HomeMy WebLinkAbout04.19.2023 @500 SP CCWednesday, April 19, 2023
5:00 PM
City of South San Francisco
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, CA
City Hall - City Manager Conference Room
400 Grand Avenue, South San Francisco, CA
Special City Council
BUENAFLOR NICOLAS, Mayor (District 3)
MARK NAGALES, Vice Mayor (District 2)
MARK ADDIEGO, Councilmember (District 1)
JAMES COLEMAN, Councilmember (District 4)
EDDIE FLORES, Councilmember (District 5)
ROSA GOVEA ACOSTA, City Clerk
FRANK RISSO, City Treasurer
SHARON RANALS, City Manager
SKY WOODRUFF, City Attorney
Special Meeting Agenda
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April 19, 2023Special City Council Special Meeting Agenda
American Disability Act:
The City Clerk will provide materials in appropriate alternative formats to comply with the
Americans with Disabilities Act. Please send a written request to City Clerk Rosa Govea Acosta at
400 Grand Avenue, South San Francisco, CA 94080, or email at [email protected]. Include your name,
address, phone number, a brief description of the requested materials, and preferred alternative
format service at least 24-hours before the meeting.
Accommodations: Individuals who require special assistance of a disability-related modification or
accommodation to participate in the meeting, including Interpretation Services, should contact the
Office of the City Clerk by email at [email protected], 24-hours before the meeting.
How to submit written Public Comment before the City Council Meeting:
Members of the public are encouraged to submit public comments in writing in advance of the meeting via the
eComment tab by 3:00 p.m. on the meeting date. Use the eComment portal by clicking on the following link :
https://ci-ssf-ca.granicusideas.com/meetings or by visiting the City Council meeting's agenda page. eComments
are also directly sent to the iLegislate application used by City Council and staff.
Page 2 City of South San Francisco Printed on 4/20/2023
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April 19, 2023Special City Council Special Meeting Agenda
CALL TO ORDER
ROLL CALL
AGENDA REVIEW
PUBLIC COMMENTS -Comments are limited to items on the Special Meeting Agenda.
ADMINISTRATIVE BUSINESS
Continued Study Session regarding proposed amendments to the City Council
Handbook. (Sky Woodruff, City Attorney and Rosa Govea Acosta, City Clerk)
1.
ADJOURNMENT
Page 3 City of South San Francisco Printed on 4/20/2023
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:23-309 Agenda Date:4/19/2023
Version:1 Item #:1.
. ..Title
Continued Study Session regarding proposed amendments to the City Council Handbook.(Sky Woodruff, City
Attorney and Rosa Govea Acosta, City Clerk)
RECOMMENDATION
It is recommended that Councilmembers continue to review the City Council Handbook (Handbook),the
suggested revisions, and provide direction regarding the policies set forth in the Handbook.
BACKGROUND/DISCUSSION
Legislative History of the City Council Handbook
The City Council first approved the City Council Handbook (Handbook)by Motion at a Regular Meeting on
September 13,1989.The legislative history of the document indicates that the purpose of the Handbook is to
establish operating procedures and general policies of the City Council.The Handbook is intended to serve “as
a ready reference for Councilmembers,both new and experienced,regarding certain basic operations.An
overview of various legal provisions,such as the basics of conflict of interest and the Brown Act,is provided.
Practices which have evolved over time even though not required by law are also memorialized.
Revision and Maintenance of the Handbook
The City Clerk and City Attorney also identified policies reflected in the Handbook that had been changed by
legislation not directly referencing it;these changes are presented in track change format in the attached
Handbook for Council’s consideration and discussion.
Policy Amendments from Council
Councilmembers may seek to direct policy revisions to sections of the Handbook based upon changed City
priorities,and infrastructure.Accordingly,at this study session,Councilmembers should discuss their respective
policy preferences,come to a concurrence,and provide direction to the City Clerk and City Attorney to prepare
any additional revisions.Based on Council’s direction at this study session,the City Clerk’s Office will work
with the City Attorney to prepare a revised version of the Handbook for adoption by the City Council.
Recommended Legislative Updates
The Offices reviewed the Handbook to verify consistency with recent resolutions and certain state law affecting
procedure.In instances where there are clear internal inconsistencies with the Handbook,proposed revisions
have been suggested.
·Handbook:The Handbook contains comments and feedback from Councilmembers,the City Attorney
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File #:23-309 Agenda Date:4/19/2023
Version:1 Item #:1.
and City Clerk. Such revisions have been suggested throughout the body of the document.
·Appendix 1:The proposed changes update the City’s new election cycle and the Mayoral and Vice-
Mayoral succession based on current office holders and feedback from Council.
·Appendix 2:Includes changes to meeting format allowing for Public Comment to be heard before
Consent Calendar.
·Appendix 3:In the standing version of the Handbook,the City Council Expense Reimbursement Forms
are set forth at Appendix 3 and the Expense Reimbursement Policies are set forth in Appendix 10.
Historically,the City Council Expense Reimbursement Forms have been maintained by the City
Manager’s Office and updated accordingly.Note that the Finance Director has provided the current
Reimbursement Form to reflect current mileage per IRS guidelines.
·Appendix 7:The suggested update removes appointments to County Board Commissions and
Committee and lists the current Boards, Commissions, and Committees with department liaisons.
·Appendix 8:The suggested update includes term limits and reflects an accurate list of Boards,
Commissions, and Committees, including a suggested increase to the Library Board.
·Appendix 9:The suggested update reflects changes as proposed by Council for the current Board and
Commission recruitment process.
CONCLUSION
After review and discussion,Councilmembers should provide feedback for additional changes to the
Handbook.
Attachments:
1)2023 City Council Handbook and Appendices with recommended changes.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
CITY OF SOUTH SAN
FRANCISCO
CITY COUNCIL
PROCEDURES AND
PROTOCOLS HANDBOOK
Prepared by:
Office of the City Clerk
Rosa Govea Acosta, City Clerk
Adopted on August 25, 2021, Resolution No. 155-2021
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Table of Contents
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. Councilmembers
will be provided a copy of and be familiar with the Handbook. The City
Council will conduct its meetings in accordance with the guidance in the
Handbook. ........................................................................................ 62
The City Clerk shall be responsible for the maintenance of the Handbook
and for making it available to the public. It is anticipated that this
Handbook will be reviewed at least bienniallysh, in order to reflect either
changes in the law or City Council procedure or policy. This handbook is
not intended to be a legal statement, and is not written in legal term.62
MISSION STATEMENT ...................................................................... 62
CORE VALUES ................................................................................... 72
PRESIDING OFFICER ...................................................................... 162
SEATING ........................................................................................ 172
ADMINISTRATION OF OATHS ......................................................... 172
SUBPOENAS ................................................................................... 172
COUNCILMEMBER OBLIGATION AS TO CONTINUED MATTERS ........ 172
ABSENCES FROM COUNCIL MEETINGS ........................................... 182
COUNCIL COMMITTEES .................................................................. 182
COMPENSATION OF COUNCILMEMBERS ......................................... 192
COUNCIL MAIL ............................................................................... 192
STAFF ASSISTANCE ........................................................................ 192
EQUIPMENT AND SUPPLIES PROVIDED TO CITY COUNCIL ............. 212
REQUESTS FOR AGENDA ITEMS OR FOR ORDINANCES OR LEGAL OPINIONS
...................................................................................................... 212
CITY SEAL ...................................................................................... 222
CONCURRENT ROLES ...................................................................... 222
Successor Agency to the Redevelopment Agency ........................... 232
Recreation and Park District .......................................................... 232
Prepared by:
Office of the City Clerk
Rosa Govea Acosta, City Clerk
Adopted on August 25, 2021, Resolution No. 155-2021
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Willow Gardens Parks and Parkways Maintenance District ............ 232
CONFLICT OF INTEREST ................................................................. 232
BROWN ACT ................................................................................... 242
Permitted Closed Sessions ............................................................. 252
MEETINGS ...................................................................................... 272
Quorum .......................................................................................... 272
Regular Meetings ........................................................................... 282
Special Meetings ............................................................................ 282
Emergency Meetings ...................................................................... 282
Adjourned Meetings ....................................................................... 282
Closed Sessions ............................................................................. 292
Study Sessions ............................................................................... 292
Approved Teleconference Guidelines for Council Members: ........... 302
Five days written notice in advance of the publication of the agenda
must be given by the Council Member to the City Clerk’s office; the notice
must include the address at which the teleconferenced meeting will occur,
the address the Council packet shoul be mailed to, who is to initiate the
phone call to establish the teleconference connection, and the phone
number of the teleconference location. If cellular telephones are used to
participate in teleconferenced meetings, Council members need to ensure
the speaker phone option is functioning. ....................................... 302
The Council Member is responsible for posting the Council agenda in
the remote location, or having the agenda posted by somebody at the
location and confirming that posting has occurred. The City Clerk will
assist, if necessary, by emailing or mailing th agenda to whatever address
or fax number the Council Member requests; however, it is the Council
Member’s responsibility to ensure that the agenda arrives and is posted. If
the Council Member will need the assistance of the City Clerk in delivery of
the agenda, the fax number or address must be included in the five-day
advance written notice above. ....................................................... 302
The Council Member must ensure that the location will be publicly
accessible while the meeting is in progress. .................................. 302
The Council Member must state at the beginning of the Council meeting
that the posting requirement was met at the location and that the location
is publicly accessible and must describe the location. .................... 312
Virtual Council Meetings ................................................................ 312
Councilmembers should endeavor to always have their video on so that the
public, staff, and colleagues can see that they are listening. A minimum of
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook three members must be on video to constitute a quorum. Brief turnoffs are
understandable and permitted, but for example, having video off
throughout public comments and then turning it back on when it is time for
Councilmembers to speak is not appropriate for a public meeting. The Chair
will strive to give ten-minute breaks every two hours. ................. 312
Meeting Cancellation ...................................................................... 312
CONDUCT OF MEETINGS ................................................................. 312
Call to Order and Roll Call .............................................................. 322
Order of Business ........................................................................... 322
Public Comments ........................................................................... 332
Individuals speaking under “Public Comments” generally are limited to a
maximum of three (3) minutes. If there appears to be a large number of
speakers, the Mayor may reduce speaking time to limit the total amount of
time for public comments (Gov. Code sec. 54954.3.(b)(1).). In compliance
with Assembly Bill 1787 (“AB 1787”), which requires local agencies to
provide at least twice the allotted time for public comment to speakers
who require translation services. When a member of the public is
addressing the Council or one of its Committees, and when time limits have
been placed on public comments, the Mayor or Vice-Mayor, shall allow
persons requesting interpretation assistance, by another individual, to
testify for twice the amount of the time limit, thereby providing uniform
time for the speaker’s testimony, as well as the time necessary for the
interpretation of the testimony for the benefit of the Council and the
public. In instances where there is a technical or audio issue, the member
of the public will not be held against the running time and the clock will be
reset to allow for the total time without interruption..................... 332
Continued Items ............................................................................ 362
Introduction of Items After 11:00 PM ............................................ 362
Presentations ................................................................................. 362
The total amount of time for all presentations shall not exceed fifteen
minutes per meeting unless otherwise approved by the Council. This
includes presentation from staff, community members or a group, or by a
councilmember. ............................................................................. 362
Councilmember Participation ......................................................... 372
Public Participation ........................................................................ 372
Decorum ........................................................................................ 392
4. Honor the role of the Mayor in maintaining order. ......................................... 392
5. Not demean, embarrass or speak-down to city staff or senior management members. 392
Smoking Prohibited ........................................................................ 422
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook COUNCIL ACTIONS ......................................................................... 422
Several different types of action may be taken by the Mayor and/or the
City Council. ................................................................................... 422
Proclamations ................................................................................ 422
Commendations/Certificates of Recognition .................................. 422
Ordinances ..................................................................................... 432
Resolutions .................................................................................... 432
Motions .......................................................................................... 432
Minute Orders ................................................................................ 432
Finality of Administrative Actions .................................................. 442
minutes are the only official record. ............................................................. 442
MINUTES ........................................................................................ 442
BASIC PROCEDURES - MAIN MOTIONS ........................................... 452
PARLIAMENTARY PROCEDURE MOTIONS ....................................... 452
Processing of Motions .................................................................... 462
Precedence of Motions ................................................................... 462
Types of Motions/Purpose ............................................................. 462
Division of Question ....................................................................... 482
VOTING .......................................................................................... 492
PUBLIC HEARINGS ......................................................................... 502
BOARDS AND COMMISSIONS ......................................................... 522
Procedure for Making Appointments and Reappointments ............. 532
San Mateo ...................................................................................... 572
Council of Cities/City Selection Committee .................................... 572
POLICY ON EXPRESSIONS OF CITY OR COUNCIL POSITIONS ......... 572
POLICY ON COMMUNITY FUNDING ................................................ 582
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook INTRODUCTION
The City of South San Francisco is a municipal corporation. South San Francisco is a general law
city, established pursuant to California law, with a City Council-City Manager form of
government. In order to collect and clarify its procedures and policies, and as provided by
Government Code Section 36813, the City Council establishes this handbook.
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. Councilmembers will be provided a copy of and be
familiar with the Handbook. The City Council will conduct its meetings in accordance with the
guidance in the Handbook.
The City Clerk shall be responsible for the maintenance of the Handbook and for making it
available to the public. It is anticipated that this Handbook will be reviewed at least bienniallysh,
in order to reflect either changes in the law or City Council procedure or policy. This handbook is
not intended to be a legal statement, and is not written in legal termterm.
MISSION STATEMENT
The City of South San Francisco’s mission is to provide a safe, attractive, and well-maintained
city through excellent customer service and superior programs, and a work ethic that will enhance
the community’s quality of life.
To that end, we will strive to nurture a partnership with the community by recruiting a diverse,
inclusive, and highly skilled workforce, being an active partner in quality education, and attracting
and retaining a prosperous business community, all of which will foster community pride and
understanding.
South San Francisco is a place where everyone can thrive. Its high quality of life, divers and
inclusive community, livable neighborhoods and excellent services, culture of innovation, and
environmental leadership ensure all people have the opportunity to reach their full potential.
Values
Diversity and Inclusion
Livability
Sustainability
Innovation
Guiding Principles
Affordable, Safe, Attractive Amenity-Rich Neighborhoods
High-Quality and Accessible Services, Facilities, and Amenities for Residents at
All Stages of their Lives
A Safe, Convenient, and Accessible Transportation Network Well-connected to the
Region
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook A Resilient Community
A Prosperous Downtown and Local Economy
The City of South San Francisco’s mission is to provide a safe, attractive, and well-maintained
city through excellent customer service and superior programs, and a work ethic that will enhance
the community’s quality of life.
To that end, we will strive to nurture a partnership with the community by recruiting a diverse,
inclusive, and highly skilled workforce, being an active partner in quality education, and attracting
and retaining a prosperous business community, all of which will foster community pride and
understanding.
CORE VALUES
The City and Employees of South San Francisco value our role in providing service to one
another and the community.
As an organization, we are committed to:
Strengthening each other and the organization through dedication and teamwork.
Recognizing and respecting diversity, equity, and inclusion and encouraging
opinions of the community and workforce.
Excellence in Service.
Encouraging creativity and supporting problem-solving.
Accepting responsibility and accountability.
Demonstrating integrity and honesty in all aspects of service.
Promoting and maintaining open and constructive communication.
Encouraging skill development and professional growth.
CITY COUNCIL
South San Francisco is a general law city. As a general law city, South San Francisco derives its
authority from and is subject to the general laws of the State of California. Its authority to regulate
is limited to those powers authorized by the State of Constitution and laws adopted by the State
Legislature. South San Francisco has a five-member City Council formally elected at largeelected
at district-level seats by each of the City’s 5 districts to four-year terms on a staggered biennial
basis. (first election in Districts 2, and 4 on every other year cycles towas in 2020 and in Districts
1, 3, and 5 seatsin 2024).. Councilmember terms are staggered so that a measure of continuity is
maintained in the transition from one City Council to the next. In November 2020, voters elected
Councilmembers for Districts 2 and 4. In November 2022, voters will elect Councilmembers for
Districts 1, 3, and 5, pursuant to Government Code Sections 34486 and 34871 and Chapter 2.16
of the Municipal Code.
The powers of a City Council in California to establish policy are quite broad. Essentially,
councils may undertake any action related to city affairs other than those forbidden or
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook preempted by state or federal law. Specifically, the City Council shall have the power, in the
name of the city, to do and perform all acts and things appropriate to a municipal corporation
and the general welfare of its inhabitants, which are not specifically forbidden by the
Constitution and laws of the State of California.
The South San Francisco City Council acts as a body. While the Mayor has some additional
ceremonial and administrative responsibilities, no Councilmember has any power or additional
votes beyond those of the other members or the mayor. In the establishment of policy, voting
and in all areas except those identified below, all members are equal. Except where the law
requires a certain number of affirmative votes, a majority vote of the City Council establishes
policy and makes decisions for the City. While an individual member may disagree with a
decision of the City Council, a decision of the majority does bind the City Council to a course of
action. In turn, it is city staff’s responsibility to ensure that the policy of the City Council is
implemented. Actions by city staff to implement a decision of the City Council do not reflect
any bias against a Councilmember who held a minority view on that issue.
City Council-Manager Form of Government and the Role of the City Manager
The employment relationship between the City Council and the City Manager honors the fact
that the City Manager is the chief executive officer of the City who works for five independently
elected officials. The City Council and City Manager should be a participatory team.
Councilmembers should avoid situations that can result in the City staff being directed by one or
two members of the Council. Regular communication between the City Council and the City
Manager is important in managing open communications. All dealings with the City Manager,
whether in public or private, should respect the authority of the City Manager in administrative
matters.
The City Council is to evaluate the performance of the City Manager on an annuala regular basis
to ensure that both the City Council and the City Manager are in agreement about performance
and goals.
As in any professional relationship, it is important that the City Manager keep the City Council
informed. The City Manager respects and is sensitive to the political responsibility of the City
Council and acknowledges that the final responsibility for establishing the policy direction of the
City is held by the City Council.
The City Manager’s power and authority include the ability to:
・ Review all agenda documents before preparing the agenda for any regular or special meeting
of the City Council.
・ Direct the work of all appointive City officers and departments that are the concern and
responsibility of the City Council, except those that are directly appointed by or report directly
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook to the City Council. These include City advisory bodies, committees, boards, and commissions.
・ Recommend to the City Council adoption of polices or procedures that the City Manager may
deem necessary for the health, safety or welfare of the community.
・ Conduct research in administrative practices in order to bring about greater efficiency in
City government.
