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Home My WebLink AboutMICROSOFT POWERPOINT - 2013-04-08_COUNCIL POLICIES PROCEDURES A (2)CITY OF SANTA ANA Work Study Session Review and Discussion of Practices, Policies and Protocols April 8, 2013 1 AGENDA Public Comments 1. Introduction of Purpose of Study Session by 2. City Manager Develop Meeting Ground Rules 3. Long Term Goal and Objectives 4. Review current practices, policies and 5. protocols Discussion of roles and expectations 6. Wrap up and next steps 7. Additional items for the agenda? 2 SUGGESTED GROUND RULES Listen to each other ? Focus on issues not on people ? There are no bad ideas or bad questions ? Be completely honest ? Be respectful but do not filter comments ? Keep phones off ? Have fun ? Additional Items? ? 3 MEETING GOAL AND OBJECTIVES Long Term Goal –Develop and Approve City Council Norms and Operating Guidelines Meeting Objectives: Review and discuss current practices, policies, ? and protocols Strengthen Council and staff communication ? and identify expectations Develop Issue Bin items for later discussion ? 4 CURRENT POLICIES Council Code of Ethics and Conduct • •Requirement of Measure D approved by Voters in February 2008 •City Council Adopted Resolution in June 2008 Rules and Procedures for City Council Meetings • •Most recent Resolution adopted June 2012 City Council Orientation Manual • 5 CURRENT PRACTICE Agenda Process –Ceremonial Items Invocations • Pledge of Allegiance • •Request -community groups such as Boys Scouts, Girl Scouts, etc. lead Pledge of Allegiance Special Presentations • City Manager receives all requests and determines • appropriateness of topic 6 CURRENT PRACTICE Agenda Process –Ceremonial Items Presentations and Recognitions Policy • implemented in 2010 Presentations on first meeting of the month • Maximum of 2 presentations per councilmember per • meeting Policy identifies qualifications for groups to be • recognized Request -Names of all councilmembers on • Proclamations and Certificates 7 CURRENT PRACTICE Agenda Process -Council Comments City Council Travel Report • •Must be reported out under Council Comments as a requirement of AB1234 Staff Recommendation: Add oral reports of major actions considered by • regional boards Add oral reports on Council Committee meetings • 8 CURRENT PRACTICE Agenda Process City Manager approves items to be placed on • City Council, and Council Committee Meetings •Preliminary Agenda emailed City Council 10 days in advance •Final Agenda and staff reports emailed 4 days (96 hours) in advance to City Council, posted and distributed to community 9 Agenda Process - Requests by Councilmembers to Add Agenda Items Charter Section 411: “Any member of the City Council may place items on the City Council agenda to be considered by the City Council.” 10 Agenda Process – Requests by Councilmembers to Add Agenda Items CURRENT PRACTICE •Any Councilmember may request an item be placed on the agenda under Item 85 Contact City Clerk with title at least 4 days (96 hours) in advance No agenda report provided 11 Agenda Process – Requests by Councilmembers to Add Agenda Items PROPOSED PRACTICE Councilmembers identify issues for future Item 85 agenda items at a meeting A new section will be added to the agendafor this purpose Request an estimate from the City Manager of amount of staff time required and time frame to prepare an agenda report General requests for information that require more than one hour of staff time will require the member to bring it before the Council for direction as an Item 85 12 CURRENT PRACTICE Agenda Process –Requests from Public to Add Agenda Items. •A member of the public may address the Council on any subject matter jurisdiction of the City under public comments •Council may not take action on any matter not agendized Members of the public do not place items on ? the Agenda 13 CURRENT PRACTICE Agenda Process -Study Sessions Open to the Public • Purpose is informal discussions by City Council • with staff on topics of interest Council may provide direction • No formal action may be taken; however • direction may be given to agendizeaction item for future meeting 14 CURRENT PRACTICE Agenda Process -Study Sessions Items Scheduled for future Study Sessions: • •AB1234 Ethics Training •Fiscal Year 2013-14 Budget Workshop •Medical Cannabis Supreme Court Decision / Ballot Measure •Strategic Plan •Additional items? 15 CURRENT PRACTICE Agenda Process -Identifying conflicts of interests City Council Handbook contains: ? 500 Foot Radius Map of home/business address ? Copies of campaign contribution reports -2 years ? Copies of Statements of Economic Interest Reports -2 years ? Spreadsheet of all “major” donors, i.e. more than $250 donation to campaign committee in a 12 month period Discuss potential conflicts of interests with the City Attorney Any suggestions for improvement? ? 16 AGENDA PROCESS POLICY DISCUSSION ITEMS Legislative Bills / Propositions Adopt Federal/State Legislative Platform annually? ? Generally support League of California Cities ? recommendations? How to handle request letters of support or ? opposition from individual councilmembers, examples: requests received from constituents, non-profit organizations, regional boards, etc. ? Should the matter be agendizedfor City Council Action? How to handle legislative items that require ? immediate action? 