CITY OF SAN MATEO
City Council Special Meeting
October 19, 2026
6:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street
COUNCIL MEMBERS
Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash
Robert Newsom Jr.
AGENDA
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.
PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTELY.
SEE END OF AGENDA FOR OPTIONS AND INSTRUCTIONS ON HOW TO PARTICIPATE IN THE MEETING.
To join via Zoom – click here: October 19, 2026
To join via telephone: (408) 638-0968
Webinar ID: 815 9543 0590 No Passcode Required
CALL TO ORDER
Roll Call
CLOSED SESSION
The public will have an opportunity to comment before the consideration of this item. Following the meeting a report of action from Closed Session will be provided if required.
1. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Aracelia Esparza, Gizelle Huynh, Abby Veeser, and Stacey Cue- IEDA Consultant Employee organization: San Mateo Police Officers’ Association (SMPOA)
STUDY SESSION
The public will have an opportunity to comment during the consideration of this item.
2. City Council Rules and Procedures – Updates
Review and provide direction on proposed amendments to the City Council Rules and Procedures for subsequent consideration and adoption at a future City Council meeting.
CEQA: The proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(5), as it involves organizational and administrative activities of government that will not result in direct or indirect physical changes to the environment.
ADJOURNMENT
----------------------------------------------------------------------------------------------------------------------------- AGENDAS: Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at www.cityofsanmateo.org . Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.
WATCHING A MEETING ON TV: City Council meetings are broadcast live on Comcast/channel 27, Astound/channel 26, or AT&T/channel 99. 1 of 107
For transmission problems during the broadcast, please call (650) 522-7099. For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.
WATCHING A MEETING ON A COMPUTER: There are three ways to stream. 1) Public Meeting Portal www.cityofsanmateo.org/publicmeetings 2) City YouTube channel and stream it on YouTube: http://youtube.com/CityofSanMateo 3) Watch TV live stream: https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream
PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
Send comments to: [email protected] until 4 p.m. the day of the meeting.
During the meeting
By Zoom: Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default. When the item of interest is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.
By telephone: Call (408) 638-0968 and enter the conference ID found at the top of the meeting agenda. When the item of interest is open for consideration, select *9 to raise your hand. When called upon, press *6 to unmute, state your name and provide your comments.
In Person: At the meeting complete a “Request to Speak” form. Organized Group and Presentations: Up to five (5) minutes for a group presentation, with as many speakers as can be accommodated within that time allowance. To qualify for a group presentation, all individuals associated with the presentation must be clearly identified and confirmed as in attendance at the meeting. Presentation materials must be submitted to [email protected] one (1) business day in advance of the meeting.
Presentations: PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs: Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
ACCESSIBILITY: In compliance with the Americans with Disabilities Act and to ensure meaningful access for all participants, including those with limited English proficiency, individuals requiring special accommodation or language assistance to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected]. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish to English or English to Spanish, please contact the City Clerk Department at (650) 522-7040 or by email at [email protected]. Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL: Si necesita interpretación del inglés al español o del español al inglés para sus comunicaciones al Concejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (650) 522-7040 o por correo electrónico a [email protected]. Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios. 2 of 107
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: 2 Section Name: STUDY SESSION Account Number: 10-1511 File ID: 26-12738 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: October 19, 2026
SUBJECT:
City Council Rules and Procedures – Updates
RECOMMENDATION:
Review and provide direction on proposed amendments to the City Council Rules and Procedures for subsequent consideration and adoption at a future City Council meeting.
BACKGROUND:
In August 2015, the City Council adopted what is now known as the *City Council Rules and Procedures* to establish a comprehensive framework governing the conduct of Council business and provide clear guidance to Councilmembers, City staff, and the public. The original document consolidated several previously adopted, stand-alone resolutions into a single, cohesive set of procedures.
Since its initial adoption, the Rules and Procedures have been amended each year to reflect changes in applicable law, evolving administrative processes, and best practices in local governance. These amendments have also addressed lessons learned through practical application, including unintended consequences of existing provisions, as well as concerns raised by the public regarding local governance matters.
