A. Preparation Of Legislative Document: Have a legislative document (a resolution or ordinance) prepared.
Note: An interlocal cooperation agreement is not a legislative document. A resolution authorizing the Mayor to sign an interlocal agreement or a memorandum of understanding is necessary for Council action.
1. See Council Transmittal Form, section 50-3-4 of this chapter, for the standardized format of the letter and more information.
2. Refer to the checklist in section 50-3-3 of this chapter for recommended action for most issues. Individual departments and/or divisions, such as CED/Planning may have a customized checklist for action to be completed prior to submission of information to the City Council.
3. Public input, or the public process, is usually recommended prior to submission of the material to the Mayor's Chief of Staff and the City Council. Ways of getting public input and allowing for public process would be presenting the information to the community councils and/or appropriate City boards and commissions, holding public open houses or discussion forums, meeting with private organizations, such as nonprofit or community groups, advertising and/or posting the information on the City's webpage. Current Community Council Chairs and contacts for the various boards and commissions can be provided by the Mayor's Office. General information regarding the City boards and commissions can be found on the Salt Lake City webpage at http://www.slcgov.com/BC/.
B. City Attorney Review Required: The legislative document (ordinance or resolution) needs to have the stamp of the City Attorney's Office to ensure that it has been through the necessary legal review. Ordinance changes require two (2) versions, a legislative version and a clean version. New ordinances and resolutions require only the original version.
C. Completion Of Administrative Reviews: When the administrative reviews have been completed, provide the following: the original; a bookmarked PDF of the original; and nine (9) copies without the cover letter (a copy of the cover letter with the Chief of Staff's signature will be attached to each copy by the Mayor's Office).
1. Place the PDF (or other electronic documents) in the "transmittals to Mayor" folder on the L: drive at L:\Agenda Items\Transmittal to Mayor. If you do not have access to this folder, or if you need help with this process, please contact the Mayor's Office.
2. Deliver copies to the Mayor's Office, room 306.
3. Information for agenda items should not be delivered directly to the Council Office, unless directed to do so by the Mayor's Chief of Staff.
4. The original and the PDF and copies will be delivered to the City Recorder's Office and the Council Office by the Mayor's Office.
D. Schedule For Council Discussion: The items are scheduled for Council discussion as follows:
1. Agenda dates will be set by the Council only after receipt and review of the paperwork by Council staff. The Chair and Vice Chair will set an agenda date which will then be coordinated with the Administration through the Office of the Mayor. The date of receipt by the Council Office does not ensure an agenda date.
The only exceptions are: SID resolutions, which are generally scheduled for a date of adoption in advance of the transmittal, and budget amendments, which are scheduled for a briefing date.
2. Materials must be completed and submitted to the Mayor's Office three (3) weeks in advance of desired Council meeting date. This allows the Chief of Staff to review the material with the Mayor and make changes, if necessary, and provides the Council Office a minimum of two (2) weeks for review of materials prior to discussion.
3. Revisions/responses for agenda items in process may not require the three (3) weeks lead time, but they must still be submitted through the Office of the Mayor. This includes revisions or additional information requested by the City Council. This information is not to be submitted directly to the Council Office. Coordinate with the Mayor's Office and the Council staff to get agreement on the date due and what is to be provided. In general, follow up information must be in the Council Office one week before the follow up discussion or action.
4. On the rare occasion that an issue would require more urgent consideration, the Council Office must receive a request in writing (e-mail is acceptable) from the Chief of Staff to the Council Executive Director. If the request is approved, the Council staff will make the necessary adjustments to the Council agenda schedule based on the needs identified in the request and the direction from the Council Chair and the Executive Director. (2019 Compilation)