Execute and issues out letters of support in communication with the mayor for funding support
and requests only and not issue letters of support on positions for legislative or federal bills
unless otherwise directed by a majority of the City Council.
Appointment of City Manager and City Attorney
The City Council appoints two positions within the city organization: the City Manager and the
City Attorney (currently a contract attorney). Both positions serve at the will of the City
Council. The City Manager is an employee of the City and has an employment agreement that
specifies certain terms of employment including an annual performance evaluation by the City
Council. The City Manager is responsible for all other personnel appointments within the City
with the exception of the City Attorney’s office.
Other Council Appointments:
The city council also holds the authority of deciding whether to hold an election or issue an
appointment of any of the other city elected roles, should any become open and available for
any reason, including the roles of councilmembers (any district); city treasurer, and city clerk.
CORE RESPONSIBILITIES
All members of the City Council, including those serving as Mayor and Vice-Mayor, have equal
votes. No Council Member has more power than any other Council Member, and all should be
treated with equal respect and provided the same opportunities for discussion and dialogue during
deliberations considered by council..
All Council Members:
Demonstrate honesty and integrity in every action and statement.
Comply with both the letter and spirit of the laws and policies affecting the operation
operations of government.
Serve as a model of leadership and civility to the community.
Inspire public confidence in South San Francisco government.
Work for the common good, not personal interest.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Prepare in advance of Council meetings and be familiar with issues on the agenda.
Fully participate in City Council meetings and other public forums while demonstrating
respect, kindness, consideration, and courtesy to others.
Participate in scheduled activities to increase Council effectiveness.
Review Council procedures, such as these Council Protocols, at least annually.
Represent the City at ceremonial functions at the request of the Mayor.
Represent their respective elected districts and bring forth issues of concern that they
might have particular knowledge of that affect that district and have an impact citywide.
Be responsible for the highest standards of respect, civility and honesty in ensuring the
effective maintenance of intergovernmental relations.
Respect the proper roles of elected officials and City staff in ensuring open and effective
government.
Represent the city on regional appointed bodies (boards, associations and commissions)
and ensure that the voice of the city and not theirs is brough forth in all votes and matters
addressed in those bodies.
Sign on to city issued proclamations, commendations and certificates of recognition when
possible.
Provide contact information to the City Clerk in case an emergency or urgent situation
arises while the Council Member is out of town.
Roles and Responsibilities – Mayor, Vice Mayor and Councilmembers
Mayor
・ Is appointed by a majority vote of the Council for a term of one year, occurring and beginning
on a special council meeting held after the final certification of the county elections officer and
prior to the first general councilmeeting in December during election years, and on a special held
council meeting prior to the first general councilmeeting in December in non-election years.
・ Is appointed by the Council for a term of one year.
・ Serves as the presiding officer of the City Council, preserving strict order and decorum at all
publicly noticed meetings of the City Council; announces City Council decisions on all subjects;
and decides all questions of order, including items to be placed on the regular council meeting
agenda in communication with the city manager, subject to modification by the City Council.
・ Leads the City Council into an effective, cohesive working team.
Plans and organizes with city manager and city staff the annual City Council strategic priorities
retreat.
・ Is recognized as the ceremonial spokesperson for the City.
・ Selects a substitute for City representation when unable to attend and speak.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook ・ May call for special meetings or council study sessions as necessary in response to the scope
and timing of the City Council’s workload and schedule.
・ Signs minutes or other required documents on behalf of the City when Mayor’s
signature is required.
Appoints and checks-in with other councilmembers on their current assigned appointments to
regional or county govt bodies, association, boards, and commissions.
Rotates the assignment of councilmembers to internal assigned committees that focus on direct
internal city work.
・ Responds to correspondence submitted to the full City Council on non-agenda Items, regular
mail or electronic. items.
・ Charged with the administration of proclamations and plaques. Following City Council
adopted standards, the issuance of proclamations and plaques is at the Mayor’s discretion,
without formal action by City Council. However, any councilmember may submit a request to
the mayor for such items. Certificates of recognition and commendations may be issued by all
members without formal approval action being taken.
・ Coordinates the annual performance evaluation of the City Manager and City Attorney.
・ Serves as the City Council’s spokesperson toin the media. However, when a direct inquirty is
made to Councilmembers from media, members should apprise the mayor and director of
communications with any media outreach, interview or presentations, when possible and if
timing permits.
・ Is entitled to vote on all matters and vote counts only once but does not have veto power or
ability to break any form of vote ties.
Has the discretionary decision-making authority of time-allotment given to speakers or members
of the public during special or regular council meetings.
Vice Mayor
・ Serves as the presiding officer when the Mayor is absent.
・ Performs all of the duties of the Mayor in the Mayor’s absence or specific duties at the request
of the Mayor.
・ Represents the City at ceremonial functions at the request of the Mayor.
Commented [AR1]: Since this is a new proposal, Council
should consider whether they want to authorize individual members
to take these actions without a vote of the Council as a whole.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Councilmembers (including Mayor and Vice Mayor)
・ Participate in all scheduled City Council meetings in person or virtually as allowed by AB2449
and in other public forums while demonstrating respect, consideration and courtesy to others.
・ Serve as a model of leadership, public service and civility to the community.
・ Inspire public confidence and respect in City government.
・ Demonstrate honesty and integrity in every action and statement.
・ Prepare in advance of City Council meetings and be familiar with issues on the agenda. This
includes making every effort to consult with the city manager and ask questions with enough
time for a response to be provided prior to the city council meeting.
・ Seek authorization from the City Manager if any request of staff will require more than one
hour of staff time to complete. This provision does not apply to City Council questions related
to agenda reports or for informational topic-related meetings for purposes of background or
general information sharing.
・ Shall not take action on any matter that has no direct effect on the local affairs of the City and
over which the City has no jurisdiction, including and not limited to the council district they
have been elected to represent. This includes writing or authoring letters of support or other
documents without prior authorization from the mayor and city council.
・ Shall be respectful of other people’s time, stay focused and act efficiently during public
meetings.
・ Commit to spending time each year outside of regular City Council meetings to work with the
City Manager and staff on setting goals and priorities for the City government, including the
District they represent, and by attending the annual council retreat and/or and to work on
issues that may be inhibiting the maximal achievement of City goals.
・ May represent the City at ceremonial functions at the request of the Mayor.
・ Serve on City Council regional, boards, associations, adhoc committees, and city committees
as appointed by the Mayor.
・ Represent the City Council on County, area, district or state boards, committees or
commissions, and other public agencies, or quasi-public agencies, as appointed by the Mayor
with City Council confirmation. The confirmation should be held at a publicly noticed meeting
with a roll-call vote of approval by members.
・ Complete all required training in a timely manner, including State-mandated AB 1234 Ethics
Training and legally mandated harassment training, and IT safety training.
・ File in a timely manner all required Fair Political Practices Commission documentation,
including the annual Statement of Economic Interests and campaign statements as well as for all
bodies that require it (successor agency, and other regional bodies) .
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Role in Disaster
The City Council has some special, extraordinary powers in the case of a disaster. Some meeting
restrictions and expenditure controls are eased in such extreme situations. In critical situations
the City Council may be directed to assemble in the City’s Emergency Operations Center
(EOC), to provide policy guidance and to receive information in an emergency.
Order of Decision making and Succession:
Should the City Council not be available during an emergency, state law specifies a hierarchy of
others who may serve in place of the City Council. The list of hierarchy and succession is as
follows:
STATE THE LIST of hiearchy HERE.
Example:
1. City Manager
2. City Attorney
3. City Clerk
4. City Treasurer
5. Assistant City Manager
6. Chief of Police
7. Fire Chief
8. Deputy City Manager
9. Director of Public Works
10. Director of Parks and Recreation
11. Library Director
12. Human Resources Director
Provide a legal note of what that constitutes above.
COUNCIL CONDUCT
Councils are composed of individuals with a wide variety of backgrounds, personalities, values,
opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to
improve the quality of life in the community. In all cases, this common goal should be
acknowledged even as Council may "agree to disagree" on contentious issues.
NEWLY ELECTED MEMBERS
Newly elected Council Members are sworn into office generally at a special meeting in December
following a regular municipal election on even election years.. Newly elected members of a
legislative body who have not yet assumed office must conform to the requirements of the Brown
Act as if already in office. They are officially sworn in when they submit and file their paperwork
and statement of candidacy. Thus, meetings between incumbents and newly elected members or
candidates of a legislative body, such as a meeting between two outgoing members and a member-
Commented [AR2]: Refer to Chapter 2.72 of the Municipal
Code, which establishes the disaster council under state law, and the
City’s Emergency Operations Plan.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook elect of a five-member body, could violate the Brown Act (California Government Code Section
54952.1).
A reception is traditionallywill be held immediately following the reorganization meeting provided
that there is no other emergent matter occurring at that time or a declared state of emergency.
COUNCIL REORGANIZATION
The city council shall meet at least annually to choose one if its members as Mayor and one of its
members as Vice-Mayor. The meeting to determine organization or reorganization of the City
Council (i.e., selection of Mayor and Vice-Mayor) shall be held on or before the Tuesday that
immediately precedes the Wednesday of the first regularly scheduled meeting of the City Council
in December, unless the Mayor andor City Council select a different date in discussion with the
City Clerk’s office.. In even numbered years in which a regular City Council election occurs, the
reorganization shall follow certification of the election results by the County of San Mateo
elections office..
Selection of Mayor and Vice Mayor
There are several problems with the current rotation. First, the districts that have a higher
proportion of immigrants, people of color, renters, and low income residents will always have
lower voter turnout and thus a lower number of votes. In addition to this, districts that are held
in midterm election years will always have a lower number of votes than those elected in general
election years.
There is also the issue of council members that are elected through uncontested elections always
naturally having a higher vote count than those who run and win in contested elections. Also,
councilmembers who run against multiple candidates will naturally have lower vote counts than
those who run against one candidate.
Here are some proposals to change our rotational policy to make it more equitable.
Option A: Members are rotated in order of the district number they represent. With the advent of
district elections, it is important to ensure that every district has an equal chance at representation
through the Mayorship.
In the event of new councilmembers being elected and beginning their term on their district’s
“mayor year,” it will be required for any new council member to start their first year as
Councilmember, then the subsequent year as Vice Mayor, and the third year as Mayor. The order
will temporarily skip that district’s new councilmember to the next in line, until that new council
member is in their third year, where they will have some experience that allows them to serve
more effectively. The order will resume itself following the temporary displacement. This will
allow for newly elected council members to gain experience instead of immediately assuming
the Mayor role. A councilmember does not have to be Vice Mayor the year immediately
preceding their Mayoral year.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook For example: a regular District 1 councilmember through this order will serve as Mayor in Y1
and Y6. A NEW D1 councilmember is Mayor in Y3 and Y6… because if the District 1 council
member is new, they will serve as such in the following years:
Y1: Councilmember (new council member assumes office, D2 Mayor)
Y2: Vice Mayor (D3 Mayor)
Y3: Mayor
Y4: Councilmember (order resumes, D4 Mayor)
Y5: Vice Mayor (D5 Mayor)
Y6: Mayor
Under this policy, the order would be:
2021 D1: Mayor Addiego, VM Nagales
2022 D2: Mayor Nagales, VM Nicolas
2023 D3: Mayor Nicolas, VM Coleman
2024 D4: Mayor Coleman, VM Flores
2025 D5: Mayor Flores, VM Addiego
2026 D1: Mayor Addiego, VM Nagales
Option B: Members are rotated by seniority, but rather than going in order of vote total, the
order would be determined by:
% of votes earned by the winning candidate - (100 / total number of candidates)
This would allow candidates who earned a larger proportion of votes and performed better than
if every voter voted randomly. This also removes the influence of voter turnout in the Mayoral
rotation.
2020:
Nagales = 100 - (100 / 1) = 0
Coleman = 52 - (100 / 2) = 2
2022:
Nicolas = 100 - (100 / 1) = 0
Addiego = 66 - (100 / 2) = 16
Flores = 54 - (100 / 3) = 21
Under this policy, the order would be:
2021: Mayor Addiego, VM Nagales
2022: Mayor Nagales, VM Nicolas
2023: Mayor Nicolas, VM Coleman
2024: Mayor Coleman, VM Nagales
2025: Mayor Nagales, VM Flores
2026: Mayor Flores, VM Addiego
2027: Mayor Addiego, VM Nicolas
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook MAYOR
The City utilizes a mayoral rotation system in order to determine which Councilmembers shall be
chosen to serve a Mayor and Vice-Mayor. The Mayor is elected during the Council reorganization
annual meeting when a quorum of the body is present in person. If there is no quorum in person,
the election shall not take place virtually. This is the first order of business. This item shall precede
and happen first prior to any/all other business items are addressed, including votes or
appointments.. This is the first order of business. Usually, in recent times, the former Vice-Mayor
has been elected Mayor. Appendix 1: Example of the process and order of the reorganization
meeting.
The Mayor is the official head of the City of South San Francisco for all ceremonial purposes. The
Mayor is entitled to vote on all matters but does not possess any veto power. The Mayor signs all
ordinances and approved minutes for all City Council meetings. The Mayor must execute such
documents as directed by vote of the Council. Appendix 2: Sample guide to conducting Council
meetings.
VICE-MAYOR (MAYOR PRO TEMPORE)
The Vice-Mayor is elected from those on the current City Council after the election of the Mayor
during the same meeting. meeting when a quorum of the body is present in person. If there is no
quorum in person, the election shall not take place virtually. In the absence of the Mayor, the
Vice-Mayor possesses the powers and performs the duties of the Mayor.
PRESIDING OFFICER
The Mayor presides at all Council meetings. In the physical and virtual absence of the Mayor, the
Vice-Mayor is the presiding officer. If both the Mayor and Vice-Mayor are absent in person and
virtually, and if there is a quorum, the remaining Councilmembers who are in person select a
presiding officer. The presiding officer should preserve strict order and decorum at all virtual and
in person meetings. The presiding officer votes on all questions as do other members of the
Council and has the authority to make and second a motion.
The presiding officer determines all points of order, subject to the right of any member to appeal
to the Council. If any appeal is taken, the question is "Shall the decision of the presiding officer
be sustained?" A majority vote sustains the presiding officer's determination. Otherwise, the
ruling is reversed. If in doubt on a point, the presiding officer may submit the question to the
Council, in which case a majority vote prevails.
Vacancies
In the event of four council members unable to agree on the appointment of the 5th council
member, the acting Mayor shall have the ability to act as the tiebreaker to select the 5th after a
period of thirty days of gridlock has passed. If there is no acting Mayor, the previous year’s
mayor will have the tiebreaker vote. If that councilmember is no longer serving, then the most
recent of the former-Mayor council members shall act as the tiebreaker. If no sitting
Commented [AR3]: Council to review as this constitutes a
significant change in current practice.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook councilmember has served as Mayor, then the longest serving council member shall have the
tiebreaker vote. If there are two council members who are first elected in the same year, the
councilmember with the largest [proportion of the vote - (100 / total number of candidates)]
number in the most recent election will act as tiebreaker.
Government Code Section 36512 and Section 2.18.040 of the Municipal Code govern the filling
of City Council vacancies. Under those law, the City Council shall, within 60 days from the
commencement of the vacancy, either fill the vacancy by appointment or call a special election
to fill the vacancy. The City Council may appoint someone to fill the balance of the term of the
office vacated or may appoint someone temporarily until someone assumes the office after a
special election. A special election to fill a vacancy shall be held on the next regularly established
election date not less than 114 days from the call of the special election. A person appointed or
elected to fill a vacancy holds office for the unexpired term of the former incumbent.
including ethics rules And that the seat is open to either an at-large city wide representation
and/or a specific district depending on who the vacated seat represented.
SEATING
The Mayor always sits in the middle seat at all formal in person Council meetings. The Vice-
Mayor always is seated immediately on the right side next to the Mayor. The previous mayor, if
still in office, will sit on the left of the Mayor, if not the assignment will be left at the will of the
current mayor. The other councilmembers will join in as per the will of the current mayor. The
new mayor shall exercise the right to assign the seats of the two councilmembers accordingly.
ADMINISTRATION OF OATHS
The Mayor may require any person addressing the Council to be sworn as a witness and to testify
under oath, and must so require if directed to do so by a majority of the Council. The Mayor may
administer oaths. This rarely occurs. Appeals and revocation hearings are the most likely
instances when testimony is taken under oath.
SUBPOENAS
The Council has the power and authority to compel the attendance of witnesses, to examine them
under oath and to compel the production of evidence. Subpoenas signed by the Mayor and attested
by the City Clerk may be issued in the name of the City. Disobedience of a subpoena or the refusal
to testify on other than constitutional grounds may be deemed contempt.
COUNCILMEMBER OBLIGATION AS TO CONTINUED MATTERS
Any matter may be continued to a subsequent meeting. When a Councilmember is absent from an
earlier meeting at which a matter is discussed and that matter is continued, it is the duty of that
member to become acquainted with the issues discussed by reviewing relevant documents, reading
any available minutes and, meeting with the city manager to get updated and if possible, listening
to, or viewing the recording and reading the minutes of the meeting.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook ABSENCES FROM COUNCIL MEETINGS
On occasion, a Councilmember cannot attend a Council meeting. Whenever a Councilmember
knows in advance that he or she will be absent from a Council meeting, it is the responsibility of
that member to notify the City Manager and City Clerk as soon as possible of the impending
absence. . The city attorney will determine if there is a just-cause reason and if so, the member
including mayor or vice mayor may be eligible to participate virtually following statues of AB
2449, which states:”…………………” The city attorney will determine if there is a just-cause
reason and if so, the member including mayor or vice mayor may be eligible to participate vritually
following statues of AB 2449, which states:”…………………”
California Government Code Section 36513 provides that if a Councilmember is absent from all
regular City Council meetings without permission for sixty (60) days consecutively from the last
regular meeting attended, (or seventy (70) days if the Council meets once a month), the seat held
by that Councilmember becomes vacant. The law is silent about the basis for granting or denying
permission to be absent. Such a determination is left to the Council as a whole.
Add in a whole section how there could be option to attend remotely under AB2449 but no more
than 2 times per year for a meeting.
COUNCIL COMMITTEES
The Council may organize among its members such standing committees of two members as it
may determine useful, each of which shall act as a fact-finding committee for the purpose of
considering all available information on proposed legislation or matters of policy referred to it and
shall make recommendations to the Council as a whole.
The Mayor shall assign each Councilmember to various standing committees every year. Members
are appointed in January of each year. Participation and attendance at those committee meetings
is important. Continued absences from meetings without good cause may result in removal from
a committee at the discretion of the Mayor, taking into consideration advice from other committee
members.
