City of San Leandro - File #: 23-351

• File #: 23-351
• Version: 1
• Name: 2023 Councilmembers Handbook
• Type: Staff Report
• Status: Held in Council
• In control: City Council
• Meeting Date: 7/10/2023
• Enactment #: 2023-108
• Title: Adopt a Resolution to Approve the 2023 Councilmembers Handbook

Date	Ver.	Action By	Action	Result
7/10/2023	1	City Council	Continued

Title

Adopt a Resolution to Approve the 2023 Councilmembers Handbook

Body

SUMMARY AND RECOMMENDATIONS

Staff presents for the City Council consideration the following summary of potential edits and changes to various elements of the City Council Handbook that relate to City Council procedures and protocols. The suggested edits are to bring the Handbook up to date with current City Council practices and policies as well as to address minor grammatical and spelling errors. Various Council referrals were incorporated into the edits as well as suggestions that the Rules Committee made. Staff recommends that the City Council Rules Committee consider this information and provide direction to staff. 

The purpose of the City Council Handbook is to be the guiding document for the Council by documenting policies, procedures and clarifying expectations. The Handbook is intended to assist Councilmembers in carrying out their roles, as well as to provide useful information to prospective Councilmembers and other interested citizens. Through agreement of the City Council and staff to adhere to these practices, the effective administration of City Council affairs is greatly enhanced. While attempting to not be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to guide Councilmembers in their actions. Councilmembers will be provided a copy of and be familiar with the Handbook.

Council has five (5) items to discuss and consider for approval in the handbook

Handbook Item	Status	Original Page #	New Page #	Discussion Item
General Powers and Responsibilities of the Mayor and Council	New info added	6	8
Powers and Duties of the Council	Moved from p. 10	7	9
Selection and Role of the Vice Mayor	New info added	8	9	Yes
Council: Serving as members of other agencies	Edited	10	11
Incompatible Office or Employment	New info added	11	11
Mayor/Council Compensation	Updated to reflect current ordinance	11	11
Non-Interference with Administrative Service	Moved from p.	11	12
Council Goals and Priorities	Edited	12	12
Requests for Future Agenda Items and Urgent Referrals	Added	12	13	Yes
Requests for Proclamations	Added	13	13
Reimbursement for Expenses (includes Technology, Travel/Training and Apparel Allowance)	Moved from Appendices	13 - 15	14 - 16	Yes
Regular Meetings	Edited	16	17	Yes
Work Sessions	Added - separated from Regular Meetings and moved from p. 17	16	17
Special Meetings	Edited	16	17
Closed Sessions	Edited	16	17	Yes
Public Participation	Moved up from p. 19	18	19
Council Chambers Rules of Decorum	Edited with clarifying language added	18	19
Agenda - Order of Business	Edited to move Consent up and public hearings in front of Council Calendar	23	23
Distribution of Agenda	Edited for current practice	24	24
Requests by Members of the Council to Schedule Agenda Items	Moved up and incorporated into Requests for Future Agenda Items	25	13
Persons Authorized to be within Platform	Moved for flow from p. 37	25	18
Councilmember Deliberations	Moved for flow from p. 37	36	37
Ordinances and Resolutions - Reading	Edited for current practice	38	39
Boards and Commissions	Updated to reflect current boards and commissions	43 - 46	43
Boards and Commissions Profiles	Updated to reflect current boards and commissions	47 - 64	47
Appendix C - Guidelines Regarding Reimbursement for Councilmember Expenses	Moved into the handbook	69	N/A
Appendix D - Guidelines for Councilmember Town Hall Meetings	Removed to reflect current practices	71	N/A

ATTACHMENTS

A.                     City Council Handbook

B.                     Redline Edits to Council Handbook

C.                     Presentation

PREPARED BY:  Kelly B. Clancy, City Clerk, City Manager’s Office