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BRINGING MATTERS BEFORE CITY
COUNCIL AND AGENDA SEQUENCE
City Manager’s Office
Inclusive, Community Engagement, and
Governmental Process Committee
May 4, 2022
RiversideCA.gov
2 COUNCIL AGENDA REFERRAL PROCESS
The issue for the Inclusiveness, Community Engagement, and Governmental Processes Committee is to give direction to staff relating to the existing and proposed City Council Rules of Procedure and Order of Business Council agenda item
referral process as documented in Resolution 23618
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3 BACKGROUND
On January 5, 2022, the Inclusiveness, Community Engagement, and Governmental Processes Committee (ICGC) received and discussed a schedule to review nine Rules of Procedure and Order of Business items. Through discussion, the Committee added three additional items for review to the schedule and requested the discussion item be presented to Council for input.
On February 15, 2022, City Council received and discussed a schedule to review twelve Rules of Procedure and Order of Business items. Through discussion, the Council added additional items for review.
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4 REVISED SCHEDULE AND PROPOSED
ITEMS FOR REVIEW
Rules or Procedure and Order of Business Item
Session 1
Section IX, C 1- Persons Who May Place Matters on the Agenda
Section IX, D- Agenda Setting Meeting
Session 2
Section IX, C 4 – Preparation of the Packet
Section IX, C 6 – Distribution of the Packet
Section IX, F – Agenda Sequence and Order of Business o Time limit for Ward Updates
o Establish presentation time limit for ceremonial
proclamations
o Public Comment
o Pulling Consent and Discussion Items - Notification to staff (24 hours)
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5 REVISED SCHEDULE AND PROPOSED
ITEMS FOR REVIEW
Rules or Procedure and Order of Business Item
Session 3
Section XIII, B – Referral of Matters to City Council Standing Committees
o Process for submitting candidate names to the
Mayors Screening and Nominating Committee for
vacant positions
Section XIV, C – Boards, Commissions, and Committees
o Number of Committees and Role of Committees
o Determine when and how Boards and Commissions
address or present to Council
Session 4
Section IX, C – Procedure for bringing matters before city council.
o Develop language and clarification of process for
proclamation requests
o Distinguish between ceremonial vs. legislative
proclamations
Identify Emergency Order Processes
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6 REVISED SCHEDULE AND PROPOSED
ITEMS FOR REVIEW
Rules or Procedure and Order of Business Item
Session 5 Rules of Order (Roseburg vs Roberts)
Session 6
Duties of Mayor; Mayor Pro Tempore
Violation of Rules & Procedure
Use of Electronics on the dais
Clarity of Abstentions
Session 7
Role of Councilmember Championing an Issue
Due Process and Open Mind
Councilmember leaving meeting early
Policy on Ex Parte Communications
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7 DISCUSSION
All proposed changes to City Council Rules of Procedure and Order of Business will be reviewed by ICGC in monthly sessions and forwarded to City Council for discussion. A comprehensive report of committee recommendations and Resolution is
a n t i c i p a t e dt og ot oC i t yC o u n c i la tal a t e rd a t e .
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8 REVIEW PROCESS
Review Process
1 A review of current processes and practices used.
2 Identification of advantages and disadvantages to existing process.
3 Review of other cities similar processes/practices.
4 Proposed recommendations to processes/practices.
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9 SESSION TWO
Items for review include:
Section IX, C 4 – Preparation of the Packet
Section IX, C 6 – Distribution of the Packet
Section IX, F – Agenda Sequence and Order of Business o Time limit for Ward Updates
o Establish presentation time limit for ceremonial proclamations o Public Comment
Pulling Consent and Discussion Items - Notification to staff (24 hours) RiversideCA.gov
10 REVIEW OF CURRENT PROCESS AND PRACTICES
Items for review include:
Section IX, C 4 – Preparation of the Packet
Not later than 5:00 p.m. twelve (12) days prior to each regular City Council meeting, the City Clerk shall prepare the packet. No item shall be considered by the City Council if not included in the packet, except as provided in section 4.05.050 of the Riverside Municipal Code.
Section IX, C 6 – Distribution of the Packet
Not later than 6:30 p.m. twelve (12) days prior to each regular City Council meeting, the City Clerk shall distribute the packet to the Mayor, each member of the City Council, the City Manager and the City Attorney. Twelve (12) days prior to each regular City Council meeting, the City Clerk shall distribute the packet to the designated department directors, and such other persons or institutions as the City Clerk shall deem necessary or appropriate. Paper or electronic copies of the packet shall be made for the news media and such other organizations, agencies, institutions or persons as may wish to subscribe to receipt thereof, and the City Clerk will make the packet available electronically on the City’s webpage. 9 10
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11 REVIEW OF CURRENT PROCESS AND PRACTICES
Items for review include:
Section IX, F – Agenda Sequence and Order of Business
f. Brief reports on conference, seminars and regional events; Ward updates; Council comments; and announcements of upcoming events shall commence at 6:15 p.m. g. Ceremonial Matters (Establish presentation time limit for ceremonial proclamations) h. Oral communications from the audience regarding consent calendar items or matters within the jurisdiction of the City. Oral Communications shall commence at approximately 7:00 p.m., and may be moved or continued to later in the Council meeting at the discretion of the presiding officer, with the concurrence of the City Council. i. Consent Calendar. Removal of items from the Consent Calendar, shall be followed by one motion for action on uncontested Consent Calendar Items. Thereafter, removed consent items will be discussed immediately after the Discussion Calendar.
