HomeMy WebLinkAbout01-13-1998 Staff Report SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.1 AGENDA ITEM
MEETING DATE: January 13, 1998 CITY MGR.
ORIGINATING DEPT. City Clerk
SUBJECT: COUNCIL POLICY MANUAL
Recommended Motion:
Direct staff which of the attached policies the Council wishes
either to reconsider or to request more information on. Direct
staff whether to prepare similar reports covering older policies
for later presentation to Council.
Report Summary:"
The previous City Manager directed that the Deputy City Clerk
prepare a policy manual, and a format for new policies was
established in 1995 in connection with the City's adopted "Customer
Service Standard." However, the Council had previously adopted
numerous policies, many of which may be outdated or in conflict
with current ideas. This report is an effort to bring some order
to these documents so they can be included in the policy manual.
In order to make a start on revision or abolishment of outdated
policies, staff has compiled four attachments covering policies
adopted in the past ten years and one adopted earlier: policies
adopted in the official format (Attachment 1); policies adopted by
resolution since 1987 (Attachment 2); the communications policy
(Attachment 3); the two -term limit on commissioners adopted in 1984
(Attachment 4). Policies passed by the current Council have been
inserted into the manual but are not included in this packet, nor
are those that already have regularly scheduled reviews, such as
the investment policy.
The Council should list which policies it would like to reconsider
or would like further information on. Staff members may also wish
to point out policies which are obsolete or unenforceable.
If the Council wishes to proceed with this process, in six months
staff will bring for Council consideration a list of policies
adopted from 1976 to 1986. Every six months another list will be
presented until all policies since 1956 have been reviewed.
Fiscal Impacts:
None.
Follow Up Actions:
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Councilmembers, the City Manager, department heads, and the Deputy
City Clerk.
Consequences of Not Acting on the Recommended Motions:
Staff will enforce all policies.
Attachments:
1. Policy Manual
2. Compilation of Resolutions adopting Policies
3. Communications Policy
4. Commissioner Term Limit Policy
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ATTACHMENT 1
POLICY MANUAL
This manual consists of the three official policies adopted since
the format was set up on January 4, 1995. (Policies adopted by the
present Council are in the manual but are not included for purposes
of this packet.)
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January 4, 1995
To: City Council
From: City Manager
Subject: Customer Service Standard: Providing Public Information and
Public l CorZrAssistance
Recommended Action:
Adopt the Customer Service Standard.
Background
This subject was a part of the City Council's Issue Topics Meeting on
September 13, 1994. At that time the City Council directed that a
Public Records Assistance Standard should be articulated to the City
staff. The standard is to state that, "information provided over the
telephone shall be limited to information which can be given without
having to research city records, codes, or documents which are subject
to disclosure. If the staff knows where the information can be found
to furnish that information to the caller."
Discussion
The document presented for City Council consideration is our first
effort to accomplish two tasks:
1. To create a uniform document for setting forth an expected,
organization wide standard of customer service (a performance
standard, if you will), and
2. To develop a format for future use in establishing a body of
council policy' determinations Which are general to the entire!
organization. The format provides for a general title, al
subject matter within the title, the policy to be followed
and the background and instruction on the implementation of
the policy.!'
I propose this format be used in the future antl processed as =ollows:
I ,pity Council instructs a policy or standard be developed (the
i genesis can come from council members, commissioners, staff,
community)
2. Cit ��anaae.r's staff drafts the proposed c olic in t he proper
P P policy P
format_,
110 3. The draft is routed to all departments and the City
,,ttorney.for comment.
4. The final draft is submitted to the City Council for
adoption.
5. After adoption department directors promulgate the policy b
all employees.
6. The City Clerk places the policy in the City Council policy
book, copies of which are provided to all council
members, City Attorney, City Manager, and all management
staff.
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TELECOMMUNICATIONS INFRASTRUCTURE POLICY
This olicy was adopted January 4, 1995, and is too bulky to
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include in this packet. It was the model policy developed by the
League of California Cities.
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File 91010
Adopted on: June 11, 1996
POLICY ON DEVELOPMENT REVIEW BY HERITAGE PRESERVATION COMMISSION
PURPOSE: The City Council desires to avoid the potential and actual
loss of important historic resources due to ministerial (i.e. over the
counter approvals) type development projects. It is the intention of the
City Council to enable the Heritage Commission to apply needed
conditions or to make recommendations on modifying projects to meet the
goals of the Heritage Preservation Ordinance. This policy is to be
implemented up front by the Community Development Department staff as
part of the normal review process.
