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AGENDA REPORT PROCESS

AGENDA REPORT PROCESS. City Clerk’s Office September 15, 2006. Does this apply to me?. Yes, if you are writing: City Council report Redevelopment Agency report Authority report City Council Committee report. What will I learn?. Policy Writing the Report Signatures Attachments

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AGENDA REPORT PROCESS

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  1. AGENDA REPORT PROCESS City Clerk’s Office September 15, 2006

  2. Does this apply to me? • Yes, if you are writing: • City Council report • Redevelopment Agency report • Authority report • City Council Committee report

  3. What will I learn? • Policy • Writing the Report • Signatures • Attachments • Agenda Manager Automation

  4. More to learn… • Off to the City Clerk’s Office! • Timeline • City Council/Agency Meeting Format • Tips, reminders, checklist • Council Chamber protocol

  5. Policy Administrative Manual Policy 02.001.00

  6. Writing the report… • Arial Font • New logo, To, From, Ward # • Meeting Date • Consider deadlines, documents, etc. • Real meeting date? • Title • Summary of Subject Matter • Supplemental Appropriation?

  7. Writing the report… Subject line poor example… Contract Amendments to Extend Term

  8. Writing the report… • Issue • Staff’s Recommendation(s) • Approve agreement • Adopt resolution • Introduce or adopt ordinance • Appropriate funds • City Council Committee Recommendation(s) • Name who was there? Vote?

  9. Writing the report… • Background • Fiscal Impact • The $145,000 cost is included in the Park & Recreation Department Fiscal Year 2006/07 Budget. • Alternatives • Take no action. This alternative is not recommended as State law and the City Charter require conduct of a municipal election every two years.

  10. Signatures/Approvers • Prepared by: • Belinda Graham, Development Director • Approved as to form: • Gregory P. Priamos, City Attorney/Agency Counsel

  11. Signatures/Approvers • Certified as to availability of funds: • Paul C. Sundeen, Assistant City Manager-Finance/CFO • Approved by: • Michael C. Beck, Assistant City Manager for Bradley J. Hudson, City Manager

  12. Signatures/Approvers • Concurs with: __________________ Frank Schiavone, Chair Governmental Affairs Committee

  13. Attachments!! • List attachments by description • Contracts/Agreements (copy) • Deeds • Minutes of Board/Commission • Resolutions/Ordinances • Maps • Color, large, oversized, or bound – 16 copies and one black & white, single-sided, unbound copy

  14. Information to Submitter • Consent? Discussion? • Lengthy discussion? • Expecting a big crowd? • # of envelopes for notification? • Time sensitive?

  15. Off to the City Clerk! • Final report signed/authorized by Department Head only • Attachments (may be transmitted separately) • Forward to Department submitter

  16. Timeline • Wed., 5 p.m. - Reports & attachments due 13 days (2nd preceding Wednesday) before meeting • Wed., noon - Tentative agenda on Intranet • Wed., 2:30 p.m. - Agenda conference • Thurs., noon - Final agenda published • Thurs., 5 p.m. - Agenda packets delivered to City Council • Tuesday, City Council meeting

  17. When should I begin? INCLUDE TIME FOR: • Originating Department Review- internal deadlines? • City Attorney’s Office Review • Review by analysts • Review by affected departments

  18. For example….. • City Council Meeting of October 3 • Report and attachments into Agenda Manager by Wed., September 20, 5 pm • Before Sept. 20th, contracts & agreements through City Attorney’s Office

  19. Miss the deadline? Ask yourself-- • Time sensitive? • Can the report wait one week? • If not, obtain City Manager’s Office approval

  20. Add after final agenda… Friday - Requires addendum • Notify City Manager for approval • Notify City Attorney and City Clerk Monday or Tuesday – Requires vote of City Council • Notify City Manager, City Attorney, and City Clerk

  21. Meeting Format • First, Second, & Third Tuesdays • 1 p.m. – Closed Sessions • 2 p.m. – Redevelopment Agency • 3 p.m. -- Public Hearings/Land Use Appeals • 6:30 p.m. -- Presentations, Consent, Discussion Calendars

  22. Meeting Format • Fourth Tuesday • 1 p.m. – Closed Sessions • 2 p.m. – Redevelopment Agency • 3 p.m. -- Workshops • 6:15 p.m. -- Report from Board/Commission Chair • 6:30 p.m. -- Consent and Discussion Calendars

  23. Public Hearings • 3 p.m. on first three Tuesdays • 7 p.m. by vote of City Council or direction of City Manager/Dept. Head • Call City Clerk to schedule hearing date and publish • Check with City Attorney for publishing requirements, if other than 10-day notice

  24. Tips and Reminders • Submit early • Have Dept. Submitter track your report • Meet the real deadlines • Check tentative agenda title • Do you need a resolution? Contract? Agreement? Contact the City Attorney’s Office EARLY!

  25. Check List • Is the contract/agreement signed by outside party? • Is the contract/agreement approved as to form by City Attorney’s Office? • Are all the attachments attached? • Late report? Notify City Clerk, City Attorney, and seek City Manager approval ASAP

  26. Tips and Reminders • Spell out acronyms first, then use them Riverside County Transportation Commission (RCTC) • Substantive typo? Call the City Clerk!

  27. Agenda Manager Tips • If resubmitting a rejected report • Replace old report with new • Click resubmit icon • Check status of approvals often • Train a backup person!

  28. Agenda Manager Tips • Replacing report? Add explaining comments in routing checkbox and SAVE • Adding comments to routing box? SAVE • Approving on behalf of someone else? Add “For XX”, add comment, and SAVE

  29. Agenda Manager Tips • Check a routing box • Select agenda section carefully • Portrait orientation

  30. Presentation & Protocol • “Honorable Mayor and Members of the City Council” • Give your name and title • Practice – Time yourself • Load media in advance • Recheck on meeting a.m. • Speak from the podium

  31. Presentation & Protocol • Refer to master page #’s • Be brief – no more than 10 min.! • Take your cue from the City Council! • Avoid “hanging out” in rear of Chamber

  32. Presentation & Protocol • Avoid people parade • Be readily available (front row) • Meet with public/staff outside • Submit handouts with agenda report • Hand meeting day reports to CMgr or City Clerk

  33. Powerpoint Guidelines • Avoid “reading” – Only list key words • More pictures, numbers and graphs – less text • Large enough to read • Avoid staring at powerpoint – keep eye contact with Mayor/Council • Do you really need a powerpoint???

  34. Who to call… City Clerk’s Office – 5557 City Attorney’s Office – 5567 City Manager’s Office - 5553

  35. Thankyou………! Colleen J. Nicol, MMC City Clerk

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