Title
Recommendation to Approve a Policy for the City’s Approach to Councilmember Initiated Events. (City Manager 1210)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City Manager is bringing this proposal forward to better provide the City Council with consistent staff support while balancing the management of events with other City priorities. To better manage resources and clarify expectations, the City Manager is recommending that the City Council consider a policy that will guide the City’s approach to Councilmember initiated events. If approved, the policy would be effective April 1, 2020.
BACKGROUND
At any given time, there are numerous issues and topics that are relevant to Alameda residents. In order to improve communication and/or better understand these issues and topics, Councilmembers may from time-to-time decide to convene an event that is outside of planned City outreach. Allocating additional resources to these events, including staff, property/buildings, and/or other support, impacts resources available for other City priorities. Further, there have been questions about whether the City (the organization) is directly involved, and how these events relate to other ongoing efforts. Addressing these “grey areas” is the primary reason for bringing forward this discussion.
DISCUSSION
In order to manage resources and clarify expectations, the City Manager is recommending that the City Council consider and approve a policy that will guide the City’s approach to Councilmember initiated events. Two types of events are considered by this policy; both are discussed below - the first would apply when City resources (staff, buildings, or other support) are requested/required, and the second would apply when no City resources are requested.
Policy Proposal
Event Type 1 - City Resources Are Requested
In order to provide resources for Councilmember initiated events such as: forums, town halls, or other planned gatherings or outings, the City Manager recommends the following parameters*:
• Subject - The topic must be consistent with an existing City Council priority or other topic previously endorsed by the City Council or be open to more of a listening or open ended topic format for the public;
• Frequency - For each Councilmember, the number of events would be limited to one Councilmember specific event per quarter;
• Election Black-out Window - No event shall be convened/supported with City resources between July 30 and Election Day, during election years; and
• Amount of Staff Time - Staff resources shall be limited to no more than 12 hours total, including publicity, preparation, and event participation.
*The aforementioned parameters can be waived or changed for a specific event, provided the City Council approves the event and exceptions at a City Council meeting.
Event Type 2 - No City Resources Are Requested/Necessary
If no staff time, facilities** or other resources are requested, the event would be exempt from the policy parameters identified for events that require City resources.
** A City facility or location may be used for the event, but the facility or location would have to be booked separately and any necessary rental payment that would be applied to a not-for-profit. paid.
ALTERNATIVES
• The City Manager recommends that the City Council approve a policy to guide the City’s approach to Councilmember initiated events, as described in this report.
• The City Council may decide to amend one or more of the recommended parameters.
• Do not adopt the policy.
FINANCIAL IMPACT
There would be no direct financial impact from the approval of this policy.
ENVIRONMENTAL REVIEW
This action is not a project for the purposes of the California Environmental Quality Act (CEQA) pursuant to CEQA guidelines section 15061(b)(3) as there is no possibility that this action may have a significant effect on the environment.
CLIMATE IMPACTS
There would be no direct climate impact from the approval of this policy.
RECOMMENDATION
Approve a policy to guide the City’s approach to Councilmember initiated events.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval of the proposed policy. This would assist the City Manager’s Office in managing these events while balancing them with other priorities of the City.
Respectfully submitted,
Eric Levitt, City Manager