APPENDIX 2
GUIDE TO CONDUCTING MEETING
Call to Order: “The meeting of the South San Francisco City Council for will come to order.” (Mayor may also advise the audience of any special circumstances or announcements.) Roll Call: “Madam City Clerk or Assistant/Deputy Clerk, Roll Call please.” Pledge of Allegiance/Invocation: “Please stand for the Pledge of Allegiance and remain standing for the invocation that will be given by “
Agenda Review: “City Manager______ are there any changes to the order of the Agenda?” Announcements from Staff: “City Manager______ are there any announcements from staff?” Proclamations/Presentations
Council comments/requests: Council announcements and requests.
Public Comment: Ask City Clerk or designee if there are members of the public wishing to speak on non-agendized items. First to begin with in-person attendees and then continue on with members joining remotely. A total count of members of the public (both in person and remotely) should be disclosed prior to determining the time allotted for all speakers to address the council.
Begin to singly announce the names on the speaker cards and ask them to provide their name for the record. If there are no speaker cards, ask if anyone would like to address the Council on a matter not on the Agenda.
Under the Public Comment section of the agenda, members of the public may speak on any item not listed on the Agenda and on items listed under the Consent Calendar.
Council comments/requests: Council announcements and requests.
Consent Calendar: “Madam City Clerk would you please read the Consent Calendar.” Ask if there are any members of the public wishing to provide public comment on one or all items.
Ask for motion to approve.
If any items are pulled, announce: “Item Nos. (cite numbers) will be taken off the Consent Calendar for discussion.”
Ask for a motion and a second, “All in favor, oppose?”, “The motion passes.” Items taken from the Consent Calendar should be considered one at a time and the appropriate staff member will approach the table to answer Council’s question(s) or concerns(s)
Ask for a motion and second for approval for each item. (Any Councilmember should abstain from approving minutes from a meeting they were not present, unless they review the minutes of the meeting missed. ) APPENDIX 2
Public Hearings
Ask the Clerk to read the item.
Open the public hearing.
Call for the staff report.
Inquire if the applicant is present and if so, would he/she like to speak after applicant speaks, ask if there are any more speaker cards for this item and commence reading the speaker cards.
When everyone has spoken and the both in-person and remote members of the public have provided public comment, then, declare the hearing closed. Council discussion – when discussion is complete, ask “Do I have a motion?”, “A second?”, “All in favor/oppose?”. On sensitive items and on motions requiring 4/5 or 2/3 vote, a roll call vote is advisablewill then proceed. State: “Motion passes or nays or those voting in abstention or recusal”.
If no second is made, announce that the motion died for lack of a second. If an amendment is made to the original motion after it is seconded, obtain a motion and a second on the amendment first.
If a motion for approval fails, obtain a motion, second and vote to deny.
Administrative Business
City Clerk will read each item.
Staff Report
Discussion
Vote
Legislative Business
City Clerk will read each item.
Staff Report
Discussion
Vote
Items from Council: Committee Reports and Announcements Closed Session
City Clerk will read item.
Reporting out – if no item(s) approved, state “direction given no action taken”; if item(s) approved, have City Attorney report.
Adjournment
When all business concluded, ask for motion and second to adjourn Gavel the meeting adjourned.