In addition to the most recent amendments, staff has identified several provisions warranting further Council consideration. The proposed revisions are intended to enhance clarity, address procedural gaps, and ensure the Rules and Procedures continue to support the effective and transparent conduct of Council business. The following sections outline these proposed changes and identify areas where additional Council direction is requested.
Summary of Potential Amendments:
1. Technology Disruptions During City Council Meetings (Chapter 7) The proposed amendments establish procedures for responding to technology disruptions that affect remote public access to City Council meetings. The revisions incorporate the City's adopted Technology Disruption Policy and clarify that the City Council shall respond to disruptions in accordance with the Ralph M. Brown Act and applicable City policy.
The amendments also remove the existing provision addressing meeting adjournments due to power or internet outages, replacing it with a broader framework that accommodates different types of technology disruptions and provides flexibility to recess, reconvene, continue, or adjourn meetings as permitted by law.
2. Public Participation and Speaking Time (Chapter 7)
The proposed amendments clarify the administration of public comment periods and the application of established speaking time limits. The revisions affirm that public comment time limits are determined by the number of speakers, 3 of 107
CITY OF SAN MATEO
unless otherwise adjusted by the Mayor with Council concurrence.
Additional clarification is proposed for organized group presentations. Under the revised provisions, all individuals participating in a group presentation must be clearly identified and confirmed as attending the meeting. Individuals attending in person must also assemble together at the front of the dais for the duration of the presentation.
These changes are intended to promote fairness and consistency in the administration of public comment by providing greater transparency regarding group participation and helping prevent individuals from receiving additional speaking time by participating both as individual speakers and as members of an organized group on the same agenda item.
The amendments also update terminology relating to remote participation to better reflect the City's meeting practices.
3. Council Liaison and Representative Assignments (Chapter 12) The proposed amendments substantially revise Chapter 12 to establish a more structured, transparent, and equitable process for assigning City Council Members to internal committees, regional governmental bodies, and community organizations.
The revised chapter establishes two categories of assignments: Governance and Legislative Body Assignments, which generally involve representation on governmental or intergovernmental bodies; and Community and Ceremonial Assignments, which primarily involve relationship-building, civic engagement, and representational responsibilities.
The amendments formalize the annual appointment process following City Council reorganization. Under the proposed procedures, emerging from the City Council ad hoc committee consisting of Mayor Adam Loraine and Council Member Danielle Cwirko-Godycki, Council Members will submit their assignment preferences to the City Clerk, who will compile the information for the Mayor's consideration. In developing recommended appointments, the Mayor and Deputy Mayor will consider Council Member preferences, experience, continuity, workload, succession planning, and equitable distribution of responsibilities. Final appointments will remain subject to City Council consideration and approval at a public meeting.
The revised chapter also clarifies assignments traditionally associated with the Mayor and Deputy Mayor, establishes expectations for Council Members serving as liaisons to City boards and commissions, and strengthens procedures for alternate representatives and continuity planning.
To balance institutional knowledge with opportunities for broader Council Member participation, the proposed amendments establish a general expectation that primary representatives to Governance and Legislative Body Assignments serve no more than two consecutive years in the same assignment, unless continued service is approved by the City Council. The revisions also encourage periodic rotation of Community and Ceremonial Assignments.
Additional provisions address midyear vacancies, succession planning, and representation on the Council of Cities City Selection Committee. Collectively, these amendments are intended to promote a more consistent and equitable distribution of assignments while preserving continuity of representation and the City Council's discretion over appointments.
Council Priorities and Strategic Planning (Chapter 6)
During the City Council's Strategic Plan process, the Council provided direction to staff to incorporate language into the Rules and Procedures reinforcing alignment with established Council priorities. The proposed amendment recognizes that staff resources are allocated to advance priorities established through the annual Blue Sky process and that introducing additional priorities outside of this process may affect the City's ability to deliver on existing commitments.
