Office of the City Clerk

Policy for Posting/Processing Written Public Comment to the City Council

Purpose of the Public Record
The public record for the Rules and Open Government Committee is intended to ensure that the City Council and City management are informed of significant external notices and actions that may affect the City or its residents. This includes items such as public utility notices, LAFCO decisions, and other governmental or quasi-governmental actions that could generate community concern or operational impacts. Complaints about City departments, requests for service, and service issues should be directed to the appropriate department or to the City Manager for review and resolution.

When members of the public, including individuals, corporations, unions, or commissions submit written comments or correspondence addressed to the City Clerk or City Council, the following policy is in effect.

POLICY:

• ¨The following items will be published to the public record of the Rules and Open Government Committee (ROGC) meeting agenda
  • Letters addressed to the City Council or Rules and Open Government Committee (ROGC) not related to an item on the City Council or ROGC agenda where a copy is sent to the City Clerk unless meets one of the exceptions below
  • Public Utility documents (cover letters only, attachments will be on file)
  • LAFCO letters
• ¨Exceptions: The following items will NOT be published to the public record
  • Letters that raise issues or address complaints about areas the City has no jurisdiction over (such as complaints against the County, the State, the Federal Government, PG&E, etc)
  • Letters that raise issues or address complaints under the jurisdiction of other non-City legislative bodies (e.g., County Board of Supervisors, VTA, MTC, BAUASI, etc.)
  • Letters addressing complaints/issues about a specific department/division or with a specific request for service such as business license inquiries, public records requests, or other similar topics shall be directed to the appropriate department/division and/or City Manager for action
  • Items submitted at the City Council or Council subcommittee meetings will not be accepted for posting to the public record on the agenda for the next ROGC meeting.Those items will be filed as part of the agenda packet for the meeting at which they were first submitted. We do not post Open Forum materials.

     

• ¨Items Related to items on a City Council agenda shall be directed to the Office of the City Clerk’s Agendadesk to be included as part of the record for the related City Council meeting.
  • Agendadesk will make a reasonable effort to redact names, addresses, social security numbers, email addresses, and signatures
  • Agendadesk will post the letter on the website where the agendas are posted.
  • If the Office of the City Clerk doesn’t receive a copy of the correspondence, it will not be posted.

Communications to the City Clerk or City Council are public record and will become part of the City’s electronic records, which are accessible through the City’s website. Before posting online, a reasonable effort will made to redact the following: addresses, email addresses, social security numbers, phone numbers, and signatures.  However, please note: e-mail addresses, names, addresses, and other contact information are not required, but if included in any communication to the City Council, will become part of the public record. If you do not want your contact information included in the public record, please do not include that information in your communication.  Please contact the City Clerk Department for further information.

Approved by the City Clerk:  /s Toni J. Taber, MMC, December 19, 2025