HomeMy WebLinkAboutCC AG PKT 2009-12-14 #DAGENDA STAFF REPORT
DATE: December 14, 2009
TO: Honorable Mayor and City Council
THRU: David Carmany. City Manager /Eyecutive Director
FROM: Linda Devine, City Clerk/Agency Secretary
SUBJECT: ADMINISTRATIVE PROCEDURE 100 -04 - AGENDA
STAFF REPORT FORMAT /PROCEDURES
SUMMARY OF REQUEST:
Receive and file.
BACKGROUND:
At the November 9 th Council meeting the Mayor requested that the City Council'
review the agenda procedures. The purpose of the administrative procedure is
to establish a policy setting formatting standards for Council agenda staff reports
submittal procedures.
FINANCIAL IMPACT:
None
RECOMMENDATION:
Receive and file.
SUBMITTED BY:
4 inaDevine, City Clerk
NOTED AND APPROVED:
David Carmany, City Manager
Attachments:
A. Administrative Procedure 100 -04
Agenda Item Q
CITY OF SEAL BEACH
ADMINISTRATIVE PROCEDURE
SUBJECT
CITY COUNCIL AGENDA STAFF REPORT FORMAT /PROCEDURES
SECTION INDEX NO. ISSUE DATE REVISION DATE COUNCIL CM APPROVAL
APPROVAL
100 4 March, 2001 January 2008 N/A
1. SCOPE
For all department heads /staff.
2. PURPOSE AND INTENT:
To establish a policy setting formatting standards for Council agenda staff reports
submittal procedures.
3. POLICY:
The City Council meetings are a vital part of the democratic process and
necessary for the conduct of the City's business. The Council will determine
annually the schedule of meeting dates. The Municipal Code suggests they
meet on the 2nd and 4th Mondays of each month at 7:00 p.m. with all meetings
open to the public. The Council agenda establishes the official order of business
at the meetings with the items for the agenda prepared and submitted by the City
Manager and staff. The agenda lists the items before Council for their
consideration and the City staff report for each item offers background and
analysis, as well as staff recommendations or alternatives.
A uniform staff report has been established to ensure that all pertinent issues
have been addressed and that Council and the public can easily identify those
issues in each staff report. A template for the staff report and cover sheet is
attached to this policy.
4. PROCEDURES
City Council Meeting - Agenda Item Calendar - (Yellow Sheet)
• Please inform the City Clerk with any updates.
• Agenda Calendar will be reviewed weekly at the staff meeting.
Deadline for all staff reports - Thursday at 12:00 noon (follow
dates on schedule)
Those staff reports submitted past the deadline date will be
reviewed on a case -by -case basis for inclusion in the agenda.
1 of 4
(100 -04)
The intent is for Council to receive the agenda packets on the
Wednesday before the meeting.
All Agenda Items must be accompanied by a staff report with the
cover sheet filled out completely.
• Indicate any special instructions - if you need a copy of the resolution,
minute excerpt, copy of the contract/agreement, etc.
® All original contracts /agreements must be signed by the other party
before it will be submitted for council approval.
o Must have the attorney, finance and planning departments, and/or
other departments sign -off.
® Staff reports should be given to the City Clerk (including
attachments).
® Resolutions must be submitted with all attachments
(contracts /agreements).
® City Clerk's office will number the resolutions and ordinances and
assign agenda item numbers.
® Save all electronic documents in the shared agenda drive or email all
documents to the City Clerk.
Deadline for public notice - most notices require 10 days before
the meeting date
o Email legal notices to the City Clerk by 10:00 a.m. the Friday before
the notice will be published in the Sun newspaper (paper is distributed
on Thursdays).
Follow-up - Action Summary
• The day after the meeting the City Clerk will email the Action
Summary with follow -up.
• Signatures from the City Manager and Mayor.
• City Clerk will mail out all copies of contracts /agreements.
• All original contracts /agreements will be kept in the City Clerk's
office.
5. ISSUANCE
IS
City Manager
Dated:
2of4
(100 -04)
AGENDA ITEM:
COUNCIL MEETING
AGENDA ITEM
Council Meeting Date:
City Clerk I
City Manager
INITIATED BY:
City Council /Department:
Submitted by: Date:
Prepared by: Date:
CHECK TYPE OF AGENDA ITEM:
Closed Session Council Item Presentation Consent Calendar
Public Hearing New Business Continued Business RDA
REPORT INCLUDES:
Resolution Ordinance Number of Signed Contracts /Agreements
List Other Attachments / Special Instructions:
" ATTORNEY REVIEW: Yes No Sign -off
" FINANCE DEPARTMENT REVIEW: Yes No Sign -off
Funds budgeted: Yes No Budget Amendment
" PLANNING DEPARTMENT REVIEW: Yes No Sign -off
Negative Declaration Categorically Exempt (Class )
Environmental Impact Report Other No Potential Impact
Impact Other Departments: (List)
1 • Contacted: Yes No
2• Contacted: Yes No
3of4
(100 -04)
AGENDA STAFF REPORT
DATE: (Date of Council Meeting)
TO: Honorable Mayor and City Council
THRU: David Carmany, City Manager
FROM: (Department Head)
SUBJECT: (Upper Case Bold -14 pitch)
SUMMARY OF REQUEST:
(All paragraphs 12 pitch)
BACKGROUND:
FINANCIAL IMPACT:
RECOMMENDATION:
SUBMITTED BY:
(Dept. Head, Department)
Attachments:
A.
B.
(All headings, bold, 14 pitch)
NOTED AND APPROVED:
David Carmany, City Manager
(Marciins: Top 1 " Sides 1.25" Bottom 1 ")
Agenda Item
4 of 4
(100 -04)