City Hall and other offices will be closed to the public from December 23 to January 3, but appointments are available upon request. Public safety and emergency services remain available 24/7.  

Guide to Public Meetings

We've heard that navigating the City's processes can be confusing, and we agree! To help, we've compiled some tips and tricks for effective public participation. Please note, this is a starting point and not a complete guide to all City procedures.

Council Chambers

Meeting Basics

  • City Council: Meets on the first and third Mondays of each month at 6 p.m. in City Hall Council Chambers (1400 Fifth Ave) or virtually via the agenda link. Meetings are moved to the following Tuesday if Monday is a holiday. All meetings are open to the public and details are available online.
  • Boards and Commissions: Open to the public, with options to attend in-person or virtually using the agenda link. A list of boards and commissions is available online.
  • Agendas: Posted 72 hours before regular public meetings.
  • Brown Act: All meetings comply with the Brown Act. Learn more on the League of California Cities website.
  • Viewing Options: City Council and Planning Commission meetings are on Channel 27, our public meetings page, and archived on our YouTube channel.
  • City Manager Updates: Receive information on upcoming City Council topics by signing up for bimonthly email updates online.
  • Notifications: Sign up to get email alerts for posted agendas and other City updates.

Providing Public Comment

There are multiple ways you can make sure your opinions are heard and considered by our City Council. Public comments can be provided in person or via written public comment. Effective October 16, 2023, the City is temporarily suspending public comments via Zoom. Please see the information below for details on how to make a public comment:

  • Provide them in-person at the meeting. You are welcome to come to the meeting and provide public comment in-person. Each speaker will have 2-minutes to provide public comment, but don't forget to smile! You'll be on camera.
  • Submit your comments by email by 4:00 p.m. the day of the meeting. Make sure you send them in as soon as possible to make sure the City Council had the chance to read your email.
  • Did something go wrong? If so, please email our City Clerk during the meeting. We will do everything we can to make sure your voice is heard.

What to Expect

  • Filming and Viewing: All meetings are recorded and broadcast on Channel 27 and our website. City Council meetings are formal, but we occasionally lighten the mood with a joke. The City Council sits at the dais with staff, including the City Clerk and City Attorney, while the public sits in the audience.
  • Types of Agenda Items:
    • City Manager’s Report & Councilmember Reports: Regular updates from the City Manager and Councilmembers on regional work and activities.
    • Consent Calendar: A single vote approves routine items like contracts and street closures. Items can be pulled for discussion.
    • Public Hearing: Allows the public to provide testimony on specific issues, recorded for the public record. Required by law or used to gather input.
    • Special Presentation: Recognizes contributions or receives reports from other agencies.
    • Other Agenda Items: Discussion items requiring Council approval or providing informational updates.
    • Open Time: Public comments on non-agenda items, with a 2-minute limit per speaker.
  • Meeting Process:
    1. Staff Presentation: Explains the topic and requested action. Other groups may present as well.
    2. City Council Questions: Council members ask questions about the topic.
    3. Public Comment: The Mayor invites public input for 2 minutes each. Introduce yourself for the record.
    4. Council Deliberation: The Council discusses and votes on the item.
  • Other Meetings:
    • Study Sessions: Detailed discussions on specific topics without decision-making. Agendas are posted 72 hours in advance.
    • Community Meetings, Workshops, & Town Halls: Forums for public input on large projects or important issues.

Top 5 Tips

  1. Be Respectful: To keep our meetings welcoming, please avoid applauding or booing. It can make others hesitant to speak, and public speaking can be nerve-wracking enough!
  2. Stay Courteous: Focus your comments on the City Council or other Boards and Commissions, not on staff or the audience. Keep personal attacks out of the discussion.
  3. Keep It Brief: You have 2 minutes to share your thoughts, so it helps to practice your comments ahead of time.
  4. Share Materials: Feel free to email any materials you’d like the City Council to review before the meeting. Just send them to the City Clerk.
  5. Be Civil: Let's keep the conversation respectful and constructive—everyone’s voice matters!

When does the City Council meet?

The City Council meets the first and third Mondays every month at 6 p.m. in the City Hall Council Chambers. In addition to their regular meetings, they occasionally hold special study sessions on certain topics. If Monday is a holiday, the meeting is held on the following Tuesday. Check out our City Council page to learn more about our City Council!

Who is on the City Council?

We have four by-district City Councilmembers and one elected Mayor, elected at-large for four-year terms. Current members include:

How do I contact the City Council?

There are a couple ways to contact your City Council. You can email all of them at once, by using an online Contact Form that sends the message to all members of the City Council, including the Mayor, or you can email or call them individually.

Depending on the nature of your email, the City Council will do one of the following:

  • If your email contains any questions, they will forward it to the appropriate staff for follow-up.
  • If the nature of your email is to register your opposition or support on a topic, they will note your comments and consider them as they weigh the issue.  You may not receive an additional response from either the Staff or the City Council.

Where do I find information about the topics I’m interested in?

Our website is a great resource. Most major projects and programs have webpages dedicated to them, with background information and links to related documents. If you have trouble finding the topic from the homepage or individual department pages, try the search function on the top of the screen.

Still can’t find what you’re looking for? Call us at (415) 485-3070 and we will either help you navigate the website or connect you to the appropriate staff.

I have a brand new idea or topic that I want to share with the City Council. How do I let the City Council know?

You have a few options in this scenario. The easiest place to start is to email the City Council your idea or request. If they are interested, they will ask staff to look into the issue. You can also send a letter or call us at (415) 485-3070.

You may also attend a City Council meeting (first & third Mondays at 6 p.m. at City Hall) and present your idea during “Open Time.” Fill out a speaker card, available at the entrance to the City Council Chambers and give it to the City Clerk. “Open Time” occurs at the end of the meeting and provides members of the public an opportunity to talk about a topic that is not otherwise found on the meeting agenda. You are afforded two minutes to present your idea or issue to the City Council. The Brown Act does not allow the City Council to discuss an item not on the agenda, but if they are interested in the topic they can ask staff to follow up with you afterward.

I don’t have time to attend a meeting. How do I voice my opinion?

You can send your thoughts to the City Council by email or mail. Each member of the City Council has their own email account, but if you want to ensure your message is part of the public record you should also send a copy to the City Clerk’s Office by email or mail to:

City Clerk’s Office
1400 Fifth Avenue, Room 209
San Rafael, CA 94901

Be sure that the City Clerk receives your letter prior to 4 p.m. the day of the meeting, however the later the letter is received the less likely the City Council will have an opportunity to read and consider the contents.

How do I ensure that my comments are part of the “public record”?

The best way to ensure your comments are part of the “public record” is to provide a copy of them to the City Clerk. Aside from that, all comments made at public meetings are recorded and included as part of the public record. Depending on the nature of the project, staff compiles comments received and sometimes includes them as part of the staff report. If you have any questions about this, please contact the City Clerk’s Office or the staff assigned to the project. Emailing your comments only to an individual member of the City Council may not ensure that the City Clerk or staff receives a copy.

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