The Planning and Management System calls for an annual Study Issues Calendar, which schedules meeting dates and items on the Council's study issues priority list. It is recommended that the City Council review the attached documents and modify or approve the following:

• The 2000 Study Calendar for the entire year (Attachment A). A mid-year update of the calendar will be presented in July 2000. The calendar shows when specific study items are scheduled to come back to Council for consideration as well as other noteworthy events and when meetings are cancelled.
• The Study Issues Priorities Lists (Attachment B). Each department with issues has indicated the tentative date items will be presented to Council and where the cut-off line is (if one is being suggested).

The Planning and Management System (PAMS) establishes a procedure whereby the City Council reviews various proposals for study and establishes an annual calendar which reflects the Council's priority issues.

On December 9, 1999, the City Council held its annual Study Issues and Budget Issues Workshop to consider potential issues for study in 2000. Council assigned a priority, by department, to each of the new items discussed, and instructed staff to assess the ability to undertake the priority issues, taking into consideration the ongoing departmental workload. Staff has reviewed Council priorities and scheduled them on the proposed Study Issues Calendar (Attachment A).

Utilize the Study Calendar as the City’s principal short range planning tool (Policy 7.3A.1).

At the December 1999 workshop, staff proposed cancellation of the meeting of November 21. In addition, Council gave direction for the Public Hearing on Study Issues to be held at the meeting of November 28. Staff is now advising that due to the Charter requirement mandating the selection of the Mayor and Vice Mayor at the second regular meeting in November, the meeting of November 21 be reinstated and reserved for the following ceremonial issues: Selection of Mayor and Vice Mayor and Council Seating Arrangements. The Study Issues Calendar (Attachment A), as presented, reflects this recommendation.

Council is requested to confirm the dates of meetings to be held, as well as those to be cancelled and adopt the 2000 Study Issues Calendar at this time. The July-December portion of the calendar will be updated and presented to Council for review and approval in July.

A total of 19 study sessions have been proposed:

• Progress Report on Public Safety Committees (DPS) – February 8
• Update on Economic Prosperity Program (CDD) - February 15
• SCI³ Program Update (LIB) – February 29
• Intergovernmental Relations (OCM) – March 7
• Review of Code of Conduct for Elected Officials (OCM) - March 21
• Prevailing Wages for Maintenance and Repair of Public Works (FIN) - April 4
• Consideration of a 50-meter Pool Partnership with the Fremont Union High School District (P&R) - April 25
• Update on Workplace Improvement Effort (OCM) – May 2
• Design Guidelines and Development Standards for Large Homes and Non-Heritage Areas (Joint with Planning Commission) (CDD) – May 9
• Intergovernmental Relations (OCM) – June 6
• Youth Services Study (OCM) - June 13
• Transportation Management for Moffett Park (Joint with Planning Commission) (CDD) - June 20
• Replication of Columbia Neighborhood Center Model (OCM) - July 11
• 35% Floor Area Ratio (FAR) Alternatives and Design Guidelines for Large Homes and Non-Heritage Areas (CDD) - August 15
• Intergovernmental Relations (OCM) - August 22
• Bicycle Capital Improvement Program (PW) - September 12
• Review Status, Intent and Effectiveness of Existing Public Art Policies and Practices (P&R) - October 24
• Update of the Sanitary Sewer Sub-Element of the General Plan (PW) - November 14
• Intergovernmental Relations (OCM) - November 28

Other study sessions may be needed after more is known about the complexity of certain issues. If there are issues not scheduled for study sessions that Council believes should be, or vice versa, Council should indicate as such at this time.

Attachment B includes a list of all continuing, mandatory and new study issues for each department that has issues.

The study issues priorities list shows the ranking and raw score given by Council to each new issue. Each department was asked to establish a cutoff point where new issues receiving a lower priority would not be addressed this year due to workload demands. Those falling "below the line" are considered as deferred issues and will automatically be brought back to Council for consideration at the 2000 study issues workshop. The dates when issues

"above the line" are tentatively scheduled on the Study Calendar are also noted on Attachment A.

Every effort will be made to keep study issues on track to meet the calendar schedule. However, calendar dates are tentative. In order to assist Councilmembers in responding to inquiries or concerns from constituents, staff will continue to advise Council of any revisions to the calendar on a monthly or a quarterly basis.

Staff was asked to be realistic in determining the number of study issues that could be accomplished in 2000. First priority is always to provide Council-established service levels. In addition to the day-to-day operations, a number of major initiatives such as the Workplace Improvement Effort and the ongoing transition to Outcome Management are underway that will take considerable staff time.

The Office of the City Manager (OCM) will be working on thirteen continuing and mandatory issues. OCM had four new items prioritized for 2000. All will be completed.

