November 11, 2003
SUBJECT: Agenda Placement of “Citizens to Be Heard” Status Report
REPORT IN BRIEF
At the August 19, 2003 meeting, Council directed staff to move the Citizens to Be Heard portion of the Council agenda from the end of the meeting to a new position located just after the Consent Calendar. At that time, Council gave staff further direction for this matter be brought back for review prior to the new Council being seated. Council also directed that speakers are to fill out speaker cards, and that Citizens to Be Heard be limited to no more than 15 minutes with a 3 minute time limit per speaker. If there are any citizens wishing to speak beyond the 15 minute limit, they are welcome to continue at the end of the Council meeting or submit their comments in writing. Councilmember Walker suggested that Council not engage in dialogue with citizens during the Citizens to be Heard section of the agenda to prevent using any of the public’s 15-minute time allotment.
BACKGROUND
Prior to this trial period, the portion of the Council agenda entitled Citizens to Be Heard had traditionally always been after the Public Hearing portion of Council business. Two citizens raised concerns at the meeting of August 12, 2003, that citizens should be allowed to speak earlier in the Council meeting on non-agenda subjects.
DISCUSSION
This three month trial period for allowing earlier citizen input at council meetings, had the following results;
August 26 – 15 minutes with 3 speakers with concerns regarding Lakewood Village traffic, Leadership Sunnyvale’s new class, and PSOA congratulations for Mayor’s appointment to Homeland Security Task Force.
September 16 – 45 minutes with 8 speakers, including Council dialogue regarding Linnet Lane neighborhood traffic and parking issues, a citizen concern regarding two Public Safety activities, and narcotics activities in a neighborhood.
September 23 – No speakers
September 30 – No speakers
October 7 – 20 minutes with 2 speakers concerning PSOA letter of complaint resulting in formation of Mayor’s subcommittee to investigate, and an upcoming candidate forum.
October 14 – 15 minutes with 2 speakers including Council dialogue regarding new Council meeting visual aid policy.
October 21 – 10 Minutes with 3 speakers concerning Digital Clubhouse relocation needs and Bicycle and Pedestrian Advisory Committee request for a Study Issue.
Staff suggests possible refinements to the current Citizens to be Heard process would be to have all speaker cards completed and turned in prior to the start of the Council meetings, with numbering in order of receipt provided by the City Clerk. This would provide the Mayor with information at start of meeting as to how many citizens desire to be heard during this portion of the agenda. If there are too many speakers, then the Mayor could announce a 15 minute cutoff point and request other non-agenda speakers to speak after the Public Hearing portion of the meeting.
For better record keeping purposes, it is suggested that when citizens come late to speak at any time and no speaker card is held by the Mayor, the Mayor would request the speaker to spell their name for the record.
ALTERNATIVES
1. If needed, Council discussion and direction regarding their expectations for Citizens to be Heard regarding possible issues surrounding the 15 minute allowed timeframe, 3 minutes per speaker, and delay of Council business due to interaction with speakers.
2. Move Citizens to be Heard back after Public Hearings.
3. Move Citizens to be Heard before Consent Calendar.
4. No change to agenda format, leaving Citizens to be Heard after Consent Calendar.
RECOMMENDATION
None. For Council deliberation and direction to staff.
Prepared by:
Cathleen McKay, CMC/MMC
Interim City Clerk
Reviewed by:
Amy Chan
Assistant City Manager
Approved by:
Robert S. LaSala
City Manager
Attachments
A. None