San Mateo City Council
June 16, 2025

Sr. Project Manager .................................................................................................................. 260 Sr. Project Advisor ................................................................................................................... 260 Developer ................................................................................................................................. 268 RMC Business Manager .......................................................................................................... 275 National RMC Director ............................................................................................................ 285 Director of Technology ............................................................................................................ 285 Regional Manager/Project Director ......................................................................................... 290

S C S EN G I N EER S
Clerical ................................................................................................................................................... 90 Administrative/Secretarial .................................................................................................................... 99 Technician ........................................................................................................................................... 112 CAD Drafter .......................................................................................................................................... 115 Senior Engineering Technician ........................................................................................................... 120 Technical Associate I ........................................................................................................................... 125 Technical Associate II .......................................................................................................................... 130 Assistant Office Services Manager/Project Administrator ................................................................ 130 Office Services Manager/Senior Project Administrator..................................................................... 135 Associate Staff Professional I ............................................................................................................. 140 Project Analyst ..................................................................................................................................... 140 Associate Staff Professional II ............................................................................................................ 145 CAD Designer I ..................................................................................................................................... 145 Staff Professional I .............................................................................................................................. 150 Staff Professional II ............................................................................................................................. 155 Senior Office Services Manager ......................................................................................................... 160 CAD Designer II .................................................................................................................................... 165 Staff Professional III ............................................................................................................................ 165 Project Professional I .......................................................................................................................... 170 Project Professional II ......................................................................................................................... 178 Project Professional III ........................................................................................................................ 185 Senior Project Professional I ............................................................................................................... 195 Senior Project Professional II .............................................................................................................. 208 Senior Project Professional III ............................................................................................................. 215 Industrial Hygienist/Safety Professional ............................................................................................ 225 Project Manager I ................................................................................................................................ 228 Project Manager II ............................................................................................................................... 235 Senior Certified Industrial Hygienist/Safety Professional ................................................................. 250 Project Manager III .............................................................................................................................. 255 Project Manager IV .............................................................................................................................. 262 Senior Project/Technical Manager I ................................................................................................... 270 Senior Project/Technical Manager II .................................................................................................. 275 Senior Project Advisor ......................................................................................................................... 285 Project Director I .................................................................................................................................. 295 466 of 1111
Project Director II ................................................................................................................................. 305 Project Director III ................................................................................................................................ 315 Principals and Executives ....................................................................................................... See Note 5 467 of 1111

CI T Y O F S A N M A T E O

F E E SC H E D U L E F O R E Q U I PM E NT A ND A N A L Y S I S (Effective January 1, 2024 through December 31, 2025)
Rate ($)
GEM 2000 NAV/5000 NAV/Envision Gas Analyzer(s):
 Daily Rate ..................................................................................................................... 214/day  Weekly Rate ........................................................................................................... 1,069/week  Monthly Rate ........................................................................................................ 3,208/month Gazoscan Kit
 Daily Rate ..................................................................................................................... 216/day  Weekly Rate ........................................................................................................... 1,080/week  Monthly Rate ........................................................................................................ 3,240/month GEM 5000 w/H2S/CO
 Daily Rate ..................................................................................................................... 231/day  Weekly Rate ........................................................................................................... 1,156/week  Monthly Rate ........................................................................................................ 3,467/month SEM 500/TVA 2020/TDL 500/ Site FID Emissions Monitor/Irwin Inficon SEM:
 Daily Rate ..................................................................................................................... 231/day  Weekly Rate ........................................................................................................... 1,156/week  Monthly Rate ........................................................................................................ 3,467/month Q Rae Gas Analyzer O2/H2S/CO/Combustibles ................................................................................ 58/day Micro Max Gas Analyzer O2/H2S/CO/COI Combustibles .................................................................. 58/day 4 Gas Meter ........................................................................................................................................ 58/day Magnehelic Pressure Meter ............................................................................................................... 13/day Digital Readout Thermocouple .......................................................................................................... 29/day Dewatering Pump (Trash Pump) ........................................................................................................ 52/day Dräger Detector Tubes/Pump ........................................................................................................ 24/each MiniRae 2000/3000 PID:
 Daily Rate ..................................................................................................................... 174/day  Weekly Rate ............................................................................................................... 869/week  Monthly Rate ........................................................................................................ 2,608/month 3900 Kilroy Airport Way, Suite 100, Long Beach, CA 90806 | 562-426-9455 | eFax 562-492-9292 468 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
RKI Eagle II:
 Daily Rate ..................................................................................................................... 174/day  Weekly Rate ............................................................................................................... 869/week  Monthly Rate ........................................................................................................ 2,608/month Air Sampling Station:
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ........................................................................................................... 875/month Pipe Laser:
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ........................................................................................................... 875/month PAS 3000 Personal Air Sampling Pump ............................................................................................ 29/day Tedlar Bag (10-Liter) ........................................................................................................................46/each Sample Flow Controller/Tier II Gauge ............................................................................................... 49/day Non-Contaminating Air Sampling Pump ............................................................................................ 29/day Interface Probe ................................................................................................................................... 58/day Handheld GPS:
 Daily Rate ........................................................................................................................ 29/day  Weekly Rate ............................................................................................................... 146/week  Monthly Rate ............................................................................................................437/month Submersible Pump:
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ............................................................................................................875/month Water Level Indicator:
 Daily Rate ........................................................................................................................ 24/day  Weekly Rate ............................................................................................................... 119/week  Monthly Rate ............................................................................................................356/month Water Level Meter w/Temperature:
 Daily Rate ........................................................................................................................ 52/day  Weekly Rate ............................................................................................................... 259/week  Monthly Rate ............................................................................................................ 778/month 469 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
100-Foot Temperature Probe:
 Daily Rate ........................................................................................................................ 18/day  Weekly Rate ................................................................................................................. 92/week  Monthly Rate ........................................................................................................... 275/month Teflon Well Bailer............................................................................................................................. 29/each Vacuum Box/Carbon Canister and Blower..................................................................................... 174/day Tool Truck ......................................................................................................................................... 25/hour No. 14 P.E. Fusion Machine (1”-4”):
 Daily Rate ..................................................................................................................... 127/day  Weekly Rate ............................................................................................................... 637/week  Monthly Rate ........................................................................................................ 1,912/month No. 26 P.E. Fusion Machine (2”-6”):
 Daily Rate ..................................................................................................................... 157/day  Weekly Rate ............................................................................................................... 783/week  Monthly Rate ........................................................................................................ 2,349/month No. 28 P.E. Fusion Machine (2”-8”)
 Daily Rate ..................................................................................................................... 208/day  Weekly Rate ........................................................................................................... 1,042/week  Monthly Rate ........................................................................................................ 3,127/month No. 412 P.E. Fusion Machine (4”-12”):
 Daily Rate ..................................................................................................................... 319/day  Weekly Rate ........................................................................................................... 1,593/week  Monthly Rate ........................................................................................................ 4,779/month No. 618 P.E. Fusion Machine (6”-18”):
 Daily Rate ..................................................................................................................... 550/day  Weekly Rate ........................................................................................................... 2,749/week  Monthly Rate ........................................................................................................ 8,246/month No. 824 P.E. Fusion Machine (8”-24”):
 Daily Rate .................................................................................................................. 1,098/day  Weekly Rate ........................................................................................................... 5,492/week  Monthly Rate ...................................................................................................... 16,475/month 470 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
Trackstar 500 Fusion Machine
 Daily Rate ..................................................................................................................... 491/day  Weekly Rate ........................................................................................................... 2,457/week  Monthly Rate ........................................................................................................ 7,371/month Sidewinder Fusion Machine
 Daily Rate ..................................................................................................................... 174/day  Weekly Rate ............................................................................................................... 869/week  Monthly Rate ........................................................................................................ 2,608/month Electrofusion Processor Machine:
 Daily Rate ..................................................................................................................... 203/day  Weekly Rate ........................................................................................................... 1,015/week  Monthly Rate ........................................................................................................ 3,046/month Leister Extrusion Welding Gun ........................................................................................................ 174/day Air Compressor ................................................................................................................................... 70/day Arc Welder ........................................................................................................................................... 86/day Generator (3,500-Watt)...................................................................................................................... 70/day Generator (5,000-Watt)...................................................................................................................... 86/day Generator (6,000-Watt)...................................................................................................................... 92/day Generator (8,000-Watt)...................................................................................................................... 97/day Isolation Pinch-off Tool (1”-4”):
 Daily Rate ........................................................................................................................ 46/day  Weekly Rate ............................................................................................................... 232/week  Monthly Rate ........................................................................................................... 697/month Isolation Pinch-off Tool (2”-8”):
 Daily Rate ........................................................................................................................ 70/day  Weekly Rate ............................................................................................................... 351/week  Monthly Rate ........................................................................................................ 1,053/month Isolation Pinch-off Tool (8”-12”):
 Daily Rate ..................................................................................................................... 116/day  Weekly Rate ............................................................................................................... 578/week  Monthly Rate ........................................................................................................ 1,733/month 4-Wheeler (ATV/UTV):
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ........................................................................................................... 874/month 471 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
4-Wheeler with 44” Mow Deck:
 Daily Rate ..................................................................................................................... 116/day  Weekly Rate ............................................................................................................... 578/week  Monthly Rate ........................................................................................................ 1,733/month Riding Mower:
 Daily Rate ..................................................................................................................... 203/day  Weekly Rate ........................................................................................................... 1,015/week  Monthly Rate ........................................................................................................ 3,046/month Chain Saw:
 Daily Rate ........................................................................................................................ 13/day  Weekly Rate ................................................................................................................. 65/week  Monthly Rate ........................................................................................................... 194/month Horiba Water Quality Meter:
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ........................................................................................................... 875/month Hydrogen Sulfide Meter:
 Daily Rate ..................................................................................................................... 220/day  Weekly Rate ........................................................................................................... 1,102/week  Monthly Rate ........................................................................................................ 3,305/month Infrared Thermometer:
 Daily Rate ........................................................................................................................ 13/day  Weekly Rate ................................................................................................................. 65/week  Monthly Rate ........................................................................................................... 194/month Micropurge Flow Cell (Groundwater):
 Daily Rate ..................................................................................................................... 116/day  Weekly Rate ............................................................................................................... 578/week  Monthly Rate ........................................................................................................ 1,733/month Oiless Compressor and Control Box (Groundwater):
 Daily Rate ........................................................................................................................ 86/day  Weekly Rate ............................................................................................................... 432/week  Monthly Rate ........................................................................................................ 1,296/month 472 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
Earth/Resistance Tester:
 Daily Rate ..................................................................................................................... 116/day  Weekly Rate ............................................................................................................... 578/week  Monthly Rate ........................................................................................................ 1,733/month Pitot Tube and Gauges:
 Daily Rate ........................................................................................................................ 13/day  Weekly Rate ................................................................................................................. 45/week  Monthly Rate ........................................................................................................... 194/month Pressure Washer:
 Daily Rate ........................................................................................................................ 58/day  Weekly Rate ............................................................................................................... 292/week  Monthly Rate ........................................................................................................... 874/month Turbidity Meter/Conductivity Meter:
 Daily Rate ........................................................................................................................ 29/day  Weekly Rate ............................................................................................................... 146/week  Monthly Rate ............................................................................................................437/month Vacuum Air Pump:
 Daily Rate ..................................................................................................................... 116/day  Weekly Rate ............................................................................................................... 578/week  Monthly Rate ........................................................................................................ 1,733/month Downhole Video Camera System ................................................................................................... 231/day Weed Trimmer:
 Daily Rate ........................................................................................................................ 29/day  Weekly Rate ............................................................................................................... 146/week  Monthly Rate ............................................................................................................437/month Safety Equipment:
 Tyvek Suit (each) ...........................................................................................................18/each  Polyethylene suit (each) ............................................................................................... 24/each  Nitrile gloves (per pair) ................................................................................................. 18/each  PVC Gloves (per pair) .................................................................................................... 18/each  Rubber booties (per pair) ............................................................................................. 18/each  Organic Vapor Cartridges (per pair) ............................................................................. 24/each  Organic Vapor/Acid Cartridges (per pair) ..................................................................... 29/each  Cartridges pre-filters (per pair) ..................................................................................... 18/each 473 of 1111
Rate ($)
SCS Field Services
Fee Schedule for Equipment and Analysis
January 1, 2024 through December 31, 2025
Safety Equipment Continued:
 Half face respirator (each).............................................................................................. 24/day  Full face respirator (each) ............................................................................................. 29/day  Ventilator/manhole blowers ........................................................................................... 29/day  Parachute harness.......................................................................................................... 13/day  Tripod:
- Daily Rate .................................................................................................................. 86/day - Weekly Rate ......................................................................................................... 432/week - Monthly Rate.................................................................................................. 1,296/month  SCBA ............................................................................................................................. 231/day 474 of 1111

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 31 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 25-10046 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16th, 2025
SUBJECT:

Wastewater Treatment Plant Mosquito Abatement — Agreement RECOMMENDATION:

Approve a three-year agreement with the San Mateo County Mosquito and Vector Control District for mosquito monitoring and abatement at the Wastewater Treatment Plant in an amount not to exceed $45,000; establish a contingency reserve of $5,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.

BACKGROUND:

The San Mateo County Mosquito and Vector Control District (District) provides countywide mosquito abatement services to the public as a public health service. The District operates pursuant to the statutory laws relating to mosquito abatement and pest abatement districts in California Health and Safety Code, Division 3, Chapter 1, Sections 2060-2910, inclusive.

The Wastewater Treatment Plant poses a potential risk for mosquito breeding. The proposed Abatement Services Agreement is for mosquito surveillance and control activities by the District at the Wastewater Treatment Plant (WWTP) that cannot be handled within the normal scope of the District’s programs.

Pursuant to San Mateo Municipal Code section 3.60.050(g), contracts with other governmental agencies are exempt from the City’s purchasing ordinance. However, pursuant to City policy, intergovernmental contracts require City Council approval. Therefore, staff recommends the City Council approve a three-year agreement, through Fiscal Year 2027-28, with the District for mosquito monitoring and abatement services at the WWTP in an amount not to exceed $45,000, with a contingency reserve in the amount of $5,000.

BUDGET IMPACT:

Funding is budgeted annually in the WWTP Operations operating budget for these services. Pending approval and adoption of the Fiscal Year 2025-26 budget, sufficient funding will be available to cover the costs of the agreement.

ENVIRONMENTAL DETERMINATION:

This agreement is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.
475 of 1111

CITY OF SAN MATEO

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Robert Learmonth, WWTP Manager
[email protected]
(650) 522-7386
476 of 1111
April 17, 2025
City of San Mateo, Department of Public Works
ATTN: Matt Fabry
330 W 20th Ave.

San Mateo, CA 94403
Subject: Mosquito Abatement Services Agreement FY2025- 2026, 2026-2027, and 2027-2028 Dear Mr. Fabry,
Enclosed is the “Abatement Services Agreement” between our agencies for mosquito surveillance and control activities by the District for the wastewater treatment plant in San Mateo.

The “Abatement Services Agreement” is designed to address unique mosquito control issues that cannot be managed within the normal scope of this District’s programs. It should be clearly understood that the residents of San Mateo will continue to receive the same level of public health service as before, in addition to the extra services provided by this agreement. As part of an integrated mosquito control plan, District personnel will conduct surveillance using CO2-baited traps and other traditional mosquito sampling methods at your location. Surveillance data will be used to develop a tailored mosquito control strategy that may involve the application of pesticides. Any questions about the treatment program should be directed to Casey Stevenson, Operations Director.

This District operates in accordance with the statutory laws relating to mosquito abatement and pest abatement districts in California Health and Safety Code, Division 3, Chapter 1, Sections 2060 - 2910 inclusive. Please sign, date, and return the original copy of the “Abatement Services Agreement” to the San Mateo County Mosquito and Vector Control District as soon as possible.

Sincerely,
Brian Weber
District Manager
Docusign Envelope ID: 0224DCEB-A9D4-45AA-B66F-35FD129F9D33 477 of 1111

ABATEMENT SERVICES AGREEMENT
The SAN MATEO COUNTY MOSQUITO AND VECTOR CONTROL DISTRICT (“District”) and CITY OF SAN MATEO WASTEWATER TREATMENT PLANT (“Owner”) agree as follows:

1. The District will perform abatement services for the Owner’s problem site as described below. As reasonably necessary, the District will develop and implement mosquito surveillance and control activities with appropriate materials and equipment.

2. Problem site: Wastewater Treatment Plant at 2050 Detroit Dr, San Mateo.

3. Owner shall reimburse District at a rate of $93.23 per man-hour for inspection and/or treatment work, along with the cost of District-supplied materials. Man-hours will include setting and inspection of CO2 trap devices on or around the problem site.

Approx.: 8 Months 2 people, 2 hours each week
Approx.: 4 Months 1 person, 2 hours every three weeks
Approx.: 3 – 20 Gal BVA2 @ approx. $11.52 gal

4. District personnel will inform the property owner if mosquito breeding habitats can be eliminated without using pesticides (i.e., water circulation, fish stocking, and sealing entry/exit points). If nonpesticide methods cannot be identified or if the recommended actions fail, District personnel will implement control measures using public health pesticides, which may include materials that kill adult mosquitoes (adulticides). The choice of appropriate materials will rely on surveillance results and any additional information obtained by Mosquito and Vector Control staff. A 24-hour notice will be given to Plant Management prior to adulticiding.

5. The emergence of any unusual issues requiring extra manpower, equipment, and materials will necessitate a change order as an addendum to this agreement. It is understood that any modifications will be mutually agreed upon before the initiation of the order. All extra costs related to change orders will be negotiated separately.

6. The owner will pay for such services within 30 days of receipt of each bill.

7. This agreement shall be effective July 1, 2025, through June 30, 2028. Either party may terminate the agreement upon 30 days’ written notice to the other party.

8. During the term of this agreement, both contracting parties specifically waive the right to use the abatement procedures set forth in Health and Safety Code Sections 2060 through 2067, inclusive.

IN WITNESS WHEREOF, the parties execute this Agreement this _____ day of __________, 2025.

San Mateo County Mosquito and Vector Control District
1351 Rollins Road
Burlingame, California 94010
By: ______________________________________________ _________________________ Name Title
Matt Fabry
City of San Mateo, Department of Public Works
330 20th Ave
San Mateo, CA 94404
By: ______________________________________________ _________________________ Name Title
Docusign Envelope ID: 0224DCEB-A9D4-45AA-B66F-35FD129F9D33 District Manager
478 of 1111

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 32 Section Name: CONSENT CALENDAR Account Number: 10-4661 File ID: 25-10053 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:

Hillsdale Caltrain Commuter Shuttle – Agreement
RECOMMENDATION:

Approve a two-year agreement with Commute.org (Peninsula Traffic Congestion Relief Alliance) for the Hillsdale Caltrain Commuter Shuttle in the amount of $169,028; and authorize the Public Works Director to execute the agreement in substantially the form presented.

BACKGROUND:

The City has historically collaborated with Commute.org to provide commuter shuttle bus services to key business parks and destinations within the city through biennial agreements. These commuter shuttle services are provided through a third-party vendor from the San Mateo County Transit District and managed by Commute.org. The City’s partnership with Commute.org is highly advantageous, with Commute.org managing shuttle logistics and contributing 75 percent of the funding, while the City is responsible for the remaining 25 percent. The most recent agreement, approved by the City Council on June 20, 2023, supports shuttle services on a split route (Hillsdale Commuter Caltrain (HCC) East and West), connecting the City’s Caltrain stations to high-ridership areas, including the San Mateo Medical Center, Alameda/20th, and office buildings near Concar/Amphlett. The agreement also updated the management and operational structure of the shuttle program and clarified mutual funding responsibilities between Commute.org and the City. The current agreement is set to expire on June 30, 2025.

Earlier this year, Commute.org submitted a grant application through the San Mateo County Transportation Authority’s (SMCTA) call for projects to secure funding for the continued operation of the City’s shuttle routes. In response to changes in the grant structure, the shuttle team proposed consolidating the existing routes into a single east route to enhance ridership without increasing operational demands. This redesigned route will connect high-ridership residential and commercial areas east of Highway 101 with the Hillsdale Caltrain station, while also creating opportunities for private funding of the commuter service. Key service streets include Norfolk Street, Fashion Island Boulevard, Mariners Island Boulevard, and Bridgepointe Parkway. Residential communities within the service area include Lakeshore, Harbortown, Edgewater Isle, and Mariners Isle. Notable commercial properties served include 1400 Gateway, 901 and 951 Mariners Island Boulevard, 999 Baker, and the Sony PlayStation complex. The route is structured to provide bi-directional service, facilitating morning commutes for employees to commercial locations and residents to the Hillsdale Caltrain station, with afternoon service transporting residents from the station along the route and employees back to the station. A map of the revised route is included in the attached agreement.

SMCTA approved the grant application for the HCC shuttle route, and this agreement formalizes the terms and conditions for operations. As in prior years, Commute.org will contribute 75 percent of the total cost and the City will be responsible for the remaining 25 percent of the cost. As the shuttle service is provided by a third-party vendor from the San Mateo County Transit District, and managed by Commute.org, the agreement also requires the shuttle vendor to indemnify 479 of 1111

CITY OF SAN MATEO
participating agencies, including the City. Given the shuttle route changes, City staff will coordinate with Commute.org to provide community updates ahead of the July 1st service start. This agreement is for a two-year term, in accordance with the funding agreement between Commute.org and SMCTA.

BUDGET IMPACT:

The total two-year agreement cost for shuttle operations is $676,111. Commute.org’s maximum contribution is 75 percent of the total cost, or $507,083. The City is responsible for the remaining portion of the total cost, equating to approximately 25 percent, or $169,028, for the two-year term. There is sufficient funding in the Citywide Parking and Transportation budget for the City’s share of costs.

ENVIRONMENTAL DETERMINATION:

Approval of this agreement is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that entering into an agreement with Commute.org to provide shuttle services will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Ella Phillips, Environmental Compliance Inspector
[email protected]
(650) 522-7343
Jay Yu, Engineering Manager
[email protected]
(650) 522-7323
480 of 1111

SHUTTLE BUS SERVICE ADMINISTRATION AGREEMENT

HILLSDALE CALTRAIN COMMUTER
This Shuttle Bus Service Administration Agreement ("Agreement") is entered into on _____________ ("Effective Date"), between the City of San Mateo ("Lead Organization"), and Peninsula Traffic Congestion Relief Alliance ("Commute.org"). For clarity, references to "the Parties" mean the Lead Organization and Commute.org.

RECITALS
A. Lead Organization desires to participate in a shuttle bus service ("Shuttle Service") as part of the Shuttle Bus Program ("Program").

B. The purpose of this Agreement is to set forth the terms and conditions of Lead Organization's proposed participation in the Shuttle Service and in the Program.

AGREEMENT
NOW, THEREFORE, in consideration of the foregoing, the Parties agree as follows:

1. Authorization. Subject to the terms and conditions set forth below, Lead Organization hereby is authorized to participate in the Program. The Hillsdale Caltrain Commuter (“Shuttle”) shall operate to and from the Hillsdale Caltrain Station, in San Mateo, California, and employment and residential areas along the route shown on the map attached to this Agreement as Exhibit A, and described in the schedule attached to this Agreement as Exhibit B. The route and frequency of the Shuttle may be reasonably modified by Commute.org from time to time. Lead Organization understands and agrees that more than one participant may be served by the Shuttle.

2. Lead Organization. Lead Organization acknowledges that it has been selected and accepts the position of Lead Organization on behalf of all organizations served by the Shuttle. As Lead Organization, Lead Organization shall provide the projected minimum Twenty-Five Percent (25.0%) financial share, excluding contributions from Commute.org described under Section 5 of the Agreement, Maximum Contribution; Payment.

Lead Organization may seek appropriate contributions from participating organizations for reimbursement of amounts expended by Lead Organization hereunder, it being understood that Lead Organization shall not seek or make a profit from serving as Lead Organization.

Commute.org has no responsibility to collect any such amounts from such other organizations participating in the Program to be serviced by the Shuttle.

3. Shuttle Service Vendor. Shuttle Service is operated by the San Mateo County Transit District's Shuttle Provider (“Vendor”) in full accordance with the terms and conditions of 481 of 1111
the contract between SamTrans and the Vendor. Commute.org or its designee will have daily management responsibilities for the Shuttle.

Commute.org shall be responsible for supplying and/or completing any grant-related reporting information. Lead Organization shall assist Commute.org in obtaining appropriate reporting information.

4. Term. The term of this Agreement shall commence on July 1, 2025 and end on June 30, 2027. Any obligations which are incurred under the Agreement which are expressly provided to extend beyond the term of this Agreement, including any contribution obligations incurred by Commute.org pursuant to Section 5, shall remain valid until fulfilled as provided for in this Agreement. This Agreement may be terminated by either party without cause by giving thirty (30) days prior written notice to the other in the manner provided below.

All subsidy funds provided for the Program shall be generated from non-Commute.org revenue streams. At no time shall Commute.org be liable for additional revenue not included as part of the external authorized grant or for expenses disallowed by the granting entities (grantor).

Commute.org budget decisions are subject to the discretion of Commute.org's Executive Director and Commute.org's Board of Directors. This Agreement will terminate without penalty, liability or expense of any kind to Commute.org, if funds are not appropriated for the current fiscal year to fund the Shuttle Services. If funds are appropriated for a portion of the current fiscal year, this Agreement will terminate without penalty, liability or expense of any kind to Commute.org, at the end of the term for which the funds are appropriated. If expected revenues, from pending or future grant applications, which are intended to fulfill any portion of Commute.org contribution under this Agreement, are not approved and/or received by Commute.org, this Agreement will terminate without penalty, liability or expense of any kind to Commute.org, at the end of the term for which the funds are appropriated. Commute.org has no obligation to make appropriations for this Agreement in lieu of appropriations for new or other agreements.

The term of this Agreement may be extended to cover additional funding periods, by mutual written agreement. In the event that the Agreement term is extended, the Parties shall set forth any terms, including Commute.org's maximum contribution that will be applicable during the period of extension.

5. Maximum Contribution; Payment. Commute.org's maximum contribution (which includes contributions from all other funding agencies involved, if any) for Shuttle Service shall not exceed Five Hundred and Seven Thousand Eighty-Three Dollars ($507,083) or Seventy-Five point (75.0%) of the estimated total costs for the Shuttle Service as determined by Commute.org whichever amount is less.

6. Lead Organization's Payment. Lead Organization shall pay Twenty-Five Percent (25.0%) of the total actual costs of the Shuttle Service described in Section 1 of this Agreement.

Lead Organization's 25.0% share shall equal One Hundred and Sixty-Nine Thousand TwentyEight Dollars ($169,028), subject to a final adjustment as provided below.

Lead Organization shall pay based on quarterly invoices from Commute.org. Lead Organization shall pay each invoice within thirty (30) days from the date of the invoice. In the 482 of 1111
event 25.0% of the actual cost of operating the Shuttle during the term of this Agreement exceeds Lead Organization's total payments, excluding any Administration fee, upon adequate substantiation of such cost overrun, Lead Organization shall pay to Commute.org the difference within thirty (30) days of Commute.org's request for it. All payments required under this Agreement shall be made by check or money order and delivered to the following address:

Commute.org
Attention: Shuttle Department
400 Oyster Point Blvd., Suite 409
South San Francisco, CA 94080
Lead Organization shall be solely responsible for collecting any amounts owed by other organizations participating in the Program to be serviced by the Shuttle, if any.

7. Audit Requirements. For the duration of this Agreement, and for a period of three years thereafter, Lead Organization shall make available, during normal business hours and upon reasonable notice, to Commute.org and/or the grantor supplying funds for this Shuttle Service, or an independent auditor selected by either or both of them, all records relating to Lead Organization's participation in the Program including, but not limited to, all records of receipts and expenditures, promptly upon request. Commute.org and/or grantor shall bear its own costs connected with such audit, including the cost of an independent auditor. Lead Organization shall only be responsible for its own costs for making available all records relating to Lead Organization's participation in the Program in the event such an audit is requested.

8. Reporting Requirements. For the duration of this Agreement, including any extension terms, and for a period of three years thereafter, Lead Organization shall assist Commute.org with any reporting requirements related to the performance of this Agreement.

Commute.org shall bear its own costs connected with such reporting. Lead Organization shall only be responsible for its own costs for making available all records relating to the Lead Organization’s participation in the Program in the event such a report is requested. Records may include, but are not limited to ridership reports, rider surveys, customer compliments/complaints, schedule variants and effective dates.

9. Marketing Program. The Commute.org countywide shuttle marketing program description will be attached and made a part of this agreement as Exhibit C – MARKETING PROGRAM. Any brochures, handbooks, articles, news releases, timetables, web content, or other publications regarding the Shuttle (collectively “Collateral”) if provided by Lead Organization, shall occur at its sole expense with no additional reimbursement from Commute.org. All such Collateral must be approved by Commute.org in advance of publication. All Collateral shall identify the grantors as funding sources in a manner approved by Commute.org, with copies to Commute.org. See Exhibit D – GRANTING ENTITIES. During the term of this Agreement, funding sources may change. Commute.org will notify the Lead Organization of such changes and any additional marketing requirements that may apply as a result. The updates will not require Lead Organization consent. Lead Organization shall comply with update for newly drafted marketing materials.
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10. Passenger Comments. Lead Organization shall refer any passenger comments and/or complaints regarding quality of service or equipment, to Commute.org (650.588.1600) or website (Commute.org), unless otherwise instructed.

11. Indemnification. Lead Organization shall indemnify, keep and save harmless Commute.org, the San Mateo County Transit District, the San Mateo County Transportation Authority (“TA”) and their respective directors, officers, agents and employees (collectively, "Indemnitees") against any and all suits, claims or actions arising out of any injury to persons or property that may occur, or that may be alleged to have occurred, in the course of the operation of the Shuttle caused by an act or omission of Lead Organization or its employees, contractors, subcontractors, representatives or agents. Commute.org will notify Lead Organization promptly of any claim, the Lead Organization will have control of the defense of such claim and related settlement, and at the Lead Organization’s request and Lead Organization’s sole cost and expense, the Indemnitees will cooperate reasonably in the defense by providing information related to the Shuttle that is within their control. Except in the event of sole negligence on the part of Indemnitees, Lead Organization further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses arising therefrom or incurred in connection therewith; and if any judgment be rendered against the Indemnitees in any such action, Lead Organization shall, at its expense, satisfy and discharge the same. This indemnity shall survive the termination of this Agreement and or any extension thereof.

Commute.org shall indemnify, keep and save harmless the Lead Organization and its directors, officers, agents and employees (collectively, "Lead Organization Indemnitees") against any and all suits, claims or actions arising out of any injury to persons or property that may occur, or that may be alleged to have occurred, in the course of the operation of the Shuttle caused by an act or omission of Commute.org or its employees, contractors, subcontractors, representatives or agents. Lead Organization will notify Commute.org promptly of any claim, Commute.org will have control of the defense of such claim and related settlement, and at Commute.org’s request and Commute.org’s sole cost and expense, the Lead Organization Indemnitees will cooperate reasonably in the defense by providing information related to the Shuttle that is within their control.

Except in the event of sole negligence on the part of the Lead Organization Indemnitees, Commute.org further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses arising therefrom or incurred in connection therewith; and if any judgment be rendered against the Lead Organization Indemnitees in any such action, Commute.org shall, at its expense, satisfy and discharge the same. This indemnity shall survive the termination of this Agreement and or any extension thereof.

Lead Organization shall be included as an Indemnitee in the agreement between Commute.org and Vendor. A copy of that indemnity provision is attached as Exhibit E – INDEMNITY INCLUSION.

12. Notices. Any notice, report, request, instruction or other document required by this Agreement will be in writing and delivered in person to a representative of the parties at the address below, or by mailing the same by registered or certified mail, postage prepaid, addressed as follows:

If to Commute.org: Peninsula Traffic Congestion Relief Alliance 484 of 1111
400 Oyster Point Blvd, Suite 409
South San Francisco, CA 94080
ATTN: Executive Director
If to Lead Organization: Matt Fabry, P.E.

Public Works Director
City of San Mateo
330 W. 20th Ave.

San Mateo, CA 94403
[email protected]
Any notice served personally shall be deemed received upon delivery; any notice mailed via registered or certified mail as provided above shall be deemed received two (2) days after it is postmarked by the U.S. Mail Service. Either party may change its address by sending notice of the change to the other party as provided herein.

13. Liaison. Commute.org and Lead Organization shall each designate one or more persons to act as contact or liaison with the other party with regard to the day to day activities of the Program. Lead Organization's liaison shall be responsible, among other things, for complying with all reporting requirements specified in this Agreement, as well as coordinating the marketing program required by Section 9 above. Each party's liaison is as follows:

Commute.org Liaison: Richard Fontela
Senior Shuttle Programs Coordinator
(650) 588-8170
[email protected]
When the primary Lead Organization’s Liaison is unavailable, a secondary contact shall be:

John Ford
Executive Director
(650) 588-8170
[email protected]
Lead Organization's Liaison:

Jay Yu
Engineer Manager
(650) 522-7323
@cityofsanmateo.org
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When the primary Lead Organization’s Liaison is unavailable, a secondary contact shall be:

Lead Organization's 2nd Liaison: Nicolette Chan
Associate Transportation Planner
[email protected]

14. Attorneys' Fees. In the event legal proceedings are instituted by either of the parties to enforce any term of this Agreement or to determine the rights of the parties hereunder, the prevailing party in said proceedings shall recover, in addition to all court costs, reasonable attorneys' fees.

15. Relationship. Pursuant to this Agreement, Commute.org is merely a partial funding agency for transportation provided on behalf of the Lead Organization to their (and other participants, if any) tenants, employees, contractors, or designated agents under the Program.

Nothing herein shall be deemed to create a partnership, joint venture, independent contractor or employment relationship between Commute.org and Lead Organization.

16. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California as applied to contracts made and performed entirely in California.

17. Successors. These Agreement obligations created under this Agreement shall be binding on, and the rights established herein shall inure to the benefit of, the successors and assigns of the parties hereto.

18. Assignment. Lead Organization may not assign any of its rights nor transfer any of its obligations under this Agreement without the prior written consent of Commute.org.

19. Modification. This Agreement may be modified or amended only by a written document signed by both parties.

20. Dispute Resolution. Commute.org and the Lead Organization agree to attempt in good faith to resolve all disputes informally. If agreed to by both parties, alternate methods of dispute resolution, such as mediation, may be utilized. Unless otherwise directed by Commute.org, the Lead Organization shall continue performance under this Agreement while matters in dispute are being resolved.

21. Interpretation. Section headings are solely for convenience and are not intended to affect the interpretation of the Agreement. The Agreement will be interpreted reasonably, not in favor of or against either party.

22. No Third Party Rights. The parties do not intend this Agreement to create rights in any third parties and nothing in this Agreement should be construed to do so.

23. Commute.org Warranties. Commute.org makes no warranties or representations, either express or implied, beyond such as are explicitly stated in this Agreement. 486 of 1111

24. Severability. If any provision of this Agreement or any portion thereof is held to be invalid or unenforceable for any reason, that provision will be reformed and/or construed consistently with applicable law as nearly as possible to reflect the original intentions of this Agreement, and in any event such provision will be severable and will not affect the validity or enforceability of any other provision.

25. Entire Agreement. This Agreement constitutes the entire agreement of the parties with respect to its subject matter and supersedes any prior or contemporaneous oral or written understandings of the parties on the same subject. This Agreement may only be amended in a writing signed by both of the parties hereto. The parties intend this Agreement to be an integrated agreement.

IN WITNESS WHEREOF, the parties have executed this Agreement on the date first written above with the intent to be legally bound.

COMMUTE.ORG
(PENINSULA TRAFFIC CONGESTION

RELIEF ALLIANCE)

LEAD ORGANIZATION
(CITY OF SAN MATEO)
By: By:

Name: Name: Matt Fabry
Title: Title: Public Works Director

APPROVED AS TO FORM
By:

Name: Linh Nguyen
Title: Assistant City Attorney

APPROVED AS TO FORM
PTCRA Attorney
*If Lead Organization is a corporation, this Agreement must be executed by any person authorized by the corporation to bind the corporation to a contract of this nature.

EXHIBIT A
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MAP OF SHUTTLE ROUTE
(Effective July 1, 2025)

EXHIBIT B

SCHEDULE OF SHUTTLE SERVICE
(Effective July 1, 2025)
DRAFT
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EXHIBIT C

MARKETING PROGRAM
(As of July 1, 2025)
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Commute.org has developed a countywide shuttle marketing plan that serves as the basis for promoting the shuttle program throughout San Mateo County. Commute.org and its partners use a variety of tools to create and execute focused marketing for the shuttle program.

The Commute.org website serves as a primary source of information about the shuttle program.

Riders, and potential riders, use the site to get information about routes and schedules as well as real-time vehicle location tracking. The mobile version of the Commute.org site is optimized to provide shuttle riders with streamlined access to the information they need during their commute.

Commute.org maintains and publishes route specific GTFS data that is used by transit planning apps including those managed by Google, Apple, 511 and app developers. Passengers can plan trips that include shuttles anywhere Commute.org shuttles operate. Route and schedule information is also available in hard-copy format.

Commute.org works with the cities and property owners where shuttles operate to install and maintain signage indicating where the shuttles stop. New signage is being installed at stop locations throughout San Mateo County.

Commute.org shuttle and employer outreach staff provide presentations about the shuttle program directly to employers and their employees as well as at community events. Rider appreciation events are conducted throughout the year and allow the Commute.org team to thank shuttle riders for their commitment to using shuttles for first/last mile transportation.

EXHIBIT D

GRANTING ENTITIES
(As of July 1, 2025)
Following are all granting entities requiring acknowledgement on all marketing Collateral:
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1. Commute.org.

2. San Mateo County Transportation Authority (“SMCTA”)
Citing the funding entities in text or official logo form will be deemed acceptable once prior layout approval has been obtained from Commute.org Liaison.

THE BALANCE OF THE PAGE HAS BEEN INTENTIONALLY LEFT BLANK.

EXHIBIT E

INDEMNITY INCLUSION
THE BALANCE OF THE PAGE HAS BEEN INTENTIONALLY LEFT BLANK.

12. RESPONSIBILITY: INDEMNIFICATION
The CONTRACTOR shall indemnify, keep and save harmless the DISTRICT, Peninsula Traffic Congestion Relief Alliance (PTCRA or Commute.org), the Peninsula Corridor Joint Powers Board, the City and County of San Francisco, the Santa Clara Valley Transportation Authority, TransitAmerica Services, Inc. (TASI) or the successor Operator of Record, the Union Pacific Railroad Company, the Bay Area Air Quality Management District, City/County Association of Governments, the San Mateo County Transportation Authority, entities participating in the DISTRICT's shuttle program ("Lead Organizations"), and their respective directors, officers, agents and employees and participating employers against any and all suits, claims or actions arising out of any of the following:” A. Any injury to persons or property that may occur, or that may be alleged to have occurred, arising from the performance of this Agreement by the CONTRACTOR caused by a negligent act or omission or willful misconduct of the CONTRACTOR or its employees, subcontractors or agents; or
B. Any allegation that materials or services provided by the CONTRACTOR under this Agreement infringe or violate any copyright, trademark, patent, trade secret, or any other intellectual-property or proprietary right of any third party. 491 of 1111
C. Any claims that may be asserted under Section 13(c) and 15(n)(I) of the Federal Transit Administration Act of 1964, as amended, or any comparable provisions of federal or state law (or under any regulations promulgated thereunder), as said laws or regulations now exist or hereafter maybe amended.

The CONTRACTOR further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses of defenses as they are incurred. If any judgment is rendered against the DISTRICT or any of the other entities or individuals enumerated above in any such action, the CONTRACTOR shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of the Agreement.
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 33 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 25-10059 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16th, 2025
SUBJECT:

Wastewater Treatment Plant Supervisory Control and Data Acquisition Monitoring and Upgrade Project – Contract Change Order
RECOMMENDATION:

Approve Contract Change Order #3 with Technology Management Professionals dba TMPros, LLC in the amount of $156,864 to monitor and maintain the Supervisory Control and Data Acquisition Network at the Wastewater Treatment Plant for a revised total contract amount of $485,408; extend the term through June 30, 2026; establish a contingency amount of $20,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders up to the contingency amount.

Background:

The Wastewater Treatment Plant (WWTP) uses a Supervisory Control and Data Acquisition (SCADA) network to remotely monitor and control equipment and processes at the WWTP, Dale Avenue Pump Station, and throughout the sewer collection system. The system is critical to maintain the operation of these facilities and the network must be monitored and maintained as necessary. Technology Management Professionals dba TMPros, LLC (TMPros) has demonstrated the competency to monitor, patch, and maintain the WWTP’s network on which the SCADA system operates.

In June 2023, Council approved an agreement with TMPros for $174,140. In June 2024, Contract Change Order #1 was executed to extend the contract term through July 2025. In July 2024, Contract Change Order #2 was executed to increase the contract amount by $154,404 for a revised total contract amount of $328,544.

As part of the Clean Water Program, WWTP staff are currently designing and configuring the SCADA system and network for the new wastewater treatment facility. The project upgrade will integrate SCADA systems between the existing WWTP and the new wastewater treatment facility. Staff recommends approving the contract change order with TMPros because they are already in the process of integrating the SCADA network system and assisting with the network design for the new facility, which has been delayed into next fiscal year.

BUDGET IMPACT:

Funding for these services is budgeted in the WWTP Maintenance operating budget. Pending approval and adoption of the FY 2025-26 budget, sufficient funding will be available to cover the cost of this contract change order.

ENVIRONMENTAL DETERMINATION:
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CITY OF SAN MATEO
This Council action is exempt from CEQA in that it can be seen with certainty that there is no possibility this activity will have a significant effect on the environment, because this activity relates to software technology support and improvements without any necessary physical changes that may impact the environment. (CEQA Guidelines Section 15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Contract Change Order #3
STAFF CONTACT:

Robert Learmonth, WWTP Manager
[email protected]
650-522-7386
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CITY OF SAN MATEO

PUBLIC WORKS DEPARTMENT
330 WEST 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7300 CONTRACT CHANGE ORDER # 3
PROJECT: Wastewater Treatment Plant SCADA Monitoring and Upgrade Project – Change Order TO: Technology Management Professionals LLC
CONTRACT CHANGE ORDER NO. 3 Page 1 of 1
PO/SCON No.

Fund
Cost Center
Spend Category
720
Wastewater Treatment Plant
Date 5/20/2025
You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.

DESCRIPTION OF WORK
Following is a description of work to be done, estimate of quantities, and pricesto be paid.

Revise section 5- “TERM’’ of the Agreement as follows: The services to be performed under this agreement shall commence upon execution of this agreement and be completed on June 30, 2026.

Revise Section 6- “Payment”- of the Agreement to read as follows: 6.1-The total amount payable to VENDOR under this Agreement shall not exceed $485,408.

Revise the scope of work of the Agreement to include “TMPros Managed IT Services - City of San Mateo WWTP FY 2026’’—Attachment 1.

Total cost of change not to exceed: $156,864
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above.

Date Accepted:

Contractor: Technology Management Professionals LLC
By:

STATEMENT OF ACCOUNT
Original Contract Price $ 174,140
Previous Change Orders $ 154,404
Total to date $ 328,544
This Change Order $156,864
Revised Contract Price $485,408
Date Approved:

By:

Title: Matt Fabry, Director of Public Works
DISTRIBUTION: Purchasing, City Clerk, Contractor, Construction Manager, Project Analyst, Project File NOTE: This change order is not effective until approved by the Director of Public Works.

Other Contractual Services
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Monthly Subtotal $3,680.00
Monthly Subtotal $220.00
TMPros
PO Box 280
Atwater, CA 95301
United States
T: +18889557767
Quote # 7214
Date 2025/05/14
Expires 2025/06/01
Contact Baron Wolt
Prepared for City of San Mateo Water Works
Rob Learmonth
330 W 20th Ave
San Mateo, CA 94403
United States
E: [email protected]
TMPros Managed IT Services - City of San Mateo WWTP
Monitoring Services
Category Item Qty Price Total
MSP /
Monitoring
Server Monitoring
24x7 Remote Monitoring, Patch Management, Ticketing, and Remote Management Tools
30 $85.00 $2,550.00
†
*
MSP /
Monitoring
Workstation Monitoring
24x7 Remote Monitoring, Patch Management, Ticketing, and Remote Management Tools
4 $35.00 $140.00
†
*
MSP /
Monitoring
Device Monitoring
24x7 Remote Monitoring of Switches, Routers, Wireless Access Points, Critical Printers, and Other Network Devices
30 $33.00 $990.00
†
*
Security Services
Category Item Qty Price Total
MSP / Security Endpoint Detection and Response
Next-generation AI antivirus, prevention, detection, and response solution. 22 $10.00 $220.00
†
*
Server and Network Support
Category Item Qty Price Total
MSP / Backup Veeam management
Server Backup (Selective)
Item Discount ($20.00)*
30 $20.00 $600.00
$580.00
†
*
MSP / Support
Plan
Server Support
Physical Server and Hypervisor Support
30 $80.00 $2,400.00
†
*

ACCEPT QUOTE
Quote
TMPros - Quote # 7214 1 / 3
496 of 1111
Monthly Subtotal $3,625.00
Discount ($20.00)
Monthly Subtotal $267.00
Monthly Subtotal $5,300.00
* Recurring fees billed monthly with 1 upfront payment(s). † Non-taxable item
Please contact us if you have any questions.

Monthly Subtotal $13,092.00
Discount ($20.00)
Total Monthly $13,072.00 USD
One-Time $0.00
Recurring Up-front $13,092.00* Discount ($20.00)
Total Up-front $13,072.00 USD
* Recurring fees billed monthly with 1 upfront payment(s).

MSP / Support
Plan
Network Support
DVR/NVR Support Per Camera/Feed
25 $25.00 $625.00
†
*
Category Item Qty Price Total
User Support
Category Item Qty Price Total
MSP / Support
Plan
Workstation Support
Workstation Support
3 $89.00 $267.00
†
*
Project and CIO Services
Category Item Qty Price Total
Service Project Services
Services provided as part of a project scope
60 $75.00 $4,500.00*
MSP /
Consulting
CIO Hours
Additional CIO Hours
4 $200.00 $800.00
†
*
Summary

ACCEPT QUOTE
Quote
TMPros - Quote # 7214 2 / 3
497 of 1111
Cost Breakdown
Category Monthly Fees
MSP / Monitoring $3,680.00
MSP / Security $220.00
MSP / Backup $600.00
MSP / Support Plan $3,292.00
Service $4,500.00
MSP / Consulting $800.00
Discount ($20.00)
Total $13,072.00 USD
Billing Code: NV
Quote
TMPros - Quote # 7214 3 / 3
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 34 Section Name: CONSENT CALENDAR Account Number: 72-4671- 05-5281
File ID: 25-10069
TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:

Wastewater Treatment Plant Centrifuge Parts, Service and Repair Services — Agreement RECOMMENDATION:

Adopt a Resolution approving the award of a three-year agreement with GEA Mechanical Equipment US, Inc. (GEA) for parts, service, and repair services of centrifuges at the Wastewater Treatment Plant in the amount of $600,000, with two, one-year options to extend at $200,000 each, for a potential not-to-exceed total agreement amount of $1,000,000; and authorize the Public Works Director to execute the agreement and no-cost time extensions in substantially the form presented.

BACKGROUND:

Centrifuges are vital pieces of equipment in the Wastewater Treatment Plant (WWTP) plant process. The centrifuges remove water from digested solids to produce a compatible material ("cake") that can then be hauled away to be used for either landfill alternate daily cover or land application. Reducing the liquid content of the cake is critical to reducing the cost of hauling. These GEA/WESTFALIA brand units are the last step in the solids handling process and are crucial to maintaining compliance in operations. Currently, one of the WWTP’s centrifuges is inoperable, a second requires a major service, and the third is due for regular service. If all the centrifuges become inoperable, digested sludge would not be able to be processed.

For these reasons, being able to purchase parts in a timely manner as well as have GEA factory-trained technicians available to perform service is recommended to minimize downtime in the event an operating unit fails. Due to the precise nature of centrifuge operation, it is highly recommended to hire factory-trained technicians to complete these repairs. In the past, repairs have been conducted by third-party vendors with unsatisfactory results. Additionally, one of the centrifuge units is still covered by the manufacturer’s warranty which requires service to be performed by factory-trained technicians. GEA/WESTFALIA is the original manufacturer of these units and has factory-trained technicians available locally (Patterson, CA) to conduct service or repairs, both at their facility and on-site through GEA. Staff requested a proposal from GEA for maintaining the three centrifuges.

In accordance with San Mateo Municipal Code Section 3.60.050(b), Council may approve an award of an agreement without competitive bidding when calling for bids would be impracticable, unavailing, or impossible. Here, since GEA/WESTFALIA is the manufacturer of the centrifuges, it is the only provider that has factory-trained technicians available to conduct the service and repairs in a satisfactory manner through GEA. As provided above, the City has used third-party technicians in the past, with unsatisfactory results. Given the urgent nature of getting the centrifuges serviced and repaired with qualified factory-trained technicians, staff recommends for Council adopt a Resolution approving the award of a three-year agreement with GEA for parts, service, and repair of the centrifuges at $200,000 annually, with two optional one-year extensions also at $200,000 per year, for a total potential agreement amount of $1,000,000, and 499 of 1111

CITY OF SAN MATEO
authorizing the Public Works Director to execute the agreement and no-cost time extensions.

BUDGET IMPACT:

Sufficient funds are available in the WWTP operating budget to cover the cost of the agreement.

ENVIRONMENTAL DETERMINATION:

Approval of an agreement for WWTP centrifuge parts, service, and repair services is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Proposed Agreement

STAFF CONTACT
Robert Learmonth, Wastewater Treatment Plant Manager
[email protected]
650-522-7386
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN AGREEMENT WITH GEA MECHANICAL EQUIPMENT US, INC.

FOR CENTRIFUGE PARTS, SERVICE, AND REPAIRS SERVICES
WHEREAS, the City’s Wastewater Treatment Plant (WWTP) has three centrifuges to remove water from digested solids as part of the wastewater treatment process; and WHEREAS, these GEA/WESTFALIA brand centrifuges need to be maintained and serviced to avoid the stoppage of the wastewater treatment plant; and
WHEREAS, one centrifuge is currently inoperable, and the remaining two need major service or regular service; and
WHEREAS, one of the centrifuge units is still covered by the manufacturer’s warranty which requires service to be performed by factory-trained technicians; and WHEREAS, GEA Mechanical Equipment US, Inc. (GEA) provides maintenance and service to GEA/WESTFALIA manufactured centrifuges; and
WHEREAS, GEA provides factory-trained technicians to complete service and repairs; and WHEREAS, treatment plant staff have previously used third-party companies other than the GEA to perform service with unsatisfactory results; and
WHEREAS, in accordance with Municipal Code section 3.60.050(b) agreements may be awarded without competitive bids if calling for bids would be impracticable, unavailing or impossible and the City Council sets forth findings designating the reasons; and
WHEREAS, City staff recommends approval of the agreement with GEA because they are the only provider of factory-trained technicians able to provide parts, service, and repairs for GEA/WESTFALIA brand centrifuges.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY FINDS and RESOLVES that:

1. This Council action is exempt from CEQA review as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

2. In accordance with San Mateo Municipal Code Section 3.60.050 (b), calling for bids would be impracticable, unavailing, or impossible because:
a. The WWTP utilizes three GEA/WESTFALIA brand centrifuges; 501 of 1111
b. One centrifuge remains under warranty which requires factory-trained technicians; c. One centrifuge is currently inoperable while the remaining two centrifuges require major or regular service;
d. GEA Mechanical Equipment US, Inc. is the only provider with factory-trained technicians available to complete necessary service and repairs;
e. Immediate maintenance is required for the centrifuges at the Wastewater Treatment Plant; f. Delay in maintenance may lead to the stoppage of the treatment plant and may incur additional cost to haul the liquid sludge.

