HomeMy WebLinkAbout0444.094•
City of Palo Alto
City Manager and City Clerk's Summary Report
TO: HOl'lORABU: CI1Y COU!'/CIL
FROM: CITY MANAGER AND Cl1Y CLERK
AGENDA DATE: SepI_ ..... u., 199' CMR:~:94
SUllJECI': P'nfDlld New P.blk COJluDPuiClitions Activities -Clb'~ Function
ru;OUEST
Tnis i-eport responds to the P~C''i and Servi>:4"'S (P&:'S) Commiltee's d'iect;on at its Augus1 2, i994, meeting
regardlr.g the proposed ne\Y pub~c communications aniyities.~ in partio.llar, the cable functior,
RECOMME)\ollA TIONS
The City Council is reeorr.mended to approve the trar,sfer of the. cable function from the City Manager's
Office to the City Clerk's Qffic..e rifective July 1, 1995, to coincide with the implementation of the City
Managers proposed ~oo plan.
l'QUCY IMl'LICATIONS
No policy change is anticipated. While there are 00 policy chroges anticlpated, if the recommeodation is
approved, it would resuh in the transfer of tht. cabJe function to the City C l~rk's Office, indudins
odniuisuOLtioo of the <Ob!e frond>\se ogrooment between the City of Polo Alto (on bdWf of ,1\. Joi,\ Pow",,)
and Cable Communications Cooperative: of Palo Aho,lnc. (Cabl, Co-op).
EXECUTIVE SUMMARY
Ai the August 2, 1994, P&S Conut'j_ meeting, til< Question of responsibility for the cable function was
raiood in IXl<ljtlnWoD wiIh the proposed new pcl>iic <<>rnmunioations tt<tivities. The interest was focused on
~ the use of GovermnoIl! Access Channel 16. The stalf report (CMIU9094) indicated that the City
MIina&<n Office 8IId City CIeIk'. Offioe felt that the complete cable function oould work in tithor department
but the function should reside in one depsnmen! in order to preserye the integrity of the operation.
As ooIfd in the P&S Committee meeting ... .irnItes. Committee merr.ber, r.Used ,he issue of the cable function,
spcQlically, enhancing the cable gov.mrnent usage in light of the new public communications activities.
Since staff bad DOl focused on enbanc<ment of the government channel in rel>ti~nsrJp to the public
conm ..... tioos 0CIMtie>, tru staff report responds \0 thai recommendation. After a seres of meetings and
discusoioos, it was determined that in light of the City Manager's propo",d reorganization, a transfer of the
cabl. function to the City Clerk', Office is appropriate.
Psge I of-4
-----.....-,--~-
;:i .
\
(
\
. ,
"SCn IMrA{,I
1f" .... uaao:Iod.aicrl is.oppnQ .0.75 staff I'="n would be tnnsierrt'"'\om 'he lrJormation lWourceo
Dqa_It II> tho City Oert'. Office. A minir.W amount of .<!di.iona! fU.;.(. would n«d lobe appropriated
1I>]II"O\Odo. _ ......... b":he position in the City Clerk's Office. The admidst,..,ion oflhe cable fimaion
-*I be ...... bod by the City Clerk.
I'JIMBONMENTAL ASSJ:SSMENT
There is DC EovUoatueutal Ann IJ(Im required.
CITY MAN."GER APPIlOV AL:
!lZ ""'~~,,~ ~ GLORIA YO G· . '
City Cieri;
\~
CM!bl"~ Page2of4
... ---_.
-' -
,_--,,0
.--' C--:' Manager and City Cte, .'s Report (In· Depth)
SUB.JECT: Proposed Nt"IIF PubUc Communk .. tion, A("t\~'ities· Cable Fll'ntHon
J!ECOMMtNpATIONS
The City C<>unciI is """mm<!l<l<d to approve the transfer of L;. cobl e fu ncti on from the City Manager's
~ to !he City Ocrl's. Officco e:ifa1ive July 1, J995, to co;ncide ...... ith t),e implemrntatioo of the City
MInogtf's P opooed r<Ofp1'latx>n pIaIl.
