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Home My WebLink About2023-064 - Councilmember-Requested Items PolicyRESOLUTION NO. 2023-064 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE CITY COUNCIL POLICY REGARDING COUNCILMEMBER-REQUESTED ITEMS WHEREAS, at the August 16, 2022 meeting, Councilmember Phan added the following councilmember-requested item: Discuss and Consider Directing Staff to Implement a Process that Will Allow the City Council to More Efficiently and Effectively Present Councilmember Requested Items on the Agenda. There was consensus among the City Council to proceed with this agenda item; and WHEREAS, at the March 21, 2023 meeting, staff presented an informational report to the City Council with a draft Councilmember-Requested Item Policy. The policy provided that councilmembers prepare a written report for each councilmember-requested item template, inform the City Manager, City Clerk, and City Attorney, and submit the written report to coincide with deadlines for publishing City Council meeting agendas; and WHEREAS, members of the City Council discussed revising the draft Councilmember- Requested Item Policy as discussed at the March 21, 2023 meeting; and WHEREAS, to provide step-by-step guidance to members of the City Council regarding submitting councilmember-requested items for discussion at City Council meetings, staff has prepared a final Councilmember-Requested Item Policy. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council approves the City Council Policy Regarding Councilmember-Requested Items, attached hereto as Exhibit 1 and incorporated herein. Section 2. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vote adopting this Resolution. ADOPTED this 19th day of September, 2 Resolution No. 2023-064 Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: �QANl� A . G�� AYES: Councilmembers Amezcua Bacerra Lopez Phan, Penaloza Vazquez (6) NOES: Councilmembers None (0) ABSTAIN: Councilmembers None (0) NOT PRESENT: Councilmembers Hernandez (1) CERTIFICATE OF ATTESTATION AND ORIGINALITY I, JENNIFER L. HALL, City Clerk, do hereby attest to and certify the attached Resolution No. 2023-064 to be the original resolution adopted by the City Council of the City of Santa Ana on September 19, 2023. Date: 9 2- 23 Resolution No. 2023-064 Page 2 of 2 City of Santa Ana Administrative Policies and Procedures City Council Adoption Date: September 19, 2023 City Council Policy Regarding Councilmember-Requested Items PURPOSE Provide guidance to the members of the City Council ("councilmembers") for presenting councilmember-requested items for discussion at City Council meetings to facilitate efficient and effective policy discussion. POLICY The City Manager and City Clerk shall publish a councilmember-requested item in accordance with the City of Santa Ana's Sunshine Ordinance (Santa Ana Municipal Code Section 2-150) and in accordance with the procedures below. The councilmember-requested item shall include a written description that is sufficient to apprise interested persons of the subject matter of the discussion to be conducted. PROCEDURES In accordance with Chapter 9, Part 1 of Division 2 of Title 5 of the California Government Code beginning with Section 54950 (the Ralph M. "Brown Act"), Santa Ana City Charter Section 411 ("Rules and Procedures"), City Council Resolution 2023-047 ("A Resolution of the City Council of the City of Santa Ana Amending the City Council Rules and Procedures to Change the Time of Regular Meetings, Update the Rules of Procedure, Clarify Decorum Regulations, and Repealing Resolution No. 2013-019"), and all other applicable laws and regulations, councilmembers may add a councilmember-requested item to a City Council meeting agenda by completing the following procedures: 1. The councilmember prepares a written report that outlines the following: A. Date: Specify the City Council meeting date in which you would like to discuss the report. B. Topic: Use plain language to describe the topic of the report. C. Councilmember-Requested Item Title: Describe the action you are requesting, which relates to the topic of the report. D. 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. E. Submitted By: Add your name to your report. City Council Policy Regarding Councilmember-Requested Items Page 2 F. Exhibit(s): If you are including supplemental documents to your report, list them here. The councilmember consults with the City Manager and City Attorney regarding the councilmember-requested item. A. Written communication from the councilmember to the City Manager, City Clerk, and City Attorney shall include the report as described in Section 1 of this section. B. The councilmember shall inform the City Manager, City Clerk, and City Attorney by no later than five hours prior to the time of publishing of the City Council meeting agenda for the City Council meeting in which the councilmember-requested item is to be discussed. 3. Once the report is written and after staff has been consulted and informed, the councilmember submits the final version of their report to the City Manager's Office and City Clerk's Office to be added to an upcoming City Council meeting agenda. A. The Councilmember shall use the Councilmember-Requested Item Policy template, attached to this policy as Attachment 1. B. The report shall be submitted for publishing by no later than five hours prior to the time of publishing of the City Council meeting agenda for the City Council meeting in which the councilmember-requested item is to be discussed. C. The report shall be published in accordance with the established due dates to ensure compliance with the City's Sunshine Ordinance (see Sec. 2-150 of the Santa Ana Municipal Code). City Council Policy Regarding Councilmember-Requested Items Attachment A Councilmember-Requested Item Report DATE [month], [day], [year] TOPIC [Use plain language to describe the topic of the report.] COUNCILMEMBER-REQUESTED ITEM TITLE [Describe the action you are requesting, which relates to the topic of the report.] 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.] SUBMITTED BY [councilmember name] EXHIBIT(S) [If you are including supplemental documents to your report, list them here.] CITY ATTORNEY CITY MANAGER CLERK OF THE COUNCIL Sonia R. Carvalho Kristine Ridge Jennifer L. Hall 20 CIVIC CENTER PLAZA - P.O. BOX 1988, M31 - SANTA ANA, CALIFORNIA 92702 TELEPHONE (714) 647-6900 - FAX (714) 647-6954 - www.santa-ana.org