PREPARED BY: MATT RODRIGUEZ, CITY MANAGER DATE OF MEETING: 10/07/2024
SUBJECT:
TITLE
CONSIDER AUTHORIZATION TO DIRECT THE CITY MANAGER TO SCHEDULE A CITY COUNCIL STRATEGIC PLANNING & PRIORITY-SETTING WORKSHOP, AND AUTHORIZE A TOTAL EXPENSE OF $12,000 FOR PROFESSIONAL FACILITATION SERVICES FOR THE PROPOSED FY 2024-26 CITY COUNCIL PRIORITY WORKPLAN UPDATE
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Deliberate and consider the following direction to the City Manager to proceed with the following authorizations by majority vote via minute order action, as follows:
1). Discuss and provide direction on the recommended date for scheduling a City Council Strategic Planning and Priority-Setting Workshop (under a Special City Council Meeting format) on Wednesday, February 5th or February 12th, 2025 from 5:00p.m. - 7:30p.m. in Council Chambers.
2). Authorize the City Manager to secure professional facilitation services for conducting a City Council Strategic Planning and Priority-Setting Workshop with Mr. Patrick Ibarra, The Mejorando Group to facilitate an update to the proposed Council Priority Workplan for the upcoming FY 2024-26 period; and
3). Authorize the City Manager to expend up to a maximum total of $12,000 in professional facilitation services with funds available under the FY 2024-25 City Manager Contingency Operating Reserve (Fund 190).
Body
Compliance statements
FY 2023-25 Council Priority Workplan Compliance Statement
Council Priority Workplan - Annual Update is an adopted policy item under the FY 2023-25 Council Adopted Workplan, effective May 1, 2023.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
Adopted City Council Priority Workplan
The City Council Priority Workplan is an annual policy making document established by majority vote of the City Council for purposes of providing policy direction for implementation by the City Manager. Once adopted, the City Manager directs all City resources and staffing toward adopted policy areas/items for policy implementation. Periodic amendments are made during a scheduled Priority-Setting Workshop following each municipal election cycle, with formal adoption by majority vote via Resolution.
FY 2023-25 City Council Priority Workplan (Current)
The FY 2023-25 City Council Priority Workplan was officially adopted unanimously via majority vote on May 1, 2023 via Resolution #2023-058 <https://www.sanpabloca.gov/DocumentCenter/View/16200/RES-2023-058-Adopt-FY-202325-Council-Priority-Workplan>, with a subsequent total of eight (8) amendments approved by the City Council via adopted Resolution(s), as follows:
• May 1, 2023 - Amendment #1 - Resolution #2023-065 <https://www.sanpabloca.gov/DocumentCenter/View/16191/RES-2023-065-Council-Priority-Workplan-Amendment--FY23-25>
• June 5, 2023 - Amendment #2 - Resolution #2023-092 <https://www.sanpabloca.gov/DocumentCenter/View/16272/RES-2023-092-Amend-No-2-FY-202325-CouncilPriority-Workpla-City-Council-Salaries-060523>
• August 7, 2023 - Amendment #3 - Resolution #2023-130 <https://www.sanpabloca.gov/DocumentCenter/View/16734/RES-2023-130-Amend-No3-FY-202325-CouncilPriority-Workplan-CINCO-DE-MAYO-FESTIVAL-08072023>
• December 13, 2023 - Amendment #4 - Resolution #2023-167 <https://www.sanpabloca.gov/DocumentCenter/View/16748/Resolution-2023-167>
• February 5, 2024 - Amendment #5 - Resolution #2024-015 <https://www.sanpabloca.gov/DocumentCenter/View/16854/13---Att-A---RES-2024-015-Amend-No5-FY-202325-Council-Priority-WorkplanSan-Pablo-Armory-New-PW-Yard-2024-02-05>
• March 18, 2024 - Amendment #6 - Resolution #2024-042 <https://www.sanpabloca.gov/DocumentCenter/View/16982/2024-042-Workplan-Reso>
• July 15, 2024 - Amendment #7 - Resolution #2024-106 <https://www.sanpabloca.gov/DocumentCenter/View/17283/RES-2024-106-Amend-No7-FY-202325-Council-Priority-Workplan-Local-Hiring-Policy-2024-07-15>
• Sept 3, 2024 - Amendment #8 - Resolution 2024-120 <https://www.sanpabloca.gov/DocumentCenter/View/17366/RES-2024-120-Amend-No8-FY-202325-Council-Priority-Workplan-Housing-Policy-2024-09-03>
New Elective Term of City Council
Following certification of County election results from the November 5, 2024 municipal election, a City Council Rotational Ceremony will be scheduled on Monday, December 16, 2024 to officially initiate the new elective term of office for the City Council by Resolution. A formal appointment and selection of the new Mayor and new Vice-Mayor per the City Council Rotational Schedule will also be approved by majority vote via Resolution. Once these formal appointments are successfully completed, the new City Council will be established for the remainder of the FY 2024-25 period, and remaining elective terms of office.
