§ 2-30. Meeting agendas.

(a)

Agenda development. In order to facilitate the orderly conduct of business, the city clerk shall prepare an agenda for each regular and special council meeting, and each committee meeting, in coordination with the mayor, department heads, and committee chairs.

(b)

Advancing agenda items.

(1)

A council member may request an item be considered on a future agenda either by making a request at a regular council meeting, or committee meeting, or by contacting the mayor or city clerk. Items may be added to committee meeting agendas by majority vote of the committee.

(2)

Department heads and staff may request an item be considered on future agendas by submitting their request to the city clerk. As needed, the city clerk will consult with the mayor before taking matters to the full council for consideration. Staff reports shall be in a standard format approved by the city council.

(3)

Ordinances and resolutions may be requested for placement on the regular council agenda by corporate counsel.

(4)

A member of the public may petition for an item to be placed on a future agenda while addressing the city council during a regular meeting, or by submitting a written request to the city clerk's office by mail or personal delivery. Upon receipt, the request will be reviewed by the chairman of the finance and safety services committee and the chairman of the public services committee. Upon approval by both chairman, the request will be submitted to the mayor to approve or deny the request. In order to allow sufficient time to review and research the proposed agenda item, the request should be submitted at least 15 working days prior to the meeting for which the item is requested to be placed on the agenda. Once a request has been approved, the city clerk's office will notify the requestor and invite their attendance at the scheduled meeting.

(5)

Emergency items may be added to an agenda in accordance with state law. Emergency items are only those matters immediately affecting the public health, safety and welfare of the community, such as widespread civil disorder, disaster, and other severe emergencies. The reason for adding an emergency item to the agenda shall be announced publicly at the meeting and the issue shall be included in the minutes of the meeting.

(c)

Agenda timeline. The following timeline has been developed by the city clerk's office to ensure timely distribution of regular council and committee meeting agendas and, when available, supporting documentation. Staff reports are required for most agenda items and must submitted to the city clerk for review by 1:00 p.m. Friday for regular council and committee meetings scheduled for the following Monday. For Wednesday meetings, staff reports must be received by the city clerk by 1:00 p.m. The city clerk's office will post agendas and meeting packets on the city's website at least 48 hours prior to a scheduled meeting. The city council will be notified by email with agendas and meeting packets. The addition of last minute agenda items is discouraged, unless of an urgent nature, which will be determined by the mayor.

(Ord. No. 6334, § 2, 12-26-2018)