3. The agreement with GEA Mechanical Equipment US, Inc., for centrifuge parts, service, and repair services in an amount not to exceed of $1,000,000 is approved.

4. The Public Works Director is authorized to execute the agreement in substantially the form submitted on behalf of the City including any necessary no-cost time extensions. 502 of 1111
Contract for Services-Estero SB854 (PW) Page 1 of 12
Rev 9/22
PUBLIC
AGREEMENT WITH GEA MECHANICAL EQUIPMENT U.S., INC.

FOR WASTEWATER TREATMENT PLANT CENTRIFUGE PARTS, SERVICE, AND REPAIR SERVICES This Agreement, made and entered into this day of ____________________ 2025, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and GEA Mechanical Equipment U.S. Inc., a Delaware corporation ("CONTRACTOR"), whose address is 400 S. Wuthering Hills Dr. Janesville, WI 53546.

RECITALS:

A. CITY desires certain equipment maintenance and repair services on CONTRACTOR’S supplied equipment (the “Services”) hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these Services by reason of its qualifications and experience for performing such services and CONTRACTOR has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement (the “Services”), which is attached and incorporated by reference.

SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall, without additional compensation, correct or revise any errors or deficiencies in its work. CONTRACTOR warrants that the Services (including all materials/spare parts) shall be in good working order and free from defects in materials and workmanship for a period of ninety (90) days. In addition to the foregoing, and not in limitation thereof, CONTRACTOR hereby agrees to assign to CITY all rights obtained under warranties given by CONTRACTOR's third-party CONTRACTORs and suppliers with respect to the Services (including all materials) provided by CONTRACTOR hereunder to the extent same are assignable. If any such warranty is not assignable, CONTRACTOR shall pursue same on CITY’s behalf against the warrantor.

This warranty of material and workmanship is the only warranty made by CONTRACTOR and is in lieu of all other warranties, express or implied, and CONTRACTOR disclaims on behalf of itself and its suppliers any and all implied warranties, including, without limitation, warranties of merchantability, fitness for a specific purpose (other than the purpose stated in the CITY's specifications set forth in the contract), suitability or performance This warranty shall not cover (i) any defects arising from corrosion, abrasion, use of unsuitable lubricants, operation outside of prescribed temperature ranges, or negligent attendance or faulty operation, (ii) ordinary wear and tear, or (iii) any defects caused by errors on the part of CITY in not providing suitable premises in which the equipment is to be located, adequate foundation works, or adequate protection against influences within or outside the premises which may affect the equipment or its operation. CONTRACTOR's obligation under this warranty is strictly and exclusively limited to furnishing repairs or replacements for equipment or parts determined to be defective on inspection by an authorized 503 of 1111
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representative of CONTRACTOR. CONTRACTOR assumes no responsibility and shall have no liability for any repairs or replacements by CITY without CONTRACTOR's prior written authorization.

CONTRACTOR represents that it is qualified to furnish the Services described under this Agreement.

CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform the services of CONTRACTOR.

CONTRACTOR and his subcontractors shall comply with State’s Prevailing Wage Laws.

CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR's work.

The CITY is responsible for operating any equipment and use any Services provided hereunder in compliance with any applicable written instructions and safety guidelines provided by CONTRACTOR. – SECTION 4 - TERM
The Services to be performed under this Agreement shall commence upon execution of this Agreement and continue for a period of three (3) years. At the City’s discretion, up to two (2), one-year extensions may be exercised through an amendment of this Agreement, for a total potential agreement term of up to five (5) years.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for Services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR a fee in an amount not to exceed $600,000.00 pursuant to rates stated in Exhibit B, attached and incorporated by reference. At its option, the City has two optional, one-year extensions at $200,000 for each extension, for a total potential agreement term of five years, and $1,000,000 total agreement amount. 504 of 1111
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SECTION 6 – TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONTRACTOR. CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice. In such event, CITY shall pay CONTRACTOR for all Services performed to date plus any costs incurred in connection with preparing to complete the remaining Services that are not otherwise able to be cancelled without costs.

SECTION 7 - RIGHT TO USE DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are based on intellectual property of CONTRACTOR related to the maintenance and repair of CONTRACTOR’s equipment and shall remain the sole intellectual property of CONTRACTOR. CONTRACTOR hereby licenses to CITY the right to use anu such documents solely in connection with the use, maintenance and repair of the equipment that the Services are performed on..

SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release.

All drawings, notebooks, operating data, specifications, and other information, data and material (“Information”) furnished to CITY by CONTRACTOR shall remain the proprietary and confidential property of CONTRACTOR, and shall be used by CITY only with respect to the work covered by the Contract and not in connection with any other project. Information shall not be made available to any third party without CONTRACTOR's prior written consent. CITY shall not, not permit any third party to, reverse engineer, measure or otherwise technically examine or test CONTRACTOR's Goods. Any Information shall only be disclosed by CITY to its employees on a need-to-know basis for the operation, maintenance, and repair of the Goods. Intellectual property or patent rights which may be obtained on the basis of the Information or the Goods shall remain the exclusive property of CONTRACTOR. The City shall treat the Information as confidential as allowed under law. In the event the City receives a California Public Record Act request for the Information, the CITY shall immediately notify CONTRACTOR so that CONTRACTOR may promptly seek an appropriate legal action to prevent disclosure of its Information.

SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services under this Agreement.
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SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or employee of CITY while providing services under this Agreement.

SECTION 11 – INDEMNITY AND DAMAGES
CONTRACTOR agrees to hold harmless and indemnify City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents from and against any and all third party claims, loss, liability, damage, and expense arising out of CONTRACTOR’s negligence or willful misconduct or the performance of this Agreement to the extent such actions result in the personal injury or death or damage to personal property , except for those claims arising out of CITY’s negligence or willful misconduct. CONTRACTOR agrees to defend City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents against any such claims. The CONTRACTOR’S duty to indemnify shall survive expiration or early termination of this Agreement.

In no event shall CONTRACTOR or its suppliers be liable in contract or in tort or under any other legal context or theory, including negligence and strict liability, for any special, punitive, indirect, incidental or consequential damages of any kind or character, including, but not limited to, loss of use of productive facilities or goods, costs of product recall, plant downtime, damage to or loss of product, chemicals, catalysts, feedstock or other raw materials, loss of revenues or profits or loss under purchases or contracts made in reliance on the performance or non-performance of the goods or Services, whether suffered by CITY or any third party. Except as provided below, CONTRACTOR's and its suppliers' aggregate responsibility and liability, whether arising out of contract or tort or any other legal context or theory, including negligence and strict liability, all claims for breach of any warranty or guarantee, failure of performance or delay in performance by CONTRACTOR or performance or non-performance of the goods shall not exceed the price paid for the Services hereunder. Notwithstanding the foregoing, for any claims for which CONTRACTOR is responsible for indemnity as provided herein for personal injury or death or damage to personal property, the monetary cap in the preceding sentence shall not apply and instead a separate cap of $3,000,000.00 shall apply.

SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.
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SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.

SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. 507 of 1111
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SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY'S request if litigation is brought against CITY in connection with CONTRACTOR'S services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR'S wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR'S standard hourly rates at the time of actual testimony.

SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Rob Learmonth
City of San Mateo
2050 Detroit Dt
San Mateo CA 94404
To CONTRACTOR: GEA Mechanical Equipment U.S., Inc.

Attn: Evan Walker, President
400 S. Wuthering Hills Dr.

Janesville, WI 53546
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.
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This document may be amended only by written instrument, signed by both CITY and CONTRACTOR.

SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California, and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement has been duly executed by the parties hereinabove named, as of the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Evan Walker
Its Authorized Agent
President
If a Corporation, can be either
1) President or 2) Vice
President plus an additional
corporate officer (i.e.,
Secretary, Treasurer) who shall
sign below.

Date

APPROVED AS TO FORM
Linh P. Nguyen
Assistant City Attorney
Date
Attachments:

Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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EXHIBIT A

SCOPE OF SERVICES
• Minor Service Decanters
Definition:

Visual machine inspection
Inspection of conveyor scroll for wear
Inspection of solids discharge ports and bushings for wear Lubricant change for Gear Box*
Check oil level and refill if required the central lubrication system Replacement of oil for the scroll bearings
Inspection of temperature feelers and Oil Pulse sensors Inspection and adjustment of v-belts and speed sensors
Inspection of vibration monitoring system
Replacement of gaskets and O-Rings for feed –tube
Greasing of motor*
Check functions of PLC (if supplied by GEA)
Test run unit on product or water
Check vibration of unit, both before** and after service Provide written report detailing overall condition and recommendations *All lubricants that are provided by customer must be per OEM recommendations. ** Vibration check prior to service when practical.

Parts in accordance with Annex 2
• Major Service Decanters
Definition:

Visual machine inspection
Inspection of the drive system
When applicable, replacement of the planetary gear’s shaft complete (SMEK) with a factory reconditioned shaft Replacement of main bowl bearings, seals and O-rings
Replacement of conveyor scroll bearings, seals and O-rings Inspection of conveyor scroll and bowl discharge ports for wear Oil exchange Gear Box*
Check oil level and refill the central lubrication system, if required* Replacement of oil for the scroll bearings*
Replacement of V-belts
Replacement of gaskets and O-Rings for feed –tube; -line and liquid discharge line Inspection of temperature sensors
Inspection and adjustment of speed sensors
Check functions of PLC (if supplied by GEA)
Test run unit on product or water
Check vibration of unit, both before** and after service Provide written report detailing overall condition and recommendations *All lubricants that are provided by customer must be per OEM recommendations. ** Vibration check prior to service when practical.
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EXHIBIT B

PAYMENT RATES
Rates of attendance for non-scheduled services
GEA reserves the right to update Rates of attendance for non-scheduled services with 30 days’ notice.

Domestic Service Rates
Effective Aug 1, 2024
Regular Service
Monday – Friday $220.00 / Hr.

Monday – Friday Overtime $290.00 / Hr.

Saturday $290.00 / Hr.

Sunday & Holiday $348.00 / Hr.

Estimated Freight Charged at cost Part #: 9300-0002-202 @ $1200.00 Travel Expenses
Airfare, car rental, meals,
lodging, etc. are charged at
actual cost. Use of the company
service fleet leased, or private
vehicles is charged at $0.625
cents/mile. Travel time will be
charged at current rates, listed
above.
$125 booking Fee for travel
Arrangements.
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EXHIBIT C

INSURANCE REQUIREMENTS

MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits of $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limits of $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limits of $1,000,000 per accident for bodily injury or disease.

If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance where the claim arises from Contractor’s negligence or willful misconduct as respects the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.

Notice of Cancellation
Contractor shall notify the City of San Mateo of any coverage that is canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. 513 of 1111
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Waiver of Subrogation
Contractor hereby grants to the City of San Mateo and the Estero Municipal Improvement District a waiver of any right to subrogation which Contractor’s Workers’ Compensation insurer may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 514 of 1111

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 35 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 25-10076 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:

Citywide Custodial Services — Amendment
RECOMMENDATION:

Approve Amendment No. 8 to the service agreement with Imperial Maintenance Services, Inc. for Citywide Custodial Services to increase the agreement by $78,665.32, for a revised total agreement amount not to exceed $6,499,300.54; extend the agreement term an additional month to July 31, 2025; establish a contingency reserve in the amount of $8,000.00; and authorize the Public Works Director to execute Amendment No. 8 in substantially the form presented and issue change orders within the contingency amount.

BACKGROUND:

The Fleet and Facilities Division of Public Works contracts with Imperial Maintenance Services, Inc. (Imperial) to perform scheduled cleaning of City facilities, keeping them in good condition for both staff and members of the public. In February 2018, a three-year service agreement was awarded by City Council to Imperial for Citywide Custodial Services with an annual not-to-exceed amount of $747,600. The approval also allowed for five (5) optional annual extensions of the service with annual increases to the budget.

Since the execution of the 2018 agreement, Amendment Nos. 1 and 2 were approved and executed to adjust the term of the agreement to align with fiscal year end and set minimum wage requirements to align with the City’s minimum wage Ordinance instead of the State’s minimum wage requirements. Amendments Nos. 3 through 7 were approved and executed to provide the five optional annual term extensions, add annual funding to the agreement, include additional cleaning services for new buildings, and account for annual Consumer Price Index (CPI) increases.

Amendment No. 8 will extend the agreement term for an additional month in order to ensure a continuation in custodial services until a new long-term contract is in place in August 2025, as well as increase the agreement amount to cover the costs of the additional month of service. Therefore, staff recommends amending the existing Citywide Custodial Services agreement to Imperial Maintenance Services, Inc. to avoid disruption in service.

BUDGET IMPACT:

Funding for Citywide custodial services is budgeted annually through the operating budgets of the Fleet and Building Maintenance Fund and the departments receiving these services for the City facilities each department manages. Pending approval and adoption of the Fiscal Year 2025-26 budget, sufficient funding will be available to cover the cost of this amendment.

ENVIRONMENTAL DETERMINATION:

This project is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.) 515 of 1111

CITY OF SAN MATEO

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Amendment No. 8

STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345
516 of 1111
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AMENDMENT NO. 8 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND
IMPERIAL MAINTENANCE SERVICES, INC. FOR

CITYWIDE CUSTODIAL SERVICES
($747,600.00 [Original Amount], $5,673,035.22 [Amendments 1-7], $78,665.32 [Amendment 8]) This Amendment is made and entered into this day of ____________, by and between the CITY OF SAN MATEO (“CITY”), a municipal corporation existing under the laws of the State of California, and IMPERIAL MAINTENANCE SERVICES, INC. (“CONTRACTOR”).

WHEREAS, CITY and CONTRACTOR entered into an Agreement for custodial services for City facilities on January 31, 2018; and
WHEREAS, CITY and CONTRACTOR have executed Amendment Nos. 1 through 7, which included adjusting the agreement term, setting minimum wage requirements, exercising optional extensions, expanding the scope of services, and accounting for Consumer Price Index increases; and WHEREAS, CITY and CONTRACTOR wish to amend the Agreement to increase the Agreement amount by $78,665.32, for a total Agreement amount of $6,499,300.54 and extend the term through July 31, 2025.

NOW, THEREFORE, the parties agree as follows:

1. Section 4 - “Term” of the Agreement is amended to read:
“The services to be performed under this Agreement shall commence on January 31, 2018, and conclude on July 31, 2025.”.

2. Section 5 - “Payment” of the Agreement is amended to read:
“Payment shall be made by CITY only for services rendered and upon submission of a payment requested upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR a fee in an amount not to exceed $6,499,300.54.”

3. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and Imperial Maintenance Services, Inc. have executed this Amendment No. 8 on ___________________

CITY OF SAN MATEO CONTRACTOR
Matt Fabry,
Public Works Director
APPROVED AS TO FORM:

Date Alfonso Solis
Its Authorized Agent
CEO
Date
_______________________________________
Linh P. Nguyen,
Assistant City Attorney
518 of 1111

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 36 Section Name: CONSENT CALENDAR Account Number: 10-2021 File ID: 25-10084 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Finance Department
MEETING DATE: June 16, 2025
SUBJECT:

Bay Meadows Community Facilities District - Special Tax Levy Fiscal Year 2025-26 — Adoption RECOMMENDATION:

Adopt a Resolution to authorize the levy of special taxes for Fiscal Year 2025-26 for the Community Facilities District No. 2008-1 (Bay Meadows).

BACKGROUND:

There are various annual reporting requirements with different reporting dates related to the City of San Mateo Community Facilities District (CFD) No. 2008-1 (Bay Meadows). The requirements include City Council approval of the “Annual Levy of Special Tax” resolution authorizing the levy of special taxes within CFD No. 2008-1. The annual levy is necessary to pay debt service on the outstanding bonds and to pay for certain public services. Approval is due each year prior to the County of San Mateo’s July 31st deadline for the inclusion of such special taxes on the consolidated property tax bills pursuant to Government Code Section 53340 of the Mello-Roos Community Facilities Act of 1982 (the “Act”), or in the case of direct billing, at a different time or manner if necessary to meet its financial obligations.

CFD No. 2008-1 special taxes are for public facilities within the district that encompasses a planned 1,066 residential units (832 units on residential parcels and 234 units on mixed-use parcels), 68 below market-rate rental units, 770,000 square feet of office space, 85,000 square feet of retail space, 31,500 square feet of professional space above ground floor retail, and approx. 135,000 square feet of high school campus and commercial space. The special tax levy is authorized pursuant to Section 53340 of the Government Code and Ordinance No. 2012-1.

BUDGET IMPACT:

The special taxes being levied hereunder are at the same rate or at a lower rate than provided by the Ordinance. The total fiscal year 2025-26 Special Tax Levy for CFD No. 2008-1 is $5,137,824.21.

ENVIRONMENTAL DETERMINATION:

This community facilities special district tax is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – CFD No. 2008-1 (Bay Meadows) FY 2025-26 Special Tax Requirement 519 of 1111

CITY OF SAN MATEO

STAFF CONTACT
Karen Huang, Finance Director
[email protected]
(650) 522-7110
520 of 1111

CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING THE FISCAL YEAR 2025-26 LEVY OF SPECIAL TAXES AND APPROVING AND AUTHORIZING RELATED

ACTIONS AND DOCUMENTS
WHEREAS, the Council (the "City Council") of the City of San Mateo (the "City") conducted proceedings under and pursuant to the terms and provisions of the "Mello-Roos Community Facilities Act of 1982," being Chapter 2.5, Part 1, Division 2, Title 5 (beginning with Section 53311) of the Government Code of the State of California (the "Act"), to form its Community Facilities District No. 2008-1 (Bay Meadows), City of San Mateo, County of San Mateo, State of California (the "CFD”), to authorize the levy of special taxes (the “CFD Special Taxes”) to finance the acquisition and construction of certain public facilities, the payment of certain governmental development impact fees and the provision of certain services, and to authorize the issuance of debt to finance the facilities and fees, and to establish the appropriations limit for the CFD, all as set forth in the City Council's Resolution No. 85 (2008) (the "Resolution of Formation") and Resolution No. 86 (2008) (the "Resolution Deeming it Necessary to Incur Bonded Indebtedness," and together with the Resolution of Formation, the "Formation Resolutions"), both adopted on August 11, 2008; and WHEREAS, the authorizations contained in the Formation Resolutions were submitted to the landowner qualified elector of the CFD at a special mailed-ballot election on August 11, 2008; and WHEREAS, the landowner qualified elector within the CFD approved the authorizations contained in the Formation Resolutions by a unanimous vote; and
WHEREAS, the City Council commenced proceedings to change the authorizations contained in in the Formation Resolutions (the "2011 Change Proceedings") by adopting its Resolution No. 113 (2011) ("Resolution of Consideration") on October 3, 2011; and
WHEREAS, the Proposed Amendments contained and defined in the Resolution of Consideration were submitted to the landowner qualified elector of the CFD at a special mailed-ballot election on November 21, 2011; and
WHEREAS, the landowner qualified elector within the CFD approved the Proposed Amendments contained in the Resolution of Consideration by a unanimous vote; and WHEREAS, the City Council levies special taxes in the CFD pursuant to Ordinance No. 2012-1, which was adopted by the City Council on January 3, 2012, which requires City Council approval of each fiscal year’s levy of CFD Special Taxes; and
WHEREAS, the Formation Resolutions authorized the issuance of up to $120,000,000 in special tax bonds; and
WHEREAS, the 2011 Change Proceedings reduced this authorization to $92,000,000; and WHEREAS, pursuant to the Act the City issued three series of bonds for the CFD (the “Prior Bonds”):
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(i) $31,800,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2012 (the “2012 Bonds”); and (ii) $26,000,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2013 (the “2013 Bonds”); and (iii) $28,475,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2014 (the "2014 Bonds"); and WHEREAS, as a result of the issuance of the Prior Bonds in the aggregate principal amount of $86,275,000, the remaining authorization for the issuance of special tax bonds for the CFD (not including refunding bonds as defined in the Act) is $5,725,000; and
WHEREAS, for the purpose of refunding the Prior Bonds and achieving debt service savings, the City issued on June 30, 2022, its $72,345,000 City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Refunding Bonds, Series 2022 (the “2022 Refunding Bonds”); and WHEREAS the Amended and Restated Rate and Method of Apportionment for the CFD (the “RMA”) provides that the City may not levy less than 100% of the Assigned Special Tax on Developed Property (as those terms are defined in the RMA) unless the City Council has covenanted that it will not issue any additional bonds for the CFD except refunding bonds; and
WHEREAS, in connection with the issuance of the 2022 Refunding Bonds, City staff worked with the Bay Meadows master developer, Wilson Meany, to confirm that all infrastructure improvements to be financed by the CFD have been made and that no additional CFD bonds will need to be issued in the future, except to refinance the outstanding bonds for savings; and
WHEREAS, the Council adopted City Council's Resolution No. 83 (2022) covenanting not to issue additional bonds for the CFD except refunding bonds, which will allow the City to pass to property owners in the CFD the economic benefit of the refunding of the Prior Bonds; and WHEREAS, staff has prepared the proposed Fiscal Year 2025-26 levy of CFD Special Taxes and recommends that the Council approve the proposed levy; and
WHEREAS, the CFD encompasses approximately 800 projected residential units and a significant amount of non-residential square footage in the Bay Meadows project area; and WHEREAS, approval of the special tax roll prior to the County of San Mateo’s July 31st deadline for inclusion of special taxes on consolidated property tax bills is required pursuant to Government Code Section 53340 of the Mello-Roos Community Facilities Act of 1982; and WHEREAS, City of San Mateo Ordinance No. 2012-1 (the “Ordinance”) authorizes the Public Works Director to determine the special tax amount in accordance with the Rate and Method of Apportionment, prepare the annual special tax roll, and present the roll to the City Council for consideration; and WHEREAS, the Ordinance requires that the Public Works Director be authorized to send the special tax, special tax roll, and all necessary and appropriate information to the County of San Mateo Auditor to be included in the County secured property tax rolls for collection each fiscal year. 522 of 1111

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA HEREBY FINDS AND RESOLVES that:

1. This City Council action is not subject to CEQA review because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4)).

2. The City Council finds and determines that the foregoing recitals are true and correct.

3. The City Council hereby approves the proposed Fiscal Year 2025-26 levy, as presented by staff to Council, and authorizes the Public Works Director to effect the levy in accordance with the Act and Ordinance No. 2012-1.

4. The City's officers and staff are hereby authorized and directed, jointly and severally, to do all things and to execute and deliver all documents and contracts they deem necessary or advisable to accomplish the purposes of this Resolution. All such actions previously taken by City officers and staff are hereby ratified, confirmed, and approved.

5. The Controller is hereby authorized to place up to the assessment, charge, or tax on the property tax roll with the following per unit, per square foot, or per acre amounts identified in the table below:

Furthermore, the lowest per parcel assessment is $0.00, and the expected higher per parcel amount will not exceed $500,000. The total Fiscal Year 2025-26 Special Tax Levy for CFD No. 2008-1 is $5,137,824.21.

6. This Resolution shall take effect from and after its date of adoption.

Land FY 2011- 12 FY 2025- 26 Use Resi dent i al Fl oor Maxi mum Maxi mum Cl ass Descr i pt i on Ar ea ( squar e f eet ) Locat i on Speci al Tax Speci al Tax [ 1] $2 1 Gr eat er t han 2, 300 NA $5, 405. 00 $7, 131. 78
2 2, 151 t o 2, 300 NA $5, 288. 00 $6, 977. 40
3 2, 001 t o 2, 150 NA $4, 989. 00 $6, 582. 88
4 Resi dent i al Pr oper t y 1, 851 t o 2, 000 NA $4, 973. 00 $6, 561. 77 5 Resi dent i al Pr oper t y 1, 701 t o 1, 850 NA $4, 917. 00 $6, 487. 88 6 1, 551 t o 1, 700 NA $4, 557. 00 $6, 012. 86
7 1, 401 t o 1, 550 NA $4, 069. 00 $5, 368. 96
8 Resi dent i al Pr oper t y 1, 251 t o 1, 400 NA $3, 701. 00 $4, 883. 39 9 Resi dent i al Pr oper t y 1, 101 t o 1, 250 NA $3, 482. 00 $4, 594. 43 10 951 t o 1, 100 NA $3, 158. 00 $4, 166. 91
11 801 t o 950 NA $2, 572. 00 $3, 393. 70
12 Less t han 801 NA $2, 332. 00 $3, 077. 02
13 Gr eat er t han 1, 400 NA $1, 344. 00 $1, 773. 38
14 801- 1, 400 NA $1, 344. 00 $1, 773. 38
15 Less Than 801 NA $1, 139. 00 $1, 502. 89
16 NA NA $60, 000. 00 $79, 168. 73
17 NA NA $1. 77 $2. 330
18 NA NA $0. 52 $0. 690 NA NA NA $132, 693. 00 $175, 085. 60 Resi dent i al Pr oper t y
Resi dent i al Pr oper t y
Resi dent i al Pr oper t y
[ 1] The Maxi mum Speci al Tax i s subj ect t o 2% escal at i on t hr ough f i scal year 2060- 61.

Resi dent i al Pr oper t y
Bel ow Mar ket - Rat e Uni t s
Undevel oped Pr oper t y
Bel ow Mar ket - Rat e Uni t s
Apar t ment Pr oper t y [ 2]
Non- Resi dent i al Pr oper t y - Of f i ce Fl oor Ar ea Non- Resi dent i al Pr oper t y - Ret ai l Fl oor Ar ea [ 2] Pur suant t o t he Rat e and Met hod, any Assessor ’ s Par cel s or por t i ons of Assessor ’ s Par cel s t hat woul d or di nar i l y be cl assi f i ed as Apar t ment Pr oper t y t hat ar e cr eat ed af t er t he f i r st 5. 306 Acr es of Apar t ment Pr oper t y have al r eady been est abl i shed wi l l be cl assi f i ed as Resi dent i al Pr oper t y wi t h Condomi ni um Uni t s or BMR Uni t s l ocat ed on t hem, and each dwel l i ng uni t l ocat ed on such Resi dent i al Pr oper t y wi l l be subj ect t o t he same Assi gned Speci al Taxes and Backup Speci al Tax r at es as ar e assi gned t o Condomi ni um Uni t s or BMR Uni t s, as appl i cabl e.

Resi dent i al Pr oper t y
Resi dent i al Pr oper t y
Resi dent i al Pr oper t y
Resi dent i al Pr oper t y
Bel ow Mar ket - Rat e Uni t s
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DTA Page 1
Remaining Fiscal Year 2024-2025 Sources of Funds: $3,156,418.75 Debt Service on 2022 Bonds $3,150,234.41
Administrative Expenses $6,184.34
Remaining Fiscal Year 2024-2025 Obligations: ($3,156,418.75) Interest Due September 1, 2025 ($1,821,418.75)
Principal Due September 1, 2025 ($1,295,000.00)
Anticipated Administrative Expenses ($40,000.00)
Fiscal Year 2024-2025 Surplus / (Draw on Reserve Fund) $0.00 Series 2022 Refunding Bonds ($5,038,087.50)
Interest Due March 1, 2026 ($1,789,043.75)
Interest Due September 1, 2026 ($1,789,043.75)
Principal Due September 1, 2026 ($1,460,000.00)
Administrative Expense Obligations ($40,000.00)
Direct Levy for Payment of Authorized Services ($39,584.36) Levy for Anticipated Special Tax Delinquencies (0.4%) ($20,152.35) Fiscal Year 2025-2026 Special Tax Requirement $5,137,824.21 City of San Mateo
Community Facilities District No. 2008-1 (Bay Meadows)
Fiscal Year 2025-2026 Special Tax Requirement
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DTA Page 2
2012 2026
Land FY 2011-12 FY 2025-26
Use Residential Floor Maximum Maximum
Class Description Area (square feet) Location Special Tax Special Tax [1] $2 1 Greater than 2,300 NA $5,405.00 $7,131.78
2 2,151 to 2,300 NA $5,288.00 $6,977.40
3 2,001 to 2,150 NA $4,989.00 $6,582.88
4 Residential Property 1,851 to 2,000 NA $4,973.00 $6,561.77 5 Residential Property 1,701 to 1,850 NA $4,917.00 $6,487.88 6 1,551 to 1,700 NA $4,557.00 $6,012.86
7 1,401 to 1,550 NA $4,069.00 $5,368.96
8 Residential Property 1,251 to 1,400 NA $3,701.00 $4,883.39 9 Residential Property 1,101 to 1,250 NA $3,482.00 $4,594.43 10 951 to 1,100 NA $3,158.00 $4,166.91
11 801 to 950 NA $2,572.00 $3,393.70
12 Less than 801 NA $2,332.00 $3,077.02
13 Greater than 1,400 NA $1,344.00 $1,773.38
14 801-1,400 NA $1,344.00 $1,773.38
15 Less Than 801 NA $1,139.00 $1,502.89
16 NA NA $60,000.00 $79,168.73
17 NA NA $1.77 $2.330
18 NA NA $0.52 $0.690
NA NA NA $132,693.00 $175,085.60
2010
Land Units / Maximum * Step 1 * * Step 2 * * Step 2 * FY 2025-26 Percent Use Acreage as FY 2025-26 Special Special Special Special Tax Levy of Class
of
5/1/2025 Special Taxes Tax Levy
Tax
Levy Tax Levy Per Unit/Acre$2 Maximum
1 75 $534,883.50 $432,054.42 NA $5,760.73 80.78%
2 38 $265,141.20 $214,168.93 NA $5,636.02 80.78%
3 24 $157,989.12 $127,616.38 NA $5,317.35 80.78%
4 45 $295,279.65 $238,513.39 NA $5,300.30 80.78%
5 61 $395,760.68 $319,677.37 NA $5,240.61 80.78%
6 58 $348,745.88 $281,700.96 NA $4,856.91 80.78%
7 101 $542,264.96 $438,016.82 NA $4,336.80 80.78%
8 121 $590,890.19 $477,294.06 NA $3,944.58 80.78%
9 16 $73,510.88 $59,378.73 NA $3,711.17 80.78%
10 31 $129,174.21 $104,341.02 NA $3,365.84 80.78%
11 21 $71,267.70 $57,566.79 NA $2,741.28 80.78%
12 5 $15,385.10 $12,427.38 NA $2,485.48 80.78%
13 24 $42,561.12 $34,378.93 NA $1,432.46 80.78%
14 25 $44,334.50 $35,811.38 NA $1,432.46 80.78%
15 2 $3,005.78 $2,427.93 NA $1,213.97 80.78%
16 5.306 $420,069.28 $339,312.74 NA $63,948.88 80.78%
17 1,039,952 $2,423,088.16 $1,957,259.74 NA $1.88 80.78% 18 10,545 $7,276.05 $5,877.26 NA $0.56 80.78%
Undev 4.831 $845,865.67 NA $0.00 $0.00 NA
TOTAL NA $7,206,493.63 $5,137,824.21 $0.00 NA NA
Residential Property
City of San Mateo
Community Facilities District No. 2008-1 (Bay Meadows)
Fiscal Year 2025-2026 Maximum Special Tax Rates
Residential Property
Residential Property
[1] The Maximum Special Tax is subject to 2% escalation through fiscal year 2060-61.

Fiscal Year 2025-2026 Special Tax Levy
Residential Property
Below Market-Rate Units
Undeveloped Property
Below Market-Rate Units
Apartment Property [2]
Non-Residential Property - Office Floor Area
Non-Residential Property - Retail Floor Area
[2] Pursuant to the Rate and Method, any Assessor’s Parcels or portions of Assessor’s Parcels that would ordinarily be classified as Apartment Property that are created after the first 5.306 Acres of Apartment Property have already been established will be classified as Residential Property with Condominium Units or BMR Units located on them, and each dwelling unit located on such Residential Property will be subject to the same Assigned Special Taxes and Backup Special Tax rates as are assigned to Condominium Units or BMR Units, as applicable.

Residential Property
Residential Property
Residential Property
Residential Property
Below Market-Rate Units
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 37 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 25-10063 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 16, 2025
SUBJECT:

City Council and Boards and Commission Rules and Procedures – Update RECOMMENDATION:

Approve the proposed amendments to the Rules and Procedures for both the City Council and Boards and Commissions to reflect the direction provided by City Council, primarily regarding the Chapter on conduct of Council Members and Commissioners.

BACKGROUND:

At an offsite, facilitator-led workshop on May 10, 2025, held at the San Mateo Senior Center, the City Council received a staff presentation, heard public comment, and directed staff to develop a formal enforcement mechanism for the City Council and Boards and Commissions Code of Conduct.

This direction builds on an initial discussion held during the February 22, 2025, Blue Sky Workshop and reflects the Council’s continued commitment to fostering values of respect, integrity, and transparency city governance. The proposed amendments are outlined in Attachments 1 and 3 (City Council and Boards and Commissions).

Below is a summary of the proposed City Council Code of Conduct enforcement process:
- Informal Resolution: Where Council members are allegedly not following the rules set forth within the Code of Conduct, any concerned Council member is encouraged to resolve concerns on an informal basis, either through direct conversations or through private counseling by the Mayor (or Deputy Mayor, if the Mayor’s conduct is at issue).
- Filing a Complaint: If the alleged offense(s) persist, or are serious in nature, two Council members may jointly submit a complaint to the City Clerk, with a copy to the City Manager and City Attorney, which will be agendized for initial Council consideration. The Council Member who is the subject of the complaint may include a response for inclusion within the agenda packet and/or verbally address the complaint at the Council meeting. - Initial Council Review: At this initial council review, upon hearing the complaint, the Council may: (1) choose to take no action; (2) issue a reprimand, requiring additional ethics training be completed; (3) schedule the matter for a future hearing to consider a formal resolution of censure; or (4) Direct the City Manager or City Attorney to investigate the matter directly or through a third party, and bring back the results to the City Council following the investigation.
- Censure Hearing: If a Council majority directs the scheduling of a hearing to consider a formal action of censure, it should appoint one or two Council Members to draft the proposed censure resolution. The Council Member who is the subject of the complaint will have an opportunity to rebut allegations. However, the formal rules of evidence shall not apply, and the hearing shall be generally informal. - Final Action: Following the censure hearing, the Council may decide to: (1) take no action; 2) issue a reprimand, 526 of 1111

CITY OF SAN MATEO
requiring additional ethics training be completed; (3) adopt a formal resolution of censure, potentially including penalties including revoking committee assignments, revoking seniority in the mayoral rotation, and restriction of expenses, including travel. All decisions are final and not subject to appeal or reconsideration.

The enforcement process proposed for Boards and Commissions mirrors the steps outlined above for City Council, including informal resolution, complaint submission, Council review, and potential formal action. However, a key distinction is that all complaints involving Commissioners are initiated and addressed by the City Council, rather than the applicable Commission body. Specifically, Council Members are responsible for identifying and pursuing informal or formal resolution of any alleged misconduct by Commissioners. The Council retains full authority over the review, investigation, and determination of appropriate action in these matters. These proposed revisions are intended to apply only to future conduct and cannot be used to address actions that occurred before their adoption.

Related Amendments:

During the May 10, 2025, Special Meeting, Council provided staff with direction to make additional amendments related to the Code of Conduct for City Council and Boards and Commissions, these are summarized as follows. Referenced sections are from the City Council Code of Conduct, and the citation may differ for the Boards and Commissions document.

1. Chapter 6 - Section 1:

Council Members are committed to governing for all, striving to avoid any appearance of impropriety, and running our meetings with civility, decorum, and respect. With that spirit, San Mateo Council Members shall: …

2. Chapter 6 – Section 1(M):

Speak for the City only when specifically authorized (see Chapter 10, Communication, sections regarding “Speaking for the City” and “Speaking as an Individual”).

3. Chapter 6 – Section 1(P):

Adhere to all federal, state, and local laws in the performance of their public duties, including conflict-of-interest laws.

4. Chapter 6 – Section 1(Q): (this is already part of the Code of Conduct for Board and Commissions) Pay close attention to the meeting and limit the use of electronic devices while on the dais, except as necessary to access agenda materials or respond to urgent personal matters.

5. Chapter 6 – Section 1(R):

When acting in a quasi-judicial capacity: keep an open mind, do not rush to pre-judge any matter, and be fair and neutral towards all concerned parties. This applies to statements that are verbal and written, including those posted on social media. At the beginning of the hearing, disclose any ex parte communications (oral or written communications from one party outside of the hearing) and describe the nature and substance of the communication.

Ethics Training for All Commissioners:

At the direction of the City Council, all members of City Boards and Commissions will be required to take ethics training at least once every two years, beginning with a training in 2025. Thus, members will have more than six months to complete their first training. Training designed for Assembly Bill 1234 (AB 1234) will meet this requirement. The City Clerk’s office will make training materials available online to Board and Commission members.

1. Chapter 6 – Section 4:

Commissioners shall complete ethics training at least once every two years, beginning with calendar year 2025.

BUDGET IMPACT:
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CITY OF SAN MATEO
There is no budgetary impact associated with this administrative action.

ENVIRONMENTAL DETERMINATION:

This item is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – City Council Rules & Procedures – Tracked Changes Att 2 – Boards and Commissions Rules & Procedures – Tracked Changes Att 3 – City Council Rules & Procedures – Clean
Att 4 – Boards and Commissions Rules & Procedures – Clean

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044
Prasanna Rasiah, City Attorney
[email protected]
(650) 522-7022
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City Council Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Amended by Council action on:

January 17, 2017, April 17, 2017, April 16, 2018, May 21, 2018, May 3, 2021, February 22, 2022, October 17, 2022, April 1, 2024, and July 15, 2024 529 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 2 City of San Mateo Council Rules and Procedures
Table of Contents
Chapter 1. Purpose and Overview .............................................................................................3 Chapter 2. Authority of the City Council ....................................................................................4 Chapter 3. Key Governance Principles .......................................................................................5 Chapter 4. Duties .......................................................................................................................7 Chapter 5. Selection of Mayor and Deputy Mayor ..................................................................10 Chapter 6. Council Member Conduct.......................................................................................12 Chapter 7. Meetings.................................................................................................................15 Chapter 8. Meeting Agendas....................................................................................................20 Chapter 9. Financial Matters....................................................................................................23 Chapter 10. Communication ......................................................................................................28 Chapter 11. Legislative...............................................................................................................33 Chapter 12. Council Liaison Roles ..............................................................................................36 Chapter 13. Boards and Commissions........................................................................................39 Chapter 14. References..............................................................................................................42 530 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 3 Chapter 1. Purpose and Overview
This handbook describes the way for the San Mateo City Council to conduct its business and the expectations for members, staff, and the public to operate and engage with each other and the community as a whole. It is a compilation of all Council-related rules and procedures that have been formally adopted by Council.

The purpose of these Rules and Procedures (Rules) is to set a standard of professionalism, civility, and decorum for the conduct of the City Council’s business. San Mateo has a long and proud tradition of open government and civil, intelligent public discourse. These rules are intended to enhance public participation and Council debate so that the best possible decisions can be made for San Mateo.

Revisions to these Rules and Procedures
Amendments to these Rules must be approved by the City Council as a body and are subject to review and future modification as needed.

City Council Vision
The City Council’s vision and strategic goals can be found on the City’s website:
http://www.cityofsanmateo.org/index.aspx?nid=167
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 4 Chapter 2. Authority of the City Council

1. The City Council is the policy and lawmaking body of the City. State and local laws define the powers and responsibilities of the City Council.

2. General Authorities and Applicability
Charter section 2.12 and the San Mateo Municipal Code provide that the City Council shall determine its own rules and order of business. When not in conflict with the Charter of the City of San Mateo, or the Constitution, or laws of the State of California, these City Council Rules shall be in effect upon adoption by resolution of the Council.

3. Revisions to these Rules
The Council shall review and revise these Rules as needed.

4. Rosenberg’s Rules of Order
To the extent these Rules do not address an issue of parliamentary procedure for legislative body meetings, Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century, shall apply.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 5 Chapter 3. Key Governance Principles
In 2022, the City conducted its first by-district election for City Council members, with districts 1, 3, and 5 holding district elections in November 2022 and districts 2 and 4 to hold its first district elections in November 2024. This new election process changes how council members are elected, but not how they govern. It is the intent of the City Council to continue the practice of governing with a citywide perspective. The City Council acts as a body, not as individuals. An overriding principle is that all members of the City Council continue to serve all of the people of San Mateo.

Key Governance Principles

1. Serving the Entire Community
A. The City Council wishes to remain united in its service to the community and will govern by considering the needs and interests of the community as a whole.

B. Members of the City Council will continue to serve all residents, regardless of whether they live within their district. Members of the City Council may be responsive to requests from anyone in the community.

2. City Management and Governance
Professional management in a Council-Manager form of government will continue with all of the best management practices that the City Council currently receives.

3. Use of City Resources
A. The City Council will strive to use taxpayer resources efficiently and effectively while providing consistent services for all residents. Resources will be allocated based on the City’s long-term strategic plan and citywide considerations of service levels and financial capacity.

B. Budget allocations and financial considerations will not be made based on districts.

4. Distribution of Council Duties and Events
Fair distribution of duties and assignments is a priority. Long-standing practices regarding invitations to members of the City Council to events and activities, appointments to committees and various bodies, and the process for board and commission appointments, will remain in effect.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 6 5. Communications and Access to Information
A. Council members will have equal access to information. Information necessary for the City Council to govern on a citywide basis will be shared with all City Councilmembers.

B. Communication resources will be provided on a citywide and/or program-level basis with equitable distribution across districts, while being consistent with legal requirements prohibiting the use of public resources for campaign purposes 534 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 7 Chapter 4. Duties

1. Duties of the Council
A. Refer to the Charter of the City of San Mateo for a detailed description of codified duties of the City Council.

B. Disaster Responsibilities

1. In the event of a disaster, the City Council holds the following roles:
a. Primarily, to make decisions that will enable emergency operations to continue effectively.
b. To assist in the conveyance of public information.

2. Reference the “Elected Officials’ Guide to Managing Disasters” from the California Office of Emergency Services for a detailed description of the roles and responsibilities of Council Members in times of disaster.

2. Duties of Mayor
A. To conduct meetings of the City Council as its chairperson.

1. Ensure that consideration of items on the agenda move along without delay.

2. Ensure that petitioners, proponents and opponents, are heard but not allowed to disrupt the meeting.

3. Ensure that decorum and civility is maintained during the meeting.

4. In presiding over matters where the public has provided comment or testimony and/or raised questions, the Mayor should:
a. At the end of the public comment period restate, if any, relevant questions raised from the public and direct questions or comments requiring a response to staff for a response.
b. Ensure that staff and members of the public direct their comments to the presiding officer and members.
c. Help keep Council Member questions and comments relevant to the matter being considered by the Council.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 8 d. Consider calling for a brief recess if orderly conduct of the meeting is being disrupted.
e. Announce the decision and vote of the Council on all items, this may occur with the assistance of the City Clerk, the City Manager, City Attorney, or key staff presenting.

5. To ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:
a. Actively seek Council Member comments and ensure that Council Members ask to be recognized by the Mayor before speaking to maintain an orderly process on the dais.
b. Make sure that each Council Member has had a first chance at providing comments, before allowing a Council Member to make another statement – unless they are asked to clarify their prior statement.
c. Ensure that each Council Member is given the opportunity to fully express their views.

B. To represent City Government as its chief elected official at community functions, events, meetings, and business outreach and retention visits.

C. On behalf of the City Council, to officially welcome dignitaries, officials, and special event gatherings.

D. To vote on behalf of the Council at regional meetings such as the San Mateo County Council of Cities/City Selection Committee, provided that the vote is not inconsistent with established policies or previously expressed Council consensus.

This is expected protocol for any Council Member who represents the City on any regional bodies.

E. To correspond on behalf of the Council on subjects, issues, and legislative proposals provided that opinions expressed on behalf of the Council or City Government are not inconsistent with established policies or previously expressed Council consensus.

F. To vote as the City’s “voting delegate” at the League of California Cities Annual Conference and other similar meetings. This responsibility may be delegated to another Council Member by action of the City Council.

G. To review the agendas of meetings of the City Council and participate in their preparation as necessary.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 9 H. To recommend Council Members for liaison positions on various boards, commissions and agencies. The Mayor’s recommendations shall be discussed and confirmed by a majority vote of the Council and are subject to change.

I. To serve as the City’s primary media spokesperson in coordination with City staff.

Appropriate City staff should always be alerted to media contact.

J. Nothing under the Mayor’s duties shall limit any individual Council Member’s ability to interact with members of the public.

K. The Mayor is still subject to all duties of Council Members as listed below in number 4.

3. Duties of Deputy Mayor
In the absence of the Mayor from the City or a Council meeting, the Deputy Mayor shall possess all powers of the office of the Mayor; and be subject to all prescribed duties for that office.

4. Duties of Council Members
A. Arrive on time for all Council meetings.

B. Review all meeting materials in preparation for Council meetings, and direct questions to staff (before meetings, whenever practical) if any item is unclear or clarification is needed.

C. Alert staff in advance of the meeting whenever possible if an item is intended to be pulled off of the Consent Calendar or introduced under Reports and Announcements for future Council consideration.

D. Fulfill the appointed and liaison assignments to internal and external agencies, legislators, and the City’s boards and commissions, with all due diligence needed for the requirements of that particular assignment.

E. It is the responsibility of all members to assist the Mayor in running an efficient and effective meeting by assisting with the orderly disposition of items, helping ensure all members are heard, participating fully in meaningful discussion and deliberation, keeping comments succinct, concise, civil and germane, and limiting repetitive comments. Council members are encouraged to hold their colleagues accountable for following these rules and do all in their power to contribute to the smooth running of a meeting for the community.

F. All Council Members are asked to alert appropriate staff when receiving media inquiries.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 10 Chapter 5. Selection of Mayor and Deputy Mayor

1. City Council reorganization, including rotation of the office of Mayor and Deputy Mayor occurs annually at the regular meeting in December.

2. The City Council believes that experience as a Council Member will assist those who are selected to serve as Mayor or Deputy Mayor, and that it is in the City’s best interest that these selections be made in a manner that permits the Mayor and Deputy Mayor to gain that experience in cycles of governing and to acclimate themselves to the jobs, tasks, and roles prior to assuming their respective offices.

3. It is appropriate to base such succession on rotation and seniority according to the following:

A. Each Council Member has a specified position in the rotation sequence. In any year, the first person in the sequence is typically selected as Mayor, and the second in the sequence as the Deputy Mayor.

B. After serving as Mayor, that Council Member moves to the end of the rotation sequence, and the other four Council Members move forward.

C. When a Council Member is newly elected or appointed (as the result of a cancelled election), that new Council Member goes into the fourth position in the rotation, after all incumbents, but before the current outgoing Mayor.

D. If two or more Council Members are newly elected or appointed at the same time, the newly elected or appointed Council Members shall draw lots to determine their position relative to one another in the rotational sequence.

E. If a Council Member is appointed to fill a mid-term vacancy, that Council Member will go to the end of the rotational list.

F. Incumbent Council Members, when re-elected, do not begin anew at the end of the list, but rather retain their placement in the rotation.

G. If for any reason (death, resignation, recall, not seeking re-election, etc.) a Council Member is removed from the rotation, the remaining Council Members move forward in the sequence.

H. A Council Member may decline to serve as Mayor or Deputy Mayor. In this case, the office would pass to the next Council Member on the list. The Council Member who declined will drop back one position in the rotation. 538 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 11 4. When the Council reorganizes, the outgoing Mayor will nominate the Deputy Mayor to succeed him/her. The newly appointed Mayor will then nominate the next Council Member in the rotational sequence to serve as Deputy Mayor for the coming year.

5. The process described above shall guide the Council’s selection of the Mayor and Deputy Mayor; however, a majority of the City Council retains the authority to disregard the process and select any member of the City Council for these positions.

6. The City Clerk shall keep a list outlining the rotational sequence and update it annually. 539 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 12 Chapter 6. Council Member Conduct

1. Council Members are committed to governing for all, striving to avoid any appearance of impropriety, and running our meetings with civility, decorum, and respect. With that spirit, San Mateo Council Members shall:

A. Govern as a body. If we work together well as a team, our City will excel.

B. Treat all with dignity, courtesy, and respect. This includes staff, each other, or members of the public, on and off the dais.

C. Keep confidential matters confidential.

D. Respect process and roles. This includes avoiding interruptions and distractions.

E. Agree to disagree in a respectful manner. We focus on the issue not the person.

F. Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.

G. Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.

H. The Mayor normally speaks last. After other members of the Council have offered their opinions, the Mayor speaks. The Mayor can speak after each round of speaking by Council Members.

I. Be mindful of the impact of our words and tone. We consider this as we address each other, staff, and the public.

J. Promote discussion and resolution. We present problems and issues in that way.

K. Follow the agenda. We begin and end meetings on time.

L. Respect the City Charter, rule of law, and decisions once made. We do not attempt to undermine decisions.

M. Speak for the City only when specifically authorized.

N. Practice a “no surprises” rule. We give a heads up to the City Manager and City Attorney out of respect and teamwork.

O. Practice the principles of inclusivity and self-awareness to guard against implicit bias in our actions and decisions.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 13 A. Adhere to all federal, state, and local laws in the performance of their public duties, including conflict-of-interest laws.

B. Pay close attention to the meeting and limit the use of electronic devices while on the dais, except as necessary to access agenda materials or respond to urgent personal matters.

A.C. When acting in a quasi-judicial capacity: keep an open mind, do not rush to prejudge any matter, and be fair and neutral towards all concerned parties. This applies to statements that are verbal and written, including those post on social media. At the beginning of the hearing, disclose any ex parte communications (oral or written from one party outside of the hearing) and describe the nature and substance of the communication.

B.

2. Council Members shall not participate as a volunteer in any of the City’s operating departments.

3. Council Members are subject to all the provisions of the City’s Harassment, Discrimination and Reasonable Accommodations for Disabilities Policy (#301).

4. Council Members shall complete ethics training as required by state law.

5. Enforcement.

A. Where a Council member is allegedly not following the rules set forth in this Chapter (“Code of Conduct”), any concerned Council member is encouraged to resolve the matter on an informal basis through direct conversations, or by referral to the Mayor (or the Deputy Mayor if the Mayor’s conduct is at issue) to privately counsel the subject Council member.

B. If the offense(s) continue, or if warranted due to the serious nature of an initial violation, two Council members may file a complaint regarding the conduct of another Council Member for an alleged violation of the Code of Conduct. The complaint shall be in writing and filed with the City Clerk, with a copy to the City Manager and City Attorney. A copy of the complaint shall be promptly provided to the Council. The City Clerk shall place the complaint on the next available City Council agenda for initial consideration. The Council member who is the subject of the complaint may include a written response to be included with the agenda packet or may verbally address the complaint at the Council meeting, or both.