Procedurally, following completion of every two-year municipal election cycle, the City Council must formally discuss to proceed with scheduling a Strategic Planning and Priority-Setting Workshop for the purposes of identifying new City Council priorities to amend the current City Council Priority Workplan for the upcoming FY 2024-26 period.
City Council Professional Facilitation Services
Professional facilitation services have been used for the City Council’s Priority-Setting Workshop since FY 2018-19 Workplan Update, and with subsequent amendments conducted by Mr. Patrick Ibarra, Co-Founder and Partner of The Mejorando Group (See link: <https://gettingbetterallthetime.com/>)
For the upcoming FY 2024-26 Council Priority Workplan Update, the City Manager has received a proposal for Mr. Ibarra’s professional facilitation services as of August 30, 2024 (See Attachment). Please note that Mr. Ibarra’s professional facilitation services are in high-demand with other public agencies during this same time period, with a narrow window for dates available in February 2025 to facilitate the Council’s Priority-Setting Workshop for the FY 2024-26 period.
Scheduling of Workshop (Special Council Meeting)
The following preliminary dates were secured in advance from Mr. Ibarra for formal City Council review and discussion this evening. The City Manager recommends the City Council deliberate and choose one (1) date for the Priority-Setting Workshop to be scheduled during the month of February 2025, as follows:
• Wednesday, February 5, 2025; or
• Wednesday, February 12, 2025
Note: In September 2024, the City Manager conferred the initial dates with the City Council. However, Mayor Ponce indicated that she has a work-conflict with the February 5, 2025 workshop date, and cannot attend.
City Manager Recommendation
At this time, the City Manager requests formal direction by majority vote via minute order to proceed with the following actions:
1). Discuss and provide direction on the recommended date for scheduling a City Council Strategic Planning and Priority-Setting Workshop (under a Special City Council Meeting format) on Wednesday, February 5th or February 12th, 2025 from 5:00p.m. - 7:30p.m. in Council Chambers.
2). Authorize the City Manager to secure professional facilitation services for conducting a City Council Strategic Planning and Priority-Setting Workshop with Mr. Patrick Ibarra, The Mejorando Group to facilitate an update to the proposed Council Priority Workplan for the upcoming FY 2024-26 period; and
3). Authorize the City Manager to expend up to a maximum total of $12,000 in professional facilitation services with funds available under the FY 2024-25 City Manager Contingency Operating Reserve (Fund 190).
FISCAL IMPACT
Professional facilitation services have been rendered to the City from Mr. Patrick Ibarra, The Mejorando Group for conducting the City Council Strategic Planning and Priority-setting Workshops for the last four (4) City Council Priority Workplan Updates, as follows:
• FY 2018-19 period, a total cost of $11,427 was incurred and paid.
• FY 2020-21 period, a total cost of $6,000 was incurred and paid due to COVID-19 Impact.
• FY 2022-23 period, a total cost of $7,800 was incurred and paid.
• FY 2023-24 period, a total cost of $8,757.94 was incurred and paid
All proposed costs for the FY 2024-25 period for a scheduled in-person, City Council Strategic Planning and Priority-Setting Workshop format are estimated between $8,000 - $12,000, and will include all professional services and travel expenses to be incurred. All proposed costs would be authorized under the City Manager budget authority, and expended using available one-time funds under the adopted FY 2024-25 GF Operating Budget - City Manager Contingency Operating Reserve (Fund 190-1310-44444).
ATTACHMENTS:
Att A - Formal proposal dated 08/30/24 from Patrick Ibarra, The Mejorando Group