HomeMy WebLinkAbout2000-12-05 - AGENDA REPORTS - COUNCIL MTG TIME FORMAT OPTION (2)TO:
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CITY OF SANTA CLARITA
INTEROFFICE MEMORANDUM
Mayor Darcy and Councilmeml
George Caravalho, City Manag,
DATE: December 5, 2000
SUBJECT: CITY COUNCIL MEETING TIME FORMAT OPTIONS
RECOMMENDED ACTION
City Council to review and discuss meeting improvement options for City Council Meeting --
Time Format.
BACKGROUND
The City Council held a Team Building Workshop on July 14-16, 2000, during which the
Council discussed the need to improve its Council Meeting --Time Format. Staff was directed to
research other cities and identify how they are conducting their City Council Meetings, and
evaluate the time during which Council business is transacted.
Staff has provided the attached options for the City Council to evaluate. These options will
allow the Council to consider restructuring Council Meeting Format (Establishing Timetables).
The proposed options may help to shorten City Council Meetings and/or allow Council Meetings
to end at an earlier time.
FISCAL IMPACT
No fiscal impact.
ATTACHMENTS
City Council Meeting Time Format Options.
nMlcouncH-dnwopdons.doc
A-q*onda Item:
City Council Meeting --Time Format Options
PURPOSE:
To provide the City of Santa Clartta City Council with time use options that could help to
improve City Council Meetings. The Time Format Options are provided below.
CURRENT MEETING TIME FORMAT:
City Council Meetings are scheduled on every 2nd and 4"' Tuesday
1. Closed Sessions
• 5:30 to 6:30 p.m.
2. General Session
• 6:30 to 11:00 p.m.
PROPOSED OUTLINED AREAS FOR TIME IMPROVEMENTS:
1. Closed Session
2. General
Session
a.
Public Participation
b.
Consent Calendar
C.
Public Hearings
d.
Unfinished Business
G.
New Business
CITIES RESEARCHED:
(Northern and Southern California)
City of Camarillo
City of Dana Point
City of Glendale
City of Long Beach
City of Pasadena
City of San Jose
1. Closed Sessions:
Option 1
The Council may consider having Closed Sessions at an earlier time (before 5:00 p.m.
on scheduled meeting days). As practiced by several municipalities including the City of
Glendale, Closed Sessions are lunch meetings between the hours of 12:00 p.m. and
3:00 p.m. The Council may consider Closed Sessions as a Lunch Meeting from 12:00
p.m. to 1:00 p.m. or from 1:00 p.m. to 2:00 p.m.
2
Option 2
The Council may consider having Closed
regular scheduled City Council Meetings
Sessions. This evening meeting can be
in Council Chambers.
Option 3
Session Meetings on opposite Tuesdays of
at 6:30 p.m. after regular or special Study
a dinner meeting from 6:30 p.m. to 8:00 p.m.
The Council may consider having the Closed Sessions during a dinner break during City
Council Meetings. (See General Session Optlonli and 2 for details)
The change of time and/or date may allow Council more time to discuss, evaluate and
address items on the agenda.
2. General Session:
a. Public Participation
Currently, public comments are structured at the beginning of each City Council
Meeting for items pot on the agenda; and also the public may address the Council
regarding items on the agenda (i.e. Consent Calendar and Public Hearing items)
Council may consider establishing two phases for public comment and participation.
If the Council were to adopt Closed Session Option 1, 2 or 3 City Council
Meetings could start at 5:00 p.m.
The Council could have Public Participation for those issuesloot on the agenda,
Awards/Recognition and Presentations to the City to be given at a set time. For
example, the cities of Camarillo, Long Beach and Pasadena all provide a specific
time and time frame in which the public can address the Council. The Council may
consider the following time options:
Option 1
The public can address the Council from 5:00 p.m. to 5:30 p.m. During this time the
public can only comment on the following:
• Issues or concerns not on the agenda;
• City Awards and Recognition and;
• Presentations to the City and/or Council.
Following the Public's Participation, Council would proceed to the Consent Calendar.
After the Consent Calendar, the Council could recess for 1/2 hour for dinner.
(Discuss Closed Session Issues It necessary) After the dinner break Council would
reconvene the meeting.
3
Option 2
The Council could consider changing the order of Public Participation comments to
reflect the needs of the public and the City Council.
Current Format Order
Public Participation
Staff Comments
Awards/Recognition
Presentations to the City
Proposed Format Order
Awards/Recognition
Presentation to the City
Public Participation
Staff Comments
*Committee Reports (City Council)
*Council Committee Reports could be heard at an earlier time, so that the public is
informed and aware of committee issues.
Option 3
The Council could consider having a separate meeting for Public Participation. For
example, Public Participation, which discusses issues not on the agenda,
Award/Recognition, and Presentations to the City could all be held on a non-
scheduled City Council Meeting day. This may allow Council more time to address
the public's concerns.
Example:
Public Participation Meeting
Every 2nd and 4"' Wednesday or Thursday
From: Time to be determined by Council
(Following Option 2—Proposed Format Order)
General Session—Regular Meeting:
Option 1
If Council adopt General Session—Public Participation Option 3, Council could start
City Council Meeting at 5:00 p.m. addressing the issues on the agenda.
b.
Consent Calendar
c.
Public Hearings
d.
Unfinished Business
e.
New Business
This option could allow Council to spend more time on agenda items.
4
Option 2
The Council could consider setting specific times for each item on the agenda. For
example, the City of Camarillo and Pasadena both give a set amount of time for each
item on the agenda. Times to be set by the City Council for the following:
a.
Public Participation
b.
Consent Calendar
c.
Public Hearings
d.
Unfinished Business
e.
New Business
For example: Public Participation 5:00 p.m. to 5:30 p.m.
Consent Calendar 5:30 o.m. to 8:00 mm.
Dinner Break 8:00 a.m. to 8:30 p.m.
Public Hearings 8:30 p.m. to 10:00
Unfinished Business 10:00 p.m. to 11:30
New Business "
Option 3
Council could also consider having regular business meeting earlier in the day.
The Cities of San Jose and Long Beach conduct their business during the morning and
afternoon. Council could set a mutually agreeable time in the morning or afternoon to
address items on the Consent Calendar and set a time in the evening to address the
Public's comments and Public Hearing items on the agenda.
SUMMARY:
The aforementioned options are listed to assist the Council in discussing and
determining how they wish to improve City Council Meetings and implement effective
time management. The Council can consider the following questions, which may help
them detennine what time -options are best:
1. What is the earliest time the Councilmembers can meet for Closed Sessions, City
Council Meetings and Study Sessions?
2. How frequent are Councilmembers willing to meet?
3. What is an appropriate time to conclude City Council Meetings?
4. If any, which option(s) best suit your schedule?
5. What can staff do to assist the Council in improving the timing of items on the
Agenda?
R