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HomeMy WebLinkAboutCouncil Packet - 11/9/2020 Council Work Session November 9, 2020 Time indicated below Harold E. Getty Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 4:40 p.m. Discussion on holding two city council meetings per month. Submitted By: Kelley Felchle, City Clerk ADJOURNMENT Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Discussion on holding two city council meetings per month. City Council Meeting: 11/9/2020 Prepared: 11/4/2020 REVIEWERS: Department Reviewer Action Date Clerk Office Felchle, Kelley Approved 11/4/2020 - 12:58 PM ATTACHMENTS: Description Type ❑ Work Session Schedule Example Backup Material ❑ Agenda Calendar-December 2020 to March 2021 Backup Material ❑ Two Meetings per Month Discussion Backup Material SUBJECT: Discussion on holding two city council meetings per month. Submitted by: Submitted By: Kelley Felchle, Cie Clerk Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: 2021 Work Session Schedule Example Work sessions would start prior to the reuglar session. The start time would vary based on subject matter but the meeting would never start prior to 3:30 p.m. Departments would provide a brief operations update. One hour would be reserved for department presenations and council discussion. General topics for discussion would occur after the department update. General topics would be scheduled as needed and may include subject matter such as updates on programs, proposed ordinances or projects, updates from community organizations, capital improvements, budget discussions, etc. The fifth Monday of the month would be reserved for council planning sessions. Council would have the ability to vote at any work session. JANUARY TOPICS 2nd Monday General topics and budget discussion 4th Monday General topics and budget discussion FEBRUARY • 2nd Monday General topics and budget discussion 4th Monday General topics and budget discussion MARCH • • 1d 2nd Monday General topics and budget discussion 4th Monday General topics; Department update - Waste Management and Sanitation 5th Monday Council planning session TOPICSAPRIL 2nd Monday General topics; Department update -Street, Central Garage, and Traffic 4th Monday General topics; Department update-Animal Control and Code Enforcement 2nd Monday General topics; Department update- Cultural and Arts and Library 4th Monday General topics; Department update - Leisure Services and Airport 5th Monday Council planning session JUNE TOPICS imov 2nd Monday General topics; Department update- Engineering and Planning and Zoning 4th Monday General topics; Department update - Building and Community Development JULY TOPICS 2nd Monday General topics; Department update - Neighborhood Services and Housing Authority 4th Monday General topics; Department update- City Attorney, City Clerk, and Human Resources AUGUST TOPICS 2nd Monday General topics; Department update - Human Rights, Mayor's Office and Communications 4th Monday General topics; Department update - Finance, IT, and Cable Access 5th Monday Council planning session TOPICSSEPTEMBER 2nd Monday General topics; Department update- Fire and Police 4th Monday General topics OCTOBER TOPICS 2nd Monday General topics 4th Monday General topics 577r,RTTEVVERM 2nd Monday General topics 4th Monday General topics 5th Monday Council planning session TOPICSDECEMBER 2nd Monday General topics 4th Monday General topics Decem er 2020 Agenda Calendar Sunday Monday Tuesda Wednesday Thursday Friday Saturday 1 2 3 4 5 -12/7 Agenda prep. Email draft agenda Post final 12/7 -Email draft agenda to staff/council agenda to staff 6 7 8 9 10 11 12 Council meeting -12/14 Agenda prep. Email draft agenda Post final 12/14 -Email draft agenda to staff/council agenda to staff 13 14 15 16 17 18 19 Council meeting -12/21 Agenda prep. Email draft agenda Post final 12/21 -Email draft agenda to staff/council agenda to staff 20 21 22 23 24 25 26 Council meeting -12/28 Agenda Prep. Post final 12/28 -Email draft agenda agenda to staff 27 28 29 30 31 Council meeting 1/11 Agenda prep. Email draft agenda to staff J n u ry 2021 Agenda Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 Email draft 1/1 1 Post final 1/1 1 agenda to council agenda 10 11 12 13 14 15 16 Council meeting 1/25 Agenda prep. Email draft 1/25 agenda to staff 17 18 19 20 21 22 23 Email draft 1/25 Post final 1/25 agenda to council agenda 24 25 261 27 28 29 30 Council meeting 2/8 Agenda prep. Email draft 2/8 agenda to staff 31 Fe ru ry 2021 Agenda Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5I 6 Email draft 2/8 Post final 2/8 agenda to council agenda 7 8 9 10 11 12 13 Council meeting 2/22 Agenda prep. Email draft 2/22 agenda to staff 14 15 16 17 18 19 20 Email draft 2/22 Post final 2/22 agenda to council agenda 21 22 23 24 25 26 27 Council meeting 3/8 Agenda prep. Email draft 3/8 agenda to staff 28 • Agenda Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5I 6 Email draft 3/8 Post final 3/8 agenda to council agenda 7 8 9 10 11 12 13 Council meeting 3/22 Agenda prep. Email draft 3/22 agenda to staff 14 15 16 17 18 19 20 Email draft 3/22 -Post final 3/22 Email 3/29 council agenda to council agenda planning session -3/29 Council draft agenda to staff planning agenda prep. 21 22 23 24 25 26 27 -Council meeting Post final 3/29 -Email 3/29 council council planning planning session session agenda draft agenda to council 28 29 30 31 Council planning 4/12 Agenda prep. session meeting Two Meetings per Month Discussion Adjusted Timelines and Options The items below are examples of how moving to two meetings per month would affect agenda preparation efforts. These examples are illustrative and require further discussion. All Meetings 1. Make the change effective the second Monday in January 2021. Work Sessions 1. The City Clerk maintains the schedule of work session topics and sets topic start times. 2. Agenda preparation, release to council, and the public will be the same as the regular session. 3. Work sessions would occur on the second and fourth Mondays prior to the regular session meeting. 4. Meeting start time varies based on the number of topics, but would never start prior to 3:30 p.m. 5. Topics to discuss would include department updates, city council initiatives, updates on programs and future projects, budget, capital improvement plan/projects, or strategic planning. 6. Meeting with department updates would last for one hour. The hour would be divided between presentations and council discussion. General work session topics would follow the department presentation. 7. Proposed rule of procedure change gives council the ability to vote on whether they support moving forward with a topic. 8. The 5t" Monday could be utilized as a council planning session/strategic planning. Finance Committee 1. Finance Committee would continue to occur at 5:10 p.m. on the same date as the regular session. 2. Agenda preparation, release to council, and the public will be the same as the regular session. Regular Session 1. Meetings would occur on the second and fourth Mondays of each month. This avoids a conflict with the Waterloo School Board Meetings. 2. Agenda preparation occurs each Wednesday one and a half weeks prior to the meeting. Deadline for submission is 10:00 a.m. on Wednesday. 3. A tentative agenda is released on the Monday one week prior to the meeting to city council. 4. A final agenda is released to the public on the Wednesday prior to the city council meeting. 5. Bid openings continue to occur each Thursday at 1:00 in council chambers. If the department wants to award a bid the night of the council meeting, the bid opening needs to occur on the first or third Thursday of the month. 6. Publication deadlines for public hearings would not need to change. 7. Minutes would still be completed by the Friday after the Monday meeting. 8. Documents would be routed for signature the Tuesday after the Monday meeting. 9. Mayor/council need to set expectations on how to handle late submissions after the tentative and final agenda is released. 10.All Finance Committee items would move to the regular session under the consent agenda. 11.Council would need to suspend the rules on time sensitive ordinances in order to remain business friendly. Special Session 1. Special sessions continue to occur as needed and follow the proposed guidelines outlined in the rules of procedure.