17 CURRENT PRACTICE Communication Methods to the Community City News Facebook •• (City, Library, Police, and Planning & Building) Water Bill –44,600 mailed o Twitter • Press Releases (NixleAlerts) • Police You-Tube Videos • 3,000 subscribers o Parks and Recreation OC Alert (Reverse 911) • • Brochure Other 9,000 mailed quarterly o Neighborhood Association • Councilmember Martinez • email distribution Newsletter (Monthly) 800 email subscribers o Councilmember Sarmiento • Public Works Newsletter • Newsletter (Every other 68,000 subscribers o month) City’s Website • 18 CURRENT PRACTICE Communication Methods to the City Council Periodic updates from City Manager • Monthly Report • •Charter Requirement •Council Requests (Routine) Response within 10 business days o •Council Inquiry Report (Non-Routine) Updated and distributed twice a month o Constituent Requests • Via email, phone, calls, and/or walk-ins o 19 CURRENT PRACTICE Communication Methods to the City Council Legislative Matters League of California Cities Legislative Update • (email) Annual Updates by State and Federal • Lobbyists 20 CURRENT PRACTICE Council/Staff Communication Council Requests for Information Request for information through the City Manager or Department ? Heads with cc to City Manager Councilmembers will have full access to any information requested, ? unless personnel related Information Distribution from Staff City Manager will provide copies of the material requested to all ? councilmembers Councilmembers will be informed by appropriate staff when unusual ? events i.e. Saddleback fire, police shooting, explosions, etc. ? Suggestions for improvement? 21 COMMUNICATION POLICY DISCUSSION ITEMS Communication between Councilmembers What is expectation of staff and role in ? facilitating communication between members? Share weekly Council calendars? ? How to handle reporting on Council Committee ? or Regional Committee items? 22 COUNCIL COMMITTEES Charter Section 411: “The City Council may organize special committees of its members for the principal functions of the government of the City. It shall be the duty of each such committee to be informed of the business of the City government included within the assigned functions of the committee, and, as ordered by the City Council, to report to the City Council information or recommendations which shall enable the City Council properly to legislate.” 23 COUNCIL COMMITTEES Development and Transportation Committee • •Benavides, Sarmiento, Martinez Public Safety and Neighborhood Improvement Committee • •Benavides, Martinez, Reyna Parks, Recreation, Education & Youth Committee; and Joint • Santa Ana Unified School District /City Council Committee •Amezcua, Reyna, Tinajero Code of Ethics and Conduct Committee • •Tinajero and Amezcua Finance, Economic Development and Technology Committee • •Sarmiento, Martinez, Benavides 24 ROLE OF THE CLERK OF THE COUNCIL Manage statutory requirements • •Agenda Preparation / Minutes •FPPC Filings •Elections •Official Filing Officer for Public Records, Summons, Subpoena’s, etc. Suggestions to improve communication and/or • dissemination of information? 25 ROLE OF THE CITY ATTORNEY Represent and advise Council and City officers ? in all matters of law Prepare or review all proposed ordinances and ? resolutions Compliance with Brown Act and other ? regulations What are Councilmembers’ expectations of City ? Attorney and City Attorney’s staff? 26 CURRENT POLICIES Email Policy and Brown Act Provisions City email may be subject to: • •public disclosure •Brown Act California Brown Act • •Closed Session Confidentiality What are the Councilmembers’ expectations in handling unauthorized disclosure of information? 27 ROLE OF THE CITY MANAGER Execute City Council policy and actions taken by the ? Council Keep the City Council informed ? Work with departments to manage day-to-day ? operations of the City Appoint Department Heads with approval of City ? Council Prepare Budget ? Ensure all employees accomplish the work that ? supports council priorities Provide support services to the Councilmembers ? 28 ROLE OF THE CITY MANAGER City Council expectations of City Manager and staff What are Councilmembers’ expectations of City • Manager and City Manager’s staff? What do you want staff to do that is different from • what is currently being delivered? City Manager expectations of Councilmembers Direct all council requests through City Manager or • Department Heads with a cc to the City Manager Ask questions before City Council meetings to allow • staff to prepare appropriate responses 29 Budget Strategic Plan Council Committees 30 REVIEW OF ISSUE BIN ITEMS 31 POTENTIAL NEXT STEPS Schedule follow-up session • Develop Council Norms and Operating Guidelines • •Incorporate information received at Work Study Session Schedule annual team-building session • •Opportunity to review operations, strategic plan, communication improvements, etc. •Agree on goals and objectives; have clear vision •Build strong relationships between the City Manager and staff based on trust, communication and accountability Conduct Strategic Plan Meetings • 32 CITY OF SANTA ANA Work Study Session Review and Discussion of Practices, Policies and Protocols April 8, 2013 33