Recreation and Leisure Services Public Policy Agenda Writing at Play

1. Recreation and Leisure Services Public Policy Agenda Writing at Play

2. AGENDA WRITING AT PLAY Agenda Format Final Document Info and Procedure Agenda Purpose direction Navigation Tool (merry-go-round)

3. Always click the slide to return to this page INFORMATION AND PROCEDURE Types of Commission Meetings Commission’s Rules of Procedure Take the CHALLENGE! Click link Click Merry go to go back to playground

4. INFORMATION AND PROCEDURE CHALLENGE INSERT SHORT ASSESSMENT HERE Click link Click Merry go to go back to playground

5. INFORMATION AND PROCEDURE Types of Commission Meetings Work Sessions Agenda Setting Meetings Regular Meetings Special Called Meetings Executive Sessions Click Merry go to go back to playground

6. Work Session Meetings • Purpose: • 1. Provide background information • 2. Discuss proposed projects • 3. Ask for initial reaction • Reserved for more complex issues that require dialogue with the Commission • Presentations are made by staff and consultants and must be reviewed by the manager’s office prior to presentation • Non-voting meetings are usually four hours in length, with 20 minute presentations and 30 minute discussion • 2nd Tuesday of each month • Start 4:00PM and end 8:00 PM • No agenda report required unless directed by the manager’s office (many times a work session presentation results in an agenda item for subsequent meetings Click Merry go to go back to playground

7. Agenda Setting Meetings • Meet the 3rd Tuesday of every month • Informal meeting to review items for next regular commission meeting • Action taken is not binding • Title only Click Merry go to go back to playground

8. Regular Meetings • Meet the 1st Tuesday of every month • Formal voting meetings • Action taken is binding Click Merry go to go back to playground

9. Special Called Meetings • STEPS TO REQUEST A SPECIAL CALLED MEETING • Discuss with the Manager’s Office (advise Clerk’s Office that you are requesting a meeting) • 2. Manager’s Office submits to the Mayor • 3. Approval by the Mayor is required • Final action is taken and vote is binding • Formal voting meeting at a time other than the 1st Tuesday • Items may be considered under “Suspension of Rules” • State on agenda item report when requesting a special called meeting and the date (indicate on the “commission Action Requested” line) Click Merry go to go back to playground

10. Executive Session • STEPS TO REQUEST AN EXECUTIVE SESSION • Discuss with the Manager’s Office • Manager’s Office will discuss with the attorney • Manager’s Office submits to Mayor for consideration • Approval by the Mayor is required • There are three official meetings, which are NOT open to the public • Attorney/client conference • Discuss threatened or pending litigation • Discuss any other issue that is covered by the traditional attorney/client privilege • Minutes do not need to be taken • All attorney/client privilege session are exempt from the open meetings act • 2. Real estate acquisition • Discuss acquisition of land • Minutes must be taken • Minutes must be made public within 10 days after the land acquisition is completed or abandoned • 3. Personnel matter • Discuss personal matters • All evidence must be taken in a public meeting • Commission discussion can be held in executive session • All votes must be taken in a public meeting • Minutes from public meeting will document action taken

11. INFORMATION AND PROCEDURE Commission’s Rules of Procedure Suspension of Rules Consent Agenda Tabling an Item Holding an Item Public Input Click Merry go to go back to playground

12. Suspension of Rules • Commission considers item which has not had a prior reading • To request suspension of rules: • Discuss with the Manager’s Office • Manager’s Office Submits to the Mayor for consideration • Approval by the Mayor is required Click Merry go to go back to playground

13. Consent Agenda NEED CONTENT • Items that do not need to be individually considered and would likely have unanimous approval may be placed on the consent agenda to be voted on as a block during the regular meeting. • At the beginning of the regular meeting, there is still an opportunity for public comment or removal of an item from the consent agenda to allow for more in-depth discussion and possible dissention in voting. Click Merry go to go back to playground

14. Tabling an Item NEED CONTENT • Any item can be “tabled” meaning that a neither a vote or a decision will made on that item during that meeting. • It may be referred back for more information, budget discrepancies, or the need for more research. • Putting off a discussion until the next meeting, often because of a need for more information or thought Click Merry go to go back to playground

15. Holding an Item NEED CONTENT • Item needs more information or further explanation • Item needs to be clarified, depending on specifics from commissioners • Involves getting the answer Click Merry go to go back to playground

