CITY COUNCIL STAFF REPORT
Meeting: April 2, 2025
Subject
Consider the adoption of a City Council Special Project Policy Recommended Action
Adopt Resolution No. 25-XXX approving the City Council Special Project Policy Background
The Budget Format review Draft Implementation Action Plan (IAP) report included a recommendation to draft a policy for City Council’s consideration on special projects. This policy is being brought before City Council ahead of the FY 2025-26 Proposed Budget to ensure City Council has sufficient time to review and approve as requested by City Council.
In summary the new City Council Special Project policy governs the inclusion and tracking of Special Projects within the City’s budget process. This policy clarifies City Council's authority in approving special projects, ensures financial transparency, and establishes a framework for reporting on these projects.
Historically, Special Projects were included in the budget starting in FY 2013-14 to allow City Council to easily track high visibility projects or costs, such as development agreements and pavement maintenance. This process was then further broadened to include all one-time projects to provide the smoothing of material and contract trendlines and subsequently the City Work Program was also added.
The policy proposes to define Special Projects by:
Defining what is and is not a Special Project
When City Manager approval is necessary
When City Council approval is necessary
Establish a process for answering of City Council questions and, Defining a method for tracking and reporting Special Projects Sustainability Impact
No sustainability impact.
Fiscal Impact
There is no fiscal impact.
City Work Program (CWP) Item:
No.
CWP Item Description:
Not applicable.
Council Goal:
Public Engagement and Transparency
Fiscal Strategy
California Environmental Quality Act
Not applicable.
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Prepared by: Toni Oasay-Anderson, Acting Budget Manager Reviewed by: Kristina Alfaro, Director of Administrative Services Tina Kapoor, Deputy City Manager
Floy Andrews, City Attorney
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – City Council Special Project Policy
B – Draft Resolution