Items to be addressed before submission to City Council (for most issues):
A. Research On Issue:
1. Review current City ordinances and State Statutes for conflicts or inconsistencies with proposed changes. Cite the ordinance section and why changes are needed, if applicable.
2. Always check with City Attorney's Office if legal issues are involved.
3. Review the issue with other City departments and/or divisions to get their input if the issue may have an impact on them. Examples of approval/input for various issues are:
a. For grants, work with the Housing and Neighborhood Development Division;
b. For City owned property issues, work with the Property Management Division;
c. For a change of use on a property, work with the Planning Division.
B. Timing/Schedule Considerations:
1. Determine whether a deadline exists;
2. Allow a minimum of three (3) weeks for review of the staff report (1 week for the Administration and 2 weeks for the Council) and scheduling for a Council briefing;
3. Allow time as needed for meetings with community groups, mailings, City board review and advertising.
C. Budget Considerations:
1. Determine whether the issue will provide revenue and/or require funding. Determine what the source of the funding will be.
2. Include the issue in a budget amendment to allocate funds as needed.
3. Determine whether the issue includes an increase of fees or taxes to residents and/or businesses. For example, if fees are increased, the Council will need to hold a public hearing.
D. Community Input And Information:
(Before meeting with community groups, be sure to discuss the content of the meeting and the intended result with the Department Director and/or the Chief of Staff.)
1. Get input from interested parties and/or those who would be impacted by the change. This could include:
a. City boards and commissions;
b. Community Councils;
c. Community groups affiliated with or affected by the issue, e.g.:
Catholic Community Services
Chamber of Commerce
County Health Department
Crossroads Urban Center
Downtown Alliance
Downtown Retail Merchants
FIDOS
Fourth Street Clinic
Housing Authority
Salvation Army
The Road Home
Vest Pocket Business Coalition
Volunteers of America
d. Public open house;
e. City website;
f. Channel 17;
g. Flyers, signs.
2. Coordinate with the Recorder's Office for mailings. Send mailings, as required or as requested by the Council, to the affected parties. Be sure that the Department and Division Directors are aware of and in agreement with the mailing. Copy the Council Office and the Mayor's Office on the mailing so they will know where to refer questions they may receive. For mailings required by City ordinance, City policy or State Statute, retain documentation in order to provide confirmation.
3. Coordinate with the Recorder's Office for required advertising. (It may be appropriate to do this after the paperwork has been submitted to the Council for initial briefing.)
E. Alternative And Recommendation:
1. Several alternatives may exist to address an issue. Discuss the advantages and disadvantages of each alternative, including the identification of any concerns that may have been raised, and how potential alternatives would address the concerns. Meetings with community groups may help identify these concerns and alternatives.
2. Provide a recommendation to the Council as to the course of action they should consider.
3. Background information should be included in the staff report, and is often helpful in recognizing why a particular recommendation is being made. This background information typically includes a description of the current condition, relevant criteria (such as City policy, State law and generally accepted guidelines), the cause of the problem and the effect it is generating. The recommendation should address the cause and resolve any negative effects. (2019 Compilation)