CITY OF SIMI VALLEY
MEMORANDUM
October 6, 2025
TO: City Council
FROM: City Manager
SUBJECT: APPROVE UPDATES TO POLICY A40: CITY COUNCIL MEETING
PROTOCOLS
STAFF RECOMMENDATION
It is recommended that the City Council approve updates to Policy A40 (page 4) regarding City Council Meeting Protocols.
BACKGROUND AND OVERVIEW
The City of Simi Valley recognizes the importance of conducting public meetings in a manner that is efficient, transparent, and accessible to all members of the community. In support of this commitment, the City Council adopted Resolution No. 2019-36 on August 26, 2019, formally establishing the ability to create meeting protocols through Policy A40:
City Council Meeting Protocols. These protocols were adopted to promote order and consistency in Council proceedings, enhance public engagement, and foster a c learer understanding of how the City conducts its business.
Since its initial adoption, Policy A40 has served as the foundation for maintaining respectful and productive meetings. As legal standards, community expectations, and operational practices continue to evolve, staff has prepared a series of proposed updates to ensure that the protocols remain current and aligned with best practices.
The proposed updates are intended to clarify and strengthen existing provisions related to public safety, speaker time allotments, meeting decorum and conduct, and the use of signs, banners, and support materials during public meetings.
FINDINGS AND ALTERNATIVES
To inform the 2025 updates to Policy A40, City staff conducted a comparative analysis of public meeting protocols adopted by peer jurisdictions. The following cities were reviewed:
• City of Chino Hills
• City of Huntington Beach
• City of Inglewood
AGENDA ITEM NO.
Consent (3)
2 • City of Los Angeles
• County of Los Angeles
• City of Ventura
• City of Thousand Oaks
• City of Camarillo
• City of Moorpark
The comparative review focused on key areas commonly addressed in City Council meeting protocols:
• General public conduct and decorum
• Use and limitations of signs, banners, and poles
• Disruption management and enforcement procedures
• Time allotments for public comment
These updates reflect a range of policy approaches from other local government municipalities. Some maintain broad guidelines that grant discretion to the presiding officer, while others adopt more detailed language outlining specific expectations and consequences for disruptive behavior.
Drawing from this research, and in consultation with the City Attorney’s Office , City staff has provided proposed updates to strengthen Policy A40, including:
• A defined time allotment of 2 minutes per speaker when there are 20 or more speakers during the Public Comment period;
• Revised sign regulations that limit dimensions to 8.5 x 11 inches, prohibit poles or rigid structures, and require signs to be hand-held and non-obstructive; • Expanded decorum guidelines that discourage the use of profane, threatening, obscene, or discriminatory language while reinforcing the City’s commitment to a respectful and inclusive meeting environment; and
• Clarified authority of the Mayor and Sergeant -at-Arms to manage disruptions as they occur.
A redline version of proposed updates to Policy A40: City Council Meeting Protocols are attached for the City Council’s review. These proposed changes aim to reinforce the Council’s goals of maintaining an inclusive, respectful, and lawfully conducted forum for public participation.
The following alternatives are available to the City Council/Board of Directors/Board of Trustees:
1. Approve the updates to Policy A40: City Council Meeting Protocols as presented;
2. Do not approve updates to Policy A40 and maintain the existing policy;
3 3. Provide staff with further direction.
Staff recommends Alternative No. 1 or 2.
SUGGESTED CITY COUNCIL/BOARD MOTION
No recommended motion.
SUMMARY
The City’s current meeting protocols were last updated in August 2019. In preparation for the October 6, 2025, City Council meeting, staff conducted a comprehensive review of public meeting procedures from several local government jurisdictions, including Chino Hills, Huntington Beach, Ventura, Inglewood, Los Angeles City, Los Angeles County , Thousand Oaks, Camarillo, and Moorpark . Based on this research and in consultation with the City Attorney’s Office, City staff recommends proposed updates to Policy A4 0:
City Council Meeting Protocols . The proposed updates are intended to clarify and strengthen existing provisions related to public safety, speaker time allotments, meeting decorum and conduct, and the use of signs, banners, and support materials during public meetings. A redline version of proposed updates are attached for the City Council’s review. These proposed changes aim to reinforce the Council’s goals of maintaining an inclusive, respectful, and lawfully conducted forum for public participation.