From time-to-time ad hoc committees may be organized by the Mayor to address special concerns
which may be of short duration. Additionally, each Councilmember may be assigned by the Mayor
as liaison to various boards, committees and commissions, and other public agencies or quasi-
public agencies.
It is the prerogative of the Mayor, taking into consideration relative length of Council service,
individual Councilmember preference and equivalency, to assign individual Councilmembers to
various committees.
There should be rotational every year for city internal committees and ad-hoc bodies in order for
all members of the council to gain knowledge, provide feedback and expertise on city matters.
The external/regional assignments shall stay the same year over year, unless there is a vacancy
created by termination of term of office, death, or other physical restrictions that do not allow a
Commented [WS4]: I suggest having these issues addressed in
the proposed new section about attending via teleconference under
AB 2449.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook member to continue in that role. The consistency of members in each of the regional bodies is
important for the representation of the city and for contextual business knowledge of the topics of
that body.
COMPENSATION OF COUNCILMEMBERS
Each member of the City Council receives a monthly salary as provided for in Chapter 2.12 of the
Municipal Code, Government Code Section 36516, as amended. Salaries are payable at the same
time and in the same manner as salaries are paid to other officers and employees of the City.
The salary schedule will be reviewed and adjusted according to COLA every election year or when
a new member of the council comes into a new term.
The salary schedule will be reviewed and adjusted according to COLA every election year or when
a new member of the council comes into a new term.
The established salaries are exclusive of any amount payable to each member of the Council as
reimbursement for actual and necessary expenses incurred in the performance of official duties for
the City. Appendix 10: City Council’s Reimbursement policy.
Councilmembers are members of the Public Employees’ Retirement System and also receive
Social Security coverage during their term of office. They also are provided with various insurance
benefits. (Appendix 4: Summary of benefits) Attendance at pertinent meetings, conferences or
seminars will be reimbursed in the same manner as for city employees.
COUNCIL MAIL
Except when mail is marked “confidential”, the City Manager or its immediate designee is
authorized to receive and open all regular post office mail addressed to Councilmembers, and to
give it immediate attention. Mail specifically sealed and marked “personal” or “confidential” will
be transmitted to the Councilmembers unopened. Administrative business referred to in mail
opened by the City Manager or designee and not requiring Council action is promptly attended to
and Councilmembers are informed of both the issue and its disposition.
Any communication relating to a matter coming or pending before the Council will be included in
the agenda packet for the meeting at which the item is to be considered.
Each councilmember including mayor and vice mayor shall exercise the best use of city letterhead
in all correspondence. Councilmembers are allowed to correspond to constituents directly via mail
using city letterhead and or other elected officials as long as they don’t officially state an opinion
on behalf of the city or entire city council in the correspondence.
STAFF ASSISTANCE
Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City
Staff, which analyze problems and issues, make recommendations, and implement and administer
the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual
respect for the contributions made by each individual for the good of the community.
Commented [WS5]: Under Government Code section 36516
and 36516.5, Council compensation can only be adjusted by
ordinance. Changes only go into effect when a member of Council
begins a new term. Increases can only be 5% per year since the last
adjustment.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
In order to effectively discharge the responsibilities of elected office, Councilmembers are entitled
to receive assistance from city employees. It is the role of Councilmembers to pass on concerns
and complaints on behalf of their constituents. It is not, however, appropriate to pressure staff to
solve a problem in a particular way. It is also recognized that under the Council/Manager form of
government, the City Manager has the responsibility of day-to-day affairs of the City, consistent
with established Council policy.
Requests and questions of City staff should be directed only tothrough the City Manager or
designee. The City Manager should be copied on any request to Department Heads or other city
employees.. Council Members should not set up meetings with department staff directly,
butdirectly but work through the City Manager’s Office. Routine, easily retrievable information
will be provided to a requesting Councilmember as expeditiously as possible.
Councilmembers are not permitted to direct the activities of city staff. Avoid any staff interactions
that may be construed as trying to shape staff recommendations. Council MmembersMembers
shall refrain from coercing staff in making recommendations to the Council as a whole.
All critical comments about staff performance should only be made to the City Manager through
private correspondence or conversation. They should not be shared publicly or to department
heads.
Councilmembers serving on intergovernmental bodies receive the assistance of staff assigned by
the City Manager. The primary responsibility of assigned staff is to review issues before the
intergovernmental body as they may affect the City, update the councilmember on past or current
action items or legislation pertaining to that body, support the councilmember with correspondence
to that body, scheduling with those meetings and at times attend the meeting with the
councilmember, as deemed appropriate by the city manager and advise and assist the
Councilmember in presenting issues.
Requests for assistance for speech and correspondence preparation should be made through the
City Manager. Administrative assistance is made available for the preparation of written materials.
Each member of the Council is given equal consideration. However, since it is the Mayor's
responsibility to correspond with persons and organizations on behalf of the City, the
correspondence work of the Mayor is given priority.
Correspondence to political organizations or persons in support of pursuit of political office is not
to be prepared using city resources.
City council members may alert staff through the city manager, or while copying the city
manager, of any requested amendments or suggestions to agenda items, so that staff may have
adequate time to prepare such amendments ahead of council meetings.
COUNCIL CONDUCT WITH STAFF
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Treat All Staff as Professionals: Clear, honest communication that respects the abilities,
experience, and dignity of everyone is expected. No demeaning or belittling of staff during public
meetings shall occur. If there is a particular incompetency of performance the matter shall be
addressed privately with the City manager via correspondence or via conversation As with Council
colleagues, practice civility, respect and decorum in all interactions with City staff.
Do nNot aAttend any city sStaff or departmental mMeetings uUnless rNot Attend Staff Meetings
Unless Requested by sStaff. This includes and not limited toStaff: Even if the Council Member
does not say anything, the Council Mmember’sMember’s presence may imply support, show
partiality, intimidate staff, or hampers staff’s ability to do its job objectively
Political Support from Staff During Elections: During the time period between the close of the
candidate filing period and the related election, certain guidelines apply. First, staff shall not,
except as provided herein, compile or distill information electronically or otherweise in response
to request for information from a candidate for elective city office including a sitting elected
official. Second, Councilmembers and other elected city officials may continue to request
information that requires the creation of new documents or distillation of data if the request for
such data is presented to and approved by the Council. Third, any public information provided to
a candidate for an elected city office shall be provided to all candidates for that office. In addition,
some professionals (e.g., City Manager and the Assistant City Manager) have professional codes
of ethics, which preclude politically partisan activities or activities that give the appearance of
political partisanship.
Responses to a Councilmember’s written request for information shall be distributed to all
Councilmembers. The councilmember should not need to be identified when the information
is shared to all councilmembers.
EQUIPMENT AND SUPPLIES PROVIDED TO CITY COUNCIL
The City provides Councilmembers with a computer, cellular telephone, iPad its corresponding
peripherals and a city credit card. The City Council should use city-provided equipment consistent
with the City Council policy for use of telecommunications equipment. Appendix 5: City Council
Policy for use of telecommunication equipment. City issued credit cards shall only be used for city
expenses. Councilmembers should submit receipts for their expenditures to the City Manager’s
office and should make a notation as to the nature of the expense. The receipts can also be
submitted electronically as long as the description of said charges is made clear. The City will not
reimburse Councilmembers for the cost of attendance to any political event.
REQUESTS FOR AGENDA ITEMS OR FOR ORDINANCES OR LEGAL OPINIONS
To ensure all Council Member views are represented, council agendas contain sections titled
"Council Comments/ Requests" and “Items from Council – Committee Reports and
Announcements”. These portions of the meeting allow any Council Member to request an agenda
item for a future meeting and allow the City Council to have a short discussion on the request (but
not on the substance of the item). Any request must include an explanation of the issue and the
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook goal of the proposed Council discussion. If there is no dissenting or opposing articulated action
fromIf a majority of the Council Members when indicate the support for the request at that time is
made, then the item shall be placed on a future agenda. Upon support for the request, the
Councilmember may suggest andCouncil will provide direction to the city manager and staff on
information that is desired to be presented and when the item is placed on a future agenda.
Requests by Councilmembers to have items included on the agenda should be made to the City
Manager. Any Councilmember may request the City Manager or the City Attorney prepare a
proposed ordinance.
Any Councilmember may request a written legal opinion from the City Attorney directly, or may
make the request through the City Manager.
All proposed ordinances or written legal opinions will be distributed to all members of the Council
so that all Councilmembers may be fully informed of city matters. A Councilmember with a
conflict of interest on the particular issue shall not be provided a copy of the opinion or ordinance.
CITY SEAL
The term "city seal" is used to refer to two different items: the official corporate seal and the city
logo which appears on business cards, letterhead, and so forth.
The corporate seal, which is in the custody of the City Clerk, is a stamp which leaves a visible and
tactile impression upon a document. The seal is circular, has a two-inch diameter and the words
"Seal of the City of South San Francisco Incorporated September 19, 1908". Use of the corporate
seal is mostly a matter of custom and ceremony.
The city logo appears frequently and is what most people identify as the city seal. It is circular,
exists in a variety of sizes, says "City of South San Francisco California" and has a detailed
rendering of city scenes in the center. It is used to associate items and materials with the City and
is not to be used in any manner which would imply the official sanction of the City when such is
not the case. For other than official city business or city-related activities, the logo/seal may not
be used to imply that a user represents or is in any way officially associated with the City except
by specific written authorization of the City Manager.
Councilmembers who abuse the use of the city seal in intentional political and campaign
activities, such as paid campaign advertisements, shall apologize publicly over their abuse of city
resources. The councilmember will also do whatever is in their power to cease and desist the
spread and distribution of such campaign materials.
CONCURRENT ROLES
Members of the City Council serve as members of other entities operating on behalf of South San
Francisco.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Successor Agency to the Redevelopment Agency
The former Redevelopment Agency was established in 1979 and dissolved on February 1, 2012.
Pursuant to Assembly Bill x1 26 (“AB 26”), which amended provisions of the State’s Community
Redevelopment Law (Health and Safety Code sections 330000 et seq.) (“Dissolution Law”), the
members of the City Council serve as the members of the Successor Agency to the former
Redevelopment Agency of the City of South San Francisco (“Successor Agency”). Dissolution
defines the roles and duties of the Successor Agency.
Recreation and Park District
Originally established in 1950 as the Park, Recreation and Parkway District, this entity was
reorganized as the Recreation and Park District in 1961 in conformance with Public Resources
Code Section 5780 et seq. The City Council serves as the board of directors, which may organize,
promote, conduct and advertise programs of community recreation, establish, maintain and operate
recreation centers, parks and parkways, and provide transportation services.
Willow Gardens Parks and Parkways Maintenance District
The City Council is the governing body for the City’s share of the property tax allocated towards
the Willow Gardens Parks and Parkways Maintenance District, and the City Council serves as the
board of directors of this district.
South San Francisco Public Facilities Financing Authority
The City Council is the governing body of the authority. The authority shall be a public entity
separate from the City and Parking Authority as established in the joint exercise of powers
agreement, which may assist in the financing and refinancing of capital improvement projects of
the members and other activities of the members as permitted.
CONFLICT OF INTEREST
The City is required to adopt a Conflict-of-Interest Code, which is reviewed every two (2) years
and amended when circumstances change. (Government Code Sections 87300-87313),
Councilmembers are prohibited by law (1) from having a financial interest in contracts made by
them in their official capacity or by the Council (Government Code Section 1090 et seq.) and (2)
from making, participating in making, or in any way attempting to use their official positions to
influence a governmental decision in which they know or have reason to know they have a
financial interest. (Political Reform Act, Government Code Section 87100 et seq.) Contracts
entered in violation of conflict-of-interest provisions are void, and financial penalties are imposed
for the failure to disclose.
Whenever the Council is about to commence consideration of a matter and a member has or has
reason to believe he or she has a conflict of interest, the reason must be disclosed on the record, a
statement of intent to abstain must be made, and the Councilmember must leave the Council
seating area or log off if attending by teleconference and refrain from participation on the item.
Once a year, and within thirty (30) days of assuming office, Councilmembers must file disclosure
Commented [WS6]: Refine to clarify that a member may
remain on the dais for consent items, as long as they are voted on
with other consent items and note taken up individually.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook statements for all governing or regional bodies it sits on, indicating potential conflicts of interest
for both the Councilmember and the Councilmember’s spouse and dependent children. Whenever
the Council is about to commence consideration of a matter and a member has or has reason to
believe he or she has a conflict of interest, the reason must be disclosed on the record, a statement
of intent to abstain must be made, and the Councilmember must leave the Council seating area or
log off if virtually attending and refrain from participation on the item. Once a year, and within
thirty (30) days of assuming office, Councilmembers must file disclosure statements for all
governing or regional bodies it sits on, indicating potential conflicts of interest for both the
Councilmember and the Councilmember’s spouse and dependent children.
Councilmembers unsure about potential conflicts are encouraged to discuss such issues with the
City Attorney in advance of the Council meeting for which the item is scheduled. While the City
Attorney will advise Councilmembers on conflict-of-interest issues, only the Fair Political
Practices Commission, by written letter, can confer immunity from subsequent enforcement
action.
Councilmembers may occasionally desire to assist in soliciting donations on behalf of a city-
sponsored event. In such circumstances, the Councilmember and Council should follow the
process set forth in California Code of Regulations Section 18944.2. Appendix 6: Solicitation of
Donations.
BROWN ACT
The Brown Act, (Government Code Section 54950 et seq.) authored by Assemblyman Ralph D.
Brown in 1953, focuses on keeping the public business in the public's eye and governs many of
the processes which must be followed with regard to notices, agendas, and the conduct of meetings.
It attempts to strike a balance between public access to the activities of a public body and the need
for candor, debate and information gathering.
With few exceptions, the law provides that all the deliberative processes be open and available for
public scrutiny. It defines meetings broadly as a gathering of a quorum where business is discussed
or transacted. An informal gathering, such as a social event, is not a meeting unless official
business is discussed. Among Councilmembers, a series of telephone calls, emails or texts, a
virtual meeting, a conference call, mass emailing or texting or any other informal session in which
substantive matters are discussed, may constitute a meeting under the Act. A series of telephone
calls, emails or texts, either by one Councilmember to all of the others or one by each
Councilmember as a link in a chain may be determined to be a meeting if substantive matters are
discussed.
Add in social media description and restrictions of Brown Act.
Add in AB2449 components relating to Brown Act and not needing to post meeting agendas, etc..
As part of the notice requirements, the Brown Act requires the posting of an agenda, at least
seventy-two (72) hours prior to a regular meeting, containing a brief general description of each
item of business to be transacted. As of January 1, 2019, Assembly Bill 2257 (“AB 2257”) requires
online posting of an agenda for a meeting. No action may be taken on any item not appearing on
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook the posted agenda. "Action taken" is defined as a vote, collective decision, commitment or promise
by a majority of the body. According to the Attorney General, an item which is merely discussed,
with no decision as to how the matter should be resolved, would not constitute taking action.
Similarly, brief discussions of procedural or preliminary matters which are not substantive in
nature (e.g. instruction to staff to report back, scheduling of meetings and items) are not prohibited.
A standing committee of the City Council is also subject to the Brown Act notice requirements.
There are several exceptions to the agenda requirement. First, action may be taken on a matter
determined to be an emergency. Second, if at least two-thirds of the Councilmembers (i.e.
effectively four members) approve, an item may be included on the agenda if the need to take
action arose after the agenda was posted. Or, if less than two-thirds of the Councilmembers are
present, a unanimous vote of those present is needed to include the item that requires immediate
action. Third, action may be taken on an item which was previously posted in connection with a
meeting which occurred no more than five (5) days prior, provided the prior meeting was adjourned
to the new date.
Under the Brown Act, the Mayor or three members of City Council may call a special meeting by
providing twenty-four (24)-hour advance notice to all the Councilmembers and to all media
representatives who have requested notice in writing. The notice may be delivered personally or
by any other means. The notice must state the time, place, and business to be transacted with an
opportunity for the public to address the Council on that item. The notice must be posted in a
public and freely accessible location. No other business may be considered at a special meeting.
Emergency meetings may be held if there is a work stoppage or other activity which severely
impairs public health, safety or both, or if there is a crippling disaster. The twenty-four (24)-hour
notice and posting is not required in such situations; however, newspapers radio and television
stations must be notified at least one (1) hour prior to the meeting if telephone service is still
available.
Closed sessions are permitted in a limited number of instances, subject to specific rules and
regulations. Though closed sessions are permitted, they must be included on the regular or special
meeting agenda with a brief description of the matters to be discussed. Specific language to
describe the actions to be discussed is statutorily defined and, when used, ensures compliance with
the Brown Act. (See Government Code Sections 54954.5; 54956 et. seq.; 54957 et. seq.) Closed
session may not occur in an “emergency meeting” unless agreed to by a two-thirds vote of the
Councilmembers present (i.e. four members), or, by a unanimous vote if less than two-thirds of
the Councilmembers are present. (Gov. Code § 54956.5(c)).
Permitted Closed Sessions
A summary listing of permitted closed session items under the Brown Act include:
1. License applicants with criminal records
2. Real Estate Negotiation
3. Conference with Legal Counsel on Initiation of Existing and Anticipated
Litigation
4. Liability Claims
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook 5. Threats to Public Services or Facilities (public security)
6. Personnel Matters (public employee appointment, termination, discipline, etc.)
7. Labor Negotiations
The Brown Act requires the disclosure of certain items decided in closed session meetings.
Minutes may be taken during closed session, but they are not considered part of the public record.
If there is an approval of agreements concluding real estate negotiations and the City finalizes the
agreement, the report given in open session, during the same meeting, must include the approval
action taken, a voting tally and the substance of the agreement. If the other party finalizes the
agreement, it must include the same information but is given as soon as the other party informs the
City of its approval.
In an approval of a litigation defense, appellate review or amicus curiae participation, the report
must include the approval action, adverse parties (when known), litigation substance and the voting
tally. The approval is reported in open session, during the same meeting. If approval to initiate or
intervene in litigation is granted, the report given in open session during the same meeting, must
include the decision to take action and intended action to be taken. After the action has started and
if the disclosure does not jeopardize the City’s legal position the disclosure given only upon
inquiry, must include the approval action, the voting tally, defendant(s) and the substance of the
litigation. If the City’s ability to affect service or to conclude existing settlement negotiations
would be compromised by disclosure, the City does not have to do so until the conclusion of the
matter. When the matter is concluded, the City must disclose, only upon inquiry, the same as
above.
When pending litigation settlements are approved, if the City finalizes a signed settlement offer,
the report given in the open session, during the same meeting, must include the acceptance action,
the voting tally, and the substance of the agreement. If the other party or a court must finalize the
agreement, the disclosure occurs when the settlement is finalized, and includes the same
information.
