Public Comment Pilot & Council
Rule Changes
Tuesday, January 10, 2023
Recommendations
1.Provide direction to staff to either continue the
public input pilot as is, return to the previous
method for public input; or adopt a new method
based on modifications from the aforementioned
options; and,
2.Adopt the attached proposed resolution
amending the City Council’s Rules of Order and
Procedure.
Background
• May 2022 – Study Session for Public Input
Participation & Hybrid Meetings
• June 2022 – Public Input Pilot Approved through
December 31st & Budget Hearing Held - Hybrid
Meetings on Hold
• September 2022 – Extension of Pilot not Approved
• December 2022 – Council Approved Extension of Pilot
Due to Continuation of Item to January Meeting
• January 2023 – Expiration of Pilot
At the May 24th City Council meeting, staff presented options for implementing hybrid public meetings with a call-in option. Based on the discussion, staff came back at the June 21st meeting with a proposal to start hybrid meetings at the first regular meeting in September. However, due to limited resources, staff will not be able to adequately support hybrid meetings at this time. Staff will revisit this issue as part of the mid-year budget review in February 2023 and consider options to fund the necessary facility upgrades and staffing needs to fulfill the request for hybrid meetings.
Staff Report 4755; June 28, 2022 Council Meeting Agenda Hybrid Public Meetings
Previous Public Comment Method
•Public input on agenda items
provided at the time the item is held
•General public input held at the end
of the meeting
•Written comments submitted by
noon on Council meeting day
Public Input Pilot Method
Three Public Input Periods
1. General public input moved to beginning of the
meeting
2. Input for special agenda items, closed session,
and consent calendar held prior to closed session
3. Public input on remaining agenda items (minus
public hearings) held after consent calendar
Public Input Pilot Method
•Public input for public hearings held at time item
is called
•Written comments continue to be permitted by the
noon Council meeting day deadline
In-Person Public Input Options
• Return to previous method
• Continue with pilot permanently
•Extend pilot for limited period of time
•Select new method – ex. Limit to two
comment periods, minus public
hearings
Proposed Rule Changes
1.Clarifies the role of Robert’s Rules.
2.Permits amending the meeting calendar to add or delete regular meetings.
3.Eliminates gender specific language.
4.Allows the City Attorney to add closed sessions or other items related to CAO.
Proposed Rule Changes
5. Provides deadlines for agenda preparation:
a. Stipulates that Council items may be added no later than Monday, 8 days, before, and amended until Thursday
noon.
b. Written variations to items to be submitted by noon the day before a meeting.
Proposed Rule Changes
5. Provides deadlines for agenda preparation:
c. Councilmembers encouraged to notify City Manager intent to pull and discuss Consent items by noon the day before a meeting.
d. Board and commission reports to be submitted to Staff 11 days before meeting.
Proposed Rule Changes
6.Council items initiated as 16 items.
7.Proclamations may be heard before closed session.
8.May provide direction to return with something in a Study Session.
9.Addresses interruptions for points of order, adding City Attorney may raise points of order.
10.Board and commission report default time is 5 minutes (codifying current practice).
Proposed Rule Changes
11.Allows Mayor to approve changes in seating for good cause.
12.Allows the approval of all staff recommendations in one motion.
13.Incorporates Robert’s Rules treatment of main motions, motions to amend, and procedural motions, providing clarity and simplicity.
14.Provides process for disability accommodation requests (codifying and strengthening current practice).
ADA Accommodations
• 72-hour deadline coincides with agenda posting
requirement
•Allows for consistency and time for staff to
coordinate
•Written public comment
Recommendations
1.Provide direction to staff to either continue the
public input pilot as is, return to the previous
method for public input; or adopt a new method
based on modifications from the aforementioned
options; and,
2.Adopt the attached proposed resolution
amending the City Council’s Rules of Order and
Procedure.
Questions
Staffing & Facility Costs
Board and Commission Hybrid Meeting Budget Estimates
Dept. Description FTE
Estimated
Cost
Community
Development
1 Staff III + overtime for evening meetings (5
commissions)
1 $106,951
City Manager’s Office Customer Service Assistant Overtime (400 hours per year) for City Council meetings
0.2 $16,794
Community Services 1 Staff III (up to 11 commissions) 1 $91,978 Public Works 1 Staff III (5 commissions) 1 $91,978
Library Overtime ($2,740) + Laptop ($2,313) $5,053
RES (Clerk) .5 Staff III + overtime for evening meetings 0.5 $52,154 Meeting Room
Upgrades
Upgrades for Chambers A/V, other facilities, and listening devices
$94,944
Total 3.7 $459,852