1. Any proposed alteration or modification to a resource listed in the
Heritage Resource Inventory or located on a designated Heritage Lane
which is exempt from the Community Development Department's
Administrative or Public Hearing Design Review processes shall be
reviewed by the Chair or the Vice Chair and one commissioner, selected
by the Chair or Vice Chair, to determine if the project should be
reviewed by the entire Heritage Preservation Commission. Any
alteration or modification to a building or structure which is
determined to be insignificant will not be required to be reviewed by
the entire Heritage Preservation Commission.
2. Any proposed alteration or modification to a Designated Historic
Landmark shall automatically be reviewed by the entire Heritage
Preservation Commission.
3. After the Heritage Preservation Commission has completed the review
of a development proposal for a resource that is either listed on the
Heritage Resource Inventory, located on a Designated Heritage Lane or
Designated as a Historic Landmark, the applicant will be required to
incorporate the recommendations, if any, of the Heritage Preservation
Commission into the final plan set that is submitted for approval by
the Community Development Department staff.
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RES.
NO. DATE SUBJECT DESCRIPTION
2530 12/7/88 ABAG Revising Housing Needs Determination
2492.4 10/5/88 Cable Television Allocating cable tv fees
93 -051 11/3/93 Cable Television Adopting Basic Cable Service regulations
96 -53 9/18/96 Cable Television Accepting cable restitution fund percentage; establishing use of restitution fund monies
92 -071 10/21/92 City Council Establishing policy of taking minutes of closed sessions
94 -13 3/2/94 City Council Establishing revolving door policy for City Council (2years)
2309.1 9/21/94 City Council Revising agenda order
2469 2/17/88 City Manager Authorizing for disability retirement
2661 6/20/90 City Manager Authority to make investments
2376.1 9/5/90 City Manager Allow to settle claims to $10,000
2376.1 9/11/90 City Manager Authorization to settle claims to $10,000
91 -10 2/6/91 City Manager Auth. Mgr. to award Certain Contracts (informal bidding process)
96 -45 7/17/96 City Manager Delegating authority for bus. tic. revocations to City Manager
92 -049 7/1/92 City Property Forbidding private use of City property
92 -082 12/16/92 Code Violations Protecting confidentiality of persons reporting code violations
93 -004 1/20/93 Commissions Minimum qualifications for Commissioners, Board Members
94 -14 3/2/94 Conflict of Interest Adding Council to Commissioner Conflict of Interest Policy D
92-013 3/4/92 Congestion Management On trip reduction ordinance adopted
2327.1 4/17/91 Expense reimbursement Expense reimbursement resolution modification n
2566 4/19/89 Federal Funds Program for disadvantaged business enterprise
91 -64 9/18/91 Federal Funds Amending Disadvantaged Business Enterprise Program (DBE) m
92 -030 5/20/92 Federal Funds Ratifying priority of ISTEA transportation projects 2
1011.3 5/20/87 Finance Advisory Committee Restating role r..,
96 -28 6/5/96 General Plan Establishing Measure G. policies determining and processing projects requiring vote
2451 12/16/87 Heritage Conservation Certify local government heritage preservation
2486 6/1/88 Insurance Establishing standards (Ord. 71.45)
2668 7/5/90 Insurance Establishing risk management policy
2661 6/20/90 Investments Authority to make investments
2477 4/20/88 Law Enforcement Cal ID System
2492.2 10/5/88 Law Enforcement Continuing DUI program
2402 1/21/87 Mayor Rescind policy on mayor rotation
2454 12/16/87 Personnel /Employee Relations Establish personnel rules
2503 8/3/88 Personnel /Employee Relations Authorizing Sheriff to do background checks
85 -9.69. 3/21/90 Personnel /Employee Relations Amending method of setting management salaries
92-031.1 10/7/92 Personnel/Employee Relations Exempt employees se must u annual leave for all time off
2522 11/2/88 Planning Adopting design review handbook
92 -065 9/16/92 Special Events Authorize City Manager to prohibit alcoholic beverages at City events
96 -19 4/23/96 Special Events Waiving Zon. Ord. standards including sign fee for Saratoga Market Days
96 -19.1 9/18/96 Special Events Extending Market Day provisions
2540 1/4/89 Street Trees App. tree list, tree inventory, tree care guide.
1084.1 6/1/94 Streets Repealing decision not to accept streets in hillside zone dist.
93 -052 11/9/93 Taxes On alternative method of tax apportionment (Teeter Plan)
95-51 11/15/95 Taxes Authorizing search of sales tax records for revenue enhancement
91 -69 10/16/91 Trails On Creekside traits
ATTACHMENT 3
CITY COMMUNICATIONS POLICY
Paragraph 3 of this policy is the basis on which the Deputy City
Clerk agendizes memos recommending additional notice for public
hearings. (That paragraph focuses on display advertisements, but
since the budget for advertising was cut the memos have recommended
other forms of notice).
