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: 7 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 25-10252 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: August 18, 2025
SUBJECT:
City Council and Boards and Commissions Rules and Procedures — Updates 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.
BACKGROUND:
The City Council Rules and Procedures were first adopted in 2015 to guide how Council conducts business. The document has been updated over time to reflect changes in law, best practices, and Council feedback.
On July 28, 2025, Council reviewed and provided direction on proposed updates to various sections of the Rules and Procedures. These updates aim to improve clarity, efficiency, transparency, and fairness in City processes. This direction is also applied, where relevant, within the Boards and Commissions version of the Rules and Procedures.
Summary of Amendments:
1. Council Duties and Event Attendance (Chapter 3):
Clarifies how Council Members are selected to attend events when attendance must be limited (e.g., due to Brown Act rules). Priority goes to: (1) the Mayor or Deputy Mayor (in the absence of the Mayor) and (2) to the liaison most closely connected to the event, or (as amended by Council) the Council Member elected by district where the event is most directly impacted.
2. Public Participation (Chapter 7):
Presentation Materials: Requires advance submission of videos or other materials shown during public comment, with a deadline and review process to ensure proper function and relevance. Organized Presentations: Clarifies that all speakers listed in a group presentation must be present (in-person or virtually) at the meeting.
3. Agenda Order (Chapter 8):
Allows the City Manager (or Staff Liaison for Boards and Commissions) to adjust the order of items (e.g., moving high- interest items earlier) when publishing the agenda, with Council still able to adjust during meetings.
4. Council Travel & Training Budgets (Chapter 9):
Establishes equal budget allocations for each Council Member to ensure fair access to professional development, and adds clearer cost control measures.
CITY OF SAN MATEO
5. Legislative Committee (Chapter 11):
Outlines the creation and use of a formal Legislative Platform, with the Legislative Committee in an advisory role. Clarifies that only Council Members and the City Manager may bring items forward, and that individual Council Members may still state personal positions.
Implementation:
If approved, changes will be communicated publicly at meetings, posted online and in meeting locations, and included in agenda notifications.
BUDGET IMPACT:
There is no budgetary impact associated with this administrative action.
ENVIRONMENTAL DETERMINATION:
This administrative action 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 and Procedures – Clean
Att 2 – City Council Rules and Procedures – Tracked Changes Att 3 – Boards and Commissions Rules and Procedures – Clean Att 4 – Boards and Commissions Rules and Procedures – Tracked Changes
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044