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Home My WebLink About2018-02-27; City Council; ; Council Policy No. 27 - City Council Policy Development Process~ CITY COUNCIL ~ Staff Report Meeting Date: To: From: Staff Contact: February 27, 2018 Mayor and City Council Kevin Crawford, City Manager Jason Haber, Assistant to the City Manager Jason.haber@carlsbadca.gov or 760-434-2958 CA Review (..vC...- Subject: Council Policy No. 27 -City Council Policy Development Process Recommended Action Review the City Council policy development process outlined in City Council Policy No. 27 and provide direction to staff to either reaffirm, amend or rescind the policy. Executive Summary City Council Policy No. 27, issued March 1, 1983 (Exhibit 1), provides an outline of the City Council policy development process; establishes a procedure for periodic review and evaluation of progress toward implementing city goals and objectives; and establishes a date for the annual review and updating of goals and objectives. Discussion City Council Policy No. 27 "established a policy development process to enhance the Council's ability to clearly determine and define goals and objectives to meet the needs of the community." In adopting this policy, it was intended that "through this process, the City Council [would] be better able to carry out its policy making responsibility and the City staff [would] better be able to respond to the policy direction of the Council." Policy No. 27 provides a specific four-step process for the Council to review, revise and adopt goals and objectives on an annual basis. The first step is to occur after the Council reviews the status of goals and objectives in December, at which time the Mayor is to appoint a Council sub-committee to revise goals and objectives. The full Council is to review the sub-committee recommendations in January. A hearing is to be held in February, after which the goals and objectives are to be adopted. Pursuant to Policy No. 27, a semi-annual review and evaluation of progress toward the implementation of adopted goals is specified to occur in December and June of each year. In recent years, the City Council goal setting process has varied slightly from year to year, and has not been consistent with the process outlined in Policy No. 27. Most notably, the Mayor has not appointed a Council sub-committee to revise goals and objectives, and the defined schedule has not been strictly adhered to. Feb. 27, 2018 Item #10 Page 1 of 6 Instead, all Council Members have typically participated in one or more Council Goals Workshops, wherein the entire Council has engaged in a facilitated dialogue to reach consensus on its goals and objectives for the coming y_.,,ear. Upon hearing from the public and reaching Council consensus, staff has been directed to prepare a resolution for the adoption of Council goals. Once the goals are adopted, a work plan has been developed and adopted to operationalize the City Council's policy direction. Furthermore, for the past couple of years, Council has been receiving quarterly status reports to review and evaluate progress toward implementation of its adopted goals and objectives: Given that the process implemented in recent years does not match the process outlined in Council Policy No. 27, Council is being asked to consider the following options, and provide direction to staff: Option 1: Reaffirm the Council's commitment to Council Policy No. 27 and direct staff to proceed with a delayed implementation for the 2018 goal setting process. Council will receive a status report on progress toward its adopted goals in a separate item on this agenda; therefore, the Mayor could appoint a sub-committee at this meeting to initiate the process established under Policy No. 27. It is anticipated that the sub-committee could present its recommendations to Council at the March 20, 2018 Council meeting, and that a hearing and adoption of the Council goals could occur in April 2018. In future years, the goal setting process would be designed to meet the timeline laid out in Policy No. 27, and staff would revert to semi-annual progress reporting. Option 2: Amend Policy No. 27 to reflect Council's current practice and/or preferences regarding the goal setting and reporting process, and direct staff to initiate a 2018 goal setting process that meets the Council's intent. Consistent with recent practice, a 2018 Council Goals Workshop is tentatively scheduled for March 20, 2018. Option 3: Rescind Policy No. 27 and direct staff to proceed with a 2018 goal setting process consistent with Council direction. Pursuant to Council Policy No. 1 (Exhibit 2), four Council votes are required to adopt a Council Policy. As such, four Council votes would also be required to amend or rescind such policy. Fiscal Analysis No city funding is being requested. Next Steps Staff will proceed with a 2018 City Council goal-setting process consistent with Council direction. Feb. 27, 2018 Item #10 Page 2 of 6 Environmental Evaluation (CEQA) Consideration of an administrative policy does not qualify as a "project" under the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15378. Public Notification This item was noticed in accordance with the Ralph M. Brown Act (California Government Code Section 54950 et seq.), published and distributed at least 72 hours prior to the meeting date and time. Exhibits 1. Council Policy No. 27 -City Council Policy Development Process 2. Council Policy No. 1-Adoption of Council Policy Statements Feb. 27, 2018 Item #10 Page 3 of 6 I I J.