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HomeMy WebLinkAboutStaff Report 109-07City of Pab ALto City Manager’s Repor TO:HONORABLE CITY COUNCIL FROM: DATE: SUBJECT: CITY MANAGER DEPARTMENT: City Manager’s Office January 16, 2007 CMR: 109:07 POLICY AND SERVICES COMMITTEE RECOMMENDATION THAT COUNCIL INCORPORATE INTO ITS PROCEDURES LANGUAGE REGARDING COUNCIL COLLEAGUE MEMOS RECOMMENDATION The Policy and Services Committee unanimously recommends to the City Council incorporation into Council procedures of the language outlined below to address Council colleague memos. BACKGROUND DISCUSSION After discussion of the staff report (CMR: 387:06 - attached), the Committee unanimously recommended the following language: "Any two Council Members may bring forward a colleague memo on any topic to be considered by the entire Council. Tr,~.,~ purpese vl~ ,.n ~,,-~-~,.~~11 ...... memo. Two Council Members are required to place such a memo on the agenda, reflective of the Council procedure requiring a motion and a second for consideration of a motion by the Council. Prior to preparing a colleague memo, Council Members will consult with the City Manager to determine whether he/she is or is willing and able to address the issue as part of his/her operational authority and within current budgeted resources. Council Members are encouraged to share a draft of the proposed colleague memo with the City Manager or appropriate senior staff prior to finalization. Completed Council colleague memos shall be provided to the City Clerk’s staff by noon on the Wednesday prior to the Council meeting that the memo is intended to be agendized, to provide time for the City Clerk to process for the Council packet. The City Council will not take action on the night that a colleague memo is introduced if it has any implications for staff resources or current work priorities which are not addressed in the memo. The Council will discuss the colleague memo and then direct the City Manager to agendize the matter for CMR: 109:07 Page 1 of 2 Council action within two meetings, allowing City staff time to prepare a summary of staffing and resource impacts. Action may be taken immediately by the Council on colleague memos where there are no resource or staffing implications or where these are fully outlined in the colleagues memo." Attachment: CMR: 387:06 PREPARED BY CITY MANAGER APPROVAL ~dn, -Assistant City Manager Fr~nager CMR: 109:07 Page 2 of 2 Attachment CITY OF PALO ALTO Memorandum TO: ATTN: FROM: DATE: ’SUBJECT: HONORABLE CITY COUNCIL POLICY AND SERVICES COMMITTEE CITY MANAGER DEPARTMENT: CITY MANAGER’S OFFICE NOVEMBER 8, 2006 TRANSMITTAL OF CMR FROM OCTOBER 11 POLICY & SERVICES COMMITTEE AGENDA - RECOMMENDATION TO AMEND PROCEDURES FOR COUNCIL COLLEAGUE MEMOS AND TO REAFFIRM COUNTIL PROTOCOLS FOR BOARD AND COMMISSION LIAISON RELATIONSHIPS Attached to this memorandum is CMR 387:06 on the topic of: RECOMMENDATION TO AMEND PROCEDURES FOR COUNCIL COLLEAGUE MEMOS AND TO REAFFIRM COUNTIL PROTOCOLS FOR BOARD AND COMMISSION LIAISON RELATIONSHIPS This CMR was originally included on the Policy & Services Committee agenda for October 11, 2006. Due to the cancellation of that meeting, staff is including this CMR as part of the agenda packet for the November 8 Policy & Services Committee meeting. The Policy & Services Committee did not discuss this item on October 11 due to the cancellation of that meeting. FRA~I~ BENEST City Manager Page 1 of 1 ’ City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTN: FROM: DATE: SUBJECT: POLICY AND SERVICES COMMITTEE CITY MANAGER October 11, 2006 DEPARTMENT: City Manager’s Office CMR:387:06 RECOMMENDATION TO AMEND PROCEDURES FOR COUNCIL COLLEAGUE MEMOS AND TO REAFFIRM COUNTIL PROTOCOLS FOR BOARD AND COMMISSION LIAISON RELATIONSHIPS RECOMMENDATION Staff recommends .that the Policy and Services Committee make recommendations to the City Council regarding the procedures for Council colleague memos; and review and reaffirm its protocols for liaison relationships with boards and commissions. BACKGROUND On January 21, 2006, Council held its annual retreat to discuss Setting the City’s top priorities and to discuss Council protocols and procedures. During the meeting, Council requested that the following specifiC protocols, procedures and policies be examined and .reviewed by the Policy and Services Committee: Discussion of protocol for items returning to Council from Committee Review Consent Calendar policy Council Gift Policy Council and staff "revolving door policy" Council Liaison Policy Codify Colleagues Memo rule On March 14, 2006, the Policy and Services Committee reviewed and discussed these items. The Committee did not believe ~that the first two items (protocol for items returning to Council from Committee and Consent Calendar policy) were issues requiring further review at this time. However, the Committee did suggest that CoUncil be reminded of these policies and protocols. The City Attorney is scheduled to discuss the Council gift policy and a "revolving door policy" at the November 14 Policy and Services CommitteeMeeting. The issue of Council colleague memos was kept in committee for further discussion. The Committee asked staff to return with proposed language to codify the Council colleague memo CMR:387:06 