C. At the meeting where the complaint is considered, a Council majority (3 votes) shall decide whether to (1) take no action, (2) reprimand the subject Council member and require them to promptly take ethics training (in addition to any 541 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 14 training required by law), or (3) schedule the matter for a future hearing to consider a formal resolution of censure, revoke seniority and/or committee assignments (both internal and inter-governmental), and/or restrict payment of expenses such as for official travel. Alternatively, the Council may direct the City Manager or City Attorney to investigate the matter, or to engage a third party to do so, and bring it back to the Council following completion of the investigation.

A. If a Council majority (3 votes) directs the scheduling of a hearing, it should also appoint one or two Council members to draft a censure resolution to be included with the agenda packet. At the hearing, the Council member who is the subject of the complaint shall have the opportunity to rebut the allegations in the report either themselves or through a representative. The formal rules of evidence shall not apply, and the hearing shall be generally informal.

B. At the close of the hearing, a Council majority (3 votes) shall decide whether to:
(1) take no action, (2) issue a reprimand and require the Council member to promptly take ethics training (beyond what is required by law), or (3) adopt a censure resolution, revoke seniority and/or committee assignments (both internal and inter-governmental) and/or restrict payment of expenses such as for official travel. Any action taken by the Council is final and is not subject to appeal or reconsideration.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 15 Chapter 7. Meetings

1. All Council decisions must be taken at City Council meetings only after hearing the presentation, project applicants, and hearing all public comments/testimony, then only under council discussion with colleagues should Council Member opinions be shared and deliberations engaged in before making any decision or taking action.

2. No business may be transacted by the Council at a regular or special meeting unless a quorum of the membership is present (50% plus one of those currently serving).

3. Council Meeting Dates
A. If at any time any regular meeting of the Council falls on a holiday, the regular meeting shall be held on the next business day or the earliest business day within a week.

B. Once a year, adopt a schedule of Council meetings for the following year identifying any regular meeting dates that need to move due to major holidays or other conflicts.

C. Meeting dates may be amended with the approval of the Council.

4. Types of Meetings
A. Regular Meetings are conducted at City Hall Council Chambers on the first and third Monday nights of each month. In July, August, and December, only one meeting is held during the month. The regular meetings are held not earlier than 6:30 pm. It is City policy to make every effort to complete and distribute the agenda and related reports by the preceding Thursday. For major complex projects and policies, the City will make every effort to distribute reports as early as possible before the meeting when the item will be considered.

B. Special Meetings are called at a non-regular meeting date and time. They are called by the Mayor or Council with a minimum of 24 hours’ notice, versus 72 hours’ notice for regular meetings.

C. Study Sessions are special meetings that are held for the purpose of providing information to the City Council, particularly on issues that are more complex or more time-consuming than matters typically scheduled on a regular City Council meeting. At study sessions, Council Members may state their individual responses and questions to the information provided and may collectively provide direction to City staff. No action is taken at the study sessions, but direction may be given. 543 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 16 D. Closed Sessions can be part of either special or regular meetings. The Council conducts its business in public to the greatest extent possible. State law recognizes that public discussion of certain items could jeopardize the public interest, compromise the City’s position, or cost the citizens of San Mateo financially, and, therefore; generally allows the City Council to hold closed session meetings for the consideration of certain personnel matters, labor negotiations, real property negotiations, matters of public security, and the discussion of litigation, among other things. These rules provide for strict confidentiality of City Council discussion as required by State law. The procedures for the conduct of the closed sessions shall be the same as those for open session meetings, except that the public, after an opportunity for public comment, are excluded.

E. Emergency Meetings are allowed per the Ralph M. Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well-being.

F. Adjourned Meetings due to Power Outages. In the event a quorum of the City Council loses electrical power or suffers an internet connection outage not corrected within 15 minutes, the meeting may be adjourned to a date certain. Any items noticed as public hearings will be continued to the next regularly scheduled meeting of the City Council. Any other agenda items the Council has not taken action on will be placed on a future agenda.

5. Voting
A motion, second, and a majority vote of the Council shall be required for any formal action of Council unless the law or charter require a different threshold.

6. The Mayor, with the approval of a majority of the Council, may change the order of hearing of items on the agenda. Staff may make suggestions on the order due to practical and logistical issues.

7. Public Participation
A. Members of the public are encouraged and invited to participate in the legislative process by submitting written comments before the meeting or speaking in person or virtually when offered, at a meeting.

B. It is the intent of these rules to allow everyone to be heard without fear of jeers or cheers that may discourage public participation. For this reason, these rules are taken seriously. Disruptive or unruly behavior may result in removal from the Council meeting.

C. Public meetings are considered a limited public forum in which speakers must stay on-topic if speaking to a particular agenda item. If speaking during general public 544 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 17 comment, they must address matters within the subject matter jurisdiction of the City. If speakers fail to follow these rules, they will be warned, and if they continue to disregard the rules, their opportunity to speak will be ended.

D. The Mayor may, at their discretion with Council concurrence, limit the amount of time allotted to speakers when needed, per the following time limits.

E. Generally, time limits for public comment are dependent on the number of speakers:

1. Individual Speakers:
• between 1 -10: 3 minutes
• between 11-20: 2 minutes
• over 21 speakers: 1 minute

2. Organized group (in lieu of individual speakers of the group) – up to five (5) minutes, for a group presentation, as many speakers are allowed as fit in that time allowance.

3. Yielding of Time. To ensure that all persons have an ample opportunity to be heard, all speakers will be recognized for the same amount of time. No speaker will be allowed to yield all or part of their time to another, and no speaker will be credited with time requested but not used by another.

F. Members of the public are invited to speak at the lectern microphone to ensure all attendees, in person and remote, can adequately hear comments, and so that it can be captured on the video recording.

G. Individuals who wish to speak should submit a speaker card to the City Clerk, or use the raise your hand feature virtually, to be called up at the appropriate time.

The Clerk will announce the last opportunity to submit forms or raise hands and announce when the time has closed for public comment on any particular item.

8. Agendized Discussion Items (Public Hearings, New Business, Old Business) A. Staff / applicant presentation
B. Open public hearing (or public comment section) for testimony C. Close public hearing (or public comment section)
D. Response by staff to public questions/concerns, if warranted 545 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 18 E. Council questions to applicant and/or staff
F. Council discussion and deliberation
G. Council votes

9. Appeals
A. Appeals are public hearings and will follow the order stated in #8 with the following time allocations:

1. Appellant – 15 minutes

2. Applicant – 15 minutes

3. Individual Speakers - as outlined in Section 7(D)1 above.

4. Rebuttal (Applies to Appellant and Applicant) – 5 minutes each

5. Clarification (Staff may offer explanation or clarification for the testimony)

6. If the appellant is also the applicant only one 15 minute presentation is allowed

7. Tenant Relocation Appeals Hearings – both the Landlord and the Tenant shall each be given 15 minutes to present, and each shall have a 5-minute rebuttal.

B. Appeals from decisions of the City’s Boards and Commissions shall appear on the Council agenda for discussion. Council determines whether to affirm the action of the commission, refer the matter back to the commission, or reverse the decision.

C. Any person that addressed the Council during one of the fifteen-minute periods may not speak again during the public comment period for individual speakers on the appeal.

10. Items Considered after 11:00 p.m.

At 11:00 pm, in order to ensure effective discourse on an item, Council will determine with a majority vote whether to continue with an item or if they will take up any remaining unheard items.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 19 11. Action Minutes
A. The City Council shall use Action Minutes (action minutes contain very little, if any, narrative content) or light summary at the discretion of the City Clerk, to record their proceedings.

B. Motions and votes are shown in the record.

C. Media (audio/video) recordings will be used in order to provide a verbatim record of meetings as identified in the City’s Records Retention Schedule.

12. Conflict of Interest
A. The Political Reform Act (PRA), implemented, regulated and enforced by the Fair Political Practices Commission (FPPC), controls financial conflicts of interest.

B. The other applicable law is Government Code §1090, which applies only to City contracts in which a public official has a financial interest.

C. Whenever it appears to a Council Member they may have a prohibited financial interest in any City contract, or an item that may be presented to the City Council, the Council Member should consult with the City Attorney at the earliest opportunity for advice on whether a disqualifying conflict of interest exists.

D. If the City Attorney is consulted on such a matter, the City Attorney shall provide their advice in writing, and shall provide a copy of their opinion to the City Council, the City Manager, and the City Clerk.

E. With full consideration of the City Attorney’s advice, it is up to each individual Council Member to decide for themselves whether there is a conflict of interest.

F. A member shall not vote upon any matter on which they have a conflict of interest.

G. A member shall openly state the reason for their conflict of interest.

H. A member who is disqualified by a conflict of interest shall recuse him/herself from the dais and leave the room unless it is during the Consent Calendar. 547 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 20 Chapter 8. Meeting Agendas

1. Agenda Order
City Council agendas will be prepared by the City Clerk and presented to the City Council in the order described below.

A. Opening

1. Pledge of Allegiance

2. Roll Call

3. AB 2449 Member requests to join virtually for Just Cause or Emergency Circumstances – vote is required
B. Ceremonial Matters
The presentation and receipt of ceremonial resolutions and celebrations not requiring formal legislative action. In order to ensure the business of the meeting can be handled timely, no more than three (3) items will be scheduled under ceremonial in any meeting.

C. Consent Calendar
All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed by a Council Member and considered separately. Members of the Public may speak to any Consent Calendar item without the item being pulled.

D. Public Comment
Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from taking action on any matter not on the agenda. Comments may be referred to staff for follow up. Public comment is limited to a total of 15 minutes unless Council by majority extends the total time; however, an opportunity for additional public comment may be provided later in the agenda, if needed. Timing as per Chapter 7 E(1) of these Rules.

E. Public Hearing
Duly noticed hearings as mandated by local, state, or federal law, providing an opportunity for public review and comment of a proposed action by the Council. 548 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 21 F. Old Business
Non-routine items that have been presented before that require further oral presentation and/or discussion before action is taken.

G. New Business
Non-routine items requiring an oral presentation and discussion before action is taken.

H. Reports and Announcements
City Manager, City Attorney, and Council Members, report on their various assignments and liaison roles, and Council Members may make individual requests to schedule future items for consideration. A majority vote or consensus of Council is required to place a request on a future agenda. If a Council Member is going to make a request to agendize an item, such as a resolution of support that they have proposed wording for, or a sample copy of a proposed resolution, that item should be sent to the Clerk for distribution to members no later than the time of the agenda packet issuance and in advance of the meeting in order to give the other Council Members adequate time to review and determine if it is something they would like to support.

I. Additional Public Comment (if needed)
J. Adjourn

2. Agenda Item Submission
A. Persons who can place matters on the agenda: City Manager or City Attorney B. Council Member:

1. A Council Member may request an item be considered on a future agenda.

Before the decision is made, staff will provide information on how much staff time is estimated to be required to produce the agenda report. Then with a majority vote or consensus of Council, staff will prepare an agenda report and place the item on a future agenda.

2. Council Members may make this request verbally during a meeting or may submit a written request.

C. Members of the Public

1. A member of the public may request Council action in the following ways:
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 22 a. Write a letter or email to the City Council
b. Speak during the Public Comment period at a City Council meeting c. Attend annual Council goal setting meeting and provide input

2. Upon agreement of a majority of the City Council, Council will determine whether to place an item requested by the public on a future agenda. 550 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 23 Chapter 9. Financial Matters

1. Council Member Compensation
A. State law sets the overall level of compensation for City Council Members (California Government Code § 36516).

B. Compensation of Council Members is set by Resolution (see the San Mateo City Charter, Section 2.03 Compensation).

C. Council Member benefits are established in San Mateo City Charter, Section 2.04 Benefits and Expenses.

D. A full explanation of Council Member compensation is available on the City’s website.

2. City Council Expense Reimbursement Policy
A. Authorized Expenses

1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
a. Communicating with representatives of regional, state, and national government on matters of interest to the City.
b. Meeting with City staff on matters relating to City business. c. Attending educational seminars designed to improve officials’ skill and information levels.
d. Participating in local, regional, state, and national organizations whose activities effect the City’s interests; however, a member of the City Council shall not accept an elected or appointed position that would require anticipated costs to the City of more than $100 annually without City Council approval.
e. Recognizing the service to the City (for example, thanking a longtime employee with a retirement gift of nominal value). f. Attending fundraising events for nonprofit entities providing services of benefit to the City and/or its residents.
g. Attending City events.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 24 h. Implementing a City approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member.

2. All other expenses require prior approval by the City Council.

3. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events.
e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.

B. Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. If expenses are incurred that exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines.

1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties, and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible should be utilized.

2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours.

3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers 552 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 25 may be reimbursed for bridge and road tolls. For rental vehicles, only receipted fuel expenses will be reimbursed.

4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Conferences/Meetings
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.

6. Internet
Officials will be reimbursed for Internet access connection and/or usage fees away from home, if Internet access is necessary for City business.

7. Lodging
Council members are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (Per Diem Rates | GSA). This maximum applies to the room rate only and does not include any taxes or fees. Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Council members, and any additional nonbusiness expenses incurred will be paid by the Council member.

8. Meals
The City will pay for a Council member’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that an employee elects to purchase from another source. Unlike lodging, using the per diem methodology for meals that is limited to the 553 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 26 GSA amount eliminates the need for employees to submit receipts. Thus, the Council members only need to report the per diem amounts in the expense report, but not the actual receipts. This only applies to meals, as all other travel expenses require a receipt to substantiate the purchase.

When the meal function is an organized event, the official or employee shall be reimbursed the amount being charged by the event organizer for the meal. The City will not pay for alcohol/personal bar expenses.

9. Taxis/Shuttles
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.

10. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.

11. Transportation
Officials traveling on City business shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct, time-efficient route.

Government and group rates must be used when available.

C. Expense Reports

1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document how the expenditure met the requirements of this policy.

2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.

3. Expense reports are a public record.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 27 D. Audits of Expenses
All expenses are subject to verification that they comply with this policy.

E. Reports on Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.

F. Violation of this Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the agency’s reporting the expenses as income to the official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 28 Chapter 10. Communication

1. All communications are public records.

All letters, memoranda, email communications, texts and other social media platform writing involving City Council Members and members of boards, commissions, committees, and task forces, the subject of which relate to the conduct of government or the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are public records.

2. The Council, in adopting this policy, does not waive attorney-client privilege or any other privilege associated with a closed session authorized under the Ralph M. Brown Act.

3. Ralph M. Brown Act
Each Council Member should be mindful of all of the requirements of the Brown Act in communicating with each other.

4. Mail Processing
A. Members of the City Council may receive mail and other materials through City Hall.

B. City Clerk staff open all incoming mail for the Mayor and Council Members, unless it is labeled personal and confidential.

C. City Clerk’s Office staff disseminate these materials to individual Council Members.

City Staff will scan and email correspondence.

D. General correspondence addressed to Council Members as a whole will be opened and delivered to all Council Members. A correspondence addressed to a single Council Member on a topic that is the subject matter jurisdiction of the city and/or due to come on an upcoming agenda will be shared with all Council Members.

5. Correspondence
A. The City Clerk is authorized to receive and take administrative action on all correspondence directed to the City Council. The City Clerk may also respond to correspondence submitted to the full City Council on non-agenda items or authorize a staff member to respond. A courtesy copy is provided to each Council Member.

B. Generally, correspondence relating to a specific City Council agenda item shall be distributed with the agenda report; correspondence received after the publication of the agenda packet will be compiled and distributed to the City Council prior to 556 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 29 the City Council meeting (known as a Dais packet). This additional correspondence is appended to the Agenda Report as public comment on the public meeting portal and in the records repository permanent record. Any further correspondence received between posting of the Dais packet and until the end of when the item is heard, will also be appended to the Agenda report as supplemental correspondence.

C. After the City Council has taken a position on an issue, official correspondence should reflect this position. While Council Members who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official City Council title, and staff support should not be utilized.

D. City letterhead, logo, insignia and brand, as well as staff support, cannot be utilized for personal or political purposes, See also Section 12 of this Chapter.

6. Electronic Communication Record Retention
A. All emails sent and received through the City server are saved for at least three years on the City’s network and are subject to the Public Records Act.

B. Communications on social media sites are saved for at least two years.

C. Text messages sent on any City-provided device are saved for at least two years.

7. Social Media Use as a Council Member
Social media are internet-based platforms that allow for interactive communication and engagement with the public. For example, these may include (without limitation):

Facebook, X (formerly Twitter), Instagram, YouTube, TikTok, Snapchat, Nextdoor, blogs, etc.

The City’s image as a professional organization is critical to maintaining the respect of the public, and members should use discretion when posting or communicating on social media. If Council Members choose to maintain and use personal social media accounts to conduct City business, they must follow current federal and state regulations, as well as Council and City policies.

A. Brown Act: Social media postings may turn into an interactive dialogue. The Brown Act has expanded to provide guidance on elected officials’ use of media platforms that are free of charge and open and accessible to the public.

1. Permitted Uses: You may answer questions, provide information to the public and solicit information from the public about city business; share a City post to your Council Member site; and tag other elected officials in a post.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 30 2. Prohibited Uses: A majority of the members may not use social media to discuss agency business and a member may not respond directly to any posting by another member regarding agency business including no ‘likes’ ‘thumbs up’, ‘emojis’ or other symbols.

B. First Amendment: Councilmember social media platforms can become public forums subject to First Amendment requirements. If a social media platform is 1) used for City business and 2) has interactive features that are accessible to the public without limitation, it is a public forum. The City’s Social Media Policy contains rules for public participation and addresses what will constitute unacceptable content. In general, officials may not block a member of the public from their social media sites if those sites have become public forums. If unacceptable content appears on a site that has become a public forum, please consult with City staff.

C. Public Records: Members are prohibited from deleting social media posts and related comments regarding any City-related matters to avoid violating the California Public Records Act. Social media is subject to the City’s record retention schedule.

D. Best practices: Officials should be honest and accurate when posting information or news, especially when communicating during a crisis or emergency. Any mistakes, misstatements and/or factual errors must be corrected quickly upon discovery. News of citywide importance should first be announced by the official City-affiliated accounts then can be reshared by Council Members. Unless the member has been designated to serve as a spokesperson, members should never represent themselves as a spokesperson for the entire Council or City. Members should be mindful of recognizing that accomplishments of the City or Council are achieved by collective action of the entire body or organization, not by any individual council member.

D.E. Quasi-Judicial Capacity: see Chapter 6 (Council Member Conduct) for rules addressing the use of social media when Council Members are acting in a quasijudicial capacity.

8. Written Communications for Council Meetings
D. The deadline for the receipt of written communications for inclusion in the agenda packet is up to 4:00 pm the Wednesday before the Council meeting. This is to allow for adequate staff review and analysis, and to ensure public access to information, all plans, correspondence, and other documents supporting any item being heard by the City Council.

E. To be included in the Dais packet, communication may be received up until 4:00 pm the day of the scheduled meeting.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 31 F. Materials distributed to Council Members during the meeting shall be available for viewing by the public during the meeting if the materials were prepared by the City or a Council Member, or at the conclusion of the meeting if prepared by another person.

G. If a Council Member receives materials regarding an agenda item, they shall forward it to the City Clerk and the City Manager as soon as possible.

H. If late correspondence is received, the City Council will determine at the meeting whether to continue or refer the item to the appropriate Board and/or Commission if significant changes to a project, or significant new information has become known.

9. Council Communication to Boards and Commissions
A. Council Members should be mindful not to unduly influence—through their attendance—the decision at a Board or Commission meeting so as to protect the independent process of that body.

B. It is not appropriate for a Council Member to make public comments at a Board or Commission meeting.

10. Council – Staff Relations
A. Individual Council Members may make requests of City staff through the City Manager or Department Head for limited research and information without the formal concurrence of a majority of the members’ colleagues. Requests that will require significant staff time may be referred to the full Council and only pursued if supported by a majority of the Council.

B. Council Members are encouraged to submit their questions on agenda items to the City Manager or Department Head (including copying the City Manager) as far in advance of the meeting as possible so that Staff can be prepared to respond at the Council meeting.

C. Council Members should direct any questions on agenda reports to the City Manager or their designee, usually the staff member presenting.

D. Clarifications or technical questions will be answered before the meeting whenever possible.

E. Questions and all staff-prepared responses will be forwarded to all Council Members.

11. Speaking for “the City”
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 32 Similar to written correspondence, when Council Members are requested to speak to groups or are asked the City Council’s position on an issue, the response should reflect the position of the City Council as a whole. Of course, a member may clarify their vote on a matter by stating, for example, “While I voted against X, the City Council voted in support of it.” When representing the City at meetings or other venues, it is important that those in attendance gain an understanding of the City Council’s position rather than that of an individual member.

12. Speaking as an Individual
On occasion, Council Members may wish to transmit correspondence on an issue upon which the City Council has yet to take a position or about an issue for which the City Council has no position. In these circumstances, members should clearly indicate in their communications that they are not speaking for the City Council as a whole, but for themselves as an individual member of the Council. City letterhead and office support may be utilized in these circumstances, except it may not be used for personal or political purposes (see also 5(D) of this chapter).
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 33 Chapter 11. Legislative

1. Council Legislative Committee
A. It is the policy of the City Council that the Council be involved in the development of the City’s position on significant pending federal and state legislation that may directly impact the City of San Mateo.

B. The offices of Mayor and Deputy Mayor are the Council’s Legislative Committee.

C. The Legislative Committee may meet annually or as needed to draft the City’s legislative priorities; and shall meet when necessary to develop recommendations for the City’s position on legislative matters.

D. Pending legislation for consideration by the Legislative Committee can be submitted to the Committee by a Council Member, City Manager, or by a Commission Staff Liaison if a majority of their commission voted in favor of submission to the Legislative Committee.

E. The Committee’s recommendations shall be presented to the City Council for its consideration; if there is a pressing and urgent need to comment on pending legislation and getting approval in a City Council meeting is not practical, the Legislative Committee may take immediate action to communicate with legislators and copy the entire City Council on the communication and provide a brief report of action taken under Reports and Announcements at the next City Council meeting
F. The Council shall direct the Mayor or other City official to communicate the City’s position on legislative matters to the appropriate legislative bodies.

2. Ceremonial Matters
A. There are several different types of action the Council may take to provide recognition or express appreciation:

1. Certifications of Appreciation or Recognition
Commendations typically issued to acknowledge the activities of a person or organization. These certificates may be issued by any member of the Council without formal action. Examples of traditional recipients would include departing Board and Commission Members, high school students with 4.0 grade point averages, Chamber of Commerce Outstanding Businesses Awards, recognizing Eagle Scouts, winners of local art or speech contests, etc.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 34 2. Commendatory Resolutions
Typically used to handle matters requiring some type of formal memorialization such as the retirement of a long-tenured employee, or outgoing Mayor or Council Member. These are not voted on like a standard Resolution of Council action would be.

3. Proclamations
Public announcements directing attention to a person, organization, or event. Proclamations will be issued subject to the policy described below.

B. Preparation of City Proclamations

1. It is the policy of the City Council to issue proclamations for certain events or causes, when such a proclamation positively impacts the community and conveys an affirmative message to residents. Examples of causes for which proclamations are regularly and routinely issued include, but are not limited to: notable accomplishments by citizens, youth groups, schools, local organizations, non-profit groups, and local events that deserve special recognition. Discretion should be used in determining whether or not to issue a proclamation. Proclamations that are political in nature, are controversial, or that likely would not enjoy a high level of community interest and support, are discouraged.

2. It will be the policy of the City Council to process requests for proclamations in the following manner:
a. The City Clerk will review the request with the Mayor. b. If the Mayor determines that the proclamation request is consistent with the policy stated above, the Mayor will direct the City Clerk to prepare the proclamation and the proclamation will be issued. c. If the Mayor determines the proclamation request is not consistent with the policy stated above, the request will be routed to the other Council Members to determine if there is interest in issuing the proclamation.
d. If a Council Member has interest in issuing the proclamation that the Mayor determined was not consistent with this policy, that Council Member will sponsor the item and shall be responsible for drafting the language to be contained in the proclamation. The sponsor Council Member shall provide the draft proclamation language to the City Clerk.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 35 e. Upon receipt of the draft proclamation language, the City Clerk will place the item for consideration to considering issuing the proclamation on the Consent Calendar at the next available meeting. The proclamation will be issued upon a majority vote of the Council in support of issuing the proclamation. Depending on the nature and time-sensitivity of the request, the Mayor and Deputy Mayor can act without full formal concurrence of the Council when the situation warrants.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 36 Chapter 12. Council Liaison Roles

1. The City Council will collectively review and approve liaison appointments. The recommended appointments will, to the best of the Council’s ability, attempt to match the requested positions with the needs of the respective body and the experience of the Council Member, while also attempting to equitably balance the distribution of assignments.

2. It is generally suggested that newly elected Council Members undertake a limited number of assignments during their first year, to allow opportunity to gain familiarity with the obligations and expectations of the role.

3. The assignment of City Council liaisons is conducted annually according to the following process:

A. Following the reorganization in December, the City Clerk will distribute a memo to each Council Member which will include a list of potential liaison assignments.

B. Each Council Member will complete the list in a manner which prioritizes the assignments of interest to them; and will submit their list only to the City Clerk in December.

C. The ranking process uses the following methodology:

1. Top priority = I really want this (please mark at most only two #1s)

2. This is something I would like to have

3. I’ll take this one for the team

4. I do not want (perhaps the meeting timing does not work for you) D. The City Clerk will assemble responses into a table and provide it to the Mayor. The Mayor uses the following additional criteria to make assignments: Continuity assignments remain with the assignee unless the member is opting to step down from the role (see section 5 below); assignments will be assigned by highest priority desired with 1’s first, 2’s second etc.; in case of ties, overall balance and then seniority will be taken into account. For example, did the Council Member get their other first choice? Does the Council Member have other “plum” continuity assignments; ideally, everyone will get at least one of their top priorities; and the Council Member does not need to use their top rankings to hold onto continuity assignments.

E. In the event that a liaison has not been identified for each commission, the Mayor will divide any remaining liaison positions amongst the Council, attempting to equitably balance the distribution of the assignments and associated workload. 564 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 37 F. The Mayor, working with the City Manager and City Clerk, will utilize the responses to present an Agenda Report and conduct a discussion at the first meeting in January regarding the liaison appointments.

G. The Mayor and Deputy Mayor have traditionally been assigned to the following bodies:

1. City Council Legislative Committee - ordered by Resolution 158 (1981)

2. City Budget and Audit Committee

3. Planning Commission

4. Council of Cities – City Selection Committee (Mayor with Deputy Mayor as alternate)

5. Honorary Chair of Sister Cities Association (Mayor)
H. The City Clerk shall maintain a list of all such appointments. The final liaison list will be distributed to all Council Members and posted on the City’s website.

4. Liaison to the City’s Boards and Commissions
A. Each of the City’s Boards and Commissions has a Council Member who serves as its Council liaison.

B. Council Members should act as an advisor and resource to commissioners and the commission’s staff liaison when issues regarding process, procedure, attendance, interpersonal or public relations arise.

C. The Council liaison serves on the Appointment Subcommittee for the Commission to which they are assigned. In the event the Mayor is serving as the commission’s liaison, the minimum subcommittee shall consist of the Mayor and Deputy Mayor.

5. Continuity Appointments to External Agencies
A. The City Council has identified certain appointments for which there is a strong need and desire for consistency and continuity in terms of Council participation and representation. The Mayor will maintain the current Council Member assigned as liaison to that body. The Council will have an opportunity at its annual review to see if a supplemental designation is needed due to changing conditions or if new bodies have been added to the list. All continuity appointments should also have an alternate assigned, so a member can be ready to take over the role if needed.

B. Liaison appointments to these bodies would not annually be reassigned to another Council Member, as this would not provide the desired consistency. If it became necessary to reassign the liaison for one of these bodies as the result of a vacancy or other reason, the liaison role would not typically be assigned to a newly elected Council Member. A Council Member with an interest in serving as liaison to any of 565 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 38 these continuity bodies should confer with the current representative; and consider acting as an alternate or “shadowing” the current liaison for a time to learn more about the body’s functions and duties.

C. If a Council Member who is assigned as liaison to one of the aforementioned bodies anticipates leaving office, every effort should be made to mentor another Council Member so that those critical relationships can continue uninterrupted.

6. Council of Cities Appointments
A. In the case of appointments made by the regional Council of Cities - City Selection Committee, upon receipt of the City Selection Committee agenda packet listing all positions and nominees to be voted on, if time allows, the City Council may schedule a special meeting prior to the Council of Cities meeting to discuss and agree upon preferred appointees. This will allow the Mayor, or their proxy, to have clear direction on whom to vote for that reflects the best interest of the City. If scheduling a meeting is not practical, the Mayor and Deputy Mayor may confer on the vote. In the case of nominations from the floor at the City Selection voting meeting, the Mayor, or their proxy, will vote their conscience based on the feedback previously given by the City Council as a whole. In December, every year upon the Mayor’s rotation, a standing proxy shall be filled out and filed with the City Selection Committee for the year naming who may vote in the Mayor’s absence. The Deputy Mayor will be given first priority followed by any Council Member who has the most latitude and ability to attend the meetings. 566 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 39 Chapter 13. Boards and Commissions

1. Refer to the San Mateo City Charter Article VI on Boards and Commissions.

2. Council Members should refrain from participation at Board and Commission meetings to avoid influencing the outcome of those meetings.

3. Reappointments, Vacancies, and Appointments
A. The City Clerk’s Office manages the Boards and Commissions (hereafter referred to as “Commission” for ease of reference) application process. The process begins with the Clerk contacting members who are eligible for appointment to a second term and finding out their interest in reappointment.

B. The City Clerk then shares the results with each appointment subcommittee and receives direction on the need to schedule an agendized appointment subcommittee meeting to provide direction on reappointments. The default is that currently serving Commissioners will each be interviewed for reappointment.

However, if it is determined that a Commissioner’s performance is outstanding, or that other factors necessitate keeping them in their role, then an automatic reappointment can occur with a majority vote or majority consensus of the City Council. Any Commission seat selected for re-interviews, means the seat will be processed as part of the full annual recruitment and the currently sitting commissioner may be interviewed along with other applicants.

C. The City Clerk recruits for all open seats utilizing multiple avenues including:
advertising, website, social media, and networking lists to present qualified candidates to the Council for consideration.

D. The interview and selection of candidates is an open process.

E. The City Clerk receives the applications (ideally a minimum of three applications is sought for each vacant seat) and arranges for the appropriate subcommittee, in a noticed special meeting, to interview applicants and form their recommendation.

F. Commissioners, Board and committee members (hereafter referred to as “Commissioners” for ease of reference) are appointed by a majority vote of the City Council and serve staggered terms.

G. An “Appointment subcommittee” may include up to five City Council members.

The City Council shall appoint the members of the Appointment subcommittee. As a minimum, the Appointment subcommittee shall include and a quorum shall be established as: 1) the Mayor (or their Council designee) and the Council liaison to the Commission. The Department Head affiliated with that Commission shall participate as a non-voting member of the Appointment subcommittee. 567 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 40 H. Except when reappointment is recommended, or an established eligibility list is used, the Appointment subcommittee shall conduct candidate interviews and make a recommendation for Council approval. Interviews shall be conducted in a noticed public meeting with at least a quorum of the Appointment subcommittee present.

I. At the conclusion of an Appointment subcommittee’s interviews of candidates, and the agreement on the recommended candidate, the appointment subcommittee may then designate up to two applicants who would be considered for listing on the eligibility list for a six-month period. The eligibility list is then ranked according to preferred next seating to a Commission vacancy. The list is only established with the full agreement of the Appointment subcommittee. It is not a requirement that an eligibility list be established if there are not applicants that are deemed qualified. This list may be used for automatic next appointments in the event of an unscheduled vacancy, the next person on the eligibility list would be submitted as the recommended candidate from the Appointment subcommittee on the next City Council regular meeting Consent Calendar.

J. The full Council will receive the Appointment subcommittee’s recommendation and the full list of candidates for each opening.

K. The Appointment subcommittee recommendations for new and reappointed Commissioners are confirmed by Council under the Consent Calendar at regular Council meetings. An agenda report summarizing the Subcommittee’s recommendations, including the full list of candidates reviewed for each opening, will be provided to the full City Council. Council may adopt the recommendations as presented or pull the item for further discussion. The City Council can consider for appointment any of the candidates interviewed.

L. A majority vote of Council approves the appointees.

M. Commission recruitment begins annually in the month of March, and completes in May, in order to ensure continuity on commissions before terms end June 10th.

N. Unscheduled Vacancies

1. Subject to the Maddy Act (California Government Code § 54970), if an unscheduled vacancy occurs on a commission, the Council may either appoint from the pool of applicants on file (the eligibility list if there is one available) or open up the position to new applications where the above process is followed.

2. For such non-routine vacancies, the announcement for new applications is made as soon as possible in order to maintain viable memberships on the various boards and commissions.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 41 3. All appointments occur in an open public meeting.

O. Youth Activities Council (YAC) Selection Process
The YAC is not appointed directly by the City Council but through an application method administered by the Parks and Recreation Department. High school students from all of the City’s public high schools, as well as Junipero Serra High School and Nueva Upper School, are recruited for potential participation starting in the late spring of each year.
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San Mateo City Council Rules & Procedures Proposed Revision 67/1615/20254 42 Chapter 14. References

1. San Mateo City Charter, §2.03, 2.04, 2.12, Article VI

2. Ralph M. Brown Act (California Government Code, § 54950 et seq.)

3. California Government Code, § 53234 et seq.

4. San Mateo Municipal Code

5. California Public Records Act (California Government Code, § 6250 et seq.)

6. AB 1234 California Government Code, § 53232.3

7. Rosenberg’s Rules of Order

8. Emergency Guide for Elected Officials
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Boards and Commissions
Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Amended by Council Action on:

January 17, 2017, April 17, 2017, April 16, 2018, May 21, 2018, May 3, 2021, September 6, 2022 and April 1, 2024
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2 City of San Mateo, Boards and Commissions Rules and Procedures Table of Contents
Chapter 1. Purpose and Overview .............................................................................................3 Chapter 2. Commission Authority..............................................................................................4 Chapter 3. Governance Principles..............................................................................................7 Chapter 4. Duties .......................................................................................................................8 Chapter 5. Selection of Chair and Vice Chair ...........................................................................12 Chapter 6. Commissioner Conduct ..........................................................................................13 Chapter 7. Meetings ................................................................................................................16 Chapter 8. Meeting Agendas ...................................................................................................21 Chapter 9. Financial Matters....................................................................................................24 Chapter 10. Communication ......................................................................................................28 Chapter 11. Boards and Commissions Selection Process...........................................................32 Chapter 12. References..............................................................................................................34 572 of 1111
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3 Chapter 1. Purpose and Overview
This manual describes the way the City of San Mateo’s Boards and Commissions do their business. It is a compilation of all Board and Commission (hereafter referred to as “Commission” for the sake of brevity) rules and procedures that have been formally adopted by Council. These Rules and Procedures (“Rules”) supersede individual Commission bylaws.

These Rules are intended to enhance public participation and debate so that the best possible decisions can be made for San Mateo. These Rules set a standard of professionalism, civility and decorum for the conduct of the City’s business. San Mateo has a long and proud tradition of open government and civil, intelligent public discourse. These rules, which must be approved by the City Council as a body, are subject to review and future modification by the City Council as needed.

Appointed Board and Commission members are expected to understand and comply with these Rules and Procedures. Failure to comply with the rules and procedures outlined in this document may be cause for removal from the appointed position.

Amendments to these Rules are made and approved by the City Council as a body; and are subject to review and future modification as needed.
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4 Chapter 2. Commission Authority

1. Commission Authority, Generally
A. The primary role of City commissions is to increase public input and participation in the determination of City policies and some programs.

B. The specific role of a City commission is to review and make recommendations to the City Council on matters within its scope of responsibility as defined in the Charter or Municipal Code. The commissions are basically a citizen’s advisory arm of the City Council, although certain commissions, such as the Planning Commission, may take final actions in certain prescribed areas.

C. Most importantly, the commission serves as a vehicle for public input into City programs and policies referred to it by the City Council or brought to its attention by staff.

D. The commission also serves to reduce the reevaluation of these matters before the City Council.

E. On the specific matters referred to it by the City Council, the commission serves as the principal reviewing body of the City.

F. Commissions adhere to the City Council’s policies on the programs under their scopes of interest.

G. Commissions serve to represent the general interests of the entire City and not specific program areas or specific interest groups.

H. Commissions are encouraged to express their views on issues, projects, or policies brought to them by the City department.

I. As further described below, the Planning Commission has a distinct role with the City in that it makes decisions and recommendations to the Council on land use matters. These include development applications submitted by project proponents.

2. Applicability
The complete scope of responsibilities for each commission is identified either in the Charter or in the City’s Municipal Code and will be provided by the Departments supporting the commission. When not in conflict with the Charter of the City of San Mateo, or the Constitution or laws of the State of California, these Commission Rules and Procedures (“Rules”) shall be in effect upon adoption of the Council. 574 of 1111
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5 3. Authority of Each Board / Commission
The authority of the City of San Mateo’s Boards and Commissions are described in the San Mateo City Charter Article VI, as well as its Municipal Code Title 2 Administration and Personnel in Chapters 2.15, 2.21, 2.24, 2.26, 2.27, 2.28, 2.29 and 2.57.

A. Library Board:

The Library Board oversees the Library department’s policies and accepts in the name of the City money, personal and real property donated for Library purposes.

B. Personnel Board:

The Personnel Board hears appeals submitted by any person in the competitive service relative to any disciplinary action, dismissal, demotion, charge of discrimination, or alleged violation of municipal code chapter 2.57, and to certify its findings and recommendations as provided in the personnel system rules.

C. Community Relations Commission (CRC):

The CRC addresses a broad spectrum of social issues and related policy and provides oversight for Federal grant programs that implement public services, housing, and community development programs. It is also the hearing and appeals board for Code Enforcement related cases.

D. Park & Recreation Commission:

The Park and Recreation Commission makes recommendations to the City Council on acquisition, development, beautification and maintenance of public parks, landscape resources, public recreation facilities, budget, and programs of park and recreation activities.

E. Planning Commission:

The Planning Commission hears requests and makes decisions and recommendations on land use projects. This body also recommends policy changes to the City Council.

F. Senior Citizens Commission:

The Senior Citizens Commission encourages, fosters, and facilitates programs for the enhancement of all matters relating to the social, economic, and personal well-being of the senior population.
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6 G. Sustainability and Infrastructure Commission
The Sustainability and Infrastructure Commission was established in 2018, consolidating the Public Works Commission and Sustainability Commission into one commission. It is the duty of the Sustainability and Infrastructure Commission to advise on policies and programs related to environmental sustainability, transportation and infrastructure.

H. Investment Advisory Committee (IAC):

The IAC serves as an administrative advisory committee to the City Manager. The IAC provides added insight and an independent perspective on the City’s investment policies and practices.

I. Youth Activity Council (YAC):

The Youth Activity Council provides experiences and opportunities for the youth and young adult population by: providing safe and enjoyable activities; creating community through special events; enhancing leadership and decision-making skills; providing service learning experiences; practicing civic participation and empowering our youth’s voice with our decision makers.

4. Rosenberg’s Rules of Order
To the extent these Rules do not address an issue of parliamentary procedure for legislative body meetings, Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century shall apply.
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7 Chapter 3. Governance Principles
In alignment with the City Council governance principles, each Board and Commission acts as a body, not as individuals. Commissioners understand and acknowledge the City is run on a Council-Manager form of governance and will respect professional staff’s role and the City Manager as leader of the City organization’s operations. Commissioners should be aware of and mindful of the impact of requests on limited staff resources. 577 of 1111
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8 Chapter 4. Duties

1. Duties of the Chair
A. All City commissions elect a presiding officer, known as a chairperson for a oneyear period.

B. The Chair sets the tone for the entire meeting.

C. To conduct meetings of the Commission as its chairperson efficiently:

1. Ensure that consideration of items on the agenda move along without delay.

2. Ensure that petitioners, proponents, and opponents are heard but not allowed to disrupt the meeting.

3. Ensure that decorum and civility is maintained during the meeting.

4. In presiding over matters where the public has provided comment or testimony and/or raised questions, the Chair should:
a. At the end of the public comment period, restate, if any, relevant questions from the public.
b. Direct questions or comments requiring a response to staff for a response.
c. Ensure that staff and members of the public direct their comments to the chair and commission members.
d. Help keep Commissioner comments and questions relevant to the matter being considered by the Commission, and schedule nonagenda topics for subsequent meetings, where necessary and if agreed upon by the Commission during Reports and
Announcements.
e. If necessary, consider calling for a brief recess if the orderly conduct of the meeting is being disrupted.
f. Ensure that the decision and vote of the Commission on all subjects is announced. This may occur with the assistance of the City Clerk, Staff Liaison or commission clerk.

5. To ensure that each member of the Commission is provided an opportunity to completely express their views on items of business, the Chair should:
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9 a. Actively seek commission member comments and ensure that Commissioners ask to be recognized by the Chair before speaking to maintain an orderly process on the dais.
b. Make sure that each commission member has had a first chance at providing comments, before allowing another commission to make additional statements – unless they are asked to clarify their prior statement.
c. Ensure that each commission member is given the opportunity to fully express their views.

D. To correspond on behalf of the Commission, provided that opinions expressed on behalf of the Commission or City Government are consistent with the consensus of the Commission.

E. Nothing under the Chair’s duties shall limit any individual Commissioner’s ability to interact with members of the public.

2. Duties of Vice Chair
In the absence of the Chair from the Commission meeting, the Vice Chair shall possess all powers of the Chair and be subject to all prescribed duties for that position.

3. Duties of Commissioners
A. Arrive on time for all Commission meetings.

B. Review all meeting materials in preparation for Commission meetings, and direct questions to staff (before meetings, whenever practical) if any item is unclear or clarification is needed.

C. Alert staff in advance of the meeting whenever possible if an item is intended to be pulled off of the Consent Calendar or introduced under Reports and Announcements for future Commission consideration.

D. It is the responsibility of all members to assist the Chair in running an efficient and effective meeting by assisting with the orderly disposition of items, helping ensure all members are heard, participating fully in meaningful discussion and deliberation, keeping comments succinct, concise, civil and germane, and limiting repetitive comments. Commissioners are encouraged to hold their colleagues accountable for following these rules and do all in their power to contribute to the smooth running of a meeting for the community.

E. All commission members are asked to alert the staff commission liaison when receiving media inquiries.
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10 F. It is expected that Commissioners will attend all meetings. If a commissioner is absent for three consecutive meetings or for 15% of scheduled meetings annually, the City Clerk will notify Council who may take action to vacate the seat. The Commissioner is expected to notify the Staff Liaison or Staff Admin if they are unable to attend a meeting.

G. For Planning Commissioners, make every effort to participate in the California League of Cities Planning Commissioner Academy during the first year as a Commissioner, and every other year thereafter.

H. Read, and use as a primary reference, the Institute for Local Government’s Planning Commission Handbook.

4. Duties of Staff Liaison
A. The liaison, an assigned City staff person, has the following responsibilities:

1. Create meeting schedules.

2. Prepare meeting agendas and Agenda Reports.

3. Notify the City Clerk of attendance problems, resignations, and members’ change of contact information.

4. Ensure that sufficient research and analysis has been performed by staff to allow an informed decision by the Commission.

5. Help facilitate and advise the Chair on meeting management.

6. Ensure that all affected departments have an opportunity for input before bringing an item forward for commission consideration.

7. For the Planning Commission, arrange an annual joint meeting with the City Council.

B. The Staff Liaison, along with the City Clerk, is responsible for ensuring that appointed board/commission members are oriented about policies and procedures as they relate to the body.

C. All communications addressed to a specific Board or Commission are received by the staff liaison, or their designee, and relayed to the appointed body. 580 of 1111
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11 5. Duties of Administrative Staff
Each commission also has an administrative staff person (Staff Admin), who works with the Staff Liaison, to support the body. Their responsibilities are to:

A. Provide oversight of agenda preparation and its delivery to the full Commission and to the public.

B. Ensure that meeting materials--including a sufficient number of agendas, universal speaker slips, and at least one binder of all related reports being presented at that meeting–are available for the public to examine at the meeting.

C. Produce the action minutes for each meeting.

D. Provide annually a record of attendance of each commissioner to the City Clerk.

6. Duties of Council Liaison
A. Every year the Mayor will appoint Council Members to serve as liaisons to the City’s Boards and Commissions.

B. Council Members act as an advisor and resource to Commissioners and the commission’s Staff Liaison when issues regarding process, procedure, interpersonal or public relations arise. Commissioners are also welcome to approach the Council Liaison for support or if they have any concerns. Council Members should refrain from participation at Board and Commission meetings to avoid influencing the outcome of those meetings.
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12 Chapter 5. Selection of Chair and Vice Chair

1. Commission reorganization, including rotation of the roles of the Chair and Vice Chair, occurs annually at the meeting as close as possible to June 10th of each year. The results of the vote should be publicly announced; and the vote recorded in the minutes.

2. Nomination of commissioners to serve as Chair and Vice Chair for the coming year can be made by any of the current commissioners in attendance.

3. The Chair and Vice Chair are elected by a majority of the commission for a one-year term and hold office until their successors are elected or until their terms as members of the commission expire.

4. The normal convention is a rotation from Vice Chair to Chair. Deviation from this normal convention should be extremely rare and must be accompanied by stated justification by the Commissioner making a nomination that does not conform to the normal convention.

5. The City Council believes that experience as a Commissioner will assist those who are selected to serve as Chair or Vice Chair, and that it is in everyone’s best interest that candidates have experience in cycles of governing to acclimate themselves to the jobs, tasks, and roles of the Commission.
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13 Chapter 6. Commissioner Conduct

1. Members are committed to governing for all, striving to avoid any appearance of impropriety, and running our meetings with civility, decorum, and respect. With that spirit, Members shall:

A. Govern as a body. If we work together well as a team, our City will excel.

B. Treat all with dignity, courtesy, and respect. This includes staff, each other, or members of the public, on and off the dais.

C. Keep confidential matters confidential.

D. Respect process and roles. This includes avoiding interruptions and distractions.

E. Agree to disagree in a respectful manner. We focus on the issue not the person.

F. Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.

G. Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.

H. The Chair normally speaks last. After other members of the Commission have offered their opinions, the Chair speaks. The Chair can speak after each round of speaking by Members.

I. Be mindful of the impact of our words and tone. We consider this as we address each other, staff, and the public.

J. Promote discussion and resolution. We present problems and issues in that way.

K. Follow the agenda. We begin and end meetings on time.

L. Respect the City Charter, rule of law, and decisions once made. We do not attempt to undermine decisions.

M. Speak for the City only when specifically authorized (see Chapter 10, Communication, sections regarding “Speaking for the City” and “Speaking as an Individual”).

N. Practice a “no surprises” rule. We give a heads up to the Commission staff liaison, and City Attorney’s Office represenative (if applicable) out of respect and teamwork.
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14 O. Practice the principles of inclusivity and self-awareness to guard against implicit bias in our actions and decisions.

P. Adhere to all federal, state, and local laws in the performance of their public duties, including conflict-of-interest laws.

Q. Not engage in discussion with a member of the public during the meeting.1 R. Determine whether to schedule a future agenda item for discussion and/or action, during Reports and Announcements, when non-agenda items are raised in the course of the meeting.

S. Meet with the Council liaison to the Commission when requested.

T. Pay close attention the meeting and limit the use of electronic devices while on the dais, except as necessary to access agenda materials or respond to urgent personal matters.

T.U. When acting in a quasi-judicial capacity: keep an open mind, do not rush to prejudge any matter, and be fair and neutral towards all concerned parties. This applies to statements that are verbal and written, including those posted on social media. At the beginning of the hearing, disclose any ex parte communications (oral or written communications from one party outside of the hearing) and describe the nature and substance of the communication.

2. Commissioners may not be employed by the City or provide services under a contract with the City. Commissioners may not volunteer in the operations arm of the department their commission is affiliated with, without Department Head approval. However, Commissioners are encouraged to volunteer for city events, put on by any City department, or volunteer in any capacity in other City departments. Commissioners enhance their presence in the community by volunteering with local non-profits or assisting with community events and serving on special committees.

3. Commissioners are subject to all the provisions of the City’s Harassment and Discrimination Policy (#301).

4. Commissioners shall complete ethics training at least once every two years, beginning with calendar year 2025.

5. Enforcement.

A. Where a Commissioner is allegedly not following the rules set forth in this Chapter (“Code of Conduct”), any concerned Council member is encouraged to resolve the 1 Items Q-T are included within the existing Commissioner Conduct chapter and do not overlap with the new conduct. Staff recommends retaining items Q-T for this reason. 584 of 1111
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15 matter on an informal basis through direct conversations, or by referral to the Mayor or Council Liaison to the Commission to privately counsel the subject Commissioner.

A. If the offense(s) continue, or if warranted due to the serious nature of an initial violation, two Council members may file a complaint regarding the conduct of a Commissioner for an alleged violation of the Code of Conduct. The complaint shall be in writing and filed with the City Clerk, with a copy to the City Manager and City Attorney. A copy of the complaint shall be promptly provided to the Council and to the Commissioner. The City Clerk shall place the complaint on the next available City Council agenda for initial consideration. The Commissioner who is the subject of the complaint may include a written response to be included with the agenda packet or may verbally address the complaint at the Council meeting, or both.

B. At the meeting where the complaint is considered, a Council majority (3 votes) shall decide whether to (1) take no action, (2) reprimand the subject Commissioner and require them to promptly take ethics training (in addition to any training required by law), or (3) schedule the matter for a future hearing to consider a formal resolution of censure, revoke seniority, and/or restrict payment of expenses such as for official travel. Alternatively, the Council may direct the City Manager or City Attorney to investigate the matter, or to engage a third party to do so, and bring it back to the Council following completion of the investigation.

C. If a Council majority (3 votes) directs the scheduling of a hearing, it should also appoint one or two Council members to draft a censure resolution to be included with the agenda packet. At the hearing, the Commissioner who is the subject of the complaint shall have the opportunity to rebut the allegations in the report either themselves or through a representative. The formal rules of evidence shall not apply, and the hearing shall be generally informal.

A.D. At the close of the hearing, a Council majority (3 votes) shall decide whether to (1) take no action, (2) issue a reprimand and require the Commissioner to promptly take ethics training (beyond what is required by law), or (3) adopt a censure resolution, revoke seniority, and/or restrict payment of expenses such as for official travel. Any action taken by the Council is final and is not subject to appeal or reconsideration.
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16 Chapter 7. Meetings

1. All Commission decisions must be taken at Commission meetings only after hearing the presentation, project applicants, and hearing all public comments/testimony, then only under Commission discussion with colleagues should Commission Members opinions be shared, and deliberations engaged in before making any decision or taking action.

2. No business may be transacted by the commission at a regular or special meeting unless a quorum of the membership is present (50% plus one of those currently appointed).

3. Commission Meeting Dates
A. If at any time any regular meeting of the Commission falls on a holiday or if it is known that a quorum will not be available, the meeting may be rescheduled to the earliest convenient time.

B. The Boards and Commissions shall adopt a schedule of quarterly or more frequent meetings on an annual basis, which become the regular meeting dates.

