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HomeMy WebLinkAboutAgenda CC 09.23.2008Notice of Meeting of the Governing Body of the City of Georgetown, Texas SEPTEMBER 23, 2008 The Georgetown City Council will meet on SEPTEMBER 23, 2008 at 6:00 P.M. at 101 E. 7th Street, Georgetown, TX If you need accommodations for a disability, please notify the city in advance. Statutory Consent Agenda The Statutory Consent Agenda includes non-controversial and routine items that may be acted upon with one single vote. An item may be pulled from the Consent Agenda in order that it be discussed and acted upon individually as part of the Regular Agenda. A Consideration and possible action to approve the minutes of September 9th-- Jessica Hamilton, Assistant City Secretary Adjournment Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2007, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary City of Georgetown, Texas September 23, 2008 SUBJECT: Consideration and possible action to approve the minutes of September 9th-- Jessica Hamilton, Assistant City Secretary ITEM SUMMARY: Approval of minutes FINANCIAL IMPACT: None. SUBMITTED BY: Jessica Hamilton, Assistant City Secretary ATTACHMENTS: San Marcos Agenda Process Cover Memo Item # A COUNCIL AGENDA PROCESS CITY OF SAN MARCOS CITY CLERK’S OFFICE APRIL 2008 Attachment number 1 Page 1 of 12 Item # A 2 TABLE OF CONTENTS I. Introduction.................................................................................................................3 II. Timeline……………………………………………………………………………...4 III. Specifications .............................................................................................................6 IV. The Electronic Agenda Approval Process ...............................................................8 V. City Clerk Agenda Process………………………………………………………….9 V. Exhibits Exhibit A (Rolling Agenda)................................................................................10 Exhibit B (Worksheet)……………....................................................................15 Exhibit C (MuniAgenda Instructions)………………………………………..17 Attachment number 1 Page 2 of 12 Item # A 3 I. INTRODUCTION The City Council agenda for City Council meetings is a document that is required to be timely prepared and posted by the Texas Open Meetings Act. The Act also requires that posted Council agendas contain sufficient information to adequately inform the public of the items to be discussed and considered by the City Council. The Council agenda packet is used to disseminate the agenda and associated background information and documents to the City Council, staff, media and citizens. This packet is the most commonly seen work product of the City staff. It is the work product by which Council judges staff performance, and the public monitors Council activities and performance. The City of San Marcos converted to an electronic Council agenda packet process in September 2006 in order to save time and money in the preparation process. This manual outlines the electronic agenda item submittal process. This process allows all agenda item submitters to closely track the progress of their items though the agenda item approval process. Email notifications are generated along the chain to keep senders and receivers of agenda items informed of the progress of each item. Timely and accurate submittal of agenda items are required by the City Council. The City Clerk’s Office staff is always available to answer questions or provide assistance to employees in preparing and submitting Council agenda items. Your cooperation and participation in the process is critical to meeting the expectations of our City Council. I appreciate your compliance with the procedure outlined in this document. Together, we can generate a work product that makes our City Council and citizens proud. Sherry Mashburn City Clerk City of San Marcos Attachment number 1 Page 3 of 12 Item # A 4 II. Timeline All agenda items shall be submitted in the paperless agenda system in the following formats: Word; pdf. To ensure the efficient preparation of the agenda, the following schedule shall be followed: i. All agenda items to be placed on the Rolling Agenda must be submitted by email to the Rolling Agenda email group, as soon as a department head or division manager is aware an item will be discussed during a particular meeting, no later than Monday, 22 days before the Council Meeting. Only departmental designees may add an item. ii. Language for Public Hearings must be emailed to the City Clerk and Deputy City Clerk on the twenty-first (21st) calendar day, Tuesday, before the date of the Public Hearing. iii. An Agenda Request Form (ARF), along with all attachments, must be in the paperless agenda system on the eighteenth calendar day, Friday, before the date of the City Council meeting. All original attachments or exhibits must be delivered to the City Clerk’s Office with the appropriate number of copies. iv. All agenda items, including all supporting materials, must be in the paperless agenda system and submitted to the City Attorney before 5:00 p.m. on the fifteenth calendar date, Monday, before the date of the City Council meeting. v. All agenda items, including all supporting materials, must be in the paperless agenda system and submitted to the City Manager for final approval before 5:00 p.m. on the eighth days calendar date, Monday, before the date of the City Council meeting. Supporting material (such as ordinances, resolutions, maps, plats, etc.) must be submitted at the same time to clarify items for agenda review and must be complete. vi. The worksheet (prepared from the Rolling Agenda) must be submitted to Executive Staff and at the Director’s Meeting by the eighth calendar day, Monday, before the date of the City Council meeting. All items are reviewed for completeness and recommendation for placement on the agenda. vii. Status of the preliminary agendas will be changed by the City Clerk’s Office to “Close for Final Approval” by 10:00a.m. on the seventh calendar day, Tuesday, before the date of the City