November 14, 2023
City Manager's Office
DATE: November 14, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Shasa Curl, City Manager
Nickie Mastay, Deputy City Manager, Internal Services
LaShonda White, Deputy City Manager, Community
Services
Patrick Seals, Project Manager
Lilia Corral, Management Analyst
Subject:
City Council Rules of Procedure and Order and Effective Communication
FINANCIAL IMPACT: There is no financial impact
PREVIOUS COUNCIL
ACTION:
September 27, 2023
June 15, 2023
May 31, 2023
May 22, 2023
May 16, 2023
April 4, 2023
November 8, 2022
STATEMENT OF THE
ISSUE:
During the City Council goal and priority setting sessions, Council members expressed interest in holding a special meeting to discuss City Council Rules of Procedure and
Order as well as effective communication.
RECOMMENDED ACTION:
DISCUSS and CONSIDER modifications to the City
Council Rules of Procedure and Order as well as
enhanced protocols for effective communication and
collective efficacy between City Council and City Staff – City Manager’s Office (Shasa Curl 510-620-6512).
AGENDA
REPORT
November 14, 2023
DISCUSSION:
Background
On November 8, 2022, the City Manager’s Office released a Request for Proposals (RFP) to solicit qualified professional facilitators experienced in working with elected officials or bodies for City Council team building and community strategic planning. After all responses were scored, City staff presented a proposed contract to host a City Council teambuilding retreat and to develop a City-wide strategic plan on April 4, 2023.
The City Council did not approve the proposed contract; however, they did emphasize the importance of setting priorities and goals.
Subsequently, the City Manager’s Office recommended working with The Gardner Group, LLC., to facilitate the goal-setting session. Henry Gardner, from the Gardner Group, LLC., facilitated various special City Council meetings to establish City Council Goals and Priorities, and noted that Councilmembers requested an additional meeting to discuss developing protocols to better support effective communication, as well as City Council Rules of Procedure and Order (Attachment 1).
City Council Rules of Procedures and Order and Effective Communication
Pursuant to Section 5 of Article III of the Charter of the City of Richmond the City Council adopted its Rules of Procedure and Order on March 21, 2006. In subsequent years amendments were made to the Rules of Procedure and Order, the most recent on January 18, 2022. The Council’s Rules govern all proceedings of the City Council, including, but not limited to:
Officers Responsibilities and Duties
Meetings and Types
Conduct and Rules of Decorum During Meetings
Order of Business
Meeting and Agenda Preparation
Procedural Items
In preparation to facilitate the discussion, Mr. Gardner interviewed the Mayor, City Councilmembers, City Manager, and the Management Leadership Team to better understand the needs of each to facilitate improved communication and collective efficacy.
DOCUMENTS ATTACHED:
Attachment 1 – Richmond City Council Rules of Procedure and Order Attachment 2 – November 14, 2023, Meeting Agenda
Attachment 3 – (For Reference Only) Concord City Council Meeting Procedures