CC 04-02-2025 Item No. 9. City Council Special Projects Policy_Supplemental Report1
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: April 2, 2025
Agenda Item #9
Subject
Consider the adoption of a City Council Special Project Policy
Recommended Action
Adopt Resolution No. 25-XXX approving the City Council Special Project Policy
Background:
Staff’s responses to questions received from councilmembers are shown in italics.
Q1: The staff report states "Special Projects are defined as one-time, staff-initiated projects
that require City Council approval due to the need for budget appropriations that exceed
a department’s base budget." What is the current budget appropriation authority of each
department, without council approval? What is the current budget appropriation authority
of the City Manager, without council approval? (Mayor Chao)
Staff Response: All budget appropriations are approved by the City Council when the budget is
adopted. Carryover appropriations carryover the Council authority into the new fiscal year for
projects or purchases that were not completed in the fiscal year they were approved. Each
department’s appropriation authority is the amended budget approved and adopted by Council.
City Manager cannot appropriate new funds, they only have the authority to reappropriate funds
within a given department and in the same fund. See page 99 of the FY 2025-26 Budget under
financial policies, Annual Budget Process, Amendments for City Council and City Manager and
Department Head authority:
2
Q2: The staff report states "In instances where there are sufficient budget appropriations
the City Manager must request City Council authority in the form of a consent agenda item
to reappropriate the funds as a special project."
For example, the Budget Format Review project, where a consultant was hired to review
the budget format. Would that be considered a Special Project? Since the funding for the
project seems to come the vacant Budget Manager position, would that be put on the
council agenda since it is a reappropriation of fund? (Assuming that the amount is large
enough to require council approval as an example. Or you could suggest other better
examples) (Mayor Chao)
Staff Response: Under the new Special Project policy, if approved, this special project would now be
presented to the City Council for approval as a consent item.
Q3: The staff report states "Special Projects are defined as one-time, staff-initiated projects
that require City Council approval due to the need for budget appropriations that exceed
a department’s base budget." What category would be the staff-initiated projects which do
not require city council approval? How do we get visibility into such non-special projects?
(Mayor Chao)
Staff Response: Under the new Special Project policy, if approved, these special projects would now
be presented to the City Council for approval as a consent item. Transfers within the same fund
would be the only items remaining. Transfers are reported on a quarterly basis as part of the
quarterly financial reports.
Attachments Provided with Original Staff Report:
A – City Council Special Project Policy
B – Draft Resolution