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Home My WebLink About11/07/2017 05B Council Agenda Preview MeetingsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 5.13. For Meeting of: November 7, 2017 ITEM TITLE: Consideration of implementing Council Agenda Preview meetings SUBMITTED BY: Cliff Moore, City Manager SUMMARY EXPLANATION: See attached. ITEM BUDGETED: STRATEGIC PRIORITY: APPROVED FORF SUBMITTAL: + '�"""�City Manager cl*� STAFF RECOMMENDATION: BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D mem from CM 111212017 Co r Menio MEMORANDUM To: Honorable Mayor and Members of the Yakima City Council From: Cliff Moore, City Manager Date: November 1, 2017 Subj: Council Agenda Preview Meetings In several settings over the past several weeks, Council has discussed the possibility of having a formal agenda preview meeting on a bi-weekly basis, rather than weekly one-on-one or two - on -one meetings between Council Members and the city manager. Moving to this process would allow more flexibility in your schedule, and mine as well. In these discussions, it was suggested that the agenda for these meetings would include a preview of the next two Council business meeting agendas; an opportunity for Council Members to share with seatmates updates and reports about their individual activities; and also provide an opportunity for the city manager to update Council on current issues — much like we do in the one-on-one or two -on - one meetings. Of course, any critical or time sensitive items would still be communicated via phone or email to each Council Member. Council business meeting agendas would still be developed in the same way they are currently developed. Although the City Charter is silent on the process, in the Council Rules of Procedure document, page 14, under the section titled Agenda For Meetings, it states, "The Clerk of the Council, with assistance of the City Manager, shall prepare written agenda for each meeting as far in advance thereof as possible and shall place such agenda in the hands of each member of the Council prior to the commencement of the meeting. Such agenda shall be delivered to the members of the Council at least one day in advance of each meeting whenever possible." Again, adding formal agenda preview meetings would not change the process currently in place. The city manager update portion of the agenda preview meetings would continue to be developed in the same way we do it now — that is, between Cally Price and myself, we keep a list of current issues that I want to be sure Council is aware of, and they are added to the update. I do understand that formal agenda preview meetings would be a departure from current and recent practice. As I looked into the matter, I did learn that there have been different practices in place over the years. Perhaps 5 or 6 years ago, the practice had been that the city manager and assistant city manager would meet with the Mayor and Assistant Mayor on a Tuesday over the lunch hour. Occasionally, a third Council member and/or a staff member would also attend these meetings. This group would review the upcoming Council business meeting agenda and discuss other city related issues. Outside regularly scheduled business meetings or study sessions, these Tuesday meetings were the only time the city manager would meet individually with a Council Member. It was during Mr. O'Rourke's tenure that weekly meetings between Council Members and the city manager were initiated. If Council chooses to move to the bi- weekly agenda preview meetings, it would not preclude any Council Member from scheduling time to meet individually with me. As currently envisioned, bi-weekly agenda preview meetings would be open public meetings, held in Council Chambers, but not recorded or aired on Y -PAC. Having the agenda preview meeting toward the end of the week, prior to the next Council business meeting, would ensure that the agenda is as close to being final as possible. That time frame would also give me the time I need to make sure I have reviewed all the materials so that I could be ready to address any questions Council might have as completely as possible. Agenda preview meetings as outlined in this memo are used by many jurisdictions in Washington, including Thurston County, where I found them to be very helpful. With this memo I am requesting Council guidance on the matter. If there is Council consensus to move forward with agenda preview meetings as described, we would also like guidance regarding the scheduling of these meetings. They could be done over the noon hour or late in the afternoon. If Council has any questions or concerns I am happy to discuss them with you.