Since the policy was established in 1987, staff has followed it
with respect to the City Council, but not the Planning Commission,
to which it also applies. If the Council wishes to continue this
policy with respect to the Council, but not other bodies, it should
be so amended.
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H H o ct SA
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2,016
13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070
Q4 &moo D (408) 867 -3438 COUNCIL MEMBERS:
Karen Anderson
May 28, 1987 Martha Clevenger
Joyce Hlava
David Moyles
Donald Peterson
TD: Council
e )0 44 v..4-....
FROM: City Manager
SUBJECT: PROPOSED ACTION PLAN FOR IMPROVING CITY C(IUNICATIONS
At the conclusion of the Council's annual policy development conference in
March, one of the policy decisions made was to develop an action plan for
improved internal and external communications by the City. The following
memorandum details six proposed components to implement such an action plan.
It is requested that the City Council review these components and direct their
implementation immediately.
COMPONENTS
1. Community Newsletter
2. City Organization Newsletter
3. Display Advertisement
4. Mailing of Notices
5. Posting of Neighborhoods
6. Mailings to Community Organizations
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DETAILS
i 1. Community Newsletter The newsletter will be published for mailing to the
entire community four times a year in June, September, December, and March.
The orientation of content shall be aimed at improving community awareness of
City operations, issues being decided by the City, advance notice and
opportunity for participation in major policy or legislative actions to be
brought before the City for discussion and decision at the policy level,
reminders on ordinances which create code enforcement activity, and the status
and accomplishment of City projects and programs. The purpose of the articles
will be to discuss the point of view of the City government where that is
appropriate. It will not be the purpose of the newsletter to contain only
information which has not been covered by other media, but to present the
perspective of the City regardless of whether other media have covered a
particular issue.
2. City Organization Newsletter This newsletter will be published monthly
for distribution to all employees, the Council and City Commissioners and
Approved 6/3/87 with addition of cable TV bulletin board for items which require
display ads.
Committee members. While the orientation will be internal, the content shall
be available to the general public. The purpose of the newletter will be to
provide all of the members of the City family with timely information as to
what is going on with the personnel of the City, the activities of the various
departments, and the decisions being made by the Commissions, the Committees
and the City Council. The intent is not to print everything, but to highlight
what work is going on and who is doing what inside the City organization.
3. Display Advertisement Display advertisements will be published in both
the Saratoga News and the Mercury News when issues which could have a City -wide
impact are being heard, either before a Commission or the City Council. The
ads are to be ublished at least ten days bu
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the date of the scheduled hearing on a matter. These ads shall be in addition
to the required publication of legal notice and shall summarize the proposed
action which is the subject of the hearing. Whenever possible, the decision to
authorize a display ad shall be made by the hearing body by the staff placing
the proposed hearing date on the body's agenda for decision. It is recognized
that in some cases this will delay the normal hearing process timetable for
approximately two weeks. It is not the intent of this action to delay the
hearing process unnecessarily, but to assure the general public has adequate
notice of both when the hearing is scheduled to take place and exactly what is
being heard.
4. Mailing of Notice Notices of hearing shall be mailed to property owners
and other interested parties who have requested to be notified of a particular
ii hearing as is currently required by the Municipal Code. Other forms of notice
shall not be considered a substitute for following this requirement.
5. Posting of Neighborhoods Posting of notices as provided under state law
shall be used in addition to legal notices and required mailing on a case by
case basis when, in the opinion of the hearing body, the subject of the hearing,
while not having City -side impact, could involve more than one piece of
property or a given neighborhood or area of the City. In such case notices
shall be posted along all public streets within 500 feet of the area determined
to be impacted. As with the decision to use display advertisement, the
decision shall be made by the hearing body whenever possible. The posting of
notices shall be completed no later than ten calendar days prior to the date
set for the hearing. An affidavit of posting shall be filed with the clerk of
the hearing body and become a part of the record of the hearing.
6. Mailings to Community Organizations Copies of any posted notice or any
display avertisement notice shall be mailed to bona fide community
organizations for their information. A list of such organizations shall be
prepared by the Office of the. City Clerk and adopted by the City Council. It
shall be the reponsibility of the City Clerk's Office to periodically update
the list to ensure that the current leader of each community group is the
individual to whom the notice is directed. Mailings to community organizations
shall take place no less than ten days prior to the scheduled date of the
public hearing.
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ATTACHMENT 4
COMMISSIONER TERM LIMIT POLICY
"Commissioners are limited to two full consecutive terms, plus any
partial term served."
This policy was established in October 1984 by consensus at a
Council meeting. Its purpose was to facilitate bringing new blood
to commissions. The staff was instructed not to include this
policy in the minutes in order to avoid embarrassing then current
commissioners to whom it would apply, since some commissioners had
already served more than two full terms. Therefore this policy
does not appear in any document.
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