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Review and approve proposed revisions to the City Council Procedures and Protocols Handbook. (Sky Woodruff, City Attorney and Rosa Govea Acosta, City Clerk)
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RECOMMENDATION
Recommendation
It is recommended that the City Council review the City Council Procedures and Protocols Handbook (Handbook), suggested revisions, and adopt a resolution to approve the proposed revisions as presented or provide direction regarding the policies set forth in the Handbook.
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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. In addition, topics which do not arise very often, but which tend to raise questions or issues when they do come up, are addressed in the revised Handbook.
Revision and Maintenance of the Handbook
Since the Handbook’s initial adoption in 1989, it has been revised by the City Council multiple times. With the last revision adopted on November 8, 2023, via Resolution No. 165-2023. On January 9, 2026, the City Clerk solicited the Council to review the handbook and provide feedback. Minimal edits were received and have been incorporated and attached in the redline document for Council’s consideration and discussion.
Policy Amendments from Council
Councilmembers may seek direct policy revisions to sections of the Handbook based upon changed City priorities, and infrastructure. Accordingly, 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 if needed.
Recommended Legislative Updates
The Offices reviewed the Handbook to verify consistency with state law affecting procedure. In instances where there are clear internal inconsistencies with the Handbook, proposed revisions have been suggested and include provisions to ensure compliance with Senate Bill 707 (SB 707) which was signed into law on October 3, 2025, and makes modifications to the Brown Act effective July 1, 2026. One of the significant changes includes the requirement to hold open and public meetings allowing members of the public to participate virtually and establish guidelines for members and staff against virtual disruptions and hate speech.
The Handbook contains revisions to format to provide clarity of procedures and protocols. Below are the redline section and content changes to the handbook that were identified and removed due to duplicate information.
1. Chapter I - General Powers and Duties
a. Council Strategies
b. Selection of Mayor and Vice Mayor
c. Order of Rotation per District
d. Elected Seat Vacancies
e. Role of the City Attorney
2. Chapter II - City Council Norms and Protocols
a. Political Support from Staff During Elections
3. Chapter III - City Council Meetings
a. Agenda Order
b. SB 707 Key Changes to Teleconferencing/Remote Participation
4. Chapter IV - Procedural Rules
a. Brown Act
b. Rosenberg’s Rules of Order
c. Public Participation
d. Written communication
e. Speaker Cards and Other Protocol
5. Chapter V - City Council Meeting Decorum
a. Enforcement of Decorum
b. Use of Cellular Telephones and Electronic Devices
c. Noise in the Lobby and Public Area
d. Smoking
6. Chapter VI - Boards, Commissions, and Committees
a. Absentee Policy
b. Maddy Act
c. Board, Commission and Committee administrative liaisons by department
d. South San Francisco Advisory Bodies
Appendices:
Appendix A - Selection of Mayor and Vice Mayor/Council Reorganization:
Change to order of Mayor Rotation per District
Appendix B - Guide to Conducting Meetings:
Modified to include Levine Act Disclosure SB 1181 language in the meeting format.
Appendix C - City Council Travel Budget and Expense Reimbursement Policy:
Updated to include a City policy for travel by elected officials.
Appendix D - City Council Notice of Travel Expense Reimbursement:
Updated City Council Request for Travel and City Council Expense Reimbursement Forms.
Appendix E - Summary of Elected Officials’ Benefits:
Updated to reflect changes in Council stipend and benefits.
Appendix F - City Council Policy for Councilmember Use of Telecommunication Equipment:
No changes.
Appendix G - Donations to the City of South San Francisco:
No changes.
Appendix H - Policy on Dedication of City Facilities:
Reflects suspension of the Naming Policy and dedication of City Facilities.
Appendix I - Policy on Expression of City or Council Procedures:
No changes.
Appendix J - Policy on Community Funding:
No changes.
Appendix K - Rules of Conduct for City Property (SSF Muni Code - Chapter 10.76):
Include Chapter 10.76 to the handbook for staff assistance.
Appendix L - A Guide to the Ralph M Brown Act published by the League of California Cities
Included to comply with SB 707.
FISCAL IMPACT
No fiscal impacts.
CONCLUSION
It is recommended that Councilmembers review the City Council Procedures and Protocols Handbook (Handbook), suggested revisions, and adopt a resolution to approve the proposed revisions as presented or provide direction regarding the policies set forth in the Handbook.
Attachments:
1) Resolution
2) Attachment 1: 2026 City Council Handbook and Appendices with recommended changes.
3) Attachment 2: 2023 City Council Handbook and Appendices.