Council meeting, which will not allow any new agenda items to be added. Attachment number 1 Page 4 of 12 Item # A 5 viii. All items must be in the City Clerk’s box for finalization of the agenda by 12:00 noon on the sixth calendar day, Wednesday, before the date of the City Council meeting. ix. The City Clerk’s Office will organize the order of the items, prepare the captions, and forward a copy of the agenda to the City Manager and City Attorney for approval by 5:00 p.m. on the sixth calendar day, Wednesday, before the date of the City Council meeting. x. The final agenda and any attachments shall be loaded to travel drives for the City Council, Administration, City Attorney, City Clerk and Student Liaison by 5:00 p.m. on the fifth calendar day, Thursday, before the date of the City Council meeting. One paper copy shall be provided to the Library; one paper copy shall be placed in the City Hall Foyer, along with 50 copies of the agenda. xi. The approved final agenda, with the certification statement as to the posting date and time, shall be posted to the web page and on the City Hall bulletin board a minimum of 72 hours preceding the scheduled time of the meeting. xii. The schedule set forth above may be waived at the discretion of the Mayor and the City Manager, except for Section 11 (xi) above. Attachment number 1 Page 5 of 12 Item # A 6 III. SPECIFICATIONS ROLLING AGENDA: The Rolling Agenda is an internal tool used to collect topics for future council meetings. Items should be placed on the rolling agenda as soon as a department head or division manager is aware an item will be discussed during a particular meeting. The City Clerk’s Office is responsible for the upkeep of the Rolling Agenda. Items are placed on the Rolling Agenda by emailing the City Clerk’s Office. The Rolling Agenda is emailed to the Executive Staff and Directors and their designees every Friday at 5:00 p.m. The most current version of the document, along with the worksheet, is also distributed to those attending the Director’s meetings every Monday. The Rolling Agenda includes important deadline information listed under the date of each upcoming council meeting, and is as follows: Deadlines: 1. Topics on Rolling Agenda: Twenty-two (22) days prior to Council Meeting (Departments or designees email brief description of agenda topic to Rolling Agenda email group) 2. Public Notices to City Clerk/Deputy City Clerk: Twenty-one (21) days prior to Council Meeting 3. ARF in MuniAgenda: Eighteen (18) days prior to Council Meeting 4 Items to City Attorney: Fifteen (15) days prior to Council Meeting. 5. CM Final Approval: Eight (8) days prior to Council meeting. 6. Items Due to City Clerk: Seven (7) days prior to Council Meeting (See Exhibits A and B) AGENDA ITEMS FORMAT 1) Entering Agenda Items a. All agenda items are to be entered by the appropriate departments. b. All items must be entered into the paperless system as a portrait document and the appropriate size for that document (81/2 x 11 or 81/2 x 14), but all Ordinances and Resolutions must be 81/2x11. c. Only Word or PDF documents can be used in the Paperless Agenda. 2) Original items scanned into the paperless system. See instructions for Attaching PDF’s below. a. Must be scanned as a PDF b. Must be scanned in portrait c. Must be scanned in the appropriate size (8½ x 11 or 8½ x 14), but all Ordinances and Resolutions must be 8½ x 11. 3) All items that are mentioned in Ordinances or Resolutions or Contracts must be labeled as attachments or exhibits on the bottom of the page. 4) All contracts, Change in Services and Change Orders that come from outside vendors and contractors must be provided to the City Clerk’s Office once they are scanned into the Paperless Agenda. Attachment number 1 Page 6 of 12 Item # A 7 ATTACHING PDF’S Before attaching any file in MuniAgenda make sure that it opens up in its native program. If you are attaching a Word Document be sure that it opens up in Microsoft Word first. The same thing goes for PDFs. They must open up successfully in Adobe Acrobat. If they do not, you should not attach them. You should recreate the PDF and make sure that it opens. MuniAgenda is compatible with version 4, 5, 6 PDF documents. If you have already attached a PDF that you thought was compatible, but later it did not stitch, do the following: 1. Open the item with the attachment in question and expand the attachments tab. 2. Click on the Sheet of Paper icon to down load the PDF to your computer. 3. Make sure the downloaded PDF opens in Adobe and them re- attach it. 4. Delete the other PDF attachment that is there. Attachment number 1 Page 7 of 12 Item # A 8 IV. ELECTRONIC AGENDA APPROVAL PROCESS (See Exhibit C) Attachment number 1 Page 8 of 12 Item # A 9 V. CITY CLERK AGENDA PROCESS 1) The City Clerk’s Office will provide the document number and appropriate dates of approvals and/or adoption of the Ordinances and Resolutions. 2) Only documents that are labeled Attachments or Exhibits will then be printed and attached to the appropriate Ordinance or Resolution. 3) The City Clerk’s Office will then have the appropriate documents executed. Those items needing outside signatures will be sent to the appropriate person at the address which is provided by the originator of the Agenda Item. 4) All contracts that require funds to be attached to the contract will be given to the originator of the Agenda Item for them to execute. These items will be entered in Laserfiche with a note of who was responsible for execution of that contract. (After those documents are executed they need to be returned to the City Clerk’s Office.) 5) After all documents are executed the item will then be made available in Laserfiche. Any missing item will have a note attached to them with an explanation. 6) All Items approved by the Mayor and City Council will then be maintained in the City Clerk’s Office. Attachment number 1 Page 9 of 12 Item # A 10 EXHIBIT A Attachment number 1 Page 10 of 12 Item # A 11 EXHIBIT B Attachment number 1 Page 11 of 12 Item # A 12 EXHIBIT C Attachment number 1 Page 12 of 12 Item # A