROCLAMATIONS:
1. ACCEPTABLE PROCLAMATIONS
a. Special Days – Proclamations that originate from the City of Muskegon for express
purpose of declaring a special day or week for residents of Muskegon.
b. City Involved Events – Proclamations for activities or events for which the city is
directly involved.
c. Elected Officials – Proclamations requested by organizations and ask that an elected
official present the proclamation to a group at an event or activity.
d. Awareness Activities – Proclamations requested by organizations that offer to provide
awareness activities for the benefit of the local community and attend a City
Commission meeting to accept the proclamation.
e. Other Local Governments – Proclamation of support passed in conjunction with other
local governmental units.
f. Benefactors – Proclamations honoring a person whose actions have benefited the local
community to a significant degree.
2. PROCESSING PROCLAMATIONS
a. City Commissioners – City Commissioners should indicate support for a given cause or
proclamation and send to the City Clerk and Mayor.
b. Lobby – The city should continue to post in the lobby at City Hall those proclamations
that are passed by the commission.
GUIDELINES FOR CONDUCT
A. PUBLIC RELATIONS:
Members of Commission should refrain from argument with a member of the public or staff at
Commission meetings since these arguments seldom resolve concerns and many times inflame
feelings at a public meeting. Any concerns by a member of Commission over the behavior or
work of a city employee during a Commission meeting should be directed to the City Manager
to ensure the concern is addressed.
B. CITY COMMISSION RELATIONS WITH CITY STAFF:
1. RESPECT
There shall be mutual respect from both Staff and Commissioners of their respective roles
and responsibilities when and if expressing criticism in public session.
2. REQUESTS FOR INFORMATION
Requests for information or questions by the City Commission shall be directed to the City
Manager or the appropriate Division/Department Head. All non-routine requests should be
submitted to the City Manager's office. All complaints shall be submitted to the City
Manager.
3. SHARING OF INFORMATION
All written informational material requested by individual Commissioners shall be
submitted to the City Manager who will transmit them to all Commissioners.
4. COMMISSION INFLUENCE
Commission shall not attempt to correct or influence Staff in the selection of employees,
recommendations for the awarding of contracts and city benefit programs/grants, the
selection of consultants, the processing of development applications, or the granting of city
licenses or permits.
5. MAIL HANDLING
Incoming mail clearly marked as personal shall not be opened when addressed to individual
Commissioners or staff unless requested. Any other mail addressed to city offices for the
Mayor or City Commissioners shall be opened by appropriate staff. The City Manager’s office
will advise City Commissioners if they have received mail which must be acknowledged, in
order that commission may timely respond.
6. DIRECTION TO STAFF
A Commissioner shall not direct Staff to initiate any action or prepare any report or initiate
any project or study without the approval of a majority of the City Commission. All such
requests will be first directed to the City Manager.
C. CITY COMMISSION RELATIONS WITH APPOINTED CITY COMMISSIONS AND
COMMITTEES & COMISSION MEMBER REPRESENTATION TO OTHER AGENCIES
AND GROUPS:
1. COMMISSION INFLUENCE
City Commissioners should not attempt to influence recommendations by City Commission
appointed commissions or committees, or to influence or lobby individual appointed
commission or committee members on any item under their consideration. It is important
for appointed commissions and committees to be able to make objective recommendations
to the City Commission on items before them. City Commissioners that attempt to influence
appointed commission positions on an item may prejudice or hinder their role in reviewing
the appointed commission's or committee’s recommendation as a City Commissioner.
2. ATTENDANCE AT UNASSIGNED COMMISSIONS/COMMITTEES
Individual City Commission members who are not members of an appointed commission or
committee have the right to attend meetings but are cautioned about becoming involved in
the meeting's discussion, except as a member of the public. City Commissioners, however,
may answer questions put to them or respond to information being provided. City
Commissioners should not act so as to influence an appointed commission or committee by
virtue of their holding the office of City Commissioner.
3. REPRESENTATION AT OUTSIDE AGENCY/ORGANIZATION
If a City Commissioner represents the city before another governmental agency or
organization, the City Commissioner should first indicate the majority position as an
opinion of the City Commission. Personal opinions and comments may be expressed only if
the City Commissioner clarifies that these statements do not represent the position of the
City Commission.
D. CODE OF ETHICS:
1. PUBLIC POLICY
It is hereby declared to be the policy of the City of Muskegon that all officials and employees
must avoid conflicts between their private interests and those of the general public they
serve. To enhance the faith of the people and the integrity and impartiality of all officials
and employees of the city, adequate guidelines must be provided for separating their roles
as private individuals from their roles as public servants. Where government is based on the
consent of the governed, every constituent is entitled to have complete confidence in the
integrity of their government. Each individual official, employee, or advisor of the
government must help to earn and honor that trust by their own integrity and conduct in all
official duties and actions.
2. DEFINITIONS AS USED IN THIS CODE
a) City Official/Employee – means a person elected, appointed or otherwise serving
in any capacity with the City of Muskegon in any position established by the City
Charter or by city ordinance which involves exercising a public power, trust or
duty. The term includes any official or employee of the city, whether or not they
receive compensation, including consultants and persons who serve on advisory
boards and commissions.
b) Decision Making – means exercising public power to adopt laws, regulations or
standards, render quasi-judicial decisions, establish executive policy, or determine
questions involving substantial discretion.
c) Substantial – means anything of significant worth and importance or considerable
value as distinguished from something with little value, social tokenism, or merely
nominal.
d) Compensation – means any money, property, and thing of value or benefit conferred
upon or received by any person in return for services rendered or to be rendered to
themselves or another.
e) Official Duties or Official Action – means a decision, recommendation,
approval, disapproval, or other action involving discretionary authority.
3. GRATUITIES
No city official/employee of the City of Muskegon shall solicit, accept or receive, directly or
indirectly, any gift, whether in the form of money, service, loan, travel, entertainment,
hospitality, thing or promise or in any other form, under circumstances in which it can
reasonably be inferred that the gift is intended to influence the officials/employee in the
performance of their official duties or is intended as a reward for any official action on their
part.
4. PREFERENTIAL TREATMENT
No city official/employee of the City of Muskegon shall use, or attempt to use, their official
position to unreasonably secure, request, or grant any privileges, advantages, contracts, or
preferential treatment for themselves or others.
5. USE OF INFORMATION
No city official/employee of the City of Muskegon who acquires information in the course of
their official duties, which information by law or policy is not available at the time to the
general public, shall use such information to further the private economic interests of
themselves or anyone else.
6. FULL DISCLOSURE
No city official/employee of the City of Muskegon shall participate as an agent or
representative of the city in approving, disapproving, voting, abstaining from voting,
recommending, or otherwise acting upon any matter in which they have a direct or indirect
financial interest without disclosing the full nature and extent of their interest. Such a
disclosure must be made before performing their duty or concurrently with that
performance. If the officer or employee is a member of a decision-making or advising body,
they must disclose to the chair and to other members of the body on the official record.
Otherwise, an appointed officer or employee would appropriately address disclosure to the
supervisory head of their organization or by an elected officer to the general public.
7. OUTSIDE BUSINESS DEALINGS
No city official/employee of the City of Muskegon shall engage in or accept employment or
render services for a private or public interest when that employment or service is
incompatible or in conflict with the discharge of the official or employee’s official duties or
when that employment may tend to impair their independence of judgment or action in
performing official duties.
No city official/employee shall engage in a business transaction in which the public, city
official, or employee may profit from his or her official position or authority or benefit
financially from confidential information which the public official or employee has obtained
or may obtain because of that position or authority.
8. DOING BUSINESS WITH THE CITY
No city official/employee shall engage in business with the city, directly or indirectly,
without filing a complete disclosure statement for each business activity and on an annual
basis.
9. SUPPRESSION OF PUBLIC INFORMATION
No city official/employee of the City of Muskegon shall suppress any public city report,
document, or other information available to the general public because it might tend to
affect unfavorably their private financial or political interest.
10. USE OF CITY PROPERTY
No city official/employee of the City of Muskegon shall directly or indirectly use or permit
others to use city property of any kind for purely personal gain. City officials/employees
should protect and conserve all city property, including equipment and supplies entrusted
or issued to them.
All city business conducted by email shall be done on a city-issued email account.
11. INTENTION OF CODE
It is the intention of the code that city officials and employees avoid any action, whether or
not specifically prohibited above, which might result in or create the appearance of:
a) Using public employment or office for private gain.
b) Giving or accepting preferential treatment to or from any organization or person
c) Impeding city efficiency or economy
d) Choosing complete independence or impartiality of action
e) Making a city decision outside official channels
f) Affecting adversely the confidence of the public or integrity of the city
government or
g) Giving or accepting preferential treatment in the use of city property
The Conflict of Interest and Ethical Code is intended to be preventative and punitive. It
should not be construed to interfere or abrogate in any way the provisions of any Michigan
Statutes, the Muskegon City Charter, and/or City of Muskegon Ordinances.
