CITY OF PACIFICA
ADMINISTRATIVE POLICY
No. 1
CITY COUNCIL AGENDA FORMAT AND PROCESS
DATES REVISED:
August 25, 2025
(proposed)
October 11, 2021
March 14, 2005
October 11, 2021
PURPOSE
The purpose of this policy is to outline the specific format, procedure, and process to be followed for the scheduling, preparation, and distribution of City Council agendas.
POLICY
It is the policy of City staff to provide the Council with clear and comprehensive written information in a timely manner on all items scheduled for consideration on the Council agenda.
Staff agenda reports, which become a permanent official City record, shall be written to include all information or data relevant for Council determination of appropriate action. The City Manager is responsible for directing the preparation and follow-up of the City Council agenda.
SCHEDULING
To accomplish all of the normal business scheduled for Council meetings, it is important to manage the flow of items to be considered in order to effectively utilize the time available at each meeting. In addition, it is of benefit to the Council and the public to be able to forecast with reasonable accuracy those meetings wherein certain items of significance or concern, such as hearings or appeals, are tentatively scheduled. Accordingly, the City Manager’s Office shall maintain and update a Council Agenda Calendar covering a three month period. Department Directors should notify the City Manager’s Office of items they intend to place on the Council agenda. If an agenda date is filled to reasonable capacity, then subsequent items will be scheduled for the next available meeting. The City Manager’s Office will notify the Council at regular intervals of the schedule of upcoming agenda items or special forums.
An individual Councilmember may request to schedule an item for a City Council meeting by contacting the City Manager with the request. The item will automatically be placed on the next available Council meeting agendain accordance with the City Council Rules and Code of Ethics.
COUNCIL AGENDA FORMAT
AP #1 City Council Agenda Format and Process 2
Order of Business:
The business of all regular meetings of the city Council shall normally be transacted in the following order unless changed by the Council members present at the meeting, or unless a special forum session is held:
A. Opening and Ceremonial Matters
1) Call to Order and Roll Call
2) Reading of Land Acknowledgement
3) Salute to the Flag
4) Order of Agenda
5) Designation of Commission Liaison
6) Commendations and Proclamations
7) Special Presentations (including Commendations and Proclamations) B. Consent Calendar
1) Approval of Warrant ListDisbursements
2) Approval of Minutes
3) Other items that are less significant administrative items or that do not warrant further Council discussion
Members of the City Council having questions on Consent Calendar items are encouraged to contact staff prior to the Council meeting. Council members should pull items off Consent Calendar to place on Council Consideration if significant discussion of the items is desiredThe Consent Calendar shall be administered as set forth in the City Council Rules and Code of Ethics.
C. Council Communications
This portion of the agenda is provided for Council to discuss or bring up matters not on the agenda.
CD. Oral CommunicationsPublic Comment on Items Not on the Posted Agenda This portion of the agenda is available to the public to address the City Council on any issue that is not on the Council agenda. The maximum time allowed for any speaker is three (3) minutes.
DE. Public Hearings / Appeals
This portion of the agenda is provided for scheduled public hearings on appeals to City Council and/or agenda items that are either required by State law, City municipal codes, or set by the City Council. All required notices and mailings for hearings or appeals shall be handled by the affected department.
AP #1 City Council Agenda Format and Process 3
F. Appeals
This portion of the agenda is provided for appeals of staff or commission decisions. All required notices and mailings for appeals should be handled by the affected City department.
EG. Council Consideration
This portion of the agenda is provided for Council review of all items which are not public hearings or appeals, but required Council discussion and action. This can include staff reports, contracts, communications from boards and commissions, ordinances and resolutions, or special Council correspondence.
F. Council Communications
The portion of the agenda for Councilmembers to inform each other of items of potential interest to other Councilmembers, such as interagency meetings, in the manner described in the City Council Rules and Code of Ethics.
G. Staff Communications
This portion of the agenda is provided for City Staff through the City Manager to briefly address items of general interest to the City Council and/or the community.
H. Adjournment
PROCEDURE
A. The City Council has regular scheduled meetings on the second and fourth Mondays of each month.
B. The City Manager must be notified by City staff of all items to be placed on the agenda at the staff meeting prior to the Council meeting. This staff meeting will normally be held about one and one-half weeks before the Council meeting.
C. A tentative Council agenda planner will be prepared and forwarded to the City CouncilManager, City Attorney, and Department Directors, and press on the Friday following in conjunction with the theExecutive staff meeting. If any member of the City Council or staff has an item to add, modify, or delete on the tentative agenda planner, the City Manager and City Clerk should be notified on the following Mondayf the update in conjunction with the Executive staff meeting.
AP #1 City Council Agenda Format and Process 4
D. Agenda Packets for regular City Council meetings are typically published on the Wednesday prior to the City Council meeting. All staff agenda summary reports, attachments, and related informational items for the Council agenda shall be finalized in the Agenda Management system and forwarded to the City Manager for final review and approval’s office by 5:00 p.m. on the Tuesday Wednesday one week prior to the Agenda publication date, unless an exception has been arranged with the City Managerpreceding the Council meeting. All contracts, leases, legal agreements, etc., should be submitted for review by the City Attorney prior to scheduling the item for the Council agenda. All agenda items requiring an appropriation of funds must be reviewed by the City Finance and Administrative Servicesial Director. All Council agenda summary reports shall follow the report format outlined in this policy.
