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HomeMy WebLinkAboutCouncil Policy No. 100-04 - Prep of CC RA Agency Agendas CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Preparation of City Council/ Policy No. 100-4 Redevelopment Agency Agendas Effective Date: 12/9/86 Revised: 6/24/03 Revised: 9/12/06 Page No. 1 of 4 BACKGROUND The Lake Elsinore City Council meets regularly on the second and fourth Tuesdays of every month. The Council/Agency holds a study session to review the agenda at 4:00 p.m. and public attendance at the agenda review study session is welcome. Closed Sessions are held at 5:00 p.m. While the public may be in attendance during the oral announcements proceeding the closed sessions, the closed sessions are not open to the public. The regular business meeting commences at 7:00 p.m. and is open to the public. The planning, preparation, printing and dissemination of the Agenda for these meetings are ongoing, interdependent activities. A number of timely, coordinated actions must be performed on a weekly basis. To facilitate agenda preparation and avoid delays, all departments must adhere to fundamental format and procedural requirements. PURPOSE The purpose of an agenda is to provide a framework within which a meeting is to be conducted. An agenda should: 1. Set the stage for conducting business. 2. Present items or proposals for Council/Agency Members to consider regarding matters on which action is required. 3. Provide well-organized information for Council/Agency Members to use in making decisions. 4. Facilitate the conduct of business, deliberations and actions of the Council/Agency Members. 5. Provide guidelines which allow for the efficient conduct of meetings. 6. Comply with the statutory requirements as detailed in the Brown Act. POLICY This Policy is intended to guide the preparation of agendas by providing uniform step by step instructions. The steps are not, however, intended to be so rigid as to interfere with the exercise of executive discretion and flexibility when necessary to complete an agenda item which, in the judgment of the City Manager, City Clerk or City Attorney, requires CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Preparation of City Council/ Policy No. 100-4 Redevelopment Agency Agendas Page No. 2 of 4 presentation to the City Council without delay. The specific steps involved in preparing the City Council Agenda are as follows: 1. The first stage of the Agenda preparation actually begins at the Monday morning staff meeting, two weeks prior to regularly scheduled City Council meetings. At this meeting, preliminary agenda planning is accomplished, reports are assigned and respective department input is received. 2. Prior to the next staff meeting, department heads must submit proposed ordinances, resolutions, contracts, agreements and any other legal documents which are proposed for inclusion in the Council agenda, to the City Attorney for review and approval. The report to City Council which accompanies these documents must indicate City Attorney approval. The original and one copy of the legal documents must be included at the time the agenda items are submitted to the City Clerk. 3. At the next Monday staff meeting, one week prior to the regularly scheduled City Council meeting, agenda items are discussed and finalized. Any new items which are deemed necessary for addition to the tentative agenda must be added at this meeting. No additions requiring departmental investigation will be considered after Noon on the Monday prior to the following Tuesday Council Meeting. 4. Pursuant to the Brown Act (See Council Policy No. 200-2), Section 54954.2 provides that the agenda must include a description of each item of business “to be transacted or discussed”. 5. Following creation of the draft agenda, the City Manager shall consult with the Mayor and Redevelopment Agency Chairperson who may both add or delete items from their respective meeting agendas. Additionally, with the approval of the Mayor or Redevelopment Agency Chairperson, an individual Councilmember and/or Boardmember and/or the City Treasurer may add items to their respective agendas. 6. Department Heads will submit approved agenda items, using the approved format, with all exhibits and back-up material to the City Clerk by 8:00 a.m. on Wednesday prior to the City Council Meeting. Each page of the CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Preparation of City Council/ Policy No. 100-4 Redevelopment Agency Agendas Page No. 3 of 4 agenda item will be stamped by the City Clerk (or, at the request of the Clerk, by each Department Head) with “Agenda Item No._______” and “Page No._____of_____”, in the lower right-hand corner. 7. By Wednesday afternoon, the City Clerk will organize the agenda items and present the packet to the City Manager for review. Departments will be notified of any revisions or additional back-up information which may be required. These revisions and/or additional information must be completed and submitted to the City Clerk prior to 9:00 a.m. on Thursday. If this requirement is not complied with the item will be removed from the agenda. 8. On Thursday morning the City Clerk’s Office will prepare the final agenda and print agenda packets. Thursday afternoon, if possible by 5:00 p.m., the agenda packets are available for pick-up by City Council and for distribution to the City Attorney, City Manager, Department Heads and the Press. The City Clerk will post a copy of the Agenda in the locked bulletin board next to the entrance to City Hall. The Agenda for Regular City Council Meetings will include the following: A. Time, Date and Location of Meeting B. The order of business as set forth in City Council Policy No. 200-1 as follows: 1) Call to Order 2) Roll Call 3) Closed Session (5:00 p.m.) 4) Reconvene Public Session (7:00 p.m.) 5) Pledge of Allegiance 6) Invocation/Moment of Silent Prayer 7) Roll Call 8) Presentations/Ceremonials 9) Closed Session Report 10) Public Comments – Non-Agendized Items – One Minute 11) Consent Calendar 12) Public Hearings 13) Business Items 14) Public Comments – Non-Agendized Items – Three Minutes CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: Preparation of City Council/ Policy No. 100-4 Redevelopment Agency Agendas Page No. 4 of 4 15) City Manager Comments 16) City Attorney Comments 17) Committee Reports 18) City Treasurer Comments 19) City Council Comments 20) Adjournment B. A statement that those persons requesting to speak on an agendized item will be allowed to do so at the time the Council considers the item. Requests to address Council should be completed and presented to the City Clerk prior to the start of the meeting. C. A description of each item to be transacted at the Council meeting, reasonably calculated to adequately inform the public. D. Recommend Council Action, if appropriate. 9. Upon posting of the Agenda, the City Clerk shall affix to that agenda an affidavit of posting, declaring the time and place where the agenda was posted. These agendas and affidavits shall be on file in the office of the City Clerk for public reference. 10. Preparation of agendas for the Redevelopment Agency, Public Finance Authority and Recreation Authority are governed by the same procedures as outlined herein. Note: At the discretion of the City Manager, City Clerk and/or City Attorney, urgency items may be processed outside the system outlined in this Policy No. 100-4. Additional clerical procedures relative to the preparation of agenda items are available in the City Clerk’s Office. HISTORY Adopted by Resolution No. ___ 12/09/06 Revised by Resolution No. 99-13 Revised by Minute Action 6/24/03 Revised by Resolution No. 2006-152 9/12/06