RPVCCA_SR_2010_05_04_15_Council_Member_Initiated_Agenda_ItemsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
Mayor and Council ~e...m....b~ers.
Councilman Stern ~
May 4,2010
Improved Method for Bringing Forth Council Member Initiated
Agenda Items
RECOMMENDATION
Amend the City Council Rules of Procedure 5.1 to delete from the Agenda that item
described as "12.Council Discussion &Suggestion of Future Agenda Items."
The purpose of this proposed change in Rules is to adopt a method for Council
Members to suggest and bring forth Council Member initiated agenda items in a more
productive manner.
Specifically,a Council Member desiring to suggest agenda items for future agendas
should communicate his/her request to the City Manager outside of a Council Meeting.
By this informal method,the Council Member can engage in a meaningful dialog with
the City Manager to understand and shape the issue that the Council Member desires
agendized.This provides an opportunity for the Council Member and City staff to
explore current conditions,Best Practice,and related circumstances to clarify and in
some instances,re-define the agenda item.
This will allow the item to be more completely understood by Staff,and more
appropriately worked up ultimately for presentation to the City Council.Further,this can
be accomplished without taking up the time of the City Council and staff during a
Council Meeting.
BACKGROUND
A number of different methods can be used by Council Members to bring forth items to
appear on future City Council Agendas.When I joined the Council in late 1999,no
particular method was articulated for Council Members to advance items.No Rule
addressed this.Items initiated by Council Members were worked up by the Council
Member in conjunction with the City Manager.
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Improved Method for Bringing Forth Council Member Initiated Agenda Items and
Reducing Meeting Length
Page 2
At some point in the last few years,the City Council decided to add a new agenda item
called "Council Discussion &Suggestion of Future Agenda Items."Prior to the addition
of this agenda item,Council Meetings were not used as a forum for first stating items
that Council Members believed should be placed on a future agenda.
I suggest that the manner in which Council Members bring forth agenda items can be
improved,and therefore propose the recommended change to our process and Rules
of Procedure 5.1.
DISCUSSION
My personal observations are that the present practice has not proven to be the most
efficient and effective way for a Council Member to initiate new agenda items for future
meeting"s.It has a number of shortcomings.
•The concepts that are put forth have sometimes been vague and the format of
an official meeting makes it difficult for Staff and the Council Member to engage
in dialog to draw out a clearer understanding of what the Council Member is
seeking;
•Possible constraints on the City,Councilor Staff are difficult to address in the
context in which the suggestion arises in a formal Council meeting;
•Efforts by Staff to "draw out"the ideas of the Council Member are likely to be
inhibited given the forum in which the discussion is taking place;
•Candid suggestions by Staff for improving upon any concept are difficult to
obtain in a forum where Staff may be reluctant to articulate concerns or issues
that might be perceived by the public in a negative manner;
The matter of Future Agenda Items is currently taken up at the end of the meeting,
when everyone is least capable of bringing his/her best articulation and thinking
forward,and we merely add time to what already is a far too lengthy meeting.Since no
Council action can be taken,the time is not particularly productive for the Council as a
whole.
Henc,believe that we should eliminate this item from our agenda,and bring forth
Counc ember initiated agenda items in the manner outlined above.
{
Douglas .Stern
Council Member
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4.6 Point of Order
The Mayor shall determine all points of order,subject to the right of any member to
appeal.If an appeal is taken,the question shall be,"Shall the decision of the Mayor be
sustained?"
5.ORDER AND PREPARATION OF AGENDA
5.1 Order of Business
1.Call to Order,Roll Call,Pledge of Allegiance
2.Ceremonial
3.Mayor's Announcements
4.Recycling Drawing
5.Approval of Agenda
6.Public Comments
7.City Manager Reports
8.Consent Calendar
9.Public Hearings
10.Regular Business
11.City Council Oral Reports
12.Council Discussion &Suggestion of Future Agenda Items
13.Closed Session Report
14.Adjournment
Council items previously discussed and continued for future action will be placed on the
City website.A note will be placed on the Agenda describing how and where to find this
information.
5.2 Agenda Preparation
The Agenda shall be prepared in accordance with the preparation procedure,as
directed by the City Manager.In consultation with the Mayor,each agenda item shall
include an estimate of the time that should be required for the City Council to review,
consider and take action regarding that agenda item.
The Agenda shall be delivered to the Mayor and Council Members as soon as
practicable after 5:00 p.m.on the Wednesday preceding the Tuesday meeting.
5.3 Agenda Posting
The City Clerk shall post,in a location that is freely accessible to members of the public,
an agenda at least 72 hours before a regular meeting.The agenda shall specify the
time and location of the meeting and contain a brief description of each item of business
to be transacted or discussed.
City Council Rules of Procedure
November 18,2008
Page 8
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