Ripon City Council Minutes

City Administrator Werner began the workshop by explaining how agenda preparation is a team effort by many individuals. The City Administrator, City Clerk, Deputy City Clerk, and City Attorney all have a hand in preparing the agendas. There is currently not a policy in place for City Council’s role. City Council has asked to have a discussion regarding a policy for Council Members to place items on the agenda. This process can provide City Staff with an opportunity to provide input and recommendations, plus prevent a situation where Council’s decision can be called into question. Steps for Council to consider for placing items on the agenda: 1. If a Council Member wants to put something on the agenda, they must do so in writing, preferably using a form that is easy to use and conveys the necessary information (who, what, where, why, etc.). Requests will go through the Mayor, or directly to the City Administrator. Council requested staff to create a form for Council to use. 2. The City Administrator would be responsible for putting together (or delegating as necessary) a staff report. The Council Member attachment then becomes an attachment to the staff report. After the staff report is prepared, the item will be placed on the agenda. There may be some situations where timing is tight and the City Administrator will need to streamline the process. Council said the City Administrator should have the ability to say if an item cannot make the agenda due to timing, insufficient materials, or information provided. 3. At the Council meeting, the Mayor will introduce the item and will note it was placed on the agenda by Council Member (x). Staff will then give their report. As we have discussed, the staff report will likely include background information, a discussion of the policy issues, the legal issues and any fiscal impact. The Mayor will ask if there are any questions of staff. Following that, Council Member (x) would be given an opportunity to explain why they put this on the agenda, what they’re recommending, etc. Council requested the order be changed to the Mayor introducing the item, Council Member (x) speaks to why they added the item to the agenda, then staff gives the report of findings.