HomeMy WebLinkAbout10/11/1988, 4 - AGENDA PREPARATION PROCESS MEMORAP&UM
City Of s, lws OBISPO
990 Palm Sheet�Bax 8100•San Luis Obispo,CA 93403.8100
TO City Council METE ITEM
AGENDA
FROM Toby Ross and Pam s Qn I L ��EM
SUBJECT Agenda Preparation process DATE 10/5/88
Attached is a memorandum sent to the Management Team reflecting current
and proposed agenda deadlines.
This was discussed by the Management Team at its meeting of 9/22/88 and
approved. This will necessitate some changes to the process which we can
discuss at Tuesday's meeting. If you have any comments or concerns, please
give Pam or I a call.
PV/bja
Attachment
Please bring with you to Mgmt. 'ream MeetiU. T_Ursday.
DRAFT
September 21 . 1988
TO: Management Team
VIA: John Dunn, City Admin.istrative Officer
FROM: Pam Voges, City Clerk
SUBJECT: Council Agenda Report Deadlines
In order to comply with the City Council 's request last Tuesday to receive
their agenda packets one week prior to the scheduled Regular Meeting, the
following outlines current and proposed time frames for agenda close:
CURRENT
9:00 A.M. Monday (8 days before Council meeting) to City Attorney
1:00 P.M. Monday (8 days before Council meeting) to CAO
12:00 Noon Tuesday (7 days before Council meeting) to City Clerk
5:00 P.M. Thursday (5 days before Council meeting) to City Council
PROPOSED
11 :00 A.M. Thursday ( 12 days before Council meeting) to City Attorney
9:00 A.M. Friday (12 days before Council meeting) to CAO
9:00 A.M. Monday (8 days before Council meeting) to City Clerk
5:00 P.M. Tuesday (7 days before Council meeting) to City Counci
Given this reduced time frame both for receiving written staff reports and
less time to turn out a final packet, items that are received late will
be: 1) pulled or, 2) if a public hearing, an insert will be provided in
the agenda packet explaining that the item was unavailable and will be
sent out under separate cover. The Council may ,then choose to discuss
this item or continue it to a future meeting.
We understand this will necessitate some scheduling changes -for staff- and
apologize for any inconvenience this may cause.' Please contact John or
myself if, for some reason, this schedule cannot be accommodated. If you
have any positive suggestions to share, please do.
In order to prepare the preliminary agenda summary (yel4ow) , please call
any potential agenda item in to Becki or Kim in the Clerk's Office as soon
as you are aware of it, but no later than 14 days prior to the next
regularly scheduled Council meeting. Thank you again for your
cooperation.
PV:klc
DATE: /
PLEASE FORWARD CON' rED LIST TO THE CITY
CLERK'S OFFICE PRIU.. TO MGMT. TEAM REVIEW
PRELIMINARY CITY COUNCIL AGENDA LIST
FOR
(Meeting Date)
Hearing Staff
Cons/Bus Subject / Recommendation Dept. Head nprq
1041-3
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y of SM W is OBISPO
990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
DATE: October 11 . 1988
TO: City Council
VIA: Toby Ross . Assistant t Administrative Officer
FROM: Pam Voges, City Cler
SUBJ: Agenda Preparation and D adlines
The following briefly outlines the agenda process for assembling and
distributing a Council agenda. This may be of- help to you as you review
the new agenda deadlines:
1) Proposed items called into the City Clerk's Office by the
department head or his/her designee;
2) Joint review by the Mayor, CAO, City Attorney and Clerk. This
meeting is designed primarily to determine public hearing and
business item placement (15 days prior to Council meeting) ;
3) Preliminary agenda distributed and discussed at staff agenda
review meeting (14 days prior to Council meeting) ;
4) Clerk advertises public hearings (13 days prior to Council
meeting) ;
5) Departments prepare staff reports ;
6) All staff reports and related agenda material due in the City
Attorney's Office (Thursday. 11 :00 a.m. , 12 days prior to Council
meeting) ;
7) All staff reports and related agenda material due to CAO (Friday,
9:00 a.m. , 11 days prior to Council meeting) ;
8) Corrections or changes requested by City Attorney or CAO made by
Departments or Administration;
9) All staff reports and related agenda material due in Clerk's
Office (Monday. 9:00 a.m. . 8 days prior to Council meeting) ;
10) Agenda packets assembled and placed in City Council boxes
(Tuesday, 5:00 p.m. , 7 days prior to Council meeting) .
RECEIVED
OCT 11 1 M
CmCLEwc
SANLUISOO M.CA
Agenda Preparation and Deadlines
October 11 , 1988
Page 2
Materials from the public, received after the Council has received their
packets will be stamped with the agenda item number in the upper
right-hand corner, date and time stamped, three-hold punched, and placed
in your "red hot" file folder .
A full week between distribution of the agenda packets and the Council
meeting may increase the number and length of follow-up materials from the
public, Council and staff.
If you have any additional suggestions, please let us know.
c: John Dunn
Roger Picquet
PV:klc