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discussion to determine if they were high enough priorities to be in the Workplan (likely at the expense of currently recommended items). The reason this Workplan is so much larger than the previous one is first, because it is a two-year plan and second, the staff included everything that it could think of, that takes months or quarters to complete. Although many day-to-day operations such as issuing permits or processing entitlements were not included, large operational efforts such as the budget, audit, and sizable CIPs were included because of the allocation of staff and budget resources necessary. Given the number of priorities, this year's Workplan is very comprehensive and reflects the staff's full capacity. The staff made every effort to reduce the Workplan but in the end the proposed Workplan was considered the highest priority and reflects the collective vision of what needs to be done. Any significant changes or additions to the Workplan will need to include reprioritization and potentially the addition of staffing and budget resources. It should also be noted that the proposed Workplan will also need to be budgeted and during that time if the Council or staff feels we need to reduce the Workplan due to budget constraints that may come to light later in the year. In late 2023 the committees all provided their goals for the next two years and those lengthy conversations by and with the committee resulted in a list of projects that every committee wanted to accomplish over the next two years. In reviewing the list of projects, staff attempted to accommodate as many of the projects as we could with respect to staff constraints and capacity. The comprehensive list of committee projects includes all projects adopted by the 12 committees and commission, assembled, and presented to the Council at the January 11 meeting. Over the course of several months staff met with every committee chair and Council liaison to review their specific goals and how they fit into the entire Workplan. The entire list of committee goals has been color coded to include projects incorporated into the proposed Workplan, projects that the committees have been asked to take the lead on, as well as what projects were not on the Workplan this cycle. The committees have all had a chance to voice their perspective and have come to some level of consensus with the staff and the Council liaison. In some cases, the committee has or may ask the Council for more resources. In those cases, the Workplan will need to be reprioritized and additional staff and funding may be required. At this point the entire Council, commissions, and committees have seen and added feedback on the Workplan. The staff is prepared to present the Workplan to the Council at the January 23rd meeting and make any changes or reprioritize as identified by the Council prior to proposed adoption in February. In light of the need for flexibility and for the committees to be heard, a new process is being recommended for bringing items forward outside of this formal goal setting process. If a committee (or a Council member) wants to add a new work item, they can have it added to a Council agenda; Council will first decide if it is worthy of consideration and if a majority agrees, then staff would return at a future meeting with a follow up report outlining the implications of adding the new item (deleted or deferring an existing one, additional resources, etc.). 4 City Council Special Meeting Minutes January 23, 2024