This policy declaration is not intended to prevent any official/employee of the City of
Muskegon from receiving compensation for work performed on his or her own time as a
private individual and not involving city business.
This declaration of policy is not intended to apply to contributions to political campaigns
which State Law governs.
Appointed staff should be mindful of how political activities on their part could be perceived
by the general public. Appointed staff should maintain a reputation of serving all members
of the Muskegon City Commission equally and impartially. To this end, appointed staff
should not participate in an election campaign on behalf of or in opposition to candidates
for the City Commission.
12. VIOLATION, ENFORCEMENT, AND ADVISORY OPTIONS
a. All matters concerning the Conflict of Interest and Ethical Code shall be directed to
one of the two following controlling authorities depending upon the employment
status of the City of Muskegon official/employee involved or the group concerned
and the nature of the action requested.
i. Elected officials of the City of Muskegon to the Mayor, City Commission, and City
Attorney
ii. Appointed employees, full and part-time, of the City of Muskegon to the City
Manager and City Attorney
b. The above-listed authorities, when requested, shall take appropriate action upon any
complaint, request for information, or otherwise resolve matters concerning Conflict
of Interest and the Ethical Code policy of the City of Muskegon. The appropriate
action to be taken in any individual case shall be at the discretion of the controlling
authority involved, which may include but is not limited to any of the following:
i. Referral of the matter to a higher authority.
ii. Pursuing further investigation by the controlling authority.
iii. Taking appropriate disciplinary action, including removal from office, appointed
position or employment, in accordance with the Muskegon City Charter, City
Code, State law, or the regulations or policies of the City of Muskegon.
iv. Deeming no action to be required.
v. Pursuing such other courses of action which is reasonable, just and appropriate
under the circumstances.
c. When deemed appropriate, the abovementioned controlling authorities may render
written advisory opinions interpreting the Conflict of Interest and Ethical Code of
Conduct outlined in Section 3. Any city official/employee may seek guidance from the
controlling authority upon written request on questions directly relating to the
propriety of their conduct as officials and employees. Each written request and
advisory opinion shall be confidential unless released by the requestor.
i. Request for opinions shall be in writing.
ii. Advisory opinions may include guidance to any employee on questions as to:
• Whether an identifiable conflict exists between their personal interests or
obligations and their official duties
• Whether their participation in their official capacity would involve
discretionary judgment with significant effect on the disposition of the matter
in conflict
• What degree their personal interest exceeds that of other persons who belong
to the same economic group or class
• Whether the result of the potential conflict is substantial or constitutes a real
threat to the independence of their judgment
• Whether they possess certain knowledge or know-how that the city will
require to achieve a sound decision
• The effect their participation under the circumstances would have on the
people's confidence in the impartiality of their city officials and employees
• Whether a disclosure of one’s personal interests would be advisable, and, if
so, how such disclosure should be made to safeguard the public interest
• Whether it would operate in the people's best interest for them to withdraw
or abstain from participation or to direct or pursue a particular course of
action in the matter
13. INTEGRITY AND THE CITY
Given time to think about it, each of us could fashion our own working definition of
integrity, and all of these might be surprisingly similar. That’s because people generally
have a good sense of ethics.
Most of us tend to think of integrity in these terms:
a. Integrity is fairness, honesty, evenhandedness and sincerity. It’s a way of acting and
behaving. More importantly, it’s a way of thinking and of making judgments.
b. Integrity is a system of values that is constant. Integrity doesn’t change, even in the face
of shifting social standards.
c. Integrity is a positive force. It’s a proactive attitude that makes good things happen: it’s
not just a checklist of prohibited behavior.
d. Mostly, though, integrity is doing what we know in our hearts is the proper thing to do.
Integrity is not achieved simply through obedience to laws and regulations. The city, like
any organization, has responsibilities which go far beyond matters of law.
To the City of Muskegon integrity means a special kind of fairness, honesty,
evenhandedness and sincerity, a kind that transcends both the law and the values of
individuals. It’s achieved by observing an overriding set of ethical standards and by
recognizing that the city’s actions and decisions impact a diversity of groups, including
residents, business owners, contractors, suppliers, the general public, and, of course, all city
officials and employees.
Integrity on the part of our officials and employees is important for several reasons.
a. First, integrity is a significant standard because it ensures that the city’s many
obligations will be set by the people who are, in effect, working for the city.
b. Integrity is also important because we have an obligation to our residents as their
representatives and to our fellow officials or employees.
c. Integrity is important because it gives us pride in our work, city, and ourselves.
d. Integrity is also important because it can help the city and its representatives comply
with the law; it may help avoid costly litigation.
e. Integrity also affects the quality and the effectiveness of our relationships with
residents, businesses, contractors, suppliers, government agencies and other members
of the public.
f. And integrity is important because it’s the core ingredient of a reputation. Both our
personal reputations and the city’s reputation are crucial to our success.
14. PERSONAL REPUTATIONS
Each of us has a personal and professional reputation. All of those who do business with
you, whether they work for the city or represent some other organization, form opinions
about your integrity. They decide if you can be trusted and if you can be relied upon to
conduct yourself according to proper ethical standards. That they decide about you
frequently is translated into their opinions of the entire community.
Trust is, after all, the key to good interpersonal relationships. It’s why people work
efficiently together: It’s why they can make things happen quickly and smoothly.
A breach of ethics, therefore, does more than violate a legal or moral code. It creates a very
difficult practical problem because it destroys trust. Officials and employees who can’t be
trusted can’t be effective. They can’t, in other words, do their job very well. And they can’t
hide this fact very long, either.
15. THE CITY’S REPUTATION
A city’s reputation and its overall success are always securely linked. To succeed in its
mission, any organization must have the confidence of the people and the organizations it
deals with, even if the relationship is indirect.
The City of Muskegon’s reputation, obviously, is based on more than the collective
reputations of its employees and officials. To a large extent, it depends on how many
people perceive the community as to whether they believe, whatever the issues or the
circumstances, that the city will act with integrity.
So, trust is also the key element. Trust is the cornerstone of all city relationships. Everyone
who plays a role in our business relationships must have faith in our actions and
statements.
That confidence is especially important in today’s highly complex and fast-paced society
16. STANDARDS OF CONDUCT
The city’s integrity rests solidly on the foundation of several general rules of ethical
behavior. These rules need to be fully understood by all of us.
a. Fundamental values must always be honored. The city expects us to be honest, to tell
the truth, and to play by the rules. Our relations with everyone must be based on mutual
trust and the highest principles of respect for the individual.
b. This means using some obvious examples, such as that we don’t misrepresent
situations, don’t steal city property, don’t falsify city records, or misuse city assets for
personal use.
c. It means that we must treat our fellow employees, committee members, residents,
contractors, and suppliers in an evenhanded, fair way.
d. It means, too, that we must be aware of the perceptions we create because they can be as
important as our actions. We should diligently avoid doing or saying anything that
leaves the impression of questionable motives. It won’t really matter if the impression
is wrong: the perception of dishonesty or favoritism has all the harmful consequences of
the real thing.
e. Consequently, if we believe someone misunderstood what we’ve said or done, we
should clarify the matter quickly. If we misspoke or promise something beyond our
authority, we should also correct that situation.
f. As city officials/employees, we’re expected to honor the spirit and the letter of the law.
g. We must not, of course, give or receive a bribe, kickback, or payoff. Beyond that, we
must avoid any act that might make it seem we’re involved in a bribe, kickback, or
payoff (again, that matter of perception).
h. No improper action is ever made proper simply because someone considers it
“customary” or because others do it.
i. And no improper action is made proper because our supervisor or a fellow employee
might have suggested it.
j. Finally, the city’s standards of conduct apply equally to all.
Integrity is not something we put on and take off depending on the people we happen to be
dealing with at the moment. You’re expected to act with complete integrity all the time.
17. THE GRAY AREAS
It’s been said that ethical standards, even at their strongest, are always a little gray around
the edges. Any code of ethics, in other words, must sometimes deal with situations where
there are two or more legitimate points of view, and where there is no clear right or wrong
answer.
Indeed, ideals do not always fit perfectly with reality, and ethical standards do not always
provide automatic solutions to difficult questions.
But this doesn’t mean that dilemmas must be accepted. It only means that “gray area”
issues require careful examination and thought. All the competing interests must be
clearly identified and evaluated, and the relevant city standards must be understood and
applied. When in doubt, consult with someone of higher authority. Reasonable and ethical
answers are always available.
18. RELATIONSHIPS WITH OTHERS
The city places great importance on its officials and employees’ relationships with all
citizens. The term “citizens” is used here in the broadest possible sense.
