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HomeMy WebLinkAbout2019-12-17; City Council; ; Approval of Meeting Rules for City Council Workshops~ CITY COUNCIL V Staff Report Meeting Date: To: From: Staff Contact: Subject: Dec. 17,2019 Mayor and City Council Scott Chadwick, City Manager Sheila Cobian, City Clerk Services Manager Sheila.cobian@carlsbadca.gov 760-434-2808 . Approval of Meeting Rules for City Council Workshops Recommended Action Adopt a resolution approving meeting rules for City Council workshops. Executive Summary CA Review ff,• Due to the number of agenda items, time and format, City Council meetings are not always conducive to in depth presentations and discussions about important, complex topics. As a result, the City Council has decided to conduct one meeting a month in a workshop format, beginning in 2020. Discussion Historically, the City Council reserved one meeting a month for daytime City Council meetings with a workshop format. The downside of this approach was that some members of the public could not attend daytime meetings, and the meetings were not live-streamed or recorded for later viewing. For these reasons, the City Council eliminated the workshop meetings for the 2019 calendar year, opting to hold all meetings in the City Council chamber during the evening hours. On Nov. 12, 2019, the City Council voted to bring back the workshop meetings for several reasons: • The volume and nature of agenda items at City Council meetings is leaving little time for information sharing and discussion of complex topics among the City Council members. • Workshops would provide an opportunity for information sharing, discussion of complex topics and provide the public with more opportunities to learn about city and regional issues. • Workshops would allow city staff to engage the City Council in discussions about major projects and initiatives at earlier stages of the decision-making process. • The city now has the technology available to cost-effectively live-stream meetings from locations other than the City Council chamber. Dec. 17, 2019 Item #5 Page 1 of 5 Legislative Authority On Nov. 12, 2019, the City Council adopted Resolution No. 2019-223 establishing a regular meeting schedule for the 2020 calendar year. Included in that schedule are monthly workshop meetings, generally the second Tuesday of the month, starting at 5 p.m., at the Faraday Administration Center, 1635 Faraday Ave. Through a minute motion, the City Council also directed staff to return with proposed guidelines for these workshop meetings to help ensure they fulfill their intended purpose. Under Carlsbad Municipal Code Section 1.20.060, the city manager is responsible for scheduling matters for consideration by the City Council based on established council priorities, the city's business and governmental needs, and requirements of applicable law. Items of business may be placed on the agenda by any member of the City Council, the city manager or the city attorney, or by City Council action. Proposed Workshop Description and Rules • Workshop meetings shall be held the third Tuesday of each month at 5 p.m. at the Faraday Administration Center, 1635 Faraday Ave. • The purpose of the workshop format is to facilitate in depth presentations of material from city staff and outside agencies. The workshop format promotes extensive time for council questions and informal discussion among the City Council members. The City Council agrees the following rules will apply to workshop meetings: 1. The public may address the City Council as provided by Carlsbad Municipal Code chapter 1.20. Each workshop agenda shall provide for public comment on items not on the agenda and for public comment on each workshop item. 2. Presentations and proclamations shall be directed to workshop meetings wherever possible. 3. The city manager retains the authority to include a consent calendar of time sensitive items on a workshop agenda. 4. Ordinances may be adopted at regular workshop meetings to facilitate the timely transaction of business. 5. Workshop meetings will not be used to direct staff. The City Council has agreed motions will be limited to requesting an item be placed on a future agenda. 6. A unanimous vote of the City Council is required to waive workshop rules. 7. A copy of these workshop rules will be included with each workshop meeting agenda. Fiscal Analysis There are no significant fiscal impacts that would result from adoption of the attached resolution. Next Steps Workshops are schedule to begin in January 2020. The city will promote to the public -awareness of the new format and opportunities to learn about city issues. The meeting rules for City Council workshops will be effective at the Jan. 21, 2020 City Council workshop. Dec. 17, 2019 Item #5 Page 2 of 5 Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and, therefore, does not require environmental review. Public Notification and Outreach This item was noticed in accordance with the Ralph M. Brown Act and was available for viewing at least 72 hours prior to the scheduled meeting date. Exhibits 1. City Council Resolution Dec. 17, 2019 Item #5 Page 3 of 5 RESOLUTION NO. 2019-259 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING MEETING RULES FOR CITY COUNCIL WORKSHOPS WHEREAS, on Nov. 12, 2019, the City Council of the City of Carlsbad, California adopted Resolution No. 2019-223 approving a regular meeting schedule for the 2020 calendar year; and WHEREAS, the approved regular meeting schedule for the 2020 calendar year includes one regular council meeting each month for study and discussion in a workshop format; and WHEREAS, the purpose of the workshop format is to facilitate in depth presentations of material from city staff and outside agencies and to promote extensive time for council questions and informal discussion among the council members; and WHEREAS, on Nov. 12, 2019, the City Council of the City of Carlsbad, California by minute motion directed staff to return with proposed guidelines for these workshop meetings to help ensure they fulfill their intended purpose. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the "Meeting Rules for City Council Workshops" (Attachment A) are hereby approved. 3. A copy of the "Meeting Rules for City Council Workshops" will be included in each workshop meeting agenda. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 17th day of December 2019, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. Dec. 17, 2019 Item #5 Page 4 of 5 ATTACHMENT A WORKSHOP RULES The City Council has decided to dedicate one regular council meeting each month for study and discussion in a workshop format. Workshop meetings shall typically be the second meeting of each month at 5:00 pm at Faraday and when called as a special meeting. The purpose of the workshop format is to facilitate in depth presentations of material from city staff and outside agencies. The workshop format promotes extensive time for council questions and informal discussion among the council members. The City Council agrees the following rules will apply to workshop meetings: 1. The public may address the City Council as provided by Carlsbad Municipal Code chapter 1.20. Each workshop agenda shall provide for public comment on items not on the agenda and for public comment on each workshop item. 2. Presentations and proclamations shall be directed to workshop meetings wherever possible. 3. The City Manager retains the authority to include a consent calendar of time sensitive items on a workshop agenda. 4. Ordinances may be adopted at regular workshop meetings to facilitate the timely transaction of business. 5. City Council may give direction by motion. However, final approval of workshop items will take place at 6:00 p.m. meeting. 6. A copy of these workshop rules will be included with each workshop meeting agenda. Dec. 17, 2019 Item #5 Page 5 of 5