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City of Glendale
Administrative Policy
No. 06
Title:
Council Items of Special Interest – Administrative Process
Effective:
12/08/16
Revision:
March 15, 2023
Contact:
CITY MANAGER’S OFFICE (623) 930-2870
Application:
These guidelines apply to the City of Glendale staff responsible for responding to Council
Items of Special Interest.
Procedure:
Council Items of Special Interest (CIOSI) are presented to staff during regular City Council
Workshops. Councilmembers may indicate topic(s) they would like to have discussed by
the Council at a future Workshop and the reason for their interest. The Council does not
discuss the new topics at the Workshop where they are introduced.
1.
Within 48 hours from when a CIOSI is introduced, the City Manager or his designee
will notify the requesting Councilmember which Director has been assigned as primary
lead for the item. The Manager’s office will input the CIOSI into the SharePoint site.
2.
The assigned Director will be responsible for scheduling an initial meeting with the
requesting Councilmember regarding the scope and other relevant information.
Although multiple Councilmembers may have voiced support for the item, the
requesting Councilmember will be the primary contact and approver for their item.
3.
Based on the discussions between staff and the Councilmember, the Director drafts a
proposed scope clearly defining the Councilmember’s goal in addressing the CIOSI.
Within seven (7) business days of the meeting and while in "draft" form, the Director
forwards the written scope to both the Councilmember and to the City
Manager/Assistant City Manager for comment.
4.
If changes are needed based on input from the Councilmember or City Manager's
office, scope is modified and recirculated for comment from the Councilmember and
City Manager’s office.
5.
Once concurrence has been reached on the scope of the CIOSI, the Director prepares a
CIOSI Scope and Assessment Memo to be presented at a Workshop which includes the
scope of the request as well as a resource assessment. The CIOSI Scope and Assessment
Memo should include required resources, impact on other projects, relationship to work
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program priorities and Council strategies, estimated timeline, and other related
observations
6.
However, if after finalizing the scope it is determined that the Councilmember was only
seeking an update on information that is readily available, the Director, in conjunction
with the Councilmember and the City Manager, can determine that an update memo to
the full Council will suffice and the item can be closed. An email should be sent to the
Councilmember memorializing that staff has provided the information and that the
item will be closed.
7.
Once the initial CIOSI Scope document is approved by the City Manager and
Councilmember and the Assessment Memo is finalized and approved by the City
Manager, the item will be placed on a future Workshop Agenda to be heard within 60
days of the finalization of the memos or at a time agreed to with the appropriate
Councilmember.
8.
During the Workshop presentation, if there is not Council consensus to move the item
forward, the item will be closed out with no further research required. If there is
Council consensus, the Director should research and prepare a "draft" CIOSI Report
within 60 days of the Workshop or the timelines established during the Council
presentation.
9.
Once the draft CIOSI Report is prepared, the Director forwards to the City Manager's
office for comment.
10. Once approved by the City Manager's office, the draft CIOSI Report is sent to the
requesting Councilmember for preliminary comments to confirm staff is responding to
the identified scope.
a. If substantive changes are needed in the draft CIOSI Report:
i.
Director to inform Councilmember of the adjusted schedule
ii.
Update draft CIOSI Report as needed
iii.
Send revised CIOSI Report to the City Manager’s Office and Councilmember
for approval.
b.
If no substantive changes are needed in the draft CIOSI Report and the report has
been accepted by the Councilmember and City Manager’s Office, the item will be
presented at an upcoming workshop.
i. Under ideal circumstances, the scheduling of the Workshop should occur
within 60 days of the previous Council Workshop. If this is not an option, the
Director should indicate in writing to the Councilmember of the tentative
timeline and seek concurrence.
10. On issues that may be of a sensitive nature, Director to schedule time to brief the City
Manager on the presentation materials and discuss areas deemed of a sensitive nature.
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11. Following the Workshop, the item will be closed as a CIOSI and will become the
operational responsibility of the assigned Department.
NOTE: The purpose of the report is to assist the Councilmember with addressing public policy
or significant issues of concern. While it is the job of staff to assist the Councilmember in
drafting thoughtful public policy, the report needs to be reflective of the Councilmember’s
request. During those situations where the report recommendations are not congruent with the
City Manager/City Attorney's position, the report should indicate those concerns in an
addendum to the report.
Kevin R. Phelps Date
City Manager