C. Regular meeting dates may be amended with the approval of the Commission.

4. Types of Meetings
A. Regular Meetings are those identified in the adopted meeting schedule. Regular meetings are agendized and posted at least 72 hours in advance of the meeting.

B. Special Meetings are called at a non-regular meeting date and time. They are called by the Chair or Commission with a minimum of 24 hours’ notice, versus 72 hours’ notice for regular meetings.

C. Study Sessions are special meetings that are held for the purpose of providing information to the Commission, particularly on issues that are more complex or more time-consuming than matters typically scheduled on regular Commission meetings. At study sessions Commissioners may collectively provide direction to City staff, or to an applicant in the case of the Planning Commission. Typically, no action is taken at the study sessions, but direction may be given.

D. Closed Sessions at the commission level would be very rare and would only occur at the direction of the City Attorney. The procedures for the conduct of the closed sessions shall be the same as those for open session meetings, except that the public, after allowance for public comment, will be excluded.

E. Emergency Meetings are allowed per the Ralph M. Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well-being. 586 of 1111
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17 F. Adjourned Meetings due to Power Outages
In the event a quorum of the body loses electrical power or suffers an internet connection outage not corrected within 15 minutes, the meeting may be adjourned to a date certain. Any items noticed as public hearings will be continued to the next regularly scheduled meeting of the Commission. Any other agenda items the Commission has not taken action on will be placed on a future agenda.

5. Voting
A motion, second, and a majority vote of the Commission shall be required for any formal action of Commission. If the meeting is virtual, or any member is teleconferencing in, the vote must be taken by roll call vote.

6. The Chair, with the approval of a majority of the Commission, can change the order of hearing of items on the agenda. Staff may make suggestions on the order due to practical and logistical issues.

7. Public Participation
A. All members of the public are encouraged and invited to participate in the legislative process of the City’s Boards and Commissions, for example by submission of comments before the meeting or speaking in person, or virtually when offered, at the scheduled meeting.

B. It is the intent of these rules to allow everyone to be heard without fear of cheers or jeers that may discourage public participation. For these reasons, these rules are taken seriously. Disruptive or unruly behavior can result in removal from the Commission meeting to the extent allowed by state law. The presiding member of a legislative body may remove an individual for disrupting a meeting after the individual first receives a warning yet continues the disruptive behavior. The legislative body may also decide to clear the room if interruptions render the orderly conduct of the meeting unfeasible and order cannot be restored by the removal of disruptive individual(s) alone.

C. Public meetings are considered a limited public forum in which the speaker must stay on-topic if speaking to a particular agenda item. If speaking during general public comment, they must address matters within the subject matter jurisdiction of the City. If speakers fail to follow these rules, they will be warned, and if they continue to disregard the rules, their opportunity to speak will be ended.

D. The Chair may, at their discretion with commission concurrence, limit the amount of time allotted to speakers when needed, per the following time limits. 587 of 1111
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18 E. Generally, time Limits for public comment are dependent on the number of speakers:

1. Individual Speakers - 3 minutes
a. between 1 -10: 3 minutes
b. between 11-20: 2 minutes
c. over 21 speakers: 1 minute

2. Organized group (in lieu of individual speakers) – up to five (5) minutes for a group presentation, as many speakers as fit within the time allowance.

3. Yielding of Time. To ensure that all persons have an ample opportunity to be heard, all speakers will be recognized for the same amount of time. No speaker will be allowed to yield all or part of their time to another, and no speaker will be credited with time requested but not used by another.

4. The Chair shall manage public comments such that no individual speaker is allotted a disproportionate amount of time.

F. In-person members of the public are invited to speak at the lectern microphone, whenever available, to ensure all attendees can hear and so that the recording can be captured.

G. Individuals who wish to speak in-person should submit a speaker card to the commission’s Staff Admin for in-person meetings. For remote meetings conducted virtually, the raise the hand feature is used and managed by the Staff Admin. The Staff Admin will announce the last opportunity to submit forms or raise hands and announce when the time has closed for public comment on any particular item.

H. Commissioners should be careful to not engage in back-and-forth questions or discussion with public speakers. If a member of the public raises a question, the Chair should invite staff (or an applicant before the Planning Commission) to respond to any questions raised at the end of the public comment period.

8. Agendized Discussion Items (Public Hearings, New Business, Old Business) A. Staff / applicant presentation
B. Open public hearing (or public comment section) for testimony C. Close public hearing (or public comment section)
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19 D. Response by staff to public questions/concerns (or by an applicant before the Planning Commission), if warranted
E. Council questions to applicant and/or staff.

F. Commission discussion and deliberation.

G. Commission votes.

9. Appeals
A. Appeals are public hearings and will follow the order stated above with the following time allocations:

1. Appellant – 15 minutes

2. Applicant – 15 minutes

3. Individual Speakers – as outlined in Section 7(E)1 above.

4. Rebuttal (Applies to Appellant and Applicant) – 5 minutes each.

5. Clarification (Staff may offer explanation or clarification for the testimony)

6. If the appellant is also the applicant, only one 15-minute presentation is allowed.

B. Any person that addressed the Commission during one of the fifteen-minute periods may not speak again during the public comment period for individual speakers on the appeal.

10. Items Considered after 11:00 p.m.

11. At 11 pm, in order to ensure effective discourse on an item, the Commission will determine with a majority vote on whether to continue with an item or take up any unheard items.

12. Action Minutes
A. The City Council and all of its Boards and Commissions shall use Action Minutes to record the decisions of the body.

B. Action Minutes contain very little, if any, narrative content and do not capture details of public comments, or Commissioner comments, questions, and opinions.

The staff is responsible for producing the minutes. Commissioners may request 589 of 1111
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20 correction only of factual errors when presented with the draft minutes. No supplemental materials may be appended to minutes.

C. Motions and votes are shown in the record, whenever applicable.

D. Media (audio/video) recordings will be used to provide a verbatim record of meetings and are kept as identified in the City’s Records Retention Schedule.

13. Conflict of Interest
A. The Political Reform Act (PRA), implemented and enforced by the Fair Political Practices Commission (FPPC), controls financial conflicts of interest.

B. The other applicable law is Government Code §1090, which applies only to City contracts in which a public official has a financial interest.

C. Whenever it appears to a Commissioner that they may have a prohibited financial interest in any City contract, or an item that may be presented to the Commission, the Commissioner should consult with the City Attorney at the earliest opportunity for advice on whether a disqualifying conflict of interest exists.

D. If the City Attorney is consulted on such a matter, the City Attorney shall provide their advice in writing, and shall provide a copy of their opinion to the Commission, the City Council, the City Manager, the affiliated Department Head, and the Staff Liaison.

E. With full consideration of the City Attorney’s advice, it is up to each individual Council Member to decide for themselves whether there is a conflict of interest.

F. A member shall not vote upon or participate in any matter on which they have a conflict of interest.

G. A member shall openly state the reason for their conflict of interest.

H. A member who is disqualified by a conflict of interest shall recuse themselves from the dais and leave the room unless it is during the Consent Calendar 590 of 1111
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21 Chapter 8. Meeting Agendas

1. Agenda Order
Commission agendas will be prepared by the Staff Liaison to the commission and presented to the Commission in the order described below.

A. Opening

1. Pledge of Allegiance

2. Roll Call
B. Consent Calendar
All matters listed under the Consent Calendar are considered by the Commission to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed by a Commission member and considered separately. Members of the public may speak to any Consent Calendar item without the item being pulled.

C. Public Comment
Members of the public wishing to comment on any item not appearing on the agenda may address the Commission at this time. State law prevents Commissions from taking action on any matter not on the agenda. Comments may be referred to staff for follow-up. Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment will be provided later in the agenda, if needed. Timing is per Chapter 7(E)1 of these Rules.

D. Public Hearing
Duly noticed hearings as mandated by local, state, or federal law, providing an opportunity for public review and comment of a proposed action by the Commission.

E. Old Business
Non-routine items that have been presented before that require further oral presentation and/or discussion before action is taken.

F. New Business
Non-routine items requiring an oral presentation and discussion before action is taken.
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22 G. Reports and Announcements
Commissioners provide an update on any meetings they attended in their commissioner role and Commissioners may make individual requests to schedule future items for consideration. A majority vote of the Commission is required to place a request on a future agenda.

H. Additional Public Comment (if needed)
I. Adjourn

2. Agenda Item Submission
A. The Staff Liaison coordinates all agenda items for consideration on a given agenda.

In order to ensure that each item for discussion has been thoroughly analyzed in advance, an Agenda Report shall be prepared.

1. The preparation of Agenda Reports applies to all Boards and Commissions in order to ensure:
a. The Board or Commission has all the information needed to make a well-informed decision; and
b. Any action is fully transparent to the public.

2. Agenda Reports shall be part of the public agenda packet issued prior to the meeting. Copies of the agenda, Agenda Reports and supporting materials shall be made available to the public at the meeting.

B. A Commissioner may request an item be considered on a future agenda and, upon a majority vote of the Commission, staff will prepare an Agenda Report and agendize the item for a future meeting. Before the vote, staff will provide information, if available, on how much staff time would be required to produce the Agenda Report.

C. Members of the Public

1. A member of the public may request Commission action in the following ways:
a. Write a letter or email to the Commission.
b. Speak during the Public Comment period at a Board / Commission meeting.
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23 2. The first response is for the staff liaison to address concerns raised directly outside the meeting regarding the issue.

3. If a majority of the Commission agrees, the item will be agendized at a future meeting.
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24 Chapter 9. Financial Matters

1. All Commissioners serve as volunteers without compensation or a stipend.

2. Commissioner Expense Reimbursement Policy
It is rare that a Commissioner would need reimbursement, but in the event that they do, the following policy shall apply:

A. Authorized Expenses

1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business.

2. Expenses incurred while attending educational seminars designed to improve officials’ skill and information levels are permitted with preapproval from the affiliated Department Head.

3. All other expenses require prior approval by the City Council.

4. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events.
e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.

B. Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. If expenses are incurred that exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines.

1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties and the State 594 of 1111
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25 of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible.

2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours.

3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers may be reimbursed for bridge and road tolls. For rental vehicles, only receipted fuel expenses will be reimbursed.

4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Conferences/Meetings
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.

6. Internet
Officials will be reimbursed for Internet access connection and/or usage fees away from home, if Internet access is necessary for City business.

7. Lodging
Commissioners are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (http://www.gsa.gov/portal/content/104877). This 595 of 1111
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26 maximum applies to the room rate only and does not include any taxes or fees. Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Council members, and any additional nonbusiness expenses incurred will be paid by the Council member.

8. Meals
The City will pay for a Commissioner’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that a Commissioner elects to purchase from another source. Unlike lodging, using the per diem methodology for meals that is limited to the GSA amount eliminates the need for employees to submit receipts. Thus, the Commissioner only needs to report the per diem amounts in the expense report, but not the actual receipts. This only applies to meals, as all other travel expenses require a receipt to substantiate the purchase.

When the meal function is an organized event, the official shall be reimbursed the amount being charged by the event organizer for the meal.

The City will not pay for alcohol/personal bar expenses.

9. Taxis/Shuttles
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.

10. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.

11. Transportation
Officials traveling on City business shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct, time-efficient route.

Government and group rates must be used when available. 596 of 1111
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27 C. Expense Reports

1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document how the expenditure met the requirements of this policy.

2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.

3. Expense reports are a public record.

D. Audits of Expenses
All expenses are subject to verification that they comply with this policy.

E. Reports on Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.

F. Violation of this Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the agency’s reporting the expenses as income to the official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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28 Chapter 10. Communication

1. All communications are public records.

All letters, memoranda, email, texts and other platform writing communications involving members of boards, commissions, committees and task forces, the subject of which relate to the conduct of government or the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are public records.

2. The City Council, in adopting this policy, does not waive attorney-client privilege or any other privilege associated with a closed session authorized under the Ralph M. Brown Act.

3. Ralph M. Brown Act
Each Commissioner should be mindful of all the requirements of the Brown Act in communicating with each other.

4. Correspondence
A. After the Commission has taken a position on an issue, official correspondence should reflect this position. While Commissioners who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official Board or Commission title, and staff support should not be utilized.

B. City letterhead, logo, insignia and brand, as well as, staff support cannot be utilized for personal or political purposes.

C. Generally, correspondence relating to a specific Commission agenda item shall be distributed with the agenda report; correspondence received after the publication of agenda packet will be compiled and distributed to the Commission prior to the meeting (known as a Dais packet). This additional correspondence is appended to the Agenda Report as public comment on the public meeting portal and in the records repository permanent record. Any further correspondence received between posting of the Dais packet and until the end of when the item is heard, will also be appended to the Agenda report as supplemental correspondence.

5. Electronic Communication Record Retention
A. Commissioners are issued City of San Mateo email addresses and are required to use this email for all commission related communication. The City email may not be forwarded to a personal email.

B. All emails sent and received through the City server are saved for at least three years on the City’s network and are subject to the Public Records Act. 598 of 1111
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29 C. Communication on social media sites are saved for at least two years.

D. Text messages sent on any City-provided device are saved for at least two years.

6. Social Media Use as a Commission Member
Social media are internet-based platforms that allow for interactive communication and engagement with the public. For example, these may include (without limitation):

Facebook, Twitter, Instagram, YouTube, TikTok, Snapchat, Nextdoor, blogs, etc.

The City’s image as a professional organization is critical to maintaining the respect of the public, and members should use discretion when posting or communicating on social media. If Commission Members choose to maintain and use personal social media accounts to conduct City business, they must follow current federal and state regulations, as well as Council and City policies.

A. Brown Act: Social media postings may turn into an interactive dialogue. The Brown Act has expanded to provide guidance on elected officials’ use of media platforms that are free of charge and open and accessible to the public.

1. Permitted Uses: You may answer questions, provide information to the public and solicit information from the public about city business; share a City post to your Council Member site; and tag other elected officials in a post.

2. Prohibited Uses: A majority of the members may not use social media to discuss agency business and a member may not respond directly to any posting by another member regarding agency business including no ‘likes’ ‘thumbs up’, ‘emojis’ or other symbols.

B. First Amendment. Commissioners’ social media platforms can become public forums subject to First Amendment requirements. If a social media platform is 1) used for City business and 2) has interactive features that are accessible to the public without limitation, it is a public forum. The City’s Social Media Policy contains rules for public participation and addresses what will constitute unacceptable content. In general, officials may not block a member of the public from their social media sites if those sites have become public forums. If unacceptable content appears on a site that has become a public forum, please consult with City staff.

C. Public Records: Members are prohibited from deleting social media posts and related comments regarding any City-related matters to avoid violating the California Public Records Act. Social media is subject to the City’s record retention schedule.
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30 A. Best practices: Officials should be honest and accurate when posting information or news, especially when communicating during a crisis or emergency. Any mistakes, misstatements and/or factual errors must be corrected quickly upon discovery. News of citywide importance should first be announced by the official City-affiliated accounts then can be reshared by Commissioners. Unless the member has been designated to serve as a spokesperson, members should never represent themselves as a spokesperson for the entire Commission or City.

Members should be mindful of recognizing that accomplishments of the City or Commission are achieved by collective action of the entire body or organization, not by any individual commissioner.

A.B. Quasi-Judicial Capacity: see Chapter 6 (Commissioner Conduct) for rules addressing the use of social media when Commissioners are acting in a quasijudicial capacity.

7. Written Communications for Commission Meetings on Agenda Items A. The deadline for the receipt of written communications for inclusion in the agenda packet is up to 4:00 pm one week before the Commission meeting. This is to allow for adequate staff review and analysis, and to ensure public access to information; on all plans, correspondence, and other documents being heard by the Commission. Contact the Commission’s Staff Liaison or Staff Admin for specifics.

B. To be included in the addendum to the packet, items may be received up until 4 pm the day of the scheduled meeting.

C. Materials distributed to Commissioners during the meeting shall be available for viewing by the public during the meeting if the materials were prepared by the City or a Commissioner, or at the conclusion of the meeting if prepared by another person.

D. If a Commissioner receives materials regarding an agenda item, they shall forward it the Staff Liaison as soon as possible.

8. Commission - Staff Relations
A. Commissioners may make requests of City staff through their Department Head for limited research and information. Requests that will require significant staff time, as determined by the Staff Liaison, may be referred to the full Commission and only pursued if supported by a majority of the Commission. All requests for research and information shall be made through the Staff Liaison.

B. Commissioners are encouraged to submit their questions on agenda items to the Staff Liaison as far in advance of the meeting as possible so that staff can be prepared to respond at the Commission meeting.
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31 C. Clarifications or technical questions will be answered before the meeting whenever possible.

D. Questions and all staff-prepared responses will be forwarded to all Commissioners.

9. Speaking for “the City”
Similar to written correspondence, when Commissioners are requested to speak to groups or are asked the Commission’s position on an issue, the response should reflect the position of the Commission as a whole. Of course, a member may clarify their vote on a matter by stating, for example, “While I voted against X, the Commission voted in support of it.” When representing the City at meetings or other venues, it is important that those in attendance gain an understanding of the Commission’s position rather than that of an individual member.

10. Speaking as an Individual
On occasion, Commissioners may wish to transmit correspondence on an issue upon which the Commission has yet to take a position or about an issue for which the Commission has no position. In these circumstances, members should clearly indicate in their communications that they are not speaking for the Commission or the City as a whole, but for themselves as an individual.
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32 Chapter 11. Boards and Commissions Selection
Process

1. Refer to the San Mateo City Charter Article VI on Boards and Commissions.

2. Reappointments, Vacancies and Appointments
A. The City Clerk’s Office manages the Boards and Commissions (hereafter referred to as “Commission” for ease of reference) application process. The process begins with the Clerk contacting members who are eligible for appointment to a second term and finding out their interest in reappointment.

B. The City Clerk then shares the results with each appointment subcommittee and receives direction on the need to schedule an appointment subcommittee meeting to provide direction on reappointments. The default is that currently serving Commissioners will each be interviewed for reappointment. However, if it is determined that a commissioner’s performance is outstanding, or that other factors necessitate keeping them in their role, then an automatic reappointment can occur with a majority vote or majority consensus of the City Council. Any commission seat selected for re-interview means the seat will be processed as part of the full annual recruitment and the currently sitting commissioner may be interviewed along with other applicants. Commission recruitment occurs annually in the months of April and May and is managed by the City Clerk’s Office. For these routine vacancies, the announcement is made approximately two months prior to the date on which the vacancy is to occur.

C. The City Clerk recruits for all open seats utilizing multiple avenues including advertising, the website, social media and networking lists to present qualified candidates to the Council for consideration.

D. The interview and selection of candidates is an open process.

E. The City Clerk receives the applications (ideally a minimum of three applications is sought for each vacant seat) and arranges for the appropriate sub-committee, in a noticed special meeting, to interview applicants and form their recommendation.

F. Commissioners, Board and committee members (hereafter referred to as “Commissioners” for ease of reference) are appointed by a majority vote of the City Council and serve staggered terms.

G. A City Council Appointment Subcommittee conducts the candidate interviews and makes a recommendation for Council approval. The Council will receive the full list of candidates for each opening.
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Boards & Commissions Rules and Procedures
33 H. The Appointment Subcommittee recommendations for new and reappointed Commissioners are confirmed by Council under the Consent Calendar at regular Council meetings. A staff report summarizing the Subcommittees’ recommendations will be provided to the full City Council and will include the list of all candidates reviewed by the subcommittee. The Council may adopt the recommendations as presented or pull the item for further discussion. A majority vote of the Council approves the appointees.

I. The designated Appointment Subcommittee may establish an eligibility list for up to two applicants that will remain in effect for a six-month period.

J. Unscheduled Vacancies

1. Subject to the Maddy Act (California Government Code § 54970), if an unscheduled vacancy occurs on a commission, the Council may either appoint from the pool of applicants on file (the eligibility list if there is one available) or open up the position to new applications where the above process is followed.

2. For such non-routine vacancies, the announcement for new applications is made as soon as possible in order to maintain viable memberships on the various boards and commissions.

3. All appointments occur in an open public meeting.

K. Youth Activities Council (YAC) Selection Process
The YAC is not appointed directly by the City Council but through an application method administered by Parks and Recreation. High school students from all of the City’s public high schools, as well as Junipero Serra High School and Nueva Upper School, are recruited for potential participation starting in the late spring of each year.
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34 Chapter 12. References

1. San Mateo City Charter, §2.03, 2.04, 2.12, Article VI

2. Ralph M. Brown Act (California Government Code, § 54950 et seq.)

3. California Government Code, § 53234 et seq.

4. San Mateo Municipal Code

5. California Public Records Act (California Government Code, § 6250 et seq.)

6. AB 1234 California Government Code, § 53232.3

7. Rosenberg’s Rules of Order
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City Council Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Amended by Council action on:

January 17, 2017, April 17, 2017, April 16, 2018, May 21, 2018, May 3, 2021, February 22, 2022, October 17, 2022, April 1, 2024, and July 15, 2024 605 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 2 City of San Mateo Council Rules and Procedures
Table of Contents
Chapter 1. Purpose and Overview .............................................................................................3 Chapter 2. Authority of the City Council ....................................................................................4 Chapter 3. Key Governance Principles .......................................................................................5 Chapter 4. Duties .......................................................................................................................7 Chapter 5. Selection of Mayor and Deputy Mayor ..................................................................10 Chapter 6. Council Member Conduct.......................................................................................12 Chapter 7. Meetings.................................................................................................................15 Chapter 8. Meeting Agendas....................................................................................................20 Chapter 9. Financial Matters....................................................................................................23 Chapter 10. Communication ......................................................................................................28 Chapter 11. Legislative...............................................................................................................33 Chapter 12. Council Liaison Roles ..............................................................................................36 Chapter 13. Boards and Commissions........................................................................................39 Chapter 14. References..............................................................................................................42 606 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 3 Chapter 1. Purpose and Overview
This handbook describes the way for the San Mateo City Council to conduct its business and the expectations for members, staff, and the public to operate and engage with each other and the community as a whole. It is a compilation of all Council-related rules and procedures that have been formally adopted by Council.

The purpose of these Rules and Procedures (Rules) is to set a standard of professionalism, civility, and decorum for the conduct of the City Council’s business. San Mateo has a long and proud tradition of open government and civil, intelligent public discourse. These rules are intended to enhance public participation and Council debate so that the best possible decisions can be made for San Mateo.

Revisions to these Rules and Procedures
Amendments to these Rules must be approved by the City Council as a body and are subject to review and future modification as needed.

City Council Vision
The City Council’s vision and strategic goals can be found on the City’s website:
http://www.cityofsanmateo.org/index.aspx?nid=167
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 4 Chapter 2. Authority of the City Council

1. The City Council is the policy and lawmaking body of the City. State and local laws define the powers and responsibilities of the City Council.

2. General Authorities and Applicability
Charter section 2.12 and the San Mateo Municipal Code provide that the City Council shall determine its own rules and order of business. When not in conflict with the Charter of the City of San Mateo, or the Constitution, or laws of the State of California, these City Council Rules shall be in effect upon adoption by resolution of the Council.

3. Revisions to these Rules
The Council shall review and revise these Rules as needed.

4. Rosenberg’s Rules of Order
To the extent these Rules do not address an issue of parliamentary procedure for legislative body meetings, Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century, shall apply.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 5 Chapter 3. Key Governance Principles
In 2022, the City conducted its first by-district election for City Council members, with districts 1, 3, and 5 holding district elections in November 2022 and districts 2 and 4 to hold its first district elections in November 2024. This new election process changes how council members are elected, but not how they govern. It is the intent of the City Council to continue the practice of governing with a citywide perspective. The City Council acts as a body, not as individuals. An overriding principle is that all members of the City Council continue to serve all of the people of San Mateo.

Key Governance Principles

1. Serving the Entire Community
A. The City Council wishes to remain united in its service to the community and will govern by considering the needs and interests of the community as a whole.

B. Members of the City Council will continue to serve all residents, regardless of whether they live within their district. Members of the City Council may be responsive to requests from anyone in the community.

2. City Management and Governance
Professional management in a Council-Manager form of government will continue with all of the best management practices that the City Council currently receives.

3. Use of City Resources
A. The City Council will strive to use taxpayer resources efficiently and effectively while providing consistent services for all residents. Resources will be allocated based on the City’s long-term strategic plan and citywide considerations of service levels and financial capacity.

B. Budget allocations and financial considerations will not be made based on districts.

4. Distribution of Council Duties and Events
Fair distribution of duties and assignments is a priority. Long-standing practices regarding invitations to members of the City Council to events and activities, appointments to committees and various bodies, and the process for board and commission appointments, will remain in effect.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 6 5. Communications and Access to Information
A. Council members will have equal access to information. Information necessary for the City Council to govern on a citywide basis will be shared with all City Councilmembers.

B. Communication resources will be provided on a citywide and/or program-level basis with equitable distribution across districts, while being consistent with legal requirements prohibiting the use of public resources for campaign purposes 610 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 7 Chapter 4. Duties

1. Duties of the Council
A. Refer to the Charter of the City of San Mateo for a detailed description of codified duties of the City Council.

B. Disaster Responsibilities

1. In the event of a disaster, the City Council holds the following roles:
a. Primarily, to make decisions that will enable emergency operations to continue effectively.
b. To assist in the conveyance of public information.

2. Reference the “Elected Officials’ Guide to Managing Disasters” from the California Office of Emergency Services for a detailed description of the roles and responsibilities of Council Members in times of disaster.

2. Duties of Mayor
A. To conduct meetings of the City Council as its chairperson.

1. Ensure that consideration of items on the agenda move along without delay.

2. Ensure that petitioners, proponents and opponents, are heard but not allowed to disrupt the meeting.

3. Ensure that decorum and civility is maintained during the meeting.

4. In presiding over matters where the public has provided comment or testimony and/or raised questions, the Mayor should:
a. At the end of the public comment period restate, if any, relevant questions raised from the public and direct questions or comments requiring a response to staff for a response.
b. Ensure that staff and members of the public direct their comments to the presiding officer and members.
c. Help keep Council Member questions and comments relevant to the matter being considered by the Council.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 8 d. Consider calling for a brief recess if orderly conduct of the meeting is being disrupted.
e. Announce the decision and vote of the Council on all items, this may occur with the assistance of the City Clerk, the City Manager, City Attorney, or key staff presenting.

5. To ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:
a. Actively seek Council Member comments and ensure that Council Members ask to be recognized by the Mayor before speaking to maintain an orderly process on the dais.
b. Make sure that each Council Member has had a first chance at providing comments, before allowing a Council Member to make another statement – unless they are asked to clarify their prior statement.
c. Ensure that each Council Member is given the opportunity to fully express their views.

B. To represent City Government as its chief elected official at community functions, events, meetings, and business outreach and retention visits.

C. On behalf of the City Council, to officially welcome dignitaries, officials, and special event gatherings.

D. To vote on behalf of the Council at regional meetings such as the San Mateo County Council of Cities/City Selection Committee, provided that the vote is not inconsistent with established policies or previously expressed Council consensus.

This is expected protocol for any Council Member who represents the City on any regional bodies.

E. To correspond on behalf of the Council on subjects, issues, and legislative proposals provided that opinions expressed on behalf of the Council or City Government are not inconsistent with established policies or previously expressed Council consensus.

F. To vote as the City’s “voting delegate” at the League of California Cities Annual Conference and other similar meetings. This responsibility may be delegated to another Council Member by action of the City Council.

G. To review the agendas of meetings of the City Council and participate in their preparation as necessary.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 9 H. To recommend Council Members for liaison positions on various boards, commissions and agencies. The Mayor’s recommendations shall be discussed and confirmed by a majority vote of the Council and are subject to change.

I. To serve as the City’s primary media spokesperson in coordination with City staff.

Appropriate City staff should always be alerted to media contact.

J. Nothing under the Mayor’s duties shall limit any individual Council Member’s ability to interact with members of the public.

K. The Mayor is still subject to all duties of Council Members as listed below in number 4.

3. Duties of Deputy Mayor
In the absence of the Mayor from the City or a Council meeting, the Deputy Mayor shall possess all powers of the office of the Mayor; and be subject to all prescribed duties for that office.

4. Duties of Council Members
A. Arrive on time for all Council meetings.

B. Review all meeting materials in preparation for Council meetings, and direct questions to staff (before meetings, whenever practical) if any item is unclear or clarification is needed.

C. Alert staff in advance of the meeting whenever possible if an item is intended to be pulled off of the Consent Calendar or introduced under Reports and Announcements for future Council consideration.

D. Fulfill the appointed and liaison assignments to internal and external agencies, legislators, and the City’s boards and commissions, with all due diligence needed for the requirements of that particular assignment.

E. It is the responsibility of all members to assist the Mayor in running an efficient and effective meeting by assisting with the orderly disposition of items, helping ensure all members are heard, participating fully in meaningful discussion and deliberation, keeping comments succinct, concise, civil and germane, and limiting repetitive comments. Council members are encouraged to hold their colleagues accountable for following these rules and do all in their power to contribute to the smooth running of a meeting for the community.

F. All Council Members are asked to alert appropriate staff when receiving media inquiries.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 10 Chapter 5. Selection of Mayor and Deputy Mayor

1. City Council reorganization, including rotation of the office of Mayor and Deputy Mayor occurs annually at the regular meeting in December.

2. The City Council believes that experience as a Council Member will assist those who are selected to serve as Mayor or Deputy Mayor, and that it is in the City’s best interest that these selections be made in a manner that permits the Mayor and Deputy Mayor to gain that experience in cycles of governing and to acclimate themselves to the jobs, tasks, and roles prior to assuming their respective offices.

3. It is appropriate to base such succession on rotation and seniority according to the following:

A. Each Council Member has a specified position in the rotation sequence. In any year, the first person in the sequence is typically selected as Mayor, and the second in the sequence as the Deputy Mayor.

B. After serving as Mayor, that Council Member moves to the end of the rotation sequence, and the other four Council Members move forward.

C. When a Council Member is newly elected or appointed (as the result of a cancelled election), that new Council Member goes into the fourth position in the rotation, after all incumbents, but before the current outgoing Mayor.

D. If two or more Council Members are newly elected or appointed at the same time, the newly elected or appointed Council Members shall draw lots to determine their position relative to one another in the rotational sequence.

E. If a Council Member is appointed to fill a mid-term vacancy, that Council Member will go to the end of the rotational list.

F. Incumbent Council Members, when re-elected, do not begin anew at the end of the list, but rather retain their placement in the rotation.

G. If for any reason (death, resignation, recall, not seeking re-election, etc.) a Council Member is removed from the rotation, the remaining Council Members move forward in the sequence.

H. A Council Member may decline to serve as Mayor or Deputy Mayor. In this case, the office would pass to the next Council Member on the list. The Council Member who declined will drop back one position in the rotation. 614 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 11 4. When the Council reorganizes, the outgoing Mayor will nominate the Deputy Mayor to succeed him/her. The newly appointed Mayor will then nominate the next Council Member in the rotational sequence to serve as Deputy Mayor for the coming year.

5. The process described above shall guide the Council’s selection of the Mayor and Deputy Mayor; however, a majority of the City Council retains the authority to disregard the process and select any member of the City Council for these positions.

6. The City Clerk shall keep a list outlining the rotational sequence and update it annually. 615 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 12 Chapter 6. Council Member Conduct

1. Council Members are committed to governing for all, striving to avoid any appearance of impropriety, and running our meetings with civility, decorum, and respect. With that spirit, San Mateo Council Members shall:

A. Govern as a body. If we work together well as a team, our City will excel.

B. Treat all with dignity, courtesy, and respect. This includes staff, each other, or members of the public, on and off the dais.

C. Keep confidential matters confidential.

D. Respect process and roles. This includes avoiding interruptions and distractions.

E. Agree to disagree in a respectful manner. We focus on the issue not the person.

F. Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.

G. Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.

H. The Mayor normally speaks last. After other members of the Council have offered their opinions, the Mayor speaks. The Mayor can speak after each round of speaking by Council Members.

I. Be mindful of the impact of our words and tone. We consider this as we address each other, staff, and the public.

J. Promote discussion and resolution. We present problems and issues in that way.

K. Follow the agenda. We begin and end meetings on time.

L. Respect the City Charter, rule of law, and decisions once made. We do not attempt to undermine decisions.

M. Speak for the City only when specifically authorized.

N. Practice a “no surprises” rule. We give a heads up to the City Manager and City Attorney out of respect and teamwork.

O. Practice the principles of inclusivity and self-awareness to guard against implicit bias in our actions and decisions.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 13 P. Adhere to all federal, state, and local laws in the performance of their public duties, including conflict-of-interest laws.

Q. Pay close attention to the meeting and limit the use of electronic devices while on the dais, except as necessary to access agenda materials or respond to urgent personal matters.

R. When acting in a quasi-judicial capacity: keep an open mind, do not rush to prejudge any matter, and be fair and neutral towards all concerned parties. This applies to statements that are verbal and written, including those post on social media. At the beginning of the hearing, disclose any ex parte communications (oral or written from one party outside of the hearing) and describe the nature and substance of the communication.

2. Council Members shall not participate as a volunteer in any of the City’s operating departments.

3. Council Members are subject to all the provisions of the City’s Harassment, Discrimination and Reasonable Accommodations for Disabilities Policy (#301).

4. Council Members shall complete ethics training as required by state law.

5. Enforcement.

A. Where a Council member is allegedly not following the rules set forth in this Chapter (“Code of Conduct”), any concerned Council member is encouraged to resolve the matter on an informal basis through direct conversations, or by referral to the Mayor (or the Deputy Mayor if the Mayor’s conduct is at issue) to privately counsel the subject Council member.

B. If the offense(s) continue, or if warranted due to the serious nature of an initial violation, two Council members may file a complaint regarding the conduct of another Council Member for an alleged violation of the Code of Conduct. The complaint shall be in writing and filed with the City Clerk, with a copy to the City Manager and City Attorney. A copy of the complaint shall be promptly provided to the Council. The City Clerk shall place the complaint on the next available City Council agenda for initial consideration. The Council member who is the subject of the complaint may include a written response to be included with the agenda packet or may verbally address the complaint at the Council meeting, or both.

C. At the meeting where the complaint is considered, a Council majority (3 votes) shall decide whether to (1) take no action, (2) reprimand the subject Council member and require them to promptly take ethics training (in addition to any training required by law), or (3) schedule the matter for a future hearing to consider a formal resolution of censure, revoke seniority and/or committee 617 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 14 assignments (both internal and inter-governmental), and/or restrict payment of expenses such as for official travel. Alternatively, the Council may direct the City Manager or City Attorney to investigate the matter, or to engage a third party to do so, and bring it back to the Council following completion of the investigation.

D. If a Council majority (3 votes) directs the scheduling of a hearing, it should also appoint one or two Council members to draft a censure resolution to be included with the agenda packet. At the hearing, the Council member who is the subject of the complaint shall have the opportunity to rebut the allegations in the report either themselves or through a representative. The formal rules of evidence shall not apply, and the hearing shall be generally informal.

E. At the close of the hearing, a Council majority (3 votes) shall decide whether to:
(1) take no action, (2) issue a reprimand and require the Council member to promptly take ethics training (beyond what is required by law), or (3) adopt a censure resolution, revoke seniority and/or committee assignments (both internal and inter-governmental) and/or restrict payment of expenses such as for official travel. Any action taken by the Council is final and is not subject to appeal or reconsideration.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 15 Chapter 7. Meetings

1. All Council decisions must be taken at City Council meetings only after hearing the presentation, project applicants, and hearing all public comments/testimony, then only under council discussion with colleagues should Council Member opinions be shared and deliberations engaged in before making any decision or taking action.

2. No business may be transacted by the Council at a regular or special meeting unless a quorum of the membership is present (50% plus one of those currently serving).

3. Council Meeting Dates
A. If at any time any regular meeting of the Council falls on a holiday, the regular meeting shall be held on the next business day or the earliest business day within a week.

B. Once a year, adopt a schedule of Council meetings for the following year identifying any regular meeting dates that need to move due to major holidays or other conflicts.

C. Meeting dates may be amended with the approval of the Council.

4. Types of Meetings
A. Regular Meetings are conducted at City Hall Council Chambers on the first and third Monday nights of each month. In July, August, and December, only one meeting is held during the month. The regular meetings are held not earlier than 6:30 pm. It is City policy to make every effort to complete and distribute the agenda and related reports by the preceding Thursday. For major complex projects and policies, the City will make every effort to distribute reports as early as possible before the meeting when the item will be considered.

B. Special Meetings are called at a non-regular meeting date and time. They are called by the Mayor or Council with a minimum of 24 hours’ notice, versus 72 hours’ notice for regular meetings.

C. Study Sessions are special meetings that are held for the purpose of providing information to the City Council, particularly on issues that are more complex or more time-consuming than matters typically scheduled on a regular City Council meeting. At study sessions, Council Members may state their individual responses and questions to the information provided and may collectively provide direction to City staff. No action is taken at the study sessions, but direction may be given.

D. Closed Sessions can be part of either special or regular meetings. The Council conducts its business in public to the greatest extent possible. State law recognizes 619 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 16 that public discussion of certain items could jeopardize the public interest, compromise the City’s position, or cost the citizens of San Mateo financially, and, therefore; generally allows the City Council to hold closed session meetings for the consideration of certain personnel matters, labor negotiations, real property negotiations, matters of public security, and the discussion of litigation, among other things. These rules provide for strict confidentiality of City Council discussion as required by State law. The procedures for the conduct of the closed sessions shall be the same as those for open session meetings, except that the public, after an opportunity for public comment, are excluded.

E. Emergency Meetings are allowed per the Ralph M. Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well-being.

F. Adjourned Meetings due to Power Outages. In the event a quorum of the City Council loses electrical power or suffers an internet connection outage not corrected within 15 minutes, the meeting may be adjourned to a date certain. Any items noticed as public hearings will be continued to the next regularly scheduled meeting of the City Council. Any other agenda items the Council has not taken action on will be placed on a future agenda.

5. Voting
A motion, second, and a majority vote of the Council shall be required for any formal action of Council unless the law or charter require a different threshold.

6. The Mayor, with the approval of a majority of the Council, may change the order of hearing of items on the agenda. Staff may make suggestions on the order due to practical and logistical issues.

7. Public Participation
A. Members of the public are encouraged and invited to participate in the legislative process by submitting written comments before the meeting or speaking in person or virtually when offered, at a meeting.

B. It is the intent of these rules to allow everyone to be heard without fear of jeers or cheers that may discourage public participation. For this reason, these rules are taken seriously. Disruptive or unruly behavior may result in removal from the Council meeting.

C. Public meetings are considered a limited public forum in which speakers must stay on-topic if speaking to a particular agenda item. If speaking during general public comment, they must address matters within the subject matter jurisdiction of the 620 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 17 City. If speakers fail to follow these rules, they will be warned, and if they continue to disregard the rules, their opportunity to speak will be ended.

D. The Mayor may, at their discretion with Council concurrence, limit the amount of time allotted to speakers when needed, per the following time limits.

E. Generally, time limits for public comment are dependent on the number of speakers:

1. Individual Speakers:
• between 1 -10: 3 minutes
• between 11-20: 2 minutes
• over 21 speakers: 1 minute

2. Organized group (in lieu of individual speakers of the group) – up to five (5) minutes, for a group presentation, as many speakers are allowed as fit in that time allowance.

3. Yielding of Time. To ensure that all persons have an ample opportunity to be heard, all speakers will be recognized for the same amount of time. No speaker will be allowed to yield all or part of their time to another, and no speaker will be credited with time requested but not used by another.

F. Members of the public are invited to speak at the lectern microphone to ensure all attendees, in person and remote, can adequately hear comments, and so that it can be captured on the video recording.

G. Individuals who wish to speak should submit a speaker card to the City Clerk, or use the raise your hand feature virtually, to be called up at the appropriate time.

The Clerk will announce the last opportunity to submit forms or raise hands and announce when the time has closed for public comment on any particular item.

8. Agendized Discussion Items (Public Hearings, New Business, Old Business) A. Staff / applicant presentation
B. Open public hearing (or public comment section) for testimony C. Close public hearing (or public comment section)
D. Response by staff to public questions/concerns, if warranted E. Council questions to applicant and/or staff
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 18 F. Council discussion and deliberation
G. Council votes

9. Appeals
A. Appeals are public hearings and will follow the order stated in #8 with the following time allocations:

1. Appellant – 15 minutes

2. Applicant – 15 minutes

3. Individual Speakers - as outlined in Section 7(D)1 above.

4. Rebuttal (Applies to Appellant and Applicant) – 5 minutes each

5. Clarification (Staff may offer explanation or clarification for the testimony)

6. If the appellant is also the applicant only one 15 minute presentation is allowed

7. Tenant Relocation Appeals Hearings – both the Landlord and the Tenant shall each be given 15 minutes to present, and each shall have a 5-minute rebuttal.

B. Appeals from decisions of the City’s Boards and Commissions shall appear on the Council agenda for discussion. Council determines whether to affirm the action of the commission, refer the matter back to the commission, or reverse the decision.

C. Any person that addressed the Council during one of the fifteen-minute periods may not speak again during the public comment period for individual speakers on the appeal.

10. Items Considered after 11:00 p.m.

At 11:00 pm, in order to ensure effective discourse on an item, Council will determine with a majority vote whether to continue with an item or if they will take up any remaining unheard items.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 19 11. Action Minutes
A. The City Council shall use Action Minutes (action minutes contain very little, if any, narrative content) or light summary at the discretion of the City Clerk, to record their proceedings.

B. Motions and votes are shown in the record.

C. Media (audio/video) recordings will be used in order to provide a verbatim record of meetings as identified in the City’s Records Retention Schedule.

12. Conflict of Interest
A. The Political Reform Act (PRA), implemented, regulated and enforced by the Fair Political Practices Commission (FPPC), controls financial conflicts of interest.

B. The other applicable law is Government Code §1090, which applies only to City contracts in which a public official has a financial interest.

C. Whenever it appears to a Council Member they may have a prohibited financial interest in any City contract, or an item that may be presented to the City Council, the Council Member should consult with the City Attorney at the earliest opportunity for advice on whether a disqualifying conflict of interest exists.

D. If the City Attorney is consulted on such a matter, the City Attorney shall provide their advice in writing, and shall provide a copy of their opinion to the City Council, the City Manager, and the City Clerk.

E. With full consideration of the City Attorney’s advice, it is up to each individual Council Member to decide for themselves whether there is a conflict of interest.

F. A member shall not vote upon any matter on which they have a conflict of interest.

G. A member shall openly state the reason for their conflict of interest.

H. A member who is disqualified by a conflict of interest shall recuse him/herself from the dais and leave the room unless it is during the Consent Calendar. 623 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 20 Chapter 8. Meeting Agendas

1. Agenda Order
City Council agendas will be prepared by the City Clerk and presented to the City Council in the order described below.

A. Opening

1. Pledge of Allegiance

2. Roll Call

3. AB 2449 Member requests to join virtually for Just Cause or Emergency Circumstances – vote is required
B. Ceremonial Matters
The presentation and receipt of ceremonial resolutions and celebrations not requiring formal legislative action. In order to ensure the business of the meeting can be handled timely, no more than three (3) items will be scheduled under ceremonial in any meeting.

C. Consent Calendar
All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed by a Council Member and considered separately. Members of the Public may speak to any Consent Calendar item without the item being pulled.

D. Public Comment
Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from taking action on any matter not on the agenda. Comments may be referred to staff for follow up. Public comment is limited to a total of 15 minutes unless Council by majority extends the total time; however, an opportunity for additional public comment may be provided later in the agenda, if needed. Timing as per Chapter 7 E(1) of these Rules.

E. Public Hearing
Duly noticed hearings as mandated by local, state, or federal law, providing an opportunity for public review and comment of a proposed action by the Council. 624 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 21 F. Old Business
Non-routine items that have been presented before that require further oral presentation and/or discussion before action is taken.

G. New Business
Non-routine items requiring an oral presentation and discussion before action is taken.

H. Reports and Announcements
City Manager, City Attorney, and Council Members, report on their various assignments and liaison roles, and Council Members may make individual requests to schedule future items for consideration. A majority vote or consensus of Council is required to place a request on a future agenda. If a Council Member is going to make a request to agendize an item, such as a resolution of support that they have proposed wording for, or a sample copy of a proposed resolution, that item should be sent to the Clerk for distribution to members no later than the time of the agenda packet issuance and in advance of the meeting in order to give the other Council Members adequate time to review and determine if it is something they would like to support.

I. Additional Public Comment (if needed)
J. Adjourn

2. Agenda Item Submission
A. Persons who can place matters on the agenda: City Manager or City Attorney B. Council Member:

1. A Council Member may request an item be considered on a future agenda.

Before the decision is made, staff will provide information on how much staff time is estimated to be required to produce the agenda report. Then with a majority vote or consensus of Council, staff will prepare an agenda report and place the item on a future agenda.

2. Council Members may make this request verbally during a meeting or may submit a written request.

C. Members of the Public

1. A member of the public may request Council action in the following ways:
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 22 a. Write a letter or email to the City Council
b. Speak during the Public Comment period at a City Council meeting c. Attend annual Council goal setting meeting and provide input

2. Upon agreement of a majority of the City Council, Council will determine whether to place an item requested by the public on a future agenda. 626 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 23 Chapter 9. Financial Matters

1. Council Member Compensation
A. State law sets the overall level of compensation for City Council Members (California Government Code § 36516).

B. Compensation of Council Members is set by Resolution (see the San Mateo City Charter, Section 2.03 Compensation).

C. Council Member benefits are established in San Mateo City Charter, Section 2.04 Benefits and Expenses.

D. A full explanation of Council Member compensation is available on the City’s website.

2. City Council Expense Reimbursement Policy
A. Authorized Expenses

1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
a. Communicating with representatives of regional, state, and national government on matters of interest to the City.
b. Meeting with City staff on matters relating to City business. c. Attending educational seminars designed to improve officials’ skill and information levels.
d. Participating in local, regional, state, and national organizations whose activities effect the City’s interests; however, a member of the City Council shall not accept an elected or appointed position that would require anticipated costs to the City of more than $100 annually without City Council approval.
e. Recognizing the service to the City (for example, thanking a longtime employee with a retirement gift of nominal value). f. Attending fundraising events for nonprofit entities providing services of benefit to the City and/or its residents.
g. Attending City events.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 24 h. Implementing a City approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member.

2. All other expenses require prior approval by the City Council.

3. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events.
e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.

B. Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. If expenses are incurred that exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines.

1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties, and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible should be utilized.

2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours.

3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers 628 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 25 may be reimbursed for bridge and road tolls. For rental vehicles, only receipted fuel expenses will be reimbursed.

4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Conferences/Meetings
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.

6. Internet
Officials will be reimbursed for Internet access connection and/or usage fees away from home, if Internet access is necessary for City business.

7. Lodging
Council members are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (Per Diem Rates | GSA). This maximum applies to the room rate only and does not include any taxes or fees. Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Council members, and any additional nonbusiness expenses incurred will be paid by the Council member.

8. Meals
The City will pay for a Council member’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that an employee elects to purchase from another source. Unlike lodging, using the per diem methodology for meals that is limited to the 629 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 26 GSA amount eliminates the need for employees to submit receipts. Thus, the Council members only need to report the per diem amounts in the expense report, but not the actual receipts. This only applies to meals, as all other travel expenses require a receipt to substantiate the purchase.

When the meal function is an organized event, the official or employee shall be reimbursed the amount being charged by the event organizer for the meal. The City will not pay for alcohol/personal bar expenses.

9. Taxis/Shuttles
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.

10. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.

11. Transportation
Officials traveling on City business shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct, time-efficient route.

Government and group rates must be used when available.

C. Expense Reports

1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document how the expenditure met the requirements of this policy.

2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.

3. Expense reports are a public record.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 27 D. Audits of Expenses
All expenses are subject to verification that they comply with this policy.

E. Reports on Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.

F. Violation of this Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the agency’s reporting the expenses as income to the official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 28 Chapter 10. Communication

1. All communications are public records.

All letters, memoranda, email communications, texts and other social media platform writing involving City Council Members and members of boards, commissions, committees, and task forces, the subject of which relate to the conduct of government or the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are public records.

2. The Council, in adopting this policy, does not waive attorney-client privilege or any other privilege associated with a closed session authorized under the Ralph M. Brown Act.

3. Ralph M. Brown Act
Each Council Member should be mindful of all of the requirements of the Brown Act in communicating with each other.

4. Mail Processing
A. Members of the City Council may receive mail and other materials through City Hall.

B. City Clerk staff open all incoming mail for the Mayor and Council Members, unless it is labeled personal and confidential.

C. City Clerk’s Office staff disseminate these materials to individual Council Members.

City Staff will scan and email correspondence.

D. General correspondence addressed to Council Members as a whole will be opened and delivered to all Council Members. A correspondence addressed to a single Council Member on a topic that is the subject matter jurisdiction of the city and/or due to come on an upcoming agenda will be shared with all Council Members.

5. Correspondence
A. The City Clerk is authorized to receive and take administrative action on all correspondence directed to the City Council. The City Clerk may also respond to correspondence submitted to the full City Council on non-agenda items or authorize a staff member to respond. A courtesy copy is provided to each Council Member.

B. Generally, correspondence relating to a specific City Council agenda item shall be distributed with the agenda report; correspondence received after the publication of the agenda packet will be compiled and distributed to the City Council prior to 632 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 29 the City Council meeting (known as a Dais packet). This additional correspondence is appended to the Agenda Report as public comment on the public meeting portal and in the records repository permanent record. Any further correspondence received between posting of the Dais packet and until the end of when the item is heard, will also be appended to the Agenda report as supplemental correspondence.

C. After the City Council has taken a position on an issue, official correspondence should reflect this position. While Council Members who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official City Council title, and staff support should not be utilized.

D. City letterhead, logo, insignia and brand, as well as staff support, cannot be utilized for personal or political purposes, See also Section 12 of this Chapter.

6. Electronic Communication Record Retention
A. All emails sent and received through the City server are saved for at least three years on the City’s network and are subject to the Public Records Act.

B. Communications on social media sites are saved for at least two years.

C. Text messages sent on any City-provided device are saved for at least two years.

7. Social Media Use as a Council Member
Social media are internet-based platforms that allow for interactive communication and engagement with the public. For example, these may include (without limitation):

Facebook, X (formerly Twitter), Instagram, YouTube, TikTok, Snapchat, Nextdoor, blogs, etc.

The City’s image as a professional organization is critical to maintaining the respect of the public, and members should use discretion when posting or communicating on social media. If Council Members choose to maintain and use personal social media accounts to conduct City business, they must follow current federal and state regulations, as well as Council and City policies.

A. Brown Act: Social media postings may turn into an interactive dialogue. The Brown Act has expanded to provide guidance on elected officials’ use of media platforms that are free of charge and open and accessible to the public.

1. Permitted Uses: You may answer questions, provide information to the public and solicit information from the public about city business; share a City post to your Council Member site; and tag other elected officials in a post.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 30 2. Prohibited Uses: A majority of the members may not use social media to discuss agency business and a member may not respond directly to any posting by another member regarding agency business including no ‘likes’ ‘thumbs up’, ‘emojis’ or other symbols.