The amendment establishes an expectation that new priorities be considered through the annual Blue Sky process, while preserving flexibility to address extraordinary circumstances requiring more immediate Council consideration. 4 of 107
CITY OF SAN MATEO
BUDGET IMPACT:
There is no budgetary impact associated with this study session.
ENVIRONMENTAL DETERMINATION:
The proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(5), as it involves organizational and administrative activities of government that will not result in direct or indirect physical changes to the environment.
STRATEGIC PLAN ALIGNMENT
This staff report supports the Organizational Health and Good Governance initiative.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – City Council Rules and Procedures – Proposed Amendments Att 2 – City Council Rules and Procedures – Current Version
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7042
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City Council Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Last Amended by Council action on
August 18, 2025
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San Mateo City Council Rules & Procedures Revision 8/18/2025 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....................................................................................................21 Chapter 9. Financial Matters....................................................................................................24 Chapter 10. Communication ......................................................................................................29 Chapter 11. Legislative...............................................................................................................34 Chapter 12. Council Liaison Roles ..............................................................................................38 Chapter 13. Boards and Commissions........................................................................................45 Chapter 14. References..............................................................................................................48 7 of 107
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San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 5 Chapter 3. Key Governance Principles
In 2022, the City conducted its first by-district election for City Council members. Districts 1, 3, and 5 held district elections in November 2022 and Districts 2 and 4 held 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.
A. When Council Member attendance at events is limited due to Brown Act considerations, priority for attendance should align with (1) the Mayor, or Deputy Mayor if the Mayor is unavailable, and (2) the Council liaison most closely associated with the relevant board, commission, or policy area or the Council 13 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 6 Member elected by the district most directly impacted by the subject of the meeting.
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 Council members.
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. 14 of 107
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San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 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. 19 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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. 20 of 107
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San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 posts 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.
R. Maintain alignment with established Council priorities and the staff resources committed to their implementation. New priorities should be considered through the annual Blue Sky strategic planning process, except under extraordinary circumstances requiring more immediate Council consideration.
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. 23 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 14 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 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 Revision 8/18/2025 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 25 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 16 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 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.
E.F. Technology Disruptions: In the event of a disruption to telephonic, internet, or other technology used to provide remote public access to an open and public meeting, the City Council shall recess or otherwise respond to the disruption in accordance with the requirements of the Ralph M. Brown Act and the City’s adopted Technology Disruption Policy, as may be amended from time to time. The City Council may reconvene, continue, or adjourn the meeting as permitted by applicable law and the Technology Disruption Policy.
F. Adjourned Meetings due to Power Outages. In the event that the location of a City Council meeting 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
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San Mateo City Council Rules & Procedures Revision 8/18/2025 17 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 remotelywhen 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 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, adjust limit the amount of time allotted to speakers when needed, as an exception to the time limits established in subsection Eper the following time limits.
E. Unless otherwise adjusted pursuant to subsection D, Generally, time limits for public comment are dependentshall be dependent on the number of speakers:
1. Individual Speakers:
• between 1 -10: 3 minutes
• between 11-20: 2 minutes
• over 21 and above speakers: 1 minute
2. Organized group (in lieu of individual speakers of the group) – up to five (5) minutes for a group presentation, with as many speakers as can be accommodated within that time allowance. To qualify for a group presentation, all individuals associated with the presentation must be clearly identified, and confirmed as in attendance at the meeting, those attending in person must assemble together at the front of the dais for the duration of the presentation..
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. 27 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 18 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. Presentation Materials – Videos, slide shows, and other visual materials may be used during public comment or group presentations, provided they do not exceed the allotted speaking time. Any content still in progress when the time expires will be stopped. All presentation materials must be submitted for review—both for technical compatibility and relevance to subject matter or city business—no later than one (1) business day before the meeting.
H. 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
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 (if not the Appellant) – 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) 28 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 19 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, the Council will determine with a majority vote whether to continue with an item or if they will take up any remaining unheard items.
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 section 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. 29 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 20 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. 30 of 107
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San Mateo City Council Rules & Procedures Revision 8/18/2025 21 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, except where the City Manager determines that a different order is appropriate under the circumstances.
