ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: D3
Prepared by: John Conley, City Manager Meeting Date: August 27, 2024 Approved by: John Conley, City Manager Agenda Location: Discussion SUBJECT: CONDUCT OF EFFICIENT MEETINGS
RECOMMENDATION: Discuss how City Council meetings are conducted for the purpose of efficiency and provide direction to staff.
CORRELATION TO CITY COUNCIL GOALS: Procedural item not directly correlated to a City Council goal.
PRIOR ACTION: None.
STATEMENT ON THE SUBJECT: Mayor Franklin requested the City Manager place a discussion item on the agenda to discuss how City Council meetings are conducted for the purpose of improving efficiency.
The Mayor’s proposal is to provide each City Council member with a five-minute time limit when speaking on an item as long as another City Council member is in the queue to speak on the same item.
FISCAL IMPACT: There is no direct fiscal impact related to this discussion item.
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved ending future City Council meetings by 10:30 pm with any unfinished business to be moved to the next City Council meeting agenda; the meeting may be extended past 10:30 pm with a 4/5 vote of the City Council.
Vote: 4-1 (Franklin opposed)
ADD TO PACKET
From: Sarah Soinks
To: Public Comments
Subject: D4 Conduct of Efficient Meetings
Date: Monday, August 26, 2024 8:00:19 AM
Dear Mayor Franklin and Esteemed City Council members,
I hope this email finds you well. I am writing to express my concerns regarding Agenda Item D4, which proposes placing a five-minute time limit on City Council members when discussing an item, provided another member is in the queue to speak on the same issue.
While I understand the intention behind this proposal —to ensure efficient meetingsI believe it could inadvertently limit the ability of our elected representatives to fully represent the views and concerns of their constituents.
As members of the City Council, you were elected to serve as the voice of the people. Each of you brings unique perspectives, insights, and experiences that are critical to a well-rounded decision -making process. Imposing a time constraint, especially on complex or contentious issues, may stifle the thorough discussion and debate necessary to arrive at well-informed decisions. Many issues that come before the Council require detailed exploration and the sharing of relevant information. A five-minute limit, while reasonable in theory, might not allow for adequate representation of all viewpoints or the thorough explanation of important points, especially when addressing nuanced or multifaceted topics.
Furthermore, I believe that other mechanisms, such as Robert's Rules of Order, are already in place to ensure that meetings run efficiently. These established guidelines allow for orderly discussion while ensuring that each Council member has an opportunity to speak and that meetings remain focused. Additionally, the city attorney and staff can assist in ensuring that discussions do not devolve into redundancy or unnecessary delays. Rather than imposing rigid time limits, I would encourage the Council to explore other avenues that maintain the efficiency of meetings while still allowing for robust, comprehensive debate.
Representation is at the heart of democracy, and I urge you to consider the potential impact of this proposal on the voices of your constituents. Limiting speaking time could inadvertently restrict the ability of the Council to fully explore and discuss the issues most important to our community, and in turn, undermine the effectiveness of the decision -making process.
Thank you for your time and attention to this matter. I trust that you will carefully consider the concerns of your constituents as you deliberate on this proposal.
Sincerely,
Sarah Spinks
F,
From:
Lisa Wellens
To:
Public Comments
Subject:
8/27/2024 Council Meeting Item D4: Conduct of Efficient Meetings Date:
Monday, August 26, 2024 8:49:34 AM
Dear Council Members
I'm worried about this meeting item. On the surface, the public only receives 3 minutes to speak. Why should a council member speak for more than 5 minutes at a time? There is a fundamental difference between public comment and council discussion. Public comments are usually prepared in advance, or at least there is a statement or question the person addresses to the council for consideration. Consideration. Consideration is the process by which the council and staff discuss and work out the items. Discussion is much different than a comment. There is back and forth, providing context, sharing experiences in the community, etc. These cannot be pre -planned or cut off after a time limit. Time limits would stifle the conversation and decision -making process.
I have to question the motive of this proposal. I am wholeheartedly against speaking time limits for City Council Members during discussions.
Sincerely,
Lisa Wellens
Lisa Wellens
WBC Classroom Team
Vista, CA
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From:
Sue,vderson
To:
Public Comments
Subject:
Fwd:D Conduct of Rlkwnt MceM1ngs
Date:
Malay, Augurt 26, 2024193:59 PM
ISome people who received this message donl often get email from I earn wbi this is mean
Dear Mayor Franklin and Esteemed City Council members,
I hope this email finds you well. I am writing to express my concerns regarding Agenda Item D4, which proposes placing a five-minute time limit on City Council members when discussing an item, provided another member is in the queue to speak on the same issue.
