11.a. Policy Regarding Guidelines for Council DirectionMEMORANDUM
TO: ClTY COUNCIL
FROM: STEVEN ADAMS, ClTY MANAGER
SUBJECT: CONSIDERATION OF RESOLUTION ESTABLISHING A POLICY
REGARDING GUIDELINES FOR ClTY COUNCIL DIRECTION ON
ITEMS FROM APPOINTED BOARDS AND COMMITTEES
DATE: SEPTEMBER 11,2012
RECOMMENDATION:
It is recommended the City Council adopt a Resolution establishing a policy
regarding guidelines for requesting City Council direction on items from appointed
boards and committees.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no anticipated financial or personnel impact to the City as a result of the
proposed action.
BACKGROUND:
After each election year, the City Council appoints members of the City Council to
serve on regional and local boards and committees that require or request Council
representation. At its August 14'~ meeting, the City Council directed staff to prepare
a City Council policy establishing when Council Members should seek Council
direction on items from boards and committees they are appointed to.
ANALYSIS OF ISSUES:
The attached draft policy was developed based upon input received from the City
Council. The language is drafted to simply serve as guidelines since it is difficult to
narrowly define the criteria for items that may occur and interpretation will require
some level of subjectivity. The circumstances under which items would be placed on
the City Council agenda primarily consist of those with financial impacts or where
significant public concerns may exist.
Procedures for placing items on the formal City Council agenda are also included.
The proposed policy sets forth a progressive process for addressing items that would
be appropriate for City Council discussion and direction depending upon the amount
Item 11.a. - Page 1
ClTY COUNCIL
CONSIDERATION OF RESOLUTION ESTABLISHING A POLICY REGARDING
GUIDELINES FOR ClTY COUNCIL DIRECTION ON ITEMS FROM APPOINTED
BOARDS AND COMMITTEES
SEPTEMBER 11,2012
PAGE 2
of time that is available before the item will be decided by the board or committee.
Alternative steps include the following:
1. Under normal circumstances, as is currently done, City Council Members would
brief the City Council under the "City Council Reports" portion of the meeting
and request whether the City Council would like the item to be placed on the
next agenda.
2. If there was not sufficient time to do that, Council Members would notify the City
Manager or City ClerkIDirector of Information and Legislative Services to place
the item on the next City Council agenda.
3. If an item is scheduled to be decided by the board and committee prior to the
next City Council meeting, Council Members would request the board or
committee to continue the item until it can be placed on an agenda for feedback
from the entire City Council.
4. If that is not possible, Council Members would vote on the item independently
and report to the full City Council during the next "City Council Reports."
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Adopt a Resolution establishing a policy regarding guidelines for requesting
direction on items from appointed boards and committees;
2. Modify the $10,000 threshold included in the policy and adopt the Resolution;
3. Modify other criteria and adopt the Resolution;
4. Remove references to "guidelines" and establish the policy to refer to strict rules
of conduct;
5. Do not adopt the Resolution; or
6. Provide staff other direction.
ADVANTAGES:
The policy will assist City Council Members by providing guidance on when it is
appropriate to seek feedback and/or direction on items involving boards and
committees they have been appointed to by the City Council. It will also help ensure
that decisions made by boards and committees that affect City interests reflect the
direction of the entire City Council.
DISADVANTAGES:
The process will make actions by boards and committees more cumbersome and
time consumirlg for Council Mernbers that are appointed.
Item 11.a. - Page 2
CITY COUNCIL
CONSIDERATION OF RESOLUTION ESTABLISHING A POLICY REGARDING
GUIDELINES FOR CITY COUNCIL DIRECTION ON ITEMS FROM APPOINTED
BOARDS AND COMMITTEES
SEPTEMBER 11,201 2
PAGE 3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, September 6, 2012 and on
the City's website on Friday, September 7, 201 2.
Item 11.a. - Page 3
RESOLUTION NO.-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE ESTABLISHING A POLICY REGARDING GUIDELINES FOR
CITY COUNCIL DIREC'TION ON ITEMS FROM APPOIN'TED BOARDS
AND COMMITTEES
WHEREAS, after each election year, the City Council appoints members of the City
Council to serve on regional and local boards and committees that request Council
representation; and
WHEREAS, it is often appropriate and beneficial to request City Council input and/or
direction on decisions to be voted upon by such boards and committees; and
WHEREAS, seeking feedback and/or direction from the City Council ensures decisions
reflect the policy direction of the entire City Council and best serve the interests of the
community; and
WHEREAS, it would be helpful to Council Members to have guidelines and procedures
to determine when it is appropriate to request City Council direction; and
WHEREAS, agreed upon procedures help establish a process for obtaining City Council
direction in a timely manner when necessary.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby resolve as follows:
1. The policy entitled "Guidelines for Council Direction on Items from Appointed
Boards and Committees" as set forth in Exhibit A attached hereto and
incorporated herein by this reference is hereby approved.
2. The City Manager is hereby authorized and directed to incorporate said policy
into the City Council Operations Manual and to post copies of the policy in
suitable places for public review.
On motion of Council Member , seconded by Council Member I
and on the followirlg roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this day of
Item 11.a. - Page 4
RESOLLITION NO.
PAGE 2
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 11.a. - Page 5
GUIDELINES FOR CITY COUNCIL DIRECTION ON ITEMS FROM
APPOINTED BOARDS AND COMMITTEES
After each election year, the City Council appoints members of the City Council to
serve on regional and local boards and committees that request or require Council
representation. Appointees represent the City on these various boards and
committees and are granted authority to make decisions in the best interest of the City
of Arroyo Grande, as well as the general public and interests served by the specific
agency. However, it is appropriate to seek City Council input andlor direction on items
meeting criteria that has been established by the City Council. The following
guidelines outline the criteria and process.
1. When time permits prior to an item scheduled to be voted on by a board or
committee that a member of the City Council has been appointed to by the City
Council, City Council Members are advised to place items on the City Council
agenda for direction andlor input if they meet any of the following criteria:
a. ltems that will result in a one-time or annual direct financial impact to the
City of over $1 0,000.
b. ltems that involve new regulations, requirements or other actions that
may result in a significant impact to staff workload or adversely impact
Arroyo Grande businesses or citizens.
c. ltems that will create or increase a fee, tax or other charge to Arroyo
Grande residents.
d. ltems of a controversial nature that have been frequently reported in the
media and have resulted in vocal opposition from the public andlor
diverse vocal opir~ions from interest groups and the public.
e. ltems involving issues that the City Council has received a significant
number of comments or correspondence from members of the
community.
2. If time permits, City Council Members are advised to brief the remainder of the
City Council on any item that may meet any of these criteria under "City Council
Reports" and request whether the City Council would like the item to be placed
on the next agenda for formal direction.
3. If an upcoming item meets any of these criteria, and there is not sufficient time
to brief the City Council under the next scheduled "City Council Reports,"
Council Members are advised to notify the City Manager or City ClerWDirector
of Information and Legislative Services to place the item on the next City
Council agenda. If there is not time available, referral of items from other
boards and committees may bypass the normal requirement for Council
Item 11.a. - Page 6
Members to first place under "City Council Items" the request that the item be
placed on a future agenda. The City Manager will determine where on the
agenda the item will be placed depending upon the nature of the item.
4. If an item is scheduled to be decided by the board and committee prior to the
next City Council meeting, Council Members are advised to request the item be
continued until the item can be placed on an agenda for feedback from the
entire City Council. If postponement of the item is not possible or is refused by
the board or committee, Council Members are advised to vote on the item
independently and report to the full City Council during the next "City Council
Reports."
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