Three general principles deserve particular emphasis.
a. You not only must avoid favoritism or unethical practices, you must avoid contact
that could be misinterpreted to suggest questionable behavior (once again, the
perception issue).
b. Don’t be drawn into a compromising relationship. When you’re dealing with another
person the first “small” step you take that undermines your integrity is likely to be
followed by another and then another. In a short time, without having done anything
that could be considered major, your integrity will have been compromised.
c. Trust is critical in all relations. You can build trust by positive actions, by caring, by
meeting deadlines, and by helping to solve problems. You should recognize those
situations where you can appropriately do something to help, and then you should do
it.
19. SOLICITING GIFTS OR FAVORS
Gifts or favors, should not be solicited from an individual or an organization that does
business with the city or seeks to do so. The size of the gift or favor is immaterial. Soliciting
gifts or favors, either directly or indirectly, is strictly prohibited.
a. You should not, for example, suggest to a supplier that you have personal use for a
service or equipment.
b. And any suggestion that you would appreciate tickets to a social or sporting event is
soliciting. Don’t do it.
20. ACCEPTING GIFTS OR FAVORS
Accepting a gift or favor that is freely offered is a little different situation. In some cases, if the
gifts are of nominal value and they enhance the city’s business purposes, they may be
accepted— with caution.
a. Employees of the city are prohibited from accepting gifts of value, favors, or preferential
treatment such as discounts from vendors, firms, or individuals regulated by or doing
business with the city. Employees violating this policy will be subject to disciplinary
action, up to and including dismissal.
b. The application of this regulation is a matter of reasonable and mature judgment. The
following guidelines may be used in interpreting the regulation.
c. The city gift policy is in effect for all gifts whether received at work or home.
d. The acceptance of inexpensive advertising gifts, such as pens, pencils, keyrings,
calendars, coffee cups, etc., or other small items, such as boxes of candy, nuts, plants,
etc., shared by an entire office and/or enjoyed by the public are not considered gifts of
value and can be accepted.
e. Allowing someone to buy your lunch or dinner occasionally or attending a reception is
not out of order. On the other hand, frequent payment for an employee’s meal should be
avoided. A good policy is to try to stay even by picking up the check an appropriate
number of times or splitting the bill. These same guidelines can be applied to
refreshments and entertainment.
f. Any gifts of cash, including gift booklets and gift certificates, are strictly prohibited.
g. Any unusual gift or expensive items, the return of which would be costly or cause
embarrassment, or any situation that is clearly defined should be reported to and
reviewed by an appropriate supervisor or authority.
21. CITY SPONSORED EVENTS AND ACTIVITIES
Strict standards also cover city social, athletic, or recreational activities, such as Christmas
parties or athletic banquets. No employee or city organization should solicit or accept any
support for these events from individuals or firms that do business with us or want to.
22. REPORTING CERTAIN FINANCIAL AND OTHER INTERESTS
City officials and employees are required to report, for information purposes, certain
financial interests held by them or by their family members. If you have a financial interest
in an organization that does business with the city you must report it. You also must report
if a family member or relative has such an interest.
In the great majority of cases these interests present no problem and you or your family
members may retain them. However, officials or employees who have a financial interest
in a firm that does business with the city must always be especially judicious in their
conduct.
23. SPECIAL ROLE OF THE INDIVIDUAL
The city’s commitment to integrity has real substance only when city employees have their
own personal commitment to integrity. Our organizational integrity always begins and
ends with the individual.
a. It depends on the conscience of each person, not just on the city’s written policies to
preserve its integrity and the perceptions people have of us.
b. Each of us is a trusted representative of the City of Muskegon. Each of us, therefore, has
a direct and singular responsibility to conduct our job-related activities in a manner that
protects and enhances our reputation.
c. Integrity is more than a matter of dos and don’ts. It’s always a matter of individual
awareness, honesty, determination, and commitment.
d. Integrity is each employee stepping up to an obligation. It’s each of us deciding that we
will live and act to make our city an even better place to live and work.
24. A FORMAL STATEMENT OF ETHICS
The preceding discussion has emphasized how and why the actions of individuals can
transcend the written law or policy.
However, a formal system is essential to establish a basis of ethical conduct. With the
understanding that no set of rules can cover all contingencies, the City of Muskegon, has
formally adopted the attached “Code of Ethics”.
E. COMPUTER USAGE:
While this policy references city employees, it also applies to Commissioners. Each
commissioner is entitled to $1,500 toward a new computer device in each term they serve and
can be reimbursed for internet service up to $19.99 per month. The City’s Information
Technology Department provides support to City supplied equipment and services as well.
1. OVERVIEW
The Information Technology (“IT”) Department’s intentions for publishing a Computer Usage
Policy/Acceptable Use Policy are not to impose restrictions that are contrary to City of
Muskegon’s established culture of openness, trust and integrity. IT is committed to protecting
City of Muskegon's employees, partners and the company from illegal or damaging actions by
individuals, either knowingly or unknowingly.
Internet/Intranet/Extranet-related systems, including but not limited to computer
equipment, software, operating systems, storage media, network accounts providing
electronic mail, WWW browsing, and FTP, are the property of City of Muskegon. These
systems are to be used for business purposes in serving the interests of the organization, and
of our citizens and customers in the course of normal operations.
Effective security is a team effort involving the participation and support of every City of
Muskegon employee and affiliate who deals with information and/or information systems. It
is the responsibility of every computer user to know these guidelines, and to conduct their
activities accordingly.
This policy covers all Departments and entities of the City of Muskegon and replaces any
other computer usage policies.
2. PURPOSE
The purpose of this policy is to outline the acceptable use of computer equipment at City
of Muskegon. These rules are in place to protect the employee and City of Muskegon.
Inappropriate use exposes City of Muskegon to risks including virus attacks, compromise
of network systems and services, and legal issues.
This policy also advises employees as to the nature of appropriate and inappropriate use
of social media (“blogging”) that may affect the public, Employer, or other employees.
This policy must be read in conjunction with other applicable policies and requirements.
Employees who are uncertain about the scope or applicability of this policy should
contact the Director of Information Technology for guidance. Nothing herein is intended
to interfere with employees’ rights under the First Amendment to the United States
Constitution or the National Labor Relations Act.
3. SCOPE
This policy applies to the use of information, electronic and computing devices, and
network resources to conduct City of Muskegon business or interact with internal
networks and business systems, whether owned or leased by City of Muskegon, the
employee, or a third party. This also includes private cell phones and any other devices
that use city resources to communicate (e.g., personal cell phone using internet provided
by the City of Muskegon. All employees, contractors, consultants, temporary, and other
workers at City of Muskegon and its subsidiaries are responsible for exercising good
judgment regarding appropriate use of information, electronic devices, and network
resources in accordance with City of Muskegon policies and standards, and local laws
and regulation.
This policy applies to all internet communication and use of social media done in one’s
official capacity, in a public capacity or privately. This policy applies to employees,
contractors, consultants, temporaries, and other workers at City of Muskegon, including
all personnel affiliated with third parties. This policy applies to all equipment that is
owned or leased by City of Muskegon. If any clause, provision or portion of any clause or
provision is deemed invalid, unlawful or unenforceable in any respect, the validity,
legality, and enforceability of the remaining provisions of this Contract shall not in any
way be impaired or affected.
4. POLICY
a. General Use and Ownership
i. City of Muskegon proprietary information stored on electronic and computing
devices whether owned or leased by City of Muskegon, the employee or a third party,
remains the sole property of City of Muskegon.
ii. You have a responsibility to promptly report the theft, loss or unauthorized disclosure
of City of Muskegon proprietary information. Do so by immediately notifying your
supervisor and the IT Department.
iii. You may access, use or share City of Muskegon proprietary information only to the
extent it is authorized and necessary to fulfill your assigned job duties.
iv. Employees are responsible for exercising good judgment regarding the
reasonableness of personal use. Individual departments may have additional
guidelines concerning personal use of Internet/Intranet/Extranet systems. In the
absence of such policies, employees should be guided by departmental policies on
personal use, and if there is any uncertainty, employees should consult their
supervisor or manager.
v. For security and network maintenance purposes, authorized individuals within City
of Muskegon may monitor equipment, systems and network traffic at any time,
including the city Voice Over IP phone system (VOIP).
vi. The Information Technology Department reserves the right to audit networks and
systems on a periodic basis to ensure compliance with this policy.
b. Security and Proprietary Information
i. All mobile and computing devices that connect to the internal network must first be
approved by the IT Department.
ii. System level and user level passwords must meet or exceed those of our Windows
Network requirements. Providing access to another individual, either deliberately or
through failure to secure its access, is prohibited.
iii. All computing devices with proprietary, confidential, or otherwise sensitive
information, or any device connected to the internal network must be secured with a
password- protected screensaver with the automatic activation feature set to 10
minutes or less. You must lock the screen or log off when the device is unattended.
iv. Postings by employees from a City of Muskegon email address to internet groups, if
allowed, must contain a disclaimer stating that the opinions expressed are strictly
their own and not necessarily those of City of Muskegon, unless posting is in the
course of business duties.
v. Employees must use extreme caution when opening e-mail attachments, especially
when they are received from unknown senders. If in doubt, contact the IT Department
before taking any action.
vi. Employees may only use authorized City of Muskegon removable media in their work
computers or devices. City of Muskegon removable media may not be connected to or
used in computers that are not owned or leased by the City of Muskegon without
explicit permission of the IT Department. Confidential or sensitive information
should be stored on removable media only when required in the performance of your
assigned duties or when providing information required by other state or federal
agencies.