While I understand the intention behind this proposal to ensure efficient meetings I believe it could inadvertently limit the ability of our elected representatives to fully represent the views and concems of their constituents.
As members of the City Council, you were elected to serve as the voice of the people. Each of you brings unique perspectives, insights, and experiences that are critical to a well-rounded decision -making process. Imposing a time constraint, especially on complex or contentious issues, may stifle the thorough discussion and debate necessary to arrive at well-informed decisions. Many issues that come before the Council require detailed exploration and the sharing of relevant information. A five-minute limit, while reasonable in theory, might not allow for adequate representation of all viewpoints or the thorough explanation of important points, especially when addressing nuanced or multifaceted topics.
Furthermore, I believe that other mechanisms, such as Robert's Rules of Order, are already in place to ensure that meetings run efficiently. These established guidelines allow for orderly discussion while ensuring that each Council member has an opportunity to speak and that meetings remain focused. Additionally, the city attorney and staff can assist in ensuring that discussions do not devolve into redundancy or unnecessary delays. Rather than imposing rigid time limits, I would encourage the Council to explore other avenues that maintain the efficiency of meetings while still allowing for robust, comprehensive debate.
Representation is at the heart of democracy, and I urge you to consider the potential impact of this proposal on the voices of your constituents. Limiting speaking time could inadvertently restrict the ability of the Council to fully explore and discuss the issues most important to our community, and in tam, undermine the effectiveness of the decision -making process.
Thank you for your time and attention to this matter. I trust that you will carefully consider the concerns of your constituents as you deliberate on this proposal.
Sincerely,
Sue Alderson
M
From:
Lonna M. Leahan
To:
Public Comments
Subject:
Item D4
Date:
Tuesday, August 27, 2024 9:16:43 AM
Members of City Council,
Regarding the efficient use of time in meetings, putting limits on your own council members` time to speak seems counterproductive. That time is meant for important discussions about decisions you will make as a group. Each of you deserves to have the time it takes to represent all sides of our diverse community.
No one loves an hours -long meeting. I'm willing to bet you can find other ways to manage your schedule if shorter meetings are the goal.
Instead of limiting your own discussions, I recommend that you shorten the length of proclamations and other non - business related topics. Or move them to a special ceremony or separate event.
Let's keep the discussions healthy and productive.
Thank you,
Lonna Leghart
D4
From: Kathy Valdez
To: Public Comments
Subject: FW: Against Resolution D4
Date: Tuesday, August 27, 2024 7:46:37 AM
From: McGarrah Wilson
Sent: Monday, August 26, 2024 6:32 PM
To: Kathy Valdez
Cc: John Franklin ; Corinna Contreras ; Joe
Green ; Katie Melendez ; Dan O'Donnell
Subject: Against Resolution D4
Some people who received this message don't often get email from Learn why this is im op rtant
Hello,
I am writing to ask you all to vote no on resolution D4. It is important to not limit free speech by implementing a 5 minute timer for City Councilmembers. Thank you for your time.
McGarrah Wilson (she/her)
M
From:
Kathy Valdez
To:
Public Comments
Subject:
FW:
Date:
Tuesday, August 27, 2024 7:46:20 AM
From: Elena Grilli
Sent: Monday, August 26, 2024 6:35 PM
To: Kathy Valdez
Subject:
You don't often get email from Learn why this is important Hello,
I am writing to express my opposition to resolution D4. Instituting a five minute presentation limit would adversely affect Vista City CounciUs ability to make well- informed decisions, and I believe each council member should have the opportunity to make their voice heard.
Thankyou,
Elena Grilli
e
From:
Kathy Valdez
To:
Public Comments
Subject:
FW: Student Comment on Presentation Limit
Date:
Tuesday, August 27, 2024 7:46:03 AM
From: Allison Lee
Sent: Monday, August 26, 2024 6:40 PM
To: Kathy Valdez
Cc: John Franklin ; Corinna Contreras ; Joe
Green ; Katie Melendez
Subject: Student Comment on Presentation Limit
You don't often get email from Learn why this is important Dear Vista City Council Members,
My name is Allison and I am a high school student.
I am writing to express my opposition to the proposed resolution that would limit councilmember speaking time to five minutes. This undermines the democratic process by restricting meaningful discussion and debate on important issues. Councilmembers are elected to represent the diverse views of their constituents, so imposing such a limit will hamper their ability to fulfill this responsibility.
I urge you to reject this resolution and promote a fair and open platform to exchange opinions and valuable dialogue. The residents of Vista deserve a council that prioritizes transparency, inclusivity, and thorough deliberation, not one that stifles voices by time constraints.
Thank you for considering my concerns.