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12 REVIEW OF CURRENT PROCESS AND PRACTICES
The agenda packet development by 5 p.m.
The agenda packet distributed no later than 6:30 p.m. Council comments; announcements shall commence at 6:15 p.m. Oral Communications shall commence at approximately 7 p.m.. Items removed from the Consent Calendar will be discussed immediately after the Discussion Calendar.
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13 ADVANTAGES OF CURRENT PROCESS
The process clearly outlines benchmarks.
Awareness of when agenda packets will be prepared and distributed.
Agenda sequence provides each Councilmember an
opportunity to provide an update.
A set timeline for Oral Communica tions provides the public with a set time to arrive in the Art Pick Council Chambers to provide public comment.
Ceremonial items are heard at the beginning of the meeting. Consent Calendar items can be discussed immediately.
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14 DISADVANTAGES OF EXISTING PROCESS
Equipment malfunctions or telecommuting.
Agenda items that extend beyond 6:15 p.m. and 7 p.m.
Impact of lengthy presentations can have on overall meeting time. Predefined times can impact the pace of the agenda.
Oral Communications does not identify alternative public comment options. Staff are not in attendance or unprepared to discuss Consent Calendar items that are moved to Discussion.
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15 PROCESSES USED IN OTHER CITIES
Ten California cities similar in size and demographics were selected for review. Cities selected include Anaheim, Bakersfield, Chula Vista, Fresno, Irvine, Long Beach, Oakland, Sacramento, Santa Ana, and Stockton.
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16 PROCESSES USED IN OTHER CITIES
Process/Practice Findings
Agenda Preparation Cities within the survey pool did not have an established timeline for agenda’s to be prepared by.
Nine cities indicated agenda preparation completed
pursuant to applicable state and local laws and council policy.
Within the context of applicable laws and policy, each city identified the window in which the agenda should
be prepared, not a designated deadline. I.e. Seven
days prior to meeting.
Agenda Distribution Nine cities distributed packets subject to Sunshine Ordinances and/or in alignment with the Ralph M. Brown
Act.
Chula Vista identified an agenda distribution timeline of the Thursday preceding the regular meeting.
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17 PROCESSES USED IN OTHER CITIES
Process/Practice Findings
Order of Business There were no defined times set for brief reports and updates from Council Members among the ten cities
surveyed.
Long Beach was the only city that included a timed
agenda item or benchmark, requiring the consent
calendar to be heard immediately after the pledge and
prior to 6:30 p.m.
Long Beach limited the number of ceremonial
presentations to no more than three per meeting with
each presentation being no more than five minutes.
The location of Public Comment in each City’s agenda
sequence varied but was not assigned a specific time.
Two cities identify a Consent Calendar item may be
pulled for discussion but did not outline the timeline for the discussion to occur.
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18 PROPOSED RECOMMENDATIONS TO PROCESS:
Removal of time specific benchmarks associated with agenda packet preparation, agenda distribution, brief reports/updates, and oral communications. Replace “Oral Communications” with the term “Public Comment”. Define Public Comment as any feedback provided by the public at a meeting in-person or telephonically or prior to the meeting by e-mail or e-comment. Limit presentations to no more than two per meeting with each presentation being no more than five minutes for proclamations and other ceremonial items. Establish an email notification process to provide staff with at least 24 hours to prepare/attend Council meeting when an item is pulled from the Consent Calendar to Discussion.
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19 Strategic Priority No. 5 – High Performing Government Goal No. 5.2 – Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
Cross-Cutting Threads
STRATEGIC PLAN ALIGNMENT
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20 FISCAL IMPACT
The total impact to the General Fund will vary based on the recommendations of the Committee. It is estimated
there may be General Fund staff savings if Council
Referrals are approved by the full Council prior to staff spending time researching and preparing policy or
discussion reports.
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21 RECOMMENDATIONS
1. Provide any recommendations deemed necessary to the
current and/or proposed procedure for bringing matters
before City Council and agenda sequence and order of
business as documented in the City Council Rules of
Procedure and Order of Business Resolution No. 23618; and
2. Request staff bring forth any specific language
recommendations along with a corresponding resolution
to the full City Council for discussion.
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