Policy and Services sends council referral procedure back to staff for research on simpler process

The Policy and Services Committee on Tuesday directed staff to research alternative procedures for council members to make referrals to staff, including lighter‑weight options in place at other agencies, and to report back with examples. The committee did not adopt a new referral mechanism; instead it voted to continue the matter while staff gathers comparative practices.

Deputy City Manager Chantal Cotton Gaines explained the item originated from a council referral seeking an alternative to the existing colleagues memo process, which requires multiple sponsors and a formal memo. Cotton Gaines said staff included background on the colleagues memo in the packet and invited the committee to consider whether a simpler referral protocol should be recommended to council.

Council members raised two competing concerns. Some members said the current process can be cumbersome and limits an individual council member's ability to put items on the agenda. "It shouldn't be so hard for anything," Council Member Tanaka said, describing the multi‑sponsor requirement as a practical hurdle. Other members urged caution, noting staff capacity and the risk of diverting resources from approved priorities; one member said ad hoc, ad‑hoc referrals could create unanticipated workload for multiple departments.

The committee asked staff to check practices in nearby jurisdictions (Mountain View was suggested) and to return to Policy and Services with examples and recommended language. The motion to continue and request staff research passed unanimously and will be returned to the committee with comparative examples and draft language.