[note: a common ploy by hackers is to drop a USB Stick in the employee parking lot at
the beginning of the day in hopes the employee will pick it up and insert the device
into their work computer thereby introducing a malware/virus into the network]
vii. All wireless infrastructure devices, including Bluetooth and other technologies, that
are used at a City of Muskegon site must be approved by the IT Department and:
• Be installed, supported, and maintained by IT Department. Under no circumstances
is an employee or third party allowed to initiate, install or maintain a wireless
network without first receiving written approval from the IT Department.
• Use City of Muskegon approved authentication protocols and infrastructure.
• Use City of Muskegon approved encryption protocols.
• Maintain a hardware address (MAC address) that can be registered and tracked.
• Not interfere with wireless access deployments maintained by other support
organizations.
viii. Any security breach or vulnerability, be it real, suspected, or tip, requires that the
employee immediately call the IT Department at (231) 724-4126 and talk with staff.
If you cannot reach a person from the IT Department, you must immediately remove
the network cord from the back of the computer, leave a message for IT Staff, and
immediately notify your supervisor. See picture below for further detail.
c. Unacceptable Use
The following activities are, in general, prohibited. Employees may be exempted from
these restrictions during the course of their legitimate job responsibilities (e.g., systems
administration staff may have a need to disable the network access of a host if that host
is disrupting production services).
Under no circumstances is an employee of City of Muskegon authorized to engage in any
activity that is illegal under local, state, federal or international law while utilizing City of
Muskegon-owned resources or points of presence.
The lists below are by no means exhaustive, but attempt to provide a framework for
activities which fall into the category of unacceptable use.
i. System and Network Activities
The following activities are strictly prohibited, with no exceptions:
• Violations of the rights of any person or company protected by copyright, trade
secret, patent or other intellectual property, or similar laws or regulations,
including, but not limited to, the installation or distribution of "pirated" or other
software products that are not appropriately licensed for use by City of
Muskegon.
• Unauthorized copying of copyrighted material including, but not limited to,
digitization and distribution of photographs from magazines, books or other
copyrighted sources, copyrighted music, and the installation of any copyrighted
software for which City of Muskegon or the end user does not have an active
license is strictly prohibited.
• Accessing data, a server or an account for any purpose other than conducting
City of Muskegon business, even if you have authorized access, is prohibited.
• Installation or removal of any software without prior approval of the IT
Department. Exceptions would be updates on software previously installed by
the City of Muskegon.
• Exporting software, technical information, encryption software or technology, in
violation of international or regional export control laws, is illegal. The IT
Department should be consulted prior to export of any material that is in
question.
• Introduction of malicious programs into the network or server (e.g., viruses,
worms, Trojan horses, e-mail bombs, etc.).
• Revealing your account password to others or allowing use of your account by
any individual. This includes co-workers, family, and other household members
when work is being done at home.
• Using a City of Muskegon computing asset to actively engage in procuring or
transmitting material that is in violation of sexual harassment or hostile
workplace laws in the user's local jurisdiction.
• Making fraudulent offers of products, items, or services originating from any
City of Muskegon account.
• Making statements about warranty, expressly or implied, unless it is a part of
normal job duties.
• Effecting security breaches or disruptions of network communication. Security
breaches include, but are not limited to, accessing data of which the employee is
not an intended recipient or logging into a server or account that the employee
is not expressly authorized to access, unless these duties are within the scope of
regular duties. For purposes of this section, "disruption" includes, but is not
limited to, network sniffing, pinged floods, packet spoofing, denial of service,
and forged routing information for malicious purposes.
• Port scanning or security scanning is expressly prohibited unless authorized by
the IT Department.
• Executing any form of network monitoring which will intercept data not
intended for the employee's host, unless this activity is authorized by the IT
Department.
• Circumventing user authentication or security of any host, network or account.
• Introducing honeypots, honeynets, or similar technology on the City of
Muskegon network.
• Interfering with or denying service to any user other than the employee's host
(for example, denial of service attack).
• Using any program/script/command, or sending messages of any kind, with the
intent to interfere with, or disable, a user's terminal session, via any means,
locally or via the Internet/Intranet/Extranet.
• Circumventing the Open Meetings Act.
• Providing information about, or lists of, City of Muskegon employees to parties
outside City of Muskegon.
ii. Email and Communication Activities
When using company resources to access and use the Internet, users must realize
they represent the organization. Whenever employees state an affiliation to the
organization, they must also clearly indicate that "the opinions expressed are my
own and not necessarily those of the City of Muskegon". Questions may be
addressed to the IT Department.
• Sending unsolicited email messages, including the sending of "junk mail" or
other advertising material to individuals who did not specifically request such
material (email spam).
• Any form of harassment via email, telephone or paging, whether through
language, frequency, or size of messages.
• Unauthorized use, or forging, of email header information.
• Solicitation of email for any other email address, other than that of the poster's
account, with the intent to harass or to collect replies.
• Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of
any type.
• Use of unsolicited email originating from within City of Muskegon's networks of
other Internet/Intranet/Extranet service providers on behalf of, or to advertise,
any service hosted by City of Muskegon or connected via City of Muskegon's
network.
• Posting the same or similar non-business-related messages to large numbers of
groups (spam).
• Electronic communication using the city email system should not be considered
“personal.” All communication is logged, archived and may be available to
anyone under the Freedom of Information Act (FOIA).
d. Compliance Measurement
The IT Department team will verify compliance to this policy through various methods,
including but not limited to, business tool reports, internal and external audits, and
monitoring.
e. Exceptions
Any exception to the policy must be approved by the City Manager or Information
Technology Department in advance and in writing
f. Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up
to and including termination of employment
5. DEFINITIONS AND TERMS
Blogging: In a broad sense and means all use of online communication and conducts, use of
social media by employees, including comments made to or by a public employee, whether
made by e-mail, contribution to a weblog, or posting on a website or other social media
(public or personal), e.g., Facebook, Twitter, YouTube, Wix, chat rooms, message boards, etc.
Social Media: forms of electronic communication through which users create online
communities to share information, ideas, personal messages and other content such as
Facebook, Twitter, Instagram, Snapchat, YouTube, Wix, etc.
Internet Posting – posting of any information on the internet in any form.
Honeypot: an information system resource whose value lies in unauthorized or illicit use of
that resource.
F. SOCIAL MEDIA USE:
1. PURPOSE/OVERVIEW
This document outlines the Social Networking and Social Media Use Policy for the City of
Muskegon (“the City”). In response to the fast-evolving landscape of digital communication
and the increasing role of social media in how residents access information and engage with
local government, this Policy establishes clear guidelines for the City’s presence and activity
on social platforms.
The purpose of this Social Media Use Policy and Guidelines (“the Policy”) is to define
standards for the responsible and effective use of social media by City officials and
employees. It ensures that all communications made on behalf of the city are authorized,
professional, legally compliant, and aligned with public expectations. This includes
adherence to relevant court rulings—such as Lindke v. Freed, 601 U.S. 187 (2024)—and
compliance with applicable local, state, and federal regulations, including Michigan’s
Freedom of Information Act (FOIA).
2. SCOPE
This Policy applies to all social media use by or on behalf of the City of Muskegon, including
but not limited to staff, elected officials, appointed officials, committees, and departments.
Employees of the Muskegon Police Department shall adhere to their department-specific
social media policies. In areas where those policies do not address City specific issues, or for
cross-departmental matters, this City policy shall apply.
3. TYPES OF SOCIAL MEDIA USE
a. PERSONAL PAGES
All staff, elected officials, appointed officials and board and committee members may
have personal social media sites. These sites shall remain personal in nature and be
used to share personal opinions or non-work-related information. Following this
principle helps ensure a distinction between sharing personal and City views. Personal
pages shall not use City e-mail accounts or passwords in conjunction with a personal
social media site. Campaign social media sites fall under this category, however, if a
campaign social media page is converted/renamed into an elected official social media
page it would be reclassified as an Elected Official Page.
