Date:  June 2009

Included in this document are:

•    Procedure

•    Checklist of items to be addressed in developing issues

•    Template for Council Transmittal Letter

PROCEDURE

1.  Have a legislative document (a resolution or ordinance) prepared.

NOTE: An interlocal cooperation agreement is not a legislative document. A resolution authorizing the Mayor to sign an interlocal agreement or a memorandum of understanding is necessary for Council action.

a.  See attached COUNCIL TRANSMITTAL for the standardized format of the letter and more information.

b.  Refer to the attached CHECKLIST for recommended action for most issues. Individual departments and/or divisions, such as CED/Planning may have a customized checklist for action to be completed prior to submission of information to the City Council.

c.  Public input, or the public process, is usually recommended prior to submission of the material to the Mayor’s Chief of Staff and the City Council. Ways of getting public input and allowing for public process would be presenting the information to the Community Councils and/or appropriate City Boards and Commissions, holding public open houses or discussion forums, meeting with private organizations such as non-profit or community groups, advertising, and/or posting the information on the City’s web page.  Current Community Council Chairs and contacts for the various boards and commissions can be provided by the Mayor’s office (Holly Hilton). General information regarding the City Boards and Commissions can be found on the Salt Lake City webpage at http://www.slcgov.com/BC/" http://www.slcgov.com/BC/ 

2.  The legislative document (ordinance or resolution) needs to have the stamp of the City Attorney’s Office to ensure that it has been through the necessary legal review. Ordinance changes require two versions – a legislative version, and a clean version. New ordinances and resolutions require only the original version.

3.  When the administrative reviews have been competed, provide the following: the original; a bookmarked PDF of the original; and nine (9) copies without the cover letter (a copy of the cover letter with David Everitt’s signature will be attached to each copy by the Mayor’s office).

a.  Place the PDF (or other electronic documents) in the “Transmittals to Mayor” folder on the L: Drive at L:\Agenda Items\Transmittal to Mayor. If you do not have access to this folder, or if you need help with this process, please contact Holly Hilton, 535-6006.

b.  Deliver copies to the Mayor’s Office Room 306.

c.  Information for agenda items should NOT be delivered directly to the Council Office, unless directed to do so by the Mayor’s Chief of Staff (David Everitt).

d.  The original, the PDF and copies will be delivered to the City Recorder’s office and the Council office by the Mayor’s office.

4.  The items are scheduled for Council discussion as follows:

a.  Agenda dates will be set by the Council only after receipt and review of the paperwork by Council staff. The Chair and Vice Chair will set an agenda date which will then be coordinated with the Administration through the Office of the Mayor. The date of receipt by the Council office does not ensure an agenda date.

The ONLY exceptions are: SID resolutions, which are generally scheduled for a date of adoption in advance of the transmittal, and budget amendments, which are scheduled for a briefing date.

b.  Materials must be completed and submitted to the Mayor’s office 3 WEEKS IN ADVANCE of desired Council meeting date. This allows the Chief of Staff to review the material with the Mayor and make changes, if necessary, and provides the Council office a minimum of 2 weeks for review of materials prior to discussion.

c.  Revisions/responses for agenda items in process may not require the 3 weeks lead time, but they must still be submitted through the Office of the Mayor. This includes revisions or additional information requested by the City Council. This information is not to be submitted directly to the Council office. Coordinate with the Mayor’s office and the Council Staff to get agreement on the date due and what is to be provided. In general, follow-up information must be in the Council office one week before the follow-up discussion or action.

d.  On the rare occasion that an issue would require more urgent consideration, the Council office must receive a request in writing (email is acceptable) from the Chief of Staff to the Council Executive Director. If the request is approved, the Council staff will make the necessary adjustments to the Council agenda schedule based on the needs identified in the request and the direction from the Council Chair and the Executive Director.

ISSUES CHECKLIST

Items to be addressed before submission to City Council (for most issues)

1.   Research on issue

a.  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.

b.  Always check with City Attorney’s office if legal issues are involved

c.  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

§   For grants, work with the Housing & Neighborhood Development Division

§   For City-owned property issues, work with the Property Management Division

§   For a change of use on a property, work with the Planning Division

2.   Timing/Schedule Considerations

a.  Determine whether a deadline exists

b.  Allow a minimum of 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

c.  Allow time as needed for meetings with community groups, mailings, City Board review, and advertising.

3.   Budget Considerations

a.  Determine whether the issue will provide revenue and /or require funding. Determine what the source of the funding will be.

b.  Include the issue in a budget amendment to allocate funds as needed.

c.  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.

4.   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.)

a.  Get input from interested parties and/or those who would be impacted by the change. This could include:

§   City Boards and Commissions

§   Community Councils

§   Community groups affiliated with or affected by the issue, e.g.:

-The Chamber of Commerce

-Vest Pocket Business Coalition

-Downtown Alliance

-Downtown Retail Merchants

-The Road Home

-Crossroads Urban Center

-Housing Authority

-Salvation Army

-Catholic Community Services

-Volunteers of America

-Fourth Street Clinic

-FIDOS

-County Health Department

§   Public open house

§   City web site

§   Channel 17

§   Flyers, signs

b.  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.

c.  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)

5.   Alternative and Recommendation

a.  Several alternatives may exist to address an issue. Discuss the advantages and disadvantages of each alternative, including the identification of any concerns that my have been raised, and how potential alternatives would address the concerns. Meetings with community groups may help identify these concerns and alternatives.

b.  Provide a recommendation to the Council as to the course of action they should consider.

c.  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.

CITY COUNCIL TRANSMITTAL

________________________                                   Date Received: ___________

David Everitt, Chief of Staff                           Date sent to Council: ___________

________________________________________________________________________

TO:   Salt Lake City Council                           DATE:      

        Carlton Christensen, Chair            

FROM:      (Department Head, signature required)

SUBJECT: 

STAFF CONTACT:       (Name, title and phone number of the department representative responsible for briefing the Council and the Mayor.  This person should be available to answer questions prior to and during the Council meeting.)

DOCUMENT TYPE:  (Ordinance, Resolution, etc.)

RECOMMENDATION:  (Action the City Council is being requested to take, e.g. pass an ordinance, approve a resolution to  . . .)

BUDGET IMPACT:        (If the item includes a request for funds, the amount involved and source of funds should be noted.  Where appropriate, a brief statement of the financial impact of the item should be included)

BACKGROUND/DISCUSSION:  (Brief explanation of the origin of the issue, analysis of current situation, alternatives to the recommended Council action which were considered but not recommended, and reasons for the recommendation)

PUBLIC PROCESS:  (If applicable, the boards, commissions, community groups, and others contacted about the proposed recommendation and a summary of their concerns/opinions.)