With a disposition of Joint Powers Agency claims, the report includes a voting tally, the name of
the claimant, the name of the local agency claimed against, the substance of the claim and the
monetary amount approved for payment (if any). The report is made as soon as the disposition is
reached.
For actions affecting the employment status of public employees, twenty-four (24) hours before
the meeting the employee must be informed of the charges, and of the right to hear the charges in
open session. When a decision is reached in closed session, the report must include action taken
that affects the employment status, the voting tally and the title of the position. If the action taken
is a dismissal or a nonrenewal of a contract, the report will be deferred until the employee has an
opportunity to exhaust all administrative remedies. Otherwise, the report will be given in the open
session, during the same meeting.
For agreements concluding labor negotiations, the report is required after the agreement is
finalized and ratified. The report must include the item approved, the voting tally, and the other
party.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Violation of the provisions of the Brown Act can result in criminal penalties, the imposition of
civil remedies, and the award of attorney's fees. Attendance at a meeting at which a violation
occurs and action is taken when there is knowledge by the official that a violation is occurring, can
result in misdemeanor liability. The available civil remedies are injunction, mandamus or
declaratory relief, as well as allowing recordings of closed sessions. The remedies are designed to
prevent further or future violations and do not require knowledge or action be taken. Before a suit
can be initiated, however, the complainant must make a written demand to the City Council to
correct or cure the violation, and the Council must fail to do so.
An action taken by the Council during a time of alleged Brown Act violations is not automatically
null and void. If the actions were in "substantial compliance" with the law, or if they related to the
sale of bonds or the issuance of contracts, those actions would still be valid.
If a violation is found and attorney's fees are awarded, the award is against the city and not against
the individuals who violated the law. If someone brings an action against the city and the City
prevails or the action is determined to be frivolous and without merit, the City may be awarded its
attorney's fees.
For a more detailed discussion of Brown Act provisions and requirements including relevant case
law, please refer to the publication prepared by the First Amendment Coalition, a copy of which
is available for review in the City Council’s Office. The publication referenced herein is for
information purposes only and does not impose any obligations on the City Council that do not
otherwise exist under California law.
MEETINGS
The City Council holds various types of meetings. All meetings of the City Council (except closed
sessions held pursuant to state law) are open to the public. Add in something about meetings are
also made available virtually to the public as deemed by the city council under AB2449.
Quorum
A majority of the Council in office constitutes a quorum for the transaction of business, but a lesser
number may adjourn from time to time and may compel by a notice the attendance of absent
members refusing or neglecting to attend meetings under Government Code Section 36813.
Disobedience of the notice may be punished at the discretion of the Council by a fine. The notice
may be by any means giving actual notice to appear and may be given by the City Clerk or any
person authorized by the Council.
When there is no quorum either in person or a combination of in person and virtual, the Mayor,
Vice-Mayor, or any Councilmember may adjourn a meeting, or if no Councilmember is present,
the City Clerk may adjourn a meeting.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Regular Meetings
Regular meetings are held on the second and fourth Wednesdays of each month at 6:00 p.m. in the
Council Chambers of the Municipal Services Building, 33 Arroyo Drive, South San Francisco,
CA. In the event it becomes necessary to change the place of the meeting, public notice must be
given by posting the change at the entrance to the regular meeting place unless the meeting needs
to happen remotely.. Whenever any regular meeting falls on a public holiday, the regular meeting
is held on the following business day. The Successor Agency meets the second Wednesday of
each month, in the same location, at council chambers, starting at 6:30 p.m.
Special Meetings
A special meeting may be called at any time by the presiding officer or by a majority of the
Councilmembers, by delivering providing a written notice twenty-four (24) hours in advance to
each member of the Council electronically by personal delivery or any other means that ensures
receipt, and to each local newspaper of general circulation, radio, and television station requesting
notice in writing. Written notice may be dispensed with for any member who at or prior to the
time the meeting commences files a written waiver of notice or for any member who is actually
present at the time the meeting convenes. Notice of the meeting must be posted at least twenty-
four (24) hours prior to the special meeting in a location freely accessible to members of the public.
Only business described in the notice may be transacted and the notice requirements apply even if
the entire meeting is a closed session.
Emergency Meetings
An emergency meeting dealing with matters upon which prompt action is necessary due to the
disruption or threatened disruption of public facilities may be held without complying with either
the twenty-four (24) hour notice or posting requirements. However, the presiding officer must
inform any newspaper and radio or television station who requested notice of special meetings one
(1) hour prior to the emergency meeting, if possible. After the meeting, the Council must post the
minutes, the people notified of the meeting, the roll call vote and any action taken. This
information must be posted in a public place for ten (10) days. Is this meeting able to be held
virtually under special circumstances or emergency declaration?
Adjourned Meetings
The City Council may adjourn any meeting to a later time, date and place. If the subsequent
meeting is conducted within five (5) days of the original meeting, matters on the agenda for the
original meeting may be considered at the subsequent meeting. Less than a quorum may adjourn.
A copy of the order or notice of adjournment must be conspicuously posted on or near the door of
the place where the meeting was held within twenty-four (24) hours after the time of the
adjournment. When an order of adjournment of any meeting fails to state the hour at which the
adjourned meeting is to be held, the meeting is held at the usual hour specified for regular meetings.
No adjournment may be for a longer period than the next regularly scheduled meeting.
Commented [AR7]: Change will need to be made to the
Municipal Ordinance Chapter 2.04 City Council - Meetings
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Closed Sessions
Closed sessions, sometimes called executive sessions, are duly held meetings or portions of
meetings, which are not open to the public and news media. Closed sessions must be held in
accordance with the provisions of the Brown Act. Matters discussed in closed session are
considered confidential. The Council may vote to sanction or fine any Councilmember, the City
Manager or City Attorney, or city department head who, without authorization, discloses the
substance of any discussion which took place during a closed session.
Additionally, attendance at a closed session should be limited to those actually necessary to advise
or take direction from the Council. This may include the City Attorney, senior management staff,
experts, negotiators or consultants or legal teams.. Third parties not serving as agents of the City
cannot attend, with the exception of witnesses in the event of a closed session to hear charges or
complaints under Government Code Section 54957.
Study Sessions
Study sessions or work sessions, if needed, are generally held at council chambers. City Hall in
the main conference room on the third Wednesday of each month and generally begin at 5:00 p.m.
Study sessions are considered special meetings pursuant to the Brown Act. The time and location
for such sessions may be changed by the City Manager with appropriate notice. Study/work
sessions are open to the public and are meetings for the purposes of the Brown Act, but such
sessions are not intended to constitute regular meetings. Usually, at such sessions, no motions are
to be offered and no formal action or vote is to be taken. The primary purpose of such sessions is
to provide background information to members of the Council. Public comments at study sessions
are limited to the subject of the study session and will be received during the public comments
section of the study session. No council comments, special recognitions or committee reports shall
occur at study sessions.
Teleconference Remote Meetings
The City Council Procedures provisions concerning Teleconference meetings shall apply to City
Council members. Requests by Council Members to attend a Council meeting via teleconference
(audio-visual platform or telephone) are governed by the Brown Act, as amended by AB 2449.
Teleconference attendance under the provisions of the Brown Act other than those added by AB
2449 shall be permitted not more than 3 times a year, unless the entire Council is meeting by
teleconference. In addition, at least a quorum of the Council must participate from a location
within the City (Government Code Section 54953(b)(3)). Additional limitations apply to
attendance by teleconference under the provisions of the Brown Act added by AB 2449.
If these two threshold requirements are met, the Council Member who will be appearing
telephonically must ensure that:
The meeting agenda identifies the teleconference location and is posted at that location in an area
that is accessible and visible 24 hours a day for at least 72 hours prior to the meeting.The City
Council Procedures provisions concerning Teleconference meetings shall apply to City Council
members. Requests by Council Members to attend a Council meeting irtually or via ia telephonic
Commented [AR8]: Suggested change to remove location and
time.
Commented [AR9]: Is zoom or similar platform considered
"teleconference"?
Commented [WS10R9]: This should be updated to reflect
teleconference meetings under the old Brown Act rules and 2449.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook appearance are actively discouraged.are held under the statutes of AB 2449, which states:
“………………………………………..” Telephonic attendance shall be permitted not more than
3 times a year. In addition, at least a quorum of the Council must participate from a location within
the City (Government Code Section 54953(b)(3)).
If these two threshold requirements are met, the Council Member who will be appearing
telephonically must ensure that:
The meeting agenda identifies the teleconference location and is posted at that location in
an area that is accessible and visible 24 hours a day for at least 72 hours prior to the meeting.
The teleconference location is open and fully accessible to the public, and fully accessible
under the Americans with Disabilities Act, throughout the entire meeting. These
requirements apply to private residences, hotel rooms, and similar facilities, all of which
must remain fully open and accessible throughout the meeting, without requiring
identification or registration.
The teleconference technology used is open and fully accessible to all members of the
public, including those with disabilities.
Members of the public who attend the meeting at the teleconference location have the same
opportunity to address the Council from the remote location that they would if they were
present in Council Chambers.
The teleconference location must not require an admission fee or any payment for
attendance.
If the meeting will include a closed session, the Council Member must also ensure that
there is a private location available for that portion of the meeting.
If the Council Member determines that any or all of these requirements cannot be met, he or she
shall not participate in the meeting via teleconference.
Approved Teleconference Guidelines for Council Members:
Five days written notice in advance of the publication of the agenda must be given by the
Council Member to the City Clerk’s office; the notice must include the address at which
the teleconferenced meeting will occur, the address the Council packet should be mailed
to, who is to initiate the phone call to establish the teleconference connection, and the phone
number of the teleconference location. If cellular telephones are used to participate in
teleconferenced meetings, Council members need to ensure the speaker phone option is
functioning.
The Council Member is responsible for posting the Council agenda in the remote location,
or having the agenda posted by somebody at the location and confirming that posting has
occurred. The City Clerk will assist, if necessary, by emailing or mailing the agenda to
whatever address or fax number the Council Member requests; however, it is the Council
Member’s responsibility to ensure that the agenda arrives and is posted. If the Council
Member will need the assistance of the City Clerk in delivery of the agenda, the fax number
or address must be included in the five-day advance written notice above.
The Council Member must ensure that the location will be publicly accessible while the
meeting is in progress.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook The Council Member must state at the beginning of the Council meeting that the posting
requirement was met at the location and that the location is publicly accessible and must
describe the location.
Virtual Council Meetings
During the novel coronavirus pandemic, the city used a virtual meeting tool that allowed the City
Council, Council Boards, Commissions and Committees to continue to hold meetings and provide
a way for the public to participate in meetings. Recognizing that public participation is a critical
component of the civic process and valuing the input it receives from members of the public during
meetings. The City established a Remote Public Participation Policy outlining roles and
responsibilities to host virtual meetings.
Councilmembers should endeavor to always have their video on so that the public, staff, and
colleagues can see that they are listening. A minimum of three members must be on video to
constitute a quorum. Brief turnoffs are understandable and permitted, but for example, having
video off throughout public comments and then turning it back on when it is time for
Councilmembers to speak is not appropriate for a public meeting. The Chair will strive to give ten-
minute breaks every two hours.
Meeting Cancellation
Any meeting of the Council may be cancelled in advance by a majority of the Council. The City
Manager may cancel a meeting in the case of an emergency or when a majority of members have
provided notice of their unavailability to attend a meeting.
CONDUCT OF MEETINGS
The Council should as much as possible refer to one another formally during Council meetings as
Mayor, Vice-Mayor or Council Member followed by the individual’s last name. Difficult
questions, tough challenges to a particular point of view, and criticism of ideas and information
are legitimate elements of a free democracy in action. Be respectful of diverse opinions.
CouncilmCouncil Members have a public stage to show how individuals with disparate points of
view can find common ground and seek a compromise that benefits the community.
CouncilmCouncil Members are role models for residents, business people, and other stakeholders
involved in public debate. At meetings council members should agree to sit at the dias, use the
microphone and chair assigned to them and not sit elsewhere during a meeting.
Agenda Order
City Council agendas will be prepared by the City Clerk and presented to the City Council in the
following order. The City Manager, with prior approval of the Mayor, is authorized to make
changes to the agenda of the Council, and the City Clerk shall publish the agenda. In an effort to
highlight an agenda item, or to address the growing interest of a particular agenda item, tThe City
Council, may direct the city manager to review and change the agenda and may take matters up
out of order, any member may bring this up and a vote will be taken if there is a dissent from any
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook of the members present. The Order shall be as follows: The City Council may take matters up out
of order upon approval by a majority vote of those present:
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Agenda Review
5. Announcements from staff
6. Presentations
7. Council Comments/Requests
7.8.Public Comments
8.1.Council Comments/Requests
9. Consent Calendar
10. Public Hearing
11. Administrative Business
12. Items from Council – Committee Reports and Announcements
13. Closed Session
14. Adjournment
Call to Order and Roll Call
The presiding officer takes the chair at the hour appointed for the meeting and calls the Council to
order. Before proceeding with the business of the Council, at the request of the presiding officer,
the City Clerk or it designee calls the roll. In the absence of the Mayor and the Vice-Mayor, the
City Clerk or its designee calls the Council to order, whereupon a temporary presiding officer is
elected by a majority of the Councilmembers present. Upon the arrival of the Mayor or the Vice-
Mayor, the temporary presiding officer relinquishes the chair at the conclusion of the business then
before the Council.
Order of Business
For a regular or special meeting, the City Council will take up its business for consideration and
disposition in the order prescribed as follows; however, the City Council, may direct the city
manager to review and change the agenda and may take matters up out of order; any member may
bring this up and a vote will be taken if there is a dissent from any of the members present. with
the consent of a majority of the Councilmembers present, matters may be taken out of order.
Items may be placed on the Consent Calendar by the City Manager when such items are
expected to be routinely approved without discussion or debate. The Consent Calendar shall be
voted upon as one item, provided, however, that Councilmembers or members of the public
may request that an individual item be removed from the Consent Calendar, in which case the
item shall be considered after the vote on the remainder of the Consent Calendar. Any item
pulled from the consent agenda may be up for discussion and a brief staff explanation will be
provided as to provide context or answer the question or reason the item was pulled/removed
from the consent calendar. When an item is pulled/removed by a member of the public, that
individual will only have one opportunity to address the council on ALL items of the consent
calendar it wishes to speak on; there will not be separate time alotted for each individual item on
the consent calendar, if more than one item is pulled/removed by a member of the public.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Unless the reading of minutes is requested by a Councilmember, minutes may be approved without
reading as part of the consent calendar if each Councilmember has previously received a copy.
Thereafter, the order of business is as presented on the Council agenda, prepared at the direction
of the City Manager. With the approval of a majority of the Council, an item may be taken out of
order. Appendix 2: Sample guide to conducting Council meetings.
Public Comments
Individuals speaking under “Public Comments” generally are limited to a maximum of three (3)
minutes. If there appears to be a large number of speakers, the Mayor may reduce speaking time
to limit the total amount of time for public comments (Gov. Code sec. 54954.3.(b)(1).). In
compliance with Assembly Bill 1787 (“AB 1787”), which requires local agencies to provide at
least twice the allotted time for public comment to speakers who require translation services. When
a member of the public is addressing the Council or one of its Committees, and when time limits
have been placed on public comments, the Mayor or Vice-Mayor, shall allow persons requesting
interpretation assistance, by another individual, to testify for twice the amount of the time limit,
thereby providing uniform time for the speaker’s testimony, as well as the time necessary for the
interpretation of the testimony for the benefit of the Council and the public. In instances where
there is a technical or audio issue, the member of the public will not be held against the running
time and the clock will be reset to allow for the total time without interruption.
Members of the public will be afforded the opportunity to speak, upon request, regarding all
items under the subject matter jurisdiction of the City Council. The Mayor has the authority to
modify the time limits set forth below based on the size of the agenda and the likely number of
speakers.
The agenda for any regular meeting shall provide an opportunity for members of the public to
address the City Council on matters within the City Council’s jurisdiction that do not otherwise appear
on the agenda for that meeting.
During special or study session meetings, the public may address the City Council only on items
on the agenda. Therefore, public testimony on agendized items will occur during City Council
consideration of the item. The public should not ask direct questions to city staff, city manager,
city attorney or other non-elected or appointed members of the council, but should address their
comment to the city council only.
Due to the number of items on the agenda and the length of City Council meetings, and
to ensure equal treatment of all speakers, the following time limits have been set:
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The Mayor has the authority to modify the time limits set forth above based on the size of the agenda and the likely number of speakers.
Speakers may not assign unused time to other speakers. During Public Hearing or Consideration
items, group spokespersons are allotted 10 minutes in-lieu of other members of the group
speaking on the item.
A final warning by the city clerk or designee will be issued when the decided public comment
time limit has been reached. The public commenter will have ten seconds to wrap up their
testimony. To be fair, public comments that go beyond ten seconds past the decided time limit
will be cut off by the city clerk. All members who are cut off will be informed that they are able
to submit the remainder of their public comment through email to the city clerk and council.
For city council meetings, members of the public will have the ability to participate remotely and
give public comment virtually through Zoom.
Agenda Section Time Limits
Public Communications
A maximum of 3 minutes for each person whether an individual or group
spokesperson.
Total time allocated at beginning of meeting: 30 minutes; additional time for
public comment may be allocated at the end of the meeting if necessary.
The Mayor shall allocate the 30 minutes among as many different topics as
feasible. Times may be modified by the Mayor in some circumstances.
Public Hearings OR
Consideration Items
Order of presentation: Minutes:
Staff presentation As needed
Appellants (when not applicants) 15
Applicants 15
Organized presentation by group spokesperson 10
Individual speakers 3
Rebuttal by applicant 5
Rebuttal by appellant 5
Agenda Section Time Limits
Public Communications
3 minutes for each person whether an individual or group spokesperson.
Total time allocated at beginning of meeting: 30 minutes this includes time
for public comment on consent calendar agenda items; additional time for
public comment may be allocated at the end of the meeting if necessary.
The Mayor shall allocate the 30 minutes among as many different topics as
feasible. Times may be modified by the Mayor in some circumstances.
Public Hearings OR
Consideration Items
Order of presentation: Minutes:
Staff presentation As needed
Appellants (when not applicants) 15
Applicants 15
Organized presentation by group spokesperson 10
Individual speakers 3
Rebuttal by applicant 5
Rebuttal by appellant 5
Commented [AR11]: Suggested change.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Upon a majority vote of the city council, a period for additional public comment may be opened
following a round of council deliberations.
Remove the thirty-minute time limit for public comment. The mayor already has the discretion to
modify public comment time limits.
