HomeMy WebLinkAbout02 - - City Council Organization& Opportunities - 1/11/2011CITY COUNCIL STUDY SESSION
AGENDA REPORT
MEETING DATE: January 11, 2011 ITEM NUMBER: 2
SUBJECT: CITY COUNCIL ORGANIZATION AND OPPORTUNITIES
DATE: JANUARY 7, 2011
FROM: CITY MANAGER'S OFFICE
PRESENTATION ALLAN L. ROEDER, CITY MANAGER
BY: JULIE FOLCIK, CITY CLERK
KIMBERLY HALL BARLOW, CITY ATTORNEY
TOM HATCH, ASSISTANT CITY MANAGER
FOR FURTHER INFORMATION Allan -L. Roeder, City Manager at (714) 754-5328
CONTACT:
BACKGROUND AND DISCUSSION
The establishment of a new City Council provides a multitude of new opportunities to
address the challenges ahead. Success in meeting these challenges relies in large part
on the City Council working together effectively with one another, with the community
and with City staff. The constitution of a new City Council creates an environment for
the introduction of fresh ideas and concepts as well as a platform to move forward
existing priority efforts as deemed appropriate.
While legislative actions take place within the confines of regularly established City
Council meetings conducted in compliance with State law and adopted procedures, a
good amount of policy discussion and constituent service occurs outside of the regular
meetings. Policy development and direction are often shaped through public
participation and with the advisement of various City Council appointed Commissions
and Committees in advance of final legislative action. As a consequence, it is important
to have a thorough understanding of the laws and adopted policies governing these
processes.
Today's Study Session is designed to assist the City Council in preparing for an exciting
future for the community. Not only is it an opportunity for a review of the required
"process & procedures",but a chance as well for members of the City Council to
express their individual interests and ask questions. Staff recognizes that for some of
the longer termed members of City Council, elements of this presentation will be
remedial so we will do our best to move quickly through those items.
Review of Process and Procedures
1. Motions, Appeals, Rehearings and Rules of Order
While the City Council is not strictly bound by Roberts Rules of Order, the
procedure adhered to by the City Council in conducting its business is extremely
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important. Not only does it ensure opportunity for public testimony and debate, it
is critical in determining the final action of the Council. The effectiveness and
manner in which meetings are conducted not only influences the decision-making
process, but the way the City Council works together. The clarity of motions
made and amended can directly affect how staff carries out City Council
direction. City Attorney Kimberly Hall -Barlow will provide a summary review.
2. Regulations regarding Regular Meetings, Special Meetings, Closed Sessions
and Study Sessions
When is a meeting not a meeting? What can and cannot be discussed and acted
upon and under what circumstances? Posting, notices and public participation
will also be addressed by City Attorney Kimberly Hall -Barlow in this presentation.
3. Overview of the Agenda Process
From initial request to report preparation, legal & fiscal review, placement on the
agenda, posting on the City's website, preparation of Minutes and noticing — City
Clerk Julie Folcik will review the process in constructing the City Council Agenda.
4. Placing items on the City Council Agenda
City Manager Allan Roeder will review the process for placement of items on the
City Council Agenda including use of staff resources in initiating items and
presentations.
5. Processing constituent requests & complaints
The City's performance is oftentimes defined by its responsiveness to requests
for service and handling constituent complaints. While not every request or
complaint can be wholly satisfied given legal, personnel and budgetary
constraints, the manner in which the City responds is very important. Assistant
City Manager Tom Hatch will review how the City Council and staff work together
to address these concerns.
Appointments, Training and Support
1. Review of Committee Assignment procedure
There are many, many "collateral" responsibilities to serving as a member of the
Costa Mesa City Council. One of those is service as the liaison to various
Advisory Committees or participation on various regional Board and
Commissions. Mayor Gary Monahan has reviewed the requests from all Council
Members and will provide a status on appointments. .
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2. Setting Priorities/Strategic Planning
Establishing the priorities of a new City Council starts with effective
communication among members of the City Council. If the only dialogue among
City Council Members occurs within the confines of the formal legislative process
conducted during City Council meetings, opportunities to find common ground
and understanding as well as to inject new ideas are very limited. At the same
time, it is imperative that the public be provided access to the proceedings of
their government, including any and all meetings of the City Council.
Individual members of the City Council have expressed interest in establishing a
list of priority efforts for the coming months. Taking into account the fact that the
City neither has unlimited financial or personnel resources to cover the limitless
numbers of requests from the public, this effort is essential. It need not be a
lengthy nor involved process to establish a short list of priorities. Likewise, the
City Council should not feel compelled to have "all the answers" up front in
scoping the priority efforts — those can certainly trail. If there is consensus
among the City Council, staff will bring forward options to the City Council for
formal action.
The staff presentations will be succinct so as to offer members of the City Council time
to pose questions and/or offer alternative ideas to established means of conducting the
public's business. This is intended to simply be the starting point of conversation on
some of the subject items pending further interest by the City Council.
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ALLAN L. ROEDER '
City Manager
DISTRIBUTION: City Attorney
Assistant City Manager
Deputy City Clerk
Department Directors
File Name Council Reorganization Date January 7, 2011 Time 5:06:33 PM.
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