Title
Review of Council Guidelines and Protocols
Issue:
General Government Committee is tasked with reviewing Council Guidelines and several procedural questions, and reporting the discussions/recommendations at Council’s mid-year retreat.
Committee Recommendation:
To be developed.
City Manager’s Recommendation:
Review and recommend whether changes are warranted to Council Guidelines and procedures.
Staff Contact:
Cathie Butler, Communications Manager, 360.753.8361
Presenter(s):
Steve Hall, City Manager; Tom Morrill, City Attorney; and Cathie Butler, Communications Manager will be present to answer questions and provide advice if needed.
Background and Analysis:
In addition to a general review of Council Guidelines, the following were referred from Council’s retreat:
1. Agenda Setting -
a. How do we establish Agendas for the Council?
b. What is the procedure for individual Councilmembers to get items onto the Agenda?
•See Council Guidelines, pages 20 and 21.
2. Advisory Committees -
a. What is the Council’s relationship with advisory committees?
•See Council Guidelines, pages 29-32.
b. How can we strengthen Council’s connection with and appreciation of these committees?
•Note: General Government Committee met in May with advisory committee chairs about this topic. Recommendations from that discussion - 1) Council liaisons send personal note of thanks to outgoing members on their committee; 2) Re-start orientation for new members in 2013. Involve some commitee chairs and/or members in the planning; 3) General Government Committee will meet twice a year with advisory committee chairs, and include some training about meeting management in one of the sessions; 4) Provide committee members with name badges, name plates, and possibly business cards.
3. Communication With / Engagement of the Public -
a. What is our procedure for ensuring that all email from the public to all Councilmembers is given a timely and meaningful response?
•See Council Guidelines, pages 46-48.
b. How do we take stress off Tuesday meetings by using other vehicles to provide meaningful engagement opportunities?
c. How do we manage expectations for what will and will not happen at Tuesday meetings relative to public participation?
•See Council Guidelines, pages 22-23.
•Note: In April, Council asked staff to prepare a one-page information flyer about Public Testimony/Comment procedures and make it available at the lobby registration table. (See attachment #3)
d. How do we make public engagement more meaningful?
e. How do Councilmembers use social media productively?
f. What is the best way to advise / educate citizens regarding how to move their issues forward?
4. Handling Conflicts and Difficult Interactions -
a. How do we handle disagreements, both public and personal?
b. How do individuals want to be approached when feedback and/or relationship repair is required?
c. What commitments can be made regarding how and when we provide and receive feedback?
5. Invitations to Community Events -
a. What is the best way for us to coordinate invitations to have a Councilmember present at an event?
b. How do we make sure nothing falls through the cracks?
•Note: We are trying a hand-written calendar in the Council office. As of June 26, Council had received 122 event invitations for 2012 sent to the Council's office. Staff does not have a record of invitations sent to Councilmembers at their homes or to their individual email addresses.
6. Resource Allocation -
a. How does the Council allocate resources?
7. Staff Support -
a. How much staff support can be made available to individual Councilmembers to work on policy and administrative tasks?
b. What is the process for coordinating and requesting this assistance?
•See Council Guidelines, pages 33-36
c. What is the protocol for communicating with and working with department staff below the City Manager?
•See Council Guidelines, page 12 and page 34 (page 35 for City Attorney)
Neighborhood/Community Interests (if known):
None identified.
Options:
Review and recommend whether changes are warranted to Council Guidelines and procedures.
Financial Impact:
None identified.