HomeMy WebLinkAboutCity Council Policy for Timeline for City Council Agenda Ite3 n
CITY OF HUNTINGTON BEACH
City Council Interoffice Communication
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To: Honorable Mayor and City Council Members o
From: Jill Hardy, City Council Member =_ -
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Date: March 10, 2003 —
Subject: H-ITEM FOR MARCH 17, 2003, CITY COUNCIL MEETING- y=;
REQUEST FOR COUNCIL APPROVAL OF MODIFIED TIMELINE= _T
FOR COUNCIL AGENDA SUBMITTAL w �,
STATEMENT OF ISSUE:
There has been some concern about the City Council receiving the agenda packets too
close to City Council Meetings. The agenda packets are typically delivered Friday
evening before the meeting. There are two main reasons why receiving the agenda
packets on Friday evening are a problem. First, there is not enough time to properly
review the agenda packet and contact staff about any questions. Second, it is difficult
for some members of the public to obtain an agenda packet on Friday evenings. Those
members of the public would then have to wait until Monday to obtain an agenda
packet, review it, and contact the City Council and city staff about their comments and
questions.
RECOMMENDED ACTION:
Approve a motion that will establish a City Council policy requiring the /w'require
cket to
be delivered to Council Members, departments, and available to the per than
5 p.m. on the Wednesday before the Monday City Council Meeting. T
that all staff and Council Members submit their items for the agenda tolerk no
later than 5 p.m. on the Wednesday before the Monday Agenda Revie of 9- f14e -
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ANALYSIS: "H'' yf�•ns sh��l be due, byf/,f/lo;�(f�Ct� r2ena, NEE.f� ouu.i rr,Pariy
-4a!(,n7 o/) H /1OI d4Y 5.A4// haue fh¢ Subm�bh, (chi /�n�G -R- dacp 'me c%!
This policy allows the City Clerk four working days to prepare the agenda and
supporting material for printing.
The City Clerk shall submit the finished agenda at the Monday Agenda Review Meeting.
Revisions to the agenda and staff reports and deletion of agenda items may be
directed. No additional agenda items may be added.
Any final changes to the agenda that were proposed at the Agenda Review Meeting
must be submitted to the City Clerk by 10 a.m. on Tuesday morning.
xc: Ray Silver
Connie Brockway
Bill Workman
►-
CITY OF HUNTINGTON BEACH
Interoffice Communication i—iUtd ;c? r
1003 N.-AR I -i I ✓' L,
To: Ray Silver, City Administrator
From: Elaine Kuhnke, Senior Administrative Analyst jam ',YL�
Date: March 17, 2003 620 asvu3,�.
Subject: REVISED RCA SUBMITTAL SCHEDULE
Based on the timeframes specified on the H-item submitted by City Council Member Hardy, a new
agenda deadline schedule will need to be implemented. Essentially, the H-Item calls for packet
distribution on the Wednesday before each City Council meeting with all items being due to the
City Clerk's office two Wednesday's before each meeting (including Council H-Items).
Since the current agenda deadline schedule calls for items to be submitted to the City
Administrator's Office two Wednesday's before each meeting (the day items are now proposed to
be due to the City Clerk), the RCA deadline schedule will need to be advanced by at least one day.
However, in order to provide more review time for Administration, it is proposed that items be due
two days prior to the due date to the City Clerk's Office. This means that items will be due to the
City Administrator's Office two full weeks prior to the meeting date. The proposed deadline
schedule is shown below, along with an example for the April 21, 2003 meeting.
Citv Council Meetina: Proposed Aaenda Deadlines
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All Items (+ncludiag -keme) submitted to City Administrator - Two Mondays before, 5 pm
CityAdministrator Approves/Forwards all Items to City Clerk - Two Wednesdays before, 5pm
Agenda Review — Draft Agenda prepared by City Clerk - N Monday before, 4 pm
Changes to previously submitted Agenda Items - aw- Tuesday before, 10 am
Delivery of City Council Packets - Wednesday before, 5 pm
Council Meetina: Example for ADril 21. 2003
(.aa/
Mon. April 7 - 5 pm - All items due to City Administrators Office (includ&g-H-items
Wed. April 9 - 5 pm - City Administrator approves/forwards items to City Clerk's Office
Mon. April 14 - 4 pm - Agenda Review with Draft Agenda prepared by City Clerk -411 a-W" 1-+r"'s �
Tue. April 15 - 10 am - Corrections/Revisions to Previously Submitted Items
Wed. April 16 - 5 pm - Delivery of City Council Packet
` .rEVISED RCA SUBMITTAL SCHED - LE 3/17/2003 Page 2
According to the H-item, the practice of adding late items at Agenda Review when approved jtheCity Administrator will no longer be possible. No criteria or procedure was given for acceptinitems. With respect to late items, public hearings and intergovernmental items may be of theconcern since these can be delayed due to reasons outside of our control or due to an urgen
previously unknown need for action.
In addition to advancing the schedule for submittal of RCA's to the City Administrator's Office, the
schedule for submitting RLS's and FIS's will need advancing pending consultation with department
heads, as well as the schedule for City Council Presentations and department PowerPoint's.
xc Bill Workman " rn ohcvi
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Brockway, Connie
From: HB Tomorrow [hbtomorrow@att.net] �` Q
Sent: Saturday, March 15, 2003 3:34 PM f1 U N I I C�J � i to C f 1, C A
To: HB City Council
Cc: HB City Clerk 1003 MAR I � .4 I1: 00
Subject: City Council agenda availability
Huntington Beach Tomorrow supports the recommended action to make agendas
available by 5 p.m. on the Wednesday prior to the City Council meetings.
However, we are concerned that this action will increase the number of new
items and other staff reports being submitted as late communications. The
public does not have an opportunity to review these late communications.
Please limit late communications to public comments pursuant to the Brown
Act and require Mayor and Mayor ProTem approval of items submitted after the
agenda submittal deadline.
Ed Kerins
President
Huntington Beach Tomorrow
at& cati o rt,