To ask or not to ask? To ask or not to ask? (January 24, 2003)

After two items pulled due to questions, Palo Alto council members hotly debate how to handle large requests of staff

by Bill D'Agostino

How should staff deal with council members who ask lots of questions?

That's the issue the Palo Alto City Council grappled with during an antagonistic Tuesday meeting that illuminated the philosophical split between the increasingly cantankerous council members.

Some members believe that Councilwomen Nancy Lytle, Hillary Freeman and Yoriko Kishimoto are wasting staff time by asking questions about simple matters. The three, however, say they only seek facts to make informed decisions and question staff presumptions.

The argument ignited Tuesday evening because city staff made a last-minute switch and took two items off the meeting agenda after council members asked a plethora of questions.

Councilman Jim Burch said the questions were preventing the rest of the council from moving forward on matters they were ready to decide.

"If anything makes us look dysfunctional, it's this type of goings on," Burch said "I don't like to see it. A council member who has concerns should express it in his vote."

As a result of one set of questions about the selection of a manager for the city's golf services, city staff is going to spend 15 to 20 additional hours finding the answers, Assistant City Manger Emily Harrison told the council.

"We, as a council, have to take control of this," Councilman Jack Morton said.

Councilwoman Hillary Freeman admitted she was one of the council members who asked questions about the two items. "I ask a lot of questions," Freeman said.

But Freeman said she never intended for the items to be taken off the council's agenda for the evening. The council member also contended she only wanted answers to questions if they were available.

Both items were placed on the council's "consent calendar," meaning staff expected them to be approved without any discussion.

Nancy Lytle asked why staff made the "entirely unusual" move of rescheduling the two items at the last minute. "I've never seen that done in all my years," she said.

"We do it all the time," City Manager Frank Benest replied.

A committee is in the process of writing council protocols, part of which will deal with how staff should handle this very type of situation, Councilwoman Judy Kleinberg said.

But Councilman Jack Morton wanted the council to amend its policies that evening to place all large requests for staff time before the entire council. Mayor Dena Mossar said such a change needed to be formally placed on the council's agenda before they voted on it.

"It is not legal nor is it prudent for us to go there," Mossar said.

Benest tried to bring the discussion to a conclusion by saying the staff would bring any requests for new information to the full council for authorization.

"You do not have council direction with how to handle that," Mossar responded in frustration. "I just want to express that I'm really uncomfortable about this on-the-fly solution."

E-mail Bill D'Agostino at billd@paweekly.com A version of the story appeared Wednesday on paloaltoonline.com