Page 1 of 3 rule whereby the vote of two Council Members is required in order to pull an item from the Consent Calendar. The Committee also wanted to include language requiring Council Members to have a completed colleague memo to the City Clerk’s staff by noon on the Thursday prior to the council meeting that the memo is intended to be agendized. DISCUSSION Council Colleague Memos Staff recommends that the Committee consider recommendations to the city CounCil On two other aspects of the colleague memo: ~. Reaffirmation of process of consulting with City Manager prior to authoring a colleague memo Desirability Of identifying cost and staffing impacts related to a colleague, memo recommendation prior tO adoption In 2000, staff and the Council discussed how to streamline the Council meeting and agenda process and informally agreed on a process whereby a Council Member. with an issue which he/she believed should be considered by the Council would first consult with.the City Manager to determine whether it was appropriate to take the desired action under .his administrative authority, prior to agendizing a colleague’s memo. Staff believes reconfirmation of this process would be desirable. Council colleague memos have become much more frequent in the past two years, and are addressing substantive issues (Attachment 1). Staff believes that Council needs to have all information related to a recommendation contained in a colleague .memo prior.to consideration. A key component would be the impact that adoption of such a recommendation would have on current staff assignments and priorities, as well as any fiscal or policy considerations: The current timeline for submission and consideration of colleague memos does not provide the opportunity for staff to provide this input. Staff recommends that the Council add the language to its procedures delaying action on a colleague, memo until Council is provided with the additional information regarding staffing and resource impacts. Staff recommends the following language in the City Council procedures to address the concerns discussed above: "Any two Council Members may bring forward a colleague memo on any topic to be considered by the entire Council. The purpose of a colleague memo is to ensure that there is a majority of the Council who support the allocation of staff resources associated with the recommendation(s) in the memo. Two Council Members are required to place such a memo on the agenda, reflective of-the Council procedure requiring a motion and a second for consideration of a motion by the Council. Prior to preparing a colleague memo, Council Members will consult with the City Manager to determine whether he/she is or is willing to address the issue as ~part 0f his/her operational authority. Completed Council colleague memos shall be provided CMR:387:06 Page 2 of 3 to the City Clerk’s staff by noon on the Wednesday prior to the Council meeting that the memo is intended to be agendized, to provide time for the City Clerk to process for the Council packet. The City Council will not tal~e action on the night that a colleague memo is introduced if it has any implications for staff resources or current work priorities, The Council will discuss the colleague memo and then direct the City Manager to agendize the matter for Council action within two meetings, allowing City staff time to prepare a summary of staffing and resource impacts," Council Liaison Relationship The Committee also kept the issue of its liaison relationships with boards and commissions in committee for further discussion. The Council Protocols provide a solid foundation of a Council Member’s. role as a liaison to a board or commission. The section of the Protocols which deals with the bOards and commission relationships is attached to this staff report. The. Committee asked for information on the pay structure for City boards and commissions. Per the City Council and Boards and Commissions Policy (effective: March 2006), the Human Relations Commissioners receive $50 per quarter, the Planning and Transportation Commissioners receive $120 per quarter, and the Architectural Review Board members receive $120 per quarter. No payment is given to the other members of the City’s boards and commissions. PREPARED BY CITY MANAGER APPROVAL. Attachment 1 : Council Colleagues Memos 2003-06 Attachment 2: City Council Protocols: "Council Commissions" Conduct with Palo Alto Boards and CMR:387:06 Page 3 of 3 Attachment 1 COUNCIL COLLEAGUES’ MEMOS 2003-06 2003 2004 2005 1.Additional ARBStandards 2.Anti-Iraq War Memorandum 3.Terman Middle School Re-Opening 4.~City School Liaison Committee 5.Semi-Annual Reporting by Palo Alto PoliceDepartment on ¯Demographic Data 6.Environmental Advisory Committee 7.1st City Council Meeting in January 8.MTC Trinity 9.¯ National Housing Trust 10.Peninsula Gateway :11.City Council Draft Protocols and Code of Ethics 12.Renaming - Enid Pearson :13,Letter to Valley Transportation Authority (VTA) Requesting Effective Transportation Plan for Palo Alto 3. 4. 5. 6. 7. 8. 445 Bryant Street AdHoc Committee on Sales Tax Enhancement AdHoc Retail committee Appointment of Gary Baum Budget Practices Depreciation .in Operating Budget Renovation of Lytton Plaza Sidewalk Office Hours 1.AdHoc committee for Police Review Functions 2.Future of the Palo Alto Airport 3.Arastradero-Bressler Property 4.Police Building Blue. Ribbon . 