REPORT TO COUNCIL
SUBJECT
Title
Approve Changes to Council Policies 7.4.1, 7.4.2, and 7.4.3 in Council Policy Manual Chapter 7, Section 4 Regarding Council Support and Processes
Report
BACKGROUND
At their November 25, 2014 meeting, Council approved a reorganization of the policies within Council Policy Manual, Chapter 7, Subsection 3, which govern support for Council, staff-Council communications, and Intergovernmental Relations (IGR) processes (7.3.2, 7.3.12, 7.3.13, and 7.3.28). This reorganization was necessary in order to make these policies easier to find and to use/navigate, and was accomplished by separating them into 16 separate policies within a new Subsection 4, and giving them titles that are more appropriate and concise.
As Council may recall, that reorganizing effort did not include changes to the content of the policies, except where necessary, such as references to other policy sections, which needed to be updated to reflect new section numbers or policy titles, etc.
With the creation of Subsection 4 now complete, staff is ready for the second phase of the policy upgrade process: changes to the content of each of the 16 specific policies within the new Subsection 4 in order to bring these in line with current practice.
This report presents for Council consideration the staff recommended changes in content to the first three policies within Chapter 7, Subsection 4, as follows:
· 7.4.1 Provision of Staff/Administrative Support to Councilmembers
· 7.4.2 Council Equipment, Materials, and Supplies
· 7.4.3 Council Activity Calendar and Meeting Scheduling
EXISTING POLICY
Council Policy 7.3.1, Legislative Management - Goals and Policies
Goal 7.3B: Assure that City policy is established, documented and enacted according to established procedures and legal principles.
Policy 7.3B.2: Maintain official records of City action and policy in a retrievable manner, according to legal convention.
ENVIRONMENTAL REVIEW
N/A
DISCUSSION
Staff is proposing changes/edits within each of the first three organized policies within Chapter 7, Subsection 4 (7.4.1, 7.4.2, and 7.4.3). These changes serve to address improved clarity, compliance with current practice, and recent Council direction regarding the content within these policies. An outline of the changes within each of these policies follows. Please also reference Attachments 1, 2, and 3, for copies of the proposed text revisions for these policies.
· 7.4.1 Provision of Staff/Administrative Support to Councilmembers (Attachment 1)
The proposed edits to this policy are non-substantive, and include the following:
o Update to the title.
o Update to the policy purpose.
o Updates to references to other relevant Council policies.
o Update to Section II, Implementation, for application to all subsequent policies within Chapter 7, Section 4.
· 7.4.2 Council Equipment, Materials, and Supplies (Attachment 2)
The proposed edits to this policy are non-substantive, and include the following:
o Update to the title
o Update to the policy purpose.
o Updates to references to other relevant Council policies.
o References to "personal digital assistant (PDA)" and "answering machine" replaced with updated reference to various "mobile electronic devices."
o Clarification on current options available for supplies and materials available to Council, including keys, business cards, and name badges.
· 7.4.3 Council Activity Calendar and Meeting Scheduling (Attachment 3)
The proposed edits to this policy are non-substantive, and include the following:
o Update to the title
o Update to the policy purpose.
o Updates to references to other relevant Council policies.
o Clarification on availability of the Council Activity Calendar (CAC) and support for the scheduling of meetings.
Throughout 2015, staff will periodically return to Council with proposed changes to the remaining policies within Council Policy Manual, Chapter 7, Section 4. The next policy proposed to be edited and submitted for Council's consideration in May is Policy 7.4.4: Council Travel and Conferences.
FISCAL IMPACT
None.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
ALTERNATIVES
1. Approve changes to the City policy as presented in Attachments 1, 2, and 3 to the report.
2. Other direction by Council.
STAFF RECOMMENDATION
Recommendation
Alternative 1: Approve proposed changes to Council Policies as recommended in Attachments 1, 2, and 3 to the report.
Staff believes that these further clarifications will make the policies more useful to Councilmembers, members of the public, and staff.
Prepared by: Heidi Kirk, Executive Assistant to Council
Reviewed by: Yvette Blackford, Senior Management Analyst
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. 7.4.1 Provision of Staff/Administrative Support to Councilmembers
2. 7.4.2 Council Equipment, Materials, and Supplies
3. 7.4.3 Council Activity Calendar and Meeting Scheduling