Community Development will be working on four continuing and mandatory issues, plus six new issues. Design Guidelines for Non-Heritage Areas (originally presented as CDD-7) and Residential Housing Policies to Explore Ways of Limiting Large Reconstruction of Homes in Established Neighborhoods (originally presented as CDD-17) have been combined into one issue pursuant to Council direction at the December 1999 Study Issues Workshop. A budget modification of $50,000 is requested to accomplish the Housing and Community Revitalization Sub-element. In addition, $20,000 is requested for consultant services for Transportation Management for Moffett Park. Staff is recommending drawing the line after the top six items due to other workload demands.

Employment Development has one issue, the Five Year Workforce Investment Act Plan, which is scheduled for April.

Finance will be working on seven mandatory issues.

Human Resources will be working on four mandatory issues, plus one new issue, Review of Employer/Employee Relations Code to Expand Communication, scheduled for November.

Information Technology will be working on two new issues, Cable TV Franchise Agreement - Review of Capital Support Monies Definition and Explore Options for Website for Boards and Commissions.

The Library will continue its work on the Revised Library Sub-Element, scheduled for 2001, and one new issue, Explore Expanded Use of the Bookmobile.

Parks and Recreation has two continuing and two new items. One new item, Review Status, Intent and Effectiveness of Existing Public Art Policies and Practices, requires a budget modification of $15,000 for consulting services. Staff is recommending drawing the line after the top two items. Five issues were deferred and five issues were dropped.

Public Safety has two new issues, which are scheduled for May, Impact Study of Municipal Ordinance Change Allowing Persons Over 18 Years of Age in Pool and Billiard Halls and Use of Volunteers in Routine Law Enforcement. Two issues were dropped.

Public Works will be working on five continuing and mandatory issues. The Department has four new issues, two of which--Bernardo Avenue/ Knickerbocker Drive Roundabout and Mary Avenue/Route 280 Bicycle/ Pedestrian Bridge--each require a $10,000 budget modification for consulting services. Thus, a total budget modification of $20,000 from the Gas Tax Fund is being proposed to accomplish these two new items.

Attachment C contains study issue papers for the two Community Development issues that were revised or combined at the December 9

workshop. Council is asked to review each new issue paper to confirm that staff has captured the issue as Council envisioned.

For Council’s information, Attachment D is a listing of issues considered from July - December 1999. During the past six months, a total of 35 major items were completed. One item scheduled for 1999 is being carried over to the 2000 calendar (Bicycle Map Revision). In addition, some of the accomplished items may appear again in the 2000 calendar, as follow-up actions may be necessary.

The FY 1999-00 budget does not include budgeted funds sufficient to cover all new study issues. A budget modification in the amount noted below is requested to provide funding to implement the following study issue priorities.

This budget modification totaling $105,000 is presented for Council consideration as part of the final approval of the Study Calendar. If changes are made to the priority list, adjustments to the budget modification may be required. Some of the policy studies included on the Study Calendar may also have fiscal ramifications if implemented. These fiscal issues will be analyzed in the context of the individual studies.

Notice of this report is given via publication of the agenda in the San Jose Mercury News, and public posting of the agenda. The report and agenda are also available at the Library and on the City’s internet site.

1. Study Issues Calendar and Meeting Dates:
1. Approve the calendar of study issues and meeting dates (including the addition of November 21) to be held and cancelled as shown on Attachment A (with the deletion of the meeting of February 1).
2. Approve the calendar of study issues, and meeting dates to be held and cancelled as shown on Attachment A.
3. Modify the schedule of study issues and meeting dates.
2. Study Issues Priorities List:
1. Approve the Council Study Priorities List as presented in Attachment B.
2. Modify Council Study Priorities List by adding or removing items.
3. Budget Modification No. 20:
1. Approve the budget modification of $105,000.
2. Modify or do not approve the budget modification.

Alternatives 1a, 2a and 3a: that Council approve the Calendar as shown on Attachment A (including the addition of November 21, and the deletion of the meeting of February 1), adopt the Study Priorities List as presented in Attachment B, and approve a budget modification of $105,000.

Prepared by:

Linda Kelly
Senior Management Analyst
Deputy City Clerk

Reviewed by:

Mary Bradley
Director of Finance

Reviewed by:

Amy Chan
Assistant City Manager

Approved by:

Robert S. LaSala
City Manager

Attachment A: Proposed 2000 Study Calendar
Attachment B: Study Issue Priority Lists for Each Department
Attachment C: Study Issue Papers for Issues Added/Revised at Workshop
Attachment D: List of Issues Accomplished July-Dec. 1999