TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Clay Curtin, Management Analyst
SUBJECT:Title
Review and Discussion of City Council Meeting Management Procedures
DISCUSS AND PROVIDE DIRECTION
Body
RECOMMENDATION:
Staff recommends that the City Council discuss and provide direction regarding possible changes to the meeting management procedures of City Council as set by Resolution No. 6023. Upon direction from the City Council, staff will return with a draft resolution for City Council adoption reflecting the changes as directed.
FISCAL IMPLICATIONS:
None.
BACKGROUND:
In 1989, the City Council adopted Resolution No. 4598 establishing "Rules of Order to Conduct City Council Meetings." Since the adoption of Resolution No. 4598, meeting guidelines have been amended or replaced a total of five times. The current guidelines for management of City Council meetings are set by Resolution No. 6023 (amended in part by Resolution No. 6364 in June 2012).
Meeting guidelines are subject to review and periodic changes as desired by the City Council. City Council resolutions amended the guidelines reflect various changes such as: changing the order of business related to appeals, City Manager Reports, and consent items (Resolution No. 5001); the City Council meeting start time (Resolution No. 5183); the City Council meeting adjournment time (Resolution No. 6132); modifying the agenda order of audience participation (Resolution No. 6203); and removing the fifteen minute overall time limit for Audience Participation (Resolution No. 6364).
DISCUSSION:
At its regular meeting of September 18, 2012, the City Council directed staff to agendize for discussion, changes to City Council meeting management that would result in shorter and more efficient/productive City Council meetings. Some possible strategies to consider for improving meeting efficiency include:
1. Holding a Strategic Plan Objective/facilitated discussion on meeting management.
2. Adding an item, "Approval of the Agenda" to the beginning of the agenda.
3. Place a copy of the procedural resolution (currently No. 6203 and No. 6364) to the beginning of the agenda packet.
4. Establishing a guideline limiting the total time and number of ceremonial calendar items.
5. Allowing only City Councilmembers to remove items from the consent calendar.
6. Combining the agenda sections of Community Announcements and Audience Participation.
7. Developing a protocol to guide City Council discussion of agenda items.
8. Reviewing the definition of what items should appear on the consent calendar.
9. Discussing items removed from the consent calendar immediately after they are removed.
10. Moving the consent calendar towards the end of the agenda.
11. Applying the 10:30 p.m. adjournment rule to all items on the agenda.
12. Following the order of the posted agenda.
13. Developing/reviewing the protocol for how City Councilmembers request that items be placed on the agenda.
14. Establishing off-Tuesday study sessions for the City Council, as needed.
Attached to this report are Resolutions No. 6203 and 6364 which currently govern the meeting management procedures. Also attached is a publication by Richards, Watson & Gershon that was presented to the League of California Cities in 2010. This document suggests a number of tips for meeting management which may be useful in Manhattan Beach.
CONCLUSION:
Staff recommends that the City Council discuss and provide direction regarding possible changes to the management of City Council meetings as set by Resolution No. 6023. Upon direction from the City Council, staff will return with a draft resolution for City Council adoption reflecting the changes as directed.
Attachments:
1. Resolution No. 6203
2. Resolution No. 6364
3. Meeting Management Tips for Public Officials by Richards, Watson & Gershon