9/19/2023 item 7
Item #7
2024 Council Priority
Setting Framework
September 19, 2023
1852
THE MISSION CITY
Jövan D. Grogan
City Manager
City of
Santa Clara
Agenda
i. City Council Priority Setting Background
2. Process Overview
3. Review Draft 3-Day Process Framework for Council
Priority Setting
4. Review Draft Process for Setting Annual Workplans for Boards, Commissions, and Committees
2 POST MEETING MATERIAL
1 City of
Santa Clara
The Center of What's Possible
Background: Priority Setting Process
• As the Governing Body for the City of Santa Clara, the City Council "typically" sets annual Priority Areas and Priority Initiatives.
• The last City Council Priority Setting Sessions where priorities were adopted took place on February 1 and 2, 2021.
• City Council discussed the annual priorities setting on February 8, 2022, but did not adjust or set new priorities due to the transition in City management. • Typically, the City Council has not held priority setting meetings to discuss the Workplans for Commissions, Boards, and Committees (CBCs). 3 City of
Santa Clara
Timeline
November - February - April April - May 2024
December 2023 2024 • CBC Annual Workplan
• Community Survey • Council Priority Setting Setting Process Process
4 2
What is a Council Priority Area? City of
Santa Clara
The Center of What's Possible
Priority Area Definition (draft)
— A particular area of organizational focus for the City of Santa Clara's government, as defined by the City Council annually.
- Can and do change over time, based on interest, need and resources. - Not listed in any order of preference or priority.
Latest City Council Priority Areas (2021)
1. Deliver and Enhance High-Quality Efficient Services and Infrastructure
2. Manage Strategically Our Workforce Capacity and Resources
3. Promote and Enhance Economic, Housing and Transportation Developmen
4. Enhance Community Sports, Recreational and Arts Assets
5. Ensure Compliance with Measure J and Manage Levi's Stadium
6. Enhance Community Engagement and Transparency
7. Promote Sustainability and Environmental Protection
5 City of
Santa Clara
What is a Priority Initiative?
Priority Initiative Definition (draft)
- A specific effort that must align to one or more of the City Council's Priority Focus Areas.
- Requires a work effort that is above normal operations and capital maintenance.
— Often requires direct leadership and guidance from the City Manager< City Attorney, and/or department
directors.
— Some initiatives can be accomplished within an annual cycle, while others are multi-year efforts.
6 3
City of
Santa Clara
The Center of What's Possible
Process Overview
Current
Public Councilmember
Priorities Ideas
Suggestions
(Survey)
Existing Potential
Referrals Nov. 2024
Ballot
Measures
Staff
Suggestions
Adopted City Council's
2024 Priority Initiatives
City of
Santa Clara
The Centerof What's Possible
DAY 1 - Draft Schedule
DAY 1 AGENDA
Welcome Facilitator Opening and Ice Breaker
Overview of Priority Setting Review process and goals
Process
Public Engagement Survey Review summary of community input received related to priorities Current Priorities & Referrals a. Review Current Council Priority List and Completed Items b. Review Current Council Staff Referrals
Recommendations of Council Staff will present recommended Council Priorities for Council Priorities consideration
Wrap-Up/ Adjournment Conclude session until Day 2
8 City of
Santa Clara
The Center of What's Possible
Day 2 - Draft Schedule
DAY 2 AGENDA
Welcome Opening and Recap
Ballot Initiatives Review potential 2024 Ballot measures and timelines Selecting & Voting on Council Discuss and confirm prioritization process and voting procedures Priorities
Initial Council Priority Individual Councilmember Selection of Priorities Suggestions • Each Councilmember to present their selection of 5 potential priorities among the following:
Current priorities
Current referrals
Public input suggestions
Staff recommendations
New idea(s) from Councilmember
Summary of Initial Council Discussion and reconcile Council priority suggestions Priorities Suggestions
Wrap-Up / Adjournment Conclude session until Day 3
City of
Santa Clara
The Center of What's Possible
Day 3 - Draft Schedule
DAY 3 AGENDA
Welcome Facilitator Opening
Initial Council Priorities Review Initial Council Priority Suggestions Suggestions
Voting Procedures Review and confirm voting procedures
Staff Analysis Review and discuss Staffs' analysis of Initial Council Priority Suggestions, including:
• Budget allocations needed
• Timeline estimates
Council Deliberations & • Discussion and deliberation on final Council Priorities Adoption • Council to vote on final priorities
Adjournment Conclude Council Priority Session
10 5
City of
Santa Clara
The Center of What's Possible
Setting Annual Workplans for
Commissions, Boards, and Committees
• Following the Adoption of Council's 2024 Priorities,
1. CBC's
staff proposes to launch a process for the City Submit Draft Council to review and confirm Annual Workplans for Workplan 10 of the City's advisory Commissions, Boards, and
2. Staff
Committees (CBCs). analyzes for
budget and
timeline
Note: Santa Clara has 11 bodies that are advisory to the City Council. All except the expectations Salary Setting Commission will be included in the Annual Workplan review and confirmation process. These are: 3. City Council
review,
• Bicycle & Pedestrian Advisory Committee • Housing Commission deliberation, • Board of Library Trustees Parks and Recreation Commission and adoption. • Civil Service Commission • Planning Commission
• Cultural Commission • Senior Advisory Commission
Historical and Landmarks Commission • Youth Commission
11 City of
Santa Clara
The Center of What's Possible
THANK YOU.
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