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: 8 Section Name: NEW BUSINESS Account Number: 10-1511 File ID: 25-10740 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: December 15, 2025
SUBJECT:
City Council Special Meeting Start Time — Direction
RECOMMENDATION:
Provide direction regarding the preferred start time for City Council special meetings.
BACKGROUND:
The City Council conducts its official business through regular and special meetings, as established by the City Charter, State law, and the Council’s Rules and Procedures. Section 2.09 of the Charter provides that regular meetings are held on the first and third Monday of each month and may not begin earlier than 6:30 p.m., unless adjourned to a specific date and time. In practice, Regular City Council Meetings typically begin at 7:00 p.m.
Special meetings, authorized under Charter Section 2.11 and State law, may be scheduled outside of the regular meeting calendar and may be called by the Mayor or City Council with at least 24 hours’ notice, compared to the 72-hour notice requirement for regular meetings. The Council commonly holds special meetings immediately before regular meetings to allow time for focused discussion. These special meetings are often held as study sessions or closed sessions. Study sessions provide additional time for complex or high-priority matters where staff seeks policy direction rather than formal action. Although no votes are taken, study sessions serve as a key forum for the Council to ask questions, explore policy options, and give direction that guides subsequent staff work.
The City Council also holds special meetings for other purposes, such as advisory body interviews, goal setting workshops, public employee evaluations, and other non-routine matters. For the purposes of this report, the direction being requested is limited to special meetings scheduled in conjunction with Regular City Council Meetings.
Staff reviewed the start times for City Council special meetings over the past three years to identify patterns in scheduling and meeting duration. Special meetings typically include closed session items, study sessions, or other time-sensitive discussions held prior to the regular meeting.
2025:
A total of 19 special meetings began at 5:30 p.m., while four (4) began at 6:00 p.m. or 6:30 p.m.
Meetings held after 6:00 p.m. were generally short in duration and included only closed session items and/or one brief study session.
2024:
A total of 11 special meetings began at 5:30 p.m., eight (8) began at 5:00 p.m., and one (1) began at 6:00 p.m.
Meetings scheduled at 5:00 p.m. typically included closed session items and/or longer study sessions that required additional time.
CITY OF SAN MATEO
2023:
A total of 17 special meetings began at 5:30 p.m., one (1) began at 5:00 p.m. due to a larger number of items, and seven (7) began at 6:00 p.m.
The meetings held at 6:00 p.m. primarily consisted of closed session items or short informational updates. This review shows that earlier start times (5:00-5:30 p.m.) have historically been used when the agenda includes multiple or lengthy items, while later start times (6:00 p.m. or later) have been used when only brief or limited discussion items are anticipated.
Direction Requested:
Staff is seeking Council’s direction on:
1. Whether to continue the current flexible approach to special meeting start times or establish a standard start time going forward.
2. If a standard start time is preferred, what time should be designated for special meetings (including study sessions).
BUDGET IMPACT:
There is no budget impact from this administrative item ENVIRONMENTAL DETERMINATION:
This administrative 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
None
STAFF CONTACT
Chantal Eaton, Deputy City Clerk
[email protected]
(650) 522-7044