HomeMy WebLinkAboutAGENDA REPORT 1992 1007 CC REG ITEM 11BITEM I I 13
MOORPARK
799 Moorpark Avenue Moorpark, California 93021
OFFICE OF THE CITY CLERK
(805) 529.6864
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City Council 1&c_
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ACTION:
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TO: THE HONORABLE CITY COUNCIL /
FROM: Lillian Hare, City Clerk %�✓
DATE: September 30, 1992 (CC Meeting 10/7/92)
SUBJECT: CONSIDER PROCEDURE FOR REPORTING OUT OF COUNCIL
COMMITTEES
At the City Council meeting of August 19, 1992, Councilmember
Wozniak expressed his concern that all members of the Council
receive the necessary information regarding discussions and
material reviewed at the Council committee level.
A staff task force consisting of the Assistant to the City Manager,
Deputy City Manager, Public Works Director, Interim Community
Development Director and the City Clerk met to discuss and prepare
a recommendation for a procedure for reporting out of Council
Committees.
The Task Force recommendation is as follows:
That the staff person assigned to a Council Committee provide
an annotated agenda to the full Council within forty -eight
hours of the Council Committee meeting showing the Committee's
directed action /recommendation.
A standardized format should be used for the agendas
across all committees (similar to the Regular City
Council Meeting format): 1. Call to Order; 2. Roll Call;
3'.'Discussion Items with "Purpose" substituted for staff
recommendation; and 4. Adjournment. If an item is added
to the Committee Agenda at the Committee meeting, a
Section number 5., Added Item(s) , will be included on the
annotated agenda and will be annotated as all other
Discussion Items.
PAUL W. LAWRASON JR. JOHN E. WOZNIAK SCOTT MONTGOMERY BERNARDO M. PEREZ ROY E. TALLEY JR.
Mayor Mayor Pro Tem Councilmember Councilmember Councilmember
Printed On Recycled Paper
Committee Reporting
September 30, 1992
Page 2
The agenda should be annotated to show: Directed
Action /recommendation: (a short phrase or paragraph
summing up the Committee's direction/ recommendation).
The Task Force identified that concurrence with the
staff's recordation of Committee direction must be
reached prior to the adjournment of the Committee meeting
in order to accurately report to the full Council.
The annotated agenda should not require approval prior to
distribution. The Committee members would already have
given their concurrence with the staff's recordation of
the Committee direction and the approval process would
not allow for timely dissemination to the full Council.
Please note that the Task Force concurred that Committee
meeting agendas need to be limited in length to be most
productive and to reduce the amount of reporting required
out of Committee. Committee meetings typically last 1 -
1 1/2 hours.
On items that pertain to a matter such as real property
negotiation discussions or salary negotiations, the Task
Force recommended that the Agenda be annotated that
confidential information was discussed and the full
Council would be apprised of the information at the next
Closed Session.
The information reported out of committee would be
subject to the Open Records Act and will be provided to
the public when requested. "Agendas of public meetings
and other writings, when distributed to all, or a
majority of all, of the members of a legislative body of
a local agency by a member, officer, employee, or agent
of such body for discussion or consideration at a public
meeting of such body, are public records under the
California Public Records Act... as soon as distributed,
and shall be made available..." (G.C. 54957.5).
The implementation of the Task Force recommendation will
impact staff time by as much as an additional two hours
(annotating the agenda, typing, copying and distribution) for
each Committee meeting.
The Task Force identified and considered the following options in
determining our recommendation:
1. A Recording Secretary could be�hired to attend all Committee
meetings and prepare, copy and distribute minutes of Council
Committee meetings. This alternative would be the most
costly.
Committee Reporting
September 30, 1992
Page 3
2. Departmental Secretaries could be paid overtime to attend
Committee meetings and prepare minutes. Each hour of verbal
discussion results in two hours of minute preparation. In
addition, the draft minutes would need to be reviewed by the
staff person assigned to the Committee and then the minutes
copied and distributed. A two hour Committee meeting would
require two hours of overtime for a secretary and four hours
of minute preparation with another hour for revisions, copying
and distribution; management staff time would be involved in
the review of the draft minutes. This would have the greatest
impact on staff time and require existing priorities to be
reviewed and reprioritized because of the total staff time
involved.
3. The annotated agenda process could be implemented as
recommended. The estimated two hours of staff time for
preparation of the annotated agenda will be the "cost" of this
option.
STAFF RECOMMENDATION:
Institute an annotated agenda process to provide the full Council
a report out of Committee.
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