HomeMy WebLinkAboutcocc_agenda_packet_process_201708Office of the City Manager
Memo
TO:
FROM:
DfLaitn:ent Directors
&vi~ Greene, City Manager
August 25, 2017 DATE:
RE: Revised City Council Meeting Agenda/ Agenda Packet Process
The City Council Agenda Item Process is revised. This update/revision supersedes the City
Clerk's Process Memo of 06/07/2011 and the City Manager's Process Memos of 11/06/2015
and 08/30/2016. This is effective immediately. Please see below:
Use Times New Roman/12pt for Agenda Item Covers and ALL backup material generated by
City Staff and City Attorney's Office.
1. Department Director, or designee, prepares/initially proofs Agenda Item.
Department Director is responsible for proofing all internal & external back-up
documents, to wit, any material from the City Attorney's 0/ftce MUST be
reviewed for accuracy/formatting and sent back to the City Attorney's 0/ftce for
revisions, if necessary, before moving to Ste 2.
2. Department Director electronically places Agenda Item, along with ALL back-up
documents, in appropriate Common Documents/City Council/Meetings folder.
3. Department Director e-notifies Finance Director that Agenda Item is ready for
review & completion of Financial Impact Section in appropriate Common
Documents/City Council/Meetings folder. Note: Department Director and
Finance Director may need to review together.
NOTE: For an Item to make it onto the Agenda, Step 3 MUST be completed
by the Cut-Off Deadline of 4:30 p.m., the Wednesday before an Agenda/Packet
goes out.
4. Finance Director electronically completes Financial Impact Section and e-notifies
Department Director.
S. Department Director reviews/proofs Agenda Item prior toe-notifying City Clerk's
Office (CCO MG/DL) and City Manager's Office (CMO-EA LD) that Agenda Item
is complete and ready for further review/processing.
6. CCO electronically adds Item to draft Agenda and reviews/proofs Agenda Item.
7. CCO REVIEW
a. If CCO has no corrections/revisions, CCO prints Agenda Item along with any
back-up documents, places in folder and forwards to CMO-EA for further proofing.
b. If CCO has corrections/revisions, Item is referred back to Department Director
(and City Attorney's Office if necessary). Department Director e-notifies CCO and
CMO-EAwhen Item has been corrected. CCO re-prints Agenda Item along with any
back-up documents, places in folder and forwards to CMO-EA for further proofing.
8. CMO-EA REVIEW
a. JfCMO-EA has no corrections/revisions, folder is forwarded to Finance Director
who initials Financial Impact Section and returns folder to CMO for City Manager
revtew.
b. If CMO-EA has corrections/revisions, Item is referred back to Department
Director (and City Attorney's Office if necessary). Department Director e-notifies
CCO and CMO-EA when Item has been corrected. CMO-EA re-prints Agenda Item
along with any back-up documents, places in folder and forwards to Finance
Director who re-initials Financial Impact Section and returns folder to CMO for City
Manager review.
9. CITY MANAGER REVIEW
a. If City Manager has no revisions, he will sign off and folder will be returned to
CCO for final processing.
b. If City Manager has revisions, Item is referred back to Department Director.
Department Director e-notifies CCO and CMO-EA when Item has been corrected.
CMO-EA reprints Agenda Item, places in folder and forwards to Finance Director
who re-initials Financial Impact Section and returns folder to CMO for City
Manager review. After signature of City Manager is obtained, folder is returned to
CCO for final processing.
10. CCO performs final proofing of Agenda Item/back-up documents before notifying
Department Director that Agenda Item is complete and ready for their
review/initials. Department Directors are required to sign off on their respective
Items. CCO & CMO will no longer initial for Department Directors. In the
event a Department Director is out of the office and unable to initial the Item,
CCO or CMO will "in the absence of' initial.
We are constantly refining this process. In order to reduce bottlenecks and ''time crunch"
scenarios, it is never too early to generate your Agenda Items!
cc: Mia Goforth, City Clerk
Daniel Lefever, Deputy City Clerk
Lisa Day, City Manager's Office Executive Assistant