1. PURPOSE
1.1. The City Council recognizes that annually through the budget process department workplans are funded and approved and staff resources are budgeted and approve to execute these specific workplans with no capacity for other major requests.
1.2. This Policy provides for
1.2.1. referring minor workplan items for execution to the City Manager;
1.2.2. a prioritization process of additional City Council workplan item requests consistent with the City Council Procedures and Protocols Handbook, Chapter II, Section D titled “ Duties of Mayor and Councilmembers,” Subsection 6 titled “Requests for Staff Resources,” and Chapter V, Section A titled “Agenda Order,” Subsection 4 titled “Announcements and Future Agenda Items.”
2. POLICY
2.1. Members of the City Council workplan item requests to consider new programs, services, or requests for significant allocations of resources, shall be directed to the budget process to the maximum extent possible.
2.2. From time to time, Members of the City Council may bring forward new workplan item requests for staff as part of the “Announcements and Future Agenda Items” section of the City Council meeting agenda.
2.3. Individual City Councilmember workplan item requests are initially approved by consensus of the City Council.
2.4. The City Manager determines whether a workplan item is a minor or major workplan item.
2.5. Minor workplan items, approved by consensus, are referred to the City Manager for execution.
2.6. A report of workplan items status is placed on the City Council meeting agenda.
2.7. Major workplan items, initially approved by consensus, will be placed on the agenda for Council discussion and prioritization on a quarterly basis.
3. DEFINITION(S)
3.1. City Manager shall mean City Manager or designee.
3.2. An additional or new workplan item request (herein referred as workplan item request) generally refers to an expansion of an existing program or service or a new program or service; it does not include routine administrative or operational tasks funded through the annual budget or Policy No:
Click or tap here to enter
text.
PRIORITIZATION OF ADDITIONAL
WORKPLAN ITEMS
Effective Date:
11/15/2022
Revision No:
N/A
Policy Administrator:
City Manager
Next Review Due:
As Needed
Related Policies and
Procedures:
N/A
Approved by:
Click or tap here to enter text.
Date Approved:
Click or tap to enter a
date.
349
Item # 22.
CITY OF MILPITAS
Revision Date
Original 11/15/2022
PRIORITIZATION OF ADDITIONAL WORKPLAN ITEMS / POLICY #
compilation of data which is readily available through existing report functionalities of City systems.
3.3. Minor workplan item requests generally require less than four hours of staff time to complete the task/project.
3.4. Major workplan item requests generally require four or more hours of staff time to complete the task/project.
4. PROCEDURE(S)
4.1. Members of the City Council bring all additional workplan item requests for staff as part of the “Announcements and Future Agenda Items” section of the City Council meeting agenda.
4.2. The City Manager
4.2.1. evaluates the staff time needed to complete workplan item requests and classify the requests as minor or major workplan item requests.
4.3. The City Manager ensures completion of minor workplan item requests while minimizing impact on existing operations given available staff capacity.
4.4. Quarterly, the City Manager shall place a prioritization discussion for new potential major workplan items on a City Council meeting agenda.
4.4.1. In preparation for the discussion, the City Manager shall:
4.4.1.1 provide sufficient detail for each new potential major workplan item including but not limited to description of work effort, any actions taken to date, estimated resources and cost to complete the work, potential funding source, clarification or direction sought from Council, and other additional considerations including estimated time of completion and impacts on other workplan items.
4.4.1.2 evaluate the number of new potential major workplan item requests, the status of Council approved major workplan items including workplan items approved through the annual budget, and staff capacity.
4.4.1.3 limit, based on the aforementioned evaluation, the number of new workplan items between 30% to 50% of all City Council new workplan items requested during the last quarter.
4.4.1.4 provide an update on previously approved items including items underway and completed during the last quarter.
4.4.2. Through a structured process, the City Council shall approve by majority vote potential new major workplan items consistent with sections 4.4.1.2 and 4.4.1.3 of this Policy.
4.4.3. The City Manager shall remove all items not approved from the list of additional workplan items.
4.4.4. The City Council shall refer all prioritized workplan items, which require a City Council budget appropriation action, to the annual operating or capital improvement program (CIP) budget process.
4.5. The City Manager shall keep a list of all City Council work requests and their status including items not approved by the City Council consistent with the City council approved records retention schedule.
4.6. At various budget development meetings such as the preliminary budget study session or the CIP study session, the City Council shall by majority consensus or vote provide feedback or direction to staff whether to include a prioritized workplan item for funding in the budget or five- year CIP for the upcoming fiscal year.
350
Item # 22.
CITY OF MILPITAS
Revision Date
Original 11/15/2022
PRIORITIZATION OF ADDITIONAL WORKPLAN ITEMS / POLICY #
4.7. Any Mayor or City Councilmember can bring forward again any workplan item requests, which the City Council did not approve by consensus or prioritize, for City Council consideration consistent with this Policy.
351
Item # 22.