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CC - Adoption of Respective Resolutions Amending City Council Policy Statements 2301 (Use of Veterans’ Memorial Auditorium), 3204 (Agendizing Items for Discussion), and 3402 (Council Recognition: Procedures for Approval and Administration), as Recommended by the Ad Hoc City Council Policies Subcommittee.
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Meeting Date: April 18, 2017
Contact Person/Dept: Serena Wright-Black/Administrative Services Director; and
Heather Baker, Assistant City Attorney
Phone Number: 310-253-5640; 310-253-5660
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/12/17)
Department Approval: Serena Wright-Black, Director of Administrative Services (04/12/17)
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RECOMMENDATION
Staff recommends the City Council adopt respective resolutions amending City Council Policy Statements 2301 (Use of Veterans’ Memorial Auditorium), 3204 (Agendizing Items for Discussion), and 3402 (Council Recognition: Procedures for Approval and Administration), as Recommended by the Ad Hoc City Council Policies Subcommittee.
BACKGROUND
On May 23, 2016 City Council created an Ad Hoc City Council Policies Subcommittee (Subcommittee) for the purpose of working with staff from the City Clerk’s and City Attorney’s Offices to review City Council policies and make recommendations to City Council as appropriate. Mayor Clarke and Council Member Eriksson were appointed to serve on the Subcommittee.
City Council policies are developed for the purpose of establishing standard practices and procedures for City Council, City Boards and Commissions and City staff to follow. While these policies are updated from time to time to ensure that they are legally compliant and reflect current City practices, it has been many years since there has been a comprehensive review of all City Council policies.
Staff from the City Clerk’s and City Attorney’s Offices began meeting with the Subcommittee in July 2016. The focus of the initial meeting was to assess the size and scope of the project and to develop a plan on the best way to approach it. It was determined that policies would be reviewed and revised in sections and submitted to City Council in installments for approval. Further, at the end of the project there will be an assessment of the current numbering system to determine whether this system needs to be reorganized and revised.
City Council Policy Statements are currently organized into five sections:
1) Format, Distribution and Content of Policies
2) Policies Relating to Citizens and Services
3) Polices Relating to Council, Commissions, Boards and Administrative Staff
4) Policies Relating to Employees and Officials
5) Budget Policies
The Policies that have been reviewed and updated by the Subcommittee and staff and presented to the City Council for approval thus far include:
• 2201 - Block Parties (Approved on 12/12/16)
• 3001 - Scheduling of Council Chambers (Approved on 12/12/16)
• 3003 - Issuance of City Parking Decals (Approved on 12/12/16)
• 2010-01 - Mayoral Rotation (Approved on 02/27/17)
In addition, the Subcommittee and staff reviewed the following Policies and determined that no updates were needed at this time:
• 5001 - Mission Driven Budgeting
• 5002 - Financial Policies
• 2014-CP001 - Annual Investment Policy
• 2014-CP002 - Budget Development and Administration
• 2014-CP003 - Financial Policies
• 2014-CP004 - Recreation Facilities Reserve
DISCUSSION
The City Council Policy Statements being presented for consideration at this time are:
• 2301 - Use of Veterans’ Memorial Auditorium (existing policy - Attachment 1)
• 3204 - Agendizing Items for Discussion (existing policy - Attachment 2)
• 3402 - Council Recognition: Procedures for Approval and Administration (existing policy - Attachment 3)
These policies, in consultation with the Subcommittee, have been reviewed and updated to reflect current City practices, remove outdated language, and provide additional clarity to further the intent of the policies. The proposed Resolutions (Attachments 4, 5 and 6) adopt amended City Council Policy Statements 2301, 3204 and 3402, respectively.
With regard to Council Policy 2301, the Subcommittee recommends that the City Council Policy be narrowed to broader policy statements concerning the use of the Veterans’ Memorial Complex Rental Facilities (as set forth in the updated Policy); and that direction be given to the City Manager to establish administrative/departmental policies and procedures with regard to the detailed application/rental process and operation of the Facilities (as set forth in Section 2 of the proposed Resolution).
The Subcommittee and staff will continue with its comprehensive review of all City Council Policy Statements and will bring additional Policies to City Council as soon as practicable.
FISCAL ANALYSIS
There is no direct fiscal impact associated with this project. In the event any changes to any of the individual City Council Policies result in a fiscal impact, those will be identified at the time they are considered by City Council.
ATTACHMENTS
1. 2017-04-18_ATT 1_Policy 2301 - Use of Veterans’ Memorial Auditorium
2. 2017-04-18_ATT 2_Policy 2010-01 - Agendizing Items for Discussion
3. 2017-04-18_ATT 3_Policy 3402 - Council Recognition: Procedures for Approval and Administration
4. 2017-04-18_ATT 4_ Resolution Amending Policy 2301
5. 2017-04-18_ATT 5_ Resolution Amending Policy 3204
6. 2017-04-18_ATT 6_ Resolution Amending Policy 3402
MOTION
That the City Council:
Adopt respective Resolutions amending City Council Policy Statements 2301 (Use of Veterans’ Memorial Auditorium, 3204 (Agendizing Items for Discussion), and 3402 (Council Recognition: Procedures for Approval and Administration).