December 21, 2004
SUBJECT: Approval of a Revised Council Agenda Template for Regular and Special Meetings
REPORT IN BRIEF
The purpose of an agenda is to provide a framework within which a meeting can be conducted. The Brown Act requires the preparation of agendas for all City Council regular and special meetings. The City fully complies with the minimum requirements of the Act. In addition, the City continues to look at ways to provide better communication to its citizens and the general public about its legislative functions and processes. The Council agenda is one of many tools that can be used to enhance communication. Staff believes that the proposed changes to the Agenda will better inform the public about the legislative and policy decision making process of Council. Staff recommends approval of the proposed Council Agenda template for regular and special meetings. The proposed changes are shaded.
BACKGROUND
The City prides itself in providing excellent services and efficient programs. It continues to look for ways to improve its processes and ways of conducting business. Last month, the Council adopted a legislative policy to change its meeting times in order to better serve the public and encourage public participation. Along these lines, staff continues to look at ways to improve public communication in the area of Council activities.
The basic law that governs and regulates how City Council conducts City business through its meetings is the Ralph M. Brown Act. A component of the Act addresses the posting and contents of agendas, although each agency/city has the right to decide on its agenda format. In surveying other cities throughout California, there is a wide array of agenda templates that cities use, each one tailored to suit their own needs.
EXISTING POLICY
The Goals, Policies and Action Statements of Sub-Element 7.2, Community Participation support community participation and involvement.
DISCUSSION
In an effort to make Council meetings more efficient, effective and to encourage public participation, staff began looking at ways to enhance public communication in this area. It determined that the Council agenda is a good communication tool that could be enhanced. Staff began looking at agendas from other cities and noted a wide array of templates. More cities leaned towards a conservative approach while others opted for more information. In questioning the rationale for the latter approach, cities felt that providing more information than is required was well received by the public and projected a positive and collaborative effort on the city’s part to involve the public in its legislative affairs.
Conversely, other cities retracted from taking a liberal approach because they felt that providing more information would increase the probability for errors, it would make the agenda lengthy and it could create a communication problem if the information should change from the time the agenda is printed/disseminated to the time of the meeting.
After brainstorming the pros and cons, staff felt that the value gained from taking the liberal approach outweighed the potential negative impacts. In addition, steps can be taken to mitigate these impacts, including a statement alerting readers that the information provided is subject to change. Staff also felt that listing the answer point phone number would be an effective way for the public to contact appropriate staff regarding a particular agenda item.
In line with the City’s commitment to excellence and promoting an informed approach to local governance, staff believes that taking the liberal approach would enhance public communication and further clarify the process and the policy issues being presented to the Council for the public. The proposed changes are shaded.
FISCAL IMPACT
There is no fiscal impact as a result of this report.
Conclusion
The City continues to look at ways to improve its processes to enhance public communication and participation. The Council agenda is a good communication tool that could be used to further this effort. Staff believes that the proposed new agenda template reflects changes to better serve the public in the areas of communication and information.
PUBLIC CONTACT
Public contact was made with publication of the Council agenda public hearings in the San Jose Mercury News, posting of the Council agenda on the City’s official notice bulletin boards located at City Hall, Library and Public Safety Department, and posting of the agenda and report with attachments on the City’s Web page and hardcopies in the City Clerk’s office.
ALTERNATIVES
1. Approve the proposed new Council Agenda Template, effective January 1, 2005, as presented;
2. Approve the proposed new Council Agenda Template, effective January 1, 2005 with amendments;
3. Reject the proposed new Council Agenda Template and continue with the current template with no changes.
RECOMMENDATION
Staff recommends Alternative 1.
Reviewed and Approved by:
Amy Chan, City Manager
Prepared by: Susan A. Ramos, City Clerk
Attachment
Proposed New Council Agenda Template