B. First Amendment: Councilmember social media platforms can become public forums subject to First Amendment requirements. If a social media platform is 1) used for City business and 2) has interactive features that are accessible to the public without limitation, it is a public forum. The City’s Social Media Policy contains rules for public participation and addresses what will constitute unacceptable content. In general, officials may not block a member of the public from their social media sites if those sites have become public forums. If unacceptable content appears on a site that has become a public forum, please consult with City staff.

C. Public Records: Members are prohibited from deleting social media posts and related comments regarding any City-related matters to avoid violating the California Public Records Act. Social media is subject to the City’s record retention schedule.

D. Best practices: Officials should be honest and accurate when posting information or news, especially when communicating during a crisis or emergency. Any mistakes, misstatements and/or factual errors must be corrected quickly upon discovery. News of citywide importance should first be announced by the official City-affiliated accounts then can be reshared by Council Members. Unless the member has been designated to serve as a spokesperson, members should never represent themselves as a spokesperson for the entire Council or City. Members should be mindful of recognizing that accomplishments of the City or Council are achieved by collective action of the entire body or organization, not by any individual council member.

E. Quasi-Judicial Capacity: see Chapter 6 (Council Member Conduct) for rules addressing the use of social media when Council Members are acting in a quasijudicial capacity.

8. Written Communications for Council Meetings
D. The deadline for the receipt of written communications for inclusion in the agenda packet is up to 4:00 pm the Wednesday before the Council meeting. This is to allow for adequate staff review and analysis, and to ensure public access to information, all plans, correspondence, and other documents supporting any item being heard by the City Council.

E. To be included in the Dais packet, communication may be received up until 4:00 pm the day of the scheduled meeting.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 31 F. Materials distributed to Council Members during the meeting shall be available for viewing by the public during the meeting if the materials were prepared by the City or a Council Member, or at the conclusion of the meeting if prepared by another person.

G. If a Council Member receives materials regarding an agenda item, they shall forward it to the City Clerk and the City Manager as soon as possible.

H. If late correspondence is received, the City Council will determine at the meeting whether to continue or refer the item to the appropriate Board and/or Commission if significant changes to a project, or significant new information has become known.

9. Council Communication to Boards and Commissions
A. Council Members should be mindful not to unduly influence—through their attendance—the decision at a Board or Commission meeting so as to protect the independent process of that body.

B. It is not appropriate for a Council Member to make public comments at a Board or Commission meeting.

10. Council – Staff Relations
A. Individual Council Members may make requests of City staff through the City Manager or Department Head for limited research and information without the formal concurrence of a majority of the members’ colleagues. Requests that will require significant staff time may be referred to the full Council and only pursued if supported by a majority of the Council.

B. Council Members are encouraged to submit their questions on agenda items to the City Manager or Department Head (including copying the City Manager) as far in advance of the meeting as possible so that Staff can be prepared to respond at the Council meeting.

C. Council Members should direct any questions on agenda reports to the City Manager or their designee, usually the staff member presenting.

D. Clarifications or technical questions will be answered before the meeting whenever possible.

E. Questions and all staff-prepared responses will be forwarded to all Council Members.

11. Speaking for “the City”
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 32 Similar to written correspondence, when Council Members are requested to speak to groups or are asked the City Council’s position on an issue, the response should reflect the position of the City Council as a whole. Of course, a member may clarify their vote on a matter by stating, for example, “While I voted against X, the City Council voted in support of it.” When representing the City at meetings or other venues, it is important that those in attendance gain an understanding of the City Council’s position rather than that of an individual member.

12. Speaking as an Individual
On occasion, Council Members may wish to transmit correspondence on an issue upon which the City Council has yet to take a position or about an issue for which the City Council has no position. In these circumstances, members should clearly indicate in their communications that they are not speaking for the City Council as a whole, but for themselves as an individual member of the Council. City letterhead and office support may be utilized in these circumstances, except it may not be used for personal or political purposes (see also 5(D) of this chapter).
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 33 Chapter 11. Legislative

1. Council Legislative Committee
A. It is the policy of the City Council that the Council be involved in the development of the City’s position on significant pending federal and state legislation that may directly impact the City of San Mateo.

B. The offices of Mayor and Deputy Mayor are the Council’s Legislative Committee.

C. The Legislative Committee may meet annually or as needed to draft the City’s legislative priorities; and shall meet when necessary to develop recommendations for the City’s position on legislative matters.

D. Pending legislation for consideration by the Legislative Committee can be submitted to the Committee by a Council Member, City Manager, or by a Commission Staff Liaison if a majority of their commission voted in favor of submission to the Legislative Committee.

E. The Committee’s recommendations shall be presented to the City Council for its consideration; if there is a pressing and urgent need to comment on pending legislation and getting approval in a City Council meeting is not practical, the Legislative Committee may take immediate action to communicate with legislators and copy the entire City Council on the communication and provide a brief report of action taken under Reports and Announcements at the next City Council meeting
F. The Council shall direct the Mayor or other City official to communicate the City’s position on legislative matters to the appropriate legislative bodies.

2. Ceremonial Matters
A. There are several different types of action the Council may take to provide recognition or express appreciation:

1. Certifications of Appreciation or Recognition
Commendations typically issued to acknowledge the activities of a person or organization. These certificates may be issued by any member of the Council without formal action. Examples of traditional recipients would include departing Board and Commission Members, high school students with 4.0 grade point averages, Chamber of Commerce Outstanding Businesses Awards, recognizing Eagle Scouts, winners of local art or speech contests, etc.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 34 2. Commendatory Resolutions
Typically used to handle matters requiring some type of formal memorialization such as the retirement of a long-tenured employee, or outgoing Mayor or Council Member. These are not voted on like a standard Resolution of Council action would be.

3. Proclamations
Public announcements directing attention to a person, organization, or event. Proclamations will be issued subject to the policy described below.

B. Preparation of City Proclamations

1. It is the policy of the City Council to issue proclamations for certain events or causes, when such a proclamation positively impacts the community and conveys an affirmative message to residents. Examples of causes for which proclamations are regularly and routinely issued include, but are not limited to: notable accomplishments by citizens, youth groups, schools, local organizations, non-profit groups, and local events that deserve special recognition. Discretion should be used in determining whether or not to issue a proclamation. Proclamations that are political in nature, are controversial, or that likely would not enjoy a high level of community interest and support, are discouraged.

2. It will be the policy of the City Council to process requests for proclamations in the following manner:
a. The City Clerk will review the request with the Mayor. b. If the Mayor determines that the proclamation request is consistent with the policy stated above, the Mayor will direct the City Clerk to prepare the proclamation and the proclamation will be issued. c. If the Mayor determines the proclamation request is not consistent with the policy stated above, the request will be routed to the other Council Members to determine if there is interest in issuing the proclamation.
d. If a Council Member has interest in issuing the proclamation that the Mayor determined was not consistent with this policy, that Council Member will sponsor the item and shall be responsible for drafting the language to be contained in the proclamation. The sponsor Council Member shall provide the draft proclamation language to the City Clerk.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 35 e. Upon receipt of the draft proclamation language, the City Clerk will place the item for consideration to considering issuing the proclamation on the Consent Calendar at the next available meeting. The proclamation will be issued upon a majority vote of the Council in support of issuing the proclamation. Depending on the nature and time-sensitivity of the request, the Mayor and Deputy Mayor can act without full formal concurrence of the Council when the situation warrants.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 36 Chapter 12. Council Liaison Roles

1. The City Council will collectively review and approve liaison appointments. The recommended appointments will, to the best of the Council’s ability, attempt to match the requested positions with the needs of the respective body and the experience of the Council Member, while also attempting to equitably balance the distribution of assignments.

2. It is generally suggested that newly elected Council Members undertake a limited number of assignments during their first year, to allow opportunity to gain familiarity with the obligations and expectations of the role.

3. The assignment of City Council liaisons is conducted annually according to the following process:

A. Following the reorganization in December, the City Clerk will distribute a memo to each Council Member which will include a list of potential liaison assignments.

B. Each Council Member will complete the list in a manner which prioritizes the assignments of interest to them; and will submit their list only to the City Clerk in December.

C. The ranking process uses the following methodology:

1. Top priority = I really want this (please mark at most only two #1s)

2. This is something I would like to have

3. I’ll take this one for the team

4. I do not want (perhaps the meeting timing does not work for you) D. The City Clerk will assemble responses into a table and provide it to the Mayor. The Mayor uses the following additional criteria to make assignments: Continuity assignments remain with the assignee unless the member is opting to step down from the role (see section 5 below); assignments will be assigned by highest priority desired with 1’s first, 2’s second etc.; in case of ties, overall balance and then seniority will be taken into account. For example, did the Council Member get their other first choice? Does the Council Member have other “plum” continuity assignments; ideally, everyone will get at least one of their top priorities; and the Council Member does not need to use their top rankings to hold onto continuity assignments.

E. In the event that a liaison has not been identified for each commission, the Mayor will divide any remaining liaison positions amongst the Council, attempting to equitably balance the distribution of the assignments and associated workload. 640 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 37 F. The Mayor, working with the City Manager and City Clerk, will utilize the responses to present an Agenda Report and conduct a discussion at the first meeting in January regarding the liaison appointments.

G. The Mayor and Deputy Mayor have traditionally been assigned to the following bodies:

1. City Council Legislative Committee - ordered by Resolution 158 (1981)

2. City Budget and Audit Committee

3. Planning Commission

4. Council of Cities – City Selection Committee (Mayor with Deputy Mayor as alternate)

5. Honorary Chair of Sister Cities Association (Mayor)
H. The City Clerk shall maintain a list of all such appointments. The final liaison list will be distributed to all Council Members and posted on the City’s website.

4. Liaison to the City’s Boards and Commissions
A. Each of the City’s Boards and Commissions has a Council Member who serves as its Council liaison.

B. Council Members should act as an advisor and resource to commissioners and the commission’s staff liaison when issues regarding process, procedure, attendance, interpersonal or public relations arise.

C. The Council liaison serves on the Appointment Subcommittee for the Commission to which they are assigned. In the event the Mayor is serving as the commission’s liaison, the minimum subcommittee shall consist of the Mayor and Deputy Mayor.

5. Continuity Appointments to External Agencies
A. The City Council has identified certain appointments for which there is a strong need and desire for consistency and continuity in terms of Council participation and representation. The Mayor will maintain the current Council Member assigned as liaison to that body. The Council will have an opportunity at its annual review to see if a supplemental designation is needed due to changing conditions or if new bodies have been added to the list. All continuity appointments should also have an alternate assigned, so a member can be ready to take over the role if needed.

B. Liaison appointments to these bodies would not annually be reassigned to another Council Member, as this would not provide the desired consistency. If it became necessary to reassign the liaison for one of these bodies as the result of a vacancy or other reason, the liaison role would not typically be assigned to a newly elected Council Member. A Council Member with an interest in serving as liaison to any of 641 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 38 these continuity bodies should confer with the current representative; and consider acting as an alternate or “shadowing” the current liaison for a time to learn more about the body’s functions and duties.

C. If a Council Member who is assigned as liaison to one of the aforementioned bodies anticipates leaving office, every effort should be made to mentor another Council Member so that those critical relationships can continue uninterrupted.

6. Council of Cities Appointments
A. In the case of appointments made by the regional Council of Cities - City Selection Committee, upon receipt of the City Selection Committee agenda packet listing all positions and nominees to be voted on, if time allows, the City Council may schedule a special meeting prior to the Council of Cities meeting to discuss and agree upon preferred appointees. This will allow the Mayor, or their proxy, to have clear direction on whom to vote for that reflects the best interest of the City. If scheduling a meeting is not practical, the Mayor and Deputy Mayor may confer on the vote. In the case of nominations from the floor at the City Selection voting meeting, the Mayor, or their proxy, will vote their conscience based on the feedback previously given by the City Council as a whole. In December, every year upon the Mayor’s rotation, a standing proxy shall be filled out and filed with the City Selection Committee for the year naming who may vote in the Mayor’s absence. The Deputy Mayor will be given first priority followed by any Council Member who has the most latitude and ability to attend the meetings. 642 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 39 Chapter 13. Boards and Commissions

1. Refer to the San Mateo City Charter Article VI on Boards and Commissions.

2. Council Members should refrain from participation at Board and Commission meetings to avoid influencing the outcome of those meetings.

3. Reappointments, Vacancies, and Appointments
A. The City Clerk’s Office manages the Boards and Commissions (hereafter referred to as “Commission” for ease of reference) application process. The process begins with the Clerk contacting members who are eligible for appointment to a second term and finding out their interest in reappointment.

B. The City Clerk then shares the results with each appointment subcommittee and receives direction on the need to schedule an agendized appointment subcommittee meeting to provide direction on reappointments. The default is that currently serving Commissioners will each be interviewed for reappointment.

However, if it is determined that a Commissioner’s performance is outstanding, or that other factors necessitate keeping them in their role, then an automatic reappointment can occur with a majority vote or majority consensus of the City Council. Any Commission seat selected for re-interviews, means the seat will be processed as part of the full annual recruitment and the currently sitting commissioner may be interviewed along with other applicants.

C. The City Clerk recruits for all open seats utilizing multiple avenues including:
advertising, website, social media, and networking lists to present qualified candidates to the Council for consideration.

D. The interview and selection of candidates is an open process.

E. The City Clerk receives the applications (ideally a minimum of three applications is sought for each vacant seat) and arranges for the appropriate subcommittee, in a noticed special meeting, to interview applicants and form their recommendation.

F. Commissioners, Board and committee members (hereafter referred to as “Commissioners” for ease of reference) are appointed by a majority vote of the City Council and serve staggered terms.

G. An “Appointment subcommittee” may include up to five City Council members.

The City Council shall appoint the members of the Appointment subcommittee. As a minimum, the Appointment subcommittee shall include and a quorum shall be established as: 1) the Mayor (or their Council designee) and the Council liaison to the Commission. The Department Head affiliated with that Commission shall participate as a non-voting member of the Appointment subcommittee. 643 of 1111
San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 40 H. Except when reappointment is recommended, or an established eligibility list is used, the Appointment subcommittee shall conduct candidate interviews and make a recommendation for Council approval. Interviews shall be conducted in a noticed public meeting with at least a quorum of the Appointment subcommittee present.

I. At the conclusion of an Appointment subcommittee’s interviews of candidates, and the agreement on the recommended candidate, the appointment subcommittee may then designate up to two applicants who would be considered for listing on the eligibility list for a six-month period. The eligibility list is then ranked according to preferred next seating to a Commission vacancy. The list is only established with the full agreement of the Appointment subcommittee. It is not a requirement that an eligibility list be established if there are not applicants that are deemed qualified. This list may be used for automatic next appointments in the event of an unscheduled vacancy, the next person on the eligibility list would be submitted as the recommended candidate from the Appointment subcommittee on the next City Council regular meeting Consent Calendar.

J. The full Council will receive the Appointment subcommittee’s recommendation and the full list of candidates for each opening.

K. The Appointment subcommittee recommendations for new and reappointed Commissioners are confirmed by Council under the Consent Calendar at regular Council meetings. An agenda report summarizing the Subcommittee’s recommendations, including the full list of candidates reviewed for each opening, will be provided to the full City Council. Council may adopt the recommendations as presented or pull the item for further discussion. The City Council can consider for appointment any of the candidates interviewed.

L. A majority vote of Council approves the appointees.

M. Commission recruitment begins annually in the month of March, and completes in May, in order to ensure continuity on commissions before terms end June 10th.

N. Unscheduled Vacancies

1. Subject to the Maddy Act (California Government Code § 54970), if an unscheduled vacancy occurs on a commission, the Council may either appoint from the pool of applicants on file (the eligibility list if there is one available) or open up the position to new applications where the above process is followed.

2. For such non-routine vacancies, the announcement for new applications is made as soon as possible in order to maintain viable memberships on the various boards and commissions.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 41 3. All appointments occur in an open public meeting.

O. Youth Activities Council (YAC) Selection Process
The YAC is not appointed directly by the City Council but through an application method administered by the Parks and Recreation Department. High school students from all of the City’s public high schools, as well as Junipero Serra High School and Nueva Upper School, are recruited for potential participation starting in the late spring of each year.
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San Mateo City Council Rules & Procedures Proposed Revision 6/16/2025 42 Chapter 14. References

1. San Mateo City Charter, §2.03, 2.04, 2.12, Article VI

2. Ralph M. Brown Act (California Government Code, § 54950 et seq.)

3. California Government Code, § 53234 et seq.

4. San Mateo Municipal Code

5. California Public Records Act (California Government Code, § 6250 et seq.)

6. AB 1234 California Government Code, § 53232.3

7. Rosenberg’s Rules of Order

8. Emergency Guide for Elected Officials
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Boards and Commissions
Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Amended by Council Action on:

January 17, 2017, April 17, 2017, April 16, 2018, May 21, 2018, May 3, 2021, September 6, 2022 and April 1, 2024
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2 City of San Mateo, Boards and Commissions Rules and Procedures Table of Contents
Chapter 1. Purpose and Overview .............................................................................................3 Chapter 2. Commission Authority..............................................................................................4 Chapter 3. Governance Principles..............................................................................................7 Chapter 4. Duties .......................................................................................................................8 Chapter 5. Selection of Chair and Vice Chair ...........................................................................12 Chapter 6. Commissioner Conduct ..........................................................................................13 Chapter 7. Meetings ................................................................................................................16 Chapter 8. Meeting Agendas ...................................................................................................21 Chapter 9. Financial Matters....................................................................................................24 Chapter 10. Communication ......................................................................................................28 Chapter 11. Boards and Commissions Selection Process...........................................................32 Chapter 12. References..............................................................................................................34 648 of 1111
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3 Chapter 1. Purpose and Overview
This manual describes the way the City of San Mateo’s Boards and Commissions do their business. It is a compilation of all Board and Commission (hereafter referred to as “Commission” for the sake of brevity) rules and procedures that have been formally adopted by Council. These Rules and Procedures (“Rules”) supersede individual Commission bylaws.

These Rules are intended to enhance public participation and debate so that the best possible decisions can be made for San Mateo. These Rules set a standard of professionalism, civility and decorum for the conduct of the City’s business. San Mateo has a long and proud tradition of open government and civil, intelligent public discourse. These rules, which must be approved by the City Council as a body, are subject to review and future modification by the City Council as needed.

Appointed Board and Commission members are expected to understand and comply with these Rules and Procedures. Failure to comply with the rules and procedures outlined in this document may be cause for removal from the appointed position.

Amendments to these Rules are made and approved by the City Council as a body; and are subject to review and future modification as needed.
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4 Chapter 2. Commission Authority

1. Commission Authority, Generally
A. The primary role of City commissions is to increase public input and participation in the determination of City policies and some programs.

B. The specific role of a City commission is to review and make recommendations to the City Council on matters within its scope of responsibility as defined in the Charter or Municipal Code. The commissions are basically a citizen’s advisory arm of the City Council, although certain commissions, such as the Planning Commission, may take final actions in certain prescribed areas.

C. Most importantly, the commission serves as a vehicle for public input into City programs and policies referred to it by the City Council or brought to its attention by staff.

D. The commission also serves to reduce the reevaluation of these matters before the City Council.

E. On the specific matters referred to it by the City Council, the commission serves as the principal reviewing body of the City.

F. Commissions adhere to the City Council’s policies on the programs under their scopes of interest.

G. Commissions serve to represent the general interests of the entire City and not specific program areas or specific interest groups.

H. Commissions are encouraged to express their views on issues, projects, or policies brought to them by the City department.

I. As further described below, the Planning Commission has a distinct role with the City in that it makes decisions and recommendations to the Council on land use matters. These include development applications submitted by project proponents.

2. Applicability
The complete scope of responsibilities for each commission is identified either in the Charter or in the City’s Municipal Code and will be provided by the Departments supporting the commission. When not in conflict with the Charter of the City of San Mateo, or the Constitution or laws of the State of California, these Commission Rules and Procedures (“Rules”) shall be in effect upon adoption of the Council. 650 of 1111
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5 3. Authority of Each Board / Commission
The authority of the City of San Mateo’s Boards and Commissions are described in the San Mateo City Charter Article VI, as well as its Municipal Code Title 2 Administration and Personnel in Chapters 2.15, 2.21, 2.24, 2.26, 2.27, 2.28, 2.29 and 2.57.

A. Library Board:

The Library Board oversees the Library department’s policies and accepts in the name of the City money, personal and real property donated for Library purposes.

B. Personnel Board:

The Personnel Board hears appeals submitted by any person in the competitive service relative to any disciplinary action, dismissal, demotion, charge of discrimination, or alleged violation of municipal code chapter 2.57, and to certify its findings and recommendations as provided in the personnel system rules.

C. Community Relations Commission (CRC):

The CRC addresses a broad spectrum of social issues and related policy and provides oversight for Federal grant programs that implement public services, housing, and community development programs. It is also the hearing and appeals board for Code Enforcement related cases.

D. Park & Recreation Commission:

The Park and Recreation Commission makes recommendations to the City Council on acquisition, development, beautification and maintenance of public parks, landscape resources, public recreation facilities, budget, and programs of park and recreation activities.

E. Planning Commission:

The Planning Commission hears requests and makes decisions and recommendations on land use projects. This body also recommends policy changes to the City Council.

F. Senior Citizens Commission:

The Senior Citizens Commission encourages, fosters, and facilitates programs for the enhancement of all matters relating to the social, economic, and personal well-being of the senior population.
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6 G. Sustainability and Infrastructure Commission
The Sustainability and Infrastructure Commission was established in 2018, consolidating the Public Works Commission and Sustainability Commission into one commission. It is the duty of the Sustainability and Infrastructure Commission to advise on policies and programs related to environmental sustainability, transportation and infrastructure.

H. Investment Advisory Committee (IAC):

The IAC serves as an administrative advisory committee to the City Manager. The IAC provides added insight and an independent perspective on the City’s investment policies and practices.

I. Youth Activity Council (YAC):

The Youth Activity Council provides experiences and opportunities for the youth and young adult population by: providing safe and enjoyable activities; creating community through special events; enhancing leadership and decision-making skills; providing service learning experiences; practicing civic participation and empowering our youth’s voice with our decision makers.

4. Rosenberg’s Rules of Order
To the extent these Rules do not address an issue of parliamentary procedure for legislative body meetings, Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century shall apply.
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7 Chapter 3. Governance Principles
In alignment with the City Council governance principles, each Board and Commission acts as a body, not as individuals. Commissioners understand and acknowledge the City is run on a Council-Manager form of governance and will respect professional staff’s role and the City Manager as leader of the City organization’s operations. Commissioners should be aware of and mindful of the impact of requests on limited staff resources. 653 of 1111
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8 Chapter 4. Duties

1. Duties of the Chair
A. All City commissions elect a presiding officer, known as a chairperson for a oneyear period.

B. The Chair sets the tone for the entire meeting.

C. To conduct meetings of the Commission as its chairperson efficiently:

1. Ensure that consideration of items on the agenda move along without delay.

2. Ensure that petitioners, proponents, and opponents are heard but not allowed to disrupt the meeting.

3. Ensure that decorum and civility is maintained during the meeting.

4. In presiding over matters where the public has provided comment or testimony and/or raised questions, the Chair should:
a. At the end of the public comment period, restate, if any, relevant questions from the public.
b. Direct questions or comments requiring a response to staff for a response.
c. Ensure that staff and members of the public direct their comments to the chair and commission members.
d. Help keep Commissioner comments and questions relevant to the matter being considered by the Commission, and schedule nonagenda topics for subsequent meetings, where necessary and if agreed upon by the Commission during Reports and
Announcements.
e. If necessary, consider calling for a brief recess if the orderly conduct of the meeting is being disrupted.
f. Ensure that the decision and vote of the Commission on all subjects is announced. This may occur with the assistance of the City Clerk, Staff Liaison or commission clerk.

5. To ensure that each member of the Commission is provided an opportunity to completely express their views on items of business, the Chair should:
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9 a. Actively seek commission member comments and ensure that Commissioners ask to be recognized by the Chair before speaking to maintain an orderly process on the dais.
b. Make sure that each commission member has had a first chance at providing comments, before allowing another commission to make additional statements – unless they are asked to clarify their prior statement.
c. Ensure that each commission member is given the opportunity to fully express their views.

D. To correspond on behalf of the Commission, provided that opinions expressed on behalf of the Commission or City Government are consistent with the consensus of the Commission.

E. Nothing under the Chair’s duties shall limit any individual Commissioner’s ability to interact with members of the public.

2. Duties of Vice Chair
In the absence of the Chair from the Commission meeting, the Vice Chair shall possess all powers of the Chair and be subject to all prescribed duties for that position.

3. Duties of Commissioners
A. Arrive on time for all Commission meetings.

B. Review all meeting materials in preparation for Commission meetings, and direct questions to staff (before meetings, whenever practical) if any item is unclear or clarification is needed.

C. Alert staff in advance of the meeting whenever possible if an item is intended to be pulled off of the Consent Calendar or introduced under Reports and Announcements for future Commission consideration.

D. It is the responsibility of all members to assist the Chair in running an efficient and effective meeting by assisting with the orderly disposition of items, helping ensure all members are heard, participating fully in meaningful discussion and deliberation, keeping comments succinct, concise, civil and germane, and limiting repetitive comments. Commissioners are encouraged to hold their colleagues accountable for following these rules and do all in their power to contribute to the smooth running of a meeting for the community.

E. All commission members are asked to alert the staff commission liaison when receiving media inquiries.
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10 F. It is expected that Commissioners will attend all meetings. If a commissioner is absent for three consecutive meetings or for 15% of scheduled meetings annually, the City Clerk will notify Council who may take action to vacate the seat. The Commissioner is expected to notify the Staff Liaison or Staff Admin if they are unable to attend a meeting.

G. For Planning Commissioners, make every effort to participate in the California League of Cities Planning Commissioner Academy during the first year as a Commissioner, and every other year thereafter.

H. Read, and use as a primary reference, the Institute for Local Government’s Planning Commission Handbook.

4. Duties of Staff Liaison
A. The liaison, an assigned City staff person, has the following responsibilities:

1. Create meeting schedules.

2. Prepare meeting agendas and Agenda Reports.

3. Notify the City Clerk of attendance problems, resignations, and members’ change of contact information.

4. Ensure that sufficient research and analysis has been performed by staff to allow an informed decision by the Commission.

5. Help facilitate and advise the Chair on meeting management.

6. Ensure that all affected departments have an opportunity for input before bringing an item forward for commission consideration.

7. For the Planning Commission, arrange an annual joint meeting with the City Council.

B. The Staff Liaison, along with the City Clerk, is responsible for ensuring that appointed board/commission members are oriented about policies and procedures as they relate to the body.

C. All communications addressed to a specific Board or Commission are received by the staff liaison, or their designee, and relayed to the appointed body. 656 of 1111
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11 5. Duties of Administrative Staff
Each commission also has an administrative staff person (Staff Admin), who works with the Staff Liaison, to support the body. Their responsibilities are to:

A. Provide oversight of agenda preparation and its delivery to the full Commission and to the public.

B. Ensure that meeting materials--including a sufficient number of agendas, universal speaker slips, and at least one binder of all related reports being presented at that meeting–are available for the public to examine at the meeting.

C. Produce the action minutes for each meeting.

D. Provide annually a record of attendance of each commissioner to the City Clerk.

6. Duties of Council Liaison
A. Every year the Mayor will appoint Council Members to serve as liaisons to the City’s Boards and Commissions.

B. Council Members act as an advisor and resource to Commissioners and the commission’s Staff Liaison when issues regarding process, procedure, interpersonal or public relations arise. Commissioners are also welcome to approach the Council Liaison for support or if they have any concerns. Council Members should refrain from participation at Board and Commission meetings to avoid influencing the outcome of those meetings.
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12 Chapter 5. Selection of Chair and Vice Chair

1. Commission reorganization, including rotation of the roles of the Chair and Vice Chair, occurs annually at the meeting as close as possible to June 10th of each year. The results of the vote should be publicly announced; and the vote recorded in the minutes.

2. Nomination of commissioners to serve as Chair and Vice Chair for the coming year can be made by any of the current commissioners in attendance.

3. The Chair and Vice Chair are elected by a majority of the commission for a one-year term and hold office until their successors are elected or until their terms as members of the commission expire.

4. The normal convention is a rotation from Vice Chair to Chair. Deviation from this normal convention should be extremely rare and must be accompanied by stated justification by the Commissioner making a nomination that does not conform to the normal convention.

5. The City Council believes that experience as a Commissioner will assist those who are selected to serve as Chair or Vice Chair, and that it is in everyone’s best interest that candidates have experience in cycles of governing to acclimate themselves to the jobs, tasks, and roles of the Commission.
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13 Chapter 6. Commissioner Conduct

1. Members are committed to governing for all, striving to avoid any appearance of impropriety, and running our meetings with civility, decorum, and respect. With that spirit, Members shall:

A. Govern as a body. If we work together well as a team, our City will excel.

B. Treat all with dignity, courtesy, and respect. This includes staff, each other, or members of the public, on and off the dais.

C. Keep confidential matters confidential.

D. Respect process and roles. This includes avoiding interruptions and distractions.

E. Agree to disagree in a respectful manner. We focus on the issue not the person.

F. Keep our comments clear, concise, and on-topic. This respects our colleagues’, the public’s, and staffs’ time.

G. Give each other a chance to speak. Everyone gets to speak before another of us speaks for a second time. We refrain from dominating the discussion.

H. The Chair normally speaks last. After other members of the Commission have offered their opinions, the Chair speaks. The Chair can speak after each round of speaking by Members.

I. Be mindful of the impact of our words and tone. We consider this as we address each other, staff, and the public.

J. Promote discussion and resolution. We present problems and issues in that way.

K. Follow the agenda. We begin and end meetings on time.

L. Respect the City Charter, rule of law, and decisions once made. We do not attempt to undermine decisions.

M. Speak for the City only when specifically authorized (see Chapter 10, Communication, sections regarding “Speaking for the City” and “Speaking as an Individual”).

N. Practice a “no surprises” rule. We give a heads up to the Commission staff liaison, and City Attorney’s Office represenative (if applicable) out of respect and teamwork.
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14 O. Practice the principles of inclusivity and self-awareness to guard against implicit bias in our actions and decisions.

P. Adhere to all federal, state, and local laws in the performance of their public duties, including conflict-of-interest laws.

Q. Not engage in discussion with a member of the public during the meeting.1 R. Determine whether to schedule a future agenda item for discussion and/or action, during Reports and Announcements, when non-agenda items are raised in the course of the meeting.

S. Meet with the Council liaison to the Commission when requested.

T. Pay close attention the meeting and limit the use of electronic devices while on the dais, except as necessary to access agenda materials or respond to urgent personal matters.

U. When acting in a quasi-judicial capacity: keep an open mind, do not rush to prejudge any matter, and be fair and neutral towards all concerned parties. This applies to statements that are verbal and written, including those posted on social media. At the beginning of the hearing, disclose any ex parte communications (oral or written communications from one party outside of the hearing) and describe the nature and substance of the communication.

2. Commissioners may not be employed by the City or provide services under a contract with the City. Commissioners may not volunteer in the operations arm of the department their commission is affiliated with, without Department Head approval. However, Commissioners are encouraged to volunteer for city events, put on by any City department, or volunteer in any capacity in other City departments. Commissioners enhance their presence in the community by volunteering with local non-profits or assisting with community events and serving on special committees.

3. Commissioners are subject to all the provisions of the City’s Harassment and Discrimination Policy (#301).

4. Commissioners shall complete ethics training at least once every two years, beginning with calendar year 2025.

5. Enforcement.

A. Where a Commissioner is allegedly not following the rules set forth in this Chapter (“Code of Conduct”), any concerned Council member is encouraged to resolve the 1 Items Q-T are included within the existing Commissioner Conduct chapter and do not overlap with the new conduct. Staff recommends retaining items Q-T for this reason. 660 of 1111
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15 matter on an informal basis through direct conversations, or by referral to the Mayor or Council Liaison to the Commission to privately counsel the subject Commissioner.

B. If the offense(s) continue, or if warranted due to the serious nature of an initial violation, two Council members may file a complaint regarding the conduct of a Commissioner for an alleged violation of the Code of Conduct. The complaint shall be in writing and filed with the City Clerk, with a copy to the City Manager and City Attorney. A copy of the complaint shall be promptly provided to the Council and to the Commissioner. The City Clerk shall place the complaint on the next available City Council agenda for initial consideration. The Commissioner who is the subject of the complaint may include a written response to be included with the agenda packet or may verbally address the complaint at the Council meeting, or both.

C. At the meeting where the complaint is considered, a Council majority (3 votes) shall decide whether to (1) take no action, (2) reprimand the subject Commissioner and require them to promptly take ethics training (in addition to any training required by law), or (3) schedule the matter for a future hearing to consider a formal resolution of censure, revoke seniority, and/or restrict payment of expenses such as for official travel. Alternatively, the Council may direct the City Manager or City Attorney to investigate the matter, or to engage a third party to do so, and bring it back to the Council following completion of the investigation.

D. If a Council majority (3 votes) directs the scheduling of a hearing, it should also appoint one or two Council members to draft a censure resolution to be included with the agenda packet. At the hearing, the Commissioner who is the subject of the complaint shall have the opportunity to rebut the allegations in the report either themselves or through a representative. The formal rules of evidence shall not apply, and the hearing shall be generally informal.

E. At the close of the hearing, a Council majority (3 votes) shall decide whether to (1) take no action, (2) issue a reprimand and require the Commissioner to promptly take ethics training (beyond what is required by law), or (3) adopt a censure resolution, revoke seniority, and/or restrict payment of expenses such as for official travel. Any action taken by the Council is final and is not subject to appeal or reconsideration.
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16 Chapter 7. Meetings

1. All Commission decisions must be taken at Commission meetings only after hearing the presentation, project applicants, and hearing all public comments/testimony, then only under Commission discussion with colleagues should Commission Members opinions be shared, and deliberations engaged in before making any decision or taking action.

2. No business may be transacted by the commission at a regular or special meeting unless a quorum of the membership is present (50% plus one of those currently appointed).

3. Commission Meeting Dates
A. If at any time any regular meeting of the Commission falls on a holiday or if it is known that a quorum will not be available, the meeting may be rescheduled to the earliest convenient time.

B. The Boards and Commissions shall adopt a schedule of quarterly or more frequent meetings on an annual basis, which become the regular meeting dates.

C. Regular meeting dates may be amended with the approval of the Commission.

4. Types of Meetings
A. Regular Meetings are those identified in the adopted meeting schedule. Regular meetings are agendized and posted at least 72 hours in advance of the meeting.

B. Special Meetings are called at a non-regular meeting date and time. They are called by the Chair or Commission with a minimum of 24 hours’ notice, versus 72 hours’ notice for regular meetings.

C. Study Sessions are special meetings that are held for the purpose of providing information to the Commission, particularly on issues that are more complex or more time-consuming than matters typically scheduled on regular Commission meetings. At study sessions Commissioners may collectively provide direction to City staff, or to an applicant in the case of the Planning Commission. Typically, no action is taken at the study sessions, but direction may be given.

D. Closed Sessions at the commission level would be very rare and would only occur at the direction of the City Attorney. The procedures for the conduct of the closed sessions shall be the same as those for open session meetings, except that the public, after allowance for public comment, will be excluded.

E. Emergency Meetings are allowed per the Ralph M. Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well-being. 662 of 1111
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17 F. Adjourned Meetings due to Power Outages
In the event a quorum of the body loses electrical power or suffers an internet connection outage not corrected within 15 minutes, the meeting may be adjourned to a date certain. Any items noticed as public hearings will be continued to the next regularly scheduled meeting of the Commission. Any other agenda items the Commission has not taken action on will be placed on a future agenda.

5. Voting
A motion, second, and a majority vote of the Commission shall be required for any formal action of Commission. If the meeting is virtual, or any member is teleconferencing in, the vote must be taken by roll call vote.

6. The Chair, with the approval of a majority of the Commission, can change the order of hearing of items on the agenda. Staff may make suggestions on the order due to practical and logistical issues.

7. Public Participation
A. All members of the public are encouraged and invited to participate in the legislative process of the City’s Boards and Commissions, for example by submission of comments before the meeting or speaking in person, or virtually when offered, at the scheduled meeting.

B. It is the intent of these rules to allow everyone to be heard without fear of cheers or jeers that may discourage public participation. For these reasons, these rules are taken seriously. Disruptive or unruly behavior can result in removal from the Commission meeting to the extent allowed by state law. The presiding member of a legislative body may remove an individual for disrupting a meeting after the individual first receives a warning yet continues the disruptive behavior. The legislative body may also decide to clear the room if interruptions render the orderly conduct of the meeting unfeasible and order cannot be restored by the removal of disruptive individual(s) alone.

C. Public meetings are considered a limited public forum in which the speaker must stay on-topic if speaking to a particular agenda item. If speaking during general public comment, they must address matters within the subject matter jurisdiction of the City. If speakers fail to follow these rules, they will be warned, and if they continue to disregard the rules, their opportunity to speak will be ended.

D. The Chair may, at their discretion with commission concurrence, limit the amount of time allotted to speakers when needed, per the following time limits. 663 of 1111
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18 E. Generally, time Limits for public comment are dependent on the number of speakers:

1. Individual Speakers - 3 minutes
a. between 1 -10: 3 minutes
b. between 11-20: 2 minutes
c. over 21 speakers: 1 minute

2. Organized group (in lieu of individual speakers) – up to five (5) minutes for a group presentation, as many speakers as fit within the time allowance.

3. Yielding of Time. To ensure that all persons have an ample opportunity to be heard, all speakers will be recognized for the same amount of time. No speaker will be allowed to yield all or part of their time to another, and no speaker will be credited with time requested but not used by another.

4. The Chair shall manage public comments such that no individual speaker is allotted a disproportionate amount of time.

F. In-person members of the public are invited to speak at the lectern microphone, whenever available, to ensure all attendees can hear and so that the recording can be captured.

G. Individuals who wish to speak in-person should submit a speaker card to the commission’s Staff Admin for in-person meetings. For remote meetings conducted virtually, the raise the hand feature is used and managed by the Staff Admin. The Staff Admin will announce the last opportunity to submit forms or raise hands and announce when the time has closed for public comment on any particular item.

H. Commissioners should be careful to not engage in back-and-forth questions or discussion with public speakers. If a member of the public raises a question, the Chair should invite staff (or an applicant before the Planning Commission) to respond to any questions raised at the end of the public comment period.

8. Agendized Discussion Items (Public Hearings, New Business, Old Business) A. Staff / applicant presentation
B. Open public hearing (or public comment section) for testimony C. Close public hearing (or public comment section)
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19 D. Response by staff to public questions/concerns (or by an applicant before the Planning Commission), if warranted
E. Council questions to applicant and/or staff.

F. Commission discussion and deliberation.

G. Commission votes.

9. Appeals
A. Appeals are public hearings and will follow the order stated above with the following time allocations:

1. Appellant – 15 minutes

2. Applicant – 15 minutes

3. Individual Speakers – as outlined in Section 7(E)1 above.

4. Rebuttal (Applies to Appellant and Applicant) – 5 minutes each.

5. Clarification (Staff may offer explanation or clarification for the testimony)

6. If the appellant is also the applicant, only one 15-minute presentation is allowed.

B. Any person that addressed the Commission during one of the fifteen-minute periods may not speak again during the public comment period for individual speakers on the appeal.

10. Items Considered after 11:00 p.m.

11. At 11 pm, in order to ensure effective discourse on an item, the Commission will determine with a majority vote on whether to continue with an item or take up any unheard items.

12. Action Minutes
A. The City Council and all of its Boards and Commissions shall use Action Minutes to record the decisions of the body.

B. Action Minutes contain very little, if any, narrative content and do not capture details of public comments, or Commissioner comments, questions, and opinions.

The staff is responsible for producing the minutes. Commissioners may request 665 of 1111
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20 correction only of factual errors when presented with the draft minutes. No supplemental materials may be appended to minutes.

C. Motions and votes are shown in the record, whenever applicable.

D. Media (audio/video) recordings will be used to provide a verbatim record of meetings and are kept as identified in the City’s Records Retention Schedule.

13. Conflict of Interest
A. The Political Reform Act (PRA), implemented and enforced by the Fair Political Practices Commission (FPPC), controls financial conflicts of interest.

B. The other applicable law is Government Code §1090, which applies only to City contracts in which a public official has a financial interest.

C. Whenever it appears to a Commissioner that they may have a prohibited financial interest in any City contract, or an item that may be presented to the Commission, the Commissioner should consult with the City Attorney at the earliest opportunity for advice on whether a disqualifying conflict of interest exists.

D. If the City Attorney is consulted on such a matter, the City Attorney shall provide their advice in writing, and shall provide a copy of their opinion to the Commission, the City Council, the City Manager, the affiliated Department Head, and the Staff Liaison.

E. With full consideration of the City Attorney’s advice, it is up to each individual Council Member to decide for themselves whether there is a conflict of interest.

F. A member shall not vote upon or participate in any matter on which they have a conflict of interest.

G. A member shall openly state the reason for their conflict of interest.

H. A member who is disqualified by a conflict of interest shall recuse themselves from the dais and leave the room unless it is during the Consent Calendar 666 of 1111
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21 Chapter 8. Meeting Agendas

1. Agenda Order
Commission agendas will be prepared by the Staff Liaison to the commission and presented to the Commission in the order described below.

A. Opening

1. Pledge of Allegiance

2. Roll Call
B. Consent Calendar
All matters listed under the Consent Calendar are considered by the Commission to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed by a Commission member and considered separately. Members of the public may speak to any Consent Calendar item without the item being pulled.

C. Public Comment
Members of the public wishing to comment on any item not appearing on the agenda may address the Commission at this time. State law prevents Commissions from taking action on any matter not on the agenda. Comments may be referred to staff for follow-up. Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment will be provided later in the agenda, if needed. Timing is per Chapter 7(E)1 of these Rules.

D. Public Hearing
Duly noticed hearings as mandated by local, state, or federal law, providing an opportunity for public review and comment of a proposed action by the Commission.

E. Old Business
Non-routine items that have been presented before that require further oral presentation and/or discussion before action is taken.

F. New Business
Non-routine items requiring an oral presentation and discussion before action is taken.
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22 G. Reports and Announcements
Commissioners provide an update on any meetings they attended in their commissioner role and Commissioners may make individual requests to schedule future items for consideration. A majority vote of the Commission is required to place a request on a future agenda.

H. Additional Public Comment (if needed)
I. Adjourn

2. Agenda Item Submission
A. The Staff Liaison coordinates all agenda items for consideration on a given agenda.

In order to ensure that each item for discussion has been thoroughly analyzed in advance, an Agenda Report shall be prepared.

1. The preparation of Agenda Reports applies to all Boards and Commissions in order to ensure:
a. The Board or Commission has all the information needed to make a well-informed decision; and
b. Any action is fully transparent to the public.

2. Agenda Reports shall be part of the public agenda packet issued prior to the meeting. Copies of the agenda, Agenda Reports and supporting materials shall be made available to the public at the meeting.

B. A Commissioner may request an item be considered on a future agenda and, upon a majority vote of the Commission, staff will prepare an Agenda Report and agendize the item for a future meeting. Before the vote, staff will provide information, if available, on how much staff time would be required to produce the Agenda Report.

C. Members of the Public

1. A member of the public may request Commission action in the following ways:
a. Write a letter or email to the Commission.
b. Speak during the Public Comment period at a Board / Commission meeting.
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23 2. The first response is for the staff liaison to address concerns raised directly outside the meeting regarding the issue.

3. If a majority of the Commission agrees, the item will be agendized at a future meeting.
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24 Chapter 9. Financial Matters

1. All Commissioners serve as volunteers without compensation or a stipend.

2. Commissioner Expense Reimbursement Policy
It is rare that a Commissioner would need reimbursement, but in the event that they do, the following policy shall apply:

A. Authorized Expenses

1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business.

2. Expenses incurred while attending educational seminars designed to improve officials’ skill and information levels are permitted with preapproval from the affiliated Department Head.

3. All other expenses require prior approval by the City Council.

4. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events.
e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.

B. Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. If expenses are incurred that exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines.

1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties and the State 670 of 1111
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25 of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible.

2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours.

3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers may be reimbursed for bridge and road tolls. For rental vehicles, only receipted fuel expenses will be reimbursed.

4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Conferences/Meetings
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.

6. Internet
Officials will be reimbursed for Internet access connection and/or usage fees away from home, if Internet access is necessary for City business.

7. Lodging
Commissioners are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (http://www.gsa.gov/portal/content/104877). This 671 of 1111
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26 maximum applies to the room rate only and does not include any taxes or fees. Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Council members, and any additional nonbusiness expenses incurred will be paid by the Council member.

8. Meals
The City will pay for a Commissioner’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that a Commissioner elects to purchase from another source. Unlike lodging, using the per diem methodology for meals that is limited to the GSA amount eliminates the need for employees to submit receipts. Thus, the Commissioner only needs to report the per diem amounts in the expense report, but not the actual receipts. This only applies to meals, as all other travel expenses require a receipt to substantiate the purchase.

When the meal function is an organized event, the official shall be reimbursed the amount being charged by the event organizer for the meal.

The City will not pay for alcohol/personal bar expenses.

9. Taxis/Shuttles
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.

10. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.

11. Transportation
Officials traveling on City business shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct, time-efficient route.

Government and group rates must be used when available. 672 of 1111
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27 C. Expense Reports

1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document how the expenditure met the requirements of this policy.

2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.

3. Expense reports are a public record.

D. Audits of Expenses
All expenses are subject to verification that they comply with this policy.

E. Reports on Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.

F. Violation of this Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the agency’s reporting the expenses as income to the official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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28 Chapter 10. Communication

1. All communications are public records.

All letters, memoranda, email, texts and other platform writing communications involving members of boards, commissions, committees and task forces, the subject of which relate to the conduct of government or the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are public records.

2. The City Council, in adopting this policy, does not waive attorney-client privilege or any other privilege associated with a closed session authorized under the Ralph M. Brown Act.

3. Ralph M. Brown Act
Each Commissioner should be mindful of all the requirements of the Brown Act in communicating with each other.

4. Correspondence
A. After the Commission has taken a position on an issue, official correspondence should reflect this position. While Commissioners who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official Board or Commission title, and staff support should not be utilized.

B. City letterhead, logo, insignia and brand, as well as, staff support cannot be utilized for personal or political purposes.

C. Generally, correspondence relating to a specific Commission agenda item shall be distributed with the agenda report; correspondence received after the publication of agenda packet will be compiled and distributed to the Commission prior to the meeting (known as a Dais packet). This additional correspondence is appended to the Agenda Report as public comment on the public meeting portal and in the records repository permanent record. Any further correspondence received between posting of the Dais packet and until the end of when the item is heard, will also be appended to the Agenda report as supplemental correspondence.

5. Electronic Communication Record Retention
A. Commissioners are issued City of San Mateo email addresses and are required to use this email for all commission related communication. The City email may not be forwarded to a personal email.

B. All emails sent and received through the City server are saved for at least three years on the City’s network and are subject to the Public Records Act. 674 of 1111
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29 C. Communication on social media sites are saved for at least two years.

D. Text messages sent on any City-provided device are saved for at least two years.

6. Social Media Use as a Commission Member
Social media are internet-based platforms that allow for interactive communication and engagement with the public. For example, these may include (without limitation):

Facebook, Twitter, Instagram, YouTube, TikTok, Snapchat, Nextdoor, blogs, etc.

The City’s image as a professional organization is critical to maintaining the respect of the public, and members should use discretion when posting or communicating on social media. If Commission Members choose to maintain and use personal social media accounts to conduct City business, they must follow current federal and state regulations, as well as Council and City policies.

A. Brown Act: Social media postings may turn into an interactive dialogue. The Brown Act has expanded to provide guidance on elected officials’ use of media platforms that are free of charge and open and accessible to the public.

1. Permitted Uses: You may answer questions, provide information to the public and solicit information from the public about city business; share a City post to your Council Member site; and tag other elected officials in a post.

2. Prohibited Uses: A majority of the members may not use social media to discuss agency business and a member may not respond directly to any posting by another member regarding agency business including no ‘likes’ ‘thumbs up’, ‘emojis’ or other symbols.

B. First Amendment. Commissioners’ social media platforms can become public forums subject to First Amendment requirements. If a social media platform is 1) used for City business and 2) has interactive features that are accessible to the public without limitation, it is a public forum. The City’s Social Media Policy contains rules for public participation and addresses what will constitute unacceptable content. In general, officials may not block a member of the public from their social media sites if those sites have become public forums. If unacceptable content appears on a site that has become a public forum, please consult with City staff.

C. Public Records: Members are prohibited from deleting social media posts and related comments regarding any City-related matters to avoid violating the California Public Records Act. Social media is subject to the City’s record retention schedule.
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30 D. Best practices: Officials should be honest and accurate when posting information or news, especially when communicating during a crisis or emergency. Any mistakes, misstatements and/or factual errors must be corrected quickly upon discovery. News of citywide importance should first be announced by the official City-affiliated accounts then can be reshared by Commissioners. Unless the member has been designated to serve as a spokesperson, members should never represent themselves as a spokesperson for the entire Commission or City.

Members should be mindful of recognizing that accomplishments of the City or Commission are achieved by collective action of the entire body or organization, not by any individual commissioner.

E. Quasi-Judicial Capacity: see Chapter 6 (Commissioner Conduct) for rules addressing the use of social media when Commissioners are acting in a quasijudicial capacity.

7. Written Communications for Commission Meetings on Agenda Items A. The deadline for the receipt of written communications for inclusion in the agenda packet is up to 4:00 pm one week before the Commission meeting. This is to allow for adequate staff review and analysis, and to ensure public access to information; on all plans, correspondence, and other documents being heard by the Commission. Contact the Commission’s Staff Liaison or Staff Admin for specifics.

B. To be included in the addendum to the packet, items may be received up until 4 pm the day of the scheduled meeting.

C. Materials distributed to Commissioners during the meeting shall be available for viewing by the public during the meeting if the materials were prepared by the City or a Commissioner, or at the conclusion of the meeting if prepared by another person.

D. If a Commissioner receives materials regarding an agenda item, they shall forward it the Staff Liaison as soon as possible.

8. Commission - Staff Relations
A. Commissioners may make requests of City staff through their Department Head for limited research and information. Requests that will require significant staff time, as determined by the Staff Liaison, may be referred to the full Commission and only pursued if supported by a majority of the Commission. All requests for research and information shall be made through the Staff Liaison.

B. Commissioners are encouraged to submit their questions on agenda items to the Staff Liaison as far in advance of the meeting as possible so that staff can be prepared to respond at the Commission meeting.
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31 C. Clarifications or technical questions will be answered before the meeting whenever possible.

D. Questions and all staff-prepared responses will be forwarded to all Commissioners.

9. Speaking for “the City”
Similar to written correspondence, when Commissioners are requested to speak to groups or are asked the Commission’s position on an issue, the response should reflect the position of the Commission as a whole. Of course, a member may clarify their vote on a matter by stating, for example, “While I voted against X, the Commission voted in support of it.” When representing the City at meetings or other venues, it is important that those in attendance gain an understanding of the Commission’s position rather than that of an individual member.

