18-Council Member Agenda Item ReguestCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
06/03/09
Council Date:
City Manager
Kevin Carruth
18.
06/08/09
RECOMMENDED MOTION:
Move to approve a resolution adopting the use of a Council Member Agenda Item Request Form, adopting
rules for its use, and authorizing the City Manager to make administrative changes to the form from time to
time.
POLICY ISSUE(S):
Council operating policy
BACKGROUND:
At the December 8, 2008, meeting, City Council decided to try using the Council Member Agenda Item
Request Form and procedures for a six month test period and requested that it be placed on the June 2009
agenda for final action. The form and procedure have been developed because occasionally there has been
confusion about Council requested agenda items. Using the proposed form has ensured that there are no
misunderstandings about who made a request, what was requested, and when the item was to be addressed.
Addirionally, it has been helpful to clarify the author's thoughts by writing the request down, as opposed to
just saying something off the top of the head in a meeting. This helped make certain the Council Member's
item is addressed as they expect.
In conjuncrion with the use of this form, removing "Deliberate on possible future agenda items" from the
agenda was also suggested. First, there is no requirement that anything like that be on the agenda and it
does not keep a Council Member from getting an item on the agenda. Second, taking it off promotes use of
the form. Third, it will help improve our public image by no longer providing an opportunity for questions
that should be asked or addressed in a different venue. Fourth, it conforms with the Council-Staff
Operating Agreements.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolurion; Council Member Agenda Request form
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$
❑ Department Report Z Resolution
Budgeted Amt.
$
❑ Presentation ❑ Ordinance
y'I'D Actual
$
❑ Public Hearing ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
Z Administrarion Z Ciry Clerk ❑ Communiry Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Urilities
City of Paris
Revised 2/04/08
a UUGO l
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS;
ESTABLISHING A FORM AND PROCEDURE FOR COUNCIL MEMBERS TO
REQUEST ITEMS TO BE PLACED ON MEETING AGENDAS; MAKING OTHER
FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING
AN EFFECTIVE DATE.
WHEREAS, establishing a form and procedure for City Council Members to use to request items to
be placed on a City Council meeting agenda promotes orderly meetings and staff efficiency; and;
WHEREAS, the use of an agenda request form eliminates any confusion about an item requested by
Council Members and ensures that the item is addressed as expected by the Council Member; and,
WHEREAS, the continued use of "Deliberate on possible future agenda items" as a routine agenda
item is not required and not having the item on the agenda will promote the use of the proposed form and
procedure; and
WHEREAS, the proposed form and procedure conforms with the Council-Staff Operating
Agreements adopted July 17, 2008;
WHEREAS, the process was tested successfully for six months;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That the City Council of the City of Paris hereby adopts the form and procedure for
requesting items to be placed on Council Meeting Agenda attached hereto as Exhibit "A" and incorporated
herein by reference.
Section 3. That the City Manager is authorized to make administrative changes to the form and
procedure from time to time as needed.
Section 4. That the routine placement of an agenda item such as "Deliberate on possible future
agenda items" is no longer required.
Section 5. That this resolution shall be effective from and after the date of passage.
PASSED AND ADOPTED this the 8`h day of June, 2009.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
~ dE~10) 0 ,ci. 4`w`
COUNCIL MEMBER AGENDA ITEM REQUEST
Please complete this form if you wish to have an item placed on the agenda for a City Council
meeting. To allow adequate time to prepare packets and to coincide with staff's deadline for
items, the due date for placing an item on the agenda is noon Thursday, 12 days prior to the
regular meetings on the second and fourth Monday of each month (i.e. the Thursday immediately
following a regular Monday meeting). In order for your fellow Council Members to fully
understand your item, have productive discussion, ensure efficient council meetings, and for staff
to be able to assist you as completely as possible, it is important that you describe the item with
as much detail as possible and include any supporting documentation so that it may be included
in the Council's meeting packets. Please return this completed form to the City Manager and
contact the City Clerk at (903) 784-9248 if you have any questions.
Council member making request:
❑ Will Biard
❑ Steve Brown
❑ Jesse Freelen
❑ Kevin Kear
Description of Item:
❑ Joe McCarthy
❑ Edwin Pickle
❑ Rhonda Rogers
Are additional sheets or supporting materials attached? ❑ Yes ❑ No
I request that this item be placed on the agenda for the:
❑ City Council meeting on this date:
❑ Sometime in the next 2 meetings
❑ No specific time in mind - just keep it on a list of pending issues
Signature:
Date:
City of Paris Revised 11/19/08
• . , r ~ . ,_i