65A - RPT - FOLLOW UP ACTIONS FROM 4-8-13 SPECIAL MTG

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Action Items from City Council Study Session On Council Practices, Policies and Protocols May 6, 2013 Page 3 Council Meetings - Recognitions and Presentations: At the study session, there was consensus on a number of changes to the process including scheduling and structure of City Council recognition and special presentations during the Council meetings. Specifically, recognitions will be limited to one per Councilmember per meeting and five minutes per recognition. This guideline was made with the understanding that there may be exemptions occasionally due to time sensitive events or issues. Further, a Councilmember may ask someone from the community to join in making the presentation at the podium. Additionally, the design of the proclamations and certificates will change to reflect the names of all of the Councilmembers. To accommodate this change in scheduling Council recognitions, special presentations by outside agencies will be agendized only on the second meeting of the month. These changes are incorporated in a revision to the City Council Recognition Policy and will become effective July 1, 2013. (Exhibit B) Council/Manager Coordination: To enhance coordination and improve communication regarding agenda items, the Council consensus was to have the City Manager schedule a review of the upcoming meeting agendas with the Mayor and Mayor Pro Tern during the week of the prior meeting. This process will be implemented with the next Council meeting. Additionally, to further improve coordination between Councilmembers, a mechanism to share calendars was requested. The City Manager's Office staff is contacting other agencies to explore the options and best practices to generate the shared calendars. It is anticipated that the mechanism for providing this information will be shared with the Council in June. Completed Items: During or subsequent to the April 8th workshop, three of the items on the issue bin were finalized. In accordance with the Council direction, the Entertainment Ordinance was added to the list of items to be discussed at a future study session. Also, it was requested that the City Manager's Office ensure that information on filming in Santa Ana be shared with the Council. The Weekly Citywide Events Calendar (Exhibit C) identifies all filming events approved for the week and will be provided to the Councilmembers. Finally, after a lengthy discussion on the placement of items under Section 85 of the agenda, the Council determined that the current process of contacting the City Clerk was appropriate and, therefore, does not need to change. Items for Future Discussion: There were two categories of items for discussion at a future meeting: City-wide strategic plan and City Council/Manager communications. The details of these items are identified in Exhibit D. These items, together with the portion of the presentation that was continued, will all be included on the agenda for the work study session on May 7, 2013. 65A-3