The following guidance is for City employees who decide to have a personal social
media account and who decide to comment on or share posts about City business:
i. Use a disclaimer such as: “This is the personal (or campaign) page of
[official/employee]” or “the views expressed are strictly my own and do not reflect
or represent the views of my employer.”
ii. Employees shall not use or disclose any information, photographs, video, or other
recording obtained or accessible as a result of employment or appointment with the
City without the express authorization of the City Manager and/or their authorized
designee.
iii. Employees may share or repost City information, such as updates on leaf pickup,
City events, public meetings, emergency notices, and other relevant announcements,
to help keep the community informed.
b. PROFESSIONAL PAGES
The city recognizes two types of professional social media accounts used for City-
related communication: City-controlled Pages and Elected Official Pages. By law, both
are considered tools for public engagement and must reflect the values, transparency,
and professionalism expected of public service. These pages are distinct from personal
or campaign accounts.
City-controlled Pages are social media accounts created, owned, and managed by the
city. These accounts represent the City as a whole, its departments, specific leadership
positions, or specific initiatives, and are used to provide public information,
communicate City services, and promote community events.
All City-related communication through these social media pages shall remain
professional in nature and should always be conducted in accordance with this Policy
and the City’s Community Engagement Handbook. All content must maintain neutrality,
and comply with legal standards for public communication, including accessibility,
records retention, and privacy policies. All City-controlled pages must be registered as
outlined below.
City-controlled Pages shall not be used for political purposes, to conduct private
transactions, or to engage in private business activities. Inappropriate use of City-
controlled social media can be grounds for disciplinary action.
Only individuals authorized by the city may publish content to a city website or City
social media account.
Examples of these accounts include: City of Muskegon Government on Facebook,
Muskegon City Parks & Recreation on Instagram, and the Muskegon Farmers Market on
Facebook.
Elected Official Pages are social media accounts created and managed by elected
officials (e.g., Mayor, City Commissioners) in their formal, public roles. Among other
purposes, these accounts are used to share information and engage with the public on
topics related to their duties within the city.
Although Elected Official Pages are not subject to internal City oversight, elected
officials are individually responsible for managing these accounts in accordance with
applicable laws. Content that involves the discussion or facilitation of City business may
be considered public record and subject to the Freedom of Information Act (FOIA) or
the Open Meetings Act (OMA).
Improper use—such as blocking constituents, deleting comments based on viewpoint,
or mixing political campaigning with public duties—can create legal liability for both
the official and the City.
Elected officials are encouraged to clearly distinguish these pages from personal pages,
and to understand the legal risks and responsibilities that come with using social media
in an official capacity.
c. REGISTERED CITY PAGES
All City-controlled social media sites shall be listed on one page on the City’s website.
The link to that webpage is: https://muskegon-mi.gov/social-media-accounts/
REGISTERING A NEW PAGE
All City-controlled social media sites shall be (1) approved by the City Manager and/or
designee, (2) published using approved social networking platforms and tools, and (3)
be administered by the approved staff member(s).
The City Manager and/or their designee, and the IT department, will be granted
administrative access to all City-controlled social media pages.
DEREGISTERING AN EXISTING PAGE
If a City-controlled social media page is no longer of use, (1) notify the City Manager
and/or designee. (2) Ensure records have been archived according to City guidelines.
(3) Set a timeline for deactivating the account. (4) Develop a farewell message to post
on the account that includes when the account will be closed and where followers can
go for information in the future. (5) Consult with the Community Engagement Manager
to determine whether to protect the account name by keeping it active to prevent use of
the City’s name for improper purposes. If a decision is made to protect the account
name, take all necessary action to do so. (6) Unpublish or delete the page. (7) Update the
list of official social media accounts listed online on https://muskegon-mi.gov/social-
media-accounts/.
Considerations for Deregistering:
Considerations for deciding whether to deregister a city social media account may
include, but are not limited to:
• Merging an account into another City social media account.
• It is no longer needed to accomplish a department’s goals.
• It does not align with the City’s mission, vision, or values.
• It does not comply with these procedures.
• It is not currently being used or is being underutilized with no original posts for at
least 60 days.
• It is not being monitored.
4. OVERSIGHT AND ENFORCEMENT
City-controlled social media outlets or participating in social media features on City websites
shall maintain a high level of ethical conduct and professional decorum. Failure to do so is
grounds for revoking the privilege to participate in City social media sites or other social
media features.
Information shall be presented following professional standards for good grammar, spelling,
brevity, clarity and accuracy, and avoid jargon, obscure terminology, or acronyms. City-
controlled sites shall be clear and precise and follow industry best practices for posting
updates. All content posted to City-controlled social media should be:
a. Relevant – Information that engages residents and pertains to their daily lives
b. Timely – Pertains to deadlines, upcoming events, or current news
c. Actionable – Prompts residents to take action
d. Informative – Posts should encourage residents to visit a specific City webpage for
additional details, resources, or updates related to the content shared.
Social media shall not be used to circumvent other City communication policies, including
news media policy requirements. City-controlled pages shall not publish information on any
social media sites that include:
a. Confidential information
b. Copyright violations
c. Profanity, racist, sexist, or derogatory content or comments
d. Partisan political views
e. Commercial endorsements or SPAM
Time of Use: City-controlled social media accounts are not monitored 24/7, and as such,
posts and responses should not be immediately expected. Accounts are traditionally
monitored during normal business hours, designated as Monday-Thursday from 7:30 a.m. to
5:30 p.m., excluding holidays.
COMMENT AND PRIVATE MESSAGE GUIDELINES
City-controlled pages shall decide and be consistent with their commenting and private
message guidelines. Whether comments or private messages are allowed or not, the pages
shall remain consistent.
If comments are turned off on one post, they shall always be turned off on all posts when
possible. Acknowledging that the “comment off function” is manual, and happens after the
post is made, there is potential for a comment or two to be posted before the comment
function is turned off. If that happens and a few comments are made, continue to turn the
comments off and comment as the page to notify of the comment guidelines outlined in this
policy. If the comment function is accidently not turned off and many comments are made,
leave the commenting feature on for that post.
City-Controlled pages that allow comments may reply to comments or questions as long as
it’s following archiving rules and this policy. It’s encouraged that comments link back to
information on an official City website. Refer to the “Moderation of Third-Party Content”
section for commenting removal guidelines.
SOCIAL MEDIA ACCOUNT AUDITS
Annual audits of City-controlled account activity and the effectiveness of the content being
posted will be performed by the Community Engagement Manager in collaboration with the
staff managing the page(s).
The Department Director, or their designee, should confirm that City social media content
moderation is regularly occurring to ensure that sites are active, that content is engaging,
and that content posted in violation of this policy is handled appropriately.
For purposes of this policy, “active” refers to a page having been posted to at least once
weekly; and “engaging” refers to views, reach, and interaction with the posts.
5. RETENTION
Social media sites are subject to local, state, and federal laws, including Michigan’s Freedom
of Information Act (FOIA). Any content produced or maintained on social media sites,
including communication posted by the city and communication received from citizens, is a
public record.
The Information Technology Department shall preserve records under the relevant records
retention schedule in a format that preserves the integrity of the original record and is
easily producible. Furthermore, the retention of social media records shall fulfill the
following requirements:
a. Social media records are captured in a continuous, automated fashion throughout the
day to minimize the potential loss of data due to deletion and/or changes on the social
networking site.
b. Social media records are maintained in an authentic format (i.e., ideally the native
technical format provided by the social network, such as XML or JSON) along with
complete metadata.
c. Social media records are archived in a system that preserves the context of
communications, including conversation threads and rich media, to ensure
completeness and availability of relevant information when records are accessed.
d. Social media records are indexed based on specific criteria such as date, content type,
and keywords to ensure that records can be quickly located and produced in an
appropriate format for distribution (e.g., PDF).
e. Each employee who administers one or more social networking sites on behalf of the
City has self-service, read-only access to search and produce relevant social media
records to fulfill public information and legal discovery requests as needed.
The city utilizes an automated archiving solution for all City-controlled social media sites to
comply with applicable public records law and fulfill the above record retention
requirements. The City’s archive is available through the Information Technology
Department.
6. EXTERNAL POLICY
The following guidelines shall be displayed to users on all social media sites or made
available on the City’s website and be linked on social media pages.
Time of Use: City-controlled social media accounts are not monitored 24/7, and as such,
posts and responses should not be immediately expected. Accounts are traditionally
monitored during normal business hours, designated as Monday-Thursday from 7:30 a.m.
to 5:30 p.m., excluding holidays.
MODERATION OF THIRD-PARTY CONTENT
City-controlled social media sites serve as a limited public forum and all content published
is subject to monitoring. The City-controlled social media platforms are intended primarily
for one-way communication of City information. Two-way communication should be
discouraged where possible.
