Item 23 - Councilmember-Requested Item Policy

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Councilmember Requested Item Policy March 21, 2023 Page 2 3 3 1 3 does not take any action. Councilmember-requested items may include any issue within the City Council’s jurisdiction, such as requests for policy research, drafting resolutions and ordinances, and providing direction to City staff relating to the implementation and/or evaluation of a policy. The City Council Handbook, which is prepared annually by the City Manager’s Office and City Clerk’s Office, provides administrative guidance on certain procedures relating to the City Council, including councilmember-requested items. Regarding councilmember-requested items, the current edition of the City Council Handbook states the following: COUNCIL AGENDA ITEM Any member of the City Council may place items on the agenda that are staff directives or policy changes. They are listed on the agenda pursuant to Charter § 411. Items may be added by emailing the Clerk of the Council and City Manager. The “Council Agenda Item” provision of the City Council Handbook is the only written guidance that exists relating to councilmember-requested items. At the August 16, 2022 meeting, members of the City Council discussed the creation of a policy to provide guidance to the City Council, with the goal of presenting councilmember-requested items to facilitate efficient and effective discussion among the members of the City Council. Specifically, the City Council discussed the creation of a policy that might include the following elements: •Each councilmember-requested item is accompanied by a written report that outlines the following: o Topic: Use plain language to describe the topic of the report. o Title: Describe the action and subject of the report. o Recommendation: Identify the action that you would like the City Council to take. o Discussion: Provide a brief chronology of the item. Identify issues. If there is a provision of law, rule, policy, and/or previous City Council action related to this item, note it in this section. Provide a brief explanation of the item, focusing on data collection, analysis, and evaluation, which justifies your recommendation. •Prior to the report being published as part of the City Council meeting agenda, the councilmember confers with the City Manager, City Clerk, and City Attorney to inform them of the councilmember-requested item. •Once the report is written and after the councilmember has conferred with the City Manager, City Clerk, and City Attorney, the councilmember submits the report to the City Manager’s Office and City Clerk’s Office to be added to an upcoming City Council meeting agenda. The report must be submitted by 12 p.m. on the established due dates to ensure compliance with the City’s Sunshine Ordinance (see Sec. 2-150 of the Santa Ana Municipal Code).