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San Leandro Council Member Handbook | 20212022 73 | Page APPENDIX DC GUIDELINES FOR COUNCILMEMBER TOWN HALL MEETINGS Purpose of the Guidelines: These guidelines are to provide guidance should a Councilmember want to hold a Town Hall or City-sponsored Community Meeting in his or her District. In lieu of Town Hall meetings, the Mayor holds the State of the City Address. The guidelines are intended to specifically address the process Councilmembers should follow to plan a Town Hall or City- sponsored Community 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 attends the meeting. These guidelines are not intended to in any way restrict Councilmembers from organizing and/or holding their own Town Hall or Community Meetings to address the needs of their constituents, which do not require staff involvement other than room reservations and room set-up by on- duty Facility staff, unless so approved by the City Manager. These meetings shall not involve over- time assignments of City staff. Guidelines: Planning/Organization • Planning should start approximately eight weeks in advance. The Councilmember will work with the City Manager and Community Relations Representative to determine the date for the meeting and develop an agenda. Staff availability and other meetings will be considered when setting the date. • Each Councilmember will be limited to one Town Hall or City-sponsored Community Meeting per year. The City Manager will determine 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 target neighborhoods, distribute it to elementary schools, or publish it in the San Leandro Times. • The Community Relations Representative will secure the meeting space, and work with the on-site Facility Manager to set up the room and provide refreshments and logistics.