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Working With City Council Committees
September 24, 2011
Presented by:
Shannon HoppesOffice of the City Clerk
Council and Public Services(213) 978-1050
Council and Public Services
Some responsibilities include:
– Assist in running Council meetings
– Record keepers for Council meetings
– Write reports for Council consideration
– Prepare all Council related agendas
– Receive, process, and refer all incoming
reports
– Record all legislative actions of Council
– Process contracts
– Receive/process all claims2
Presentation Overview
– Legislative Process
– Committees Members and their responsibilities Formation Contacts
– Council File Management System Access Navigate Features
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Presentation Overview
– How to Track Important Issues Early Notification System (ENS) (agenda,
referral subscriptions) Council/Committee Audio/Video on Demand
– Community Impact Statements (CIS) What is a CIS? Why is a CIS important? How does a Neighborhood Council submit a
CIS? Helpful hints
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Legislative Process Motion/department report is introduced/ submitted
President/Clerk sends to appropriate committee(s)
Item processed through City Clerk
Committee holds hearings and forwards to Council with recommendation(s)
Council votes on committee recommendation(s) and Council can:
Approve - City Attorney prepares ordinance
Reject and/or return to committee(s)
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Legislative Process Continued…
Most Council actions require eight votes
Ordinances require 12 votes
If ordinance is not approved with unanimous vote of 12, item is held over for second vote
Ordinances must be signed by Mayor before they become law
Council can override Mayoral veto within 45 days with 10 votes
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Committees Members
– Appointed by Council President
– Up to five members, seven for Ad Hocs
– 15 Standing, 3 Ad Hoc
Responsibilities
– Become informed of City business and oversee functions of City government
– Report information and make recommendations for Council to properly legislative
Formed
– Per Charter
– Typically every odd year by Council President
– By Resolution adopted by Council7
City Council Committees:
http://cityclerk.lacity.org/cps/pdf/clkasgn.pdf
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Council File Management System (CFMS)
What is CFMS?
– Comprehensive, electronic file index of Council Files
– Summary and detail of all legislation considered or acted on by Council
– Contains records of legislation, commendatory resolutions, Council votes, scanned reports/documents
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Access – www.lacity.org
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Access
CFMS
Access –
www.cityclerk.lacity.org
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Features of CFMS
Simple and Advanced search
Reporting capabilities
Hyperlinks within reports
All-in-one viewing
– Council File activity
– Documents linked to file activity
– Council votes
RSS feeds
E-mail notifications 12
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Conduct searches two ways:
Simple and Advanced Search
Access Help info
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Navigate
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Navigate
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Navigate
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Reporting Features
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Reporting Features
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RSS Feed and
Notification
How to Track Important Issues
Use Your Tools/Resources
Access the City’s/Clerk’s websites– Subscribe via the Early Notification System (ENS) to:
Agendas – Council, Committees, Commissions Council Referrals
– CFMS RSS Feeds E-mail notifications
– View calendars and meeting schedules
– Video/Audio on Demand - view past and present Council and Committee meetings
– Subscribe to City Clerk’s Twitter account -http://twitter.com/#!/LACityClerk 22
How to Advocate for
Important Issues
Build a Rapport
– Council Offices
– City Clerk’s Office
– Departments/Commissions
– Other Neighborhood Councils
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ENS,
Calendars,
Agendas,
Council,
Commission,
and
Department
Contact Info
Access –
www.cityclerk.lacity.org
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Audio/
Video on
Demand
Agendas
Various Subscriptions
Via ENS
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CommunityImpact Statements
Official statements and positions adopted by a Neighborhood Council on issues pending before the City’s decision makers
Community Impact Statements can be about any issue for which there is a Council File
Neighborhood Councils can express support, opposition, suggestions, or modifications to and about any matter pending before the City Council, its committees, or City commissions
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A Way to Make Your Community’s Voice Heard
A way for Neighborhood Council’s to weigh in on matters
CISs indicated on official agendas of the City Council, its committees, and City commissions
Permanent part of Council Files
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What are Official Statements and Positions?
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Express the position of a Neighborhood Council as a whole, and should not be used to express personal opinions
Statements accepted from NCs that have governing boards in place, and have voted in a public meeting (in accord with the Brown Act) to approve the Statement or to establish the process for issuing Statements
Either the Statement, or an attachment thereto, should include information about how the Statement was arrived at and approved by the NC. Was the vote by the entire NC, by a committee, or by an
officer authorized by the NC board to take positions?
How to Submit Community Impact Statements
Can be sent to the City Clerk via online, email, mail, fax, or hand-delivery
Online Access– Each NC Board may designate up to 5 individuals who will
have Passwords and IDs to log onto the on-line CIS system.
– All requests for access to the on-line system are handled by staff with Neighborhood Empowerment.
– The on-line log-in can be accessed from through the web page of the Clerk of the City or through DONE’s web page.
All statements MUST contain a Council File number.
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How to Submit Community Impact Statements
Can be sent to the City Clerk via– Internet
http://cityclerk.lacity.org/cis/
Assigned Committee Clerk or [email protected]
– Fax
213-978-1079
– Mail/Hand-delivery
City Clerk, 200 N. Spring Street, Room 395, Los Angeles, CA 90012
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Helpful Hints
Be proactive – form generic statements on specific topics
Email statements directly to City Clerk
No longer 100 word limit to statements
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Using the CIS
Web Service
Using the CIS Web Service
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Using the CIS
Web Service
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Using the CIS Web Service
How To Submit Guide
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CIS Referenced
on Council Agenda
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Sample Statements
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Submitted via Internet
Fax
Submitted via Fax
Sample Letter Accompanying Community Impact Statement
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Resources to Help You Succeed
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Department of Neighborhood Empowerment: http://www.lacityneighborhoods.com. Tel. (213) 485-1360.
City Clerk: http://cityclerk.lacity.org. Tel. (213) 978-1020.
City’s website: www.LACITY.org.
Thank YouFor Getting Involved
In Your City Government
Office of the City Clerk
Council and Public Services Division
Room 395, City Hall
200 North Spring Street
Los Angeles, CA 90012
(213) 978-1133
www.lacity.org
September 24, 2011
Presented and Prepared
by:
Shannon HoppesOffice of the City Clerk
Council and Public Services