Agenda Memo

City of Boulder City Council Agenda Item Meeting Date: November 20, 2025 Agenda Title Consideration of a motion to amend the Council Rules of Procedure Sec. II. Communication with Council, Sec. III. Agenda, Sec. VII. Procedure in Handling Ordinances, Resolutions and Important Motions, Sec. XIII. Council Member Appointments, and Sec. XV. Declarations and Resolutions.

Staff Contact • •

Teresa Taylor Tate, City Attorney, City Attorney's Office Nuria Rivera-Vandermyde, City Manager, City Manager’s Office

Draft Motion Language Staff requests council consideration of this matter and action in the form of the following motion: Motion to amend the Council Rules of Procedure Sec. II. Communication with Council, Sec. III. Agenda, Sec. VII. Procedure in Handling Ordinances, Resolutions and Important Motions, Sec. XIII. Council Member Appointments, and Sec. XV. Declarations and Resolutions.

Executive Summary The purpose of this item is to incorporate proposed process improvement amendments to the Council Rules of Procedure as recommended by the Council Process Working Group and discussed by the full council on September 25th and October 16th. Procedure changes relate to CAC submission guidelines and CAC scheduling appeals, declaration procedures, and Hotline usage. Additionally, minor procedure cleanups

related to council committee appointments have been included for administrative ease due to the timing of this item.

Council Action Options Option

Outcome

Approve motion language as drafted

If the amendments are adopted, they will go into effect immediately.

Define and adopt a modified motion

Council would need to define any modifications or amendments to the council rules of procedure. This will likely require staff to bring back an amended version on December 4th, 2025.

Deny the motion or take no action

The amendments would not pass and would not be incorporated into Council Procedures.

Refer back to staff

If council refers this item back to staff, it will need to provide specific direction for further amendments.

Alignment with City Plans and City Council History Sustainability, Equity, and Resilience (SER) Framework and Citywide Strategic Plan Alignment SER Framework Goal Area This item connects to Responsibly Governed. It is a way for city staff and council to continue to look at ways to conduct the business of the city efficiently while providing a positive customer experience to community members. Citywide Strategic Plan This item connects to Strategy 12—Implement organizational and financial best practices to continuously improve asset management, customer experience, and project and program performance—by continuing to explore and implement improvements to council operations, meeting organization, and council member communications with each other, city staff, and community members. Staff Notes The proposed amendments are intended to accomplish the will of council to update council rules of procedure and for these changes to take effect prior to the swearing in of the new council following the November 4, 2025, municipal election.

Alignment with Additional City Plans This item is anticipated work by the city attorney as part of ongoing council legal support.

City Council History On September 25th, 2025, council discussed procedure changes related to CAC submissions, declarations, and Hotline use. The study session summary for this item is available here: September 25th, 2025, Study Session Summary regarding City Council Process Improvement Working Group Updates. On October 16, 2025, council discussed internal committee charters during an item titled “City Council Committee Charters Review and Discussion” under Matters from the City Manager. The memo for that item can be found here: October 16th, 2025, Agenda Memo regarding Council Committee Charters. One of the minor procedure updates in Attachment A - Proposed Amendments to Council Rules of Procedure references the existence of committee charters, though the charters themselves will be maintained in the City Council Resource Library and City Council Member Handbook. In Attachment B – Revised and Finalized Intergovernmental Affairs Committee Charter, staff provide the requested update to that charter, and in Attachment C – Revised and Finalized Boards and Commissions Committee Charter, staff provide the requested update to that charter. Council indicated agreement with the verbiage of all other charters, which are included alphabetically in Attachments D-I for reference.

Analysis The Council Process Working Group recommended these amendments, which the full council considered through various engagement efforts with the Process Working Group and through formal meeting items. The proposed amendments update CAC submission guidelines, create a CAC scheduling request appeal process, make various changes to administration of the declaration program, clarify the role of Hotline and how it should be used, reference the newly created council committee charters, and make minor procedural clean-ups to Sec. XIII. Council Member Appointments.

Equity Analysis Staff provided equity considerations related to the declaration program in the September 25th, 2025, Study Session Memo regarding the City Council Process Working Group Follow-up Conversation. Otherwise, an equity analysis was not necessary for this item.

Climate, Resilience, and Sustainability Considerations This item does not impact climate, resilience, or sustainability considerations.

Community Engagement There was no community engagement process associated with this item.

Workplan Considerations This work aligns with the 2024-2025 council priority on the Council Process Working Group, and routine council procedure changes are anticipated by the City Attorney’s Office in their annual work planning efforts.

Next Steps for City Council There are no next steps for this item and no related agenda items.

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Attachments Attachment A – Proposed Amendments to Council Rules of Procedure Attachment B – Revised and Finalized Intergovernmental Affairs Committee Charter Attachment C – Revised and Finalized Boards and Commissions Committee Charter Attachment D – Finalized Council Audit Committee Charter Attachment E – Finalized Council Charter Committee Charter Attachment F – Finalized Council Employee Evaluation Committee Charter Attachment G – Finalized Council Engagement Committee Charter Attachment H – Finalized Council Retreat Committee Charter Attachment I – Finalized Financial Strategy Committee Charter