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. 32 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 22 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. Council Members should notify the City Manager in advance if they intend to make such a request. 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 Revision 8/18/2025 23 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. 34 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 23 35 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 24 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 Revision 8/18/2025 25 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.
Each Council Member will have equal access to an annual budget for events, trainings, and conferences. Once a Council Member’s individual allocation has been fully used, additional funds may only be granted with approval from the City Council. Funds may not be transferred between Council Members. The City Clerk’s Office will monitor and track individual Council Member expenditures to ensure compliance with this policy.
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
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San Mateo City Council Rules & Procedures Revision 8/18/2025 26 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
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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 27 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 Council member 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 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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 28 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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San Mateo City Council Rules & Procedures Revision 8/18/2025 28 41 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 29 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 42 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 30 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 Revision 8/18/2025 31 1. Prohibited Uses: Council Members shall not use social media to discuss City business among themselves in a manner prohibited by the Brown Act. A Council Member shall not respond directly to another Council Member’s social media communication concerning City business, including by commenting, replying, reacting, or otherwise engaging with the communication.
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
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San Mateo City Council Rules & Procedures Revision 8/18/2025 32 A. 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.
B. To be included in the Dais packet, communication may be received up until 4:00 pm the day of the scheduled meeting.
C. 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.
D. 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.
E. 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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 33 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”
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 Revision 8/18/2025 33 47 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 34 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 evaluate and if needed make proposed modifications to the City’s legislative platform; and shall meet when necessary to develop recommendations for the City’s position on legislative matters. Proposed amendments to the City’s legislative platform shall require Council approval before adoption.
D. 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.
E. In accordance with the City Council approved legislative platform, City staff will be responsible to work in coordination with the Legislative Committee, staff will be responsible for coordinating with the Legislative Committee and relevant City departments, and may also engage external legislative support as appropriate to:
I. Continuously review and evaluate legislative proposals for alignment with the City Council’s adopted legislative platform.
II. Make recommendations on appropriate advocacy positions, such as support, oppose, oppose unless amended, neutral, watch, and sponsor/co-sponsor, which are consistent with the adopted legislative platform.
III. Draft advocacy letters consisted consistent with the adopted legislative platform.
IV. Engage with appropriate State and Federal officials on legislation in which the City has taken an advocacy position.
F. Pending legislation for consideration by the Legislative Committee can be submitted to the Committee by a Council Member, or the City Manager.
G. If an advocacy position is substantially aligned with the City Council’s adopted legislative platform, or where there are extenuatinged circumstances related to 48 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 35 time-sensitive legislative deadlines, or developments potentially leading to significantly determinantal detrimental impacts to the City’s finances, responsibilities, legal authority, discretion, or operations, the City Manager is authorized to request that the Mayor, or in the absence of the Mayor, the Deputy Mayor, sign advocacy letters on legislation of interest without taking the item to the Legislative Committee or City Council for approval. In such cases, a copy of the correspondence shall be provided to the full City Council and a brief report of action taken will be provided under Reports and Announcements at the next City Council meeting.
H. This policy is not intended to limit the prerogative of individual Councilmembers from expressing their individual support for or opposition to any Local measure, or State proposition, State or Federal legislation. However, in doing so, the member shall clearly state that they are speaking for themselves, not on behalf of the Council body or the City collectively (see Chapter 10, sub-section section 11).
When acting in individual capacity, Councilmembers shall do so in accordance with other City Council policies.
I. 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:
I. 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.
II. 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.
III. Proclamations
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San Mateo City Council Rules & Procedures Revision 8/18/2025 36 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
I. 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.
II. 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.
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 Revision 8/18/2025 38 Chapter 12. Council Liaison Roles
1. Purpose and Responsibilities
City Council liaison and representative assignments provide opportunities for Council Members to represent the City's interests, maintain relationships with regional and community organizations, and facilitate communication between the City Council and the bodies to which they are assigned. Council Members serving in these roles shall act in accordance with applicable laws, the responsibilities of their respective assignments, and the policies and direction established by the City Council.