Sincerely,
Allison Lee
e
From: Kathy Valdez
To: Public Comments
Subject: FW: Public Comment in Opposition of Item D4 - 08/27/24 City Council Meeting Date: Tuesday, August 27, 2024 7:45:35 AM
From: Emma Weibel
Sent: Monday, August 26, 2024 6:51 PM
To: Kathy Valdez
Cc: John Franklin ; Corinna Contreras ; Joe
Green ; Katie Melendez ; Dan O'Donnell
Subject: Public Comment in Opposition of Item D4 - 08/27/24 City Council Meeting You don't often get email from . Learn why this is important Dear Honorable Members of the Vista City Council,
My name is Emma Weibel, I am a senior in high school and the lead of SanDiego350's Youth v. OR. You may remember that I was one of the many young people who brought a resolution before you earlier this year, which passed unanimously, for the council to support SB-1137 (the OR setback law). During that meeting, I gave a presentation shining a light on the millions of people affected by neighborhood drilling as well as outlining the statistics that made this resolution so important. The presentation represented my voice, as well as the voice of all the constituents who came to speak in favor of our resolution.
Today, you are weighing measure D4, which would limit the time that council members can speak on any item. Passing this measure would mean disregarding your duty as Legislators to make informed decisions based on a holistic view of an issue. I have been doing public speaking for years, and I can tell you, that no one can do any issue justice, especially not important issues, in 5 minutes. Your decisions affect your constituents, that is the job you were elected to do -- thus, while the efficiency of meetings is important, and the length of the proceedings can sometimes be an annoyance, your job is to hear every issue to its fullest extent.
This measure not only seeks to silence the voices of the councilmembers (and by extension their constituency) but also impedes the council's ability to uphold their duty.
This simple procedural change could dramatically alter the council's ability to make decisions in their constituent's best interest, and I urge you to keep that in mind when e
deciding on what information you refuse to hear.
Thank you for your consideration!
Best,
Emma Weibel
(she/her)
e
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From:
Teresa Perez
To:
Public Comments
Subject:
Va 6ty Counol Agenda Item D4 8/27/24
Date:
Tuesday, August 27, 20241:19:14 PM
Vista City Council meeting Agenda August 27, 2024. Item D4 As a frequent attendee to Council meetings, I do not agree to put timer. A time limit will not help council to work with more efficacy. How can business between Council members be conducted in 5 minutes. I don't believe there was a timer before and the Council was able to take care of the agenda business without a concern for efficiency.
Teresa Perez
D4
From:
Helene Bell
To:
Public Comments
Subject:
Agenda Rem D4 Conduct of Efficient Meelms
Date:
Tuesday, August 27, 20241:42:M PM
ISome people who received this message donY often get email from -I earn why 1�5 immortim
Agenda Item D4 for August 27, 2024
As a frequent attendee to Council meetings, it is not clear why there is a need for a timer.
How can business between Council members be conducted in 5 minutes. That doesn't allow time to ask questions and receive answers for thoughtful consideration of the business under discussion. A time limit will not help council to work with more efficacy. And it would not help facilitate adequate discussion of policy for the good of the constituency.
I don't believe there was a timer before and the Council was able to take care of the agenda business without a concem for efficiency.
I suggest to create a maximum time limit for each meeting. This would give enough time to appropriately discuss agenda items and any unaddressed agenda business can be tabled for the agenda for the next meeting. That would be kind to not only the councihnembers, but also to attendees. Everyone gets home so they can prepare for work the next day. Its efficient, effective, considerate of everyone's time and allows more residents to make time to participate in their city govemment.
Elena
From:
Kathy Valdez
To:
Public Comments
Subject:
FW: Time limits
Date:
Tuesday, August 27, 2024 2:24:07 PM
-----Original Message -----
From: Jeannie Ortiz >
Sent: Tuesday, August 27, 2024 1:48 PM
To: Kathy Valdez
Subject: Time limits
[You don't often get email from . Learn why this is important at https://aka.ms/LearnAboutSenderldentification ]
Please, Vote NO time limits for City Council members!
Thank you
Sincerely,
Jean M Ortiz (Jeannie)
From: Kathy Valdez
To: Public Comments
Subject: FW: Regarding Time Limits for District 4
Date: Tuesday, August 27, 2024 2:33:24 PM
From: Jennifer lanoale
Subject: Regarding Time Limits for District 4
Dear Kathy, I hope this message finds you well. I wanted to express my vote in opposition to the proposed time limit for councilmembers representing District 4.
Thank you for your attention to this matter.
With gratitude,
Jennifer lanoale
Director of Unicorn Homes
North County LGBTQ Center
(She/Her/Hers)
760.994.1690
https://www.ncresourcecenter.org
Linkedin.com/in/jenniferianoaLe
https://www.facebook.com/Jen.lanoaLe