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HomeMy WebLinkAboutStaff Report 138-07City of Palo Alto City Manager’s Report TO: FROM: DATE: SUBJECT: HONORABLE CITY COUNCIL - CITY MANAGER DEPARTMENT: City Manager’s Office February 5,2007 CMR: 138:07 POLICY AND SERVICE COMMITTEE FORWARDING TO CITY COUNCIL THE ISSUE OF PAYMENTS TO BOARD AND COMMISSION MEMBERS 13 RECOMMENDATION The Policy and Services Committee is forwarding to the City Council without recommendation (2-2, Cordell and Barton voting "aye", Morton and Drekmeier voting "no") the issue of payments to boards and commissions. BACKGROUND Since 1973, the Architectural Review Board, Commission have .been authorized a monthly recognition that the members of thesebodies mileage, telephone calls, paperwork and the like in their service to the City. Human Relations Commission and Planning payment of $25 per member per month, in regularly incur incidental expenses for local POLICY AND SERVICES COMMITTEE REVIEW AND RECOMMENDATION The Committee members agreed that it would be important to treat all board and commission members equally. Chair Cordell moved, seconded by Council Member Barton, to discontinue all payments to board and commission members, and to phase in the change with existing members as their terms expire. Council Members Drekmeier and Morton expressed the view that the payments were modest and were appropriate in consideration of the considerable volunteer effort that board and commission members expend for the City in their service. RESOURCE IMPACT Current payments to board and commission members are budgeted in the related General Fund department’s operating budget and represent a General Fund annual expense of $5,700. Payments are reported as compensation for the recipients, under the requirements of AB 1234. Were all board and commission members to receive the same $25 per month payment, the total General Fund expense would increase to $15,600. POLICY IMPLICATIONS CMR:138:07 Page 1 of 2 Chair Cordell raised the question about whether Resolution 4825, which authorized the current board and commission payments, should be rescinded should the Council decide ~o discontinue future payments. PREPAtGED BY E~ml v Ha~rl~Manager CITY MANAGER APPROVAL CMR: 138:07 Page 2 of 2 Attachment TO: ATTN: FROM: DATE: SUBJECT: CITY MANAGER October 11, 2006 HONORABLE CITY COUNCIL POLICY AND SERVICES COMMITTEE 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 Committee Meeting. 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 re@ring 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 cun’ent 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 of 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 take 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 Cormnissioners 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. P~PA~DBY CITY MANAGER APPROVAL ~lson, Asmstant City Manager Fra~ Attachment 1: Council Colleagues Memos 2003-06 Attachment 2: City Council Protocols: "Council Conduct with Palo Alto Boards and Commissions" CMR:387:06 Page 3 of 3 Attachment 1 COUNCIL COLLEAGUES’ MEMOS 2003-06 YEAR TITLES 2003 2004 2O05 1.Additional ARB Standards 2.Anti-Iraq War Memorandum 3,Terman Middle School Re-Opening 4.City School Liaison Committee 5.Semi-Annual Reporting by Palo Alto Police Department 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 1.445 Bryant Street 2.AdHoc Committee on Sales Tax Enhancement 3.AdHoc Retail committee 4.Appointment of Gary Baum 5.Budget Practices 6.Depreciation in Operating Budget 7.Renovation of Lytton Plaza 8.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 11. 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 2006 Te r m Report on Williamson Act Contracts 1.Staff Support for iYES! Initiative 2.Initiation of Public/Private Partnership for Art Center Capital Improvements 3.CAO Recommendations 2006 4.Amendment to the Comp Plan 5,Resolution of Conflict of Interest Matter 6,Draft Library Recommendations 7.Resolution in Support of Endangered Species Act 8.Environmental Initiatives - Earth Day 9.Staffing Fire Station No. 8 10.City-wide ultra-high speed bandwidth system (Fiber-to-the-Home) 11.Heritage Park- Proposal for a Public/Private Partnership 12.Innovation - Library Technology 13.Measure C - Foothill/DeAnza 14.AdHoc Committee - Police Auditor References 15.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 of gathering more community input. Citizens who serve 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 by the 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 instances, Council Members may attend Board or Commission meetings as individuals, and should follow these protocols: ¯If attendin.q 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. ¯ 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 on 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. ¯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." ¯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. ¯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. Attachment 2 ¯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 liaisons are encouraged to attend all regularly scheduled meetings of their assigned Board or Commission, or to arrange for an alternate.