10. Speaking as an Individual
On occasion, Commissioners may wish to transmit correspondence on an issue upon which the Commission has yet to take a position or about an issue for which the Commission has no position. In these circumstances, members should clearly indicate in their communications that they are not speaking for the Commission or the City as a whole, but for themselves as an individual.
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32 Chapter 11. Boards and Commissions Selection
Process

1. Refer to the San Mateo City Charter Article VI on Boards and Commissions.

2. Reappointments, Vacancies and Appointments
A. The City Clerk’s Office manages the Boards and Commissions (hereafter referred to as “Commission” for ease of reference) application process. The process begins with the Clerk contacting members who are eligible for appointment to a second term and finding out their interest in reappointment.

B. The City Clerk then shares the results with each appointment subcommittee and receives direction on the need to schedule an appointment subcommittee meeting to provide direction on reappointments. The default is that currently serving Commissioners will each be interviewed for reappointment. However, if it is determined that a commissioner’s performance is outstanding, or that other factors necessitate keeping them in their role, then an automatic reappointment can occur with a majority vote or majority consensus of the City Council. Any commission seat selected for re-interview means the seat will be processed as part of the full annual recruitment and the currently sitting commissioner may be interviewed along with other applicants. Commission recruitment occurs annually in the months of April and May and is managed by the City Clerk’s Office. For these routine vacancies, the announcement is made approximately two months prior to the date on which the vacancy is to occur.

C. The City Clerk recruits for all open seats utilizing multiple avenues including advertising, the website, social media and networking lists to present qualified candidates to the Council for consideration.

D. The interview and selection of candidates is an open process.

E. The City Clerk receives the applications (ideally a minimum of three applications is sought for each vacant seat) and arranges for the appropriate sub-committee, in a noticed special meeting, to interview applicants and form their recommendation.

F. Commissioners, Board and committee members (hereafter referred to as “Commissioners” for ease of reference) are appointed by a majority vote of the City Council and serve staggered terms.

G. A City Council Appointment Subcommittee conducts the candidate interviews and makes a recommendation for Council approval. The Council will receive the full list of candidates for each opening.
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33 H. The Appointment Subcommittee recommendations for new and reappointed Commissioners are confirmed by Council under the Consent Calendar at regular Council meetings. A staff report summarizing the Subcommittees’ recommendations will be provided to the full City Council and will include the list of all candidates reviewed by the subcommittee. The Council may adopt the recommendations as presented or pull the item for further discussion. A majority vote of the Council approves the appointees.

I. The designated Appointment Subcommittee may establish an eligibility list for up to two applicants that will remain in effect for a six-month period.

J. Unscheduled Vacancies

1. Subject to the Maddy Act (California Government Code § 54970), if an unscheduled vacancy occurs on a commission, the Council may either appoint from the pool of applicants on file (the eligibility list if there is one available) or open up the position to new applications where the above process is followed.

2. For such non-routine vacancies, the announcement for new applications is made as soon as possible in order to maintain viable memberships on the various boards and commissions.

3. All appointments occur in an open public meeting.

K. Youth Activities Council (YAC) Selection Process
The YAC is not appointed directly by the City Council but through an application method administered by Parks and Recreation. High school students from all of the City’s public high schools, as well as Junipero Serra High School and Nueva Upper School, are recruited for potential participation starting in the late spring of each year.
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34 Chapter 12. References

1. San Mateo City Charter, §2.03, 2.04, 2.12, Article VI

2. Ralph M. Brown Act (California Government Code, § 54950 et seq.)

3. California Government Code, § 53234 et seq.

4. San Mateo Municipal Code

5. California Public Records Act (California Government Code, § 6250 et seq.)

6. AB 1234 California Government Code, § 53232.3

7. Rosenberg’s Rules of Order
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 38 Section Name: PUBLIC HEARING Account Number: 25-3112 File ID: 25-10025 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Community Development Department
MEETING DATE: June 16, 2025
SUBJECT:

Zoning Code Amendments and Below Market Rate Program Update — Ordinance Introduction RECOMMENDATION:

Introduce an Ordinance amending the Zoning Code (Title 27) to address affordable housing compliance options, planning application procedures, and set minimum densities for residential mixed-use development projects; and approve a Resolution to update the City’s Below Market Rate (Inclusionary) Program to implement various policies and programs established in San Mateo’s 2023-2031 Housing Element (Sixth Housing Cycle); and find that the Ordinance and Resolution are exempt from further environmental review pursuant to California Environmental Quality Act (CEQA) Section 15183.

BACKGROUND:

San Mateo’s 2023-2031 Housing Element provides a plan to accommodate the City’s Regional Housing Needs Allocation (RHNA) of 7,015 new housing units, to support the production of housing at all income levels, and to affirmatively further fair housing for the Sixth Housing Element Cycle. The City Council adopted the 2023-2031 Housing Element on May 20, 2024, and it was subsequently certified by the California Department of Housing and Community Development (HCD) on July 23, 2024. California requires all local governments (cities and counties) to adequately plan to meet the housing needs of their communities. Local governments meet this requirement by adopting Housing Elements, which are updated every eight years. The Housing Element is a chapter of a city’s General Plan, is the only element of the General Plan subject to State requirements for content, and it must be certified by HCD. State funding programs for transportation, infrastructure, and housing often require or consider a local jurisdiction’s compliance with housing element law. In addition, noncompliant housing element requirements and targets could potentially affect a local jurisdiction’s ability to impose local zoning and land use controls over housing development and receive certain types of State funding and grants.

The Housing Element includes five goals to support compliance with state law and to achieve the City’s RHNA – supporting Production, Preservation, Protection, Promotion, and Affirmatively Furthering Fair Housing. To achieve these goals during this Housing Cycle, the Housing Element includes 53 policies with 150 implementation actions, with many of these Housing Element policies and programs requiring Zoning Code amendments. Based on the implementation plan timeline and for practical and efficiency purposes, staff bundled a number of these amendments together for City Council approval. On April 7, 2025, the City Council adopted an ordinance to amend several chapters of the Zoning Code to complete Housing Element implementation actions under Policies H1.7, H1.13, H1.14, H1.15, H1.16, and H3.7.

For this bundle of Zoning Code amendments, the Ordinance (Attachment 1) amends several chapters of Title 27 (Zoning) of the San Mateo Municipal Code (SMMC) to implement programs to support the goal of housing production within the Housing Element. These include the following items, which are discussed in more detail in the discussion section below:
• Allow for alternative compliance options for required onsite affordable dwelling units in housing development projects (Policy H1.3)
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• Add provisions for appeal procedures for processing planning applications (Policy H1.6) • Modify provisions for approved planning application expiration and extensions (Policy H1.6) • Modify language for approval authority of development projects that exceed height thresholds (Policy H1.6) • Set minimum densities for residential mixed-use development projects (Policy H1.9) The City’s Below Market Rate (BMR) Program is codified in SMMC Section 27.16.050. The City’s BMR Program Guidelines are adopted via Resolution by the City Council. The Resolution (Attachment 3) revises the BMR Program Guidelines to include alternative compliance options to providing onsite affordable dwelling units in housing development projects.

DISCUSSION:

Zoning Code Amendments
The Ordinance to implement the Zoning Code amendments is provided as Attachment 1. To provide context for the proposed amendments, Attachment 2 provides the text with strikeouts and underlines to show what is proposed to be added or deleted from the existing Code.

Streamline the Development Review Process
The Ordinance proposes to: 1) modify and add several sections of the Zoning Code to reduce the development review timeline for housing projects by streamlining the development review process, 2) align City requirements with SB 330 (Housing Crisis Act of 2019), and 3) add certainty in the development application process in support of Housing Element Policy H1.6.

Existing state law (Government Code Section 65943) pursuant to the Permit Streamlining Act, and as modified by the Housing Crisis Act, requires the City to determine in writing whether a development (planning) application is considered ‘complete’ based on a list of required materials published by the City. If the City determines the planning application is incomplete, state law requires the City provide an appeals process and a timeline to complete the appeals process. The Ordinance proposes to insert subsection (b) within Section 27.08.035 to establish an appeals process subject to the review and final determination of the Planning Commission within a designated timeline, in conformance with state law.

For planning application approvals and approval extensions, SMMC Section 27.08.085 specifies that the approval of a planning application shall expire two years from the approval date, except that when a completed building permit application is filed before the planning approval expiration date and a building permit is issued within six months after the two-year expiration date. In total, approvals expire 2.5 years from the approval date unless a building permit has been issued. Subsection (b) of Section 27.08.087, Planning Approval Extension, currently allows the Zoning Administrator to extend the planning application approval once up to two years under certain circumstances and findings.

The Ordinance would amend this code section to allow the Zoning Administrator to approve up to two extensions, each for up to two years. Given the current development climate and the challenges getting a project ready for construction after the project entitlement, including preparing the site for development, securing financing, and coordinating with public utilities, there is sometimes a need for developers to be able to obtain additional time that exceeds the current timeline allowed in the Zoning Code. Allowing the potential for one additional two-year extension (for a total of up to four years, if justified) provides greater certainty for developers that their initial investment in obtaining entitlements for housing development projects will not be lost. This will allow developers to complete the construction of the project as approved, which is also in the City’s interest to satisfy the housing production targets in the Housing Element. The overarching objective is to continue to support projects starting construction as expeditiously as possible after approval, while also allowing for reasonable extensions, as needed.

An additional measure to streamline the development review process is aligning the approval authority of development projects based on building height as provided for in General Plan 2040. Currently, SMMC Section 27.04.030(c) requires City Council approval of all development projects over 55 feet in height (five stories). This provision is outdated by the adoption of new land use designations in General Plan 2040 and subsequent voter adoption of Measure T, which allows for building heights to exceed the limits in General Plan 2030 and under Measure Y. Staff recommends modifying the language in 682 of 1111
Section 27.04.030(c) to require City Council Site Plan and Architectural Review approval when the development project exceeds the building height limit specified in General Plan 2040, which depends on the location of the project and the height limit of the applicable land use designation. In addition, Section 27.06.050(d) requires Council approval for development projects over 55 feet and should be similarly updated. This specific subsection was inadvertently left out of the Planning Commission’s agenda packet, but the substance was presented to the commission in the context of Section

27.04.030(c).

Similarly, the Council recently increased the Zoning Administrator’s approval authority threshold from 25 units to 99 units, and aligning the building height threshold for Council approval with the thresholds provided in General Plan 2040 will streamline the development review and approval process by eliminating additional public meetings.

Regardless of the review and approval authority, all city policies, ordinances, and standards apply equally to all multiplefamily housing development projects and are equally reviewed under the State’s Housing Accountability Act, which limits the City’s ability to deny residential projects that comply with applicable codes and objective standards.

Minimum Density in Mixed-Use Residential Development Projects At an August 14, 2024 study session, the City Council discussed implementation of Housing Element Policy H1.9, which commits the City to establishing minimum densities for mixed-use residential development projects. As discussed at that study session, areas designated as Mixed-Use in General Plan 2040 provide the greatest flexibility for the type of projects that may be developed and generally allow for housing, commercial and/or office, or a combination of these uses.

Projects in mixed-use zones are not required to include residential uses, and projects are allowed to be developed as nonresidential projects, depending on property owner/developer interest, market conditions, and other factors. Over the last several years, the City has seen a growing trend of mixed-use development projects with a residential component. Most of these projects have included significant residential components that meet or exceed the zoned base density. However, in a few cases, projects have provided only a small residential component to qualify for concessions and waivers under State Density Bonus Law (SDBL) (Govt. 65915 et seq.) to benefit the non-residential component of the project.

At the August 14, 2024 Council study session, City Council members also generally agreed that the City should establish minimum densities for mixed-use housing developments and should establish higher minimum densities near Caltrain stations. Thus, staff is proposing to establish minimum densities in all mixed-use land use designations established in General Plan 2040, with slightly higher minimum densities for areas within ½ mile from the Caltrain stations.

In the proposed Ordinance (Attachment 1), staff recommends adding a new section in Chapter 27.02 to establish minimum densities in General Plan 2040 mixed-use land use designations. This is an interim measure until the Zoning Code is comprehensively updated with new zoning districts that will implement the newly established mixed-use land use designations in General Plan 2040 with each zoning district having its own minimum density.

The recommended densities vary based on the intensity of the mixed-use land use designation and whether the project area is within ½ mile of a Caltrain station. The recommended minimum densities generally follow the minimum densities already established in the General Plan, with slightly higher density thresholds within the ½ mile area of a Caltrain station (30 or 50 du/ac depending on the land use designation) and a slightly lower minimum density outside of that area for most land use designations (10, 15 or 30 du/ac). The minimum density for parcels designated as Mixed-Use High will be 50 du/ac regardless of where it is located. However, the City Council can consider a request to reduce the required minimum density where a project provides a greater percentage of affordable housing units than required by the Municipal Code or by providing community benefits.

A more detailed analysis will occur with the City’s work on the comprehensive zoning code update and as part of the Transit Oriented Communities (TOC) Policy work. San Mateo was awarded a substantial grant to specifically study and establish minimum densities for areas within high quality transit areas. That project will study each transit zone at the parcel level and may result in changes to the minimum densities currently proposed. 683 of 1111
Below Market Rate (Inclusionary) Program Updates
State law pertaining to inclusionary housing programs authorizes the legislative body of any city or county to adopt an inclusionary housing Ordinance that includes residential rental units affordable to lower- and moderate-income households (Govt. Code 65850 (g)). Among other things, this statute specifies:
• Requirements for alternative means of compliance for inclusionary Ordinances; • Parameters for HCD review of inclusionary housing Ordinances, under limited circumstances, by requesting the submittal of an economic feasibility study to ensure the Ordinance does not unduly constrain the production of housing;
• Criteria for HCD to review economic feasibility studies.

Policy H.1.3 is one of many actions in the Housing Element intended to increase affordable housing production by providing greater flexibility to developers. Many jurisdictions allow for various alternative compliance options to the baseline inclusionary requirement in their ordinances and accompanying administrative guidelines. The level of detail provided on how developers can meet the jurisdiction’s inclusionary standards varies significantly, however, and some alternative compliance options come with conditions that may act as a disincentive.

The City’s current BMR Guidelines require 15 percent of total units (base density) in a housing development of 11 or more units to be provided as affordable to lower-income or moderate-income households, depending on whether the development is rental or for-sale. The BMR Guidelines allow for an offsite alternative compliance option, but it is limited to cases in which building the required affordable units on-site is infeasible. An applicant is required to demonstrate infeasibility by providing an economic analysis comparing the construction of units onsite versus offsite. The BMR Guidelines also do not provide any further guidance as to how the offsite construction of units should be evaluated and approved.

As noted above, Govt. Code 65850(g) requires jurisdictions to provide alternative methods of compliance to meet their inclusionary requirements. Staff reviewed the inclusionary policies of several other jurisdictions and found that a variety of alternative options are used. For an overview of other jurisdictions’ policies, please refer to Attachment 5. Some common alternative compliance options include the following:
• In-lieu fees would allow a developer in certain situations to pay a fee, established through a financial feasibility study, instead of building the required affordable units on-site. Typically, fees are allowed on smaller developments (where the inclusionary requirement would only produce few units, or for fractional units); the City’s BMR Guidelines allow this for developments of six to 10 units. Setting in-lieu fees requires an extensive analysis of the housing market, the cost to develop a variety of unit types, and establishing an affordability gap between what lower-income households can pay for housing and the market rate for various units based on size and location. In addition, the imposition of the fee, while adding to the City’s affordable housing funds, does not immediately result in new units, leading to delays in the production of new units. • Land dedication would allow a developer to dedicate land for an affordable housing development. At a minimum, this requires the developer to demonstrate that what can be built on that land equals or exceeds the number of units required to meet the inclusionary requirement. There are typically several standards that the proposed site must meet related to site control (of the developer or development partner), environmental conditions, and zoning, in addition to other requirements such as ability to deliver the units concurrently with the market-rate or commercial project, accessibility to transit or other amenities, affirmatively furthering fair housing, or competitiveness for tax credits.
• Off-site construction would allow a developer to construct the required affordable units in different locations than the project site. As with land dedication, the developer must demonstrate that the site is suitable to meet or exceed the inclusionary requirement; that it is controlled by the developer (or other developer it is assigned to); and, in some jurisdictions, that it can meet other requirements related to the site location, such as accessibility to transit or other amenities or competitiveness for tax credits. For example, Santa Rosa has a location requirement that requires the offsite location to be in the same “quadrant” of the City as the main development, and it cannot 684 of 1111
be near another lower-income development.
• Acquisition and rehabilitation would allow a developer to meet its inclusionary obligation by acquiring housing occupied by lower-income households with a commitment to rehabilitating and deed-restricting the units. This option has the potential to work well in communities where there are a significant number of apartment buildings in need of rehabilitation; however, there must be a method for demonstrating that the value of the alternative meets or exceeds the baseline inclusionary requirement. For example, preserving 10 naturally affordable marketrate rental units must be shown to meet or exceed the value of meeting the City’s inclusionary requirement (15 percent lower- income rental units). The City would need to develop an analysis to determine this equivalency. In addition, such projects can be difficult to finance and can pose challenges related to income verification, relocation, and other issues associated with preservation. • Developer-proposed alternatives would allow a developer to propose their own alternative means of compliance.

In some cases, a city does not have any specific alternatives to on-site development but instead reviews each proposal on a case-by-case basis using certain prescribed standards. The developer often proposes one of the other methods illustrated above.

In preparation for a comprehensive BMR program revision in 2026, staff will be researching all of these options. However, at this time, staff recommends implementing two alternatives to on-site construction to meet State Law requirements and to yield as many affordable units as possible within an expedited timeframe:

1. Off-site development of affordable units

2. An option that allows developers to propose an alternative Staff found that both off-site and developer-proposed alternatives are used in several jurisdictions, including Redwood City, East Palo Alto, Sunnyvale, and Hayward. Use of these alternative compliance options requires City Council approval in most cases in the above-mentioned jurisdictions. In addition to providing the alternatives, most jurisdictions developed findings that must be made to approve the use of alternative compliance options. The City’s Affordable Housing Ordinance (SMMC Section 27.16.050) would be amended to incorporate these additional compliance options (see Ordinance in Attachment 1). The City’s BMR Guidelines, adopted via City Council Resolution, contain details about program compliance.

The Resolution with the updates to the BMR Guidelines that reflect these two additions is included in Attachment 3, with the text in track changes in Attachment 4.

Planning Commission Recommendation
The Planning Commission held a public hearing to review the proposed ordinance and resolution at their May 13, 2025 meeting and recommended that Council approve the Ordinance amending the Zoning Code to address affordable housing compliance options, planning application procedures, and minimum densities for residential mixed-use development projects; and approve a Resolution to update the City’s Below Market Rate (Inclusionary) Program to implement various policies and programs established in San Mateo’s 2023-2031 Housing Element (Sixth Housing Cycle). The Planning Commission also discussed and recommended that the Council consider alternative criteria to the ‘dwelling units per acre’ requirement for minimum densities for mixed-use residential projects. One alternative that they recommended staff further evaluate was a metric that required a minimum dwelling unit per square footage of commercial/office floor area ratio for mixed-use residential development projects. For example, setting a minimum requirement of one dwelling unit per 800 square feet of commercial floor area up to one dwelling per 300 square feet of commercial space for new mixeduse projects. A requirement of this type would require further staff analysis, as well as economic analysis, to ensure that it is a reasonable and feasible requirement to set for new development if there is Council interest in pursuing this type of development standard.

BUDGET IMPACT:

The Zoning Code Amendments to implement the Housing Element and General Plan are fully funded in the Community Development Department’s annual operating budget, utilizing the Advanced Planning Fund (Fund 225), and does not impact the City’s General Fund.
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ENVIRONMENTAL DETERMINATION:

The Environmental Impact Report (EIR) for General Plan 2040 analyzed new residential development of up to 19,764 new housing units and growth around the City through 2040. On March 18, 2024, the City Council certified the EIR.

In accordance with California Environmental Quality Act (CEQA) Guidelines Section 15183, the zoning amendment to modify housing development provisions and development standards (“Project”) is exempt from further environmental review because the Project, which generally allows for more housing types to be permitted uses in specific zoning districts and remove regulatory barriers from the zoning code, is consistent with the anticipated land uses under the land use designations adopted as part of General Plan 2040 for which an EIR was certified. There are no specific proposed changes to residential development densities, and it is consistent with the development densities established by General Plan 2040.

The Project is also consistent with the implementation policies of the adopted and certified Housing Element and pursuant to certain mandates in state law.

Applying Section 15183, there are no project specific effects that are peculiar to the project; there are no project specific impacts that the General Plan EIR failed to analyze as significant effects; there are no potentially significant off-site and cumulative impacts that the EIR failed to evaluate; there is no substantial new information which results in more severe impacts than anticipated by the EIR; and projects will be required to comply with mitigation measures contained in the EIR.

Furthermore, any future development of sites where these code amendments would apply would be evaluated as a potential “Project” under CEQA and if necessary, be further assessed for their potential environmental impacts prior to City entitlement.

NOTICE PROVIDED:

All meeting noticing requirements were met, including the publishing of a public notice in a newspaper of general circulation at least 10 days in advance of the public meeting.

ATTACHMENTS
Att 1 – Proposed Ordinance
Att 2 – Proposed Resolution
Att 3 – Zoning Code Amendments (Track Changes)
Att 4 – Below Market Rate Program Revisions (Track Changes) Att 5 – Overview of Inclusionary Programs in Other Jurisdictions

STAFF CONTACT
Steve Golden, Principal Planner
[email protected]
(650) 522-7215
Rachel Horst, Housing Manager
[email protected]
(650) 522-7223
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CITY OF SAN MATEO

ORDINANCE
Amending Several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle)
WHEREAS, the State Housing Element Law (Government Code Section 65580 et seq.) requires that the City Council adopt a Housing Element for the 2023-2031 period to accommodate the City of San Mateo (“City”) regional housing need allocation (RHNA) of 7,015 housing units; and WHEREAS, on May 20, 2024, the City Council adopted a resolution to adopt the revised Housing Element of the General Plan for the period of 2023-2031 (Housing Element); and WHEREAS, under Housing Element Goal 1 – Production and the Policies H1.3, H1.6, and H1.9, the City commits to reviewing and amending the City’s Zoning Code to update the City’s Inclusionary Housing requirements to allow for alternative compliance options to increase affordable housing production, update standards to support housing production, and create minimum residential densities for mixed-use projects; and WHEREAS, the Environmental Impact Report (EIR) for the San Mateo General Plan 2040 analyzed new residential development of up to 19,764 new housing units and growth around the City through 2040; and WHEREAS, on March 18, 2024, at a duly noticed public hearing, the City Council certified the EIR for the San Mateo General Plan 2040, pursuant to the California Environmental Quality Act of 1970, together with related State implementation guidelines promulgated thereunder (CEQA); and WHEREAS, on May 13, 2025, the Planning Commission held a duly noticed public hearing, received all written and oral public comments, and recommended that the City Council approve the proposed ordinance to amend several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle); and
WHEREAS, on ____________, 2025, at a duly noticed public hearing, the City Council adopted an ordinance to adopt the amendments to several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle).

NOW, THEREFORE, THE COUNCIL OF THE CITY OF SAN MATEO ORDAINS AS FOLLOWS:

Section 1. Legislative Findings. At a duly noticed public hearing on _____________________, 2025, the City Council of the City of San Mateo reviewed and considered the accompanying staff report and attachments thereto, the exemption from environmental review, together with comments received during the public review process, and hereby finds and determines that the proposed ordinance is consistent with the adopted General Plan in that it supports the development of housing and achieves the General Plan’s stated goals and policies.

Section 2. Section 27.02.230 of the San Mateo Municipal Code is added to Chapter 27.02 as follows:
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27.02.230 RESIDENTIAL MIXED-USE DEVELOPMENT PROJECTS.
(a) Within a 1/2 mile radius of a Caltrain Station as shown on the General Plan Land Use Map, a mixeduse development project with a residential component that includes five or more residential units shall comply with the following minimum residential densities if the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies.
(1) Mixed-Use Low and Mixed-Use Medium I – 30 dwelling units per acre (2) Mixed-Use Medium II and Mixed-Use High – 50 dwelling units per acre (b) A mixed-use development project with a residential component that includes five or more residential units outside of a TOD area are required to comply with minimum residential densities when the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies. (1) Mixed-Use Low – 10 dwelling units per acre
(2) Mixed-Use Medium I – 15 dwelling units per acre
(3) Mixed-Use Medium II – 30 dwelling units per acre
(4) Mixed-Use High – 50 dwelling units per acre
(c) The City Council may consider a request to reduce the required minimum residential density in a mixed-use development project with a residential component for a project that provides a greater percentage of affordable housing units than required by Section 27.16.050 Affordable Housing or by providing public community benefits.

Section 3. Section 27.04.130 of the San Mateo Municipal Code is amended as follows:

27.04.130 SITE PLAN AND ARCHITECTURAL REVIEW (SPAR).
(a) The following projects, as well as other projects that may be designated in this code, require a site plan and architectural review and no such project shall commence until the approval body has approved a planning application for site plan and architectural review: any building, new parking lot, fence over seven (7) feet in height, or an extension, alteration, or addition of or to an existing building or parking lot; historic buildings within the Downtown Specific Plan area as specified in Chapter 27.66. Single family and accessory buildings that conform to the standards contained in Chapter 27.18, or minor facade modifications as defined in Section 27.04.313, and which conform with Section 27.08.031, are exempt from this requirement, unless they are specifically designated by this section as requiring review. In making its review, the Zoning Administrator, Development Review Board, and Planning Commission shall be guided by the standards adopted by the Planning Commission and City Council. The application shall be approved if the Zoning Administrator or Commission finds all of the following to exist:
(1) The structures, site plan, and landscaping are in scale and harmonious with the character of the neighborhood;
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(2) The development will not be detrimental to the harmonious and orderly growth of the City; (3) The development will not impair the desirability of investment or occupation in the vicinity, and otherwise is in the best interests of the public health, safety, or welfare; (4) The development meets all applicable standards as adopted by the Planning Commission and City Council, conforms with the General Plan, and will correct any violations of the zoning ordinance, building code, or other municipal codes that exist on the site; (5) The development will not adversely affect matters regarding police protection, crime prevention, and security.
(b) All buildings, structures, landscaping, and other establishments shall be constructed in accordance with the approved drawings.
(c) The City Council shall review and make the final determination on all buildings that exceed the height limit in the General Plan.

Section 3. Subsection (d) of Section 27.06.050 of the San Mateo Municipal Code is amended as follows:
(d) Site Plan and Architectural Review for buildings that exceed the height limit in the General Plan; Section 4. Section 27.08.035 of the San Mateo Municipal Code is amended as follows:

27.08.035 COMPLETION OF PLANNING APPLICATION.
(a) A planning application is determined to be complete when all documents, reports, data, maps, fees, and other information prescribed in Section 27.08.010 are submitted and are determined to be adequate to allow the approval body to determine if the required findings can be made. (b) For any application determined to be incomplete, an applicant may appeal the incompleteness determination to the Planning Commission within 14 days of the date of the incomplete letter. Any appeal shall be submitted in writing, and be accompanied by payment of the filing fee. Pursuant to California Government Code Section 65943, the Planning Commission shall make a final written determination on the appeal not later than 60 calendar days after receipt of the applicant’s written appeal. The appeal process shall toll any timing requirements to resubmit incomplete application materials. (c) The Zoning Administrator may close out an application, if information is requested in writing by the Zoning Administrator, and the information has not been submitted to the Zoning Administrator or the action has not occurred within 120 days. Applications which are closed out are considered to be withdrawn and any unspent fees from the application will be refunded. An applicant for a housing development project, as defined in California Government Code Section 65905.5(b)(3) shall follow timelines and provisions outlined in California Government Code Section 65941.1 to maintain preliminary application eligibility. 689 of 1111
(d) The Zoning Administrator's action may be appealed to the Planning Commission within ten (10) days of the Zoning Administrator's action closing out an application, or of determining that a new planning application is required.

Section 6. Section 27.08.085 of the San Mateo Municipal Code is amended as follows:

27.08.085 PLANNING APPROVAL EXPIRATION.

Final approval of a planning application shall expire two years from the date of approval, with the following exceptions:
(a) A completed building permit application is filed before the expiration date and a building permit is issued prior to or within six months after the two year expiration date. (b) The property within two years has been used in conformance with the final order. (c) Approvals granted to the City of San Mateo shall be in force and effect for such time period as funds are budgeted in whole or in part for the project by the City or Agency. (d) Projects for which an extension has been obtained in accordance with Section 27.08.087 below.

Section 7. Section 27.08.087 of the San Mateo Municipal Code is amended as follows:

27.08.087 PLANNING APPROVAL EXTENSION.

The following extensions to planning approvals are available:
(a) Extensions required by state or federal law. Where state or federal law requires that extension of a planning approval be considered, the Zoning Administrator shall approve an extension if they find that the project complies with all applicable zoning, planning, and general plan regulations and conditions. (b) City extensions. The Zoning Administrator may approve up to two extensions of a planning approval, each for up to two years, subject to the following provisions:
(1) Application required. To apply for a planning approval extension, an applicant must submit the application prior to the expiration date of the planning approval, pay the application fee and provide the reason(s) for the extension request.
(2) Findings required. To approve a time extension, the Zoning Administrator must find all of the following:
(A) The approved project is still consistent with the City's General Plan; and (B) The approved project is still consistent with the City's Zoning Ordinance; and 690 of 1111
(C) The extension will not result in any new environmental impacts or an increase in severity of previously identified environmental impacts.
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(c) Notice of Zoning Administrator Decision on Extension. Notice will be provided to the neighborhood by the same process followed for the original project approval. Notice will also be provided to the Planning Commission and City Council within ten days of the Zoning Administrator's decision. (d) Appeals. The decision of the Zoning Administrator is appealable to the Planning Commission within ten days of the Zoning Administrator's decision by filing a written appeal with the Planning Division and payment of applicable fees. When an appeal is filed, the expiration date of a planning approval is tolled until a final action is taken. The provisions of Municipal Code Chapter 26.48 govern for all projects with associated subdivision maps.

Section 5. Section 27.16.050 of the San Mateo Municipal Code is amended as follows:

27.16.050 AFFORDABLE HOUSING.

To implement the affordable housing goals and policies in the General Plan, the City Council adopted the Below Market Rate (BMR) Program. Specific requirements for the development of affordable units under the BMR Program, including the alternative compliance option of providing offsite affordable units and other proposed alternatives, are regulated by resolution adopted by the City Council.

Section 6. Environmental Determination In accordance with California Environmental Quality Act (CEQA) Guidelines Section 15183, the zoning amendment to streamline the processing of development applications, and establish minimum densities for mixed-use housing development projects is exempt from further environmental review because the Project is consistent with the anticipated land uses under the land use designations adopted as part of General Plan 2040 for which an EIR was certified by the City Council on March 18, 2024. Also, there are no specific proposed changes to maximum residential development densities and is consistent with the development density established by the General Plan. The Project is also consistent with the implementation policies of the adopted and certified Housing Element and pursuant to certain mandates in state law. There are no project specific effects that are peculiar to the project or the sites; there are no project specific impacts that the General Plan Update EIR failed to analyze as significant effects; there are no potentially significant off-site and cumulative impacts that the general plan EIR failed to evaluate; and there is no substantial new information which results in more severe impacts than anticipated by the general plan EIR.

Section 7. Severability. In the event any section, clause or provision of this ordinance shall be determined invalid or unconstitutional, such section, clause or provision shall be deemed severable and all other sections or portions hereof shall remain in full force and effect.

Section 8. Publication. This Ordinance shall be published in summary in a newspaper of general circulation, posted in the City Clerk's Office, and posted on the City's website, all in accord with Section 2.15 of the City Charter.

Section 9. Legislative History and Effective Date. This ordinance was introduced on Clerk to complete., and adopted on Clerk to complete., and shall be effective 30 days after its adoption. 692 of 1111

CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
REVISING THE CITY’S BELOW MARKET-RATE HOUSING PROGRAM TO ALLOW FOR ALTERNATIVE COMPLIANCE

OPTIONS TO ONSITE CONSTRUCTION OF AFFORDABLE UNITS
WHEREAS, the current Below Market-Rate (BMR) Program requires that residential projects consisting of 11 units provide 15 percent of the number of units affordable to lower-income households (for rental) and 15 percent of the number of units affordable to moderate-income households (for for-sale) onsite; and WHEREAS, the BMR Program Guidelines, adopted and amended from time to time via City Council Resolution, allow for certain alternatives to the baseline requirement, including offsite construction of affordable units, but only if the applicant demonstrates via an economic analysis that onsite construction is infeasible; and WHEREAS, the City adopted its 2023-2031 Housing Element on May 20, 2024, and it was subsequently certified by the California Department of Housing and Community Development Department on July 23, 2024; and WHEREAS, Policy H.1.3 in the Housing Element requires the City to revise the BMR Program to allow for alternative compliance options for required onsite affordable dwelling units in housing development projects; and WHEREAS, through improvements to its BMR Program, the City wishes to provide greater flexibility to developers to incentivize the production of affordable units; and WHEREAS, on May 13, 2025, the Planning Commission held a duly noticed public hearing, received all written and oral public comments, and recommended that the City Council approve the proposed resolution to update the BMR Program Guidelines to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle).

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:

1. In accordance with California Environmental Quality Act (CEQA) Guidelines Section 15183, updating the provisions of the BMR Program Guidelines to allow for the alternative compliance options of offsite construction of affordable units or a developer-proposed alternative to allow for alternatives in complying with the inclusionary housing requirements (“Project”) is exempt from further environmental review because the Project is consistent with the anticipated land uses under the land use designations adopted as part of General Plan 2040 for which an EIR was certified by the City Council on March 18, 2024. The Project is also consistent with the implementation policies of the adopted and certified Housing Element and pursuant to certain mandates in state law. There are no project specific effects that are peculiar to the project or the sites; there are no project specific impacts that the General Plan Update EIR failed to analyze as significant effects; there are no potentially significant off-site and cumulative impacts that the general plan EIR failed to evaluate; and there is no substantial new information which results in more severe impacts than anticipated by the general plan EIR.

2. In accordance with the California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3), adoption of this Resolution amending the City’s BMR Program is not a project subject to CEQA because it can be seen with certainty that this action will not have a significant impact on the environment.

3. The amendments to the BMR Program Guidelines, as shown in Exhibit A, to allow for the alternative compliance options of offsite construction of affordable units or a developer-proposed alternative, are approved. 693 of 1111

27.04.030 SITE PLAN AND ARCHITECTURAL REVIEW (SPAR).
(a) The following projects, as well as other projects that may be designated in this code, require a site plan and architectural review and no such project shall commence until the approval body has approved a planning application for site plan and architectural review: any building, new parking lot, fence over seven (7) feet in height, or an extension, alteration, or addition of or to an existing building or parking lot; historic buildings within the Downtown Specific Plan area as specified in Chapter 27.66. Single family and accessory buildings that conform to the standards contained in Chapter 27.18, or minor facade modifications as defined in Section 27.04.313, and which conform with Section 27.08.031, are exempt from this requirement, unless they are specifically designated by this section as requiring review. In making its review, the Zoning Administrator, Development Review Board, and Planning Commission shall be guided by the standards adopted by the Planning Commission and City Council. The application shall be approved if the Zoning Administrator or Commission finds all of the following to exist:
(1) The structures, site plan, and landscaping are in scale and harmonious with the character of the neighborhood;
(2) The development will not be detrimental to the harmonious and orderly growth of the City;
(3) The development will not impair the desirability of investment or occupation in the vicinity, and otherwise is in the best interests of the public health, safety, or welfare; (4) The development meets all applicable standards as adopted by the Planning Commission and City Council, conforms with the General Plan, and will correct any violations of the zoning ordinance, building code, or other municipal codes that exist on the site; (5) The development will not adversely affect matters regarding police protection, crime prevention, and security.
(b) All buildings, structures, landscaping, and other establishments shall be constructed in accordance with the approved drawings.
(c) The City Council shall review and make the final determination on all buildings exceeding fifty-five (55) feet that exceed the height limit in the General Plan. in height or where required by express General Plan provisions.

27.06.050 COUNCIL CONSIDERATION AND DETERMINATION.

The Council shall take final action on:
(a) Appeals from the decisions of the Planning Commission; (b) Reclassifications;
(c) Planned Developments;
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(d) Site Plan and Architectural Review for buildings exceeding 55 feet in height;that exceed the height limit in the General Plan
(e) General Plan Amendments;
(f) Historic Building Survey Amendment;
(g) Historic Building Demolition Permit;
(h) Every project which includes as part of the site any parcel of land which is in whole or in part subject to the tidelands trust provisions of State law; (i) Projects that are fully or partially funded by the City; (j) Downtown Economic Development Permit; and
(k) The initiation and enaction of ordinances, including interim zoning ordinances/moratoria, without having to file a planning application.

27.08.085 PLANNING APPROVAL EXPIRATION.

Final approval of a planning application shall expire two years from the date of approval, with the following exceptions:
(a) A completed building permit application is filed before the expiration date and a building permit is issued prior to or within six months after the two year expiration date. (b) The property within two years has been used in conformance with the final order. (c) Approvals granted to the City of San Mateo or the Redevelopment Agency of San Mateo shall be in force and effect for such time period as funds are budgeted in whole or in part for the project by the City or Agency.
(d) Projects with associated subdivision maps that remain in effect or have been extended by mandate of the state Subdivision Map Act or San Mateo Municipal Code section

26.48.135, 26.48.140, or 26.56.087. Those planning approvals remain effective for the term of the subdivision map approval, if required by State law.
(e)(d) Projects for which an extension has been obtained in accordance with Section

27.08.087 below.

27.08.087 PLANNING APPROVAL EXTENSION.

The following extensions to planning approvals are available:
(a) Extensions required by state or federal law. Where state or federal law requires that extension of a planning approval be considered, the Zoning Administrator shall approve an extension if they find that the project complies with all applicable zoning, planning, and general plan regulations and conditions.
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(b) City extensions. The Zoning Administrator may approve one up to two extensions of a planning approval, each for up to two years, subject to the following provisions:
(1) Application required. To apply for a planning approval extension, an applicant must submit the application prior to the expiration date of the planning approval, pay the application fee and provide the reason(s) for the extension request. (2) Findings required. To approve a time extension, the Zoning Administrator must find all of the following:
(A) The approved project is still consistent with the City's General Plan; and (B) The approved project is still consistent with the City's Zoning Ordinance; and
(C) The extension will not result in any new environmental impacts or an increase in severity of previously identified environmental impacts. (c) Notice of Zoning Administrator Decision on Extension. Notice will be provided to the neighborhood by the same process followed for the original project approval. Notice will also be provided to the Planning Commission and City Council within ten days of the Zoning Administrator's decision.
(d) Appeals. The decision of the Zoning Administrator is appealable to the Planning Commission within ten days of the Zoning Administrator's decision by filing a written appeal with the Planning Division and payment of applicable fees. When an appeal is filed, the expiration date of a planning approval is tolled until a final action is taken. The provisions of Municipal Code Chapter 26.48 govern for all projects with associated subdivision maps.

27.08.035 COMPLETION OF PLANNING APPLICATION.
(a) A planning application is determined to be complete when all documents, reports, data, maps, fees, and other information prescribed in Section 27.08.010 are submitted and are determined to be adequate to allow the approval body to determine if the required findings can be made.
(a)(b) For any application determined to be incomplete, an applicant may appeal the incompleteness determination to the Community Development Director Planning Commission within 14 days of the date of the incomplete letter.. Any appeal shall be submitted in writing, and be accompanied by payment of the filing fee. Pursuant to California Government Code Section 65943, the Planning Commission shall make a final written determination on the appeal not later than 60 calendar days after receipt of the applicant’s written appeal. The appeal process shall toll any timing requirements to resubmit incomplete application materials. (b) The Zoning Administrator may require a new planning application for a project initially determined to be complete if one or more of the following occurs:
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(1) The project is significantly revised;
(2) New information or material germane to the project is brought to light, or becomes available, or is required to assess a change, or revision in the proposed project and the information affects the ability of the approval body to make the required findings. (3) City policies, or standards are adopted which require substantial revisions in the project.
(c) If the Zoning Administrator finds that a new planning application is required, and no public hearing has been held on the project, then the application shall be considered withdrawn without prejudice. If a public hearing has been held, the approval body may accept the withdrawal with or without prejudice. Any unspent fees from the original application shall be applied to any new application or refunded, at the applicant's request. (d)(c) The Zoning Administrator may close out an application, if information is requested in writing by the Zoning Administrator, and the information has not been submitted to the Zoning Administrator or the action has not occurred within 120 days. ApplicationsFiles which are closed out are considered to be actions without prejudicewithdrawn and any unspent fees from the application will be refunded. , thereby enabling an immediate re-application for a project of the same, or similar nature by any applicant. The re-application shall be subject to all current fees and codes. An applicant for a housing development project, as defined in California Government Code Section 65905.5(b)(3) shall follow timelines and provisions outlined in Housing development applications subject to California Government Code Section 65941.1 to maintain preliminary application eligibility.65943##### shall follow timelines outlined in that section to maintain eligibility.
(e)(d) The Zoning Administrator's action may be appealed to the Planning Commission within ten (10) days of the Zoning Administrator's action closing out an application, or of determining that a new planning application is required.

27.16.050 AFFORDABLE HOUSING.

To implement the affordable housing goals and policies in the General Plan, the City Council adopted the Below Market Rate (BMR) Program. Specific requirements for the development of affordable units under the BMR Program, including the alternative compliance option of providing offsite affordable units and other proposed alternatives, are regulated by resolution adopted by the City Council.
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The Section below is a new section to be added to the Zoning Code in Chapter 27.02.

27.02.230 RESIDENTIAL MIXED-USE DEVELOPMENT PROJECTS.
a. Within a 1/2 mile radius of a Caltrain Station as shown on the General Plan Land Use Map, a mixed-use development project with a residential component that includes five or more residential units shall comply with the following minimum residential densities if the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies.
i. Mixed-Use Low and Mixed-Use Medium I – 30 dwelling units per acre ii. Mixed-Use Medum II and Mixed-Use High – 50 dwelling units per acre b. A mixed-use development project with a residential component that includes five or more residential units outside of a TOD area are required to comply with minimum residential densities when the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies. i. Mixed-Use Low – 10 dwelling units per acre
ii. Mixed-Use Medium I – 15 dwelling units per acre
iii. Mixed-Use Medum II – 30 dwelling units per acre
iv. Mixed-Use High – 50 dwelling units per acre
c. The City Council may consider a request to reduce the required minimum residential density in a mixed-use development project with a residential component for a project that provides a greater percentage of affordable housing units than required by Section 27.16.050 Affordable Housing or by providing public community benefits.
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CITY OF SAN MATEO

BELOW MARKET RATE (INCLUSIONARY) PROGRAM
I. INTENT
It is the intent of this resolution to establish requirements for the designation of housing units for moderate, lower, and very low income households in development projects containing residential dwelling units.

II. DEFINITIONS
Whenever the following terms are used in this resolution, they shall have the following meanings:
(a) “Affordable Housing” means affordable ownership housing or affordable rental housing.

Affordable ownership housing is housing affordable to households whose incomes do not exceed one hundred twenty percent (120%) of the area median income (low or moderate income households).

Affordable rental housing is housing affordable to households whose incomes do not exceed eighty percent (80%) of the area median income (very low or lower-income households). (b) “Applicant” means any person, firm, partnership, association, or any other entity who submits the planning application and/or building permit for the construction of new dwelling units.
(c) “Area Median Income” means the median household income for San Mateo County as published annually by the California Department of Housing and Community Development (d) “Below Market Rate (BMR) Unit” means an affordable housing unit. (e) “Density Bonus” means entitlement to build additional residential units above the maximum number of units permitted pursuant to the existing General Plan, applicable specific plan and/or zoning designation.
(f) “Lower Income” means households whose income does not exceed that as defined in Health and Safety Code section 50079 for the County of San Mateo as published annually by the California Department of Housing and Community Development, as adjusted for household size.
(g) “Market Rate Unit” means a dwelling unit where the rental rate or sales price is not restricted by this resolution.
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(h) “Moderate Income” means households means households whose income does not exceed that as defined in Health and Safety Code section 50093 for the County of San Mateo as published annually by the California Department of Housing and Community Development. (i) “Occupancy Standards” means the minimum household size upon which qualification and pricing for BMR units is based.
(j) “Ownership Units” means housing units offered for sale including, but not limited to, single family homes, condominiums, other common interest developments and mutual housing associations.
(k) “Rental Units” means housing units offered for lease or rent. (l) “Very-low Income” means households whose income does not exceed that as defined in Health and Safety Code section 50105 for the County of San Mateo as published annually by the California Department of Housing and Community Development III. BELOW MARKET RATE HOUSING REQUIREMENTS – GENERAL
(a) Applicability. The requirements of this program shall apply to all development projects that include five (5) or more residential units or parcels which involve:
i. New construction of rental or ownership housing units, including mixed use developments and addition of units to existing projects, or ii. Subdivision of property for single family or duplex housing development, or iii. Conversion of rental apartments to condominium or other common interest ownership under Chapter 26.65 of the Municipal Code.
iv. Conversion of nonresidential use to residential units. (b) Number of BMR Units Required. For residential development projects of eleven (11) or more units, the number of BMR units must be constructed as follows:
i. Ownership Units
a. Fifteen percent (15%) of the proposed units shall be set aside for occupancy by and shall be affordable to Moderate Income households.
ii. Rental Units
a. Fifteen percent (15%) of the proposed units shall be set aside for occupancy by and shall be affordable to Lower Income households.

In determining the number of BMR units required, any decimal fraction .5 or above shall be rounded up to the nearest whole number.

Fees in-lieu of constructing required BMR units shall not be allowed except for the provisions for fractional units defined below.
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(c) Fractional Unit Fees. In the following situations a fractional fee will be collected instead of construction of a BMR unit:
i. For residential development projects consisting of 5-10 units or parcels, or ii. When the calculation of the BMR units in development projects of 11 or more units or parcels results in a fractional unit less than .5.

In either scenario, applicant has the option to provide an additional BMR unit instead of the fee.

The fractional fee will be established based on the typical cost to develop a BMR unit and will be adopted by resolution by the City Council on an annual basis. The fee will be collected at the time the building permit is issued and shall be deposited into the City Housing fund. (d) Occupancy Standards. Priority for occupancy shall be for households meeting the following size requirements.
1 bedroom units - no restriction
2 bedroom units - Minimum two person occupancy
3 bedroom units - Minimum three person occupancy Other
households for such units will be on a lower priority.

IV. OWNERSHIP UNIT AFFORDABLE HOUSING STANDARDS
(a) Price of Units. The maximum sales price of BMR units shall be limited to a price that is affordable to a household earning between 100-110% of area median income, adjusted for household size, with payments not to exceed between 30-35 percent of the gross monthly income, less insurance and property taxes and homeowners association dues. The City Council at least once per year shall adopt by resolution maximum allowable sales prices, adjusted by unit size, within the ranges established above and based on prevailing interest rates and prior experience in maintaining an adequate sized list of qualifying buyers. The sales prices for BMR units shall be established at the time of building permit issuance for each project.

For units which provide congregate care or personal assistance for residents, the costs of care shall be separate from housing costs, and shall not be included in the pricing formula. (b) Sales Restrictions. BMR units shall be sold or resold only to eligible moderate or lower-income households. The City, or its designees, shall determine the eligibility of such households. A deed restriction, covenant, and/or other instrument enforceable by the City, limiting the resale of such units to eligible households shall be recorded in the chain of title of all BMR units. The duration of such resale restrictions shall be 45 years, and shall be reapplied and recorded upon each resale of the unit.
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The deed restriction shall provide that the City have the first right of refusal to purchase the unit.

The City’s option to purchase may be assigned to a qualifying moderate or lower income household.

The City or its designee shall be responsible for selection and qualification of buyers in accord with its marketing polices regulating affordable housing. The seller shall pay costs associated with buyer selection, qualification and unit sales.
(c) Unit Appreciation. Each unit offered for resale will be subject to resale restrictions in which the effective sales price (sales price less City subsidy) will be computed to equal the average increase in moderate income for the San Francisco MSA during the period of ownership. (d) Occupancy Restrictions. Units shall only be occupied by their owners. Renting, leasing, subleasing or subletting shall not be permitted for more than two months in any year. Violation of these occupancy restrictions will be grounds for termination of the occupancy.

V. RENTAL UNIT AFFORDABLE HOUSING STANDARDS
(a) Rental Rates. The monthly rent to be charged for a BMR unit in a rental project shall not exceed 30% percent of the gross monthly income for households earning between 50-70 percent or less of area median income, adjusted for household size. The City Council shall at least once per year adopt by resolution maximum allowable rental rates, adjusted by unit size, within the ranges established above and based on prior experience in maintaining a list of qualifying renters. In no event shall the annual rent increase exceed 4% from the prior year.

The surplus median income increase in a capped year can be carried over and combined in the following years, as long as the 4% cap per year is maintained.

For units which provide congregate care or personal assistance for residents, the cost of care shall be separate from housing costs and shall not be included in the rental formula. (b) Move-in Costs. Total costs and security deposits to occupy a unit shall be limited to first and last month’s rent, plus a cleaning deposit not to exceed one month’s rent. (c) Rental Restriction. Occupancy of BMR rental units and qualification of eligible lowerincome tenants shall be the responsibility of the project owner or an authorized agent of the owner. Annual leases shall be offered to tenants of BMR units. Income qualifications of the tenants shall be verified upon annual lease renewal. If a tenant’s income rises above the 90% area median income for a Lower Income Unit or above 60% area median income for a Very Low Income Unit, the unit shall become a market rate unit and the next comparable unit available will become a BMR unit, unless the tenant chooses to vacate the unit. 702 of 1111
Each project owner shall submit an annual report to the City identifying for each BMR unit the monthly rent, vacancy information for the prior year, income and income verification for tenants, and other information as required by the City.

The rental restrictions shall be in force for the life of the building. (d) Change in Tenure from Existing BMR Rental Units to Ownership. In the event the owner of any development that contains BMR Rental Units chooses to offer those units for sale after the initial occupancy of the BMR units as rentals, a new BMR agreement shall be executed and recorded. The agreement shall describe the number, location and sales prices of the BMR units offered for sale. The BMR Ownership units shall be affordable to moderate income households in accordance with the BMR program provisions in place, unless the project utilized the State Density Bonus, in which case the sales prices shall be affordable to the household income levels identified in the original BMR agreement at the sales prices for those household income levels adopted by City Council resolution on an annual basis.

If the change in tenure is part of a condominium conversion, all provisions of Chapter 26.65 of the Municipal Code shall be followed.

If the change in tenure is not associated with a condominium conversion, the BMR Rental Unit tenants must be adequately noticed and offered relocation assistance as follows:
i. Each of the BMR tenants shall receive written notification by registered mail from the property owner of the intention to sell at least one hundred and eighty (180) days prior to termination of tenancy. This notification shall include the information regarding relocation, right to purchase, and lease benefits available.
ii. Each of the BMR tenants shall be given notice by the property owner of an exclusive right to contract for the purchase of his or her respective unit upon terms and conditions of the BMR program as it pertains to Ownership Units. This right shall run for a period of not less than ninety
(90) days from the date of the initial notification of termination of tenancy. iii. Relocation assistance shall be given to all BMR tenants who do not exercise their right to purchase as follows:
a. A relocation allowance equal to three month's rent at the tenant's rate in effect at the time the notice of termination of tenancy is filed shall be paid to the eligible tenant within twenty (20) days after the tenant notifies the owner of his intention to vacate the unit or the owner notifies the tenant to vacate the unit. b. The applicant shall provide a list of active comparable rental units in San Mateo County at least once each month beginning from the initial notification of termination of tenancy.
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c. In projects that consist of twenty-five (25) or more BMR Rental Units, the applicant shall provide a relocation specialist to assist displaced tenants in finding new housing.

