Item 37b Staff Report Consider Adopting Resolution Amending Town Council Policy on Agenda Format and RulesCOUNCIL AGENDA REPORT
DATE: July 23, 1996
TO: MAYOR AND TO ► OUNCIL
FROM: TOWN MANAGER
SUBJECT:
MEETING DATE: 8/5/96
ITEM NO. V 7
CONSIDER ADOPTING RESOLUTION AMENDING TOWN COUNCIL POLICY ON
AGENDA FORMAT AND RULES
RECOMMENDATION:
Adopt resolution amending Town Council Policy on Agenda Format and Rules.
DISCUSSION:
Attached are proposed changes to the Council policy on the Town Council Agenda Format and Rules, specifically the
section on Agenda Preparation and Schedule. This change moves the department submission deadline up from Friday
(10 days prior to the meeting) to Thursday (11 days) to give the Town adequate time to review and revise reports.
It was reviewed by the Town's Council Policy Committee on July 30, 1996.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
None.
Attachment: Resolution amending Town Council Policy on Agenda Format and Rules
PREPARED BY: DAVID W. KNAPP
Town Manager
DWK:pm
MGR102 A:\CNCLRRTS\8-5-4
Reviewed by: Attorneys Finance Revised: 7/25/96 12:30 pm
Reformatted: 10/23/95
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
AMENDING COUNCIL POLICY ON
TOWN COUNCIL AGENDA FORMAT AND RULES
WHEREAS, on April 4, 1994 Town Council adopted Resolution No. 1994-57 amending
Council Agenda Format and Rules; and
WHEREAS, it has become necessary to amend the Agenda Format and Rules to give staff
additional time for review and processing of reports before submittal to Council.
THEREFORE, BE IT RESOLVED, the Council Agenda Format and Rules are
established as indicated in the attached policy.
BE IT FURTHER RESOLVED, that Resolution 1994-57 is hereby repealed.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the day of , 1996 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
MGR102 A:\CNCLRPTS\8-5-4.RES
COUNCIL POLICY
TOWN OF LOS GATOS
Subject: Town Council Agenda
Format and Rules Page 1 of 3
Enabling Actions:
1986-183; 1987-24; 1988-124;
1993-181; 1994-57
Approved:
Effective Revised Date:
Date: 12/15/86 12/15/86; 3/2/87; 6/6/88;
6/15/92; 12/6/93; 4/4/94
PURPOSE
To establish procedures which standardize the Town Council agenda and insure an orderly
meeting.
POLICY
The following policies have been established:
A. Order of the Agenda
Closed Session
Interviews
Meeting Called to Order
Roll Ca11
Pledge of Allegiance
Closed Session Report
Appointments
Presentations
Consent Calendar
Verbal Communications
Public Hearings
Other Business (including Bid Awards)
Council Reports
Adjournment (No later than midnight without vote)
B. Consent Calendar
The Mayor will ask if any member of the public wishes to comment on any item on the
consent calendar. These items may be heard after "Public Hearings". Items removed
from the consent calendar at the request of a Council Member shall be considered for
discussion and action after the section of the agenda entitled "Other Business".
C. Verbal Communications
Presentations shall be limited to five (5) minutes per subject. All items that require Council
action will be referred to staff for review and recommendation at a subsequent meeting.
D. Adjournment
Council meetings will be adjourned at midnight unless a majority of the Council Members
present vote to extend the adjournment time.
E. Preparation of the Agenda
The agenda is prepared by staff for the Mayor's approval. In this manner the Mayor
determines the agenda. Any member of the Council may request that the Mayor make a
change or addition to the agenda. At a Council meeting, the Council may also place or
delete an item on an agenda. If two or more Council Members vote in favor of placing an
item on a future agenda, then the Mayor shall place the item on an agenda in the near future.
If the wish of the Council is to add an item on the agenda of the current meeting, then the
Brown Act generally requires a two-thirds vote (4) or a unanimous vote of those present if
less than 5 Council Members are present, with a finding that there is a need to take
immediate action and the need for action came to the attention of the Town after the agenda
was posted.