When to Speak
During Public Communications, the presiding officer will recognize persons who wish to speak
on matters that are not on the agenda and are within the subject matter jurisdiction of the City
Council. Public comment on agenda items will be taken when the City Council considers the
item.
All remarks shall be addressed to the City Council as a legislative body and not to any individual
Councilmember or other non-elected officials including city staff, city manager or city attorney.
Councilmembers may ask questions of a speaker at the close of a speaker's testimony. Staff may
be given the opportunity to clarify public comments on matters of fact before closing for City
Council deliberations.
For hybrid meetings, the city clerk will first call on the members of the public that are present at
the in-person meeting location. Following the conclusion of those comments, the city clerk or
its designee will turn to the virtual members of the public who have expressed interest in
providing public hand by signaling either verbally or by raising a “virtual hand” or emoticon,
that they wish to comment. Members of the public who provide comments virtually shall be
given the same amount of time as members of the public who attend a meeting in public. Unless
there is technical or audio issues. Members of the public are not required to identify themselves
or turn on their virtual cameras but as a courtesy to council, could if they wanted to identify
themselves and their place of residence.
Failure to Speak
Any failure of a member of the public to request to speak on an item, or any failure by the City
Council to afford an opportunity to speak on an item, shall not affect the City Council's right to
act on that item or the validity of any action subsequently taken by the City Council.
Staff
Staff may be provided the opportunity to present a summary of each staff report and will be
available to answer questions of Councilmembers and not questions from a member of the
public or group of persons.
Spokesperson for a Group of Persons
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook When any group of persons wishes to address the City Council on the same subject matter, the
presiding officer may ask the group to select a spokesperson to address the City Council. A
group spokesperson shall ask the presiding officer to acknowledge him or herthem as a group
spokesperson prior to beginning to address the City Council.
Addressing the Council during Council Deliberations
Council deliberations are defined as, the time when city council has heard staff or consultant
presentation, has allowed time for public comment and has then proceeded to discuss and
deliberate the item amongst themselves prior to a motion or vote. No person may address the
City Council following the time for public testimony and during City Council deliberations, this
includes during or after a presentation, unless a majority of the City Council agrees or in answer
to a specific question directed to the individual by a member of the City Council.
Continued Items
When a meeting is adjourned or an item is continued to another date, generally the continued
item will be placed first on that portion of the agenda at that meeting; however, where deemed
necessary, the City Clerk, with the concurrence of the City Manager and Mayor, may place a
continued item in a different order on the agenda.
Any item or hearing may be continued to any subsequent meeting in accord with the procedures
set forth for the adjournment of meetings. If a hearing is continued to a time less than twenty-four
(24) hours after the time specified in the original hearing notice, a copy of the notice of continuance
of the hearing must be posted immediately following the meeting at which the determination to
continue the matter was made.
Introduction of Items After 11:00 PM
The City Council makes every effort to end its meetings before 11:00 p.m local time. The Council
also generally doeswill not take up new matters after 11:00 p.m. The meeting shall continue only
on the matter being discussed and the remaining items on the agenda shall be carried over, unless
the Council chooses to take up new items.so votes. The mayor may ask the city manager to identify
any time-sensitive matters needed to be addressed by council and shall prioritize those items over
any others than warrant a lengthier or more substantive discussion.
The City Council will endeavor to conclude its remaining business that evening in an expeditious
manner by continuing all other items of other than a routine nature.
Presentations
The total amount of time for all presentations shall not exceed fifteen minutes per meeting unless
otherwise approved by the Council. This includes presentation from staff, community members or
a group, or by a councilmember.
It should be the aim that the total amount of time for all presentations shall not exceed fifteen
minutes per meeting. The council may motion to vote to move presentations to future meetings
or to the end of the meeting after fifteen minutes has passed.
Commented [AR12]: Suggested change.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Councilmember Participation
Every Councilmember desiring to speak addresses the chair, and upon recognition by the presiding
officer, may speak on the matter before the Council. A member, once recognized, shall not be
interrupted when speaking unless it is to call the person to order. If a member, while speaking, is
called to order, the member shall cease speaking until the question of order has been determined,
and, if in order, the member shall be permitted to proceed. Questions of staff should be directed
through the chair.
Public Participation
Any person desiring to address the Council on any item on the regular meeting agenda may do so
at the time designated for that item after first being recognized by the presiding officer. Any person
desiring to address the Council on an item on the consent calendar or on an item not on the agenda
may do so at the time designated on the agenda as "Public Comments" after first being recognized
by the presiding officer. Individuals speaking under “Public Comments” generally are limited to
three (3) minutes. If there appears to be a large number of speakers, the Mayor may reduce
speaking time to limit the total amount of time for public comments (Gov. Code sec.
54954.3.(b)(1).). In compliance with Assembly Bill 1787 (“AB 1787”), which requires local
agencies to provide at least twice the allotted time for public comment to speakers who require
translation services. When a member of the public is addressing the Council or one of its
Committees, and when time limits have been placed on public comments, the Mayor or Vice-
Mayor, shall allow persons requesting interpretation assistance, by another individual, to testify
for twice the amount of the time limit, thereby providing uniform time for the speaker’s testimony,
as well as the time necessary for the interpretation of the testimony for the benefit of the Council
and the public.
Individuals speaking under “Public Comments” are limited to topics on the consent calendar or on
items that are not otherwise on the agenda. It is acknowledged that individuals may wish to address
the Council under “Public Comments” for the purpose of obtaining general information or
receiving responses to specific questions.
State law prevents Council from responding to public comments or acting on matters not on the
agenda. In general, the Mayor shall ascertain whether the Council or staff is able to provide the
requested information immediately. If this is not possible because the information is not readily
available, the matter may be referred to staff for a written response. Unless the matter raises issues
of an extraordinary nature, it is expected that a response will be presented to the Council by its
next regular meeting. If it is not possible to do so by this date, the Council will be advised as to
when a response will be forthcoming.
Digital Speaker Cards and Other Protocol.
If aA member of the public who wishes to address the City Council and they are attending the
meeting in person, they will be asked to complete a digital speaker card for the record; which
includes the speaker's name, address and other contact information, and the number of the
agenda item. The completion of a public comment card is not necessary to address the City
Council but will aid the City Clerk in maintaining an accurate record. The digital speaker card
Commented [AR13]: Suggested change.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook will be made available via an electronic kiosk at the meeting location. Those attending the
meeting virtually will not be required to fill out a speaker’s card but will make every effort to
signal their interest in speaking or providing comment by raising their “virtual hand” or verbally
letting know of their interest.
To ensure accuracy of the record, members of the public addressing City Council should speak
in an audible tone of voice into the microphone. For those members of the public addressing
the council virtually, they should be aware of when the clerk of its designee unmutes them and
allows them to start their comments.
Speakers at meetings are requested, but not required, to identify themselves and fill out cards
placed near the public microphone. The information is used to help prepare the minutes of the
meeting. All remarks should be addressed to the Council as a body and not to any individual
member. Time limits may be imposed upon speakers. No person, other than the Councilmembers
and the person having the floor, should be permitted to enter into any discussion, either directly or
through a member of the Council, without the permission of the presiding officer. No question is
to be asked a Councilmember or any city staff member or consultant. except through the presiding
officer.
After a motion is made by the Council, no person shall address the Council without first securing
the permission of a majority of the Councilmembers present to do so.
Council Discussions
To assist the City Council in the development of a structure for orderly discussion of items,
rules have been prepared which represent accepted practices for the management of City
Council meetings.
1. Obtaining the floor. A member of the City Council or staff shall first address the
Mayor to gain recognition. Comments and questions should be limited to the issue
before Council. Cross-exchange between Councilmembers and public should be avoided.
2. Questions to Staff. A Councilmember shall, after recognition by the Mayor, address
questions to the Department Director or designated staff member. If a Councilmember
has questions on an agenda item, that member should make every reasonable effort to
express and share those questions to the city manager and with their knowledge, contact
staff prior to the meeting in order to allow staff time to research a response/answer for
the meeting. If staff answers a written question from a councilmember about an item on
the agenda via written form, that response should be copied to all other
Councilmembers.
3. Interruptions. Once a Councilmember has the floor, other Councilmembers may not
interrupt except to make a point of order or point of personal privilege. The public may
not interrupt or interfere with a councilmembers comments.
4. Discussion Limit. A Councilmember should not speak more than once on a particular
subject until every other Councilmember has had the opportunity to speak, unless that
item is of high concern to the district that councilmember represents.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook 5. Tabling Procedure Tabling an item immediately stops discussion and causes a motion
and a vote to postpone a matter indefinitely or to a time and date certain. This requires
the majority vote of council members.
6. Right of protest. A Councilmember is not required to state reasons for a dissenting
vote.
7. Calling for the question. The purpose of calling for the question is to disallow further
debate and put an issue to an immediate vote. A Councilmember may move to “call for
the question” on an item which is being considered. The motion requires a second, is not
debatable, and must pass by a four-fifths vote. If the motion carries, the item is no longer
debatable, and no further action or public comment may be taken and the City Council
must vote on it.
Decorum
While the Council is in session, the Councilmembers must preserve order and decorum, and no
Councilmember should, by conversation or otherwise, delay or interrupt the proceedings or the
peace of the Council nor disturb any Councilmember while speaking or refuse to obey the orders
of the Council or other presiding officer. Unless that councilmember is calling a point of order on
the speaking councilmember.
To assist the City Council in working with a wide variety of backgrounds, personalities, opinion,
values, and goals, additional protocols are outlined below:
1. Use Formal Titles. Councilmembers should refer to one another formally during
public meetings as “Mayor,” “Vice Mayor,” or “Councilmember,” followed by the
individual’s last name.
2. Technology. Cellular telephones or any other telecommunications devices should be
in the silent mode or turned off during the City Council Meeting.All Brown Act rules should be
followed regarding technology devices. However, it is understood that during hybrid meetings
councilmembers may utilize their devices to aid them in the meeting.
3. Practice civility, respect and decorum in discussions and debates.
4. Honor the role of the Mayor in maintaining order.
5. Not demean, embarrass or speak-down to city staff or senior management members.
While the Council is in session, the Councilmembers must preserve order and decorum, and no
Councilmember should, by conversation or otherwise, delay or interrupt the proceedings or the
peace of the Council nor disturb any Councilmember while speaking or refuse to obey the orders
of the Council or other presiding officer.
The United States Constitution and California Constitution protect individuals’ rights to free
speech and expression. Accordingly, the city can only remove an individual if they are disrupting
a meeting. Courts have struck down rules of decorum that allow for removal of a speaker for
personal attacks, slanderous speech, or insolent behavior when such conduct did not actually
disturb the meeting. Courts hold that a “disruption” means something more than a bare violation
of a rule of decorum. For example, an expressive sign or the use of profanity, by themselves, do
not warrant removal from a meeting. The conduct must cause the meeting to be disrupted or
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook impede the city from conducting its business. Courts often measure whether something is a
disruption by its effect on the audience, and not by its effect on members of the legislative body.
Warnings. The Mayor shall ask that any person violating the rules of decorum be orderly and
silent. The warning shall be in substantially the form described below. If, after receiving a clear
verbal warning from the Mayor, the person persists in disturbing the meeting, the Mayor may
order a brief recess of the City Council to regain order. If the person persists in disturbing the
meeting, despite having been previously warned, the Mayor may order him or her to leave the
City Council meeting. If the person does not depart the City Council Chamber of his or her on
their own volition, the Mayor may order any law enforcement officer who is on duty at the
meeting as Sergeant-at-Arms of the City Council to escort that person from the City Council
Chamber.
If the member of the public causing a disturbance is attending virtually, the city clerk or designee
will remove the individual from the virtual meeting and/or mute them or block them from
entering the virtual meeting again.
The Mayor shall deliver the requisite warning in substantially the following form. If the member
is attending virtually this will also be provided in written form via virtual mode for the individual
to read clearly. It will state as follows:
You are hereby advised that your conduct is in violation of the Rules of Order
and Decorum of the City Council and California Penal Code Section 403, and
you are directed to be orderly and silent. Penal Code Section 403 states that
any person who, without authority of law, willfully disturbs or breaks up a
lawfully convened meeting of the City Council is guilty of a misdemeanor.
Continued disruption of this City Council meeting will result in your removal
from the meeting by the Sergeant-at-Arms and you will not be permitted to
return to City Council Chamber for the duration of the meeting. In addition,
any continued disruption of this meeting is grounds for your being arrested and
charged with a misdemeanor. Do you understand this admonition?
Misdemeanor. Any person who willfully disturbs or breaks up a City Council
meeting may be arrested and charged with a misdemeanor, pursuant to California Penal
Code Section 403.
Given these restrictions on being able to remove a speaker, the Chair should be careful to ensure
that the following steps are applied to all speakers equally, regardless of their viewpoints:
1. Reminder to the Speaker or Audience Member: If a speaker goes beyond his or her
allotted time, continues to speak on matters unrelated to District business or otherwise
violates the rules on public comment, it is appropriate to remind the speaker of the City’s
rules on public comment. A reminder to an audience member who violates the rules by
calling out or interrupting a speaker is also recommended.
Commented [WS14]: I suggest that we blend these deleted
provisions with the text added above.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook 2. Direction to the Speaker: If a speaker continues to violate the rules on public comment
by exceeding his or her time, speaking on topics unrelated to City business or otherwise,
the Chair should request the speaker to finish his or her comments and allow for the next
speaker to address the Council.
3. Declare a Violation of the Rules on Public Comment and Request a Police Officer to
Escort the Speaker to His or Her Seat: If the speaker continues to violate the time or
topic regulations and the Council is impeded from continuing its business, the Chair
should:
a) Inform the speaker that he or she has failed to comply with the rules.
b) Inform the speaker that he or she is impeding City business by violating the public
speaking rules; and
c) Request the City Manager, or his designated Sergeant-at-Arms, to escort the speaker to
his or her seat.
4. Instruct the Sergeant-at-Arms to Remove the Individual or Arrest The Individual If
He or She Refuses to Leave: If the speaker refuses to comply with Step 3, the Chair
should:
(a) Declare that the individual is disrupting the meeting and impeding City business, and
(b) Instruct the City Manager, or his designated Sergeant-at-Arms, to remove the
individual from the room and arrest the individual if he or she refuses. This should
occur on the record.
(c) The Chair then proceeds immediately to Step 5.
(d) The individual should be informed by the Sergeant-at-Arms that: If he or she refuses
to comply with the request to leave the meeting room, He or she will be escorted out
of the meeting room by officers and ordered to not return; or
5. Immediately Invite a Motion for a Recess: After instructing the Sergeant-at-Arms, the
Chair should invite a motion for a ten-minute recess. Council members should leave the
dais area and allow for the officer to communicate with the individual.
6. Continuing Disturbances: If an actual disturbance is caused by one person or a group,
such that order cannot be restored by the Chair after following the above steps, the Chair
should:
(a) Declare on the record that an actual disturbance has occurred;
(b) Order the room to be cleared by the Sergeant-at-Arms and his or her designees;
(c) Allow any members of the public and the press who did not take part in the disturbance to
return to the meeting room; and
(d) Continue the meeting.
For members of the public, city staff or other attending a meeting in person: Cellular telephones
or any other telecommunications or two-way communication device should be in the silent mode
or turned off during the entirety of the City Council meeting.
Literature distribution or petition circulation is not permitted when Council is in session or during
council meeting recess..
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Such activity may not occur outside the meeting room, parking lot or within the vicinity of the
meeting and access to councilmembers, the public or city staff or city employees may not blocked.
Such activity may not occur outside the meeting room, parking lot or within the vicinity of the
meeting and provided access to councilmembers, the public or city staff or city employees may is
not blocked.
The Chief of Police or the representative of the Chief of Police is the ex officio sergeant-at-arms
of the Council. The ex officio sergeant-at-arms shall carry out all orders and instructions given by
the presiding officer for the purpose of maintaining order and decorum in the Council Chamber.
The City Clerk or its designee shall act also as such in any virtual or hybrid setting. Upon
instructions from the presiding officer, it shall be the duty of the sergeant-at-arms or the city clerk
or its designee to eject any person from an in person or virtual meeting. The Chief of polic or the
representative of the Chie of police has the additional right to, place the person under arrest or
both.
As set forth in Government Code Section 54957.9, in the event any meeting is willfully interrupted
by a group of persons so as to render the orderly conduct of the meeting unfeasible, and order
cannot be restored by the removal of individuals who are willfully interrupting the meeting, the
presiding officer may order the meeting room cleared in-person and virtually and continue in
session.
Smoking Prohibited
It is unlawful for any person to smoke in any room in which a Council meeting open to the public
is being held. This includes areas where there will be closed session or utilized during council
meeting recess.
COUNCIL ACTIONS
Several different types of action may be taken by the Mayor and/or the City Council.
Proclamations
Proclamations are issued by the Mayor without formal action by the Council to be presented at an
appropriate function. Proclamations are public announcements directing attention to a person, an
organization or event, or bringing awareness or commemorating a holiday or cause of historic
significance. They can also be issued to individuals such as Citizen of the Year, a retiring
employee, Girl Scout Week, or International Year of the Child. Proclamations will be issued to
Board and Commissioner members who have served the authorized maximum number of terms to
acknowledge their contributions to the City of South San Francisco. Proclamations may be
requested by any member of the Council. They will be presented are regular council meetings and
the mayor may designate a councilmember to read the proclamation into the record. All members
of the city council should due every effort to sign the proclamation prior to the start of the council
meeting in which it will be presented, unless unforeseen circumstances prevent from doing so.
Commendations/Certificates of Recognition
Commented [WS15]: This change requires legal review.
Commented [AR16]: Suggested change.
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Commendations/Certificates of Recognition are acknowledgements of the activities of a person or
organization, issued by the Mayor or by all Councilmembers without formal action being taken.
Commendations/Certificates of Recognition typically acknowledge exceptional endeavors or are
given to departing Board and Commission members and/or Councilmembers and are presented at
an appropriate function or Council meeting. Councilmembers may request certificate of
recognition for a particular cause, organization or person or event happening in their respective
districts.
Ordinances
Legislative acts of the City Council are known as ordinances. Ordinances may be general or
special, depending upon their effect. Those which relate to the health, safety, and welfare of the
community and are intended for long-term application throughout the city are known as general
ordinances. Special ordinances are those with limited application. General ordinances are codified
in the South San Francisco Municipal Code. Subject to certain state law exceptions, most
ordinances are introduced at one meeting and are adopted by majority vote at a subsequent
meeting.
