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City Council
Supplemental Report
From: Ed Shikada, City Manager
Meeting Date: February 9, 2026
Item Number: 12
Report #:2602-5898
TITLE
Review and Approval of Suggested Changes to the City Council Procedures and Protocols Handbook as Recommended by the Policy and Services Committee. CEQA Status – Not a project.
RECOMMENDATION
Staff recommends that the City Council include the Policy and Services Committee recommendation regarding annual discussions with Boards and Commissions (BCCs) as part of its update to the Procedures and Protocols Handbook, as well as update the Boards and Commissions Handbook accordingly.
BACKGROUND AND ANALYSIS
At its January 14, 2026 meeting, the Policy and Services Committee discussed the following City Council referral: Consideration of the Frequency for Joint City Council Meetings or Policy & Services Meetings with Boards and Commissions, Youth Council, and Meetings with Boards and Commissions Chairs. The Committee recommended that the City Council approve:
a) The Chair/Vice Chair of a BCC can coordinate with the Mayor and City Manager regarding an annual opportunity to meet with the Council or Council Committees each year, with timing being flexible as needed for each BCC b) Youth Council meet with Policy & Services Committee in the fall and report out to the full Council in the spring, and
c) YCAB [Youth Climate] meet with Climate Action and Sustainability Committee in the fall and/or spring
These recommendations sought to balance the interests of ensuring the eight (8) BCCs had the opportunity to discuss their work and accomplishments with the City Council while also taking into consideration the City Council workload and agendas.
The specific change to the BCC Handbook would be in the Annual Work Plan and Performance Measures section where the existing language (below) references annual approval of and
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feedback on the BCC work plan. The BCC Handbook would be updated to reference the flexibility recommended by the Policy and Services Committee for the BCC Chair/Vice Chair [and staff liaison] to coordinate with the Mayor and City Manager regarding an annual opportunity to meet with the City Council or City Council Committees each year, with timing being flexible as needed for each BCC and that the work plan will still be annually adopted. This allows each BCC to organize in the way that best meets their needs.
Existing BCC Handbook Language:
The City Council will review the work plans and provide feedback annually at a City Council meeting. The annual report should include the results of the prior year’s plan. When applicable, the City Council would like to see metrics of community involvement and participation in meetings and activities included in the work plan.
Also, there is an opportunity to ensure aligned language around the role of the City Council liaison in both the City Council Procedures and Protocols Handbook and the BCC Handbook. If the City Council provides direction on this, staff will add appropriate language to these sections.
Excerpts of these sections from both handbooks are shown below.
Existing BCC Handbook: ROLE OF COUNCIL LIAISONS
The City Council relies upon the expertise and recommendations of the BCCs in advising the City Council as it sets City policy. The Council liaison function serves to facilitate and enhance this work. Their principal function is to provide a wide range of information to the advisory body, such as information about City Council discussions, policies and actions.
This helps provide an historical perspective and thereby place the BCC work in context.
However, the BCCs should act independently in formulating recommendations for the City Council to consider. Therefore, it is inconsistent for liaisons to direct, guide or unduly influence the policy making work of the City's advisory bodies. Council liaisons have flexibility in discharging their duties. They may serve with or without attending the meetings of their advisory bodies. Historically, Boards and Commission members have valued consistent participation by Council liaisons. However, at minimum, they should be available for contacts with members of advisory bodies, and particularly with the Chairs.
City Council Procedures and Protocols Handbook:
Existing Protocols Section 2.8: Role of Council Liaison to Board or Commission The role of Council liaison to a Board or Commission is to be a point of contact with Council and a resource to the Board and Commission, as well as to share prior Council discussions and actions on issues as applicable, and assist the Board or Commission in understanding how it might inform Council decision-making. The liaison is expected to attend Board or Commission meetings as requested by the body unless the Councilmember has other conflicting duties.
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Staff recommends that the City Council add these items to the City Council Procedures and Protocols Handbook update.
APPROVED BY:
Ed Shikada, City Manager