City Clerk's Office

The City Clerk's Office is committed to serving Hayward as an accessible and responsive representative of transparent and open government; and to supporting and facilitating the business operations of Council as they conduct their business through all levels of meetings and other communications.

 

NEW PROCESS FOR VIRTUAL CITY COUNCIL MEETINGS:

In order to minimize the spread of the COVID-19 virus, the City of Hayward is providing multiple alternatives to viewing meetings of the City Council as well as options for providing comments on items on the agenda. These alternatives allow the City to adhere to social distancing requirements, follow the Governor’s Executive Order N-29-20 (which suspends certain requirements of the Brown Act) and orders from the Alameda County Health Officer, and provide numerous ways for the public to provide public comment live during the meeting.

HOW TO VIEW THE MEETING:

  1. Comcast Channel 15

  2. Live stream: https://hayward.legistar.com/Calendar.aspx

  3. City of Hayward's YouTube Channel

HOW TO PROVIDE PUBLIC COMMENT FOR CITY COUNCIL MEETINGS:

The City Clerk’s office is accepting public comments on behalf of the City Council via eComment, Email, or Live public comment during the meeting.

  • eComment: To send your comment directly to Council Members before the meeting starts, please visit the Meeting & Agenda Center and click on the eComment link for the corresponding meeting. 
  • Email: Emails and eComments received before 3:00 p.m. the day of the meeting will be compiled into one file for review, distributed to the City Council and staff, and published on the City's Meeting & Agenda Center under Documents Received After Published Agenda.  Items received after 3 p.m. will be added to the file the following day. Please add the meeting date in the subject line such as in the example below:

             Email Address:List-Mayor-Council@hayward-ca.gov

             Subject: Public Comment for (date) City Council Meeting

  • Live Public Comment: You may access the webinar as an attendee via the link provided on the agenda or dial into the meeting. More details will be available on the front page of each meeting agenda, which can be found at the Meeting & Agenda Center.

VIRTUAL PARTICIPATION VIA ZOOM WEBINAR:

The City of Hayward is now offering the ability to view and participate in Council meetings via Zoom Webinar. Instructions for participating via Zoom are provided below.

How do I join the City Council meeting via Zoom Webinar?

Please visit the Zoom website and either sign-up for a free Zoom account or continue as a guest. Once you have downloaded the app on your smartphone, joined from your web browser, or downloaded the Zoom software on your computer you will be ready for the Council meeting.

I don’t have a computer or smartphone; can I still use Zoom?

If you don’t have a smartphone or computer to access the meeting via Zoom, you can use any phone, by calling one of the following numbers and entering the meeting ID (unique to each meeting; see the first page of the agenda):

  • +1 669 900 6833 
  • +1 253 215 8782 
  • +1 346 248 7799 
  • +1 301 715 8592 
  • +1 312 626 6799 
  • +1 929 205 6099

How Can I Provide Live Public Comment on Zoom?

The Mayor will announce the opportunity for public comment during the Public Comment period and during each item on the agenda. Once the Mayor has announced the public comment period, please do one of the following:

USING A COMPUTER OR SMARTPHONE:

A black box with the words audio Settings, Raise Hand, and Leave Meeting

Click on the “Raise Hand” feature in the webinar controls. This will notify City staff that you have raised your hand and you would like to speak.

City staff will unmute your microphone when it is your turn to provide public comment.

Once your public comment has ended, you will be muted again.

USING A REGULAR PHONE:

Dial *9 (star 9), this will notify City staff that you have “raised your hand” for public comment.

City staff will unmute your microphone when it is your turn to provide public comment.

You will hear “you are unmuted” and then you will have an opportunity to provide public comment.

Once your public comment has ended, you will be muted again.

We kindly request speakers to mute the broadcast when it is their opportunity to speak, as background noise may cause interference with the speaker system.

I don’t want to provide public comment live; can I provide my public comment for the record another way?

Please see options above for submitting comment via email or eComment.

I am having difficulties preparing for the meeting and learning Zoom, do you have any resources to help me?

Yes, please visit Zoom’s support page on helpful tips to prepare for the meeting.

To help prevent the spread of coronavirus COVID-19, if you must submit claims, subpoenas, summonses, and Public Records Act requests please follow the instructions below.

Claims, Subpoenas and Summonses

  • Claim form (be sure to read the instructions on page two) 

  • Claims, subpoenas and summonses can be submitted by mail and addressed to: Hayward City Hall, Attn: City Clerk's Office, 777 B Street, Hayward CA, 94541-5007

  • Claims, subpoena or summonses can be dropped off in a sealed envelope at City Hall via the drop-box available across from the security guard desk. For time sensitive documents, please use the date stamp machine to stamp your documents and deposit them in the drop-box. Please email the City Clerk (cityclerk@hayward-ca.gov) and call (510) 583-4400 the same day to indicate exactly the nature of the document and the time it was dropped off.  No personal service is permissible at this time. 

  • The drop-box at City Hall will be monitored Tuesday, Wednesday and Thursday.

  • For information concerning the status of your claim, please contact Risk Management at 510.583.4450

​Public Records Requests
  • In the interest of public health and controlling the spread of COVID-19, the City of Hayward is taking steps that include the modification or limiting of non-essential City services or access to certain facilities. Many staff members will be working from home and may not be readily available to research physical copies of records. We will send available electronic records through this portal. If you feel that the records provided do not fulfill your request, please let us know and we will continue our search for responsive documents once the declared State of Emergency has been lifted. Thank you for your understanding during this difficult time.
  • If you need to submit a Public Records Act Request, please use the Public Records Platform

​Passport Program

DEPARTMENT OVERVIEW
  • Ensure the security and accessibility of all official City records
  • Serve as the information and records manager of all legislative proceedings
  • Conduct municipal elections
  • Serve as a support office to the City Council, City staff, City boards and commissions and the community members of Hayward.
QUESTIONS

If the website does not address your question, feel free to either come into our office during business hours or give us a call. We'd be happy to assist you.

CONTACT INFORMATION

City Clerk: 510.583.4401

Deputy City Clerk: 510.583.4406

Senior Secretary: 510.583.4408

Admin Clerk: 510.583.4405