VI. SUBDIVISIONS
A subdivider of land for single family or duplex development resulting in eleven (11) or more parcels shall provide BMR units equivalent to at least fifteen percent (15%) of the density permitted on the subdivided lots.

VII. UNIT SIZE, TYPE AND DESIGN
BMR units shall:
(a) Have exterior design and appearance compatible with and substantially the same as market rate units within the project, including landscaping;
(b) Be distributed throughout the development project as approved by the City; (c) Have similar access to the unit from the exterior as market rate units; (d) Contain proportionately the same number of bedrooms as market rate units, (e) Generally be of comparable size to similar market rate units, or They may be up to 10% smaller than market units if they meet the following minimum sizes:

Unit Type Regular Units Senior Units
studio units 450 square feet 405 square feet
one bedroom units 600 square feet 507 square feet
two bedroom units 900 square feet 602 square feet
three bedroom units 1100 square feet 950 square feet
(f) Have access to all on-site amenities; and
(g) In phased development projects, be constructed proportionately in each phase. (h) Interior unit amenities such as floor covering, appliance and other fixtures, shall be specified in the BMR agreement executed prior to issuance of building permit and may differ from market rate units, but must at a minimum be UL or AGA listed.
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VIII. ALTERNATIVES
An applicant may propose an alternate means of compliance with the BMR program subject to the following provisions:
(a) Variation of the bedroom count of BMR Units. Based on Council adoption of community priorities, an applicant may propose a different bedroom mix in BMR units than a straight pro rata of the Market Rate Units as long as the total bedroom count is the same or more, and the total number of BMR units equal 10% or more of the project. For example, the City may accept fewer BMR units in exchange for those with more bedrooms, or conversely it may agree to more BMR units that have smaller bedroom counts. The Council will adopt its community priorities by resolution annually at the same time it adopts the BMR rental and sales prices. (b) Size of BMR units. In projects where the Market Rate Units all exceed 2000 square feet, the BMR units may be up to 20% smaller than the Market Rate Units. (c) Off Site Construction. Off-site construction shall be allowed only if the applicant demonstrates, and the City finds during the planning approval process, that on-site construction is infeasible. In order to substantiate infeasibility, the applicant must provide an economic analysis comparing the construction of units onsite and offsite. If allowed, off-site units shall be constructed within the City of San Mateo and shall be constructed and occupied prior to occupancy of the development project. In order to approve the Off-Site Construction alternative, the City Council must make the following findings:
i. The number of affordable units provided by the Off-Site Construction alternative equals or exceeds that required under the on-site requirement in Section III of these Guidelines; and ii. The level of affordability provided by the Off-Site Construction alternative is the same or lower as that required the on-site requirement in Section III of these Guidelines; and iii. The alternative is consistent with the General Plan and Housing Element and the provisions of these Guidelines; and
iv. Financing or a viable financing plan, which may include public funding, is in place for the off-site BMR units; and
v. The off-site location is suitable for the proposed BMR Units and furthers the goals of Affirmatively Furthering Fair Housing, consistent the Housing Element; and vi. The off-site BMR units will be available for occupancy prior to or concurrently with development of the main project. If the main development project is phased, the off-site BMR units comply with Section VII (g) of these Guidelines.
(d) Applicant-Proposed Alternative. An applicant may propose other ways to comply with the on-site BMR requirement in Section III of these Guidelines if City Council determines, based on substantial evidence provided by the applicant, that it will provide as many or more BMR units at the same or lower income levels, or will otherwise provide greater public benefit than that provided under the on-site requirement in Section III of these Guidelines. The proposed alternative compliance option must be identified in an Affordable Housing Plan that is submitted as part of the Planning Application. A Planning Application shall not be deemed complete until the Affordable Housing Plan is approved. The applicant shall bear all costs associated with demonstrating that the 705 of 1111
compliance option meets the BMR requirements. In order to approve the Applicant-Proposed Alternative, the City Council must make the following findings:
i. The number of affordable units provided by the Applicant-Proposed Alternative equals or exceeds that required by the on-site requirement in Section III of these Guidelines; ii. The level of affordability provided by each of the BMR units meets the affordability threshold or lower affordability threshold(s) as required under the on-site requirement in Section III of these Guidelines;
iii. If the Applicant-Proposed Alternative does not meet these requirements in (i) and (ii), it will provide greater public benefit than that provided under the on-site requirement in Section III of these Guidelines;
iv. Financing or a viable financing plan, which may include public funding, is in place for the Applicant-Proposed Alternative; and
(c)v. The Applicant-Proposed Alternative is consistent with the General Plan and Housing Element and the provisions of this Guidelines.
(d)(e) Agreement with City for Financing. If the City or Redevelopment Agency enters into a financing agreement with the applicant, the parties may agree to alter the requirements of Section VII, subsections (a) through (g), above.
(e)(f) Significant Number of Affordable Units. If an applicant exceeds the maximum percentage of affordable units set forth in the state density bonus law for low or very low income rental or ownership units or moderate income ownership units, the City will consider an applicant’s request to alter the requirements of Section VII, subsections (a) through (g), above, in connection with its review of the planning application for the project and may reject or accept the request in its sole discretion.
(f)(g) Specialized Services. If a project will include units for residents requiring specialized services (such as health care for senior residents), the City will consider an applicant’s request to alter the requirements of Section VII, subsections (a) through (g), above, in connection with its review of the planning application for the project and may reject or accept the request in its sole discretion. 706 of 1111

IX ELIGIBILITY REQUIREMENTS
Only households qualifying as very low, lower or moderate income households shall be eligible to occupy BMR units. Preference shall be given to persons residing or working within San Mateo.

Eligibility shall be determined in conjunction with policies adopted by City Council resolution.

X. ADMINISTRATION
(a) Responsibilities. The City or its designee shall be responsible for administering ownership BMR units. The project owner shall be responsible for administering BMR rental units.

The City’s Community Development Director or a designee shall be responsible for administration of the BMR program, including, but not limited to, determinations regarding calculation of the number of BMR units required, pricing, design, review of feasibility analyses, qualification of tenants, and long- term program compliance. The City may prepare administrative guidelines to further clarify program requirements. (b) Application Process. At the time of filing a planning application for a development project subject to the BMR program, the applicant shall include the proposed number of BMR units, including their size and number of bedrooms.
(c) BMR Agreement. Prior to the issuance of a building permit the applicant shall enter into a BMR Agreement with the City which will be recorded against the property and shall include the following:

1. The number of BMR units and their location;

2. The unit sizes and the number of bedrooms per dwelling unit;

3. The affordability level and initial rent or sales price;

4. The interior unit amenities which would differ from market-rate units, including, but not limited to, floor coverings, countertops, appliances, plumbing and electrical fixtures; and

5. The schedule for production of BMR units in phased developments.

XI. DENSITY BONUSES FOR RESIDENTIAL DEVELOPMENTS
(a) Bonus for Affordable Units. Provision of the BMR units entitle an applicant to request a density bonus in accordance with Government Code section 65915. (b) Additional Incentives. In addition to any density bonus, applicant may request additional incentive(s) or concession(s) in accordance with Government 707 of 1111
Code section 65915 and San Mateo’s Density Bonus Ordinance at Section

27.16.060 of the Municipal Code.

The additional incentive(s) or concession(s) to be provided shall be determined by the City at the time of the application approval in accordance with Government Code section 65915 and the City’s Density Bonus Ordinance. The City will require information from the applicant to determine the necessary incentive or concession, or may hire a consultant to prepare an analysis at the expense of the applicant.

The following describes the density bonus amount and number of incentives that are allowed by providing the required affordable units in the BMR program.

Tenure Percent
Affordable
Income
Target
Density
Bonus
Allowed
Developer
Incentives
Ownership 15% Moderate 10% 1
Rental 15% Lower 27.5% 1
Applicant may provide any combination of additional affordable units and/or deeper affordability which may be eligible for a higher density bonus and/or more incentives or concessions based on the provisions of State Density Bonus law and the City’s Density Bonus Ordinance as long as the City’s minimum affordability requirements are met. However, the City will not accept Very Low units in an ownership project unless a reserve is established that can be utilized by lower income owners to fully pay for future expenses related to increases in homeowners’ association dues or other assessments, such that the overall housing cost of homeownership is maintained at an affordable level.
(c) BMR Program Applicable. The affordable units provided under the provisions of the Density Bonus Ordinance shall comply with all requirements of the BMR program.

Rev February 3, 2020
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Jurisdiction In-Lieu Fee Land Dedication Off-Site Units Conversion of existing units to affordable Clustering Credits Rental Units Preservation and Funding Combination of Methods Misc. Alternatives Developer May Propose An Alternative East Palo Alto Yes Yes Yes
Foster City Yes Yes Yes On-site clustering of BMR units Fremont Yes Yes Yes Yes Preservation of Affordable Units at Risk of Loss
Hayward Yes Yes Yes Yes
Lafayette Yes Yes For Rent Alternatives to Fees or
Sales
Millbrae Yes, with restrictions Yes Yes
Mountain View Yes Yes Yes
Newark Yes (this is the default req't) Yes
Palo Alto Yes Yes Yes Yes
Affordable rental units in a
residential ownership project or
residential rental project
Mixed Use Projects
Redwood City Yes Yes Yes Yes Yes
San Bruno Yes Yes Yes Yes Provision of Rental Units in place of For-Sale Units
Alternative Percentages and
Income Levels of Affordable
Units
Increase Total Number of
Affordable housing Bedrooms Yes
San Jose Yes Yes Yes Yes Partnership of Clustered Units Credits and Transfers Mixed Compliance Yes HUD Restricted Units Yes Santa Clara County Yes Yes Yes
Santa Rosa Yes Yes Yes Credit for Additional Affordable Units Preservation of at-risk housing Impaction Determination Yes- "Innovation Encouraged" South San Francisco Yes Yes Yes Funding of Affordable Housing Project Construction of ADUs Yes
Sunnyvale Yes Yes Yes Yes Yes, with partnership Yes
Gray box indicates that the jurisdication does not allow for, or does not mention, that the alternative is permitted. If the jurisdiction allows developer to propose an alternative, this alternative may be allowed.

Comparison of Alternative Compliance Methods: Select Bay Area Jurisdictions 709 of 1111
City of San Mateo
City Council Meeting

POST PACKET

PUBLIC COMMENT
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From: Jeremy Levine
To: City Council (San Mateo)
Cc: Zachary Dahl; Christina Horrisberger; Alex Khojikian Subject: Public Comment: Agenda Items 15 & 38, Comprehensive Zoning Update + Inclusionary Zoning Update Date: Monday, June 16, 2025 2:21:22 PM
Good afternoon city council members and staff,
HLC appreciates the work staff have done to implement Measure T with a comprehensive zoning update and implement the housing element with updates to the Below Market Rate housing program. We hope both processes will result in a streamlined, modern zoning code that facilitates development allowed by the voter-approved general plan update. Voters supported the general plan update because they want more housing at all levels of affordability, and the city should move as quickly as possible to make that housing easier to build.

To that end, we write with recommendations for changes and additions to Placework's Proposal for Services and the Below Market Rate program update.

Comprehensive Zoning Update
First, the city can reduce costs and potentially speed up the timeline by streamlining community input. To the extent additional community input is necessary after the six-year general plan update, it should focus on user input for the zoning code. Focus groups and targeted surveys, as proposed in the Placeworks RFP response, may help generate useful feedback. However, open houses will not yield new information after the many public meetings that the city already held for the General Plan. Instead, the city should encourage interested residents to attend planning commission and city council hearings.

Bigger picture, in order to most effectively promote housing pursuant to the voter-approved General Plan, both phases of the zoning code update should focus on broadly reducing the full spectrum of constraints to housing. Ideally, this update will streamline the code and make it more user friendly in a variety of ways, not just by modifying Floor Area Ratios or revising development standards in special areas. Cities like Cambride, Massachussetes and Spokane, Washington have recently moved to completely eliminate redundant policies like floor area ratios, which are unnecessary in cities that already regulate height and density.

San Mateo should strive to be similarly innovative. To that end, we recommend adding two additional bullets to the phase 2 scope agreement:

Streamline redundant density controls, including but not limited to Floor Area Ratios, massing requirements, setbacks, minimum lot sizes, minimum unit sizes, and all other development standards
Simplify the zoning code to remove circular references and broaden allowable uses in all districts.

Under today's code, developers in San Mateo regularly use a dozen or more density bonus concessions or waivers to end run around the city's onerous rules. Property owners with less experience simply forego development they might otherwise pursue due to the code's complexity. Emphasizing code simplification will ensure San Mateo's zoning code update results in a better development process--and more homes at all levels of affordability--rather 711 of 1111
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Implementation of
Housing Element Policies:

Zoning Code Amendments and
Update of the Below Market
Rate (Inclusionary) Program
City Council
June 16, 2025
Steve Golden, Principal Planner
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San Mateo Housing Element (2023-2031)
• Adopted on May 20, 2024, certified by the State
Housing and Community Development Department
(HCD) on July 23, 2024
• Five goals to support compliance with state law and to achieve the City’s RHNA – Supporting Production,
Preservation, Protection, Promotion, and Affirmatively
Furthering Fair Housing
• Includes 53 policies with 150 implementation actions
• Numerous Housing Element policies and programs that
require Zoning Code Amendments and policy
amendments
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Housing Element Implementation
Zoning Code Amendments Completed
Amended the Zoning Code to allow residential projects with up to 25 units to be approved administratively. (Policy H1.6) – November 2023 Adopted Objective Design Standards for multi-family residential projects and mixed-use projects with a residential component. (Policy H1.8) – November 2023 Amended the Zoning Code to establish a By-Right designation for housing sites reused from prior Housing Elements for housing projects that propose a minimum of 20% affordable units. Zoning for these sites must be at least 30 units/acre to meet default density requirements for lower-income households per Gov. Code Section 65583.2(c). (Policy H1.10) – July 2024 Amended the Zoning Code to: implement Housing Element Implementation Actions/Programs (variety) and State Law Compliance; increase Zoning Administrator threshold for residential project approval to 99 units; code sections for General Plan and Measure T consistency (Variety of Policies) – April 2025 715 of 1111
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Proposed Zoning Code Amendments
I. Streamlining the Development
Review Process (Policy H1.6)
II. Minimum Densities in Mixed-Use
Residential Development Projects
(Policy H1.9)
III. Updates to City Below MarketRate (Inclusionary) Program (Policy H1.3)
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I. Streamlining the Development Review Process
Establish an appeals process for a project ‘incomplete’ determination subject to the review and determination of the Planning Commission within a designated timeline (Policy H1.6) (HE Commitment) (Govt Code) • Align with the Permit Streamlining Act (Govt Code Section 65943) • An appeal for an incomplete determination shall be submitted within 14 days.

Planning Commission shall make a final written determination on the appeal not later than 60 calendar days after receipt of the applicant’s written appeal.
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I. Streamlining the Development Review Process
Amend the zoning code to allow the Zoning Administrator to approve up to two extensions, each for up to 2 years (currently only one extension for up to two years is allowed) (Policy H1.6)
• Current code allows 2 years from Planning Application approval to submit Building Permit + 6 months to issue permit (a total of 2.5 years) + one 2- year extension (4.5 years total)
• The proposed change, could allow up to 6.5 years from Planning Application Approval with initial approval and all extensions to issue Building Permit
• Propose to remove language that required automatic extension of the Planning Application Approval when associated tentative subdivision map is extended
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I. Streamlining the Development Review Process
Modify the requirement for City Council approval of development projects over 55 feet in height to only require City Council approval of projects when they exceed the building height limit specified in General Plan 2040 (Policy H1.6) • “Stories” will be further defined with a numeric height as part of the Comprehensive Zoning Update
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II. Minimum Densities in Mixed-Use Residential
Development Projects (Policy H1.9)
Establish minimum densities for mixed-use residential projects based on General Plan 2040 mixed-use land use designations. The recommended densities vary based on the intensity of the mixed-use land use designation and whether the project area is within ½ mile of a Caltrain station. (Policy H1.9) (HE Commitment).

Within ½ Mile from Caltrain Stop Outside of ½ Mile from Caltrain Stop • Densities will be further studied during the Comprehensive Zoning Update project Mixed-Use Low and
Mixed-Use Medium I
30 du/ac
Mixed-Use Medum II
and Mixed-Use High
50 du/ac
Mixed-Use Low 10 du/ac
Mixed-Use Medium I 15 du/ac
Mixed-Use Medum II 30 du/ac
Mixed-Use High 50 du/ac
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II. Minimum Densities in Mixed-Use Residential
Development Projects (Policy H1.9)
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III. Zoning Code Amendments – Updates to City Below
Market-Rate (Inclusionary) Program (Policy H1.3)
Goal of Policy H1.3 is to increase affordable housing production by allowing more compliance options in the City’s Below Market-Rate (Inclusionary) Housing Program and creating incentives through the Density Bonus/Community Benefits Program • Amendments to BMR Program will provide alternatives to the on-site requirement (15% affordable units at lower-income (rental) or moderate-income (for-sale)) • Providing alternatives is supported by state law (Govt. Code 65850(g)) • Current alternative in City’s BMR Program Guidelines is limited to projects where onsite is “economically infeasible”
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III. Zoning Code Amendments – Updates to City Below
Market-Rate (Inclusionary) Program (Policy H1.3)
Comprehensive BMR Program revision in 2026 will allow for additional analysis and further additions/amendments to City’s BMR Policy
Staff researched alternatives used in other jurisdictions – most common include:
• In-Lieu Fees – developer pays fee instead of constructing affordable units • Land Dedication – developer provides land (to City or development partner) for offsite affordable unit construction
• Off-Site Construction – developer builds affordable units offsite • Acquisition and Rehabilitation (of Affordable Units) – developer acquires/rehabs and deed-restricts housing occupied by lower-income households • Developer-Proposed Alternative – varies
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III. Zoning Code Amendments – Updates to City Below
Market-Rate (Inclusionary) Program (Policy H1.3)
Staff recommend an Off-Site Construction Option and Developer-Proposed Alternative Option

1. Off-Site Construction Option
Required City Council findings include:
• Meets or exceeds affordable unit
requirement
• Consistency with the General Plan and
Housing Element
• Viable financing
• Meeting AFFH objectives
• Concurrent occupancy

2. Developer-Proposed Alternative
Required City Council findings include:
• Meets or exceeds affordable housing
requirement
• Consistency with General Plan and Housing
Element
• Viable financing
• Providing greater public benefit than onsite
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III. Zoning Code Amendments – Updates to City Below
Market-Rate (Inclusionary) Program (Policy H1.3)
Code and policy amendments to BMR program to implement offsite construction and developer-proposed alternatives
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PC Recommendations – May 13, 2025
• Recommend that the City Council adopt an Ordinance amending the Zoning Code (Title 27) to:
• Address affordable housing compliance options;
• Development of Off-site Units
• Developer-Proposed Alternative
• Planning application procedures; and
• Minimum densities (dwelling units/acre) for residential mixed-use development projects. • Proposed that staff evaluate a maximum jobs-to-housing ratio for each mixed-use project
(dwelling unit/square-foot of commercial use)
• Recommend that the City Council approve a Resolution to update the City’s Below Market Rate (Inclusionary) Program.
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Recommendations
• Adopt an Ordinance amending the Zoning Code (Title 27) to:
• Address affordable housing compliance options;
• Development of Off-site Units
• Developer-Proposed Alternative
• Planning application procedures; and
• Minimum densities for residential mixed-use development projects. • Approve a Resolution to update the City’s Below Market Rate (Inclusionary) Program.
• Find the Ordinance and Resolution Categorically Exempt per CEQA Guidelines Section 15183, Projects Consistent With A Community Plan Or Zoning
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Thank you
Steve Golden
Principal Planner, Planning Division
[email protected]
Rachel Horst
Manager, Housing Division
[email protected]
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CEQA Evaluation & Public Comments
• Proposed to be Categorically Exempt per CEQA Guidelines Section 15183, Projects Consistent With A Community Plan Or Zoning • Public Notices posted to Newspaper, Planning eNewsletters, and the Planning Division “What’s Happening” webpage
• No public comments received (to-date)
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Housing Element Implementation
Future Zoning Code Amendments
• Amend the City’s ADU Ordinance (Chapter 27.19) to align with current State law and to resolve any inconsistencies identified by HCD. (Policy H1.4)
• Evaluate updates to Zoning Code Standards to support housing production including excluding covered parking and other elements as needed from Floor Area Ratio (FAR) calculation for housing projects with affordable units (Policy H1.7)
• Amend the Zoning Code to reduce off-street parking requirements for residential units and other parking related requirements and make recommendations to reduce or eliminate any other parking related requirements identified as a constraint. (Policy H1.7)
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 39 Section Name: PUBLIC HEARING Account Number: 10-2021 File ID: 25-9955 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Finance Department
MEETING DATE: June 16, 2025
SUBJECT:

Fiscal Year 2025-26 Budget, Capital Improvement Program, Gann Limit, and Capital Reserve Contribution – Approval RECOMMENDATION:

Adopt Resolutions to approve the fiscal year 2025-26 operating and capital budgets, the 2025-30 Capital Improvement Program, the fiscal year 2025-26 Gann appropriations limit, and a contribution to the Capital Investment Reserve.

BACKGROUND:

Prior to the Council’s adoption of the fiscal year (FY) 2025-26 budget on June 16, 2025, it holds two public hearings to receive public comment on the proposed budget and Capital Improvement Program (CIP). On April 7, 2025, the Council reviewed proposed updates to the General Fund Reserve Policy and directed staff to incorporate the changes to the FY 2025-26 budget. A preview of the 2025-26 General Fund budget and the 2025–2030 CIP was presented on April 21, 2025, followed by the first public hearing of the FY 2025-26 proposed budget and five-year CIP on June 2, 2025. In addition, the Measure S Oversight Committee recommended that the City Council approve the Measure S-funded programs and capital improvement projects at its meeting on May 27, 2025.

Overall, the Citywide budget for FY 2025-26 totals $333.5 million, which includes an operating budget of $272.0 million and a capital budget of $61.5 million. The proposed FY 2025-26 General Fund budget, including transfers, is $187.7 million.

Key budget highlights are summarized in the City Manager’s Letter of Transmittal, included in the opening section of the proposed budget. Additional details on all the City's revenues and expenditures are also included through the budget book (Attachment 5).

PERSONNEL BUDGET
Proposed personnel changes are included for City Attorney’s Office, Human Resources, and Information Technology departments. Details are provided in the Appendix section of the budget book (Attachment 5).

Proposed changes include the reallocation of two existing positions and the addition of one limited-term position:
• Reallocate 1.0 FTE Assistant City Attorney to 1.0 FTE Senior Assistant City Attorney. • Reallocate 1.0 FTE System Analyst I/II to 1.0 FTE Senior System Analyst. • Add 1.0 FTE Human Resources Technician (two-year limited term) to support recruitment, onboarding, training and benefit administration for the new Wastewater Treatment Plant (funded by the Sewer Fund).

BUDGET HIGHLIGHTS
This agenda report provides a high-level summary of the FY 2025-26 proposed budget of the City’s two major operating funds: the General Fund and the Sewer Fund, as well as an executive summary of the 2025-30 five-year CIP.

General Fund
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CITY OF SAN MATEO
The General Fund is the City's primary operating fund. The proposed FY 2025-26 General Fund budget totals $187.7 million, which includes $175.4 million for operating expenditures and $12.4 million in transfers out, including $3.0 million transfers to Debt Service Funds and $8.9 million for capital improvement projects.

The proposed FY 2025-26 General Fund revenue budget has been revised to $175.8 million, an increase of $3.3 million from the previous estimate of $172.5 million. This adjustment reflects positive developments at the State level, where one-time State General Fund allocations may be used to fully backfill the FY 2023-24 Vehicle License Fee (VLF) shortfall for San Mateo County and its cities. As a result, staff has updated the budget assumption to include the full $6.6 million in VLF backfill, up from the previously assumed 50 percent.

This adjustment strengthens the City’s near-term revenue outlook but does not fully offset the structural imbalance between ongoing revenues and expenditures. With the revision, the projected General Fund deficit before contributions to CIP is still at $3.0 million (Table 1, Row E). After including $8.9 million in CIP contributions, the deficit increases to $11.9 million in FY 2025-26 (Table 1, Row G).

Table 1: General Fund Proposed Budget FY 2025-26
To account for current economic uncertainty and risks related to the Property Tax In-Lieu of Vehicle License Fee (VLF) backfill, the City has adopted conservative revenue assumptions. Key assumptions include:
• Property tax: $86.0 million, assuming 4.0 percent assessed value growth. • Sales tax (including the ¼ cent Measure S): remaining flat at $27.6 million. • Real Property Transfer Tax (RPTT): $8.6 million, returning to baseline after one-time spikes in FY 2024-25 • Transient Occupancy Tax (TOT): $4.0 million, down from the normal $7.0 million due to the closure of a major hotel in May 2024 – a significant revenue loss of $3.0 million. • Other revenues are expected to remain flat or grow moderately.

On the expenditure side, the budget includes $175.4 million in operating expenditures. Key components include $80.7 million in personnel costs, reflecting projected increases in salaries and wages, healthcare, and pension costs; $13.6 million is the General Fund’s share of the required payment for unfunded pension liability; $42.3 million in other non-personnel operating costs; and $38.8 million for Fire Services provided by the San Mateo Consolidated Fire Department (SMC Fire).

Total transfers out from the General Fund are projected to be $12.4 million, allocated as follows:
• $8.9 million for capital improvements, including $3.0 million from Measure S and $875,000 from Measure CC funds (both sub-funds of the General Fund).
• $2.69 million from Measure S funds for debt service related to flood control and street reconstruction projects. • $350,000 to the 2 percent Hotel Tax Fund to ensure the fund has sufficient funding for debt service. • $410,000 to the Equipment Replacement Fund to address building maintenance needs.

General Fund (in millions)
2024-25
Adopted
Budget
2025-26
Original
Proposed
Budget
2025-26
Revised
Proposed
Budget
FY 25 vs. FY26
Change in $
FY 25 vs. FY26
Change in %
Total Revenues A $ 169.9 $ 172.5 $ 175.8 $ 5.9 3.5%
Expenditures:

Personnel Costs 79.7 80.7 80.7 1.0 1.3%
Pension Unfunded Liability (UAL) 13.0 13.6 13.6 0.6 4.6% Other Operating Expenditures 40.1 42.3 42.3 2.2 5.5%
SMC Fire and Legacy Costs 36.1 38.8 38.8 2.7 7.5%
Total Operating Expenditures B 168.9 175.4 175.4 6.5 3.8% Transfer for Debt Service C 3.0 3.0 3.0 - 0.0%
Transfer to Other Funds D 0.4 0.4 0.4 - 0.0%
Surplus / (Deficit) before Contribution to CIP E = A - (B+C+D) (2.4) (6.3) (3.0) (0.6) Less: Transfer to Capital Projects Fund F 8.1 8.9 8.9 0.8 9.9% Surplus / (Deficit) G = E - F $ (10.5) $ (15.2) $ (11.9) $ (1.4) 732 of 1111

CITY OF SAN MATEO
General Fund Deficit and Financial Sustainability Plan
As shown in Table 1, the revised FY 2025-26 General Fund proposed budget reflects a $3.0 million deficit before contributions to capital improvement projects (Row E), a gap that can be managed through budget savings and targeted cost control. However, once the $8.9 million contribution to the Capital Improvement Program (Row F) is included, the total deficit widens to $11.9 million (Row G).

This trend signals a structural issue: the City’s current revenue base is no longer sufficient to support both ongoing operations and the long-term investments needed for critical infrastructure. Addressing this imbalance require a sustained, strategic response over multiple years.

To that end, staff has begun implementing the Financial Sustainability Plan, which focuses on improving cost recovery, managing expenditures, and aligning service levels with available resources. Fortunately, the City enters this period of fiscal tightening from a position of strength thanks to the long-standing financial discipline of both the City Council and administrations, we have healthy reserves that provide us with a runway to take deliberate, long-term actions to balance the budget and restore fiscal stability.

Sewer Fund
The FY 2025-26 proposed budget projects $95.7 million in revenues, principally comprised of sewer service fees of $86.2 million. The projected revenues reflect the approved annual rate increase of 3.0 percent for FY 2025-26 to support the capital improvements and maintain ongoing services. Total expenses are projected to be $93.6 million, comprised of $36.6 million in operating expenses, $29.1 million in CIP, and $27.8 million in debt service. CIP expenses will largely be funded by the low-interest loans from the state and federal government and primarily reflects the commitment to complete the Clean Water Program, a comprehensive plan to update the wastewater collection system and wastewater treatment plant (WWTP).

Capital Budget and Five-Year CIP
The 2025-30 Five-Year CIP demonstrates the City’s commitment to investing in the community, with a total of $270.0 million allocated to the CIP for the next five years. Each fiscal year, the City Council appropriates new funding for Year One of the five-year CIP. The proposed FY 2025-26 capital budget is $61.5 million as summarized in the table below, as well as in detail in the proposed budget book (Attachment 5).

Table 2: FY 2025-26 Capital Budget and the 2025-30 Capital Improvement Plan by Function 733 of 1111

CITY OF SAN MATEO
General Fund Reserve Policy and Initial Contribution to the Capital Investment Reserve The City reviewed and updated its General Fund Reserve Policy to improve transparency, follow best practices, and support long-term financial stability. The revised policy, presented to Council on April 7, 2025, separates reserves into clearer categories and creates a new Capital Investment Reserve under the Capital Projects Fund as “seed money” for critical, unfunded infrastructure improvements. As part of this update, staff recommends a $25 million initial contribution to the Capital Investment Reserve. This funding comes from General Fund reserves released through the restructuring.

Council supported this approach in April and directed staff to reflect the changes in the FY 2025-26 budget. The $25 million transfer is included in the proposed budget.

GANN LIMIT
In addition to the adoption of the FY 2025-26 budget and capital improvement program, there will be one other action requested of Council as part of the overall budget adoption process on June 16th. This action is to establish the City’s appropriations limit for FY 2025-26. The appropriations limit, which was originally established in 1979 by Proposition 4, places a maximum limit of the appropriation of tax proceeds that can be made by the state, school districts, and local governments in California. California Government Code requires that the City annually adopt an appropriations limit for the upcoming fiscal year. The appropriations limit for the City for FY 2025-26 is $286,074,454, while the proceeds of taxes subject to the appropriations limit is $145,665,000. Therefore, the City is well below its appropriations limit for FY 2025-26.

BUDGET IMPACT:

The overall proposed FY 2025-26 budget is $333.5 million, comprised of $272.0 million for the operating budget and $61.5 million for the capital budget.

The General Fund is projected to account for $175.8 million in revenues and $187.7 million in expenditures and transfers out, reflecting an anticipated draw on the Budget Stabilization Reserve due to increases in costs of providing City services, and contributions to capital improvement projects. Another major fund, the Sewer Fund, is expected to account for $95.7 million in revenues and $93.6 million in expenditures.

ENVIRONMENTAL DETERMINATION:

This budget adoption is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution: Fiscal Year 2025-26 Operating and Capital Budgets Att 2 – Proposed Resolution: Fiscal Years 2025-30 Capital Improvement Program Att 3 – Proposed Resolution: Fiscal Year 2025-26 Gann Appropriations Limit Att 4 – Proposed Resolution: Initial Contribution to the Capital Investment Reserve Att 5 – Proposed FY 2025-26 Budget Book

STAFF CONTACT
Karen Huang, Finance Director
[email protected]
(650) 522-7110
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CITY OF SAN MATEO
RESOLUTION NO. ___ (2025)
ADOPTING THE 2025-26 CITY BUDGET
WHEREAS, the City Council held public hearings on the Budget and Capital Improvement Program, as required by the City Charter section 5.02; and
WHEREAS, budget required to operate and support the City departments and to pay the bonded indebtedness of the City, or any portion or district therein, is $271,974,917 for Operating and $61,540,857 for the Capital Improvement Program (CIP) for the fiscal year from July 1, 2025 to June 30, 2026; and WHEREAS, Municipal Code Section 3.50.060, Fiscal Accountability Provisions, requires that the amount of revenue generated by the one-quarter cent Measure S Transactions and Use Tax and how it was used be included in the annual financial audit; and
WHEREAS, budgeted resources and requirements are sufficient to meet the City Council’s adopted financial policy, and that the General Fund reserve will be maintained according to the General Fund reserve policy to ensure the City can sustain municipal services during economic downturns, natural disasters and other major emergencies.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, RESOLVES that:

1. In accordance California Environmental Quality Act (CEQA) Guidelines section 15378(b)(4), adoption of the budget is not a project subject to CEQA because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.

2. The City Budget, providing for expenditures and appropriations in the sum of $271,974,917 for Operating and $61,540,857 for Capital Improvement Program (CIP), for a total of $333,515,774 for the fiscal year from July 1, 2025 through June 30, 2026, set forth the accompanying Administrative Report and its attachments, is approved.

3. The Measure S spending plan, which is included as part of the City Budget, $8,190,148 in operating expenditures and transfers out for the fiscal year from July 1, 2025 to June 30, 2026 that includes:
a. $1,813,840 in salaries and benefits covering a total of 5.91 Full Time Equivalents (FTE), including 3.0 FTE merit Police Officers, 1.0 FTE merit Police Sergeant, 0.75 FTE merit Library Assistant I/II, 1.0 FTE merit Community Services Coordinator, and 0.16 FTE merit Community Services Supervisor; and
b. $347,276 in non-personnel operating expenditures that consist of $114,301 for the Library Department and $232,975 for the Parks and Recreation Department; and c. $3,000,000 in transfers to the Capital Project Fund to support capital improvement projects; and
d. $339,032 in transfers to the General Fund that represents year seven of ten to repay the advance funding from the General Fund; and
e. $2,690,000 in debt service on street and flood control lease revenue bonds; is approved; and
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4. The FTE positions by department as noted in the table below for the fiscal year 2025-26 are hereby approved the pay period that includes July 1, 2025; and FULL TIME EQUIVALENT (FTE) PERSONNEL 2025-26 PROPOSED
BUDGET

CITY ATTORNEY
City Attorney 1.00
Assistant City Attorney 2.00
Executive Secretary to City Attorney 1.00
Senior Assistant City Attorney 1.00
Total Merit 5.00
Total Per Diem -
Total FTE 5.00

CITY CLERK
City Clerk 1.00
Assistant to the City Clerk 1.50
Deputy City Clerk 1.00
Management Analyst I/II 1.00
Total Merit 4.50
Total Per Diem 0.25
Total FTE 4.75

CITY COUNCIL
City Council Member 5.00
Total Merit 5.00
Total Per Diem -
Total FTE 5.00

CITY MANAGER
City Manager 1.00
Assistant City Manager 1.00
Communications and Engagement Coordinator I/II 1.00
Communications Manager 1.00
Economic Development Manager 1.00
Executive Secretary to City Manager 1.00
Management Analyst I/II 1.00
Senior Management Analyst 1.00
Sustainability Analyst 1.00
Total Merit 9.00
Total Per Diem 0.48
Total FTE 9.48
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COMMUNITY DEVELOPMENT
Community Development Director 1.00
Administrative Assistant 4.00
Administrative Technician 2.00
Associate Planner 6.00
Building Inspector I/II 7.00
Business Manager 1.00
Code Enforcement Manager 1.00
Code Enforcement Officer I/II 3.00
Deputy Building Official 1.00
Deputy Community Development Director 1.00
Deputy Comm. Dev. Director/Building Official 1.00
Development Review Technician 5.00
Housing and Neighborhood Services Manager 1.00
Housing Specialist I/II 2.00
Inspection Supervisor 1.00
Managing Arborist 1.00
Office Assistant I/II 2.00
Permit Center Supervisor 1.00
Plan Check Supervisor 1.00
Plan Checker Engineer 5.00
Planning Manager 1.00
Principal Planner 2.00
Senior Business Systems Analyst 1.00
Senior Code Enforcement Officer 1.00
Senior Development Review Technician 2.00
Senior Management Analyst 1.00
Senior Planner 2.00
Total Merit 57.00
Total Per Diem 0.92
Total FTE 57.92

HUMAN RESOURCES
Human Resources Director 1.00
Deputy Human Resources Director 1.00
Human Resources Information Systems Analyst I/II 1.00
Human Resources Technician 3.00
Human Resources Technician – 2-year Limited Term 1.00
Senior Human Resources Analyst 4.00
Senior Human Resources Analyst Risk Manager 1.00
Total Merit 12.00
Total Per Diem 0.48
Total FTE 12.48
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FINANCE shou
Finance Director 1.00
Accountant I/II 2.00
Accounting Assistant I/II 4.00
Accounting Manager 1.00
Budget Manager 1.00
Deputy Finance Director 1.00
Finance Specialist I/II 1.00
Payroll Supervisor 1.00
Payroll Technician I/II 1.00
Senior Accountant 2.00
Senior Accounting Assistant 2.00
Senior Management Analyst 1.00
Total Merit 18.00
Total Per Diem-
Total FTE 18.00

INFORMATION TECHNOLOGY
Information Technology Director 1.00
Consulting and Applications Manager 1.00
Customer Service Manager 1.00
GIS Coordinator 1.00
GIS Technician I/II 1.00
IS Support Technician I/II 2.00
Network Analyst 1.00
Senior IS Support Technician 1.00
Senior Systems Analyst 1.00
Systems Analyst I/II 2.00
Systems and Network Manager 1.00
Web Specialist 1.00
Total Merit 14.00
Total Per Diem 0.23
Total FTE 14.23

LIBRARY
City Librarian 1.00
Administrative Technician 1.00
Community Services Coordinator 1.00
Deputy City Librarian 1.00
Executive Assistant 1.00
Librarian I/II 9.63
Library Assistant I/II 9.75
Library Technology Specialist 1.00
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Literacy Program Coordinator 1.00
Literacy Specialist 0.63
Senior Accounting Assistant 1.00
Senior Library Assistant 3.00
Senior Management Analyst 1.00
Supervising Librarian 3.00
Supervising Library Assistant 1.00
Total Merit 36.00
Total Per Diem 13.23
Total FTE 49.23

PARKS AND RECREATION
Parks and Recreation Director 1.00
Administrative Technician 3.00
Business Manager 1.00
Communications and Public Relations Analyst 1.00
Community Services Coordinator 9.00
Community Services Manager 1.00
Community Services Section Manager 2.00
Community Services Supervisor 7.00
Custodian 1.00
Deputy Parks and Recreation Director 1.00
Golf Course Maintenance Supervisor 1.00
Golf Equipment Maintenance Specialist 1.00
Golf Services Manager 1.00
Irrigation Specialist 2.00
Landscape Laborer/Maintenance Worker I/II 18.00
Lead Teacher 2.00
Managing Arborist 1.00
Park and Landscape Maintenance Supervisor 1.00
Park and Landscape Manager 1.00
Senior Park Landscape Maintenance Worker 3.00
Senior Park Ranger 1.00
Senior Program Assistant 5.00
Senior Project Manager 1.00
Tree Maintenance Specialist 1.00
Total Merit 66.00
Total Per Diem 50.17
Total FTE 116.17
POLICE
Chief of Police 1.00
Administrative Assistant 2.00
Administrative Technician 1.00
Business Manager 1.00
Community Service Officer I/II 5.00
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Crime and Intelligence Analyst 1.00
Dispatch Services Supervisor 2.00
Dispatcher 12.00
Management Analyst I/II 2.00
Police Captain 2.00
Police Communications and Public Relations Analyst 1.00 Police Digital Forensic Specialist 1.00
Police Evidence Analyst 1.00
Police Lieutenant 6.00
Police Officer 90.00
Police Records Specialist I/II 5.00
Police Records Supervisor 2.00
Police Sergeant 17.00
Police Support Services Analyst 1.00
Police Technical Services Administrator 1.00
Senior Business Systems Analyst 1.00
Senior Community Service Officer 1.00
Senior Dispatcher 2.00
Senior Management Analyst 1.00
Senior Police Records Specialist 2.00
Vehicle Abatement Officer 2.00
Total Merit 163.00
Total Per Diem 11.96
Total FTE 174.96

PUBLIC WORKS
Public Works Director 1.00
Administrative Assistant 6.00
Administrative Technician 2.00
Associate Engineer 14.00
Associate Transportation Planner 1.00
Building Maintenance Supervisor 1.00
Business Manager 1.00
Calibration Technician 1.00
Central Services Worker 1.00
Construction Inspector I/II 4.00
Deputy Director of Public Works 2.00
Downtown Coordinator 1.00
Engineering Manager 3.00
Engineering Technician I/II 6.00
Environmental Compliance Inspector 3.00
Environmental Programs Coordinator 1.00
Executive Assistant 1.00
Facilities and Fleet Services Manager 1.00
Facility Maintenance Worker 4.00
Field Maintenance Manager 1.00
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Fleet Services Supervisor 1.00
Instrument Control Technician 1.00
Laboratory Analyst I/II 3.00
Laboratory Analyst III 1.00
Laboratory Supervisor 1.00
Laborer 1.00
Maintenance Planner 2.00
Maintenance Worker I/II 26.00
Management Analyst I/II 3.00
Principal Transportation Planner 1.00
Project Manager I/II 3.00
Public Works Maintenance Leadworker 3.00
Public Works Supervisor 4.00
Pump Station Mechanic I/II 3.00
Pump Station Mechanic III 1.00
Regulatory Compliance Manager 1.00
Senior Engineer 7.00
Senior Facility Maintenance Worker 3.00
Senior I&C Technician 1.00
Senior Management Analyst 1.00
Solid Waste & Recycling Program Coordinator 1.00
Solid Waste Technician 1.00
Traffic and Light Technician 2.00
Traffic Safety Worker 3.00
WWTP Electrical Technician 2.00
WWTP Maintenance Superintendent 1.00
WWTP Manager 1.00
WWTP Mechanic I/II 6.00
WWTP Mechanic III 2.00
WWTP Operations Superintendent 1.00
WWTP Operator In-Training/I/II 10.00
WWTP Operator III 5.00
WWTP Shift Supervisor 2.00
Waste Management Supervisor 1.00
Total Merit 160.00
Total Per Diem 6.04
Total FTE 166.04
2025-26 POSITION BUDGET:

TOTAL MERIT 549.50
TOTAL PER DIEM 83.76
TOTAL FTEs 633.26

5. The City Manager is authorized and instructed to effectuate the City Budget as approved. 741 of 1111

CITY OF SAN MATEO
RESOLUTION NO. _____ (2025)
APPROVING THE 2025-2030 CAPITAL IMPROVEMENT PROGRAM
WHEREAS, the City Council held public hearings on the Budget and Capital Improvement Program (CIP), as required by the City Charter section 5.02; and
WHEREAS, the CIP is a five-year plan that identifies all planned capital improvement projects, their estimated cost, and a revenue and/or funding source forecast; and WHEREAS, the 2025-30 Capital Improvement Program, presented as part of the proposed budget document that was delivered to Council on June 2, 2025, included details on recommended and funded CIP projects, as well as projects without an identified funding source; and WHEREAS, the City has complied with Government Code Sections 65400, 65401, and 65403 that require the City’s governing body to review public works projects proposed for the fiscal year to determine conformity with the adopted General Plan; and
WHEREAS, the 2025-2030 CIP includes capital projects planned for the five-year period totaling $270,021,914; and
WHEREAS, no changes to the 2025-2030 CIP were proposed by the Council; and WHEREAS, section 5.09 of the City’s Charter requires that the CIP be approved by Council resolution.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, RESOLVES that:

1. In accordance California Environmental Quality Act (CEQA) Guidelines section 15378(b)(4), adoption of the Capital Improvement Program is exempt from CEQA because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.

2. Based on a review of the proposed Capital Improvement Program for fiscal years 2025-30, as delivered to the City Council on June 2, 2025 and presented at a regularly scheduled meeting on June 16, 2025, the City Council finds the Capital Improvement Program for fiscal years 2025-30 is consistent with the goals, policies, and actions contained within the City of San Mateo General Plan and all applicable laws, including Government Code Section 65400 et seq.

3. The 2025-2030 Capital Improvement Program for the City of San Mateo, set forth in the accompanying Administrative Report and the proposed business plan document, is approved. 742 of 1111

CITY OF SAN MATEO
RESOLUTION NO. ______ (2025)
ESTABLISHING THE CITY’S APPROPRIATIONS LIMIT FOR FISCAL YEAR 2025-26

WHEREAS, under Article XIII B of the California Constitution and Government Code sections 7900 and following, the City is required to establish an annual appropriations limit based on revenues obtained from the proceeds of taxes; and
WHEREAS, the method and basis of calculating these limits was revised by Proposition 111, amending Article XIII B of the State Constitution, and the implementing legislation, to allow election of the basis for population adjustment between the change in population in either the city or the county and an election of inflation factor between the growth of California per capita income or the growth of nonresidential assessed valuation due to new construction in the city; and
WHEREAS, the City of San Mateo population percentage change over the prior year is 0.09 percent and the growth in California per capita personal income is 6.44 percent; WHEREAS, utilizing the population growth for the City of San Mateo and the growth in California per capital personal income yield the most favorable appropriations limit; and WHEREAS, the appropriations limit for 2025-26 is $286,074,454 and the estimated budgeted proceeds from taxes are $145,665,000.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, RESOLVES, that:

1. In accordance with Public Resources Code Section 21065, this action is exempt from review under the California Environmental Quality Act because it can be seen with certainty that it will not have a significant impact on the environment.

2. The City Council finds that the adjustment factors shall be based on the City’s population growth and the growth in California per capita income to determine the appropriations limit for the fiscal year 2025-26.

3. The City Council approves the appropriation limit on revenue obtained from the proceeds of taxes for fiscal year 2025-26 to be $286,074,454 using the selected adjustment factors. 743 of 1111

CITY OF SAN MATEO
RESOLUTION NO. ______ (2025)
APPROVING A $25 MILLION CONTRIBUTION FROM THE GENERAL FUND TO

THE CAPITAL INVESTMENT RESERVE UNDER THE CAPITAL PROJECTS FUND

WHEREAS, the City of San Mateo conducted a comprehensive review of its General Fund Reserve Policy to improve financial transparency, align with best practices, and ensure long-term fiscal sustainability; and WHEREAS, staff presented the analysis and proposed changes to the reserve policies to the City Council on April 7, 2025; and
WHEREAS, the revised policies identify and separate specific categories of reserves, including the establishment of a Capital Investment Reserve under the Capital Projects Fund, dedicated to funding critical, unfunded capital improvement needs; and
WHEREAS, the Finance Department recommends an initial contribution of $25 million to the Capital Investment Reserve, funded from released General Fund reserves from the restructuring of the reserve levels; and
WHEREAS, the City Council finds it prudent and fiscally responsible to allocate a portion of the released funds to support long-term capital infrastructure needs; and WHEREAS, the City Council directed staff to incorporate the revised reserve policies through the fiscal year 2025-26 budget; and
WHEREAS, based on the adopted FY 2025-26 budget, an initial contribution of $25,000,000 is to be made from the General Fund to the newly established Capital Investment Reserve under the City’s Capital Projects Fund;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, RESOLVES, that:

1. In accordance with Public Resources Code Section 21065, this action is exempt from review under the California Environmental Quality Act because it can be seen with certainty that it will not have a significant impact on the environment.

2. The City Council authorizes a transfer of $25 million from the General Fund unassigned balance to the Capital Investment Reserve under the Capital Projects Fund for the fiscal year ending June 30, 2026. 744 of 1111
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3 DEPARTMENTS 57
Departments by Fund 58
14 City Attorney 60
15 City Clerk 63
16 City Council 68
17 City Manager's Office 71
19 Community Development 76
20 Finance 85
22 Human Resources 90
23 Information Technology 95
24 Library 100
25 Parks and Recreation 105
26 Police 113
28 Public Works 122
Non-Departmental 129
29 30 FUND INFORMATION 131
32 Special Revenues 133
35 Debt Service 149
36 Enterprise 153
38 Internal Services 156
39 41 CAPITAL IMPROVEMENT PROGRAM 163
44 Summary 164
46 CIP Projects by Category 170
Table of Contents

TRANSMITTAL OF PROPOSED BUDGET

CITY OVERVIEW
City Council Vision
City Council Strategic Direction
City Council Priorities
Organizational Vision
City Profile
City Organizational Chart
Basis of Budgeting
Budget Preparation Timeline
Budget Preparation Process
GFOA Budget Award
CSMFO Budget Award

BUDGET OVERVIEW
Citywide Sources of Funding
Citywide Operating Budget
Capital Improvement Projects Budget
Schedule of Interfund Transfers
Full Time Equivalent (FTE) Personnel
All Funds Budget Summary
Pension Long-Term Forecast
General Fund Summary
General Fund 10-Year Forecast
Revenue and Expenditure Assumptions 48 CIP Projects by Funding Source 174 Funded Projects 178
Unfunded Projects 185
APPENDIX 188
Financial Policies 189
Financial Policy - General Fund Reserve 196
Financial Policy - Capital Investment Reserve 198
GANN Appropriations Limit 199
Budget Changes 200
DEI Initiatives 202
Glossary 208
*All items within this document listed as 2025-26 have been adopted 746 of 1111
able 2: Operating Budget C
Budget Message
3 747 of 1111
Transmittal of Proposed Budget
City Manager’s Letter of Transmittal
Honorable Mayor and Members of the City Council:

I am pleased to present for your review and consideration the proposed Fiscal Year (FY) 2025-26 operating budget and the FY 2025-26 Capital Budget along with the City’s Capital Improvement Program (CIP) for the next five years. This budget reflects our commitment to providing essential City services, investing in our community, and ensuring longterm fiscal health.

Overall, the proposed citywide budget, including both operating and capital, is $333.5 million for fiscal year 2025-26.

This budget continues to provide funding for core services, Council priorities, and community needs. The five-year CIP reflects the City’s commitment to improve and maintain City facilities and infrastructure, by investing $270 million over the next five years in capital projects. Although there were some modest operating increases to enhance service levels in targeted areas; such as providing resources for public safety, transportation, and storm and flood controls; the City’s headcount and expenditures for FY 2025-26 are in line with those from FY 2024-25.

Limited increases are proposed for FY 2025-26 because the City continues to estimate a structural budget deficit as part of continuing to fund essential City services. Given the economic impacts; such as continued high inflation and interest rates, a slowdown of sales in the housing market, sales tax revenues flattening, and State Vehicle License Fee (VLF) revenue shortfalls; coupled with increased costs for providing city services and increased unfunded pension liability costs and payments; the City’s fiscal stability is threatened. We are currently able to bridge the funding gap in the interim using our strong reserves from prudent financial stewardship from the current Council and previous Councils’ and administrations, but this is not sustainable. Especially as San Mateo continues to face financial headwinds, such as funding the modernization of our aging City facilities and infrastructure, which impacts public safety, accessibility, and quality of life. Right now, we have over $350 million in capital projects that have no funding sources, posing a major financial hurdle. In addition, we are facing regional, state, federal and global economic uncertainty. For all these reasons we continue to further develop a multi-pronged multi-year financial sustainability plan to work toward the long-term fiscal health of the City and continue to provide essential services to our community.

