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AGENDA ITEM - 3A <br />MEMORANDUM <br />DATE: May 11, 2026 <br />TO: Honorable Mayor and City Councilmembers <br />FROM: Jessica Jagoe, City Administrator <br />SUBJECT: State of the City Draft Policy Discussion <br />Budgeted Amount: Actual Amount: <br />N/A <br />Council Should Consider <br />N/A <br />Funding Source: <br />N/A <br />Council should review the State of the City (SOTC) Policy draft (Attachment A) created by Staff <br />and be prepared to provide feedback on the policy draft. <br />Background <br />At the August 25, 2025, work session, City Council discussed the creation of a State of the City <br />(SOTC) Policy that would lay out the details of the event such as date, time, location, as well as, <br />processes for planning of information that will be included within the presentation. Staff would <br />use this policy as the outline for planning future events. This policy will reduce Council's yearly <br />multiple meeting review of event details. Rather staff will provide Council with event planning <br />updates and work with their respective presenters at the intervals outlined within the policy. <br />Discussion <br />Language within the draft policy is consistent with past practice for the "run of show" and <br />timeline needed for SOTC preparations. At the April 131h work session, Council requested Staff <br />distribute the following questions to gain feedback on specific sections within the draft policy. <br />Below is a summary of the Council responses: <br />Date and Time — the date and time of the event as written in the draft policy would be <br />held on the third or fourth Saturday in September. <br />Pagel of 2 <br />