BACKGROtJro)
In 1993, the City Council adcpte<! • recc~on ",hich directod the City Ma"ager and the City Clerk
to ~ estIIbIisIq .!'Ji>!ic ~ tUnctioo in the Cit)' MllUSer'. Office end d .. City Clerk's
Offi<;e and !Iw! the ~ be ""'.w,.! by the Policy ."d Servi~ (P&S) Committee, The
~ eruiIcd addrming • ",mb<:< or issue> wt,ch are enum<T>1c<! iT, lb. staff rtport
(CMR:)90:94~ D;b:Iiqj booK res:pon.s;bilitiM (or public ir.formation v..+tieh app«rS on G')veTn."Jlent A.cce$s
ChIMd 16 shoold be de!inedod
The' P&:S Commi:ttIX ~ 0f1 Augu~ 2, lWt to .:~.s.C1,..is.s !f:<:! Plr'lP'J~ r1e· ... ' publk: com.",t.mic.alions a~vrues,
'The PkS ComJnine( oLpPrCyed rt>.;orrtlncn,:E:1g to the City CO'JrlCiJ adopt;on oftht: City Ma.nager and City
C~'S re\:V\,tmendu:on ths! 'pt:.!!:.b,: infol'1i1.3li,)l'I l1lncticfI be 'ldd:e-,j to ("'lch office. Information related to
It)(: City C00DC11 'ilo-otdd be hz..;.dieJ by tIlt-CifY CINk's Offir:t: arJ~ irlion-r31jon i~l.'Hed to cit)' servjccs:,
prc~ etc ,.~,~ed frD~! the-C!lY ~1~(>.~'s. ~"!".3.ffwl}:/d be h:.:1d!ed by the ('il),' Man3.gd<; Office. The
.ru1fng re.qu.ired 10 ir~ti,~1<:: tho;;: Ji;rcl.II);1 , .... i).Jld re;:;u~~e t~,('" a·jdilion. d ~ 0_') $i3ffperso.1 in !he Cit)' Clerk's
Office, and the: positj·:):1;n :he City ;-'1a.r1<lge/~ Office wOi.I:d t>e 8-ddres.s-ed ss par1 of the City Ma.,j,ager's
ttrQ~ reorgAniz.&tioi1 plan
'The di!c.lssK,a 11 the COmrr".ITtf(' \~.'cl -"\:),0 ~cl fO<"~~ O;'i \.ne C~ty Clerk's proposal to enter 'HO a contract
with ! pu:,lic ;elations timl for the fir>! )'ezr rn on;lM' to prov"id~ reromccs for establishing a public
-communiCAtioN pJ.a."l. mduding Boah, c:>bjedi ... ·-e5, ancl job de:scrip'ioTL Thl:-fmn would also provide
...uanc.. in addressing the Olea; .. oullin«J ,", ,he staff reron (CMR:J90:94). The !'&:S CQl!lrrUttoe
mecnba"s ti:aea feit there mighl be IJ1 cpporrurJty to cap'rtalize on using cable tcle\'ision IS a romrnurdcatlon
tool gM:o the IdditiorW ~C<> thai wool<! be ",...a.bIe fo the City Clm', Officc in the form of consulu.,t
lOr,""" Then:fi:>re, the P&:S Commin"li;rthe! rerommended that the City Mal'",ger and City Clerk rep<lM
bocl< on the coble ~.
Becawe the City Manager aDd City Clerk had not previously .ddressed tlI. issue of enhancing the use of
Gvw> w .... A= CIwmd 16, _ .. lII """,ings and dis<uSSions 0«Urred after tho COlT'mittee meeting.
As. ...... of the di<cl";ons, the Cit! Manager l11d CCIy CIe<'< conclude<! iliat lb. appropriate resp<lnsibilily
for the cable fU:nc:tion shouJd resjde tIl thl!' CilY Cien.:'] Offict especially in view of the City !\.1inager's
proposed fwrpniz.,.tlcn pl-ar~
roycy IMPLICATIONS
The 11'''' Ii Ctwiation ",,"OIJkt not re5Utt in any policy change. If the recommenda.tion is approved, it would
resw'l in the trloNfer of t.'le cable function to the City Clerk's Offk.e, Including administration of the cable
franeh..is.e ~t becween Ih(' C!ty or Palo Alto (e'n behalf of the J:::·int Powers) and Cable
Commuilication;; Coopet3tive (jfP&~o Alto, Inc. (Cab~e Co-op)
Pa.g.e 3 of 4
\
\
\
l
';
"
'1 ,
•
DISCIISSION~, ,,,",
TMaISlion betwe001hc City t..<1I: and City Manas« invoI·""'; id<:ntifyi>",{he wle activj,;es which L'lciude
odmjnj"rring 1hc cable ~ ...... ,Ieilt, atterufing I!lOO1hIy Coble C<KJP boord meetings, ~
I"<'t'<JO'd caNe \esi ........ participoIina IS • memI>er of cahleltdecol:Nwnicaticn assoc:inions, reoponcIins
10 IIId ~ III ciW;en complaints with c.d>!e JerVice, ~ vid<o ,01 (w Gcv<:rnmen! Ac«ss
CbouaeI 16, ....... dinlj , . . .-ings witl1 Mid-Pe<linsW& Access
Corpcnti<Ja (MP.oI.C), and p!'O>IicliD(I spo;W prosnms durilIg da}1m>e boors. The Progr&m AsmunI
(0,75 filI.timo oquivolent) who handles 1hc cable fimotioa in 1hc Information R=es ~ (lRDJ
would be Iraw;f",,,, 10 1hc Cily Clerk. Offic< to pro.;,&, supporl Jm'ices. Ad","""""ioo cftile cable
opaaIioo, wbic:!iis1hc oquMIem of)O 1020 per=! of1hc IRD Dirodor'. function, ",'OOld be ~ by
1hc City Clerk.
