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Home My WebLink AboutWS1 - PRACTICES_POLICIES_PROTOCOLS_ROLESCITY OF SANTA ANA Follow -Up on Communications Study Session Review and Discussion of Practices, Policies, Protocols &Roles May 7, 2013 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 AGENDA Follow -up from the April 8, 2013 Special Work Study Session 1. Summary of actions approved on May 6 2. Review remaining current practices, policies and protocols s. Discussion of roles and expectations 4. Wrap up and final steps SUMMARY OF ACTIONS TAKEN City Council Meeting Changes: The following items were incorporated into Resolution 2013 -019 Changes the Council Meeting days to the first and third Tuesdays of the month Provides information on how to call a special meeting of the Council P U LZ> d PIMAIl olUer UI II t he dgei add f or or al WPURS on Council Committees and regional board meetings SUMMARY OF ACTIONS Council Committees: Legislative Committee Legislative Committee established by Resolution 2013 -020 Annual Legislative program will need to tie to strategic plan. Reports from lobbyists regarding impact on City from State and Federal legislation Review the value of League of California Cities membership Ethics Committee Prepare language of best practices for enforcement options for Council Code of Ethics for review City Attorney and City Clerk will schedule meeting with Ethics Committee and present options SUMMARY OF ACTIONS Council Meetings — Recognitions & Presentations: The following items are incorporated in the revised Council Recognition Policy One presentation per meeting per Councilmember Limit timing to 5 minutes per presentation. Try to group large recognitions. For example, give to coach. Exceptions only if time sensitive Community members may be invited to help facilitate presentations hrnr+lnmotinnc onrl rnrfifinnfnc AAA11 int-h irin tho r»moc r%f 'nII 1 1 \J \J I IA 11 I u L I V I 1%-P u l l u IJ V I 11 1 1 V GA L%-,%.J VV I I I 1 1 1 lJ 1 u to %.i U 1%-P 1 I CA 1 1 I Ci.7 %-.#1 G I I Councilmembers Presentations from outside groups will be scheduled on the 2nd meeting of the month SUMMARY OF ACTIONS Council / Manager Coordination: City Manager reviews with Mayor /Mayor Pro Tern agenda Wednesday or Thursday of prior Council Meeting week Will be implemented in May Institute mechanism to share council calendars to help with special events attendance Options currently being explored Completed Items: Entertainment Ordinance included on list of study session potential items Information on filming in town shared with City Council Council affirmed current process for placing 85A items on agenda ISSUE BIN ITEMS FOR FUTURE DISCUSSION • STRATEGIC PLANNING PROCESS • ROLE OF CITY MANAGER • Strategic Plan Council Committees ISSUE BIN ITEMS FOR FUTURE DISCUSSION • STRATEGIC PLAN Identify timeline for development and approval of strategic plan Council subcommittee of Benavides, Martinez, Reyna Department Head subcommittee of Planning and Building Director, Parks and Recreation Director, and Public Works Director with City Manager, Deputy City Manager, and Management Partners Meetings held April 30 and May 7 Once plan is developed have the staff reports note how the action requested meets one of the goals 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? AGENDA PROCESS POLICY DISCUSSION ITEMS Council Requests for Actions on Political Items • How to handle request for support or opposition on propositions or political items Should the matter be agendized for City Council Action as an 85A or otherwise? Should the matter be placed on as a regular agenda item if it is consistent with annual Legislative Program? CURRENT PRACTICE Communication Methods to the Community • City News Facebook (city, Library, Police, and o Water Bill — 44,600 mailed Planning & Building) • Press Releases (N ixle Alerts) • o 3,000 subscribers • • Parks and Recreation • Brochure o 9,000 mailed quarterly • Neighborhood Association email distribution o 800 email subscribers • Public Works Newsletter o 68,000 subscribers • City's Website Twitter Police You -Tube Videos OC Alert (Reverse 911) Other • Councilmember Martinez Newsletter (Monthly) • Councilmember Sarmiento Newsletter (Every other month) • Any suggestions for improvement/ streamline process? CURRENT PRACTICE Communication Methods to the City Council • Periodic updates from City Manager • Monthly Report • Council Requests (Routine) o Response within 10 days • Council Inquiry Report o Updated and distributed twice a month • Constituent Requests o Via email, phone, calls, and /or walk -ins 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? 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' eipectations of City Attorney and City Attorney's staff? 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 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 ,'!/tanager • Ask questions before City Council meetings to allow staff to prepare appropriate responses ISSUE BIN ITEMS FROM APRIL 8 STUDY SESSION ROLE OF THE CITY MANAGER What is process for Departments to provide information to City Manager and then to City Council? General information is provided by e -mail or memo and shared with Mayor and Council Issues are discussed and direction provided by City Manager When businesses are interested in coming to City, how is it shared with City Council? The business is referred to CDA and will be included in the Monthly Report. Ensure that City Council is being informed on continuous basis of progress on goals and large policy items This will be incorporated into the implementation of the Strategic Plan and will include Study Sessions and other reporting mechanisms ISSUE BIN ITEMS FROM APRIL 8 STUDY SESSION ROLE OF THE CITY MANAGER Identify process for ensuring input by City Council into budget Study sessions, one -on -ones, Budget Workshops Reinforce to staff that all councilmembers receive same information • City Manager will provide copies of the material requested to all councilmembers • Councilmembers will be informed by appropriate staff on unusual events Provide options on how to manage Council requests that involve extraordinary staff time 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 POTENTIAL FINAL STEPS • Develop Council Norms and Operating Guidelines • Incorporate information received at Work Study Sessions • Review by Ethics Council Committee • 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 CITY OF SANTA ANA Follow -Upon Communications Study Session Review and Discussion of Practices, Policies, Protocols &Roles May 7, 2013