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File #: 2021-884   
Type: Regular Agenda Item
Body: City Council
On agenda: 5/4/2021
Title: Recommendation to Amend the Council Referral Process and Form, and the Meeting Rules Pertaining to Council Referrals and Council Communications; and Adoption of Resolution Amending Various Sections of Resolution Nos. 15382, 15697 and 15766 to Amend the Rules of Order Governing City Council Meetings. (City Clerk)
Attachments: 1. Exhibit 1 - Rules of Order - Redline, 2. Exhibit 1 - REVISED Rules of Order - Redline, 3. Exhibit 2 - Council Referral Form - Redline, 4. Exhibit 2 - REVISED Council Referral Form - Redline, 5. Resolution, 6. Correspondence

Title

 

Recommendation to Amend the Council Referral Process and Form, and the Meeting Rules Pertaining to Council Referrals and Council Communications; and

Adoption of Resolution Amending Various Sections of Resolution Nos. 15382, 15697 and 15766 to Amend the Rules of Order Governing City Council Meetings. (City Clerk)

 

Body

 

 

EXECUTIVE SUMMARY

 

The City Council adopts Rules of Order to govern the proceedings of City Council meetings.  The City Council subcommittee of Mayor Ezzy Ashcraft and Councilmember Knox White (Subcommittee) is proposing additional amendments for City Council consideration.  The Subcommittee is also recommending amendments to the Council Referral process and form, and to the Council Communications agenda item.

 

BACKGROUND

 

On May 15, 2018, the City Council adopted Rules of Order governing City Council meetings.  The Rules of Order were amended on September 15, 2020 and February 16, 2021.  The Council Referral process was approved by the City Council December 2, 2007 and the form was amended April 18, 2017. 

 

DISCUSSION

 

Following their review and discussion, and consulting with the City Clerk, City Manager and City Attorney, the Subcommittee proposes the following amendments to the Rules of Order to streamline Council Referrals and Council Communications. 

 

Rules of Order

1)                     Limit Council Referral presentations to five minutes.

2)                     Limit Council comments and questions on Council Referrals to three minutes.

3)                     Limit Councilmember comments during Council Communications to three minutes and allow Councilmembers to comment only once during Council Communications.

 

Council Referral Process and Form

1)                     Councilmembers should first consult with the City Manager, City Attorney or City Clerk to determine if requested information concerns a routine matter for which information is readily available.  If so, a Referral is not needed and the information should be shared with the public through an Off Agenda report posted on a portal on the City’s website. 

2)                     When a Council Referral is heard, the Council will only take dispositive action on time sensitive legislative matters. All other matters will follow the process outlined under Item 3.

3)                     Staff shall not work on a Referral until the entire Council provides direction.  Initial Council direction would be whether the matter should return on a future agenda with a simple staff analysis and background information.  Council concurrence that some staff time will be devoted for this purpose does not signify approval. Substantive work on the proposal will not occur until the matter returns and Council provides additional direction. 

4)                     The deadline to submit a Council Referral will be strictly enforced.  Late Referrals will not be accepted under any condition. 

5)                     The Council Referral form would be revised to require Councilmembers to address the issue raised in relation to Council priorities. 

6)                     The ranking related to urgency and importance would be eliminated from the form. 

 

ALTERNATIVES

 

The Council could:

1)                     adopt the changes as presented;

2)                     amend the proposed changes;

3)                     suggest other changes; or

4)                     take no action.

 

FINANCIAL IMPACT

 

There is no financial impact from revising the Rules of Order regarding Council Referrals and Council Communications.

 

MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE

 

Municipal Code Section 2-1.7 addresses Rules of Order being set by Resolution. 

 

ENVIRONMENTAL REVIEW

 

This action is not a project for the purposes of the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061 (b) (3) as there is no possibility that this action may have a significant effect on the environment.

 

CLIMATE IMPACT

 

There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.

 

RECOMMENDATION

 

Consider adopting a resolution revising the Rules of Order pertaining to Referrals and Council Communications and amendments to the Council Referral process and form. 

 

CITY MANAGER RECOMMENDATION

 

The City Manager defers to the recommendations of the City Council subcommittee.

 

Respectfully submitted,

Lara Weisiger, City Clerk

 

Exhibit: 

1.                     Rules of Order - Redline

2.                     Council Referral Form - Redline