An ordinance is necessary (1) when state law requires a regulation to be adopted by ordinance, (2)
to amend or repeal provisions of the Municipal Code or any uncodified ordinances, and (3) to
impose regulations on persons or property which impose a penalty by fine, imprisonment or
forfeiture for the violation.
Ordinances shall be prepared by the City Attorney. Ordinances are prepared for presentation to
the Council when ordered by a majority vote of the Council, or when requested by the Mayor or
the City Manager, or when prepared on the City Attorney's own initiative.
Resolutions
Resolutions are Council actions which become effective upon adoption and encompass the
business not addressed through ordinances. They are typically used to handle routine business and
administrative matters requiring some type of formal memorialization. Resolutions are used for
various reasons, such as when specifically required by law, when needed as a separate evidentiary
document to be transmitted to another agency, or where the frequency of future reference back to
its contents warrants a separate document to facilitate reference and research.
Motions
The least formal of Council actions, motions typically are used for procedural matters (such as to
continue items) or for administrative matters (such as to accept reports). An adopted motion is as
legally effective and binding as an adopted resolution but generally is recorded simply as an item
entry in the minutes.
Minute Orders
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A minute order is a brief notice documenting an action taken by the Council and distributed
subsequent to the meeting at which the action is taken. This minute orders shall be delivered by
the City Managers office via electronic form to all residents and posted outside of city hall. The
City Manager will consult with the City Clerk and Communications director to ensure consistency
and factual information and votes/motions from the meeting are recorded and publicly shared. It
is used only occasionally, generally when the Council wishes to provide notice other than in the
minutes that it adopted a particular motion.
Finality of Administrative Actions
For the purpose of judicial review, all administrative actions by the City Council become final on
the date taken, except where (1) state or local law provides that the action becomes final on a later
date; or (2) a request for reconsideration is made in a timely fashion.
City Council Meetings Video Streamed and Broadcast
All City Council meetings held in the City Council Chamber or via virtual platforms are
broadcast live and rebroadcast
on the City’s government access channel, web-streamed on the City’s web site, and digitally
archived.
The recordings of the City Council meetings are not the official record of those meetings. The
minutes are the only official record.
MINUTES
The City Clerk shall ensure the preparation of the minutes of each City Council meeting, and
these minutes will comprise the official record of the actions of the City Council. City Council
minutes are action minutes, wherein little narrative is included, for televised meetings.
Nontelevised meetings may contain additional information.
Councilmembers have the authority to make revisions to the minutes subject to a majority vote
of the City Council. Councilmembers having only typographical corrections to minutes are
encouraged to provide such corrections to the City Clerk directly and need not wait to submit
such corrections at a meeting. To make amendments to the minutes of a City Council meeting, a
Councilmember should notify the City Clerk in writing of the proposed changes in advance of
the meeting. In doing so, this will allow the City Clerk to prepare an amended set of minutes for
distribution either prior to or during the City Council meeting.
The preparation of accurate intelligible minutes is the responsibility of the City Clerk. In general,
action minutes are used to record proceedings. Action minutes contain very little narrative. The
record focuses on who spoke and the motions and votes. Recordings are used in order to serve a
number of administrative, legal and historical functions and to provide a verbatim record of
meetings. Failure to record does not affect the validity of any proceedings or action taken by the
Council.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook The City Clerk may be directed by the presiding officer, with the consent of the Council, to enter
in the minutes a synopsis of the discussion of any matter coming before the Council. The synopsis
should be in complete sentences.
A Councilmember may request, through the presiding officer, the privilege of having a previously
prepared written abstract summarizing the major points of his or her statement on any subject
under consideration entered into the minutes. If the Council consents, such an abstract is entered
into the minutes.
Once the minutes are approved by the City Council, the Mayor and City Clerk will sign the
minutes verifying their accuracy. The City Clerk will maintain the minute archives.
Items such as letters which individuals request "to have entered into the record" are referred to in,
but do not become a part of, the minutes. Changes in substantive matters may be made only at the
direction of a majority of the Council. Clerical corrections are to be made when discovered in
order to maintain accuracy.
BASIC PROCEDURES - MAIN MOTIONS
In conjunction with the agenda for a Council meeting, business is brought before the City Council
by the motion of a member. A motion may itself bring a subject to City Council's attention or it
may follow the presentation of a report or other communication. A motion is a formal proposal
that the City Council take a certain action.
The proposed action may be of a substantive nature, or it may consist in expressing a certain view,
or directing a specific investigation and report back, or the like.
The basic form of motion, the form which brings business forward, is known as a "main motion".
The main motion sets a pattern from which all other motions are derived.
The steps by which a motion is normally processed are (1) a member makes (or moves or offers)
a motion, (2) another member seconds the motion and (3) the chair states the motion. After a main
motion is made and before the question is stated by the chair, any member can informally suggest
one or more modifications in the motion, which the member can accept or reject. Once stated, the
motion is pending and open for discussion/debate. The chair then puts the matter to a vote and
announces the result. If the Council decides to do what a motion proposes, it adopts the motion;
if the decision is against what the motion proposes, the motion is rejected.
Effective January 1, 2014, California Senate Bill 751 amended the Brown Act to require that all
legislative bodies “publicly report” any “action taken” and the vote or abstention on that action of
each member present for the action. “Action taken” is defined in the Brown Act as a collective
decision made by a majority of the members of a legislative body upon a motion, proposal,
resolution, order or ordinance. The Brown Act previously required legislative bodies to report
certain actions taken in closed session. Now, those reporting requirements will extend to actions
taken by legislative bodies in open session.
PARLIAMENTARY PROCEDURE MOTIONS Commented [AR17]: For Council review
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Processing of Motions
After a main motion is made and seconded, it must be stated by the presiding officer before it can
be debated. Until the presiding officer states the motion, the maker has the right to modify or
withdraw it. Once stated, a main motion may not be withdrawn by the mover without the consent
of the person seconding it.
Precedence of Motions
Once the main motion is properly placed on the floor, several related motions may be employed
in addressing the main motion, and if properly made and seconded, must be disposed of before the
main motion can be acted upon.
1. Fix the time to which to adjourn
2. Adjourn
3. Recess
4. Raise a question of privilege
5. Call for the orders of the day (raise a point of order)
6. Lay on the table
7. Previous question (close debate)
8. Limit or extend limits of debate
9. Postpone to a certain time (postpone definitely)
10. Postpone indefinitely
11. Refer or Commit
12. Amend
13. Motion to reconsider
These motions have precedence in the order indicated above, except that a motion to reconsider
has precedence over all motions.
Types of Motions/Purpose
1. Fix the time to which to adjourn. A motion to fix the time to which to adjourn requires a
second, is amendable and is debatable only as to the time to which the meeting is
adjourned. The purpose is to set a time for continuation of the meeting.
2. Motion to adjourn. A motion to adjourn requires a second and is not debatable except to
set the time to which the meeting is adjourned. A motion to adjourn shall be in order at
any time, except as follows:
a. When repeated without intervening business or discussion;
b. When made as an interruption of a member while speaking;
c. When the previous question has been ordered;
d. While a vote is being taken.
3. Motion to recess. A motion to recess requires a second, is amendable, but is not debatable.
Its purpose is to interrupt the meeting and is usually done by Mayor's declaration.
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4. Motion to raise a question of personal privilege. Any Councilmember at any time during
the meeting may make a request of the chair to accommodate needs such as reducing noise,
adjusting heating or cooling system, etc. In situations in which a Councilmember's
integrity, character, or motives are questioned, or to where the welfare of the Council is
concerned, the maker of the motion may interrupt another speaker if the presiding officer
recognizes the "privilege". The motion does not require a second, is not amendable, and is
not debatable.
5 Motion to call for the orders of the day. A motion to call for the orders of the day does not
require a second, is not amendable, and is not debatable. Purpose is to require adherence
to the agenda. By a two-thirds vote, the orders of the day may be set aside. Changes are
frequently handled by consensus.
6. Motion to lay on the table. Purpose is to interrupt current business for more urgent
business. A motion to lay on the table requires a second, is not amendable, and is not
debatable. It temporarily suspends any further discussion of the pending motion without
setting a time certain to resume debate. If the motion prevails, and the subject is tabled, a
member must move that the matter be "taken from the table" at the same meeting or at the
next regular meeting of the Council. Otherwise, the motion that was tabled dies, although
any Councilmember may request the subject be placed on an agenda for a later City Council
meeting.
7. Motion to move the previous question or call the question.. The purpose of this motion is
to close debate and a two-thirds vote is required for passage. A motion to move the
previous question must be made and seconded without interrupting one who already has
the floor. It is not debatable and is not amendable. It applies to all previous motions on
the subject unless otherwise specified by the maker of the motion. If the motion to move
the previous question fails, debate is reopened; if it passes, then a vote is taken on the
pending motion.
8. Motion to limit or extend debate. A motion to limit or extend debate requires a second, is
amendable and is not debatable. The motion requires a two-thirds vote. Its purpose is to
limit or extend debate.
9. Motion to postpone to a certain time. A motion to postpone to a certain time requires a
second, is amendable, and is debatable as to propriety of postponement and time set.
Purpose is to postpone the pending question to a specified time.
10. Motion to postpone indefinitely. A motion to postpone indefinitely requires a second, is
not amendable, and is debatable. If the motion is adopted, the principal question shall be
declared lost. The purpose of the motion to postpone indefinitely is to avoid a direct vote
on the main motion. Its correct use is when the intent is not to vote on the matter at all. It
should not be confused with the motion to lay on the table, which is a means of temporarily
bypassing a subject.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook 11. Motion to refer or commit. A motion to refer requires a second, is amendable, and is
debatable only as to the propriety of referring. The substance of the subject being referred
shall not be discussed at the time the motion to refer is made. Purpose of the motion is to
send subject to another city department, board, commission, committee or officer for
further study and report back to Council, at which time subject is fully debatable. The
motion may or may not contain directions or a return date.
12. Motion to amend. A motion to amend requires a second, is amendable, and is debatable
only when the motion to which it applies is debatable. A motion to amend an amendment
is in order, but one to amend an amendment to an amendment is not. An amendment
modifying a motion is in order, but an amendment substituting a new motion or raising an
independent question is not in order. Amendments take precedence over the main motion.
Amendments to amendments are voted first, then the amendment, then the main motion as
amended.
14. Motion to reconsider. Except for votes regarding matters which are quasi-judicial in nature
or matters which require a noticed public hearing a motion to reconsider any action taken
by the Council may be made during the meeting at which the action was taken or at an
adjourned meeting thereof. A motion to reconsider requires a second, is debatable, and is
not amendable. The motion must be made by a Councilmember who voted in favor of the
motion originally, but may be seconded by any Councilmember. If the motion to
reconsider is successful, the matter to be reconsidered takes no special precedence over
other pending matters. The purpose is to bring back the matter for review. If a motion to
reconsider fails, it may not itself be reconsidered. Reconsideration may not be moved more
than once on the same motion.
Division of Question
14. Division of question. If the motion contains two or more propositions, each of which is
capable of standing on its own if the others are removed, the presiding officer may, and
upon request of a member shall (unless appealed), divide the motion.
15. Rescind, Repeal or Annul. The Council may rescind, repeal or annul any prior action
taken with reference to any legislative or administrative matter so long as the action to
rescind, repeal or annul complies with all of the rules applicable to the initial adoption
and no rights have intervened to create an estoppel, unless otherwise specified by law.
16. Suspend the Rules. Any Councilmember may move to suspend the rules if necessary to
accomplish a matter that would otherwise violate the rules. A second and a two-thirds
vote is necessary.
Robert’s Rules of Order
Procedural matters not otherwise covered by either city ordinance, city resolution, state law, or
this handbook, are handled in accord with Robert's Rules of Order. No provision in Robert's Rules
is to be construed to supersede any procedure adopted by the City Council or required by state law.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
It is recognized that Robert's Rules applies to deliberative assemblies, but that the City Council
also functions as a quasi-judicial body. Due process considerations impose certain procedural
requirements and are sometimes different than the provisions of Robert's Rules. For example, a
City Council cannot reconsider or rescind a quasi-judicial decision after the decision is final, in
the absence of statutory authority to the contrary. In addition, the Government Code sometimes
imposes different rules, such as providing that the chair does participate in debate. (Section
36803).
Rules adopted to expedite the conduct of business in an orderly fashion are procedural only. The
failure to observe a procedural rule does not affect the jurisdiction of the Council or invalidate any
action taken at a meeting that is otherwise held in conformance with the law.
Parliamentarian
The City Attorney serves as parliamentarian during City Council meetings. The role of the
parliamentarian is advisory and consultative; the chair has the power to rule on questions of order.
VOTING
Votes are taken by voice or roll call and entered in full upon the record.
During the roll call, it is not in order for any member to explain a vote.
Votes are by voice vote, unless a request for a roll call vote is made by any member or the motion
requires more than a majority. During the roll call, it is not in order for any member to explain a
vote. If a member of council is joining in remotely and as per AB2449, all votes will be made by
roll call.
Silence constitues an abstention vote. Councilmembers who are silent during a voice vote shall
have their vote recorded as abstaining. For the purposes of counting votes, a “present and voting”
system will be used. Abstention votes on a motion will not be counted. Members who abstain are
counted for purposes of determining quorum (the member is “present”), but an abstention vote on
a motion will be treated as if it did not exist (the member is not “voting”). When a Councilmember
recuses themselves to comply with the Political Reform Act and FPPC regulations and they leave
meeting, they will be counted as absent. When a Councilmember recuses themselves for other
reasons where they are not legally required to do so, their recusal will be treated as an abstention.
In which case, a stated reason as to the recusal should be provided.
Silence constitues an affirmative vote.absention vote. Councilmembers who are silent during a
voice vote shall have their vote recorded as bstaining nan affirmative vote, except when individual
Councilmembers have stated in advance that they will recuse themselves. In which case, a stated
reason as to the recusal should be provided. abstain.
It is the responsibility of every Councilmember to vote unless disqualified. When someone
chooses not to vote, the person in effect "consents" that a majority of the Councilmembers present
may act for him or her.
Commented [AR18]: Removed as votes are currently taken by
roll call.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
A Councilmember may change a vote or withdraw an abstention and vote if a timely request to do
so is made immediately following the announcement of the vote and before the next item in the
order of business is taken up.
A councilmember may submit in written form to the city attorney and city clerk its intention to
change and withdraw a previously given vote if there is substantial new information that the
councilmember was not aware of and has been brought to the attention of the member since casting
the orignal vote.
Disqualification and recusal of a vote. A Councilmember disqualified because of any financial
interest or other interest proscribed by law, may not participate in the discussion or the vote.
Tie Votes. Tie votes are lost motions. Tie votes may be reconsidered on motion by any member
of the Council voting aye or nay during the original vote. Before a motion is made on the next
item on the agenda, any member of the Council may make a motion to continue the matter to
another date. Any such continuance suspends the running of any time in which action of the City
Council required by law. Any Councilmember may place on an agenda for a subsequent meeting
a matter which resulted in a tie vote.
When less than all Councilmembers are present and a matter under discussion remains unresolved
as the result of a tie vote on all motions made on such matter, the matter is automatically continued
to the next Council meeting.
If there is a permanent vacancy on council as a result of a resignation, legal action or an election
and there are only four members of the council, all important and major votes on agenda items will
be postponed until there is an appointment or an election of a new member to bring the total
composition of the city council to five members.
If there is a permanent vacancy on council as a result of a resignation, legal action or an election
and there are only four members of the council, all important and major votes on agenda items will
be postponed until there is an appointment or an election of a new member to bring the total
composition of the city council to five members.
Voting requirements for specific actions. Certain actions require a minimum number of
affirmative votes for approval. These include:
1. Approval of a general plan or specific plan amendment – 3 Affirmative Votes
2. Approval of a Resolution of Necessity – 4 Affirmative Votes
3. Approval of an ordinance or expenditure of funds – 3 Affirmative Votes
4. Approval of an urgency ordinance – 4 Affirmative Votes
5. Approval of a general tax – 4 Affirmative Votes plus Majority Voter Approval
6. Approval of a new member of council either by appointment or the call of a special
election to elect a new member. – 3 Affirmative Votes
PUBLIC HEARINGS
Commented [WS19]: If Council is interested in adding
something for this situation, I suggest a procedure such as the
following:
- At the next regular meeting after the vote, the Councilmember
may request that the item be agendized at a subsequent meeting for
reconsderation.
- If a majority of Council votes affirmatively to reconsider the item,
it will be scheduled for a future meeting.
- Any Councilmember may change their vote as part of the
reconsideration.
Commented [WS20]: If Council is interested in adding this, an
exception should be added for matters that are legally required to be
considered during the vacancy.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook By their nature, all hearings (except personnel matters) are public. The Council has the prerogative
of conducting a public hearing on any item on its agenda, whether or not the matter has had formal
notice as a public hearing. Certain matters are formally noticed in advance as public hearings,
pursuant to various provisions of state law. Unless otherwise specifically required by federal, state
or local law, all public hearing dates and times are set administratively.
Public hearings tend to be of two types: legislative or quasi-judicial. Legislative hearings generally
result in the adoption of policy or regulation. Quasi-judicial hearings are those in which the
Council applies existing laws (State and/or local) to a particular project or action. For example,
an application for a variance or conditional use permit would involve a quasi-judicial hearing.
Quasi-judicial hearings are also occasionally referred to as an adjudicatory hearing. In a quasi-
judicial hearing, the Council will often make findings based on the facts presented to the Council.
Formally noticed public hearings generally are conducted in the following format:
a. Staff review
b. Questions of staff by Council
c. Comments from public
d. Questions by Council
e. Discussion by Council
f. Action by Council.
The presiding officer conducts the hearing in such a manner as to provide for freedom of speech
and expression of opinion, subject to the limits of courtesy and respect of others. Comments and
questions from the public are limited to the subject under consideration. Depending upon the
extent of the agenda and the number of persons desiring to speak on an issue, the presiding officer
may limit a speaker's time, this should also take into account number of members of the public
also joining in virtually and speaking remotely.. Any person speaking may be questioned by
members of the City Council.
In those instances where there is a specific applicant for a matter which is the subject of a public
hearing, the applicant is entitled to make a presentation at the commencement of the public hearing,
and also is entitled to make any concluding remarks just prior to closure of the public hearing.
Councilmembers should not speak on an issue until the public hearing has been closed and public
comment has been received or read.. Once a hearing is closed, it is inappropriate for the public to
speak except to answer an inquiry of a Councilmember, as addressed through the chair.
When the Council conducts a quasi-judicial hearing, particularly when it is hearing an appeal of a
decision by a Board or Commission, on a case-by-case basis the City Attorney determines if
alternate hearing procedures are necessary and advises the City Council accordingly.
