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COUNCILMEMBERS HANDBOOK APPENDIX C <br /> CITY OF SAN LEANDRO <br /> GUIDELINES FOR COUNCILMEMBER TOWN HALL MEETINGS <br /> Purpose of the Guidelines: <br /> These guidelines are to provide guidance should a Councilmember want to hold a Town Hall or <br /> City- sponsored Community Meeting in his or her District. The guidelines are intended to <br /> specifically address the process Councilmembers should follow to plan a Town Hall or City - <br /> sponsored Community Meeting. The specific tasks, and the department or staff responsible for <br /> ensuring the tasks are completed, are included to help standardize the process. Also included in <br /> the guidelines are standards which are intended to ensure that a minimum level of personnel <br /> attends the meeting. <br /> These guidelines are not intended to in any way restrict Councilmembers from organizing and /or <br /> holding their own Town Hall or Community Meetings to address the needs of their constituents, <br /> which do not require staff involvement other than room reservations and room set -up by on -duty <br /> Facility staff, unless so approved by the City Manager. These meetings shall not involve over- <br /> time assignments of City staff. <br /> Guidelines: <br /> Planning/Organ ization <br /> • Planning should start approximately eight weeks in advance. The Councilmember will <br /> work with the City Manager and Community Relations Representative to determine the <br /> date for the meeting and develop an agenda. Staff availability and other meetings will be <br /> considered when setting the date. <br /> • Each Councilmember will be limited to one Town } -lall or City- sponsored Community <br /> Meeting per year. The City Manager will determine the minimum level of personnel to <br /> be in attendance from required departments. Whenever possible, a Department Head will <br /> attend to address a department matter on the agenda. <br /> • As a standard, the Police Chief, Captain, or Lieutenant will attend to answer questions <br /> regarding community compliance and crime, unless otherwise agreed. <br /> • As a standard, the Engineering and Transportation Director, the City Engineer, the <br /> Principal Engineer, or the Senior Traffic Engineer will attend to answer questions <br /> regarding traffic, unless otherwise agreed. <br /> • Meetings are generally held in the evenings and are scheduled to last 90 minutes. <br /> • Meetings are generally held at a local school, church, or community center. <br /> • The Community Relations Representative will develop a flyer, and distribute it to the <br /> public via direct mail to target neighborhoods, distribute it to elementary schools, or <br /> publish it in the San Leandro Times. <br /> • The Community Relations Representative will secure the meeting space, and work with <br /> the on -site Facility Manager to set up the room and provide refreshments and logistics. <br /> • Printing, mailing, refreshments, and room rental costs, if any, are paid out of the Council <br /> District budget. <br /> (Adopted on July 6, 2009; Resolution 2009 -097) Page 1 <br />