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Review and provide direction to staff regarding proposed City Council Report template 08-06-13.pdf

Review and provide direction to staff regarding proposed City Council Report template 08-06-13.pdf

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Published by L. A. Paterson
Carmel City Council Agenda Item
Carmel City Council Agenda Item

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Published by: L. A. Paterson on Aug 11, 2013
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08/11/2013

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504
City CouncilAgenda Item Summary
Meeting Date: August 6, 2013Prepared
by:
Heidi
Burch,
Asst City Administrator
Name:
Review and provide direction to staff regarding proposed City Council Report template
Description:
The current City Council agenda item summary and
staff
report templates oftenprovide duplicative information and are lacking in sections that encourage thoroughanalysis, that offer alternatives when applicable and that clearly note the approvalsnecessary for
an
item to be put before the Council for consideration. The proposedtemplate combines the two current documents, thus eliminating the duplication, andrequires additional information to be provided to Council.
Overall Cost:City Funds:
No
costs associatedwiththis change.
Grant Funds:
none
Staff Recommendation:
Approve the template for use beginning with the September 10, 2013City Council meeting.
Important Considerations:
This
new
template will reduce the size
of
he agenda packet eachmonth
as
well as reduce paper costs associated with the printing
of
he agenda packets.
Decision Record:
NoneJason Stilwel, City Admimstrator Date
 
505
CITY OF CARMEL-BY-THE-SEASTAFF REPORTTO:
MAYOR
BURNETI
AND COUNCIL MEMBERSFROM: HEIDI BURCH, ASSISTANT CITY ADMINISTRATORTHROUGH: JASON STILWELL, CITY ADMINISTRATORDATE: 6 AUGUST 2013SUBJECT:
NEW
CITY COUNCIL REPORT AGENDA
TE:rvfi>LATE
BACKGROUND:
Earlythis year, the Office
of
the City Clerk engaged in a strategic review
of
all the docwnentsassociated with the agenda preparation and coordination process. During this review, it wasnoted that often times duplicate docwnents are presented to the City Council, which basicallycontain the same information. For example, the Agenda Item Summary (AIS) and the StaffReport, which accompany each agenda item, appear to be duplicates
of
each other and in essenceinclude the same information. Thus, combining these two documents into a more clear form isappropriate and wouldhelpstreamline the agenda process.With this request, we are proposing a thorough and consistent update
of
all agenda relateddocuments.The proposed agenda template enclosed as Exhibit"A"
is
only one small step, but asignificant one towards a comprehensive redesign
of
all such documents.
DISCUSSION:
The effective and efficient presentation
of
information is paramount to the work
of
the CityCouncil. Towards that effort, it is important that the information given to the Council at any onetime,
is
presented in a form that is concise yet clear to not only enable the City Council toquickly discern, understand and know the particular issues surrounding the important itemsand/or matters that come before the City Council for consideration, but more importantly toensure transparency in the deliberate process
of
the affairs
ofthe
City.Because the templates currently used to transmit this information appear to beredundantandlack organizational structure, the City Clerk
is
proposing an update
of
all
of
he agenda templatesbeginning with the proposed template attached.1
 
506
Staff
ReportTransmittal-Agenda Template 6 August
20
13
Page2
FISCAL IMPACT:
There is no financial impact associated with thisitem.
RECOMMENDATION:
1.
Approve the
new
redesign template for use beginning with theagenda
of
September10,2013.2

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