2. Categories of Assignments
For the purposes of the annual appointment process, liaison and representative assignments shall be classified into the following categories:
A. Governance and Legislative Body Assignments: Assignments to boards joint powers authorities, and other governmental or intergovernmental bodies on which a Council Member serves as an appointed representative of the City.
B. Community and Ceremonial Assignments: Assignments to community organizations, civic associations, and other entities for which a Council Member serves primarily in a liaison, ceremonial, or representational capacity.
C. Assignments shall be considered and distributed within their respective categories to promote an equitable allocation of responsibilities among Council Members, assignments shall recognize the differences in workload, meeting frequency, and the nature of each assignment, within each of these categories.
3. Annual Appointment Process
A. Following the annual Council reorganization, the City Clerk shall provide each Council Member with a list of available liaison and representative assignments, identifying the applicable assignment category, primary representative, alternate, if applicable, and other information useful to the appointment process.
B. Council Members shall submit their assignment preferences to the City Clerk, ranking each assignment according to their level of interest. Council Members may identify up to two assignments as their highest priorities. The City Clerk shall compile the preferences and provide them to the Mayor and Deputy Mayor to assist in developing recommended appointments.
C. In developing recommendations, the Mayor and Deputy Mayor shall seek to accommodate each Council Member's highest-ranked preferences, where practicable, while considering experience and interest; continuity and succession 53 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 39 planning; the relative workload associated with assignments; opportunities for Council Members to gain experience in different areas; and equitable distribution within each assignment category. If more than one Council Member expresses an equivalent preference for an assignment, the Mayor and Deputy Mayor may consider the overall distribution of assignments, continuity, experience, seniority, and whether the Council Members received other preferred assignments.
A. The Mayor and Deputy Mayor, in coordination with the City Manager and City Clerk, shall present the recommended assignments to the City Council for consideration and approval at the first regular meeting in January, whenever practicable. The proposed list may be modified by a majority of the Council during consideration.
A. The City Clerk shall maintain the official list of appointment, distribute the final list to the City Council, and make current assignments available on the City’s website.
2. Mayor and Deputy Mayor Assignments
A. Certain assignments may be designated for the Mayor and/or Deputy Mayor by law, resolution, governing documents, or established City practice.
B. The City Clerk shall identify these assignments as part of the annual appointment process. Unless otherwise required, the Council may modify such assignments when appropriate.
C. Assignments currently associated with the Mayor or Deputy Mayor include the City Council Legislative Committee (Resolution No. 158 (1981)) City Budget and Audit Committee, Planning Commission, Council of Cities – City Selection Committee, and the Mayor’s honorary role with the Sister City Association
3. Liaisons to City Boards and Commissions
A. Each City Board and Commission shall have a Council Member designated as its Council liaison.
B. The Council liaison serves as a resource to the board or commission and its staff liaison regarding matters of process, procedures, attendance, interpersonal relations, and other issues appropriate for Council liaison involvement. The liaison should respect the advisory role and independence of the board or commission and should not direct its deliberation or staff work.
C. The Council liaison shall serve on the Appointment Subcommittee for the board or commission to which they are assigned, consistent with the City’s appointment procedures. When the Mayor serves as the liaison, the minimum appointment Subcommittee shall consist of the Mayor and Deputy Mayor 54 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 40 1. Alternates and Continuity Planning
A. Governance and Legislative Body Assignments for which continuity of representation is particularly important should include an alternate whenever permitted by the rules of the respective body.
B. The primary representative and alternate share responsibility for maintaining continuity of City representation. At the beginning of an assignment, the primary representative shall orient the alternate regarding the body’s purpose, meeting schedule, current priorities, significant pending matters, and the responsibilities associated with the assignment.
C. Alternates should be provided reasonable opportunities to attend meetings with the primary representative, when permitted by applicable law and the rules of the respective body, to become familiar with the organization and its work. The primary representative and alternate should agree on information sharing conventions to communicate periodically regarding significant matters affecting the City and coordinate meeting coverage when appropriate.