____________________________________
Heather Sumagaysay,
Deputy City Manager
Prepared by: Heather Sumagaysay, Deputy City Manager
INDEX Page
Attachment A – Proposed Policy A40 Updates ........................................................ 4
3 Subject: POLICY A40: CITY COUNCIL MEETING PROTOCOLS
Policy No: A40 Effective: August 26, 2019
Originator: City Manager’s Office Supersedes: n/a
POLICY
It is the policy of the City Council to establish City Council meeting protocols to ensure efficient City Council meetings as established in Resolution No. 2019-36.
PROCEDURE
Section 1 - Public Statements
1. Each speaker has three (3) minutes to address the City Council. When their time commencesbegins, the green light on the lectern will light up. When 30 seconds is remaining, the light will turn yellow, and at the conclusion of their time, the light will turn red. When the light turns red, the speaker must conclude their comments and leave the lectern.
2. If there are a significant number of speakers, at the discretion of the Mayor or Chair of the meeting, the total amount of time for Public Statements may be limited to 45 minutes.
Each speaker’s time will be shortened proportionately or as otherwise determined by the Chair for the orderly conduct of the meeting.
2. When there are 20 or more speakers, each speaker’s time will automatically be reduced to two (2) minutes. The Chair may make further adjustments as needed to ensure the orderly conduct of the meeting.
3. Speaker cards will be distributed at the meeting and should be given to the may be submitted to the City Clerk. Cards will be distributed only until the beginning of Public Statements.
4. Speaker cards will only be distributed at the City Council meeting.
5.4. Once Public Statements begins, the City Clerk will no longer distribute speaker cards and no additional cards will be accepted.
6.5. Speakers will be called in the order their cards are received to the extent feasible.
7.6. Each speaker may speak one time only during Public Statements. If a speaker wishes to address multiple topics they must do so during their three minutes.
8.7. Speakers cannot donate or concede any part of their allotted time to another speaker.
9.8. Based upon First Amendment rights, speakers may read a statement authored by another person during Public Statements during their three minutes, however, they will not be provided an additional three minutes to make their own personal statements. 4 ATTACHMENT A
RES. NO. 2019-36
4 10.9. Members of the public unable to attend the City Council meeting but wish to make comments are directed to send an email or written correspondence to the City Clerk’s office with their comments for inclusion in the Clerk’s files of the proceeding.
11.10. Members of the public must bring their own electronic equipment, except for a projector, for electronic presentations to the City Council. City equipment, except for a projector, will not be used for presentations by the public. It is incumbent upon the presenter to ensure their electronic equipment is compatible with the City’s projector.
12.11. All remarks shall be addressed to the Council, and not to the audience.
13.12. In observance of the Brown Act, Council Members must refrain from engaging in dialogue with members of the public during public statements.
14.13. At the Mayor, or Chair of the meeting’s discretion, a speaker’s time may be extended.
Section 2 - Use of a Translator
15.14. The City shall provide a translator if one is requested by a member of the public with a 48 hour 48-hour advance notice. If a 48 hour 48-hour advance notice is not provided, the member of the public may provide their own translator.
16.15. Per California Government Code 54954.3, if an individual utilizes a translator during Public Statements, the legislative body of a local agency shall provide at least twice the allotted time to a member of the public who utilizes a translator to ensure that non- English speakers receive the same opportunity to directly address the legislative body of a local agency.
17.16. If the City provides a translator or translation equipment that allows for the simultaneous translation of the testimony, then no additional time shall be granted.
Section 3 - Decorum for Members of the Public:
18.17. There shall be no yelling, or “speaking out of turn,” from the audience at either the City Council or speakers at the lectern . No person is allowed to disturb, disrupt, or otherwise impede the orderly conduct of the meeting ., including through speech or behavior that is outside the subject matter jurisdiction of the Council or intended to intimidate, provoke, or interfere with the proceedings.
