HomeMy WebLinkAbout03/06/2001, 6 - TENTATIVE SPRING 2001 MEETING CALENDAR council �,m„,°•�
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C I TY O F SAN LU I S O B I S P O
FROM: Ken Hampian, City A strative Officer/
Lee Price, City Clerk
SUBJECT: TENTATIVE SPRING 2001 MEETING CALENDAR
CAO RECOMMENDATION
Review and discuss the tentative schedule and provide direction to staff, as appropriate.
DISCUSSION
What is Coming Up?
As we all know, the Council agenda for the first half of 2001 has been, and will continue to be,very
demanding. Similarly,workload in City departments continues to be heavy. These are busy times,
to say the least. As such, some Council members have recently expressed an interest in reviewing
the planned and potential Council meeting workload over the next few months. The attached report
provides such an overview, organized under the categories of "60-Day Public Hearings and
Business Items", "Scheduled Budget Sessions",and"Other Pending and Tentative Items". While
this report provides a good"heads up"as to what is coming,we offer two major qualifiers:
1. While the meeting dates are pretty firth, the items scheduled for any given meeting are
tentative and some will change (maybe even by the time we discuss this report); and
2. The list is incomplete—there will undoubtedly be some new issues and items that come up
that are not presently on the list(e.g. no new appeals are assumed—but, we will most likely
have them).
How Does the Agenda Get Set?
There is a method to the"madness"of the agenda, and items are not scheduled for consideration by
the Council in an arbitrary or capricious way. Section 1.2.1 of the Council Policies&Procedures
sets the process for establishing the Council agenda and reads as follows:
The purpose of the agenda is to provide a framework within which Council meetings can be
conducted and to effectively implement the approved Council Goals, Financial Plan and
Budget, and also work programs, objectives, and business of the City as established by the
present or earlier City Councils. Agenda items also include recommendations to the City
Council from advisory bodies, land use and zoning actions or appeals, bid and purchasing
procedures, and mandates from other levels of government. Staff shall work within the policy
context established by the Council and will not arbitrarily place matters on the agenda that
are outside the scope of existing work programs of the City, except as approved by the Mayor,
and permitted under the Charter sanctioned instructions for the CAD to inform and advise the
Council of matters necessary to the proper operation and well-being of the City. / l
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Council Agenda Report—Resolution Revising Council Policies &Procedures
Page 2
The proviso to allow the CAO to place matters on the agenda with the approval of the Mayor is
used rarely. Instead,the vast majority of items before the Council are a direct result of the other
"triggers"mentioned in the above paragraph(work program items,capital projects, advisory body
recommendations, etc). A quick review of this agenda–the agenda of March 6'–proves the point:
C-2: Council goal implementation
C-3: Annual requirement per adopted"Legislative Action Program"
C-4: PERS requirement
C-5: Capital project contract award
C-6: Advisory body recommendation
C-7: Second reading of ordinance
1. State and City requirement/advisory body recommendation
2. Annual requirement per City ordinance/advisory body recommendation
3. Appeal
4. Development application/advisory body recommendation
5. Appeal
6. Council interest/workshop followup
The process for establishing the order of the agenda is a collaborative one based largely on the
approved agenda format pursuant to Council Policies and Procedures,and by anticipated public
interest in the items. The City Clerk's Office prepares the first draft of the agenda. This draft is
then reviewed by the CAO, a council member, and department heads at an agenda review meeting,
where the order may be modified. Later,the agenda is further reviewed and finalized in a meeting
with the Mayor, City Attorney, City Clerk, and City Administrative Officer.
Council Direction/Suggestions
There are no easy answers to the workload we are presently facing. To some extent,we just need to
work through it. However,staff welcomes direction and offers some suggestions, as outlined
below(some of which were raised at the recent Council-city manager League of Cities Workshop):.
Direction:
1. Does the proposed schedule create any major council member schedule conflicts? (changes
to the budget hearing dates are not recommended, since these have been widely advertised
and are time sensitive)
2. Are there any items that can be reprioritized?(staff does not see any easy ones to delay)
3. Are Council members willing to start meetings early, as needed?(4:00,4:30, or 5:00 p.m.).
Suggestions:
1. Limit new referrals to staff(concentrate on completing the current workload, along with the
new work program for 2001-03)..
Council Agenda Report—Resolution Revising Council Policies&Procedures
Page 3
2. Avoid continuing items or reconsidering the same item,to the extent possible.
3. When items are continued, focus the subsequent consideration on unresolved matters, rather
than reopening all issues(e.g. the return of the Mid-Higuera Enhancement Plan on March
20th should focus primarily on the Caltrans property zoning issue, and not all the other
issues already decided by Council on February 26t1).
4. Be rigorous in holding speakers to the 3 minutes limit, evaluate relocating the timer to the
podium(ask audience members to raise their hand to show agreement with the speaker).
5. Encourage speakers to avoid redundant testimony.
6. Encourage speakers to speak on behalf of groups,when possible.
ATTACHMENT: Tentative Schedule
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