PREPARED BY: DATE OF MEETING: 02/18/2025
SUBJECT:
TITLE
CONSIDER AUTHORIZING THE CITY MANAGER TO RESCHEDULE A CITY COUNCIL STRATEGIC PLANNING & PRIORITY-SETTING WORKSHOP FOR THE PROPOSED FY 2025-27 CITY COUNCIL PRIORITY WORKPLAN UPDATE TO A PROPOSED DATE IN MARCH 2025
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Authorize by Minute Order
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
City Council Professional Facilitation Services & Priority Setting Workshop
On October 7, 2024, the City Council authorized the City Manager by majority vote by minute order to finalize selection of professional facilitation services with Mr. Patrick Ibarra, Co-Founder and Partner of The Mejorando Group to facilitate the City Council Priority-Setting Workshop in order to update the proposed FY 2025-27 Council Priority Workplan. (See attached website at link: <https://gettingbetterallthetime.com/>)
After considerable deliberation, the City Council also provided majority vote direction to the City Manager to schedule said Council Priority-Setting Workshop for Wednesday, February 12, 2025, from 5:00p.m. - 7:30p.m. in Council Chambers and Maple Hall under a workshop format.
Cancellation/Postponement of Priority-Setting Workshop (Special Council Meeting)
Following City Council direction received last October 2024, the City Manager was compelled to cancel and postpone the scheduled City Council Priority-Setting Workshop (Workshop) on Wednesday, February 12, 2025 following notice received on February 9, 2025 of a sudden death in a Councilmember’s family requiring immediate travel outside the country for bereavement purposes.
Unfortunately, due to the significance of policy prioritization following the new elective terms of City Council office, the Workshop must be re-scheduled when the entire City Council is available for formal policy making purposes for the upcoming City Council Priority Workplan Update for the 2025-27 period.
Re-Scheduling of Priority-Setting Workshop (Special Council Meeting)
As previously authorized, preliminary Workshop dates were secured in advance from Mr. Ibarra for formal City Council review and discussion on October 7, 2024. Unfortunately, due to the sudden cancellation of the Workshop, there is limited availability for Mr. Ibarra’s professional facilitation services as most agencies and elected bodies have secured his services in advance during the first quarter of 2025. However, under short-notice, Mr. Ibarra was able to provide two (2) alternative dates for City Council consideration during March 2025, and the City Manager recommends the City Council select one (1) date this evening, as follows:
• Monday, March 24, 2025; or
• Friday, March 28, 2025
City Manager Recommendation
At this time, the City Manager recommends, unless alternative direction by majority vote of the City Council is provided, to proceed with the following action:
1). Discuss and provide direction on the recommended date for re-scheduling a City Council Strategic Planning and Priority-Setting Workshop (under a Special City Council Meeting format) to Monday, March 24, 2025 from 5:00p.m. - 7:30p.m. in Council Chambers and Maple Hall.
FISCAL IMPACT
Following action by the City Council on October 7, 2024, professional facilitation services have been secured via purchase order issued on 11/05/24 by the City to Mr. Patrick Ibarra, The Mejorando Group, with total costs not to exceed $12,000, and will include all professional services and travel expenses to be incurred. All proposed costs are 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: No.190-1310-44444). Additional one-time funding for covering meeting costs and supplies for the City Council Priority-Setting Workshop are available and budgeted under the adopted City Council Departmental Budget (100-110-43510).
Attachments:
None