SUBJECT
Title
b. City Manager Report Regarding the Mayor’s Council Committee Restructuring Proposal
Report
BACKGROUND
On April 23, 2018, staff presented a Council Committee Restructuring proposal to the Governance Committee as referenced in the Mayor’s report. At that meeting, staff received feedback to the proposal, which has been incorporated into the Mayor’s proposal.
The following report is being provided to respond to the Mayor’s Council Committee Restructuring Proposal.
DISCUSSION
On January 31 and February 1, 2019, the City Council held a two-day Priority Setting Session where the City Manager provided an update on the state of the organization and current staffing and operational capacity data. At that meeting, the City Manager also presented data that showed the increased frequency of meetings and resources it takes to produce reports and agendas for all the legislative and community meetings held by the City.
It should be stated that the City Manager and staff have very serious concerns about the added workload of this effort given that so many un- or under-staffed initiatives exist that still require implementation and completion. The one year hiatus and the relative list of productivity and accomplishments should be weighted ultimately against what the Council is trying to accomplish with reinstating some the remainder of Council Committees. Indeed, it is inevitable that the capacity used to staff these Council Committees will be redirected from other priorities that are already un- or under-staffed which will ultimately impact performance and timeliness. This is ultimately an assignment of staff capacity and tradeoff between desired performance goals and legislative proceedings.
As such, staff agrees that the Mayor’s recommendation provide for a more streamlined structure that includes a reduction in the number of Council Committees, as well as staggering of meetings to better pace the organization and align policy work to our strategic pillars. Additionally, the development of Council Committee workplans, not only addresses a concern to manage workload capacity and scope creep, but provides for adherence to the City Council’s role of policy development and direction. The development of workplans avoids improper administrative managing, for which there appears to be a past practice at these meetings.
Specifically, I am in support of:
• No expectation of written reports by staff to support these committees;
• Meetings are to be scheduled during business hours to balance the many other Council and Board evening meetings already taking place during the week and the frequency of staff already working on weekends and afterhours to meet current demands;
• Council to establish workplans and scopes for the Council Committees to further manage workload, avoid scope creep, and administrative interferance.
FISCAL IMPACT
There will be overall staff efficiency gains with the consolidation and elimination of various committees. Staff will particularly monitor whether capacity can be gained from the restructuring of committees, with the goal of them working in a more strategic manner.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office beginning the Thursday evening before the Tuesday meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Support the Mayor’s Council Committee Restructuring Proposal as recommended by the Mayor as follows:
(1) Quarterly Meetings
(2) Meetings held during business hours only
(3) No written reports
(4) Council approved workplans to manage scope and workload