HomeMy WebLinkAboutAgenda Report - March 5, 2003 I-0211�� JURM3 VIM'—
MEETING DATE-, March 5, 2003
RIX
RECOMMENDED ACTIOW That the City Council review and take action, it necessary,
regarding frequency and scheduling of City Council meetings and
informal informational "Shirtsleeve" sessions.
BACKGROUND INFORMATIOW During the January 14, 20 "Shirtsleeve" Session, the City Council
discussed the frequency and schedule of Council meetings
(Attachment "A"). Information presented by staff included a survey
conducted by the City Clerk's Office (Attachment "13") with additional comments from the City
Manager and City Attorney. The overall discussion was initiated as a response to recent Council
meetings concluding after 2:00 a.m.
In an effort to ensure that City business is conducted in a timely and open manner, Council should
consider the following options,
1. Keeping the present schedule
2. Beginning the Council meetings earlier (i.e. 5,30 p.m.)
3. Eliminating the Tuesday morning informal informational "Shirtsleeve" Sessions and
initiating weekly evening Council meetings
4. Scheduling the "fifth" Wednesday of the month as an extra Council Meeting
5. Scheduling " Shirtsleeve' Sessions prier to the regular evening Council meetings
6a Scheduling "Shirtsleeve" Sessions on an "as -needed" basis
it is staff's recommendation that the City Council maintain the current schedule of twice -monthly Council
meetings and weekly "Shirtsleeve" Sessions. Additionally, staff recommends that Council recognize that
"Shirtsleeve" Sessions are important for the City Council to develop a base of knowledge prior to regular
Council meetings.
Funding: None
Attachments
APPROVED,
/11;1a ny C. Keeler da t Seeler
D 0 v v
putCity Manager
H. Dixon Flynn --
LQpI CITY COUNCIL -MEETING SCHEDULE
TOPICS FOR DISCUSSION E��A
3
Marttime than
If rli -r, should Closed Sessions be held prior to or after the
regular rti`
beginExample: If regular meetings
r
neld prior to the meeting would begin at 4:00 or 4.30 p.m.
Weekly meetings?
If so, there are four months out of e year fiveT ,
shoUd weekly meetings be limited to 4 times a month?
If regular meetings are held each week, should Shirtsleeve Sessions
be eliminated?
Should Shirtsleeve Sessions be held each week i*R scheduled on as
ij as needed" basis?
Start time chap
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Suggestion: "Study Sessire„
staffIf meeting frequency increases — in an effort to conserve
changedshould the minute preparation style be action
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QUeSfion: What approach Claes your city use to most gff�ctively and efficiently do the
0",'s business, including special sessions for items like the budget?
Merced.*,
Regular meetings: meet twice a month beginning at 7:00 p.m.
Closed sessions: held as needed from 6.30 p,m- to 7.00 p.m. and continued after regular
meeting if necessary
Study sessionw. held at 5:30 p,m. to 6:30 p,m, before council meeting
Regula ° meetings: tweet twice a month beginning at 7:00 p.m.
Closed sessions. as required begin at 6.00 p.m, or 6:30 p.m. ahead of regular meetings
Study sessions: begin at 6:00 pm, before regular meetings as needed
Budget sessions: held on the 2" 4' Monday (alternate Mondays of regular meetings)
starting at 6.00 pm, budget document presented to Council three weeks before adoptions
council members are provided a matrix to eater questions on and. staff responds with
copies to all council members, City Manager's informal verbal discussions with
individual council member's are summarized in written memo to all council members.
Matrix and memo are discussed at budget meetings
M-odesto:
Regular meetings: three times a month beginning at 5313 p.m.
Closed sessions: held ahead of regular meetings gs beginning at 4.30 pm, during council
dinner
Study sessions® Council has four council sub -committees (Finance, Audit, Economic
Development or munity & Safety) with three council members on each committee
(any council member can attend committee meetings and often do) that meet at 5:30 p.m.
as independently scheduled. Good public attendance averages 6 to 30 people=
Budget. presented to council in April and adopted two months later.
sho-ektow.
Regular meetings. wets 4/5 times a month (every Tuesday) beginning at 5:30 p.m.
(council dinner from 5:00 p.m. to 5:30 p.me) meetings usually end at 10:00/11:00 p,m,
Closed s s to : held prior to 5:00 p.m. time adjusted as needed
l ; , ssio : Study session on iron -action items held from 7:30 a.m.. to 9:00 am
about ten times a year.
Budget. tentative budget out in February for Mayor's recommendation, final to Council
May 1, and adopted May 31 after three to four special sessions.
City L"ourl.dl I"a erfings/Business (syh) 214103