Tbo dnios of!be _ ... would &Dow on effic:M:rJI aaDSiboo Ie 1hc City C\ert', Of!i<:e. The City CIerI: and
tbo IRDDftctcr atteu<Ied 1hc Sq>t ........ 6. l~, Cable c"..,., --u.: and:manned the orpnintioo of
1hc l""I"'OII beIbre !be City C<>uDcil. The City CIerI: has .. .-• _ of:noeting> '0 d.ut i1r~
cobl. iwos and is ~ ptoposocf Iegi.latioo, 1hc C.tbIe Co-op boord padou, and c>tl1<!' penineoI
iIIfonnation.
FISCAL lMUG
lfrtc:om.."DeIlded &..;;!on is approved, a 0.75 staff ~~n .... tl-.;lJ b-e lJ!.:1;.teneJ tren. fRO to t.'l-e Cit)' Ge:rk'Ji
Offic.e. A minima.ll!nowrt ofarlditiorW fund) \i<o'o~d r;-e~.:i to Oe ilr~~C,pr'.3.ted to pr,),ide a ·",';;.d .. .swion for
the position in the City Clerk's Offict T~ adrr':l".in.r-a:;C,rl .ofth <~:O::t r,J;:,;i <>:"1 ,... r..,:..:~d k ab.s-DrbeJ by !he
City Clerk
lID'JRQNME!l7AL t\SSESSME'iJ'
!'he:re is DO E'm;ronment.l.l A.s.ses.smer,t required
STEps FOLLOWING APPRQ.UI.
Pend.fng CounciJ approval, the City Mana,ser 1.l1d City ClerL: \l,'i.n eru.'.:re tnnsfer of lhe progra.."'Tl, effectivt
1uly I, 1995.
CMRA4d.
.. : ... \
;
Page 4 of 4
-"
f
I
i
"
•
---~---. ----_ ...
REPORT FROM
THE HONORABLE CITY COUNCIL
Palo Alto, California
Attention: Policy and Services commit~ee
SUBJECT: £ropos@d N"'lof Puh1 jc communicatiqn Actiy..it.us
pEpnET IN ERTEF~
A proposal for ne"ol public cC1':"Ul1unicatioil ao.::ti",itil:!s has
for both the cit.y Mi:l.nager's and Cit~' Clerkls Offices.
approval is request€Q,
ce('>rJ cc",''!''lot)ed
Cit,' COLln~il
On December 13, 1993 I the city Council directed the Ci'l:Y M·:>nager and the
City Clerk to repo:tt to the Polie}' and Services (P:';;S) co~ittee their
recommendations. for undertaking naw publ ic c01lU!(t.micatioll acti vi ties
aimed at improving ccmmunications bet'Ween the City soverntr..ent and the
many public constituencies served. Several issues werE id~ntified: 1)
What specific items should be irv.::luded in a public information functioni
2) What revie"Ws and/or controls should he required; J) Ho .... requests for
information should. ba handled; 4} Ho,,' public communication activities
should. be coordina,tedj 5) What new public communications activities
should the City undertake (white pape~s reflecting Ccuncil decisions,
briefing for reporters, infonnation packaqE!s, etc.) j 6) Ho"
responsibilities should. be delineated for public info~ation ..... hicn
appears on Channel 16.
