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CITY OF SAN LEANDRO GUIDELINES FOR COUNCIL MEMBER TOWN HALL MEETINGS Purpose of the Guidelines: These guidelines are to provide guidance should a Council Member want to hold a Town Hall Meeting in their District. The guidelines are intended to specifically address the process Council Members should follow to plan a Town Hall Meeting. The specific tasks and the department or staff responsible for ensuring the tasks are completed are included to help standardize the process. Also included in the guidelines are standards which are intended to ensure that a minimum level of personnel attend the meeting. These guidelines are not intended to in any way restrict Council Members from organizing and/or holding a Town Hall Meeting to address the needs of their constituents. Guidelines: Planning/Organization • Planning should start approximately eight weeks in advance. The Council Member will work with the City Manager to determine the date for the meeting and. develop an agenda. Staff availability and other meetings will be considered when setting the date. • As a standard, the Council Member and City Manager will agree upon the minimum level of personnel to be in attendance from required departments. Whenever possible, a Department Head will attend to address a department matter on the agenda. • As a standard, the Police Chief, Captain, or Lieutenant will attend to answer questions regarding community compliance and crime, unless otherwise agreed. • As a standard, the Engineering and Transportation Director, the City Engineer, the Principal Engineer, or the Senior Traffic Engineer will attend to answer questions regarding traffic, unless otherwise agreed. • Meetings are generally held in the evenings and are scheduled to last 90 minutes. • Meetings are generally held at a local school, church, or community center. • The Community Relations Representative will develop a flyer and distribute it to the public via direct mail to targeted neighborhoods, distribution to elementary schools, or insertion in the San Leandro Times for a larger broadcast. • The Community Relations Representative will secure the meeting space. The Facility Manager will set up the room, and staff will provide refreshments and logistics. • Printing, mailing, and room rental costs, if any, are paid out of the Council District budget.