D. Participation by a primary representative and alternate shall at all times comply with the Brown Act and other applicable laws, including any limitations on attendance, participation, or communications among members of a legislative body.
E. When a representative anticipates leaving an assignment, the representative shall make reasonable efforts to facilitate an orderly transition, including briefing the alternate or incoming representative regarding pending matters, relevant relationships, and other information necessary to maintain continuity.
2. Rotation and Length of Service
A. Council liaison and representative assignments should provide an appropriate balance between continuity of representation and opportunities for Council Members to serve in a variety of roles.
B. Except when otherwise required by law or the governing documents of an outside body, where multiple Council Members have expressed interest in appointment, a Council Member is expected to generally serve as the primary representative to the same Governance and Legislative Body Assignment for no more than two consecutive years.
C. The City Council may approve continued services beyond two consecutive years when it determines that continuity is in the City’s best interest due to an ongoing project or initiative, or other circumstances warranting continued representation. 55 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 41 A. Service as an alternate shall not count toward the term limit for service as the primary representative. When practicable, alternate assignments should be used to provide Council Members with experience and support succession to future primary assignments.
A. Community and Ceremonial Assignments should generally be rotated periodically to provide equitable opportunities for Council Members to participate in community and representational roles.
2. Vacancies and Midyear Changes
A. If a liaison or representative assignment becomes vacant during the year, the Council may appoint the designated alternate or another Council Member to complete the assignment.
B. When an alternate has been actively participating in continuity planning for the assignment, the Council should consider that experience when selecting a successor, but designation as an alternate doe not create an automatic right of succession.
C. The Council may modify any liaison or representative assignment during the year when necessary to address vacancies, scheduling conflicts, workload, changes to an outside body, or other circumstances.
3. Council of Cities – City Selection Committee
1.A. Following the annual Council reorganization, the City shall designate and file any proxy or alternat authorization required by the City Selection Committee. The Deputy Mayor should generally have first priority to serve as the Mayor’s proxy, following by another Council Member available to attend.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.
4. 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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 42 3.
4. 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.
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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 43 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 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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 44 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. 59 of 107
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San Mateo City Council Rules & Procedures Revision 8/18/2025 45 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. 61 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 46 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. The City Clerk shall coordinate the annual recruitment and appointment process sufficiently in advance of terms expiring on June 10 to provide adequate time for outreach, application review, interviews, and appointments, and to promote continuity in the membership of City boards and commissions.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.
M.
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 62 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 47 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.
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 Revision 8/18/2025 48 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, § 7920.000 et seq6250 et seq.)
6. AB 1234 California Government Code, § 53232.3
7. Rosenberg’s Rules of Order
8. Emergency Guide for Elected Officials
Prior Revisions: 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. 65 of 107
City Council Rules and Procedures
Adopted on August 17, 2015
by Resolution No. 82 (2015)
Last Amended by Council action
on August 18, 2025
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San Mateo City Council Rules & Procedures Revision 8/18/2025 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 67 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 5 Chapter 3. Key Governance Principles
In 2022, the City conducted its first by-district election for City Council members. Districts 1, 3, and 5 held district elections in November 2022 and Districts 2 and 4 held 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.
A. When Council Member attendance at events is limited due to Brown Act considerations, priority for attendance should align with (1) the Mayor, or Deputy Mayor if the Mayor is unavailable, and (2) the Council liaison most closely associated with the relevant board, commission, or policy area or the Council 70 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 6 Member elected by the district most directly impacted by the subject of the meeting.
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 Council members.
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. 71 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 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. 75 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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. 76 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 posts 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 78 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 80 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 that the location of a City Council meeting 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 81 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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, with as many speakers as can be accommodated within that time allowance. To qualify for a group presentation, all individuals associated with the presentation must be clearly identified and confirmed as in attendance at the meeting.
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. Presentation Materials – Videos, slide shows, and other visual materials may be used during public comment or group presentations, provided they do not exceed the allotted speaking time. Any content still in progress when the time expires will be stopped. All presentation materials must be submitted for review—both for technical compatibility and relevance to subject matter or city business—no later than one (1) business day before the meeting.
