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Study session to review and discuss 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 Councilmembers review the City Council Procedures and Protocols Handbook (Handbook), the suggested revisions, and provide direction regarding the policies set forth in the Handbook. Pursuant to these discussions, Councilmembers may direct staff to prepare revisions to the Handbook for approval at the April 8, 2026, regular meeting of the City Council.
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BACKGROUND/DISCUSSION
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. To enhance clarity and consistency, the handbook has been revised to improve the formatting and organization of procedures and protocols.
On February 25, 2026, the Council reviewed the handbook and provided feedback, that feedback is listed below:
Agenda Order (Page 28): Recommendation to move “Honoring the Life of Requests” from Agenda Order Line No. 13 to Agenda Order Line No. 8 with Council Comments/Requests.
Proclamations (Page 29): Recommendation to streamline the recognition and proclamation process by prioritizing proclamations with in-person recipients under Presentations and placing proclamations without in-person recipients and those with requests from external agencies on the consent calendar for approval. The City Council reached consensus to approve this change.
Public Participation (Page 43): Discussion referenced the provisions of the Ralph M. Brown Act, California Government Code § 54954.3(b)(1), which allow reasonable limits on public comment. A recommendation to include flexible handbook language allowing speaking time adjustments based on the number of speakers, agenda items, and the mayor or designee’s discretion to maintain efficient and orderly meetings. A speaker limit chart to be included for reference.
Minutes (Page 45): The City Council reached consensus to revise the minutes format to include each speaker’s name and the agenda item or topic addressed for added context, with reference to the meeting audio recording available on the City’s website. Written public comments submitted through the eComments portal are incorporated into the agenda packet as part of the public record. Discussion also noted that while state law requires meeting videos to be retained for a minimum of 30 days, the City’s records retention schedule currently retains videos for the current year and two prior years, with a suggestion to consider permanent retention for historical purposes. Council to discuss and provide further direction.
The redlined sections below identify content changes, including provisions removed due to duplicative information in the handbook.
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
f. Role of the City Clerk
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
f. Minutes
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.
Policy Amendments from Council
Councilmembers may seek 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 at the April 8, 2026, regular meeting of the City Council.
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.
FISCAL IMPACT
No fiscal impacts.
CONCLUSION
After review and discussion, Councilmembers should direct staff to revise the Handbook for approval at the City Council regular meeting scheduled for April 8, 2026.
Attachments:
1) Attachment 1: 2026 City Council Handbook and Appendices with recommended changes.
2) Attachment 2: 2023 City Council Handbook and Appendices.