City Council
Report
City Council Meeting: May 27, 2025
Agenda Item: 4.M
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To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Adoption of a Resolution Amending the Council Rules of Procedure Recommended Action
Staff recommends that the City Council adopt:
1. the attached resolution amending the Council Rules of Procedure to account for modification to rules for public input; and
2. a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
At the May 13, 2025 City Council meeting, Council approved modifications to the Council rules of order and procedure that included the discontinuation of time donation for public comment and directed staff to return with a modification to include more flexibility for members of the public to use their allotted 6 minutes for public comment per meeting. In addition, staff recommends providing clarifying language to certain previously adopted rules and correcting incorrect language and typographical errors.
Discussion
At the January 10, 2023 Council meeting, Council adopted a public comment method to:
hear general public input at the beginning of meetings; consolidate public comment on Special Agenda, Closed Session and Consent Calendar items; and consolidate comments on remaining agenda items, except for Public Hearing item(s) when they will be heard when the item(s) are called. However, Council did not make any adjustments to time limits or time donation to align with this new process. 2 of 3
In an effort to streamline and bring more efficiency to Council meetings, staff recommended at the May 13, 2025 Council meeting that the practice of time donation be discontinued. In order to address issues of concerns with the perception of the erosion of the ability of members of the public to speak more fully on particular items they may feel more passionately concerned about, staff proposed the possibility of finding ways to permit more flexibility with the allotted six minutes for public comment during a meeting. Council directed staff to return with a proposal to implement such a rule. Staff is recommending that Council adopt a rule to allow members of the public to speak up to a maximum of four minutes, if speaking on only one agenda item, per meeting.
In addition, staff recommends the following changes:
• Rule 4. MEETINGS TO BE PUBLIC - EXCEPTION FOR CLOSED SESSIONS.
Amend the third paragraph to state that the Mayor shall provide the report out on closed session matters involving the City Manager, City Attorney, and City Clerk. • Rule 5 (c). AGENDA. Amend to clarify that agendas and supporting documents for special meetings shall be delivered to Councilmembers at least 24 hours prior to the meeting.
• Rule 6 (o). Public Comment on Remaining Agenda Items. Amend to include quasi-judicial items as an exception.
• Rule 12 (i). Limitation of Debate. Delete “Prior to beginning deliberation, the Council may, by a two-thirds vote of those present, limit the amount of time that each Councilmember may spend stating the Councilmember’s views on a particular Agenda item.” This is addressed in Rule 12 (j) regarding time limits for Councilmembers to speak on agenda items.
• Rule 21 (a). TYPES OF MOTIONS. Amend to clarify that it is the Mayor or Presiding Officer who shall read back a motion made by a Councilmember and that said motion shall be corroborated as accurate by the maker of the motion prior to discussion or taking a vote on the motion.
• Rule 24 (g). PROCEDURE ON AGENDA ITEMS REQUIRING A MOTION.
Amend to delete “City Clerk” to be consistent with Rule 21(a).
Environmental Review
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The proposed resolution is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exemption). The resolution is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The resolution would not result in any adverse physical environmental effects as it encompasses rules or order and procedure of Council meetings. Therefore, the resolution is exempt from CEQA and no further environmental review under CEQA is required.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the recommended action. Staff will return to Council if specific budget actions are required in the future.
Prepared By: Nikima Newsome, City Clerk
Approved Forwarded to Council
Attachments:
A. Proposed Resolution