SUBJECT
Title
a. Council Action on Council Committee Restructuring and Mayor’s Council Committee Appointments
Report
BACKGROUND
On April 23, 2018, staff presented a Council Committee Restructuring proposal to the Governance Committee (Attachment 1) and received feedback to the proposal. The following report incorporates the feedback received from the Governance Committee and seeks to address a more effective and efficient Council Committee governance structure with the ultimate outcome of providing meaningful and strategic work that aligns to the Council’s Strategic Pillars and is reflective of the organization’s resource capacity.
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. This proposal also takes into account this information and responds to the capacity issues raised by the City Manager at that session.
Proposal - (Attachment 2 provides more detail on recommendations and explanations of the proposal). The below is the proposed new inventory of Council Committees and frequency of meetings:
|
Name |
Frequency |
|
American with Disabilities Act Committee |
As Needed |
|
Bicycle Pedestrian Advisory Committee (BPAC) |
Schedule already in place |
|
Governance and Ethics Committee |
Third Thursdays of February, May, August, November |
|
Economic Development, Communications, and Marketing Committee |
First Mondays of March, June, September, December |
|
Audit Committee |
As Needed |
|
Stadium Authority Ad-Hoc Audit Committee |
As Needed |
This proposal consolidates committees as well as eliminates from the Council Committee list certain committees that are more appropriate to be composed solely of staff and external representatives. I am also recommending that the Committees develop workplans at their first Council Committee meetings to better pace and establish the expected workload for 2019.
Staff will return to the Council with any needed ordinance amendments, specifically for the Architectural Review Committee.
In addition, attached to this report are the Mayor’s recommendations for appointments to the proposed committees (attachments 3 and 4).
RECOMMENDATION
Recommendation
a. Action on the Mayor’s Council Committee Restructuring Proposal, including
(1) Quarterly Meetings
(2) Meetings held during business hours only
(3) No written reports
(4) Council approved workplans to manage scope and workload, with amendments to
workplans requiring Council approval.
b. Action on the Mayor’s Council Committee Appointments
Attachments
ATTACHMENTS
1. April 23, 2018 Governance Committee Report
2. Committee Matrix with Detail
3. Mayor’s Council Committee Appointments (Clean Version)
4. Mayor’s Council Committee Appointments (Red-lined)