During the past several months, the City Manager's and City Clerkls
Offices have been working to define and identify t-~e existing activities
associated with public: cOlUlllunic..::ations, to addr-ess the issue: of ne .... and
improved communication ac.::tivities, and to identify other areas for
consideration~
The city Manager and the Ci t.y Clerk distingui!"hed t.he public
communications function in each of the respective offices as follo.s:
Council-~elated public communications should be hand-led by the City
Clerk's Office and public communication by the operating departments
-reporting to t.he city Manager should rest in that department.
CMR:390:94
~-.......... --.---.----
t
! .
-------.....
(J The rity Clerk's Qff~~
The city Clerk 1 s Office mission for public communications would be to
fost_ex' awareness of end civic involveClent in Pc:.lo Alto by bringing the
~ity and government closer in partnership and to proactively ensure
th.at the City councills lIlessaqe is put forth.
Five are.as were identified '"'hich relate to public communication
activities:
A. Public Informati·::m/communications and Education
1. Use of local ~edia
2. Use of qeneral public information
J. Display of informatiDn -update civic orgcHlizaticns
4. Develop relationship with other cities and agencies
5. Press releases
E. Public Information Officer for Emergency Operations Center
7. Announcement of CQuncil actions
e, Brochures
9. fhJblic access to Council actions
10. Agenda hotline
11. Tours
12. Council matt~~s
B. BUSlfieo;s R~lations
1. Participation with businesses ilnd involver..ent of t,he Charr.'bel
of Commerce
2. Presentations to organizat! ons
c. l.egislative and Intergovernmental Relations
1. Meetings with legislator.s, tri-cities events
.2. Administrative support to Council Melllbers involved in
positions on League of California Cities
D~ Specia+ Events
2~ council's Reorganization activitie~
2. Keetinqs with Boards/Commissions
3. State of the City Address
4~ Town Hall meetings
5. Retr.eat
6. Sister-cities' Activities
7. Protocol activities
E. CaLle TV Pro9ramming
1. Press releases/notices of special meetings and events
2. Election night activities
3. Council meetings
4. Special events, e.g., State of the City Address
The City Mao'=ger's Office:
CMR:390!94 Page 2
---.... -.,,, .... --.~ ......... '.
•
,
The City Manager's offl-c'e mission for p\lblic CO'Wll~ _cations would be. to
lMintain an ope.n t'Wo way cOlalllunications link with the geneI'"al public and
to proaote and explain the City's progra~( servic~s, and activities.
The office would also &erve as a general clearinghouse for info~tion
requests r~ived by the cjty~ Typical, but not inclusive, items to be
incl~ded in a public information function in the City Managerts Office
would be:
A. Pr~s Releas~s (from city Manaqer1s staff)
1. General Inforaation
4. Council ~cti9n
3 • Progr a.a$
4~ Announc-a..ments (1.e., hiring, appoi..ntJuents , new programs)
B. AnnounC4!lfrents of major staff event5/acti'\'ities
C. Ahnounce~ent of legal settlements
D. cityl!; Annual Rep::-.rt to the corr,munity
L Gcr,er~l city ..... ide publicity
F. Mnour,.:;e.:r.;cnt of special ci t)",>:,id.€ events developed by staff
Staffing:
kll of t,i1e above areas could be :5.tt'engtl".~ned ""ith concentrate.d attention
and effort.. The City clerkis Office is <:01n:!':-.itted to provid.ing: public
co~iicatioh ~hat helps tTle public process and provides support for ~he
Cit:j' CClunc.il. 'Xo that end., a half-time person would be necessary to
enhance the cO:r.lllU:1icat.ion activities. The person would be required to
i.prove the areas alread~' iQentifi~di to develop a compreh~nsive
cosaunication progralili and to gather I coordinate, and assist in
preparinq in.for1l.ational re.ports and analysis for city Clerk/Council
revie ... ~ This po.s.lticn would be filled on an interim basis to provide an
opportunity to eval~a~e the program.
The City Kan.ag-er '6 rec01\m\ended reorganization will contain a public
Inforaation Officer pr09ra:~ The issue of staffing this function will
be addressed ~ithin the context of the City Manager's response to the
liuqhe.s-B4tiss Reorganization.
CgmEent~ and DiScussion
council requested that the following issues be responded to!
~~ and/or Cgnt~~ls to B@ Required
Ite!:<S would not be issued without approval by either
or City Manager depending on Which offic~ releases.
the press releas~. cle;;..ls ""ith litigation issues, the
or ~esignee, would approve release.
