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,
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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.
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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