5.California Avenue Business District 6.CAO Evaluation and Compensation Process 7.’ cAo Contract Amendment 8.Changes to Employment Agreement for City Manager and for CAO Compensation 9. Enhancing Visitor Outreach 10. Fiber-to-the-Home 1:1. Foothills Park Memo III 12. Friends of the Palo Alto Library .:13. Future of the Palo Alto Airport 14. Golf Course Redesign and.Playing Fields Creation 15. MTC Auto Dealers . 16. New.Police Building :17. Analysis of California Avenue Site as Alternative to Civic Center for .New Police Building ¯¯ :18. Police Review Body ’ :19. Redevelopment of MTC for Auto Dealership ¯~ 20. Proposal to Allow Council Members to Serve One Additional Four-Year Term 21. Report on Williamson Act Contracts 2006 w 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Staf~ Supportfor iYES! Initiative Initiation of Public/Private Partnership for Art Center Capital Improvements CAO Recommendations 2006 Amendment to the C0mp. Plan Resolution of Conflict of Interest Matter Draft Library Recommendations Resolution in Support of Endangered Species Act Environmental Initiatives - Earth Day Staffing Fire Station No. 8 City-wide ultra-high speed bandwidth system (Fiber-to-the-Home) Heritage Park ~ Proposal for a Public/Private ~Partnership Innovation - Library Techhology Measure C - Foothill/DeAnza AdHoc Committee - Police Auditor References Reform of Redistricting Process in CA 16. SCC Land Conservation Initiative 17. ¯SCC Public Employees Health Benefits Coalition 18. Water Recreation Access Attachment 2 ,Council Conduct with Palo Alto Boards and Commissions The City has established Several Boards and Commissions as a means ofgathering more community input. Citizens who sere on Boards and Commissions become more involved in government and serve as advisors to the City Council. They are. a valuable resource to the City’s leadership and should .be treated with appreciation and respect. Council Members serve as liaisons to Boards and Commissions, according to appointments made bythe Mayor, and in this role are expected to represent the full Council in providing guidance on Council processes or actions to the Board or Commission. Refrain from speaking for the full Council on matters for which the full council has not yet taken a policy position. In other instancesl Council .Members may attend Board or Commission meetings as individuals, and should follow these protocols: o If attending a Board or Commission meetin.q, identify your comments as personal views or opinions. Council Members may attend any Board or Commission meeting, which are .always open to any member of the public. Any public comments by a Council Member at a Board or Commission meeting, when that Council Member is not the liaison to the Board or Commission, should be clearly made as individual opinion and not a representation of the feelings of the entire City Council. o Limit contact with Board and Commission members to questions of clarification. It is inappropriate for a Council Member to contact a Board or Commission member to lobby or~ behalf of an individual, business, or developer, or to advocate a particular policy perspective. It is acceptable for Council Members to contact Board or Commission members in order to clarify.a position taken by the Board or Commission. ¯ o Remember that Boards and Commissions are advisory to the Council as a whole, not individual Council Members. The City Council appoints individuals to serve on Boards and Commissions, and it is the responsibility of Boards and Commissions to follow policy established by the Council. Council Members should not feel they have the power or right to unduly influence Board and Commission members. A Board or Commission appointment should not be used as a political "reward." o Concerns about an individual Board or Commission member should be pursued with tact. If a Council Member has a concern with the effectiveness of. a particular Board or Commission member and is comfortable in talking with that individual privately, the Council Member should do so. Alternatively, or if the problem is not resolved, the Council Member should consult with the Mayor, who can bring the issue to the Council as appropriate.. o Be respectful of diverse opinions. A primary role of Boards and Commissions is to represent many points of view in the community and to provide the Council with advice based on a full spectrum of concerns and perspectives. Council Members may have a closer working relationship with some individuals serving on Boards and Commissions, but must be fair to and respectful of all citizens serving on Boards and Commissions. AttacNnent 2 o Keep political support away from public forums. Board and Commission members may offer political support to a Council Member, but not in a public forum while conducting official duties. Conversely, Council Members may support Board and Commission members who are running for office, but not in an official forum in their capacity as a Council Member. ¯Maintain an active liaison relationship. Appointed Council liaisonsare encouraged to attend all regularly scheduled meetings of their assigned Board or Commission, or to arrange for an alternate.