All persons interested in the matter which is the subject of a hearing are entitled to submit written
or photographic evidence relevant to the issue for consideration by the Council, in addition to or
in lieu of any oral evidence. The Council determines relevancy. If the Council feels that material
is relevant but that due to its quantity or complexity there is insufficient time to fully review it, the
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook hearing may be recessed or continued. All evidence considered by the Council in reaching its
decision must be retained by the City as part of the record, as a supplement to but not as a part of,
the minutes. The Council retains discretion to accept or to reject new documentation furnished on
the night of the Council meeting.
Advocates of a matter before the City Council who furnish documentation on the night of the
Council meeting are expected to furnish sufficient copies for the City Council, City Clerk, and
City Manager. Failure to do so may will cause the Council to reject consideration of such
information or cause the item to be continued.
If a Councilmember has met with a proponent or opponent of a matter which is the subject of a
hearing, that meeting should be acknowledged on the record prior to the opening of the hearing at
the Council meeting.
BOARDS AND COMMISSIONS
Boards and Commissions (except the Housing Authority, Design Review Board, General Plan
Community Advisory Committee, and Measure W Citizens’ Oversight Committee) are established
by ordinance and set forth in the Municipal Code. The purpose of Boards and Commissions is to
provide advice to the City Council to aid in its decision making and to handle matters within its
area of expertise. Boards and Commissions should submit their recommendations to the Council
in writing. Once Council has reached a decision after due consideration of a matter, it is
inappropriate for a Board or Commission or its members to criticize verbally or written or via
social media the council or attempt to change a decision made by Council. Appendix 7: Staff
Liaisons to Boards and Commissions.
No member of any Board or Commission may be a member of any other Board or Commission or
hold any paid position with the City, or be an elected or appointed official of another governing
body in public service unless otherwise approved by the Council. In order to be eligible for an
appointment to any Board or Commission, a person must be a resident of the City, and in some
instances a resident of the specific council district representing, unless otherwise provided by law.
The members of each Board or Commission (except the Design Review Board) are appointed by
the Council in accordance with governing law. The number of members, length of terms, time of
appointment, and method of appointment differ. Members are subject to removal by a vote of three
Councilmembers. Board and Commission members are appointed to serve for one term at a time.
Terms continue until a successor is appointed and qualified. Except when appointed as a
Commissioner Emeritus by the Council, no Board or Commission member may serve more than
the authorized number of terms on any one Board or Commission as set forth in the Municipal
Code. Appendix 8: Board and Commission Roster.
Boards and Commissions are authorized to appoint advisory committees to assist them in
performing their duties. A member of the Board or Commission shall be designated as chairperson
of these advisory committees upon approval of the appointing Board or Commission. The advisory
committees shall be assigned functions consistent with the duties of the appointing Board or
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook Commission and shall report to at the times and in the manner which the appointing Board or
Commission may require.
All Board and Commission members except members of the General Plan Community Advisory
Committee, Housing Authority Tenant Commission, Measure W Citizens’ Oversight Committee,
Colma Creek Flood Zone Advisory Committee, and San Mateo County Mosquito and Vector
Control District, Emeritus Members, Ex Officio Members, and Council representatives to the
Conference Center Authority are compensated at a rate of $50.00$100.00 per regular meeting.
From time to time the Council may establish non-compensated citizen committees or task forces
of limited duration to focus on specific topics.
Rotation of Chair and Vice Chair in Boards, Commissions or Committees
As to resemble the same process as city council, each January each body shall reorganize itself
from its current filled seats and select a chair, vice chair and in some instances a secretary. The
Chair should be the next most senior member of the body that has held the job of vice chair. In the
event of a vacancy(s) the Chair should have served at minimum two years within the body. The
vice chair should be elected from existing members of the body and should have served at
minimum a period of one year in that body. For those bodies who hold the position of secretary,
any new or existing member may hold the position. All reorganizations of the bodies will take
place in person. No member of the body not in attendance may be nominated for an officer role.
There will be no skipping of members in the roles. Any objection to the election of officers should
be submitted in writing to the Mayor and city council and council will determine wether to take
up that item for action or not.
Procedure for Making Appointments and Reappointments
Commissioners are appointed by a majority vote of the City Council and serve staggered terms.
The process begins with the City Council interviewing current commissioners who are up for
reappointment. All new and those seeking reappointment will submit a completed application
via the city clerk’s office. In the event that a current commissioner or board member does not
seek reappointment, an official letter of resignation stating the date of final service should be
submitted to City Clerk’s office and shared with city council. If a current seat holder does not
seek reappointment there will be an additional two weeks of recruitment open to advertise, and
publicize the opening of that position. After reappointments are complete, the City Clerk
recruits for open seats utilizing multiple types of advertising, socialthe media, and various
languages including via city newsletter, and mayor’s weekly email and networking opportunities
to present qualified candidates to the City Council for consideration.
Any person desiring to be considered for an appointment to any City Board or Commission should
submit an online application indicating on which Board or Commission he or she desires to serve.
This should be filled out completely and not handwritten. Paper applications must be typed and
may be submitted on an on-going basis. For applications submitted after a deadline has passed,
the City Clerk shall acknowledge that he application is past the filing deadline and that it will not
be considered in the upcoming recruiting cycle. present the late application for consideration by
Commented [AR21]: Stipend increased to $100.00
Commented [AR22]: Notices are done in English and posted on
the website where they can be translated via Google Translate.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook the City Council but note that the application was submitted after the deadline passed. Applications
are considered current for one year from the date received. It is the responsibility of the applicant
to be aware of the date of submittal and track its date of expiration of the application. All interviews
will be held in person unless indicated by an emergency declaration. No hybrid interviews will be
considered unless under special circumstances. Any applicant who fails to attend their interview
will be disqualified and their application will be removed from consideration from the date of the
interview and until a year. There will be no excused absences for interviews or rescheduled
interviews for applicants who failed to attend their interview. Appendix 9: Commissions, Boards,
and Committees Application Process.
Any appointees must comply with appropriate provisions of law regarding disclosure of financial
interests, if applicable. It is the policy of Tthe City Council will not to appoint any person to a
Board or Commission who would have continually recurring conflicts of interest requiring
abstentions, or an excessively high percentage of such situations.
Appointments are for a single term. Appointments to successive teams automatic by Council
majority. At the conclusion of this term, after consideration of the member's record (including
attendance), an individual may be reappointed for a second term if it receives a majority vote from
a quorum of city council.
Vacancies in any board or commission are filled by appointment in the same manner as original
appointment, unless that role or seat was appointed by a councilmember representing a specific
district.. When a vacancy occurs leaving an unexpired portion of the term, any appointment is for
the unexpired portion of the term. The interest of the city is best served by actual and regular
participation by Board and Commission members.
Committee and Board members may be removed by a majority vote of the City Council following
three excused or two unexcused absences during the course of one fiscal year a twelve-month
period. An absence is considered excused when a committee or board member notifies the
secretary of the intended absence at least twenty-four (24) hours prior to the scheduled meeting
time. All other absences are considered unexcused.
Thus, upon the second excused absence or first unexcused absence from a regular meeting within
a twelve-month period, the staff liaison shall notify the Board or Commission member in person
or via email and telephone via email regarding the absentee policy. The staff liaison shall remind
the Board or Commission member that with one more absence, the Mayor may report to the City
Council will be informed of the member’s absences for further discussion and possible removal.
If the City Council determines that the absences occurred for legitimate reasons, the City Council
may excuse one or both of the absences.
Upon the third excused absence or second unexcused absence, the staff liaison shall inform the
City Clerk and the City Manager’s Office shall draft a letter from the Mayor to the Board or
Commission member regarding the absentee policy and request for an explanation before the
inquire as to whether the Mayor wishes to bringsbring the matter to the Council. The mayor shall
provide a report to council on a quarterly basis via a report created by City Clerk’s office of any
current appointments that require action or attention due to unexcused absences.
Commented [AR23]: Suggested change
Commented [AR24]: The language aligned to reflect 12-month
period for absences.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook
Members are also encouraged to give advance notice of their absence from a meeting to the staff
liaison as well as the City Clerk’s office with a brief explanation for the absence. This absentee
policy as expressed in the Council Handbook shall be as provided on the Board and Commission
form and provided in the congratulatory letter welcoming new Board and Commission members.
The preceding procedures shall not apply to non-voting Emeritus Members of appointed Boards
and Commissions or to city liaison committees with other governing bodies.. Any member of an
appointive Board or Commission may also be removed by simple majority vote of the City
Council.
Government Code Section 54974 provides that whenever an unscheduled vacancy occurs, a special
vacancy notice shall be posted within twenty days (20) after the vacancy occurs and that final
appointment to fill such vacancy shall not be made for at least ten (10) working days after such
posting. The special vacancy notice must be posted in the City Clerk’s Office and the City’s
Internet website or at a designated public library.
The interview and selection of candidates is an open process. The City Council reviews the
applications and votes to select the most qualified applicants to interview. Following the
interviews, the City Council ballots and appoints the applicant(s) receiving the highest number
of votes.
Pursuant to Government Code Section 54972, on or before December 31st of every year the City
Clerk shall prepare the Local Appointment List of all Board and Commission members that details
when all appointive terms will expire during the next calendar year, the name of the incumbent
appointee, the number of terms that the incumbent appointee has served, the date of appointment,
the date the term expires, and the necessary qualifications for the position, as well as a list of all
members who serve at the pleasure of the City Council and the necessary qualifications for each
position. In compliance with the Maddy Act, Government Code Section 54973, a copy of the Local
Appointments List shall be posted on the City’s Internet website or designate the public library
with the largest service population within the City to receive a copy of the list.
To reduce confusion, each board and commission will have its own application tailored to its
duties. Boards and Commission applicants shall be encouraged to submit a resume and cover
letter for their first choice commission. A brief description of each board and commission and
their associated responsibilities will be included with the application. All applications that have a
portion of an applicants’ submitted answers cut off, shall be notified and have the opportunity to
edit and resubmit complete applications within one day of being notified.
For applications submitted after the deadline has passed, the City Clerk shall present the late
application for consideration by the City Council but note that the application was submitted
after the deadline passed. No applications submitted after a week following the deadline will be
considered.
Commented [AR25]: Suggested change.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook If an applicant applies to a board or commission with no vacancy whether it be singular or
through an application applying to multiple commissions, that applicant shall be notified and
have the opportunity to revise and resubmit the application.
Appointments are for a single term. At the conclusion of this term, after consideration of the
member’s record (including attendance), an individual may be reappointed for a second term.
Applications will be circulated advertising all positions for reappointment. By the end of the
application period, if all incumbents are not termed out and all plan to reapply, the city council
will be notified. If two or more of the city council members wish to open the interview process to
all applicants, they shall notify the city clerk anonymously within one week. If two or more
council members wish to open the interview process, then all applicants will have an opportunity
to interview. If two or more are not reached, the council will have the option to not hold the
interview.
If any incumbent member who is not termed out does not decide to reapply for an additional
term, the application for that board or commission will be extended by two weeks and the city
council will be notified.
Procedures for granting Emeritus Status
A termed out or otherwise resigning Board or Commission Member may apply to the City Council
for Emeritus Status related to the particular Board or Commission on which he or shethey have
served. The applicant will submit this request in writing to the city council via the City Clerk’s
office. served. The Criteria for granting Emeritus Status, limitations on granting authority and the
role of an Emeritus Board or Commission Member are set forth below:
Emeritus Criteria
The applicant must have over 50 25 years of uninterrupted service to the City in various more
than one capacityiescapacities, including but not limited to, as an employee, a volunteer, and/or
a board member or cCommissioner, or a former elected official having served within that board
or commission.Commissioner.
The applicant must be an active participant in the cCommunity and in the area in which it
hopes to gain emeritus status from.Community.
The applicant’s historical/institutional knowledge must contribute to the Agency’s
boards/commission discussions.
Limitations on Granting Emeritus Status: There is to be only one seated Emeritus Member on
any single Board or Commission at any given time.
The Role of an Emeritus Board or Commission Member
The Emeritus will be a recognized Board and/or Commission Member, appearing on all rosters
and being invited to all Board and Commission events with Emeritus Status noted.
The Emeritus will receive all Commission communicationsparaphernalia, including, but not
Commented [AR26]: Suggested change to reduce 50 years.
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook limited to, nametags, meeting placards, jackets, T-shirts, etc. with Emeritus Status noted.
The Emeritus is not subject to the Board and Commission absence Policy.
The Emeritus will sit on the dais and participate in discussion at meetings of the respective
Board or Commission.
The Emeritus does not have a voting role on the Commission.
The Emeritus’ presence is not necessary for a quorum.
The Commission may schedule a meeting even if the Emeritus cannot attend.
The Emeritus will not participate in Closed Sessions of the respective Board or Commission.
In the case of the Personnel Board, the Emeritus cannot participate in a Personnel Board
Disciplinary Hearing, whether held in open or closed session.
Due to the non-voting role, the Emeritus will not receive a stipend for meeting attendance.
The Emeritus will not be held under Brown Act rules.
San Mateo
Council of Cities/City Selection Committee
On the first vote for a position opened and advertised and subsequently selected by the San Mateo
Council of Cities/City Selection Committee, the City’s designated representative which can be
the(i.e., Mayor or Vice Mayor or the presiding officer indicated via a formal proxy) must vote in
accordance with the City Council’s direction. If the mayor is not able to attend the monthly San
Mateo Council of Cities/City Selection Committee meeting the order of seniority will take place
and the Vice Mayor will serve as proxy by submitting a formal document and submitting, it to the
county clerk of the board. At these meetings, the Mayor, Vice Mayor or the most senior member
of council (determined by election date) will introduce the council delegation attending and
representing the city at these events/meetings. All subsequent votes are left to the discretion of the
designated representative.
Before each Council of Cities meeting, the Mayor shall consult the city council on the direction
for the first vote for a position.
POLICY ON EXPRESSIONS OF CITY OR COUNCIL POSITIONS
Be cautious in representing City Positions on Issues. Individual City Councilmembers are not
authorized to speak on behalf of the City or the Council with regard to City or Council policy or
positions, except when such policy or position has been clearly established or when the
Councilmember has been designated as a spokesperson on a given subject.
Periodically, the City Council is requested to formally support or oppose state or federal
legislation. In considering whether or not to take such action, it is Council policy to determine
first if the legislation involves matters pertaining directly to the City of South San Francisco or its
residents as a whole. It should do this in conjunction and working with the City Manager and
considering the city’s hired consultants specializing in public policy/affairs in legislative matters
Commented [AR27]: Suggested change
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South San Francisco City Council Procedures and Protocols Handbook South San Francisco City Council Procedures and Protocols Handbook at the state or federal level. The Council may also weigh the position of the California League of
Cities in such policy considerations. If the subject matter does not relate directly to city business
or to local citizens, then the Council declines to take a position. If the legislation could be expected
to affect the city or its citizens, then the Council may elect to take a position.
Every Councilmember will be allowed to send letters of support or opposition with their
individual name signed on it, and without any other councilmember’s name on it unless consent
is given. It will be clearly stated on the letter that the statement is a reflection of a singular
councilmember’s words, and not the official position of the city or the entire city council.
For legislative matters that are voted on during council meetings, letterhead and signatures of the
Mayor, Vice Mayor, AND three council members will all be included in the letter. Legislative
letters of support or opposition passed in this manner will be the official position of the city or
city council, and the letter will state it as such that its contents was voted on by a majority or
unanimously by the council members.
POLICY ON COMMUNITY FUNDING
In making grants available to community organizations, the City Council adheres to the
following policy:
1. Grant awards are made only for purposes which are legal.
2. Grant funds are to primarily benefit South San Francisco residents/taxpayers.
3. One-time grants for capital items, or seed money, for new or expanded services are
preferred to continuing grants for operations or unrestricted funding.
4. Recipients are asked to provide financial and performance accountability.
5. Requests for funds must be received in a timely fashion. Applications received beyond
established deadline dates will not be considered.
6. Preference will be given to requests which are of a matching nature.
7. Other sources of available funds should have been diligently sought or are generally
unavailable in the amounts needed.
POLICY ON DEDICATION OF PUBLIC FACILITIES
Dedication of new public facility shall occur only after the building is completed and ready
occupancy. Dedications should recognize the efforts of prior City Councils in designing and
facilitating construction of the public facility. A majority vote from city council will be required
for all building dedications. All new dedications of naming of individuals or buildings should
also be reviewed by the City Council naming committee.
Commented [AR28]: Suggested deletion
Commented [AR29]: Suggested change
63
APPENDIX 1
Selection of Mayor and Vice Mayor/Council Reorganization
This appendix addresses the selection and rotation of the roles of Mayor and Vice Mayor.
As set forth in the most updated City Council Handbook, the Vice-Mayor is usually selected as
the Mayor. The City Council believes the community benefits and is represented by ensuring the
positions of Mayor and Vice-Mayor are held at various times by all council members who
represent five distinct districts within the City. The City Council also believes the experience as a
council member will assist those who ultimately serve as Mayor or Vice-Mayor. To that end, the
following process is hereby adopted for the future selection of Mayor and Vice-Mayor. This
process will remain in effect until until it is modified reviewed and modified by a new composition
of City council or a subsequent elected City Council.
Commencing at the end of the present Mayor’s term, the Vice-Mayor will become Mayor and the
most senior council member who has not within the previous three (3) years served as Mayor or
Vice-Mayor, will serve as Vice-Mayor. The member should have at least one year serving and
having completed to become Vice Mayor. The member should have two years serving and having
completed to become Mayor. This process for selection will also apply in subsequent years,
provided that a council member will first become eligible for service as Mayor or Vice-Mayor
once the Councilmember has served for two (2) years.
In the event new council members are elected in the same year, the ranking of the newly elected
council members amongst themselves will be determined by several factors. All of these need to
be heavily weighted before any rotational order is created.
1. First, the number of votes received to the lowest received does not work as council now is
elected district-elections and not city-wide.
2. Second, there may be members who have 1 or more opponents running against the
incumbent which separates out the vote count when compared to an incumbent who runs
unopposed.
3. The District composition and number of registered voters should be a factor, as some
districts will have a lower turn out than others where majority of resident’s vote.
4. District seats for Districts 2 and District 4, which are held on presidential election years
will constitute a higher voter turnout and off-year elections when Districts 1, District 3 and
District 5 are held.