19. There shall be no clapping or booing of speakers addressing the City Council.
18. No person attending a public meeting shall engage in disorderly conduct, including but not limited to speaking out of turn, clapping, whistling, feet stamping a material and substantial disruption of a meeting, including , booing or making slanderous comments that are obscene, racist, homophobic, abusive, antisemitic, or threatening.
20.19. Speakers shall abide by time limits provided for under Public Statements.
21.20. Speakers shall leave the lectern when their time to speak has ended and the red light on the lectern has begun blinking or is illuminated.
22.21. Failure to abide by speaker time limits may result in removal from the lectern and potentially removal from the meeting if speaking continues.
23.22. Although any member of the public has the right to criticize City policies, procedures, programs, services, or actions, remarks shall be limited to the matters related to the subject matter jurisdiction of the City Council/Commission, or Board.
24.23. Off-topic, purely personal remarks toward any individual are disruptive and should will not be allowed.
5 RES. NO. 2019-36
5 25. Signs are permitted, provided they do not block the view of the meeting of other attendees or otherwise disrupt the meeting.
24. Signs are permitted during City Council meetings, provided they are hand -held, do not exceed 8.5 x 11 inches in size, and1) are not attached to poles, sticks, or any rigid support structures; . Signs must 2) do not obstruct the view of other attendees or Council Members;, and may3) are not be placed on seats, floors, or in shared spaces. Additionally, signs must ; 4) do not exceed 8.5x11 inches in size; and 5) do not block aisles, exits, or entryways, or pose any safety hazard or disruption to the orderly conduct of the meeting.
Any item that violates these requirements may be removed at the direction of the Mayor, Chair or the Sergeant-at-Arms.
The Chief of Police or other members of the Police Department shall serve as the Sergeant- at- Arms and enforce the Rules of Decorum at the request of the Mayor or Chair.
Section 4 - Procedure for Enforcement of the Rules of Decorum:
26.25. The Mayor, or Chair of the meeting, issues a warning to the individual who is violating the rules of decorum and advises them that they are out of order, and to cease the conduct that is disruptive or otherwise is impeding the conduct of the City Council Meeting.
27.26. If the person does not cease the conduct immediately or if the conduct is repeated and disrupts the meeting, the Mayor or Chair of the meeting, may order the person to leave the meeting.
28.27. If the person does not leave, the Mayor, or Chair of the meeting, asks the Sergeant at Arms to remove them from the meeting.
29.28. If the disturbance is caused by a group, and such disturbance renders the orderly conduct of the meeting unfeasible, the Mayor, or Chair of the meeting, may order the room cleared pursuant to Government Code Section 54957.9 and continue in session pursuant to the requirements of that Section.
29. The Mayor and City Council also may choose to recess or adjourn the City Council meeting.
30. The Mayor and City Council may also pursue any other enforcement actions permitted by law.
Section 5 - Council Member Requests for Future Agenda Items
31. During a City Council meeting, under the item, “City Council/Board Member/Special District Member Requests for Future City Council Agenda Items” any City Council Member may request that a matter be placed on a future agenda item for discussion.
32. At the time the City Council Member requests the item, the Mayor may ask the City Council for concurrence to add the item to a future meeting agenda. Council Members should not discuss the substance of the item at this time.
33. Concurrence is two or more City Council Members verbally agreeing that the item should be brought back for a full City Council discussion, including the requestor.
34. Concurrence that staff time and City resources be devoted to the requested item does not signify approval of the item. It only indicates that the City Council wishes to have it studied further and move forward with a discussion.
6 RES. NO. 2019-36
6 35. Upon concurrence that the item shall be researched and agendized, the City Manager and the Mayor will determine when to place the item on a future agenda based on the time necessary to complete the research, staff workload considerations, and effect on City Council established priorities.
Section 6 - Council Member Responses to Public Statements
36. Council Members should each limit their responses to Public Statements, if any, to an aggregate of no more than ninety (90) seconds to ensure compliance with the Brown Act.
37. The Mayor, or Chair of the meeting, may extend the privilege of the floor to an individual Council Member whose integrity, character, or motives, were assailed, questioned or impugned during Public Statements for a period of no more than an additional sixty (60) seconds in aggregate to respond to the statements.
HISTORY
August 26, 2019 Policy A-40 Presented to the City Council for adoption.
7