July 28, 2025
City Council Rules and
Procedures - Updates
OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
OVERVIEW:
• July 20, 2015: City Council adopted “Guidelines”, now known as “Rules and Procedures”, to supersede previously adopted resolutions to serve as a reference tool for the Council in conducting its business. • Amendments: Over the past decade, the “Guidelines” have been amended to reflect changes in state/federal law, and in response to Council, staff and public experiences.
• Process: Over the past year, staff has noted areas within the Rules and Procedures where clarifications or further direction is needed. • Next Steps: 1. The Council may provide direction on staff’s proposed amendments, if approved these will return for final adoption at a subsequent meeting.
2. The Council may direct staff to research additional potential amendments for future discussion.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
DUTIES & EVENTS – CHAPTER 3
Event Attendance Framework
• Staff recommends clarifying attendance
protocols for events with Brown Act
limitations.
• Where Brown Act considerations limit
Council attendance to two attendees,
priority should be given to:
1. The Mayor (or Deputy Mayor, if the
Mayor is unavailable);
2. The Council liaison to the most relevant
board, commission, or policy area
This framework:
• Provides staff with guidance to ensure
equitable participation.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
PUBLIC PARTICIPATION – CHAPTER 7
Proposed Changes:
1. Standardized Presentation Materials Policy:
Including:
• Submission deadlines for review (1 Business
Day).
• Equal application to individual speakers and
groups.
• Presentations limited to allotted speaking time.
2. Organized Presentation Qualification:
• To meet the intent behind organized
presentations, to qualify for an organized
presentation, requesters must be present at
the meeting at the time of the request.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
MEETING AGENDAS – CHAPTER 8
Current Practice:
• Agendas follow a set order (Public
Hearings, Old Business, New Business).
• In practice, some Old/New Business Items
have drawn greater public interest.
• At staff’s request, Council has reordered
items during the meetings.
Proposed Change:
• City Manager may adjust order before the
agenda is published, based on anticipated
public interest/practical considerations.
• City Council retains authority to reorder
items during the meeting.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
COST CONTROL – CHAPTER 9
Current Practice:
• Council Members may incur pre-authorized
expenses for events/seminars.
• Non-listed expenses require full Council
approval.
• City Clerk’s Office coordinates registration,
travel, and lodging.
Proposed Change:
• Equal individual allocations for each
Council Member.
• Modeled after best practices (e.g. City of
Mountain View)
• Tracking mechanisms for expenditures.
• Allocations tied to annual budget adoption.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
LEGISLATIVE – CHAPTER 12
Background:
• Legislative Briefing presented on May 19, 2025
• Need for a formal process to develop and maintain a legislative platform Proposed Process:
• Legislative Committee serves in an advisory role
• Council approval required for adoption or changes
• Platform enables timely responses to urgent or high-impact legislation that are substantially aligned with a Council-adopted legislative platform without seeking Council or Legislative Committee approval.
Additional Amendments:
• To reflect current practice, the ability to bring items to the Legislative Committee is updated to include just City Council and City Manager; advisory bodies do not perform this function.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
BOARDS & COMMISSIONS APPOINTMENT PROCESS – CHAPTER 13
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
• Staff is not currently proposing change to existing language but wishes to offer opportunity for discussion/clarification.
Current Language:
“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.
2025 Experience and Lessons Learned:
• Council direction: No automatic reappointments – all eligible members reapply/interview. • Appointment subcommittee intended as two-member bodies; others can opt-in. • If Council majority participates, under state law interviews become a full Council meeting, requiring additional staff and Council resources.
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OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
BOARDS & COMMISSIONS APPOINTMENT PROCESS – CHAPTER 13
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
Current Reappointment Process:
Step 1. City Clerk contacts members who are eligible to serve another term to determine interest.
Step 2. When appointment subcommittees are established for annual recruitment cycle, Council may provide direction on vacancies where automatic reappointment is necessary, and which require reinterview.
Step 3. Appointment Subcommittees (two or more Council Members) interview all eligible applicants, form recommendations, full Council considers recommendations on consent agenda at subsequent meeting.
Step 4. Selected applicant is sworn into office by the City Clerk 9 of 10
OVERVIEW
DUTIES & EVENTS
PUBLIC
PARTICIPATION
MEETING
AGENDAS
COST CONTROL
LEGISLATIVE
COMMITTEE
OVERVIEW:
Next Steps:
1. Staff is requesting Council direction on the following proposed amendments:
a. Council Member event attendance framework
b. Presentation materials/organized presentation policy c. Authorizing City Manger to adjust agenda order
d. Cost Control Policy for individual council members
e. Legislative Committee amendments to enable legislative platform If approved these will return for final adoption at a subsequent meeting (August 18).
2. The Council may direct staff to research additional potential amendments for future discussion.
BOARDS &
COMMISSIONS
APPOINTMENT
PROCESS
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