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