Title
Adoption of Resolution Amending Resolution Nos. 15382, 15697, 15746, 15772, 16104, and 16180 to Amend the Rules of Order Governing City Council Meetings to Add a New Section 3 regarding Public Correspondence. (City Clerk 10012010)
Body
To: Honorable Mayor and Members of the City Council
From: Lara Weisiger, City Clerk
EXECUTIVE SUMMARY
The City Council adopts Rules of Order to govern the proceedings of City Council meetings. An amendment is being proposed to set guidelines on submitting correspondence.
BACKGROUND
On May 15, 2018, City Council adopted Rules of Order governing City Council meetings. The Rules of Order were amended on September 15, 2020, February 16, 2021, May 4, 2021, March 15, 2022, October 3, 2023, and June 18, 2024. An amendment is being proposed to create clear guidelines for members of the public to submit correspondence for an agenda item.
DISCUSSION
The amendment to the Rules of Order would add a new Section 3 and renumber all subsequent sections to set guidelines for members of the public to submit correspondence for an agenda item. In order to communicate their viewpoints, members of the public often submit correspondence, which is included in the meeting record as required by the Sunshine Ordinance. When such correspondence is submitted just prior to the City Council meeting, attaching it to the staff report is challenging. Correspondence may be submitted via email, mail, hand delivery or at the meeting. Members of the public submitting correspondence via email might not copy the City Clerk’s Office or might mistakenly email specific staff instead of clerk@alamedaca.gov <mailto:clerk@alamedaca.gov/>, which could prevent the correspondence from being included in the record. Other problems encountered with emails include attachments in formats that cannot be opened, and hyperlinks or photos in the email or attachment that are rendered inoperable by the City’s cybersecurity protections. Lastly, to protect the City’s network, the proposed new rule requires members of the public who wish to share visuals regarding a specific agenda item to email a PDF to the City Clerk’s Office no later than noon the day before the meeting. The proposed new rule is:
3. Public Correspondence. Correspondence may be submitted by members of the public at anytime; however, the City Clerk’s office ceases updates to the agenda published online at noon the day of the meeting. Any correspondence submitted after the deadline will still be included in the meeting record. Correspondence may be submitted via email or mail/hand delivery to the City Clerk’s office. Emails must be sent to CITYCOUNCIL-List@alamedaca.gov <mailto:CITYCOUNCIL-List@alamedaca.gov> or to clerk@alamedaca.gov <mailto:clerk@alamedaca.gov>. To ensure accessibility, it is recommended that email attachments be in PDF format only. URLs may be included, however, the City’s cybersecurity protections render hyperlinks inoperable. Correspondence may also be submitted at the meeting. If a member of the public would like to share a visual at a meeting that directly relates to a specific agenda item, excluding Oral Communications, it must be: a) emailed to clerk@alamedaca.gov <mailto:clerk@alamedaca.gov>, b) attached in PDF format only, c) not require a hyperlink or URL to access the visual, and d) submitted no later than noon the day before the meeting.
Staff recommends adopting the new rule to better protect the City’s network and provide the public with clear instructions for submitting correspondence.
ALTERNATIVES
City Council could:
• adopt the changes as presented;
• amend the proposed changes; or
• take no action.
FINANCIAL IMPACT
There is no financial impact from revising the Rules of Order.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Alameda Municipal Code Section 2-1.7 addresses Rules of Order being set by Resolution and Section 2-91.9 requires any documents distributed to a majority of members be made available to the public. This item relates to the City’s Strategic Plan priority to Practice Fiscally Responsible, Equitable and Inclusive Governance.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACT
There are no climate impacts from amending the Rules of Order governing City Council meetings.
RECOMMENDATION
Adopt a resolution amending Resolution Nos. 15382, 15697, 15766, 15772, 15875, 16104 and 16180 to add a new Section 3 regarding Public Correspondence.
Respectfully submitted,
Lara Weisiger
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Council Meeting Rules of Order - Redline