16. Public Input NEED CONTENT • Any citizen of the county may take three minutes to express their opinions to the commission concerning any item on the agenda. • If more in-depth comments are needed, the citizen must register for that time (up to X minutes) by contacting the clerk of the commission prior to the deadline. Click Merry go to go back to playground

17. Always click the seesaw to return to this page AGENDA PURPOSE Purpose of an Agenda Report Know Your Reader Consequences of a Poor Report Problems and Difficulties in Writing Agenda Reports Take the CHALLENGE! Steps to Submit an Agenda Report Click link Click Merry go to go back to playground

18. AGENDA PURPOSE CHALLENGE INSERT SHORT ASSESSMENT HERE Click link Click Merry go to go back to playground

19. Purpose of an Agenda Report • To communicate with the Commission • To request a decision from the Commission • To convey information • To give clarity to an issue • To fully inform the reader • To expedite the meeting Click Merry go to go back to playground

20. Know Your Reader • ASK YOURSELF: • Who is my audience? • What do they need to know? • What will they ask? • Will they understand? • Will they know what I’m saying or requesting? Click Merry go to go back to playground

21. Consequences of a Poor Report • The wrong message is received • Reflects badly on you, your department, and the government • The decision you receive isn’t what you want Click Merry go to go back to playground

22. Problems and Difficulties in Writing Agenda Reports NEED CONTENT • Typos • Jargon • Acronyms that people don’t know • Not writing clearly • Not following a logical train of thought • Not making clear recommendations • Not realizing potential negatives and identifying ways to handle them • Wordiness • Missing a key point in a section • Forgetting attachments, not properly labeling attachments Click Merry go to go back to playground

23. Steps to Submit an Agenda Report • Submit the original Agenda Report to the Clerk’s Office no later than 4:00 PM two Thursdays prior to the 2nd Tuesday. Deliver in person, do not place in inter-department mail. • The Clerk will deliver the originals to the Manger’s Office for review on Friday following submission. • The Manager’s Office will retrun the approved originals to the Clerk by noon on Wednesday prior to the 3rd Tuesday. The department will receive a copy of the Agenda Report with the Manager’s Office comments and a memo verifying the Agenda Report has been included on the Commission’s agenda. • The Agenda Review Team meets the Wednesday prior to the 3rd Tuesday to se the final agenda for the 3rd Tuesday agenda setting session • The Mayor and Commission review the Agenda Report a the 3rd Tuesday agenda setting • Items discussed on the 3rd Tuesday are moved to the 1st Tuesday for formal consideration and vote • MAY VARY DEPENDING ON COUNTY AND STATE Click Merry go to go back to playground

24. Always click the monkey bars to return to this page AGENDA FORMAT Introduction Purpose History Facts and Issues Take the CHALLENGE! Options Recommended Action Click link Click Merry go to go back to playground

25. AGENDA FORMAT CHALLENGE INSERT SHORT ASSESSMENT HERE Click link Click Merry go to go back to playground

26. Introduction • Subject and Date • Budget Impact and Funding Sources • Commission Action Requested Date • Section Indicating: Recommendation, Policy, Status Report and Other Click Merry go to go back to playground

27. Purpose • Provide a lead-in summary of the issues that indicate the requested action (s) • Tell the reader what is to be addressed and why • Be concise, no more than one paragraph Click Merry go to go back to playground

28. HISTORY • Provide background information in chronological order up to the present date • Provide relevant facts to frame the discussion • Be numbered so each point can be easily identified Click Merry go to go back to playground

29. FACTS AND ISSUES • Provide existing relevant facts not covered in the history section • Anticipating questions and providing answers • Identifying all options and/or alternatives for action • Addressing the advantages and disadvantages of each option • Stating the conclusion- don’t expect the reader to draw the conclusion that you want them to Click Merry go to go back to playground

30. OPTIONS • Restate each option • State your recommended action as Option #1 • Have a minimum of three options • a.) approval of recommended action or request • b.) denial of recommended action or request • c.) Commission defined • 4. Be concise and clear Click Merry go to go back to playground

31. Recommended Action • Restate the number of the option you are recommending • Present your preferred course of action as Option #1 Click Merry go to go back to playground

32. Always click to return to this page FINAL DOCUMENT View WOW Project Agenda Item RESOURCES Take the CHALLENGE! Click link Click Merry go to go back to playground