F. Agenda Schedule Preparation Schedule
Friday Thursday, 48 11 days prior
to meeting
Wednesday, Noon, prior to meeting
Wednesday, 5:00 p.m., prior to meeting
Thursday, prior to meeting
All agenda reports are due to the Town
Manager's Secretary. Reports should be
submitted as soon as possible to allow time for
review and revision. This is an interim step
with a goal of submitting reports by Wednesday,
12 days prior to meetings.
Cut-off for requests for placement of items on
agenda by members of the public
Cut-off for placement of items on the agenda by
members of Town Council
Written agenda is finalized and printed. Agenda
packets distributed to Town Council members.
ADMINMANO1 A:\COUNCIL\TCAGENDA
Page 2 of 3
G. Conduct of Town Council Meetings
The Council shall adopt:
1. Robert's "Rules of Order," or
2. some other rules of order, or
3. allow the Mayor to conduct the meeting as deemed appropriate so long as all members
of the Town Council concur.
H. Reconsideration of Items
No item acted upon by the Town Council will be reconsidered by the Council within ninety
(90) days of the Council action unless the item is requested for reconsideration by a member
of the Town Council. A motion for reconsideration may only be made at the meeting of the
original Council action or at the meeting immediately following the original action provided
the matter appears on the agenda. See schedule in paragraph F concerning placement of
items on the regular agenda by members of the Town Council.
I. Motions by the Chair
The Chairperson of the meeting may make or second motions.
The Mayor may restate, or ask that the maker restate, all motions immediately prior to any
vote.
APPROVED AS TO FORM:
Town Attorney
ADMINMANO1 A:\COUNCIL\TCAGENDA Page 3 of 3
RESOLUTION 1996-108
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
AMENDING COUNCIL POLICY ON
TOWN COUNCIL AGENDA FORMAT AND RULES
WHEREAS, on April 4, 1994 Town Council adopted Resolution No. 1994-57
amending Council Agenda Format and Rules; and
WHEREAS, it has become necessary to amend the Agenda Format and Rules to give
staff additional time for review and processing of reports before submittal to Council.
THEREFORE, BE IT RESOLVED, the Council Agenda Format and Rules are
established as indicated in the attached policy.
BE IT FURTHER RESOLVED, that Resolution 1994-57 is hereby repealed.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 5th day of August, 1996 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Linda Lubeck
NAYS: None
ABSENT: Patrick O'Laughlin
ABSTAIN: None
SIGNED: /s/ Randy Attaway
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST: /s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:\SHARE\MGRO805.37B
MGR102 N:\SHARF_\MGRO805.37B
August 5, 1996
Los Gatos, California
AGENDA FORMAT/AGENDA RULES/RESOLUTION 1996-108 (37B.10)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck,that Council adopt Resolution 1996-
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AMENDING COUNCIL POLICY
ON TOWN COUNCIL AGENDA FORMAT AND RULES, Carried by a vote of 4 ayes. Mr.
O'Laughlin was absent.
COUNCIL COMMITTEE REPORT (38.10)
Radar on Highway 85:
Joanne Benjamin directed Council's attention to Jim Cunneen's letter regarding speeding on
Highway 85 and the request for support of the use of radar as a means to reduce that speed.
She requested that the Policy committee respond to that letter. Frank Jones from the audience
addressed that comment and stated that accidents did not necessarily correlate to speeding. He
felt that radar was intrusive of government agencies in private lives.
Performance Audit of Town:
Linda Lubeck submitted a proposal to Council and requested consideration of a performance
audit. She asked that staff look into what other communities in California have done in the
recent past, what savings these communities may have realized, and noted that our Town
Manager had done performance audits professionally at one time. She requested staff review
this information and report to Council at the October 7, 1996 meeting
TOWN COUNCIL MEETING SCHEDULE/REINSTATE SEPTEMBER 3, 1996 (39.10)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council amend the Town Council
Meeting Schedule for 1996-97 Fiscal Year reinstating the September 3, 1996 Council meeting.
Carried by a vote of 4 ayes. Mr. O'Laughlin was absent.
ADJOURNMENT
Motion by Mr. Blanton, seconded by Mrs. Lubeck, that this evening's meeting be adjourned at
12:32 a.m. Carried by a vote of 4 ayes. Mr. O'Laughlin absent.
TC: D8: MM080596
ATTEST:
Marian V. Cosgrove
Town Clerk
13