5.6. SR 11-10-2003MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Pat Klaers, City Administ~__~
November I 0, 2003 ~'
City Council Meeting Schedule
Item 5.6.
Over the years both individual City Councilmembers and some staff members have expressed a
desire for a regular, monthly City Council worksession meeting. Staff and Councilmembers ~vould
like an opportunity to meet in a worksession environment to discuss a variety of topics. The
difficulty with setting up a regular worksession has been not wanting to add another meeting to the
City Council schedule.
The existing meeting schedule for the City Council is as follows:
First Monday of the month - open
Second Monday of the month - EDA and City Council
Third Monday of the month - City Council
Fourth Monday of the month - HRA and City Council
Fifth Monday of the month - open (happens about four times a year)
Since only one City Councilmember sits on the HRA, it may be acceptable to change the fourth
Monday Council meeting to the f~rst Monday of the month. We need to keep the third Monday as
the City Council public hearing night and I want to space out the two City Council meetings where
regular business is conducted. I prefer the f~rst, second, third Council meeting schedule with the
worksession on the second Monday. The revised schedule for the City Council meetings would look
like the following:
First Monday of the month - regular City Council business
Second Monday of the month - EDA and City Council worksession
Third Monday of the month - regular City Council business (public hearings)
Fourth Monday of the month - HRA meeting
Fifth Monday of the month - open (about four times a year)
I would propose to start this new schedule when we move back into the remodeled City Hall. The
worksession meetings would be held in the conference room and would not be on cable TV. The
worksessions would be official City Council meetings and open to the public. If Council action was
taken at a worksession, then this action could be summarized at the following Council meeting when
we are on cable TV so that the audience at home could keep up on the official city business that has
taken place. Also, I would like to set a time limit of two to two and one-half hours for these
worksessions.
One of the challenges with a revised meeting schedule is that the city will need to get the vast
majority of its regular business completed in two meetings so that the third meeting can truly be set
aside for worksession topics. All too often I have heard from other City Administrators where this
worksession evening gets eroded away and becomes nothing more than another regular City Council
agenda night. It is preferred that the City Council establish the worksession agenda topics but there
is no shortage of ideas for topics and issues that staff would like to get before the City Council for
discussion and direction. Also, the worksession evening will likely be the night for joint meetings
with City Boards and Commissions.
I would like to receive Council feedback and direction on a proposed meeting schedule change and
the designation for one evening a month being set aside for worksession discussions.
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