Legislative Public Meetings

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File #: 23-0518   
Type: Report to Council Status: Consent Calendar
Meeting Body: City Council
On agenda: 5/16/2023
Title: Approve Amendments to Council Policy 7.3.19 (Council Meetings) Adding a Pilot Process for City Council Colleague Memorandums to Propose new Agenda Items
Attachments: 1. Proposed Amendments to Council Policy 7.3.19 Council Meetings shown in redline, 2. Proposed Amendments to Council Policy 7.3.19 Council Meetings-clean, 3. Council Policy 7.3.19 Council Meetings
Related files: 22-0035, 23-0493, 22-0019
REPORT TO COUNCIL

SUBJECT
Title
Approve Amendments to Council Policy 7.3.19 (Council Meetings) Adding a Pilot Process for City Council Colleague Memorandums to Propose new Agenda Items

Report
BACKGROUND
On January 12, 2021, former Councilmember Fong sponsored Study Issue OCM 21-03 (Consider the Creation of a Formal Process for City Council Colleague Memorandums). Mayor Klein along with Councilmembers Melton, Cisneros and Din cosponsored the Study Issue. The Study Issue described the purpose of a Colleagues Memorandum as an opportunity that allows Councilmembers to prepare memorandums on topics coming before the Council or on any matter within Council's subject matter jurisdiction.

On January 4, 2022, following study sessions on September 14 and October 26, 2021, the City Council added a pilot process for City Council Colleague Memorandums to propose new agenda items (RTC No. 22-0019). The pilot included a January 1, 2023 sunset and direction for a report to review the policy modification 11-months from its approval.

On December 6, 2022, the City Council took action and removed the process for City Council Colleague Memorandums from the Council Policy (RTC No. 22-0035).

On April 4, 2023, (RTC No. 23-0493) the City Council directed staff to reinstate a pilot process for City Council Colleague Memorandums with the following changes:

1. Include language prominently stating where Colleague Memorandums are to be submitted;
2. Include that Colleague Memorandums are not to be shared with Councilmembers outside of the group of Councilmembers who authored a specific Memorandum;
3. A January 31, 2024 sunset;
4. No definitive timeline to when Colleague Memorandums will appear on a Council meeting agenda; and
5. Requirement for the City Manager to review and approve the Colleague Memorandums consistent with this policy and the Ralph M. Brown Act (open meetings law) or provide feedback to the authors.

EXISTING POLICY
Council Policy 7.3.19 (Council Meetings) (Attachm...

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