Social media is not to be used for emergency communications with the City, such as
reporting crimes or hazardous conditions. Such reports shall be made through designated
official channels such as 911.
Under no circumstance should users be blocked from City-controlled social media accounts.
If suspicious activity is noted, staff should report it directly to the social media platform.
User-generated posts (comments) will be rejected or removed (if possible) when the
content:
a. Contains obscenity or material that appeals to the prurient interest
b. Contains personal identifying information or sensitive personal information
c. Is threatening, harassing, defamatory, fraudulent, or discriminatory
d. Incites or promotes violence or illegal activities
e. Contains information that reasonably could compromise individual or public safety
f. False or misleading commercial speech or spam
PUBLIC RECORDS LAW
Social media sites are subject to applicable public records laws. Any content maintained in a
social media format related to City business, including communication posted by the city
and communication received from citizens, is a public record. The Department maintaining
the site is responsible for responding completely and accurately to any public records
request for social media content.
G. COMMUNICATIONS:
1. PURPOSE
The purpose of this policy is to ensure the City Commission receives regular and transparent
communication from the City Manager.
2. POLICY
Communication to Commissioners
The City Manager informs the Commission about significant matters such as personnel
matters that are likely to provoke public interest as well as negotiations and developments
requiring action. Important announcements, media releases, and press conferences are
shared with the Commission in advance. All requests to the City Commission are routed
through the City Manager's office.
3. PROCEDURES
a) When emailing information to Commissioners, all Commissioners must be blind copied
to reduce risk of violating the Open Meetings Act.
b) Requests for information from Commissioners must be routed through the City
Manager’s office.
c) Communications will be made in a professional, respectful, and timely manner.
d) Any communications to the Commissioners will be provided without change or
alteration.
e) Requests from Commissioners to the City Manager will be handled on a priority basis.
Clear time tables will be provided as appropriate.
4. REFERENCES
City of Muskegon Charter, Chapter IV, Sections 1 and 2, Chapter V, Sections 5 through 8,
Chapter VIII, Section 1
H. COMMISSION APPOINTMENT INTERVIEW QUESTIONS
In the case where a commission seat becomes vacant during the regular term, the commissioners
will appoint a new member to the vacant seat. The questions below are suggested for use when
interviewing potential candidates.
1. How has your experience prepared you to be a City Commissioner? Give examples from
your professional or personal life and share any community involvement in Muskegon’s
neighborhoods, city boards and committees, local service organizations, City Commission
meetings, and such.
2. Describe the role and qualities of an effective City Commissioner.
3. What is your vision for the City of Muskegon?
4. What, in your opinion, are the most important issues facing the City of Muskegon?
5. What ideas do you have to encourage and support neighborhood revitalization?
6. Describe your understanding of the council city manager form of government. What is your
role in relation to the City Manager and other city staff?
7. How would you address differences of opinion with other Commissioners, staff, other local
leaders, and the public?
8. What steps should the city take to improve relations within the Greater Muskegon
community? What ideas do you have for ensuring people from all walks of life feel welcome
and free to share their input?
9. What qualities do you possess that make you best suited for this appointment?
10. Please share an example of a positive action the city has taken in the recent past.
I. POTENTIAL CANDIDATE CONSIDERATIONS
When residents request the necessary paperwork to run for office, the Clerk’s office will
provide them with the below list of items they should consider before deciding to run.
1. What experiences have prepared you to be a City Commissioner? Consider your
professional and personal life, community involvement in Muskegon’s neighborhoods, city
boards and committees, local service organizations, City Commission meetings, and such.
2. What qualities allow a commissioner to be effective? Which of those qualities do you
possess, and which require more effort for you?
3. What is your vision for the City of Muskegon? Can you articulate that to the public?
4. What, in your opinion, are the most important issues facing the City of Muskegon? In the
City Commissioner role, how will you be able to address those?
5. How can you support neighborhood revitalization across the city?
6. Do you understand the commission-manager form of government? Do you understand the
role of a commissioner in relation to the City Manager and other city staff? Consider the
limitations of the City Commissioner role.
7. How do you currently relate to others in the greater Muskegon community? What are your
thoughts on the need and methods to collaborate with other local governments?
8. How do you handle differences of opinion with others? There are many opportunities to
work with other commissioners, city staff, other local leaders, and the public.
9. How will you ensure people from all walks of life feel welcome and free to share their input
with you?
10. What qualities do you possess that make you best suited for this office?
CITY POLICY INFORMATION
A. PURCHASING POLICY
1. PURPOSE
This policy is established to ensure purchasing activities that are fair and equitable,
maximize purchasing value for public funds, and to maintain a procurement system of
quality and integrity throughout the procurement process. These policies and
procedures are intended to ensure that all city funds are expended in accordance with
sound business practices, recorded in compliance with acceptable accounting
procedures, and meet the requirements of federal and state agencies that may assist in
the financing activities of the City of Muskegon.
2. GOALS
The City of Muskegon maintains this policy with the goals of:
• Establishing clear specifications that meet city objectives.
• Providing for the greatest competition among potential suppliers while limiting cost
to meet the quality of the product or service specified.
• Awarding where possible to local bidders who meet specifications within the
context of lowest qualified bidder.
• Ensuring adequate monitoring and reporting of purchasing.
3. OPERATIONAL GUIDELINES
This policy applies to the procurement of supplies, goods, equipment, and services by the
City of Muskegon.
• The purchasing policy applies to all city departments and to other agencies, authorities,
commissions, boards, and joint-ventures.
• All purchases over $25,000 require approval by the City Commission. Purchases over
$25,000 must be established either through the annual budget or City Commission
approval of additional appropriations. It is the sole responsibility of the
Division/Department Head to maintain control of their individual budgets.
• Some purchases are unique in nature and do not require the process of competitive
bidding. These items are excluded from the bidding and purchase order requirements.
Examples include but are not limited to debt service payments and ongoing expenses
for utilities or services.
• The city will not be responsible or liable for any expenditure or agreement for
expenditure made by a city employee or city official who fails to follow this purchasing
policy and its procedures. Contracts negotiated outside of this policy will be considered
invalid and non-binding. Any breaches of this policy shall be reported directly to the
Finance Director and City Manager.
• Contracts or purchases shall not be artificially divided to circumvent the purchasing
procedures in the policy. Aggregate, recurring purchases such as gasoline, paper
products, cleaning supplies, ammunition, etc. must be determined on an annual
basis.
4. LOCAL PREFERENCE
The City Commission may give preference to local vendors as follows.
• Vendors located in the City of Muskegon may be awarded purchases or contracts when
the lowest qualified local bid/price is within 2% or less of the lowest qualified non-local
bid.
• An additional 0.5% difference in bid amount (for a total of 2.5%) will be considered for
those qualified vendors located in the City of Muskegon which are not-for-profit and
provide social services to City of Muskegon residents.
• Vendors located in Muskegon County may be awarded purchases or contracts when the
lowest qualified local bid/price is within 1% or less of the lowest non-local bid.
• For purchases under $1,000, local vendors shall be solicited unless valid reasons
determine this is not in the best interest of the city.
5. DISADVANTAGED CONTRACTOR GOALS
The City Commission establishes goals for disadvantaged contractor participation in
each trade as follows.
• 14% minority owned businesses
• 7% female owned businesses
A Disadvantaged Contractor Affidavit listing all disadvantaged contractors that were
contacted to participate on the project as sub-contractors must be submitted by each
bidder. The affidavit must clearly state why each potential subcontractor was not
considered for inclusion in the project. A disadvantaged contractor refers to businesses
that are owned and controlled by minorities, women, and other socially and
economically disadvantaged persons.
6. PURCHASING AUTHORITY
The City Manager's Office shall be responsible for the administration of the purchasing
system ofthe city. The procurement procedure to be used is determined by the dollar
amount of the procurement. Contracts or purchases shall not be artificially divided to
circumvent the purchasing procedures in the policy. Aggregate, recurring purchases
such as gasoline, paper products, cleaning supplies, ammunition, etc. must be
determined on an annual basis. The requirements for each level of spending are
outlined below.
Amount Requirements
Below $2,000 Purchases are made by the
Department/Division Head and do
not have to be competitively bid.
Vendor selection and pricing should
be reviewed annually for adequate
and reasonable competition.
$2,000 to $4,999.99 A minimum of three written quotes
are required. Award shall be made to
the qualified vendor offering the best
value in the opinion of the
Department/Division Head.
$5,000 to $9,999 A minimum of three written quotes
are required. Award shall be made to
the qualified vendor offering the best
value in the opinion of the Division
Head.
$10,000 to $24,999.99 A minimum of three written quotes
are required. Award shall be made to
the qualified vendor offering the best
value in the opinion of the Division
Head and City Manager.
