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Report regarding a resolution approving amendments 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 adopt a resolution approving the amendments to the City Council Procedures and Protocols Handbook (Handbook).
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BACKGROUND/DISCUSSION
The City Council periodically updates the handbook to reflect current Council policy and legislation changes. The City Council Handbook is the product of a collaborative process that reflects the diverse voices, experiences, and perspectives of our City Council Members.
Handbook Purpose
The purpose of the Handbook is to outline the fundamental responsibilities of the City Council Members, its policies for the conduct of Council business, and to collect other policies that apply to the City Council. The City intends for the Handbook to orient new Council Members and serve as a point of reference in the event that questions arise. The Handbook is not all-inclusive, nor does the City intend for it to supersede any local, state, or federal laws. The City intends for the Handbook to be a dynamic document and will amend it as needed.
Revision and Maintenance of the Handbook
Since the Handbook’s initial adoption in 1989, it has been revised by the City Council multiple times to enhance clarity and consistency. The handbook was last revised and adopted on November 8, 2023, via Resolution No. 165-2023. At the special meeting of the City Council on March 18, 2026, the City Council reviewed proposed amendments to the Handbook and provided direction to the City Clerk and City Attorney on the proposed changes. The City Council Handbook is currently in draft form and has not yet been adopted. All language within the document is still under review and subject to further clarification or revision. See Attachment 2 - City Council Redline Changes
Purpose of the Redline Version of the City Council Handbook
A redline version is included to provide full transparency regarding all proposed amendments. The redline document allows Council Members and the public to clearly see each specific change, deletion, and formatting adjustment compared to the currently adopted Handbook. Providing a redline ensures an efficient review process, supports informed decision-making, and maintains an accessible public record of the document's evolution.
Summary of Proposed Changes to Minutes Format
The proposed amendments to the minutes refine and clarify the City’s approach to action minutes, ensuring consistency, accuracy, and alignment with current practices.
Historically, the Handbook (2021) described action minutes as a concise record focused on motions, votes, and speakers, with the option to include discussion synopses. The 2023 update further simplified this approach by emphasizing action minutes as the official record, with limited narrative, and allowing more detail for non-televised meetings.
The proposed 2026 revisions build upon this framework by:
• Clarifying that minutes serve as a formal record of decisions rather than a detailed account of discussions.
• Reinforcing that narrative summaries and verbatim-style documentation are not required.
• Establishing that action minutes will include the speaker's name and the agenda item or topic addressed, while directing readers to audio recordings for full context.
• Defining a standardized set of required elements, including attendance, motions, votes, and disposition of items.
• Incorporating guidance consistent with minimum requirements under the Brown Act, including documentation of motions, seconds, and vote outcomes.
• Adding clarification for remote participation documentation when applicable.
Additionally, staff identified a typographical error in the proposed language for February 25, 2026, which did not accurately reflect the intended revisions. The updated March 18, 2026, language corrects this issue and provides a more comprehensive and structured description of action minutes, as agreed.
Because there appears to be some confusion about the versions of the Handbook provisions regarding meeting minutes, the following additional explanation is provided to Council to clarify.
The current policy regarding meeting minutes is the version adopted by Council in 2023.
Below is an image of the currently adopted policy.
For the Council’s February 25, 2026, meeting, a proposed change to the policy was included in the DRAFT Handbook. The version included in the packet did not show the changes in redline. This was a typographical error. The proposed change was discussed. The image below shows how this proposed change should have appeared.
Because the Council did not approve the version of the Handbook presented on February 25, no change occurred. The policy currently remains the same as adopted in 2023.
Below is an image showing the currently proposed changes to the Handbook policy regarding meeting minutes. This proposed change is also not in effect unless and until approved by Council.
Members of the public who wish to review the complete meeting discussions can do so by visiting the city’s website, through the following options:
§ Meeting videos or meeting audio
§ Agenda packets (including all meeting material)
§ Closed Captioning for recorded meeting videos
The City Clerk’s Office continues to follow the approved minute format in line with the adopted City Council Handbook of November 8, 2023.
FISCAL IMPACT
No fiscal impact.
CONCLUSION
Upon review of the revisions set forth, it is recommended that the City Council approve the amendments to the City Council Procedures and Protocols Handbook.
Attachments:
1) Attachment 1: 2026 City Council Handbook and Appendices
2) Attachment 2: 2026 City Council Redline Changes