(A) In order to facilitate the orderly conduct of business, an agenda shall be prepared for each regular or special meeting of the City Council and for each meeting of the oversight committees or subcommittees. In order to place items on any agenda the rules set out in this section shall be followed.
(B) Agenda for regular and special City Council meetings shall be prepared in accordance with the Illinois State Statute pertaining to the Open Meetings Act. Items to be placed on such agenda shall include all oversight committee reports and other reports deemed ready for City Council consideration or action. Items placed on the agenda for any Council meeting shall be submitted by 4:00 p.m. on the Thursday preceding the City Council meeting for which the agenda is being prepared. The agenda and related documents shall be mailed or distributed to each Alderman, representatives of the media and appropriate department heads or staff by 6:00 p.m. on the same day that the agenda is prepared.
(C) Agenda for oversight committees or any subcommittee or special committee shall be prepared in accordance with the Illinois State Statute pertaining to the Open Meetings Act. Items may be placed on the agenda of oversight committees or subcommittees by the Mayor, any Alderman, department heads or anyone wishing a matter to be considered by an oversight committee or subcommittee as long as such item is appropriate to the purpose of that committee. Agenda items shall be submitted by 4:00 p.m. on the Thursday preceding any meeting set for the following Monday, Tuesday or Wednesday, or by 9:00 a.m. on the Monday preceding any meeting set for the following Thursday or Friday. The agenda and related documents shall be mailed or distributed to the Mayor, committee members, representatives of the media and appropriate department heads or staff by 6:00 p.m. on the same day that the agenda is prepared.
(D) The Mayor, committee chairmen, department heads or other interested parties placing items on any agenda shall cause the preparation of any documentation relating to the agenda item which is deemed to be appropriate as background information for consideration by the body. The original or a clearly printed copy of such material shall be delivered to the Mayor’s Office by 4:00 p.m. on the day before the agenda is to be prepared for the purpose of duplicating the material for member packets. Such documents shall include, but not be limited to, all proposed ordinances and resolutions.
(E) The City shall maintain a set of mailboxes for the Aldermen to receive mail and other communications. Correspondence and items relating to meetings shall be placed in the mailboxes until mailed or delivered to members. Such distribution shall be made by the Mayor’s Office and City Clerk on a timely basis.
(Ord. 7483, passed 8-21-90; Am. Ord. 8642, passed 3-3-09)