HomeMy WebLinkAbout2011-10-11 CC Item No. 11CITY OF /GMs
LSI IyOIZ_E
LAKE
DREAM EXCREME
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: OCTOBER 11, 2011
SUBJECT: 1. CONSIDERATION OF NEED FOR AGENDA REVIEW
STUDY SESSIONS PRIOR TO REGULAR CITY COUNCIL
MEETINGS; AND
2. CONSIDERATION OF CANCELLATION OF SECOND
COUNCIL MEETINGS IN NOVEMBER AND DECEMBER,
2011
Background
Pursuant to City Council Policy No. 200-1, Section 2.4, the "Council may meet
informally in Study Sessions (open to the public), at the call of the Mayor or of
any three members of the Council, to review forthcoming programs of the City,
receive progress reports on current programs or projects, or receive other similar
information from the City Manager or other appropriate parties, provided that all
discussions and conclusions thereon shall be informal...."
Beginning in 2001, the City Council has conducted a standing study session held
at 4:00 p.m. on the second and fourth Tuesdays of each month in conjunction
with the regular City Council meetings. This agenda review study session was
initiated to allow Councilmembers and the public to ask questions and/or request
additional information regarding the agenda from City staff and to allow staff time
to gather follow-up information prior to the commencement of the regular City
Council meeting at 7:00 p.m. The objective was to ensure that the City Council
had the information necessary to deliberate and take action, thereby mitigating
the need to continue agenda items.
AGENDA ITEM NO. 11
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Consideration of Scheduling of Study Sessions and City Council Meetings
October 11, 2011
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Recently, these standing study sessions have become increasingly abbreviated
and there is a concern that having a standing study session for agenda review is
no longer an efficient use of Councilmember and City staff time.
As an additional matter, the City Council is requested to consider cancelling the
November 22, 2011 and December 27, 2011 regular City Council meetings in
light of the proximity of those meeting to the holidays.
Discussion
1. Aoenda Review Studv Session
At the regular City Council meeting of September 27th, the study session lasted
only 10 minutes. This has been a developing pattern, especially when the City
Council agenda is light, and there is a concern that the standing agenda review
study sessions are no longer necessary and are an unproductive draw on
Councilmember and City staff time.
The cancellation of the standing agenda review study session would not preclude
future study sessions in advance of a regular meeting agenda. Pursuant to
Council Policy 200-1, "Upon the request of any Councilmember or at the
discretion of the City Manager, any new items, policies or issues shall first be
scheduled on a Study Session Agenda before being placed on a regular agenda
for City Council action." Accordingly, a study session could be reinstated for
purposes of reviewing the regular meeting agenda on an "as needed" basis.
In keeping with the objective of minimizing the need to continue agenda items by
ensuring that City Council members have the information they desire to
deliberate and take action, individual City Council Members are encouraged to
make such requests directly to the City Manager in advance of the regular City
Council meetings.
2. Meeting Cancellation
A separate request was made for City Council discussion of possibly cancelling
the meetings of November 22, 2011 and December 27, 2011. Many local
governmental agencies cancel regular public meetings during the holidays due to
traditionally lighter agendas and the competing scheduling demands during those
time periods.
The City Council is requested to consider cancelling the November 22nd meeting
during the week of Thanksgiving.
The December 27th meeting also falls within an active holiday period. Because
this time is typically subject to vacations and a slowdown in City business, it is
suggested that the City Council also consider cancelling this meeting.
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Consideration of Scheduling of Study Sessions and City Council Meetings
October 11, 2011
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Should an emergency occur necessitating a meeting of the City Council, a
special meeting can be called with only 24 hours posting notice to the public in
order to address any City business.
Fiscal Impac
While there is no direct fiscal impact, the cancellation of the standing agenda
review study sessions will assist in more efficient use of City Council and City
staff time to devote to other pressing matters and in preparing for the Regular
City Council meeting.
Recommendation
It is recommended that the City Council:
1. Discuss the necessity of continuing to hold standing Study Sessions for
agenda review purposes; and
2. Discuss the possible cancellation of the regular City Council meetings of
November 22, and December 27, 2011.
Prepared by: Barbara Leibold
City Attorney
Virginia J. Bloom
City Clerk
Approved by: Robert A. Brady]
City Manager
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