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Title:
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Discussion regarding the policy for Councilmembers contacting staff on agenda items prior to a City Council meeting.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff is seeking Council direction regarding the policy for Councilmembers
contacting City staff on agenda items prior to a City Council meeting.
BACKGROUND/DISCUSSION:
At the December 15, 2004 City Council meeting, current Mayor Vera requested that
the issue of Councilmembers contacting staff prior to Council meetings to obtain
information be agendized for discussion. Currently, if a Councilmember has a
question regarding an agenda item, staff is either contacted prior to the meeting or
asked the question during the meeting.
Council Policy Statement No. 3203 (Attachment 1), passed on January 23, 1995 by
Resolution Number 95-R005, establishes a policy regarding the relationship
between individual members of the City Council and appointed employees of the
City. This policy is not specific to agenda item inquiries; however, it does address
the flow of information, including routine requests of facts and figures, between
Councilmembers and staff.
The policy states that, “individual Councilmembers should feel free to give staff
information and to request routine facts and figures which currently exist from a City
employee at any time.” Therefore, Councilmembers may directly contact staff with
inquiries regarding information that is routine and readily available. Inquiries for
information which may require additional tasks, studies or reports shall be addressed
to the attention of the CAO. The CAO may then refer the inquiry to the appropriate
department or departments.
Meeting Date: 08/8/05 Item Number: A-2
AGENDA ITEM: Consideration of a Policy to Guide the Interaction Between
Councilmembers and Staff on Agenda Items.
Contact Person/Dept.:
Nick Kimball, Management Analyst
Phone Number:
(310) 253-5682
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List on 8/03/05
Department Approval:
Jerry Fulwood 7/28/05
CAO Approval:
Jerry Fulwood 8/1/05
City Controller Approval:
Marlee Chang 8/1/05
City of Culver City, California
City Council Agenda Item Report
The current policy also states that if the CAO ascertains that the request is
appreciably time-consuming, the matter is then referred to the next Council meeting
for discussion.
Occasionally, Councilmembers may need additional clarification on a particular
Agenda item or have a related question that is not significant in nature. The purpose
of visiting this Council Policy is to allow Councilmembers the opportunity to contact
staff with these types of questions prior to the Council meeting.
The following options are presented for Council consideration to address the issue of
Councilmembers contacting staff on Agenda items prior to a Council meeting:
Option 1: The policy may be amended to include language that states; If a
Councilmember requires clarification on an agenda item or has a question
that is routine in nature, they may contact the appropriate Department
Head and/or the CAO prior to the Council meeting at which the agenda
item will be discussed;
Option 2: Keep the existing policy as-is; or
Option 3: Additional amendments to the existing Policy as directed by the Council.
Staff is requesting Council provide direction regarding the options listed above; or
provide direction on additional options not listed but desired by the Council.
FISCAL ANALYSIS:
Amending Council Policy Statement No. 3203 to include Option 1 would require
approximately 2-3 hours of staff time. Staff time is included in the departmental
budget; therefore, the appropriation of additional funds is not required.
Option 2 has no fiscal impact.
ATTACHMENTS:
1. Council Policy Statement No. 3203
City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
Provide staff direction regarding the policy for Councilmembers contacting City staff
on an agenda item prior to a City Council meeting.