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<br />REQUEST FOR COUNCIL ACTION <br />Date: 1/8/2024 <br />Item No.: 7.h. <br />Department Approval City Manager Approval <br /> <br />Item Description: Consider City Council and Advisory Commission Rules of Procedure <br />1 <br />2 Background <br />3 Each year, the City Council reviews the City Council and Advisory Commission Rules of Procedure for <br />4 ways to best conduct City business. The Rules of Procedure were last modified on January 10, 2022. <br />5(Attachment 1). <br />6 <br />7 At the joint meeting with the Planning Commission on October 16, 2023, the City Council heard a <br />8 request by the Planning Commission to allow its members to add discussion items to their agenda to <br />9 determine if a majority of Commission members are interested in exploring the topic further (Attachment <br />10 2). While the City Council felt that the Planning Commissioners should always feel free to bring up items <br />11 for discussion and determine if there was enough interest to pursue the topic, the City Council thought it <br />12 might be worth exploring whether the City Council and Advisory Commission Rules of Procedure should <br />13 be clarified to allow all Commissions to bring up items for discussion absent direction by the City <br />14 Council. (Attachement 3) If there is interest in allowing Commission members to bring forward agenda <br />15 items, the City Council should review Rule 9 of the City Council and Advisory Commission Rules of <br />16 Procedure and determine how that section should apply to Advisory Commissions. <br />17 <br />18 The City Council should also discuss allowing virtual participation by Council members, Advisory <br />19 Commission members, staff, and members of the public at meetings. While there are currently limits on <br />20 when and how City Council and Advisory Commission members can participate at City meetings, it may <br />21 be good to have guidance in the Rules of Procedure on when virtual participation at City meetings is <br />22 allowed, especially as it relates to members of the public. <br />23 <br />24 Policy Objectives <br />25 Ensuring that clear and defined procedures for conducting City Council and Commission <br />26 meetings is important in providing transparency and building trust with the public that City <br />27 business will be conducted in a fair and consistent manner. <br />28 <br />29 Racial Equity Impact Summary <br />30 A virtual format may promote additional participation from those who have barriers to in- <br />31 person attendance. Virtual meetings reduce the economic and transportation-related <br />32 barriers that often discourage women, individuals with disabilities, and people who are <br />33 employed in shift work from attending in-person evening meetings. <br />34 <br />35 Budget Implications <br />36 Not applicable <br />37 <br />38 Staff Recommendations <br />Page 1 of 2 <br />Qbhf!255!pg!413 <br /> <br />