Council Handbook
Updates May 2024
Presented To:
City Council
Presented By:
Kelly B. Clancy
Council Handbook Update
Overview
Direction from Council
Vice Mayor
Tech/Travel Allowance
Council Adherance to Handbook
Administrative Cleanup
Council Compensation
Legislative Break-August Recess
Future Agenda Referral
Agenda Order Update
Council Handbook Update
SELECTION AND
ROLE OF THE
VICE MAYOR At its first regular meeting in January of each year, the Council must designate one of its members as Vice Mayor to serve for one year and until a successor is elected and qualified. In the absence of the Mayor, the Vice Mayor shall possess and perform the powers and duties of the Mayor. (Sec. 310, City Charter)
During an election year an incumbent running for San Leandro City Council office shall not be appointed Vice Mayor. If a
Councilmember is running for re-election while serving as Vice Mayor, they are subject to automatic immediate resignation from the position. No Councilmember may announce they are running or pull nomination papers while they serve as Vice Mayor.
If a Council Member is running for San Leandro City Council office, the ballot designation shall not include the words Vice Mayor.
PAGE 9 COUNCIL HANDBOOK
Council Handbook Update
Councilmember Comments and Recommendations
Vice-Mayor Rotation based on seniority
Seniority is defined as the date sworn into office
If two Councilmembers have equal seniority, option to
defer nomination. If more than one member remains,
random name draw to establish seniority that year.
VM title only used while conducting official business
Shall not be used use on ballot or election materials
Should this policy be violated then council shall consider removal of the vice mayor
Council to discuss what happens when the rule is violated Reimbursements for expenses
Council Handbook Update
B. Travel/Training (Page 15 Council Handbook)
g) Councilmembers may be reimbursed for actual and necessary automobile expenses incurred in the performance of official duties within the San Francisco Bay Area. The reimbursable amount will be based on the actual mileage traveled for the purposes of the Councilmember’s official duties. In no case shall the amount of reimbursement exceed $125 per month. Mileage reimbursement rates will be the annually posted IRS mileage rate, which the Finance Department will maintain. A travel expense form must be completed for reimbursement of mileage and travel related expenses, and must include documentation for payment including receipts, invoices, canceled checks or credit card receipts.
h) The Mayor receives a car allowance of a flat $375 per month, which shall be in lieu of the $125 automobile expense reimbursement afforded other Councilmembers.
Staff Suggestions
If an Councilmember elects to travel by personal vehicle and airfare would be less expensive, the lower cost shall be used for reimbursement purposes.
To determine the reimbursement cost, staff will use the price of an economy plane ticket booked 60 days in advance.
At no time shall the expenses exceed the approved budget for Travel.
Council Handbook Update
B. Travel/Training (Page 15 Council Handbook)
Council Handbook Update
Council Adherance to
New Section Added to p 12: Handbook
ADHERENCE TO COUNCIL HANDBOOK
Any of the rules herein may be waived by a super majority 2/3 vote, which is 5 Councilmembers when it is deemed that there is good cause to do so based upon the particular facts and circumstances. Portions of this handbook may not be waived or superseded by a vote of the Council as they are pulled from the City Charter or otherwise legally binding that require a specific process for amendment.
The rules shall be amended by a majority vote of the City Council and may be amended administratively by the City Clerk’s Office in instances where the council has already taken action, in order to remain current with federal, state, and local law.
Council Recommendations
Emphasis on the word Rules
Agreement on 5/7 vote
When the policy restates existing Federal or State Laws, City Charter, Municipal Code or Administrative Code, then enforcement is provided by existing law (fines, report to the Fair Political Practices Commission, District Attorney or grand jury, misdemeanor charge).
When a written Handbook policy memorializes a Council or City custom, practice, norm, or best practice, the Council must develop and pass its own consequences when there are violations. Such consequences may range from written admonishment or reprimand from the Mayor or the City Council, to new or additional training requirements for a Councilmember, to City Council censure of the Councilmember.
City Council Handbook Enforceability
City Council Handbook
P 14 - REQUESTS FOR FUTURE AGENDA ITEMS AND URGENT REFERRALS All requests made shall be submitted to the City Manager and City Clerk in writing and in-advance of the City Council meeting, to ensure the correct language for the permanent record.
P 16 - REIMBURSEMENT FOR EXPENSES
a) Councilmembers and the Mayor will receive a $100 per diem and $50 per one-half day is hereby fixed and determined as reasonable expenses to be allowed each member of the City Council when traveling on official duty for all out-of-pocket expenses other than transportation and hotel expenses. Admin Code 1.3.110 Updates
P 19 - LEGISLATIVE BREAK
The City Council shall observe an annual recess during the month of August.
The duration of the recess shall encompass the entire month unless otherwise determined by a majority vote of the City Council. The August recess shall be applicable to all City Council, Boards and Commissions meetings.
During the August recess, regular City Council meetings shall be suspended.
Special meetings may be called if urgent matters arise that require immediate attention. The decision to convene a special meeting during the August recess shall be made by a majority of Council Members.
City Council Handbook
1. CALL TO ORDER Council Agenda
PLEDGE OF ALLEGIANCE
ROLL CALL
2. ANNOUNCEMENTS
3. REPORT ON CLOSED SESSION ACTIONS TAKEN (if applicable)
4. RECOGNITIONS
5. CONSENT CALENDAR
6. CITY MANAGER AND CITY ATTORNEY REPORTS
7. PUBLIC COMMENTS
8. PUBLIC HEARINGS
9. PRESENTATIONS
10. ACTION ITEMS
11. COUNCIL REQUESTS FOR FUTURE REFERRALS
12. CITY COUNCIL REPORTS, CALENDAR AND ANNOUNCEMENTS
13. ADJOURN
Thank You
City Council Handbook