(A) Recitals. The recitals contained in the preamble of Ord. 0318-3 are determined to be true and correct and are hereby adopted as a part of this section.
(B) Policy. Policy establishing guidelines for placement of items on a City Council agenda are as follows.
(1) Any Council member, which includes the Mayor, may submit no more than three items to be placed on a City Council agenda. The items requested shall be placed on the earliest possible agenda for which the submission deadline is met, unless a later date is otherwise requested by the Council member or Mayor submitting the item.
(2) In addition, the following stipulations apply.
(a) The City Administrator, or the City Secretary in the absence of a City Administrator, has the primary responsibility for establishing the agenda for City Council meetings and may list items to be considered by the Council.
(b) For an item to be placed on the agenda at a regular Council meeting, the item must be submitted on a form and as prescribed in division (B)(2)(c) below and received by the City Secretary’s office no later than 12:00 p.m. on the fifth day preceding the regular Council meeting. For special Council meetings, the deadlines for submission shall be adjusted accordingly.
(c) To have an item listed on the agenda for a meeting of the City Council, the Mayor or a member of the City Council shall fill out and complete a form that will be available in the office of the City Secretary. The form shall indicate the date of the City Council meeting at which the member desires for the item to be listed on the agenda, the topic that he or she desires to be listed, and a description of any research, document preparation or other staff work that will be required to present the topic. If no staff work will be required to present the topic, the form shall be submitted to the office of the City Secretary not later than noon on the fifth day before the date of the meeting. If staff work will be required to present the topic, the form shall be submitted to the office of the City Secretary not later that noon on the twenty-first day before the date of the meeting. In all cases, the form submitted by the member of the City Council shall describe the topic to be listed with sufficient particularity to enable a person reading the agenda to determine the nature and scope of the matter to be addressed.
(d) In an open meeting, the Council may direct that items be placed on a future agenda.
(e) The agenda packets for all regular Council meetings will be available to Council members, including the Mayor, no later than 12:00 p.m. on the Friday preceding the meeting. For special Council meetings, the agenda packets shall be available to Council members, including the Mayor, as soon as reasonably practicable.
(f) Members of the city staff and legal counsel may place as many items on the City Council agenda for discussion or action as necessary to ensure the proper and necessary conduct of city business.
(g) The combined total of items placed on a City Council agenda by the Mayor and City Council may not exceed 12 items. The City Secretary may not accept or place more than three items on any City Council agenda from a request by the Mayor or City Council member. The City Secretary shall number each request for placement on a City Council agenda received under this section in the order in which the requests are received. The first 12 items received shall be the items placed on the agenda.
(Ord. 0318-3, passed 3-18-2018)