---~-.----------~-----------------~--~--~------:---r---~~------------~-------- t CITY OF CARLSBAD Policy No. 27 (Page 2 of 2) COUNCIL POLICY STATEMENT Date Issued 3/1/83 General Subject: ADMINISTRATION Specific Subject: City Council Pplicy Develo~ment Process. Effective Date 3/1/83 Cancellation Date Supersedes No. Copies to: City Council, City Manager, City Attorney, Department and· Division Heads, Employee Bulletin Boards, Press, File STA':::'ElIBNT OF POLICY -Continued Developing Go·ai-s and Obj e·cti'ves 2. Coun9il will review revised goals and objectives recommended by sub-committee on January. 3·. Council will hold hearing oi:i goals and objectives in February. ·· 4. Adopt goa_ls and objectives in February following hearing. Periodic Evaluation and Review of· Implementation The Council sh-all on a semi-annual basis review and evaluate progress toward implementation of adopted goals and objectives. The-staff shall prepare a brief report and analysis 0£ progress toward .implementation of goals and objectives for Council review and evaluation in December prior to· the beginning of the Council's annual policy development process and.in Jµne prioL to Council adoption of the annual operating budget. Feb. 27, 2018 Item #10 Page 5 of 6 CITY OF CARLSBAD COUNCIL POLICY STATEMENT Policy No. 1 Date Issued Exhibit 2 8-18-70 General Subject: ADMINISTRATION Effective Date 8-18-70 Specific Subject: Adoption of Council Policy Statements Cancellation Date Supersedes No. Copies to: City Council,-City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File (Res. No. 1775) PURPOSE: ~o clearly identify policies of the City Council not covered by ordinancest and to make such policies of the City Council readily available to all con- cerned: STATEMENT OF POLICY: l. There is hereby established the Council Policy Manual. 2. The Policy Manual shall be in loose-leaf form. 3. Policies of the Council shall not conflict with any ordinance of the City. 4. All policies shall receive forr (4) Counc,] votes. 5. A policy shall be in writing and include, as required: (1) The background (2) Its purpose (3) A concise statement of the policy ~ROCEDURE: VL 8. c. D. Any member of the City Council, the City Manager, or the Ci.ty Attor- ney m\y place a proposed policy on the Council Agenda, provided that a written statement of the proposal is distributed prior to Council consideration. The Council may direct the creation of a policy and assign its prepa- ration to a member of the Council or t~e City Manager. Prior to final adoption, t~e City Manager, in cooperation with the City Attorney, shall assign a brief title and place :he policy within a prescribed format. Following adoption the policy shall be indexed and printed for general distribution to City Officials and interested parties. . . ... Feb. 27, 2018 Item #10 Page 6 of 6 Feb. 27, 2018 City Council Policy No. 27 Policy Development Process Council Policy No. 27 •Review and provide direction to staff •Reaffirm, amend or rescind •4/5 vote required to amend or rescind Purpose & Background –Procedure for periodic review & evaluation –To guide city budgets & work plans –Short-term policy issues (5 years) –Informal process: maximize community input Developing Goals & Objectives 1.Review goals & objectives: December (Mayor appoints Council sub-committee) 2.Subcommittee recommends revisions: January 3.Council hearing on goals & objectives: February 4.Council adopts goals & objectives: February Periodic Evaluation & Review •Semi-annual: December & June •Staff report and analysis •Council review & evaluation •Progress toward implementation Recent Policy Development Process •Schedule varies •No Council sub-committee •Council Goals workshop(s) -Public input •Council resolutions (Goals & Work Plan) •Quarterly status reports Council Policy Options 1. Reaffirm & proceed with delayed implementation 2. Amend & proceed with revised procedure -match current practice and/or preferences 3. Rescind & proceed as directed by Council (Note: Options 2 & 3 require 4/5 vote) Next Steps •Mayor appoints sub-committee (?) •Council Goals Workshop -March 20, 2018 (?) •Goals hearing & adoption –April 2018 •Semi-annual progress reporting (?) •Proceed consistent with Council direction Statement of Policy Developing Goals and Objectives 1. City Council will review status of goals and objectives in December. Following review, Mayor will appoint council sub-committee to revise goals and objectives. 2. Council will review revised goals and objectives recommended by sub-committee in January. Statement of Policy Developing Goals and Objectives 3. Council will hold hearing on goals and objectives in February. 4. Adopt goals and objectives in February following hearing. Statement of Policy Periodic Evaluation and Review of Implementation The Council shall on a semi-annual basis review and evaluate progress toward implementation of adopted goals and objectives. Statement of Policy Periodic Evaluation and Review of Implementation The staff shall prepare a brief report and analysis of progress toward implementation of goals and objectives for Council review and evaluation in December prior to the beginning of the Council’s annual policy development process and in June prior to Council adoption of the annual operating budget.