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<br />. <br /> <br />. <br /> <br />. <br /> <br />~ <br />~HILLS <br /> <br />MEMORANDUM <br /> <br />DATE: <br /> <br />AGENDA ITEM: 2.D <br /> <br />April 17, 2006 <br /> <br />TO: Mayor and City Council <br /> <br /> <br />FROM: Michelle Wolfe, City Administrator ~ <br /> <br /> <br />SUBJECT: City Protocol for Setting Meeting Agendas <br /> <br />At the March City Council retreat, there was discussion about how items get on meeting and <br />work session agendas. Attached is the document I prepared for the retreat discussion. <br /> <br />An outcome of the retreat was that we removed "Council Comments and Requests" from <br />Council Meeting agendas. Another outcome was that we were going to develop a protocol for <br />how items get on agendas. Some ideas were discussed at the retreat, but I don't believe we came <br />to a full conclusion. In the draft reports I received from the facilitator, this is one area she left for <br />me to fill in. <br /> <br />I would recommend that the first four items from the attachment remain in place as methods for <br />items to be placed on an agenda: <br /> <br />o Part of an established process (for example planning cases, public improvement projects, <br />claims/payroll). <br />o Clear Council direction (consensus) following discussion about an item during a work <br />session or meeting. <br />o Staffrecommendations (for example polices, administrative actions, items requiring <br />Council approval such as hiring/firing). <br />o Request from outside organizations to appear before Council (examples here would <br />include organizations we are a member of such as Visit Minneapolis North or Twin Cities <br />North Chamber of Commerce), organizations we work with (such as Mounds View <br />School District or Ramsey Center for the Arts), local community groups such as Boy/Girl <br />Scouts, and elected officials (legislative delegation.) <br /> <br />The last bullet that I listed was "Councilmember request". I indicated that this was the area tllat <br />was problematic for staff and where clarification was needed. I understood the consensus from <br />the retreat was that items should not be placed on an agenda based on one individual request; <br />rather, there should be consensus/agreement of the Council to do so. <br /> <br />With the removal of "Council Comments and Requests" from the agenda, I think some have <br />stmggled with how to get on item on to an agenda. Therefore, I suggest that we add an item to <br />the Council Meeting agendas called "Council Requests" (see attached sample agenda.) When we <br />