5. The fair and equal representation from Districts that have not had a representative as vice
mayor or mayor in the last 3 years should precede the above factors in order to ensure that
each city elected district has representation in the roles of vice mayor and mayor.
in the order of the highest number of votes received to the lowest number. If any council
member declines a nomination during a year when they would have been eligible to be
appointed as Mayor or Vice-Mayor, the next eligible council member, that adheres to the
factors above in sequence shall be nominated for that position, exception by agreement
between two Councilmember and Council vote. Rotation should complete for all
councilmembers.. The council member that declined the nomination will then move to the
bottom of the rotational order as if they had just completed serving a year as Mayor.
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APPENDIX 1
In the event of a vacancy, either by resignation, death, illness or legal repercussions, the
role will be filled by the rotation of order. No new elected or appointed member may hold
the position or vice or mayor until it has completed the set timeframe as described above.
Based on Councilmember Addiego’s appointment as Mayor on December 9, 2020, and assuming
all current council members are re-elected, Tthe succession according to the current policy would
be as follows:
Year Mayor Vice-Mayor
2021-2022 Nagales Nicolas
2022-2023 Nicolas Nagales
2023-2024 Nagales Coleman
2024-2025 Coleman FloresAddiego
2025-2026 FloresAddiego AddiegoFlores
The election of the Mayor and Vice -Mayor shall be by vote of a majority of members of the
City Council. The Mayor shall be seated and assume the duties of presiding officer immediately
following the election of Mayor and before the election of the Vice Mayor unless a motion is
carried to elect and seat the Mayor and Vice Mayor at the same time.
The mayoral rotation system can be changed at any time by a Council majority vote.
The council reorganization and election of the mayor and vice mayor should be held and occur
prior to any other official city council meeting occurring in the month of December and before
any agenda item is considered in any special or regular meeting, this includes appointments or
elections or motions or votes on any legislative or policy making matter.
The planning details and agenda of the reorganization special meeting, including the program
will be coordinated by the City Manager and its office or its designee and overseen by the
current vice mayor along with a member of council who is not up for election that current year.
The meeting shall occur at a public meeting space in South San Francisco, large enough to
accommodate members of the public who wish to attend.
There are several problems with the current rotation. First, the districts that have a higher
proportion of immigrants, people of color, renters, and low income residents will always have
lower voter turnout and thus a lower number of votes. In addition to this, districts that are held
in midterm election years will always have a lower number of votes than those elected in general
election years.
There is also the issue of council members that are elected through uncontested elections always
naturally having a higher vote count than those who run and win in contested elections. Also,
councilmembers who run against multiple candidates will naturally have lower vote counts than
those who run against one candidate.
Here are some proposals to change our rotational policy to make it more equitable.
65
APPENDIX 1
Option A: Members are rotated in order of the district number they represent. With the advent of
district elections, it is important to ensure that every district has an equal chance at representation
through the Mayorship.
In the event of new councilmembers being elected and beginning their term on their district’s
“mayor year,” it will be required for any new council member to start their first year as
Councilmember, then the subsequent year as Vice Mayor, and the third year as Mayor. The order
will temporarily skip that district’s new councilmember to the next in line, until that new council
member is in their third year, where they will have some experience that allows them to serve
more effectively. The order will resume itself following the temporary displacement. This will
allow for newly elected council members to gain experience instead of immediately assuming
the Mayor role. A councilmember does not have to be Vice Mayor the year immediately
preceding their Mayoral year.
For example: a regular District 1 councilmember through this order will serve as Mayor in Y1
and Y6. A NEW D1 councilmember is Mayor in Y3 and Y6… because if the District 1 council
member is new, they will serve as such in the following years:
Y1: Councilmember (new council member assumes office, D2 Mayor)
Y2: Vice Mayor (D3 Mayor)
Y3: Mayor
Y4: Councilmember (order resumes, D4 Mayor)
Y5: Vice Mayor (D5 Mayor)
Y6: Mayor
Under this policy, the order would be:
2021 D1: Mayor Addiego, VM Nagales
2022 D2: Mayor Nagales, VM Nicolas
2023 D3: Mayor Nicolas, VM Coleman
2024 D4: Mayor Coleman, VM Flores
2025 D5: Mayor Flores, VM Addiego
2026 D1: Mayor Addiego, VM Nagales
Option B: Members are rotated by seniority, but rather than going in order of vote total, the
order would be determined by:
% of votes earned by the winning candidate - (100 / total number of candidates)
This would allow candidates who earned a larger proportion of votes and performed better than
if every voter voted randomly. This also removes the influence of voter turnout in the Mayoral
rotation.
2020:
Nagales = 100 - (100 / 1) = 0
Coleman = 52 - (100 / 2) = 2
2022:
Nicolas = 100 - (100 / 1) = 0
Addiego = 66 - (100 / 2) = 16
Flores = 54 - (100 / 3) = 21
66
APPENDIX 1
Under this policy, the order would be:
2021: Mayor Addiego, VM Nagales
2022: Mayor Nagales, VM Nicolas
2023: Mayor Nicolas, VM Coleman
2024: Mayor Coleman, VM Nagales
2025: Mayor Nagales, VM Flores
2026: Mayor Flores, VM Addiego
2027: Mayor Addiego, VM Nicolas
Installation and Reorganization Costs
Council members shall contribute to the cost of light snacks/deserts and refreshments for the
reception following the Installation and Reorganization Meeting. Each council member’s
contribution shall not exceed $200. During any year in which the City Treasurer and City Clerk
are up for election, the City Clerk and City Treasurer shall each contribute up to $200 for the cost
of light snacks/deserts and refreshments for the reception following the Installation and
Reorganization Meeting. The incoming Mayor may choose to separately pay for additional snacks
and refreshmentsincidentals beyond those normally provided every year.
The reorganization meeting should be a special meeting and no other action or business item or
presentation will/shall take place unless by approval of the entire council and councilmember-elect
members.
Formal invitations to the installation and reorganization will be created by the City Manager’s
Office free of charge to the elected members. Each member being sworn in or installed will receive
a predetermined number of invitations to distribute. The cost of mailing will be covered by the
City Manager’s Office. The City Manager’s office will also create a graphic invite to publicize
and invite members of the public, via social media and/or other communication channels.
Recognition of Outgoing Mayor and/or Council MembersElected Officials
The Installation and Reorganization Meeting will also include recognition of the outgoing Mayor
and any outgoing council member(s) or City Treasurer or City Clerk . As part of the recognition,
the City may provide the outgoing Mayor elected members and any outgoing council member(s)
with a nominal gift, proclamation and plaque recognizing their time of service to the City.
Swearing in of Mayor, Vice Mayor and newly or re-elected members:
All members elected or re-elected to the city will be ceremonially sworn-in at the
installation/reorganization meeting unless there is a declared state of emergency that requires this
to take virtually or in other form. The City Clerk shall work with each member to be sworn in to
ensure proper legal compliance exists of those who will be executing the oath of office.
67
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. )
68
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.
69
Rev 1/2023
To: Accounts Payable, Finance Dept.
Department Division Period
Hotel Other
B L D
Code For Other Expenses:TOTAL:
A Taxi, Bus or Car Fare
B Telephone
C Parking Fees Mileage: Include mileage summary &/or mapquest printout.
D Train/Plane Fares (attach receipts)Miles @ =
E Registration Fees (attach receipts)
Jul 2022- Dec 2022
Jan 2023- Dec 2023 Miles @ =
F Guest Expenses (Name & Title)
G Miscellaneous (attach receipts)Total Amount of Claim
H Tips (program will calculate amounts entered)
I Per Diem
NOTE: Safety shoes, uniform and tools allowance requests - fill out "Reimbursement Form - Payroll (Boots/Uniforms/Tools)" and
forward to PAYROLL with original receipt(s) attached. For Wellness and Personal & Professional reimbursements-complete "Personal
and Professional Reimbursement Form," attach original receipt(s) and forward to HUMAN RESOURCES.
** Due to IRS regulations, reimbursements for meals for one day (non-overnight) travel are not allowed unless the meal is part of the cost
of registration itself or if the meal is for a work meeting.
I have received an advance of $
I certify that this claim is a true record of expenses incurred on official business of the City of south San Francisco during the above period.
Amount of Claim Acct. No.Amount:
Less Advance
$
Acct. No.Amount:
Acct. No.Amount:Net Amount Due
APPROVED BY:Acct. No.Amount:
For Use by the Department of Finance
PRE AUDIT APPROVAL APPROVAL
By:Date:
Director of Finance Date
Date Paid:Check No.
$
$
$
$
Date
$
$
$
$
$
$
$
Date Explanation
Meals ** Daily Total
CITY OF SOUTH SAN FRANCISCO
STATEMENT OF EXPENSE 2023
Administrative Instruction IV.2
Name
0.625
0.655
For employee reimbursements, scan completed form including supervisor signature and attach all receipts & event flyers
along with any other supporting documentation to Eden invoice entry.
ClassificationEmployee
, which should be deducted from the above expense.
70
Department Liaisons to Boards and Commissions
2021 2023 Boards, Commissions, and Committees
Bicycle and Pedestrian Advisory Committee
(BPAC)
Public Works Department
Conference Center Authority Executive Director
Cultural Arts Commission Parks and Recreation Department
Design Review Board Economic and Community Development
Department/Planning Division
General Plan Community Advisory Committee Economic and Community Development
Department - Lisa CostaSanders (Consultant)
Housing Authority Executive Director
Library Board Library Department
Measure W Citizens’ Oversight Committee Finance Department
Parks & Recreation Commission Parks and Recreation Department
Parking Place Commission Economic and Community Development
Department
Personnel Board Human Resources Department
Planning Commission Economic and Community Development
Department/Planning Division
Public Safety & Equity Commission City Manager’s Office/Equity Officer
Traffic Safety Commission Economic and Community Development
Department
Youth Commission City Manager’s Office
County Board Commissions and Committee – Appointed by the City Council as representative
of the City of South San Francisco
Colma Creek Flood Zone Advisory Committee San Mateo County Public Works Department –
Ann Stillman, Deputy Director
Mosquito & Vector Control District San Mateo County Mosquito & Vector Control
District - Brian Weber District Manager
Updated: 08/2021
APPENDIX 7
71
CITY OF SOUTH SAN FRANCISCO
BOARDS, COMMISSIONS, AND COMMITTEES
Number of
Members
Term
Length
Term Limit Method of
Appointment
Bicycle and Pedestrian
Advisory Committee (BPAC)
7 4 years 3 City Council
Conference Center Authority 9 4 years 3 City Council
Cultural Arts Commission 11 4 years 3 City Council
Design Review Board
5
4 years
None
Planning
Commission
General Plan Community
Advisory Committee
10
2 years
Limited
Appointment
City Council
Housing Authority
5
4 years
4
City Council
Housing Authority Tenant
Commission
2
2 years
None
City Council
Library Board – proposal to
increase to 7 members.
5 3 years 4 City Council
Measure W Citizens’ Oversight
Committee
5
4 years
Limited
Appointment
City Council
Parking Place Commission 3 3 years 4 City Council
Parks & Recreation
Commission
7 4 years 3 City Council
Personnel Board 5 4 years 3 City Council
Planning Commission 7 4 years 3 City Council
Public Safety & Equity
Commission
7 2-years; 4
years
(based on
elected
members of
council)
None City Council
Traffic Safety Commission 5 3 years 4 City Council
Youth Commission 15 2 years Age limit City Council
Colma Creek Flood Zone
Advisory Committee
3 City
Appointed
Representative
(9 members)
4 years
3
City Council
recommends
appointment to
the SMC Board
of Supervisors
Mosquito & Vector Control
District
1 City
Appointed
Representative
(21 members)
2 or 4 years
None
City Council
recommends
appointment to
the SMC Board
of Supervisors
Updated: 08/2021
72
APPENDIX 8
73
Revised 07/2021 APPENDIX 9
Commissions, Boards, and Committees Application Process
Council Procedures
Application
Procedures
Anyone interested in serving on a City Commission, Board or
Committee must fully complete and submit electronically a City
Commissions, Boards, and Committee application. Forms are available
online at in theat City Clerk’s Office website. The application should
adhere to the stated instructions and should not exceed a total of 4 pages
including the two original questions. The responses to each question
should be limited to 150 words and submittal of the application should
be typed, not handwritten. All handwritten applications will not be
considered.
If there is no vacancy for a seat, or the applicant is not selected, the City
Clerk will hold the application on file for one (1) year from receipt. It is
the responsibility of the applicant to note the date of this one year
submission. If there is a vacancy, the City Clerk will notify the
applicant(s) of the date, time, and location of the Biannual City
Councilspecial council meeting for Board and Commission
interviews/appointments.
If there is a vacancy as a result of an incumbent, the application period
for that position will be extended an additional 2 weeks for purposes of
fully advertising and publicizing the position via all communication and
social media channels.
Eligibility Review All applications received by the filing date and cutoff time are will be
processed and reviewed by the City Clerk Office for conflict of
interests, qualifications, and confirmation of South San Francisco
residency as well as reviewed for full completion of the entire
application and adhering to instructions specified (word limit, page
limit, and typed).
For applications submitted after the deadline and time has passed, the
City Clerk shall present the late application for consideration by the City
Council but note that the application was submitted after the deadline
passed. not accept the application and let the applicant know that they
have missed the deadline, however that their application will be kept for
a period of (1) year for future openings/consideration.
Other than those City employees who are currently serving on a
Commission, Board, or Committee, City employees are generally
considered to have a conflict of interest and generally will not be
appointed (but may be re-appointed). However, any retired or former
City employee is eligible, and prior employment with the City is not
considered a conflict of interest.
74
Commission, Board, and Committee Application Process Page 2
City Council Procedures
APPENDIX 9
Appointment
Procedures/Criteria
Except for the Conference Center Authority, and the Bicycle and
Pedestrian Advisory Committee, and the Youth Commission. Council
may consider any Commission, Board, or Committee applicant who is
a resident in the City of South San Francisco. For the Public Safety &
Equity Commission members may need to reside in a specific
geographic/council district region in order to be eligible for
appointment.
The Council will receive all qualified candidate application materials
for review prior to interviews. The City Clerk and their office will
ensure that all answers and documents are legible and able to be
reviewed by councilmembers. The City Clerk (or Council sub-
committee)A yearly mayor appointed council ad-hoc committee will
develop questions for a structured interview process for each of the
boards and commissions for that year. Interview appointments will be
scheduled and held in person unless there is a declared emergency or
circumstance. All councilmembers should attend this special meeting.
The interview/special council meeting will be held at a public venue if
council chambers are not available, and candidates will be notified by
the City Clerk of the date and time of their interview. Any candidate
who does not attend the interview will be immediately disqualified from
the current application process. Their application will be held in file for
a period of (1) year. No rescheduling of interviews will occur.
During the interview, applicants will be assessed for background
information that would make the candidate a good appointee, any
continually recurring conflicts of interest, and reasons for wanting to
serve the City. Councilmembers will rotate questions created by the
council ad-hoc committee and a reasonable amount of time will be
given so that each councilmember has the opportunity to ask the
candidate questions. Those candidates who demonstrate a vested
interest on the board/commission/committee applying will be
appointed. Only those candidates who support the Council’s philosophy
and who can regularly attend meetings will be appointed.
Reappointment
Process
Three (3) months prior to a term expiring, the Commissioner, Board
Member, or Committee Member will be asked by the city clerk or its
office designee about their interest in reappointment. If not interested,
a letter declining reappointment should be forwarded to the City Clerk
75
Commission, Board, and Committee Application Process Page 3
City Council Procedures
APPENDIX 9
and shared with the city council stating the reason as to why they are
not seeking reappointment.
If the incumbent will not seek reappointment a period of additional (2)
weeks of advertising the position will occur. If interested in
reappointment, an application must be submitted to the City Clerk by
the final filing date, even if the incumbent has held the seat for a number
of terms. Not less than sixty (60) days prior to the term ending, the
appointment will be advertised to notify other interested persons for an
additional period of (2) weeks. The Commissioner, Board Member, or
Committee Member who is interested in reappointment, as well as any
other qualified persons, who have applied, will be considered in the
selection process.
Reappointment
Procedures/Criteria
The Council may not reappoint anyone who has demonstrated non-
support for the Council’s philosophy, spoken against or criticized the
council, who has been absent from more than one-third of the regular
meetings within a rolling 12-month period, or who has a continually
recurring conflict of interest or who has been absent or not attended one-
third of that bodies events during the current year.
"Committee and Board members may be removed by a majority vote of the City
Council following three excused or two unexcused absences during the course of one
fiscal year. An absence is considered excused when a committee or board member
notifies the secretary of the intended absence at least twenty-four (24) hours prior to
the scheduled meeting time. All other absences are considered unexcused."
Term of Office Other than the Library Board, Parking Place Commission, and Cultural
Arts Commission, appointments to a specific Commission, Board, or
Committee are limited to a maximum of three consecutive terms. For
purposes of calculating consecutive terms, service of at least eighteen
months plus one day during a term shall be counted as a complete term;
all prior continuous service of existing trustees shall be counted.
Orientation Each new Commissioner, Board Member, or Committee Member will
have an oath administered by the City Clerk or designee, and orientation
by the Department liaison for which the Commission, Board, or
Committee has responsibility, by the City Attorney to review legal
76
Commission, Board, and Committee Application Process Page 4
City Council Procedures
APPENDIX 9
issues, and by the Mayor or designee to communicate council
philosophy.
77
Agenda Item 1. 23-309 Continued Study Session regarding proposed amendments to the City Council Handbook. (Sky Woodruff, City Attorney and Rosa Govea Acosta, City Clerk)
Legislation Text Final Council Handbook Edits for Review.pdf APPENDIX 1 - Selection of
Mayor.pdf APPENDIX 2 - Guide to Conducting Meeting edits.pdf Appendix 3 - Reimbursement
Forms FY 2023.pdf APPENDIX 7 - Department Liaisons to Boards and Commissions
Edits.pdf APPENDIX 8 - Boards Commissions and Committees edits.pdf APPENDIX 9 -
Commissions Boards and Committees Application Process edits.pdf
2 Public Comments
•
Samir Elmojahid at April 17, 2023 at 10:28pm PDT
Support
The proposal suggests painting a prominent crosswalk in Oyster Point with the LGBTQIA+
flag ahead of Pride Month and in light of recent efforts to increase diversity in healthcare,
pharma, and biotech. The project encourages representation in pharma for improved clinical
trial diversity, increased investments in minority disease, and is a tribute to all
disenfranchised groups who the pharmaceutical industry has historically overlooked. I offer
to lead fundraising efforts and have deep familiarity with executing projects within budget,
resources, and timelines as an senior project manager within the industry.
•
Cynthia Marcopulos at April 14, 2023 at 2:13pm PDT
Support
My question is: If a member of the public speaks under the "public comment" portion of a
council meeting, are they allowed then to also speak under an agenda item, and/or pull a
consent item and speak on that? Thank you,
78