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G CouncilProceduresSTF

G CouncilProceduresSTF

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Published by: emmettoconnell on Feb 01, 2009
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06/16/2009

 
GENERAL GOVERNMENT COMMITTEEDATE
2/03/09
 AGENDA ITEM
2
 
GENERAL GOVERNMENT COMMITTEE
Olympia, WashingtonFebruary 3, 2009
Review of Council Procedures, as referred from Annual Goal Setting Retreat __________________________________________________________________
CITY MANAGER’SRECOMMENDATION: Develop recommendations for Council consideration.Recommend procedures with minimal implementation impact.STAFF CONTACTS
: Subir Mukerjee, Assistant City Manager, (360) 753-smukerje@ci.olympia.wa.us Cathie Butler, Communications Manager, (360) 753-8361cbutler@ci.olympia.wa.us 
ORIGINATED BY
: City Council
PRESENTERS ANDOTHERS NOTIFIED
: Notified: Key staff involved with Agenda Preparation
ATTACHMENTS
 
BUDGET IMPACT/SOURCE OF FUNDS
: None anticipated impact, unless changes to City’s technology systemsare required for implementation
PRIOR COUNCIL/COMMITTEE REVIEW
: Council discussion and referral from Annual Goal Setting Retreat,January 10-11, 2009
BACKGROUND:
At the Council’s 2009 Goal Setting Retreat, the following Councilprocedural items were referred to General Government Committee forrecommendations:1.
 
Council Committee Recommendations:
Council committeerecommendations will be presented to the full Council by therespective Committee Chair, not staff. If an item does not have aunanimous recommendation of the Committee, it shall not beplaced on the Council’s Consent Calendar. The staff report willinclude one or two sentences to explain the Committee’s rationalefor its recommendation.2.
 
Motions/Roberts Rules of Order:
Develop a guideline aboutwording/presentation of Motions so that they are succinct andeasy to understand.
 
 
3.
 
Public Comment Protocols:
Revise public comment protocols sothat as a matter of practice, those individuals who signed up tospeak and cannot be accommodated within the initial 30 minuteswill be heard at the end of the meeting, if they are in attendanceat that time. Sign-in for public comment will be closed at thebeginning of the Council meeting.4.
 
Agenda Order - Council Reports:
Move “Council Reports” to anearlier location on the Agenda and change the focus so it is less of a report of prior activity to one of upcoming/pending issues.
 
5.
 
Study Sessions:
Begin to use Study Sessions more frequently toaddress issues and craft public policy. Engage a broader set of groups in the Council Study Session process. General GovernmentCommittee should discuss and recommend Study Session format.Use study sessions more frequently to address issues and craftpublic policy.
 
6.
 
Packet Publishing Date:
Move the publishing date forward by twodays from Friday at 3:00 p.m. to Wednesday at Noon.7.
 
E-Mail Communication Policy:
Develop a Council guideline on useof email by the Council.
ANALYSIS AND OPTIONS
:
Items #1-#3
regarding Committee Recommendations, Robert’s Rulesand Public Comment Protocols are easy to implement once Councilgives direction to staff. If changes are recommended and approved,the Council Guidebook and Council Meeting Agenda will be updated andrepublished accordingly.
Item #4
is regarding Council Reports is also easily implementable. Staff recommends that “Council Reports” be moved up and placed after the“Consent Calendar” but before “Public Hearings” and “Other Business”items. This will benefit the public and staff who are at the meeting ona single agenda item on the consent calendar. If changes arerecommended and approved, the Council Guidebook and CouncilMeeting Agenda will be updated and republished accordingly.
Item #5
regarding Study Sessions format is also easily implementable;however, it is difficult in Study Session format to provide adequate,consistent sound amplification and television/video streaming due tolimitations in our current system. Committee should consider whetherthe Council Chamber should be set up with Councilmembers sittingaround the table from the start of the meeting or whether the setupchange should be made later when the study session comes up on theagenda. The latter will require a 15-20 minute break to reset thetables, chairs and microphones.
Item #6
regarding packet publishing date was discussed by City staff.The table below provides the implications of early launch:
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