City of Alexandria, Virginia
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MEMORANDUM
DATE: SEPTEMBER 16, 2026
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: JAMES F. PARAJON, CITY MANAGER
CHERAN CORDELL IVERY, CITY ATTORNEY
GLORIA SITTON, CITY CLERK/CLERK OF COUNCIL
DOCKET TITLE:
TITLE
Consideration of an Amendment to the City Council Procedural Resolution and Incorporation of the Citizen Participation Policy and Public Hearing and Public Comment Protocol.
BODY
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ISSUE: Consideration of an amendment to the City Council Procedural Resolution and the formal integration of the Citizen Participation Policy and the Public Hearing and Public Comment Protocol.
RECOMMENDATION: That City Council adopt the new procedural resolution, policy and protocol.
BACKGROUND: At the conclusion of the FY2026 Council session, City Council requested a review and update of the City Council Procedural resolution following meetings at the Del Pepper Community Resource Center to find ways to make meetings more efficient and streamline processes.
A working group of City staff members who frequently utilize the Council Chambers and are highly familiar with Council procedures was convened. This group evaluated existing practices to develop updates aimed at making the chamber experience more efficient, engaging, and safe for all participants.
DISCUSSION: The following recommendations are being proposed for consideration:
• For public hearings involving applicants and appellants: Set a ten-minute presentation time for staff, applicants, and appellants. The applicant/appellant may request time for rebuttal up to three additional minutes.
• For public hearings involving applicants and appellants: Presentation materials (AV-PowerPoint) much be submitted at least two business days prior to scheduled meeting (for Saturday hearings, the deadline would be Wednesday by 5:00 pm). This gives ITS staff time to vet the items for any viruses and to ensure its format is compatible with City technology.
• For written comments: A person who wishes to provide written comments may submit those through the City Clerk or other identified staff. Submission of any written public testimony after 3 p.m. the day prior to the meeting will be distributed to City Council and incorporated into the permanent record following the meeting. Hard copies of written testimony may be physically provided by the speaker for each member of Council at the meeting if submission deadline is missed.
• A minimum of 48 hours advance notice is required to arrange live language translation, ADA accommodations, or sign language interpretation services. This window ensures staff can secure external vendor services.
• All individual speakers will receive a uniform 3-minute speaking allocation. The 5 minute allocation to civic associations and community groups as defined by the City will be maintained. A civic association is defined as a resident-led or volunteer-driven entity whose core purpose is to organize residents and facilitate communication with local government and institutions. This definition includes neighborhood associations, block clubs, community development councils, and tenant and resident councils.
• Speakers must register with a first and last name, address, representation details and compensation disclosure. This information is needed for meeting logistics (calling the speaker) and for record purposes.
• Signs are restricted to a maximum size of 18 x24 (preferred 11 x17) inches and must be made of soft materials (paper, cardboard, foamboard, or fabric). Rigid materials such as wood, plastic, or metal are prohibited. Signs must not obstruct the view of the dais for audience members or compromise public safety.
• The following devices are prohibited: megaphones, bullhorns, whistles, laser pointers, selfie sticks and drones.
• Restricts audience noise (e.g., foot stomping, heckling, clapping). Audience members cannot approach the dais without permission.
• Personal attacks, off-topic commentary, and political campaigning are prohibited during public testimony. The presiding officer retains the authority to order the immediate removal of any individual violating these rules.
Every member of City Council has been briefed on these proposed updates and provided feedback. Additionally, an advance draft was shared with the public, and community feedback was reviewed by Council and staff. The attached documents represent the final recommendations for Council consideration.
Please note that this is a resolution and does not require a public hearing for approval.
FISCAL IMPACT: None.
ATTACHMENTS:
Attachment 1: Proposed Resolution
Attachment 2: Citizen Participation Policy
Attachment 3: Public Hearing and Public Comment Protocol
Attachment 4: Presentation
STAFF:
Sermaine McLean, Chief of Staff, City Manager’s Office
Christina Zechman Brown, Deputy City Attorney
Keia Waters, Deputy City Clerk
David Lanier, Assistant City Attorney
Vanetta Pledger, Acting Deputy City Manager
Kendra Jacobs, Boards and Commissions Unit Manager, Planning and Zoning
John Jones, Sergeant, Alexandria Police Department, City Council Liaison
Sheila McGraw, Curbside and Parking Program Manager, Transportation and Environmental Services