$25,000 and above Formal competitive bids shall be
solicited through Competitive Sealed
Bid or Request for Proposals and are
subject to negotiation after bid award.
With City Manager or Division Head approval, any products and services that are
available only through a single source can be procured without bidding. Where possible, a
state or regional bid contract (such as MiDeal) will be used for single source procurement.
In the event no bids were received, the City Manager or Division Head can approve the
purchase of products or services through a single source.
Division Heads may set purchasing thresholds for their staff as long as the threshold does
not exceed that for the Division Head.
7. PROCUREMENT PROCEDURES
Competitive Sealed Bidding
a. An invitation for bids shall be issued and shall include specifications and all contractual
terms and conditions applicable to the procurement.
b. Public notice of the invitation for bids shall be made available two weeks in advance of
the bid submission date set forth. Notices may include publication in a newspaper of
general circulation and/or online media. Professional/technical services need not be
publicly advertised, but competition must be ensured.
c. Bids shall be opened publicly by the City Clerk’s office in the presence of one or more
witnesses following the deadline set for the submission of bids at the time and place
designated in the invitation for bids. The amount of each bid and such other relevant
information as the Division Head deems appropriate, together with the name of each
bidder, shall be recorded; the record and each bid shall be open to public inspection.
d. Bids will be evaluated based on the requirements determined in the invitation for bids.
These requirements may include inspection, testing, quality, workmanship, experience,
delivery, warranty, and suitability for a particular purpose. Bids that do not comply
with all criteria set forth in the invitation to bid may be subject to disqualification by
City Commission.
e. Withdrawal of inadvertently erroneous bids before or after award, or cancellation of
awards or contracts based on such bid mistakes, shall be permitted. After bid opening,
no changes in bid prices or other provisions of bids prejudicial to the interest of the city
or fair competition shall be permitted. Except as otherwise provided, all decisions to
permit the withdrawal of bids, or to cancel awards or contracts based on bid mistakes,
shall be supported by a written determination made by the Division Head, endorsed by
the City Manager and approved by the City Commission.
f. Award shall be made to the qualified bidder whose bid is determined to be the most
advantageous to the city, taking into consideration price and the evaluation criteria set
forth in the invitation for bids, as determined by City Commission.
Request for Proposals (RFP)
a. When a Division Head determines that the use of competitive sealed bidding is not
practical, not advantageous to the city, and/or when a selection should be based on the
most qualified vendor, a contract may be entered by use of competitive sealed request
for proposals.
b. Public notice shall be the same as for the competitive sealed bidding process.
c. The identity of each vendor and the content of any competing vendors shall not be
disclosed until the time of the public opening of proposals.
d. Proposals shall be opened publicly by the City Clerk’s office in the presence of one or
more witnesses following the deadline set for the submission of proposals at the time
and place designated in the request for proposals. A register of the proposals shall be
prepared containing the name of each vendor, the number of modifications received, if
any, and a description sufficient to identify the item offered.
e. As provided in the RFP, discussions may be conducted with qualified vendors to assure
understanding of and conformance to the solicitation requirements. Qualified vendors
shall be accorded fair and equal treatment with respect to any opportunity for
discussion to clarify information in the proposal which impacts city staff’s ability to
make fair comparisons between proposals.
f. Award shall be made to the qualified vendor whose proposal is determined to be the
most advantageous to the city, taking into consideration the evaluation criteria set forth
in the request for proposals, by the City Commission.
Cancelation of Bids or Requests for Proposals
A bid, request for proposal, or other solicitation may be canceled, and any or all bids or
proposals may be rejected in whole or in part when it is in the best interest of the city, as
determined by the Division Head and supported by the City Manager. Each solicitation
issued by the city shall include this notification.
Cooperative Purchasing
The city may join in cooperative purchasing arrangements with the State of Michigan or any
other government units or non-profit agencies. Any cooperative agreements set forth by
the City of Muskegon must follow the guidelines of this policy.
Emergency Procurements
When there is an immediate threat to the public health, safety, or welfare of the city or its
citizens, the City Manager may authorize the award of a contract utilizing competition as
may be practical and reasonable under the circumstances, for the emergency purchase of
supplies, materials, equipment, services or construction. Such purchase must be reported
to the City Commissioners as soon as possible.
Recycled Products
The city shall make every effort to purchase recycled products whenever possible.
Insurance Requirements
Vendors and contractors will be required to carry adequate insurance coverage.
8. CONSTRUCTION PROJECTS
Construction projects are subject to the provisions of this policy and the requirements that
follow.
• Prevailing Wages – The City will continue to comply with any local, state, or federal
policies as required by the funding source for a particular project. For example, Public
Works projects which include federal transportation, drinking water, or sanitary sewer
funding require prevailing wages be paid to contractors. The City Commission may also
give preference to vendors paying Davis Bacon wages on other projects by awarding
contracts when the lowest qualified prevailing wage bid/price is within 1% or less of
the lowest qualified non-prevailing wage bid. When applicable, the 1% preference can
be added to the local preference up to a 3% or $100,000 differential, whichever is less.
• Change Orders – The Department Head in charge of the construction project shall have
the authority to approve individual change orders up to 10% of the cost of the
construction but not more than $30,000, unless the approved budget includes a
contingency amount that covers the amount of the change order. The City Manager is
authorized to approve change orders and contract expenditures between 10% and 20%
but not more than $30,000, unless the approved budget includes a contingency amount
that covers the amount of the change order. The City Commission must approve
(retroactively if urgent) any change order or combination exceeding the above
parameters. All final payments of construction projects shall require signatures from
the Department Head, the Finance Director, and the Division Head.
• Bid Bond – All construction projects shall require a bid bond from each bidder in the
amount of five percent (5%) of their bid. The bond will secure the bid. The bond will be
released upon award of the contract by the City Commission for unsuccessful bidders
and upon execution of the contractor for the successful bidder. (Lesser amounts than
5% may be permitted by exception for good cause upon approval by the City
Commission.)
• Performance Bond – All construction projects shall require a performance bond from
the successful bidder for the full amount of the contract or as specified by bid document.
This bond will be written in such a manner to ensure satisfactory completion of the
project. The bond shall be in effect for one full year after completion of the project. The
bond will be released only after the Department Head in charge of the project and the
Division Head are satisfied that the project was properly completed and one year has
elapsed.
9. STANDARDS OF CONDUCT
Recognizing that city purchases involve the use of public funds, the following standards
shall apply to all purchases made.
• All vendors, current and prospective, shall be treated equitably. Purchasing decisions
shall be based upon price, quality, delivery, written standards, previous service, and
other relevant factors promoting the best interest of the city.
• Employees shall be prohibited from furnishing to any prospective bidder information
that would give any vendor an unfair advantage over other prospective vendors.
• Purchasing records shall be retained by the Finance Division for public review.
• Employees shall not utilize the city's purchasing system to purchase items for personal
use.
• Employees shall be prohibited from accepting rebates, gifts, gratuities, or favors
from vendors. Any extra option or alternative providing benefit to the city shall be
explained in the bid.
• Employees shall have no financial or beneficial interest in any contract or purchase
order for goods and services used by the city. The city’s charter shall govern conflicts of
interest.
• Vendors must be businesses in good standings with the city.
10. VIOLATIONS TO PURCHASING POLICY
In the event that staff do not follow the purchasing policy, decisions will be made per the
following guidelines.
For any single expenditure under $25,000, the City Manager and Finance Director review
the purchase.
For any single expenditure of or over $25,000, the City Manager and Finance Director
review the purchase with the City Commission.
For any single expenditure of or over $25,000, where the City Manager or Finance Director
have not followed the policy, the Division Head who most recently served as interim City
Manager reviews the purchase with the City Commission.
11. AMENDMENTS TO PURCHASING POLICY
Any amendments to this Purchasing Policy will be submitted to the City Commission by the
City Manager and shall require City Commission approval by resolution.
B. EMERGENCY PROCEDURES
The City of Muskegon is committed to providing a safe workplace for all employees and visitors.
In the event of an emergency, employees are expected to remain calm, follow the directions of
supervisors or emergency personnel, and report to supervisors once safe to do so.
The following procedures apply to common emergencies that may occur in the workplace:
1. GENERAL SECURITY CONCERNS
Report suspicious persons or activities to supervisors or directly to the Muskegon Police
Department.
• During business hours: 231-724-6750
• After business hours: 911 (Muskegon Central Dispatch)
Ensure exterior doors remain secured after hours.
2. INCLEMENT WEATHER
The City of Muskegon will always make every attempt to be open for business. In situations
in which some employees are concerned about their safety, management may advise
supervisors to notify their departments that the office is not officially closed, but employees
may choose to leave the office if they feel uncomfortable.
