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4 DATE: April 15, 2024
TO: Mayor and Members of the City Council
FROM: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
Kevin Ortiz, Management Analyst
DEPARTMENT: City Manager
SUBJECT: DISCUSSION ON CITY COUNCIL POLICY FOR REQUESTING
TO ADD ITEMS TO A FUTURE AGENDA
RECOMMENDATION
It is recommended that the City Council discuss and, by Minute Order, provide policy direction to staff on the City Council Policy for Requesting to Add Items to a Future Agenda.
EXECUTIVE SUMMARY
On March 6, 2024, City staff received a completed Request to Place Item on Future Agenda Form from Mayor Sullivan (Attachment 1). In accordance with the current policy, which requires that a request form be submitted to the City Clerk no later than seven (7) days prior to the publication of the meeting agenda, staff included the item on the agenda for the March 18, 2024 City Council Regular Meeting.
At the March 18 Council meeting, the Mayor, with a concurrence of the majority of the Council, considered the request and directed staff to prepare a staff report for further City Council consideration and/or action at a future City Council meeting. Staff is bringing forward this item per Council direction and recommends that the Council discuss and provide policy direction to staff.
BACKGROUND/ANALYSIS
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4 At the February 21, 2023 City Council meeting, the City Council adopted City Resolution No. 2023-21, which established a Policy for Requesting to Add Items to a Future Agenda (Attachment 2). The policy established a formal process for requesting to add items to a future agenda with the purpose of providing clarity and transparency into requests by individual City Councilmembers/EMID Directors. The intent of this policy was to reduce staff time and effort in preparing for items which ultimately may or may not receive majority support from the Council to proceed. The policy applies to all City Councilmembers equally and allows the full City Council/District Board to determine how to use limited City/District resources while allowing members of the public an opportunity to provide public comment on requests for future agenda items.
For additional background information, please refer to the February 21, 2023 Staff Report (Attachment 3).
Per the current policy, Councilmembers may complete a request form (Appendix A of Attachment 2), which contains information such as the Councilmember making the request, description of the request, proposed priority level of the item, identification of City Council Vision, Mission, and Value/Priority Area most closely aligned to the item, and Attachments (if applicable) to include additional information. Once completed, the form must be submitted to the City Clerk no later than seven (7) days prior to the publication of the meeting agenda. Meeting agendas are typically published the Wednesday prior to the meeting, and the request form will appear under City/District Managers Report, Council/Board Statements and Requests, and Council Liaison Reports on the next regular City Council meeting agenda.
As an agendized item, the City Council may consider the request and ask questions of staff and/or the Councilmember making the request during the appropriate portion of the Council meeting. There is also a public comment portion for the item. After the public comment portion, the City Council may then, by motion and a second, and a majority vote supporting the item, direct the City/District Manager to prioritize staff resources to prepare a formal staff report for further City Council consideration and/or action at a future City Council meeting.
At the April 15 Council meeting, Council may provide policy direction to staff to modify the Policy for Requesting to Add Items to a Future Agenda if it so chooses. As an alternative, the Council can take no action and the current policy will remain in effect.
Staff is prepared to provide the required resources in support and response to the policy direction received from the City Council.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
There is no fiscal impact associated with this report.
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4 CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA City Council Operations and Improved Community Engagement ATTACHMENTS:
Attachment 1 – Mayor’s Request to Place Item on Future Agenda Form Attachment 2 – City Council Resolution No. 2023-21 Establishing the Policy for Requesting to Add Items to a Future Agenda
Attachment 3 – February 21, 2023 Staff Report