E. The City Manager shall review the agenda summary reports and coordinate the completion of the agenda packets. The agenda packets shall be distributed to the City Council, City Attorney, departments, and made available to the press and public by Thursday morning prior to the City Council meeting. Copies are kept on file for public inspection in the City Manager’s Office and two public librariesat City Hall, posted on the City’s website and the Council Chambers bulletin board during the Council meeting.
F. Following each Council meeting, the City Manager’s Office will may prepare an agenda summary for distribution to staff and the public. The summary will normally be the only follow-up provided to Department Directors. Department Directors must ensure that appropriate action is taken on those items or subjects relating to their department.
Questions regarding clarification of Council directions should be addressed to the City Manager. Copies of correspondence or other material pertaining to follow-up action on agenda items or Council direction should, in turn, be sent to the City Manager’s Office to complete permanent files.
COUNCIL AGENDA SUMMARY REPORT FORMAT
All Council agenda summary reports should be prepared in the format shown as Exhibit A.
STAFF REPORTS TO COUNCIL ON COMMISSION ACTIONS
There will be occasions when City staff will be required to prepare an agenda summary report on either a Commission action or appeal for City Council review. In preparation of such a report the staff member should present both the staff position and the Commission position. The position of Commission members not voting in the majority on an item should also be presented in the staff report if indicated by the Commission member. It is important that the staff member present staff’s position and findings on the issue, regardless of whether it is the same as that of the Commission.
WRITTEN CORRESPONDENCE TO CITY COUNCIL
AP #1 City Council Agenda Format and Process 5
All written communications or correspondence to the Mayor and/or City Council shall initially be directed to the City Manager to determine if information from staff is necessary to respond to the item. If the correspondence item does not require information from staff and the item would be of interest to Council, the City Mmanager shall immediately forward copies of the correspondence item to all Council members.
If the correspondence item requires information from staff, it will be forwarded to the appropriate department for response which should be provided within five days. If the item can be handled adequately from the staff response, a copy of the written communication and staff response will then be forwarded to all Council members, as deemed appropriate by the City Manager.
If a correspondence item requires a decision from the City Council, the item will be forwarded to all Council members with staff information if necessary. The Mayor will review such items with the City Manager and determine if they should be placed on the regular Council agenda.
Any member of the City Council may also request any item of correspondence to be placed on the Council agenda in accordance with the process outlined in the City Council Rules and Code of Ethics to agendize an item for a City Council meeting.
Items of correspondence that are related to a Council agenda packet and staff report unless they are numerous copies of a form letter or other similar written itemreceived for the City Council meeting in accordance with the instructions in the City Council Agenda shall be compiled by the City Clerk’s Office and provided to all Councilmembers, City Manager, Department Directors and posted to the City’s website for public access prior to the start of the meeting. This obligation does not apply to correspondence that involve copies of a form letter or other similar written item.
Any questions concerning the disposition of a correspondence item should be reviewed by the City ManagerMayor.
AP #1 City Council Agenda Format and Process 6
EXHIBIT A
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
(Date of Council meeting at which item is to be scheduled) Agenda Item No__________
(Leave Bank)
SUBJECT:
Concise title of item for discussion as it is to be listed on the final agenda. Indicate if it is a public hearing.
RECOMMENDED ACTION:
Indicate specific action recommended to Council for this matter and include the proposed Council motion required, including any actions relating to the California Environmental Quality Act (CEQA). The City Attorney should be consulted for proper wording, if in doubt.
ORIGINATED BY:
Department or Commission
STAFF CONTACT:
Staff Contact Name, Title
Staff Contact Phone Number XXX-XXX-XXXX
Staff Contact Email Address.
BACKGROUND/DISCUSSION:
Description of the general background or history of item for discussion. Discussion of (a) definition of the evaluation of issue, and (b) analysis and determination based upon the alternatives examined.
ALTERNATIVE ACTION:
If applicable, brief statement of alternative actions / options to the recommended action.
ENVIRONMENTAL REVIEW:
Specify whether item would be considered “project” pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378. If a “project,” explain appropriate level of environmental review (i.e., if the project is exempt, subject to a negative declaration/mitigated negative declaration, or environmental impact report. The City Attorney should be consulted if there are any questions/concerns.
RELATION TO CITY COUNCIL GOALS AND STRATEGIC PLAN:
Select and/or describe the City Council Strategic Plan, Goal or Work Plan Item which relates to or is fulfilled by this agenda item or Council action.
FINANCIAL IMPACT OF RECOMMENDATIONFISCAL IMPACT:
AP #1 City Council Agenda Format and Process 7
Estimate of direct and indirect cost to the City if recommendation is approved. Special note should be made of future City maintenance costs associated with recommendations.
RECOMMENDATION:
Brief statement of staff and/or Commission recommendation.
DOCUMENTS ATTACHED:
List various documents pertinent to the subject in the proper order. When an item is carried to a future meeting, this documentation should be carried forward to avoid repetitive duplication.
COUNCIL ACTION REQUESTED:
Indicate specific action available to Council for this matter and include the proposed Council motion required. The City Attorney should be consulted for proper wording if in doubt.
ORIGINATED BY:
Department or Commission
CITY MANAGER’S COMMENTS:
As determined necessary.
ATTACHMENT LIST:
List various documents pertinent to the subject in the proper order:
Attachment A: [Document Description / Title]
Attachment B: [Document Description / Title]