Title
Adopt a Resolution to Approve Amendments to and Adopt the Updated Councilmembers' Handbook
Staffreport
SUMMARY
The City Council is asked to approve the revised 2024 Councilmembers’ Handbook. The Handbook was last updated on June 3, 2024. Since that time, based on Council direction, the City Council Rules Committee has reviewed proposed edits in December 2024, February 2025, and June 2025. The proposed resolution formally adopts the revised Handbook, incorporating these changes.
The revisions were reviewed by the City Council Rules Committee in December 2024, February 2025, and June 2025. At each meeting, staff received input and direction, which have been incorporated into the final draft.
RECOMMENDATIONS
Staff recommends approval of the attached resolution.
BACKGROUND
The Councilmembers’ Handbook was first created in 1998 to establish written standards of Council operations, reducing reliance on past practice or institutional memory. The Handbook is a reference document for City Councilmembers, provides orientation information for new members, and compiles the Council’s agreed-upon operational practices.
Pursuant to Council direction, staff worked with the City Council Rules Committee to update the Handbook to reflect current practices, policy clarifications, and administrative adjustments.
The following substantive edits and clarifications have been incorporated into the revised 2024 Councilmembers’ Handbook based on reviews by the City Council Rules Committee in December 2024, February 2025, and June 2025, and as presented at the September 8, 2025 Special Council Meeting:
- General Clean-Up
- Reorganized sections of the Handbook for better flow.
- Added information about the City Council’s Facilities & Transportation Committee, Finance Committee, and Rules Committee.
- Removed outdated reference to the former Human Relations Committee.
- Corrected spacing, spelling, and grammar inconsistencies.
- Nomination and Role of the Vice Mayor
- Draft language originally proposed seniority-based selection and tie-breakers; however, the Committee recommended retaining only the City Charter language regarding the Vice Mayor’s nomination and role, removing additional proposed criteria (2:1 vote).
- Strategic Organizational Training Account
- Deleted language describing the $17,400 Strategic Organizational Training Account and related selection process, as recommended unanimously by the Rules Committee.
- Advocacy, Training, and Technology Budget
- Established a combined allocation of $9,300 per Councilmember per fiscal year, merging the former $7,500 Travel/Training and $1,800 Technology budgets.
- Councilmembers may not exceed $2,500 annually on technology expenses.
- The Committee reached unanimous agreement on this structure; further direction is requested on whether the $3,000 inaugural technology allocation applies and if the combined allocation applies to the Mayor.
- Travel and Training Reimbursements
- Updated language requiring staff to facilitate conference registration and hotel accommodations at approved sites, while Councilmembers book their own ground or air transportation, unless staff purchases flights upon advance request.
- Unanimous Committee recommendation to adopt the proposed language.
- Expense Documentation
- Clarified that all reimbursement requests must be submitted within 30 days of incurring the expense to align with City business practices.
- Consequences for Violating the Handbook
- Added new section outlining that violations may result in disciplinary action, with reference to Title 1, Chapter 13 of the San Leandro Administrative Code (Reso. No. 2024-138).
- Committee unanimously recommended adoption.
- Councilmembers’ Code of Ethics
- Added a new, comprehensive Code of Ethics addressing integrity, accountability, public service, fiscal responsibility, civility, public engagement, conflicts of interest, and use of public resources.
- Committee recommended adoption (2:1 vote).
- Handbook Acknowledgement Form
- Added a new Councilmember Handbook Acknowledgement Form (requested by Committee in December 2024).
- Committee recommended adoption (2:1 vote).
- Updated chapter organization, added appendices for consistency, and corrected outdated cross-references.
Legal Analysis
The City Attorney’s Office has reviewed the proposed Handbook revisions. The updates are consistent with the San Leandro City Charter, Administrative and Municipal Codes, the Ralph M. Brown Act, and applicable provisions of state law, including the Political Reform Act and Government Code §36516 regarding Council compensation.
Fiscal Impacts
None. The edits are policy clarifications and administrative updates.
ATTACHMENTS
A - Draft Resolution Approving the 2024 Councilmembers’ Handbook
B - Redlined 2025 Draft of Councilmembers’ Handbook
PREPARED BY: Kelly B. Clancy, CMC
City Clerk, City Manager’s Office