Title
Discuss City Council Rules and Procedures for City Council Meetings and the Possibility of Holding a Future City Hall Open House. (Mayor Spencer - 1210)
Body
To: Honorable Mayor and Members of the City Council
From: John A. Russo, City Manager
Re: Discussion of the City Council Rules of Order and Order of Business
BACKGROUND
The Mayor is requesting to give the new Council and members of the public an opportunity to discuss the existing practices and protocols for the conduct of City business, including how the Mayor and/or individual Councilmembers may refer matters to the entire City Council for consideration, the start time and length of meetings, the order in which items are heard, continuation of agenda items to future meetings, teleconferencing and use of electronic devices, just to name a few.
DISCUSSION
Staff is recommending that the City Council discuss the following matters, including the possibility of staff holding a future City Open House. This agenda item is to facilitate these discussions.
Submittal of Matters
Section 2-1.5 of the Alameda Municipal Code as well as Resolution 14161 (Exhibit 1, which includes staff report and Referral Form) outline the process by which items may be submitted to the City Council for consideration. Section 2-1.5 of the Municipal Code states: "Before 5:00 p.m. on the Monday two (2) weeks prior to each Council meeting any City official, board, commission or other municipal body having any reports, communications or other matters for submission to the Council, shall hand the same to the City Clerk whereupon the Clerk shall arrange a list of such matters according to the order of business specified in subsection 2-1.6 hereof, and furnish a typewritten copy of the list to each member of the Council."
Order of Business
Section 2-1.6 of the Alameda Municipal Code provides the ability of the City Council to set the order of business for City Council meetings by resolution. The current order of business set by Resolution 14544 (Exhibit 2) is as follows:
1. Roll Call
2. Agenda Changes
3. Proclamations, Special Orders of the Day and Announcements
4. Oral Communications, Non-Agenda (Public Comment)
5. Consent Calendar
6. Agenda Items
7. City Manager Communications (Communication from City Manager)
8. Oral Communications, Non-Agenda (Public Comment)
9. Council Referrals
10. Council Communications (Communions from Council)
11. Adjournment
Rules of Order
Section 2-1.7 of the Alameda Municipal Code also allows the City Council to establish Rules of Order for City Council meetings by Resolution. Resolution 12567 (Exhibit 3) adopted the Rules of Order.
Start Time and Length of Meetings
Section 2-1.1 of the Alameda Municipal Code sets the regular City Council Meeting start time at 7:00 p.m. Section 2-1.1 and Charter Section 3-7(B), require the Council to adopt a resolution fixing the regular meeting in December of the preceding year. Resolution 14987 (Exhibit 4) set the regular meeting dates for 2015.
Section 2-91.13.f of the Alameda Municipal Code, which is part of the Sunshine Ordinance (Exhibit 5), requires four votes to consider remaining agenda items after 10:30 p.m. and requires three votes to continue a meeting past 11:00 p.m. In addition, if three meetings in a row are extended past 11:00 p.m., the Council must vote to increase the number of regular meetings.
Continuation of Items
Section 2-1.4 of the Alameda Municipal Code states: "The Council may adjourn any regular, adjourned regular, special or adjourned special meeting to a time and place specified in the order of adjournment. Less than a quorum may so adjourn from time to time. If all Councilmembers are absent from a meeting the Clerk may declare the meeting adjourned to a stated time and shall cause written notice of the adjournment to be given in the same manner as provided in subsection 2-1.3 for special meetings, unless such notice is waived as set forth in subsection 2-1.3. A copy of the order or notice of adjournment shall be conspicuously posted on or near the door of the place where the meeting was held within twenty-four (24) hours after the time of adjournment. When an order of adjournment of any meeting fails to state the hour at which the adjournment meeting is to be held, it shall be held at the hour first provided in subsection 2-1.1 for regular meetings. If the adjourned meeting is adjourned for more than five (5) calendar days, those items so adjourned shall be reposted."
Teleconferencing
Section 54953 of the Government Code, which is a section of the Brown Act (Exhibit 6), addresses requirements for allowing Councilmember(s) to participate in meetings remotely.
Electronic Devices
Section 2-90.2 of the Alameda Municipal Code, which is part of the Sunshine Ordinance (Exhibit 5), addresses the use of electronic devices. It states: "In furtherance of these findings, as it is not in the public's interest to have private communications occur between decision-makers and a limited number of individuals, and in order to assure that all citizens have equal access to their government at public meetings, cell phones and other means of electronic communications including email, text, instant imaging, etc., shall be turned off during public meetings."
FINANCIAL IMPACT
There is no financial impact to the General Fund as a result of this discussion.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The following City policy documents have been referenced: Alameda City Charter Section 3-7 (B); Alameda Municipal Code Sections: 2-1.1, 2-1.4, 2-1.5, 2-1.6, 2-1.7, 2-90.2. and 2-91.13.f; and Resolutions 12567, 14161, 14544 and 14987. In addition Government Code Section 54953, which is included in the Brown Act was referenced.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment pursuant to CEQA Guideline section 15378(a).
RECOMMENDATION
Discuss City Council Rules and Procedures at City Council Meetings and the possibility of holding a future City Hall Open House.
Respectfully submitted,
John Russo, City Manager
Janet Kern, City Attorney
Lara Weisiger, City Clerk
Financial Impact section reviewed,
Juelle-Ann Boyer, Finance Director
Exhibits:
1. Resolution 14161
2. Resolution 14544
3. Resolution 12567
4. Resolution 14987
5. Ordinance 3036 (The Sunshine Ordinance)
6. Government Code Sections 54950 through 54963 (The Brown Act)