If the office is officially closed during the course of the day to permit employees to leave
early, nonexempt employees who are working on-site as of the time of the closing will be
paid for a full day. If employees leave earlier than the official closing time, they will be paid
only for actual hours worked, or they can take personal or vacation time. Exempt
employees will be paid for a normal full day but are expected to complete their work at
another time.
3. SEVERE WEATHER/TORNADO
In general, move to the lowest interior area away from windows. Remain sheltered until an
“all clear” is issued by management or emergency personnel.
• At City Hall, report to the basement storage area or break room.
• At Public Works, shelter in the interior locker rooms.
• At the Filtration Plant, use the locker room outside the lab. Staff should notify the
Maintenance Operator, Chief Operator, or Superintendent and bring the following to
their shelter location.
o Policy and procedure binder
o Surface laptop
o Cell phone, if available
o Notes related to current operations of the plant
Severe Weather Watch
Filtration staff are directed to monitor surrounding conditions and take action when the
situation worsens.
Severe Weather Warning
Filtration staff should notify all staff working in the plant and at remote sites. Tank levels,
remote site conditions, and treatment processing should be noted until the storm has
passed. High winds or heavy snow require opening in locking out the front gate for access
to emergency personnel.
4. FIRE/EVACUATION
Leave the building immediately when alarms sound or when instructed by a supervisor.
Use the nearest safe exit referring to fire route maps posted throughout city facilities.
Use stairs only – elevators will be out of service during a fire.
Gather at designated assembly areas:
o City Hall employees: Employee parking lot behind Anchor Insurance
o DPW employees: south employee lot at 1350 E Keating Avenue
o Filtration: Beach parking lot across from Gate 1.
5. MEDICAL EMERGENCY
The first step is to call 911 and provide the building address.
• City Hall: 933 Terrace Street
• DPW: 1350 E Keating Avenue
• Filtration: 1900 Beach St
Ensure responders know which gate to use
o Gate 1 – Beach Street – front gate
o Gate 2 – Beach Street – high service gate
o Gate 3 – Beach Street – auxiliary gate
o Gate 4 – Beach Street – area 51
o Gate 5 – Keaton Court – back gate
Notify the nearest supervisor.
Once emergency personnel are on site, guide them to the location of the emergency.
Staff should be aware of AED and first aid kit locations.
• City Hall AED’s and first aid kits
o Second floor – main hallway
o First floor – intersection of hallways near Commission Chambers
o Basement – main hallway
• Filtration Plant AED’s and First Aid Kits
o Headworks lobby – next to plant map between stairs and pretreatment hallway
o Lab – first aid kit only
• Public Works AED’s and first aid kits
o Hallway outside the Water Department break room
o Mechanics area break room
6. VIOLENT INTRUDER/ACTIVE SHOOTER
In the event of a violent intruder or active shooter, employees shall take immediate action
using the principles of Run, Hide, Fight:
• RUN (Evacuate)
o If a safe escape path is available, immediately leave the building.
o Leave belongings behind and assist others if possible.
o Prevent others from entering the danger area if it is safe to do so.
o Call 911 once in a safe location.
• HIDE (Shelter in Place)
If evacuation is not safe, secure yourself in a room:
o Lock and/or barricade doors using available furniture.
o Turn off lights, silence phones, and remain quiet.
o Stay out of sight and behind cover if possible.
o Do not open the door for anyone unless directed by law enforcement.
• FIGHT (Last Resort)
If confronted and in immediate danger, employees may defend themselves using
reasonable force to stop the threat.
E-Panic Button Activation:
If it is safe to do so, activate the E-Panic button immediately upon recognizing a violent
intruder or active shooter.
Activation will:
• Notify other staff.
• Initiate internal alerts and share location data.
Employees should not delay protective actions (Run/Hide/Fight) in order to activate the E-
Panic button.
Additional Direction:
Employees should not wait for police arrival before taking protective action.
Supervisors, if present, should assist with coordination, but individuals are responsible for
their own immediate safety decisions.
Follow all commands from law enforcement upon arrival.
7. BOMB THREAT/SUSPICIOUS PACKAGE
If a suspicious package is located:
• Do not touch, move, or open the item.
• Immediately notify 911 and a supervisor.
• Clear the immediate area and prevent others from approaching.
Evacuation Guidance:
• Supervisors or the senior employee on site should initiate evacuation if there is a
credible threat or uncertainty about the hazard.
• When in doubt, err on the side of evacuation, provided it can be done safely and without
moving past the suspicious item.
• Do NOT activate the fire alarm system unless directed by emergency responders, as this
may move occupants toward a hazardous area.
During Evacuation:
• Move to a safe distance.
• Avoid using radios or cell phones near the suspicious item.
• Prevent re-entry until cleared by law enforcement or fire personnel.
Additional Guidance:
• If a bomb threat is received by phone, attempt to document details (time, voice
characteristics, exact wording) if safe to do so.
• Await further instructions from responding emergency personnel.
8. HAZARDOUS MATERIALS/UTILITY FAILURE
In case of gas leak, chemical spill, or power outage, notify your supervisor.
For gas leaks, appearance of smoke, or chemical spills, evacuation is required. In
these instances, supervisors shall activate the fire alarm system to signal the
evacuation and alert emergency service response.
9. ELEVATOR EMERGENCY
If trapped in an elevator, press the emergency button to request help.
Do not attempt to force doors open or exit without assistance.
Remain calm and wait for emergency personnel to arrive. The Fire Department has tools
and keys to open elevators within the city facilities.
10. CHEMICAL RELEASE/AIR QUALITY CONCERN
Any chemical release will trigger Muskegon County Emergency Services to send an
emergency message through cell phones instructing what to do and where to go.
Shelter-in-place, remaining inside the building until instructed otherwise.
Close doors and windows, and stay away from exterior openings.
Await further instructions from supervisors or emergency personnel.
ACRONYMS
ACFR Annual Comprehensive Financial Report
ACT51 Transportation Funding Act
ADA Americans with Disabilities
AMI Area Median Income
AMP Average Median Purchase Price
BEA Baseline Environmental Assessment
BID Business Improvement District
BRA Brownfield Redevelopment Authority
BRI Brownfield Revitalization Initiatives
CAPER Consolidated Annual Performance Evaluation Report
CDBG Community Development Block Grant
CFT Commercial Facilities Tax Abatement
CHDO Community Housing Development Organization
CIP Capital Improvement Plan
CNS Community and Neighborhood Services
CP Consolidated Plan
CPRB Citizens Police Review Board
DDA Downtown Development Authority
DPW Department of Public Works
EC Enterprise Community
EDA US Economic Development Administration
EDC Economic Development Corporation
EOC Equal Opportunity Committee
EIA Environmental Impact Assessment
EPA US Environmental Protection Agency
ER Environmental Review
FAR Floor Area Ratio
FLSA Fair Labor Standards Act
FMLA Family and Medical Leave Act
FOIA Freedom of Information Act
GASB Government Accounting Standards Board
GIS/GPS Geographic Information System/Global Positioning System
HAZMAT Hazardous Material Management
HBA Housing Board of Appeals
HDC Historic District Commission
HOME Home Investment Partnership
HRC Home Rule City
HUD US Department of Housing and Urban Development
IFT Industrial Facilities Tax Abatement
LDFA Local Development Financing Authority
LRC Land Reutilization Committee
MBWE Minority Business Women Enterprise
MCL Michigan Compiled Laws
MDEGLE Michigan Department of Environment, Great Lakes, and Energy
MDNR Michigan Department of Natural Resources
MDOT Michigan Department of Transportation
MEDC Michigan Economic Development Corporation
MHPN Michigan Historic Preservation Network
MIOSHA Michigan Occupational Safety and Health Act
MML Michigan Municipal League
MZEA Michigan Zoning Enabling Act
NAM Neighborhood Association of Muskegon
NIMBY Not in My Back Yard
NPS National Parks Service
NPU Neighborhood Policing Unit
NTHP National Trust for Historic Preservation
OMA Open Meetings Act
PSD Principal Shopping District
PC Planning Commission
PILOT Payment in Lieu of Taxes
PJ Participating Jurisdiction
PUD Planned Unit Development
QBS Qualifications Based Selection
RFP Request for Proposals
RLF Revolving Loan Fund
RRP Rental Rehabilitation Program
SEV State Equalized Value
SHPO State Historic Preservation Office
SHPRB State Historic Preservation Review Board
SPR Site Plan Review
SUP Special Use Permit
TDR Transfer of Development Rights
TEDF Transportation Economic Development Fund
TIFA Tax Increment Finance Authority
ULA Urban Land Assembly
USGS United States Geologic Survey
WEMET West Michigan Enforcement Team
WMSRDC West Michigan Shoreline Regional Development Commission
ZBA Zoning Board of Appeals
Document edit notes
Action Person Date Change
New L. Mikesell, A. 4-14-2026 New handbook
Meisch
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