CMR.:J90:9-4
the City Clerk
In cases where
City Attorney I
Page 3
\
"'"
Requests for 1 cl-[nr.otiOD frpm the __ Jl.u.bli.c
If the request is for cOUl'lcil intontlat.ion, tone City Clerk! S Office
handles the ~tt~r; if tne r~uest is fOT staff or program/service
information, the City Manager IS Office handles the matter.
Hgw publjc CQl!r:;un"icat;on ~bQllld e..,. COQrdinateo
Each office would coordinate vith the other to m4xe certain we ar~
not duplicating services. Informatior., etc .• released by the city
Manager 'Would be internally coordinated \rr'ith the impacted
depart:men ts .
Whnt Nr;.~ publ i c cm;.mun i cat i Qn.....A.~1-'! i ties ~ City ::ihm.: J d tIndert,;:ke
No new activities Are rf':colm<E'.Med at this time. After the offices
have had ~o:e o~rating ~xperience, a reco~endation may be
developed to expar.d the :scope of ser-v ices.
The €mtire re5p:::,ns5.L"'i l It) fo! C:!.r~' <:"Cjst r-est in one pi-ace, either
.. .-it..'1 "th!;" city Cle!"~:ls Ctf~Ce-or · ... iUl tl1E! City Mana':;e!"l s staff. The
e;'1\:i re ci t.l' r-esF:-ns i ~i 1 i ty i "c:lc.o.ir.~ prc:::-ji_'~r,_"':",ir"g, overseeing of
cnnt=dcts, han~lirlg o[ co~plaints, inrutting of infor~atian
regardilig COlJ~~il ~gcnj3s, etc" and all cable inte~face including
M-Pi'-.C 1:.:.lJ.st resid? iTI c~"1J' pJ as:e for ezsy dr.d ef( ic:i~nt. operatiun and
cotIl::!unicat:ion. It ~ilJ -"or)..: .~n e-iUlfO'r place. It should l:>e noted.
that, the recent Eus;hes-Heiss Reorgani Z.:it ien st'..l.dy r.ecoMended no
change.
s.tI:uctl..lTe
'The proposcl -..'hich ... ·culd .aIle;..' for tn", c(.lordir.ation at eXisting
services and ... ·ould alIa.... for the developnent of improved
coordination is to fund for on.e part-ti1:le position in the City
Clerk's Office to ass\llIIE' the responsibilities and roles as outlined
in this report. ihf': City Kanagerl~ Office staff person would
resul~ from the reor9aniz8tion recocmendation tram the City
Kanaqer. After a full year evaluation and research I the ~taff(s)
would return with a proposal .es to how to develop an improved
program with the suggested st~ffin9 associated with the proqraQ~
Other Cities
The City C)J::::,"k' S OffiCE> revie-w."ed public ir.for:c.atil;m materials frql\
si;veral cities including Mountain Vie· .. ·, Jo':anterey P.::rk, Sunnyvale, and
Visalia.
The issue of a public informatlon function and relevant job descriptions
have been reviewed by t.r.e city Manager's Office from Association of Bay
Area Governt:lents i city of BelleV"..l€; Ci t~, of Berkeley i City of Boulder I
Colorado; East Bay r':unicipal Utilities District; City of Pasadenai city
of San Leandro; Santa clara Valley Water Dist~ict; and the City of
SunnY' .... ale. These ci tie.s and agencies which have a public infcrrllation
function staffed have all indicated the positive value of the
page 4
•
coordination and faclrltation'· of com.",un.i.'~atio!1 ..... i':.h the public that the
program provides. staff made an effo .. -t to contact the cities which
Hughes-Heiss used as benchmark cities and then to contact ~gencies which
have a h,1gh public profile. In one instance, in the Cit~· of San Jose,
the public information funci:.ion is provided via a contract €!1:!ployee.
RECQMMtNDbTTON
The City M~nager and the City Clerk r€co~end th~t L~e public
information function be added to e.ach office. The COUTIcil-relat:ed
L'""lformation 'Would be handled by the city Cler>t" I s Of.fice and the
information related to city services I programs, etc., generated fro. the
City Manaqer's staff ~ould be handled by the city Manager's Office. The
staffing required to initiate the function 'Would require ~~e adrlition of
a .50 staff pe~son in the City Clerk's Office, and the position in the
city ~~nager's Office will be addressed ~s part ot the response to the
Huyhes-Heiss Reor"qani~ation Reco1'JlJ:lendation5 from the City H"oage.r.
CMR:390:94 Page 5