H. 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) 82 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 18 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
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 (if not the Appellant) – 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
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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 19 At 11:00 pm, in order to ensure effective discourse on an item, the Council will determine with a majority vote whether to continue with an item or if they will take up any remaining unheard items.
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 section 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. 84 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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, except where the City Manager determines that a different order is appropriate under the circumstances.
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. 85 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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. Council Members should notify the City Manager in advance if they intend to make such a request. 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 Revision 8/18/2025 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. 87 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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.
Each Council Member will have equal access to an annual budget for events, trainings, and conferences. Once a Council Member’s individual allocation has been fully used, additional funds may only be granted with approval from the City Council. Funds may not be transferred between Council Members. The City Clerk’s Office will monitor and track individual Council Member expenditures to ensure compliance with this policy.
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
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San Mateo City Council Rules & Procedures Revision 8/18/2025 25 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
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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 26 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 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.
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San Mateo City Council Rules & Procedures Revision 8/18/2025 27 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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San Mateo City Council Rules & Procedures Revision 8/18/2025 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 93 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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
A. 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.
B. 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 Revision 8/18/2025 31 C. 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.
D. 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.
E. 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 Revision 8/18/2025 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 Revision 8/18/2025 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 evaluate and if needed make proposed modifications to the City’s legislative platform; and shall meet when necessary to develop recommendations for the City’s position on legislative matters. Proposed amendments to the City’s legislative platform shall require Council approval before adoption.
D. 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.
E. In accordance with the City Council approved legislative platform, City staff will be responsible to work in coordination with the Legislative Committee, staff will be responsible for coordinating with the Legislative Committee and relevant City departments, and may also engage external legislative support as appropriate to:
I. Continuously review and evaluate legislative proposals for alignment with the City Council’s adopted legislative platform.
II. Make recommendations on appropriate advocacy positions, such as support, oppose, oppose unless amended, neutral, watch, and sponsor/co-sponsor, which are consistent with the adopted legislative platform.
III. Draft advocacy letters consisted with the adopted legislative platform.
IV. Engage with appropriate State and Federal officials on legislation in which the City has taken an advocacy position.
F. Pending legislation for consideration by the Legislative Committee can be submitted to the Committee by a Council Member, or the City Manager.
G. If an advocacy position is substantially aligned with the City Council’s adopted legislative platform, or where there are extenuated circumstances related to timesensitive legislative deadlines, or developments potentially leading to significantly 98 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 34 determinantal impacts to the City’s finances, responsibilities, legal authority, discretion, or operations, the City Manager is authorized to request that the Mayor, or in the absence of the Mayor, the Deputy Mayor, sign advocacy letters on legislation of interest without taking the item to the Legislative Committee or City Council for approval. In such cases, a copy of the correspondence shall be provided to the full City Council and a brief report of action taken will be provided under Reports and Announcements at the next City Council meeting.
H. This policy is not intended to limit the prerogative of individual Councilmembers from expressing their individual support for or opposition to any Local measure, or State proposition, State or Federal legislation. However, in doing so, the member shall clearly state that they are speaking for themselves, not on behalf of the Council body or the City collectively (see Chapter 10, sub-section section 11).
When acting in individual capacity, Councilmembers shall do so in accordance with other City Council policies.
I. 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:
I. 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.
II. 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.
III. Proclamations
Public announcements directing attention to a person, organization, or event. Proclamations will be issued subject to the policy described below. 99 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 35 B. Preparation of City Proclamations
I. 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.
II. 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.
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 Revision 8/18/2025 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. 101 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 102 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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. 103 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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. 104 of 107
San Mateo City Council Rules & Procedures Revision 8/18/2025 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 Revision 8/18/2025 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 Revision 8/18/2025 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
Prior Revisions: January 17, 2017, April 17, 2017, April 16, 2018, May 21, 2018, May 3, 2021, February 22, 2022, October 17, 2022, April 1, 2024, July 15, 2024, and June 16, 2025 107 of 107