TO: CITY COUNCIL MEMBERS

FROM: MAYOR PETER C. GARDINER

DATE: DECEMBER 16, 2003

SUBJECT: AGENDA FORMAT: PROPOSED REVISIONS

RECOMMENDATION

Consider the proposed changes to the agenda format for a trial period.

BACKGROUND

At the December 2^nd City Council meeting, I requested that Council Members consider some revisions to the format of the agenda. The following table shows the current and the proposed agenda format to be tested for a trial period. The goal is to have most council meetings conclude by 10:00 PM while allowing sufficient time for adequate, focused discussion and to provide for and welcome input from the public. At the conclusion of the trial period, we will solicit comments about the new format and decide whether or not to continue the new format, make additional changes, or revert to back to the current format. Additions or changes are noted by underlining in the proposed column:

CURRENT FORMAT

PROPOSED TRIAL FORMAT

6:00 P.M. CLOSED SESSION. 7:00 P.M. REGULAR SESSION CALL TO ORDER: ROLL CALL FLAG SALUTE: MAYOR’S ANNOUNCEMENTS: RECYCLE DRAWING: APPROVAL OF AGENDA: APPROVAL OF CONSENT CALENDAR: PUBLIC HEARINGS: REGULAR BUSINESS: CITY COUNCIL ORAL REPORTS: (At approximately 8:30 P.M.) (This section designated to oral reports from council members to report on their Council assignments.) PUBLIC COMMENTS: (At approximately 8:40 P.M.)(This section of the agenda is for audience comments for items NOT on the agenda.) CLOSED SESSION REPORT: ADJOURNMENT: Adjourn to a time and place specific only if the Council wishes to meet prior to the next Regular City Council meeting.

6:00 P.M. CLOSED SESSION. 7:00 P.M. REGULAR SESSION CALL TO ORDER: ROLL CALL FLAG SALUTE: MAYOR’S ANNOUNCEMENTS: RECYCLE DRAWING: APPROVAL OF AGENDA: PUBLIC COMMENTS: (This section of the agenda is for audience comments for items NOT on the agenda.) CITY COUNCIL ORAL REPORTS: (This section of the agenda is designated to oral reports from council members to report on action taken at outside committee and association meetings or other matters of interest.) OLD BUSINESS/CITY MANAGER REPORTS: Items continued (but no decision made; list date continued from; give status update; note who assigned to).Tabled items (date tabled, who tabled). Opportunity for City Manager to report or comment. NEW BUSINESS: APPROVAL OF CONSENT CALENDAR: PUBLIC HEARINGS: REGULAR NEW BUSINESS: COUNCILMEMBER DISCUSSION OF FUTURE AGENDA ITEMS AND SUGGESTION OF FUTURE AGENDA ITEMS: (Keep running list of items.) CLOSED SESSION REPORT: ADJOURNMENT: Adjourn to a time and place specific only if the Council wishes to meet prior to the next Regular City Council meeting.

In addition to the agenda format, I am recommending on a trial basis the following changes in the conduct of business at meetings:

• City Clerk Introduces Item.
• Mayor will inquire if Council wants staff report read otherwise no staff reports will be read or made
• Mayor will inquire if Council members have any questions of staff for clarification or amplification purposes
• Public comments on the matter (all public comments be limited to three minutes)
• Mayor will ask for a motion at the conclusion of public comments to initiate a focused discussion (there will be no discussion without a motion on the floor).
• Council discussion and amendment/modification of motion as necessary following parliamentary procedures.
• Council vote on motion

All business will be conducted in accordance with Roberts Rules of Order, a copy of which will be available at the meeting.

Respectfully submitted,

Mayor Peter C. Gardiner