June 7, 2005
SUBJECT: Proposed Revision to Legislative Policy 7.3.15, City Council Assignments (Legislative Policy Revision)
REPORT IN BRIEF
The City’s legislative policy addressing Council assignments to intergovernmental agencies and Council establishment of subcommittees is Legislative Policy 7.3.15, City Council Assignments (Attachment A). This policy provides guidance to Council in making appointments to intergovernmental agency assignments, and in establishing Council subcommittees.
This report proposes revisions to this policy in order to:
1. Include policy clarifying the appointment of non-councilmembers,
2. Expand the Council subcommittee section to clarify Brown Act compliance requirements and provide policy specific to standing committees and ad hoc committees,
3. Include policy on community member task forces, both Mayor-created and Council-created, and
4. Incorporate Legislative Policy 7.3.8 which provides for City Council representation on the Santa Clara County Cities Association.
Attached to this report are copies of the two existing policies:
· Attachment A, Legislative Policy 7.3.15, City Council Assignments; and
· Attachment B, Legislative Policy 7.3.8, Intergovernmental Council of Santa Clara County/Council Representation.
Also attached is a copy of the proposed revised Policy 7.3.15, incorporating Policy 7.3.8 (Attachment D).
BACKGROUND
The City’s legislative policies are approved by City Council. Legislative policies provide guidelines for current or future City action, and assist in achieving General Plan goals. Legislative Policy 7.3.15, City Council Assignments, addresses both Council intergovernmental agency assignments and the establishment of Council subcommittees. The current policy originated in June 1994 and was revised in 1997. Legislative Policy 7.3.8, Intergovernmental Council of Santa Clara County/Council Representation, was approved in 1981, and has never been updated.
EXISTING POLICY
Legislative/Management Sub Element of General Plan, Goal 7.3C – Participate in intergovernmental activities, including national, state and regional groups, as a means to represent the City’s interests, influence policy and legislation, and enhance awareness.
Policy 7.3C.1 Represent City policy in intergovernmental activities in accordance with adopted policy guidelines.
Action Statements:
7.3C.1a Monitor regional, state and federal issues affecting the City and provide current information to Council.
7.3C.1b Provide appropriate staff support to Councilmembers designated as Council lead on intergovernmental issues and to Councilmembers serving on intergovernmental assignments.
DISCUSSION
The City’s Legislative Policies provide guidelines for current or future City action. The City does not have legislative policy addressing appointments of non-councilmembers to intergovernmental agencies, or community member advisory task forces (whether Mayor- or Council-created). Additionally, current legislative policy addressing Council subcommittees is incomplete. To avoid unnecessary ambiguity, and to ensure consistent practices, a revised policy is proposed which clarifies these issues.
Revised Policy 7.3.15 also incorporates an update of Policy 7.3.8 which addresses the City’s representation in the Santa Clara County Cities Association. This consolidation is part of an ongoing effort to update and streamline legislative policies where relevant and appropriate.
FISCAL IMPACT
There is no fiscal impact to this report.
PUBLIC CONTACT
Public contact was made through posting of the Council agenda in public places, on the City’s web page, and the publication of the general business/public hearing items in the San Jose Mercury News.
ALTERNATIVES
1. Approve revised Policy 7.3.15 (Attachment D, City Council Appointments to Intergovernmental Agencies, Assignments to City Council Subcommittees and Council or Mayor-Created Advisory Task Forces).
2. Delete Policy 7.3.8 (Attachment B, Intergovernmental Council of Santa Clara County/Council Representation).
3. Other direction as proposed by Council.
RECOMMENDATION
Staff recommends Alternative #1 and Alternative #2:
Alternative #1, Approve revised Policy 7.3.15 (Attachment D, City Council Appointments to Intergovernmental Agencies, Assignments to City Council Subcommittees and Council or Mayor-Created Advisory Task Forces).
Alternative #2, Delete Policy 7.3.8 (Attachment B, Intergovernmental Council of Santa Clara County/Council Representation).
This action will provide greater clarity and City-wide consistency in appointments to intergovernmental agencies, and the establishment of Council subcommittees and Council or Mayor created advisory task forces. The revised policy includes an updated version of previous Council direction noted in Policy 7.3.8 on cities association representation.
Reviewed by:
Robert Walker
Assistant City Manager
Prepared by:
Coryn Campbell
Manager, Neighborhood and Community Resources
Approved by:
Amy Chan
City Manager
ATTACHMENTS
A. Legislative Policy 7.3.15, City Council Assignments
B. Legislative Policy 7.3.8, Intergovernmental Council of Santa Clara County/Council Representation
C. Proposed Revised, with changes shown, Legislative Policy 7.3.15, City Council Appointments to Intergovernmental Agencies, Assignments to City Council Subcommittees and Council or Mayor-Created Advisory Task Forces
D. Proposed Revised, clean version, Legislative Policy 7.3.15, City Council Appointments to Intergovernmental Agencies, Assignments to City Council Subcommittees and Council or Mayor-Created Advisory Task Forces