Although we are mindful of the fiscal challenges at hand, the goal of this budget message is to provide an overview of the components of the FY 2025-26 Citywide Operating Budget and the FY 2025-26 Capital Budget and Five-Year CIP.

This year’s budget, as in the past, focuses on weaving together the City Council priorities and the service needs of the community with the fiscal reality and challenges facing San Mateo as well as other cities within San Mateo County. The following sections of the letter of transmittal provide a summary of how that is accomplished in this year’s budget and how the City plans to accomplish this in future budgets. 4 748 of 1111
Transmittal of Proposed Budget
City Council Priorities
The City Council priorities for FY 2025-26 are part of a larger picture that starts with the City Council Vision and Strategic Direction and leads to the annual, two to five-year, and five-year plus priorities included in this budget book.

Below are the City Council adopted FY 2025-26 priorities:
• Establish policies to decarbonize existing buildings and infrastructure and eliminate methane gas use by 2030 • Create a comprehensive, ongoing Citywide Community Outreach and Engagement Program • Create a Capital Infrastructure Plan or process for reinvesting in infrastructure to allow the City to evaluate City facilities and assets when upgrades are needed
• Deliver the Clean Water Program
• Explore limiting overnight parking of RVs in commercial corridors • Develop policy on regulating mobile vending/food trucks • Develop City Council Code of Conduct with measurable consequences • Develop an Ordinance to prohibit gas leaf blowers
• Explore funding opportunities for fund Youth Service Officers at schools • Complete speed surveys in order to fully enforce automobile speeding • Conduct research on equitable access to electric vehicle charging infrastructure • Explore the implementation of a Customer Response Management or 311 system • Implement Phase I of the Central Park Master Plan
• Address structural issues at the Marina Library
• Establish Senior Hubs at MLK and Beresford Centers
• Explore piloting a City Grant Fund
• Conduct an Annual Transportation Review of progress on all ongoing plans, including project updates and key metrics such as City mode share, collision, and safety data These annual priorities are reflected in the FY 2025-26 Citywide Operating Budget and the FY 2025-26 Capital Budget.

These budgets advance the priorities by investing in process improvement efforts for key programs, assessing the development of new policies, providing a comprehensive review of various infrastructure needs, and providing support to new programs and community engagement efforts where feasible.

In addition to these priorities, City staff developed Department Equity Initiatives in FY 2024-25 to further the goals outlined in the City’s adopted Diversity, Equity, and Inclusion (DEI) Strategic Framework. A summary of the progress made by Departments on these Equity Initiatives is provided in the Appendix of this budget document. 5 749 of 1111
Transmittal of Proposed Budget
2025-26 Citywide Operating Budget
The table below summarizes the FY 2025-26 business plans for Citywide operating expenditures:

CITYWIDE OPERATING BUDGET
2025-26

PROJECTED
BUDGET
General Fund $ 175.4
Special Revenue and Debt Service Funds 30.6
Enterprise Funds 65.9
Total Operating Budget $ 272.0
In millions. Operating costs include debt service payments.

The City implements a two-year budget cycle, which requires that each department submit two one-year expenditure plans and revenue estimates to the City Council for approval. This is the second year of the two-year budget cycle in which City staff makes recommendations to the City Council for amending the second-year plan.

The proposed FY 2025-26 Citywide operating budget is $272 million, which is an increase of approximately 6.5% over the adopted FY 2024-25 budget. This change reflects the general increase in the cost of operating the City at existing service levels and primarily shows increases in personnel costs due to negotiated bargaining unit contracts and benefits costs.

As outlined, this second year of the two-year budget cycle proposes few changes from the FY 2024-25 budget. The proposed FY 2025-26 budget generally recommends maintaining merit staffing levels by adding only one two-year limited term FTE to put the City at 550 Full Time Equivalents (FTE) and including two reallocations. Also, resources have been added to the personnel costs to fully fund the adopted labor agreements for all labor groups and provide for increases in benefits such as health insurance costs. A few changes have been made to non-personnel operating costs, but they represent only about $.07 million, a small portion of the overall operating budget.

A summary of the changes to the personnel budget, as well as all other operational increases to the baseline budget, are included in the Appendix section of this document.

General Fund
The General Fund is the primary funding source for our core services. The FY 2025-26 proposed budget, including transfers out, is $187.8 million, an increase of 4.0% over the adopted FY 2024-25 budget of $180.4 million. This increase is the result of several factors, including rising personnel costs, especially increases due to negotiated labor contracts and benefits, rising pension costs, and the City’s continued contribution to capital projects.

The proposed budget reflects a moderate growth in most of the General Fund revenues. The revenue projection is based on the assumptions that the high inflation and interest rate environment will continue in the next year, at least, and that the property tax in-lieu of vehicle license fees (VLF) shortfalls will be backfilled by the State of California in full this year. These key assumptions are discussed in detail in the Budget Overview section of this budget document. 6 750 of 1111
Transmittal of Proposed Budget
Due to the increase in costs and the uncertainty in some revenues, it is projected that the City will have a budget deficit of $12 million for FY 2025-26 and will require use of the Budget Stabilization Reserve to fund everything currently programmed in the budget. Even though what is currently programmed includes discretionary items, the fact remains that the City will need to begin prioritizing among many competing resource demands over the next few years to ensure we remain in a good financial position.

Measure S
Measure S, the 0.25% transactions and use tax extension, generates about $7 million in tax revenue each year. This critical funding source makes a significant difference for our community by providing much-needed support for both operations and capital improvements.

The proposed FY 2025-26 budget showcases how Measure S funding is allocated to enhance our City core services and infrastructure. In addition to providing $2.2 million to support ongoing police, library, parks and recreation programs, the budget includes $3 million from Measure S to support CIP projects. These projects include $1.25 million for the Marina Library improvements and reconstruction, $0.6 million for Police Department technology projects, $0.1 million for the Quick-Build Program to improve bike and pedestrian safety, $0.8 million for the Citywide Street Rehabilitation program, $0.9 million set-aside for synthetic turf field replacement, $0.35 million for Citywide Play Court Resurfacing, and $0.3 million for the Los Prados Court Lighting Improvements. On May 27, 2025, the Measure S Oversight Committee reviewed and recommended the Measure S FY 2025-26 budget, which has been incorporated in this proposed budget document.

General Fund Revenues
2025-26 Proposed Budget
$175.8 million
Property Tax
Sales Tax
Property Transfer Tax
Business License Tax
Transient Occupancy Tax
Recreation and Golf Service Charges
All Other
General Fund Expenditures
2025-26 Proposed Budget
$187.8 million
Personnel
Operating
SMC Fire and Fire Legacy Costs
Transfers Out
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Transmittal of Proposed Budget
2025-26 Capital Budget and 2025-30 Five-Year Capital Improvement Program (CIP) The Capital Improvement Program (CIP) for FY 2025-26 totals $61.5 million. Major projects include the Clean Water Program, Smooth Streets Program, storm and flood control improvements, roadway safety and bicycle/pedestrian initiatives:

Clean Water Program - The City continues to move closer to completion of the $1 billion Clean Water Program where tremendous progress has been made to upgrade and expand the wastewater treatment plant and the collection systems to provide high-quality services to our community for decades to come. A grand opening ribbon cutting for the upgraded wastewater treatment plant is scheduled for September 2025. The program leveraged low interest loans with the Environmental Protection Agency (EPA) through the Water Infrastructure Finance and Innovation Act (WIFIA) and the State of California’s State Revolving Fund (SRF) loans to save rate payers over $170 million compared to issuing debt through the municipal bond market.

Smooth Streets Program – The City will continue to commit at least $8 million annually as part of the ongoing program to expedite street resurfacing and reconstruction. This program is funded partially by Measure S, and special revenues such as gas tax, Measure A, Measure W, and Road Maintenance and Rehabilitation Account (RMRA) funds.

Storm and Flood Controls – In January 2024, the Community Flood and Storm Protection Fee Ballot Measure was approved by property owners, passing with 51.78% of the vote. This measure will generate approximately $4 million annually in stormwater fee revenue, providing consistent and sustainable funding for significant improvements to our stormwater system. The new funding will be allocated to immediate storm preparedness and mitigation improvements, the development of an updated stormwater master plan, and capital projects aimed at enhancing our stormwater infrastructure.

Roadway and Bike/Pedestrian Improvements - Our 2025–30 CIP allocates $12.9 million for roadway and bike/pedestrian capital improvements over the next five years. In the upcoming fiscal year, we are committing $4.1 million to these initiatives, including $1.7 million for safe routes to school projects and $0.1 million for the Quick Build Mobility Program to enhance bike and pedestrian safety.

In addition to these major initiatives, we have several other important capital and infrastructure projects programmed in the budget for FY 2025-26. Some of the notable projects include:
• Marina Library Branch Reconstruction Project – Investing an additional $1.25 million from Measure S funding and $1 million from the General Fund to fix the Marina Library structural issues and make improvements and renovation. The total project will cost about $8.07 million. This project is funded approximately 60% by city funds and 40% by grants. Our investment today will ensure our residents have a great library facility to enjoy and benefit from for years to come.
• Joinville Pool Assessment and Improvements – A thorough assessment of the pool and swim center led to a multiphase plan that includes immediate repairs to ensure continued operation, along with the design and implementation of short-term upgrades to meet code compliance. • Martin Luther King Jr. Community Center Modernization and Visioning Process – Following a Facilities Assessment for the center, the City plans to conduct a visioning process and add new features to help the Martin Luther King Jr. Center meet the criteria for a Community Resilience Hub. The design and features of the Resilience Hub are in development.
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Transmittal of Proposed Budget
• Citywide Facilities Conditions Assessment - The purpose of this Citywide program is to evaluate each City owned facility on an individual basis, analyze potential issues with the physical conditions, develop cost estimates and use that information to prioritize maintenance and repairs in the most efficient manner. Initial results of the assessment are expected to be shared with the community in Fall 2025. • Peninsula/Delaware Intersection Safety Improvements - This project will implement a priority project as identified in the Local Roadway Safety Plan. Improvements include updated signal hardware, protected leftturn phase, and various other safety improvements. • Development of Updated Citywide Stormwater Master Plan – This project is on-going and will replace the City’s outdated Storm Drain Master Plan previously conducted in 2004. Project details include condition assessment of existing infrastructure, development of new models, master planning, and prioritization of longterm capital improvements for flood control. • Storm System Dredging - This project is for initiating design, permitting, and environmental review for a future large-scale dredge of Marina Lagoon, which would increase stormwater retention capacity, restore recreational water depths, and improve water quality.

These projects are a testament to the investment and commitment we make to our community even as we face economic and revenue uncertainties. These priority projects, along with other major capital investments, are discussed in detail in the Capital Improvement Program section of this budget document.

Fiscal Reality and Challenges
While we prioritize Council goals and community needs, this budget is developed amidst a complex and uncertain financial environment. We must acknowledge the current fiscal realities, including high inflation, a slowdown in the housing market, economic uncertainty, and potential revenue shortfalls. Uncertainties related to our tax revenues raise concerns about our financial sustainability. Additionally, we also face increasing costs to provide services, ongoing pension obligations, and funding limitations for CIP projects.

Tax Revenue Uncertainties
San Mateo relies on tax revenues to fund our core services. Although secured property tax remains a stable revenue source, this revenue base is projecting a moderate 4.0% annual growth for the next few years.

Sales tax, as the City’s second largest tax revenue, is projected to stay flat with a moderate 1-2% annual growth. Due to a major hotel closure, the City has a new baseline for estimated annual TOT of $4.0 million in FY 2025-26 and beyond, down from the previous $7 million baseline. Property transfer tax fluctuates with economic conditions. Due to high interest rates and a stable, but slow housing market, property transfer tax is anticipated to stay flat with an $8.6 million revenue projection for the upcoming year. In addition, the City continues to face major financial uncertainty due to the State’s property tax in-lieu of vehicle license fee (VLF). VLF is a key component of the City’s property tax revenues, making up roughly 18% of our total property tax revenues, and about 10% of the total General Fund revenues. The absence of reliable funding sources for VLF from the State of California has become a major threat to the City’s fiscal sustainability.

The City’s FY 2025-26 proposed budget assumes that the State will eventually honor its VLF obligations to the City. Our share of FY 2023-24 county-wide VLF shortfalls is $6.6 million, and we estimated this to be backfilled in FY 2025-26 in full. However, if this assumption does not hold, the General Fund’s FY 2025-26 budget deficit will increase by $6.6 million from the current $12 million to $18.6 million. Furthermore, if the State budget deficit situation does not improve, our share of the FY 2024-25 VLF shortfalls ($7.1 million) will be at risk, potentially pushing the City’s projected FY 2026-27 budget deficit from the current $7.3 million to $14.4 million. 9 753 of 1111
Transmittal of Proposed Budget
Pension Costs
Pension obligations have placed a significant strain on our budget. CalPERS pension contribution requirements have increased significantly over the years due to a number of factors, including CalPERS lower-than-expected investment returns and changes in actuarial assumptions. The City’s unfunded pension liability is currently just over $300 million.

Citywide pension costs are expected to continue to go up in FY 2025-26 as they did in FY 2024-25, primarily due to the CalPERS’s investment loss of -6.2% in FY 2021-22 and the 5.8% investment gain in FY 2022-23, which did not meet the CalPERS investment projections. For FY 2024-25, the General Fund pension total increased about $6 million and an additional increase of $1 million is expected in FY 2025-26. The City’s overall pension costs are estimated to keep increasing through FY 2030-31 , after which pension requirements are expected to gradually ramp down, provided CalPERS can achieve its 6.8% annual investment return target for future years.

To demonstrate the impact of these increases on General Fund operations, the table below compares expected pension expenditures over the next ten years with our projected sales tax revenue, which is the second largest General Fund revenue source.

Table 1: Comparison of General Fund 10-Year Pension Costs and Local 1% Sales Tax Projection (in millions)

FISCAL YEAR

GENERAL FUND

PENSION

NORMAL COSTS

GENERAL FUND

PENSION

UAL REQUIREMENT

GENERAL FUND
TOTAL

PENSION COSTS

PROJECTED
1% SALES TAX

REVENUE

PENSION AS A

PERCENTAGE OF
1% SALES TAX
2024-25 $5.8 $19.4 $25.2 $20.5 123%
2025-26 $5.9 $20.5 $26.4 $20.2 131%
2026-27 $6.0 $21.6 $27.6 $20.4 135%
2027-28 $6.0 $22.4 $28.4 $20.8 136%
2028-29 $6.0 $24.3 $30.3 $21.2 143%
2029-30 $6.0 $24.7 $30.7 $21.7 142%
2030-31 $6.1 $25.0 $31.1 $22.1 141%
2031-32 $6.1 $24.3 $30.4 $22.5 135%
2032-33 $6.1 $24.1 $30.2 $23.0 131%
2033-34 $6.1 $22.9 $29.0 $23.4 124%
* Pension normal cost presents the annual cost of providing pension benefit for active employees based on their one-year service. **UAL (Unfunded Actuarial Liability) requirement is the annual payment based on the amortized dollar amount of the City’s unfunded pension liability.

As the table indicates, our entire local 1% sales tax is not sufficient to cover the General Fund’s share of the annual pension contribution requirement. This example demonstrates the type of pressure the increase in pension expenditures will put on the General Fund and City operations, as these expenditures are consuming an increasing share of our overall operating revenues and limiting our ability to make new service-level commitments. 10 754 of 1111
Transmittal of Proposed Budget
Aging City Facilities and Infrastructure
We all know that parks, open space, playgrounds, libraries, vibrant recreation facilities, smooth and safe streets, storm and flood controls, and clean water infrastructure are essential for a thriving community. The City is committed to continuing to invest in our infrastructure and improve our facilities to a level the community deserves. However, maintaining and improving our aged City facilities and infrastructure requires significant funding, and right now, our resources are limited.

Streets and Transportation
Currently, we rely on special revenue sources (Gas Tax, Measure A, Measure W, Measure M, and RMRA) totaling about $8.7 million in FY 25-26 to fund streets and transportation projects. However, the Smooth Streets Program alone requires annual funding of $7.8 to $8.0 million, leaving little for other critical projects. To address the funding gap, we often turn to the General Fund and Measure S for extra funding support. This may become more and more challenging as the General Fund itself is experiencing a significant budget deficit.

Aging City Facilities
The General Fund, which supports all City facility repairs and improvements, faces increasing pressure. Although General Fund and Measure S combined provide about $7 million annually to fund CIP projects, it is still not enough to meet all the needs.

Many City facility projects were put on hold or deferred due to funding issues, such as improvement projects for the 2nd and El Camino Real parking garage, structural repair of the Main Library Garage, waterproofing and painting the Main Street, Central, and Transit Parking Garages, all of which highlight the significant need related to City facilities.

Although funding is a challenge, I believe, by working collaboratively, exploring funding options, and prioritizing needs, we can create a plan to build the infrastructure and facilities our community deserves. To ensure we're investing wisely, during FY 2025-26, the City will complete its comprehensive Citywide facilities assessment. This assessment will help us understand our facilities’ condition, prioritize needs, and develop a strategic plan for investing in and protecting our facilities. We will keep you updated on the results of the Citywide facilities assessment and future plans.

Ongoing Fiscal Sustainability Actions
Our City has a proud tradition of fiscal responsibility. I appreciate the City Council's prudent fiscal discipline, which has led us to a strong financial position. Thanks to careful and proactive planning, we’ve built a strong financial position with healthy reserves. This financial prudence allows the City to maintain current service levels, invest in necessary improvements, and continue funding important capital projects for the upcoming fiscal year without having to take drastic measures in response to the current revenue uncertainties.

However, the City’s General Fund ten-year forecast, which is included in this proposed budget, has highlighted the long-term financial challenges we face.

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Transmittal of Proposed Budget
Table 2: General Fund Ten-Year Forecast – Middle-Ground Scenario (in millions) The forecast, based on the middle-ground forecasting scenario, assumes that the State and the County will reach an agreement to fix the VLF funding issue, making VLF revenues more reliable, while potentially reduced. This forecast also assumes the City sets aside $25 million of its overall reserves to the CIP Investment Reserve in FY 25-26. Under this scenario, the City can maintain its service levels for a few more years. However, as the table shows, in four years, if economic conditions do not improve and no actions are taken to address the budget imbalance, we may risk depleting the City’s Budget Stabilization and Pension Stabilization Reserves. Furthermore, by the fifth year, our General Fund balance may fall short of maintaining the 15% Contingency Reserve.

To balance the budget, the strategy is straightforward – increase revenues and/or reduce spending. Given the current economic uncertainty and unresolved VLF shortfall issue, our revenues are expected to remain flat with only moderate annual growth. This growth will be insufficient to keep pace with our expenditures. To maintain the City’s fiscal sustainability, the City is evaluating all the potential revenue enhancement and expense reduction options. Revenue enhancement options include nurturing the economic health of our local businesses, supporting the development of new housing units, reviewing and optimizing fee increases, seeking grant funding, assessing new revenue opportunities, and considering potential future revenue ballot measures. At the same time, the City may employ citywide cost containment strategies to reduce expenses, such as reducing discretionary spending, cutting nonessential programs, implementing hiring freezes, eliminating current vacancies, reducing future vacancies through attrition, and/or implementing furloughs with corresponding service reductions. Additionally, investment in capital projects may be reduced or deferred.

Several variables will impact our financial outlook in the coming years. If the housing market rebounds, our tax revenue forecast may improve. If inflation returns to the Federal Reserve’s 2% target, it will ease some of the rising cost pressures we are currently facing. Also, as long as the current economic uncertainties are managed and we continue to avoid a recession, the City has time to prepare for improved financial sustainability. And we will continue to advocate for VLF funding and look for a long-term solution. While we must be prepared for the worst, we hope that these factors, will turn in our favor.
10-YEAR FORECAST
GENERAL FUND 2024-25
Estimates 2025-26 2026-27 2027-28 2028-29 2029-30 2030-31 2031-32 2032-33 2033-34 2034-35

REVENUES
Total Revenues 173.9 175.8 180.5 182.8 190.0 195.0 195.1 203.1 211.7 216.6 224.0

EXPENDITURES
Operating Expenses 166.2 171.9 178.1 182.9 189.9 195.5 200.3 204.6 209.7 213.8 218.8 Transfers to CIP 8.1 8.9 6.4 6.4 6.4 6.5 6.5 6.5 6.5 6.8 6.8 Transfers Out - Debt Service & Other 6.0 3.5 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.4 3.4 Total Expenditures 180.3 184.3 187.8 192.7 199.7 205.3 210.1 214.5 219.6 223.9 229.0 Surplus / (Deficit) (6.4) (8.5) (7.3) (9.9) (9.7) (10.4) (15.0) (11.4) (7.8) (7.3) (4.9) General Fund - Beginning Fund Balance 117.9 111.5 78.0 70.8 60.8 51.2 40.8 25.8 14.4 6.5 (0.8) Transfer to Capital Invesment Reserve (25.0)
General Fund - Ending Fund Balance $111.5 $78.0 $70.8 $60.8 $51.2 $40.8 $25.8 $14.4 $6.5 ($0.8) ($5.8) 12 756 of 1111
Transmittal of Proposed Budget
Future of San Mateo
Despite the challenges, we are excited about the great momentum and positive steps we are taking to improve the quality of life for our residents, businesses and visitors. Some of these improvements and initiatives include the new wastewater treatment plant coming online this year, the new upcoming Central Park Playground, East Hillsdale Park improvements, Marina Library modernization, the police’s successful retail task force and establishment of a new Real Time Information Center, transportation and street resurfacing projects, pedestrian mall enhancements and hosting new cultural celebrations. Looking ahead, we’ll soon adopt a new Strategic Plan focused on housing, transportation, infrastructure, climate resiliency and essential services— priorities shaped by the community’s and Council’s input.

This plan will help us implement the recently adopted General Plan 2040 while creating a sustainable business plan. In the coming year, I remain focused on attracting and retaining top talent, strengthening communications, and deepening community engagement. I invite you to stay involved, share your insights, and help shape San Mateo’s future.

Closing Remarks
Through the budget process, it is my goal to provide you with a thoughtful, strategic, and informative budget plan that aligns with the City Council’s priorities and addresses the community’s needs. As we navigate the uncertainties of an evolving economy, we remain committed to utilizing our resources to provide great levels of service to our community and make immediate investments in our infrastructure while upholding fiscal discipline and building resiliency to withstand the challenges we face. By engaging stakeholders, exploring new revenue streams, and continuing to focus on achieving operational efficiencies, we are positioned to address our long-term financial challenges while still providing essential city services to our residents. Together, we will continue to build a vibrant and resilient community now and into the future.

The development and delivery of the proposed budget to the Council is the culmination of months of work from staff throughout the organization, and it is a true team effort. I would like to thank the City Council for articulating a vision and setting priorities that helped us develop the budget. I would also like to thank my executive team, along with their respective staff members, for their efforts in supporting the budget development process. My thanks also go to the members of the Finance Department, Finance Director Karen Huang, Deputy Director of Finance Abby Veeser, Budget Manager Renee Halcon, Senior Accounting Assistant Samantha Wong and Accounting Manager Ha Tran, who drove the process to develop the budget and prepare this budget document. Finally, I commend Public Works Director Matt Fabry, Deputy Director of Public Works Deryk Daquigan, Deputy Director of Public Works Katherine Sheehan, and Business Manager Jamie Perez for their overall management of the capital budget and long-term capital plan.

Respectfully submitted,
Alex Khojikian
City Manager
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City Overview
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City Council Vision
San Mateo
• Is a pre-eminent City between San Francisco and San Jose. • Has strong, attractive commercial areas and viable, wholesome neighborhoods. • Has a solid, healthy economic and financial base that cultivates innovation and technology. • Includes its diverse population in all facets of community life and is a nurturing place for youth. • Is safe and has well maintained infrastructure.
• Is the cultural center of the County.
• Is increasingly sustainable and a leader in reducing carbon emissions.

To achieve this vision, the San Mateo City Government will:
• Facilitate the effective functioning and development of the community and its citizens. • Ensure all elements of the community are well represented in the government process. • Serve as both a facilitator and a provider in seeing that community needs and desires are addressed through the most appropriate, effective delivery system whether it is public, non-public, or public/private partnership. • Serve as a consensus builder in the community and articulate collective direction. • Maintain a responsive, capable staff dedicated to serving the community in a non-bureaucratic manner and provide high value for the expenditure of public funds.
• Look to the long-term future of the community and seek constant improvement, including increasing sustainability and reducing the community's carbon footprint.
• Be a full partner in the sharing of common services and regional affairs that affect the City. 15 759 of 1111
City Council Strategic Direction
The strategic directions express key targets that must be accomplished to achieve its vision. These strategic directions are:

Safe, Clean, and Attractive Neighborhoods
• Ensure higher levels of public safety, especially in neighborhoods under the most stress. • Enhance the quality of residential neighborhoods by encouraging improved appearance and more community involvement.

Successful Businesses and a Solid Tax Base
• Increase the economic vitality of the City with strengthened ties between business and the general community.

A Community Where Residents Can Flourish and Youth are Nurtured • Continue to encourage involvement of youth in our community by improving programs for children, pre-teens, and teens.
• Continue to support efforts to improve access to and affordability of early childhood care and education.

Orderly Planning, Development, and Functioning of the Community • Support future growth and redevelopment in Downtown, other commercial areas, and along the transportation corridor to ensure a well-planned environment and promote a high quality of life. • Continue efforts to increase entry-level housing, strive for a balance between jobs and housing, and provide incentives for City employees to live in San Mateo.
• Continue to invest in the long-term infrastructure needs of the City and create an identity for San Mateo that generates civic pride and responsibility.

An Open, Participative, and Effective City Government
• Continue to provide cost-effective and quality services that are accessible to all segments of the San Mateo community.
• Maintain City finances where expenses do not exceed ongoing revenues. • Expand community outreach and participation opportunities for all who live and/or work in San Mateo. • Continue to cooperate with regional partners, schools, and other agencies to improve infrastructure and services, strengthen partnerships, avoid duplication, and decrease costs. • Develop and maintain an organization that values employee participation and a sense of ownership. 16 760 of 1111
City Council Priorities
Items to be Completed within the Fiscal Year:
• Develop and implement an ordinance to prohibit the
use of gas leaf blowers within the City of San Mateo.
• Youth Service Officers at Schools – funding program
• Develop City Council Code of conduct with
measurable consequences akin to the San Mateo
County Board of Supervisors language with
enforcement
• Develop policy on regulating mobile vending/food
trucks
• Establish Senior Hubs at MLK and Beresford Senior
Centers
• Deliver the Clean Water Program
• Explore the implementation of a Customer Response
Management or 311 system.
• Implement Phase 1 of the Central Park Master Plan.
• Address structural issues at the Marina Library.
• Explore piloting a City Grant Fund.
• Establish policies to decarbonize existing buildings
and infrastructure and eliminate methane gas use by
2030
• Create a comprehensive, ongoing Citywide
Community Outreach and Engagement Program
• Create a Capital Infrastructure Plan or process for
reinvesting in infrastructure to allow the City to
evaluate City facilities and assets when upgrades are
needed
• Explore a resolution affirming the City's commitment
to integrate new technologies, such as artificial
intelligence (AI), without displacing work force
• Conduct an Annual Transportation Review of progress
on all ongoing plans, including project updates and
key metrics such as City mode share, collision and
safety data
• Complete Speed Surveys
• Explore limiting overnight RV Parking in commercial
corridors
• Explore how the City of San Mateo could partner with
Sustainable San Mateo and Peninsula Clean Energy in
"Charge Forward San Mateo”
Items to be Completed within 2 to 5 Years:
• Consider the adoption of wage theft protections
• Initiate a Community Budget Process for anticipated
revenue from Measure CC.
• Enhance city-wide disaster response and emergency
preparedness.
• Implement the adopted General Plan.
• Implement Housing Element Policies.
• Reconstruct all failed streets identified in the Smooth Streets program in San Mateo by 2026.
• Replace all remaining high voltage circuits to improve safety and reliability of the street light system.
• Implement a robust, year-round Downtown Activation
Program as part of our core City services.
• Explore how the City of San Mateo could partner with
the San Mateo Union High School District, San MateoFoster City School District and other public, private and nonprofit organizations to support "Empower San
Mateo"
• Prioritize planning, design, construction and
maintenance of rapid safety improvement projects
citywide and ensure there is a reliable City fund for
long term success.
• Improve and strengthen democratic systems and
decrease polarization.
• Work with schools, community colleges, businesses,
and other organizations to expand youth and
senior workforce development & civic leadership
opportunities.
• Commission a citywide feasibility study for groups of San Mateo businesses interested in forming business
improvement districts (BIDs)
• Explore and evaluate allowing a retail cannabis
storefront in downtown
• Develop a Climate Adaptation Plan to establish a
comprehensive strategy for resiliency and adaptation
against sea level rise and flooding to ensure we are
well poised for funding opportunities and include
Foster City and Burlingame in planning efforts.
• Minimize impacts to residents from train horn noise at City at-grade crossings.
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Items to be Completed in 5 or More Years:
• Expedite efforts to improve the stormwater collection, drainage, and storage system, including dredging the
Marina lagoon.
• Implement a Green Fleet by 2035.
• Expedite efforts to provide high quality effluent from the wastewater treatment plant upgrades to support
the future production of potable water.
• Study resource feasibility for the downtown
grade separations and long-term train corridor
improvements.
• Improve traffic flow on 19th Ave and Fashion Island
Boulevard from Grant to Mariners Island Boulevard.
• Complete all High and Medium-High priority projects
in the 2020 Bicycle Master Plan and the Pedestrian
Master Plan with the goal of prioritizing quick-build
projects where feasible.
• Expedite efforts to improve and build climate
resiliency into the City’s stormwater collection,
conveyance, flood control, and levee systems,
including dredging the Marina lagoon.

City Council Priorities
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Mission
Serving the San Mateo community
through collaboration, innovation,
and professionalism
Values
Respect, Creativity, Integrity,
Transparency, Inclusivity
Organizational Principles
Engaged and accountable workforce
Working as one organization
Maintaining long-term perspective
Seeking constant improvement
Leading through informed risk-taking

CITY OF SAN MATEO

ORGANIZATIONAL VISION
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City Profile
Location
The City of San Mateo is located in San Mateo County, on the Peninsula in the San Francisco Bay Area. It is bordered by Burlingame to the north, Foster City to the east, Belmont to the south, and Hillsborough to the west. The City is conveniently situated 19 miles south of San Francisco and 30 miles north of San Jose. It covers an area of 15.4 square miles, including 3.87 square miles of tidelands from the San Francisco Bay to the east and a range of coastal mountains to the west.

The City
The City was incorporated in 1894 and was originally
chartered in 1922. The current charter was adopted in
1971 and revised in 2002. San Mateo has a CouncilManager form of government. The City shifted from Council members being elected at-large to districts beginning
in the November 2022 election, where three of the five
districts were open. The remaining two district positions were open and elected in November 2024. The Council
selects a Mayor from among its members each December
for a one-year term. The Mayor and City Council serve
as the legislative and policy making body of the City. The City Manager, appointed by the Council, serves as chief executive officer and is responsible for the day-to-day administration of City affairs. The City Council also appoints a City Attorney. There are twelve Advisory Boards and
Commissions.

Services
The City provides a full range of municipal services.

These include police, planning, building, sewer, street maintenance, and general administrative services. Fire
service is provided by the San Mateo Consolidated Fire
Department. Water is provided to the residents of the
City of San Mateo by California Water Services, a private company. The City operates and maintains facilities for wastewater treatment. In addition, the City offers thirty-five parks, six recreation centers, three libraries, and an 18-hole golf course. The San Mateo Performing Arts Center hosts productions by numerous local, regional, and international artistic enterprises, including the Peninsula Ballet Theatre, the Peninsula Civic Light Opera, and the Peninsula
Symphony. San Mateo has abundant shopping areas,
including two major regional shopping centers, Hillsdale Shopping Mall, and Bridgepointe.

Population and Demographic
Characteristic
Based on the California Department of Finance, the City’s population as of 2024 was just over 103,000, which
represents about 15.20% of the countywide population.

Also based on the most recent U.S. Census data, per capita personal income for San Mateo residents was $78,990,
which is slightly above the amount for San Mateo County as a whole ($77,741) and well above the value for the State of California ($45,591). According to the Employment
Development Department, the City's unemployment rate is

3.3%, which is the same as the County's unemployment rate at 3.3%.
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City Profile
Local Economy
San Mateo is centrally located in the San Francisco Bay Area and has direct access to interstate highways, rail lines, a trans-bay bridge, public transit routes, and the San Francisco International Airport. San Mateo serves
as a center of commercial and residential activity. The Transit Center is a multi-modal transportation hub allowing people to board Caltrain to destinations as far north as San Francisco and as far south as Gilroy.

The community is comprised of residences of all types
and at a range of costs, major retail and commercial
establishments, a downtown transit center, a community
college, and two major medical centers. It is also the
home of the San Mateo County Events Center. The robust
economy has renewed interest in the downtown area,
which continues to attract quality small- to medium-sized businesses. The main City Library, completed in 2006,
is the cultural center of the City and benefits many local and regional patrons. The Police Station, completed in
2009, serves as the headquarters to protect and serve the residents in the City.

City Statistical Data
Miscellaneous statistical data for the City of San Mateo is as follows:

Date of Incorporation
1894
Form of Government
Council-Manager
Area in Square Miles

15.4 Capital Assets
6 Community Centers
3 Libraries
36 Parks
1 Golf Course
1 Police Station
6 Fire Stations
204 miles of streets / 7,500 street lights
260 miles of sanitary sewers
148 miles of storm drains
Median Age of Residents

39.4 Public School Enrollment
19,323
Top Employers
County of San Mateo Medical Center
San Mateo-Foster City Unified School District
Sony Interactive Entertainment
San Mateo Union High School District
San Mateo Community College District
Franklin Templeton Investor
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City Organizational Chart
POLICE

OPERATING DEPARTMENTS

CITY MANAGER CITY CLERK

CITY ATTORNEY

CITY COUNCIL

COMMUNITY OF SAN MATEO

BOARDS & COMMISSIONS
Civic Arts Committee
Community Relations Commission
Investment Advisory Committee
Library Board
Measure S Oversight Committee
Mosquito and Vector Control District
Parks & Recreation Commission
Personnel Board
Planning Commission
Senior Advisory Commission
Sustainability and Infrastructure Commission
Youth Advisory Council
Mayor
Deputy Mayor
Council Member
Council Member
Council Member
City Manager
City Attorney
City Council
Rob Newsom Jr.

Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash
Alex Khojikian
Prasanna Rasiah
Assistant City Manager
City Clerk
City Librarian
Community Development Director
Finance Director
Human Resources Director
Information Technology Director
Parks and Recreation Director
Police Chief
Public Works Director
Department Heads
Christina Horrisberger
Martin McTaggart
Rukshana Singh
Zach Dahl
Karen Huang
Aracelia Esparza
Pete Owen
Joanne Magrini
Ed Barberini
Matt Fabry
PUBLIC
WORKS

COMMUNITY

DEVELOPMENT LIBRARY PARKS &

RECREATION FINANCE INFORMATION

TECHNOLOGY
HUMAN

RESOURCES
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Basis of Budgeting
Fund Accounting Budget System
The City of San Mateo’s budget is organized on the
basis of the fund accounting system, in which each fund is considered a separate budgeting entity. Government
resources are allocated to and expenses accounted for
in individual funds based upon the purposes for which
they are to be spent and the means by which spending
activities are controlled. All operating funds’ budgets lapse at the end of the adoption cycle. The capital projects fund appropriations are valid for the life of the projects. The City also maintains an encumbrance accounting system as one
technique of accomplishing budgetary control. Encumbered amounts in the operating budget lapse one year after
the end of the fiscal year. There is no formal provision in departmental budgets for depreciation and compensated
absences (i.e. accrued vacation and sick leave time), but they are budgeted as internal services fund charges. The following fund types are used by the City:

Governmental Fund Types
All governmental fund budgets are accounted for using
a current financial resources measurement focus and a
modified accrual basis.

General Fund
This fund accounts for all financial resources not required to be accounted for in other funds, and is the general
operating fund of the City. The General Fund has four subfunds: the Measure S Tracking sub-fund, the Downtown Services sub-fund, the Recreation Services sub-fund, and the Golf sub-fund.

Special Revenue Funds
These funds account for the City’s revenues from sources which, by law or administrative action, are designated to finance particular functions or activities other than capital projects or expendable trusts.

Debt Service Funds
These funds account for the accumulation of financial
resources for and the payment of principal, interest, and related costs on general long-term debt.

Capital Programs Funds
These funds account for financial resources to be used
for the acquisition or construction of major capital facilities (other than those financed by Proprietary Fund Types).

Proprietary Fund Types
All proprietary fund budgets are accounted for on a flow of economic resources measurement focus and a full accrual basis.

Enterprise Funds
This fund accounts for operations of the City that are
financed and operated in a manner similar to private
business enterprises.

Internal Service Funds
These funds account for the financing of services provided by one department to other departments on a costreimbursement basis.

Budgetary Controls
Effective July 1, 1986, the City implemented a two-year budget cycle. The two-year budget process requires that each department submit two one-year expenditure plans
and revenue estimates to the City Council for approval.

Only the first of the two years’ budget will be adopted. In each alternate year, City staff makes recommendations to the City Council for amending the second-year plan. In any budget cycle, to remain adaptable to changing economic
and/or operational conditions, the City may choose to
develop one-year instead of two-year budget plans.

The Department Heads are responsible for containing
expenditures within their budgeted appropriations as
approved by the City Council. Subsequent to the adoption of the budget, all additional changes to the budget require City Council approval.

Activities of the General Fund, Special Revenue Funds,
Debt Service Funds, Proprietary, and Capital Funds are
included in the annual budget. The level of budgetary
control is the department within each fund.
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Budget Preparation Timeline
July Through September
• Departments report out on performance and workload
indicators from the previous fiscal year.
• Encumbrances and capital project carryovers are
incorporated into department budgets and long-term
financial plans of each applicable fund.
• Preliminary financial results from the previous fiscal year are reported to Council.
• Initial scoping meetings are held between Department
Heads and the City Manager to discuss any significant
changes to the departmental operating or capital
budget that will be proposed for the upcoming cycle.

October Through December
• Schedule for the development of the following
fiscal year’s budget is established and distributed to
departments.
• Final financial results from the previous fiscal year, in the form of the Comprehensive Annual Financial
Report, are presented to Council.
• Development of internal service charges and cost
allocations begins.
• Budget direction and guidance are provided to
departments.

Like any large, complex organization, the process to develop and produce the budget is continuous throughout the fiscal year, which runs from July 1 to June 30. The major activities and milestones are as follows:

January Through March
• City Council holds its annual goal setting session to identify budget priorities.
• Annual mid-year financial report is delivered to
Council.
• Departmental operating and/or capital budget
requests are received and evaluated by Finance and
the City Manager’s Office.
• Revenue projections for major General Fund tax
revenues are finalized.

April Through June
• City Council approves Master Fee Schedule during a
public hearing.
• Long-term financial plans for applicable funds are
finalized.
• Study session is held with Council to introduce
major components of the budget and receive final
feedback and guidance prior to the delivery of the
recommended budget.
• City Council holds two public hearings on the
recommended budget.
• Final budget adopted by the City Council.
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Budget Preparation Process
2025-26 Budget Development Process
The City is on a two-year budget cycle, and it alternates its budget preparation focus between the operating budget and the capital budget. For the development of the 2025-26 budget, the focus was on the capital budget. The final service level set for 2024-25 was maintained for the 2025-26 budget. As such, updates to the 2025-26 operating budget primarily focused on adjusting salary and benefits amounts to accommodate changes in costs, as well as updating General Fund revenues to reflect revised projections.

The development of the 2025-26 budget began in the second half of calendar year 2024, as the Capital Improvement Program (CIP) Committee convened to scope out the plan for collecting, evaluating, and funding the projects included in the 5-year CIP. This committee consists of the City Manager, Assistant City Manager, Finance Director, Public Works Director, and Parks and Recreation Director. The collection phase of the process consisted of evaluating the status of the currently budgeted projects in the 5-year CIP, inventorying all existing unfunded projects, and identifying any new capital requests. Once that was completed, the departments, primarily Public Works and Parks and Recreation, updated cost estimates for all existing projects, funded and unfunded, and established initial estimates for new capital projects. The CIP Committee then developed an initial list of priority projects for funding, which predominantly consisted of existing projects that had been previously slated for funding. In parallel, staff from Finance, Public Works, and Parks and Recreation updated revenue estimated from the various project funding sources to determine the overall capacity to fund priority projects. The CIP Committee utilized this information to then make final funding decisions on projects for the 2025-30 5-year CIP. This process concluded in mid-March, and once the final determinations were made on funded and unfunded projects, staff began the process of updating project charters and project financials for inclusion into the budget document.

In mid-April, staff presented City Council with a preview of the recommended budget which primarily focused on General Fund revenues. Staff incorporated Council feedback and finalized numbers for the 2025-26 budget, which included fiveand ten-year financial plans for each of the applicable funds. Attention then turned towards the design and creation of the budget document. The proposed 2025-26 budget document was delivered at the first City Council meeting in June and public hearings were held adopted the final budget adopted before June 30. 25 769 of 1111
GFOA Financial Reporting Award
Government Finance Officers Association
Certificate of
Achievement
for Excellence
in Financial
Reporting
Presented to
City of San Mateo
California
For its Annual Comprehensive
Financial Report
For the Fiscal Year Ended
June 30, 2023
Executive Director/CEO
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PRESENTED TO
City of San Mateo
California
For the Fiscal Year Beginning
July 01, 2024
Executive Director

GOVERNMENT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
Award
GFOA Budget Award
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CSMFO Budget Award
California Society of Municipal
Finance Officers
Certificate of Award
Operating Budget Excellence Award
Fiscal Year 2024-2025
Presented to the
City of San Mateo
For meeting the criteria established to achieve a CSMFO Award in Budgeting.

February 7, 2025
Ernie Reyna James Russell-Field, Chair Dedicated to Excellence in Municipal Financial Reporting 2024 CSMFO President Recognition Committee 28 772 of 1111
Budget Overview
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Citywide Sources of Funding

CATEGORY
2024-25

ADJUSTED
BUDGET
2025-26

PROPOSED
BUDGET
Property Tax $ 85,340,000 $ 90,822,000
Sales Tax 34,201,512 32,312,001
Property Transfer Tax 8,000,000 8,600,000
Transient Occupancy Tax 4,700,000 4,746,000
Business License Tax 7,750,000 8,000,000
Franchises 3,350,000 3,430,000
Bond and Loan Proceeds 975,000 549,473
Building and Other Permits 12,439,000 7,665,450
Capital Contribution 6,282,972 4,114,550
Charges for Services 104,472,338 108,287,708
Department In Lieu Payments 6,720,000 6,870,896
Fines, Forfeitures, and Penalties 2,113,000 2,113,000
Impact Fees 2,728,197 8,679,708
Intergovernmental 23,503,181 15,300,281
Investment Income 8,326,950 12,162,446
Special Assessments 4,103,000 4,062,000
Other 1,972,194 3,030,312
Total Citywide Sources of Funding $ 316,977,344 $ 320,745,825 *Fees and Charges include charges for services; fines, forfeitures, and penalties; franchises; impact fees; special assessments. **Tax Revenues include property tax, sales tax, property transfer tax, transient occupancy tax, business license tax. 2% 1%
2%
40%
4% 5%
45%
1%

CITYWIDE SOURCES OF FUNDING
2025-26 ($320.8 MILLION)
Building and Other Permits
Capital Contribution
Department In Lieu Payments
Fees and Charges
Intergovernmental
Investment Income
Tax Revenues
Other
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Citywide Sources of Funding
FUND
2023-24

ADJUSTED
BUDGET
2024-25

ADJUSTED
BUDGET
2025-26

PROPOSED
BUDGET
General Funds
General $ 140,389,551 $ 148,964,931 $ 154,028,761
Measure S Tracking 7,314,000 7,300,000 7,100,000
Downtown Services 2,362,966 4,251,000 4,251,000
Recreation Services 3,571,224 4,233,057 4,801,000
Golf 3,240,250 3,473,500 3,343,500
General Funds Total $ 156,877,991 $ 168,222,488 $ 173,524,261 Special Revenue Funds
Police Grants and Safety $ 569,539 $ 1,747,137 $ 1,202,000 Solid Waste 3,432,160 4,004,609 3,738,000
HOME 15,000 15,000 15,000
Community Development Block Grant 704,000 740,000 740,000 Advance Planning 1,842,000 2,044,760 2,050,000
Construction Services 8,820,100 9,241,100 9,467,550
Gas Tax 3,030,448 3,051,959 3,089,188
City Housing 34,000 66,000 66,000
Low and Moderate Income Housing Asset 287,000 289,190 291,446 Parks and Recreation Revenue 10,967,136 237,000 4,692,000 Traffic Impact Fee 2,537,482 2,428,197 1,349,708
Commercial Linkage Fee 125,000 5,000,000 2,550,000
Road Maintenance and Rehabilitation Account (RMRA) 2,631,190 2,884,904 3,063,176 Permanent Local Housing Allocation 500,000 300,000 224,653 Landfill 655,000 680,000 680,000
Special Revenue Funds Total $ 36,150,055 $ 32,729,856 $ 33,218,721 Debt Service Funds
General Obligation Bonds $ 2,148,050 $ 1,460,000 $ 1,590,000 2% Hotel Tax 1,000,000 700,000 748,000
Debt Service Funds Total $ 3,148,050 $ 2,160,000 $ 2,338,000 Capital Programs Funds
Capital Projects $ 12,764,825 $ 17,201,533 $ 10,958,293 d Capital Programs Funds Total $ 12,764,825 $ 17,201,533 $ 10,958,293 Enterprise Funds
Storm $ - $ 4,050,000 $ 4,216,000
Sewer 86,246,900 91,895,466 95,720,550
Enterprise Funds Total $ 86,246,900 $ 95,945,466 $ 99,936,550 Internal Service Funds*
Vehicle and Equipment Replacement $ 2,190,909 $ 2,161,585 $ 2,208,896 Fleet and Building Maintenance 5,852,465 5,778,693 6,140,490 Benefits 44,802,199 47,921,301 51,055,072
Dental 785,000 756,000 779,000
Workers’ Compensation 4,110,000 4,699,000 2,900,000
Comprehensive Liability 2,825,000 3,700,000 5,200,000
Internal Service Funds Total $ 60,565,573 $ 65,016,579 $ 68,283,459 Total City Operating Budget $ 295,187,821 $ 316,977,344 $ 320,745,825 *For Internal Service Funds, only investment income in included in the Total Citywide Sources of Funding. 31 775 of 1111
Citywide Operating Budget
2024-25

ADJUSTED
BUDGET
2025-26

PROPOSED
BUDGET
City Attorney $ 1,671,143 $ 1,758,600
City Clerk 1,153,719 1,097,892
City Council 456,520 563,805
City Manager 3,403,190 3,709,851
Community Development 17,046,225 17,645,171
Finance 4,503,342 4,557,625
Human Resources 2,593,709 2,905,669
Information Technology 5,198,308 5,379,838
Library 9,811,801 10,024,450
Parks and Recreation 22,592,600 23,519,690
Police 65,267,789 68,085,027
Public Works 52,530,283 53,347,931
SMC Fire Contribution 28,747,664 31,047,477
SMC Fire Legacy Costs 7,348,287 7,714,056
San Mateo Consolidated Fire Department Contribution and Fire Legacy Costs 36,095,951 38,761,533 Non-Departmental 33,520,867 40,617,834
$ 255,845,447 $ 271,974,917
*Department totals shown in millions
* Citywide Administration includes these departments: City Attorney, City Clerk, City Council, City Manager, Finance, Human Resources and IT.

DEPARTMENT
Totals do not include internal services.

San Mateo Consolidated Fire Department Contribution
and Fire Legacy Costs
Citywide Administration*
Community Development
Library
Public Works
Non-Departmental $40.6
$38.8
$53.3
$68.1
$23.5
$10.0
$17.6
$20.0
0% 5% 10% 15% 20% 25% 30%

CITYWIDE OPERATIONS BY DEPARTMENT
2025-26 ($272.0 MILLION)
Parks and Recreation
Police
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Citywide Operating Budget
2024-25

ADJUSTED
BUDGET
2025-26

PROPOSED
BUDGET
Salaries and Wages $ 77,305,816 $ 76,773,678
Benefits 47,481,649 49,313,916
Operating 94,962,031 107,125,790
San Mateo Consolidated Fire Department Contribution and Fire Legacy Costs 36,095,951 38,761,533 Total City Operating Budget $ 255,845,447 $ 271,974,917

CATEGORY
Totals do not include internal services.
28%
18%
39%
14%

CITYWIDE OPERATIONS BY CATEGORY
2025-26 ($272.0 MILLION)
Salaries and Wages
Benefits
Operating
San Mateo Consolidated Fire
Department Contribution and
Fire Legacy Costs
33 777 of 1111
Citywide Operating Budget
FUND
2024-25

ADJUSTED
BUDGET
2025-26

PROPOSED
BUDGET
General Funds
General $ 148,694,170 $ 154,447,500
Measure S Tracking 2,334,601 2,161,116
Measure CC Tracking - 200,000
Housing Set-Aside 583,499 86,237
Downtown Services 4,538,937 4,496,506
Recreation Services 9,738,915 10,241,361
Golf 3,464,503 3,747,764
General Funds Total $ 169,354,626 $ 175,380,484
Special Revenue Funds
Police Grants and Safety $ 1,732,239 $ 1,610,043
Solid Waste 3,711,768 4,858,292
HOME 10,000 10,000
Community Development Block Grant 504,175 488,356
Advance Planning 1,901,347 2,357,167
Construction Services 13,996,787 14,507,442
City Housing 228,500 253,500
Low and Moderate Income Housing Asset 146,311 368,428
Parks and Recreation Revenue 17,726 18,258
Commercial Linkage Fee 5,338 40,498
Permanent Local Housing Allocation 309,303 224,653
Landfill 107,814 101,193
Special Revenue Funds Total $ 22,671,308 $ 24,837,830
Debt Service Funds
Street and Flood Control Projects Bond $ 2,693,045 $ 2,697,954 General Obligation Bonds 2,124,106 2,135,229
2% Hotel Tax 1,079,144 997,768
Debt Service Funds Total $ 5,896,295 $ 5,830,951
Enterprise Funds
Storm $ - $ 1,324,410
Sewer 57,923,218 64,601,242
Enterprise Funds Total $ 57,923,218 $ 65,925,652
Total City Operating Budget $ 255,845,447 $ 271,974,917 Internal Service Funds*
Vehicle and Equipment Replacement $ 10,600,790 $ 11,819,511 Fleet and Building Maintenance 6,183,665 6,245,353
Benefits 47,672,604 50,793,636
Dental 823,000 855,000
Workers’ Compensation 4,412,299 4,470,554
Comprehensive Liability 4,037,792 5,184,430
Internal Service Funds Total $ 73,730,151 $ 79,368,485
* Informational figures only. Not included in totals since they are already included in departmental budgets. 34 778 of 1111
Capital Improvement Projects (CIP) Budget