HomeMy WebLinkAboutA03.0 Agenda Memo Process �'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- AGENDA MEMO PROCESS SECTION. A NUMBER: 3.0
PREPARED BY- City Secretary's Office REVISED DATE: 02/01/2014
PAGE: 1 of 3
PURPOSE
3. 1 The purpose of an Agenda Memo Process policy is to define the steps to gather and
document accurate and complete information needed to present at the City Council
meetings. This allows all attending the City Council meetings to review such
information in a timely and appropriate fashion.
POLICY
3.2 The City Manager has the final authority to determine the contents of the Council
Agenda packets and the order in which the items appear.
3.2.1 It is the responsibility of the Department Head in the originating department
to see that the agenda memo is complete and backup is prepared.
3.2.2 Agenda packet delivery is before the close of business on the last City
business day of the week prior to Council meeting.
3.3.3 Regular Council meetings are on the 1St and 3rd Tuesday of the month.
Special called meetings will have called delivery dates.
3.3 AGENDA MEMO PROCESS - The agenda memo process is to be followed as
outlined:
3.3.1 All resolution and ordinance information is due in the City Secretary's Office
on Monday, two weeks in advance of agenda packet delivery (See
Attachment A 3.0: Time-Line for Ordinances, Resolutions, and Agenda
Memos).
3.3.2 Legal review of any contract, proposal or other matter shall be presented to
the City Attorney by the originating department in ample time for legal
review of the document before submittal to the City Secretary.
3.3.3 If Staff is relying on a particular statute for support of an ordinance, or
policy, the Staff should provide that information to the attorney to minimize
legal research time.
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- AGENDA MEMO PROCESS SECTION. A NUMBER: 3.0
PREPARED BY- City Secretary's Office REVISED DATE: 02/01/2014
PAGE: 2 of 3
3.3.4 All departmental bid recommendations are due to the Purchasing Agent on
Thursday, two weeks in advance of the agenda packet delivery (See
Attachment A 3.0 - Time-Line for Ordinances, Resolutions, and Agenda
Memos).
3.3.5 All items requiring expenditure of funds are to be reviewed by the
Administrative Services Department Controller prior to submittal at the
agenda meeting. The Administrative Services Department review includes
budget appropriation, account codes and availability of funds.
3.3.6 Capital Project and Increased Service level agenda items must have the
Capital Project or Increased Service Level Budget Forms attached to the
agenda memo.
3.3.7 Bid recommendation and financial memos to be reviewed by the
Administrative Services Department are due to the Administrative Services
Director by 10:00 am on Monday, one week in advance of agenda packet
delivery.
3.3.8 All agenda item wording shall be submitted to the City Secretary's Office by
12:00 noon on Monday the week before the Council meeting.
3.3.9 Sufficient time must be allowed in order for departments to complete
purchasing review, fiscal impact, legal review, and review by appropriate
departments prior to submittal on Tuesday at the agenda meeting,
3.3.10 Agenda meetings will be held at 9:00 am on Tuesday the week before the
Council meeting to review the draft agenda and to discuss information
pertaining to management policies. The following items are required to be
submitted at that meeting:
3.3.10.1 Completed and signed agenda memos (See Attachment B
3.0 —Agenda Memo Format).
3.3.10.2 Map attachments in the correct amount, collated, stapled,
folded, and 3-hole punched for three ring binders (19 for the
first meeting and 31 for the second meeting).
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- AGENDA MEMO PROCESS SECTION. A NUMBER: 3.0
PREPARED BY- City Secretary's Office REVISED DATE: 02/01/2014
PAGE: 3 of 3
3.3.10.3 All joint Council and P&Z public hearing agenda memos are
to be signed by the Development Services Director, with the
exception of plat packets.
3.3.11 Once reviewed and approved, the Assistant City Manager forwards all
agenda memos to the City Manager, who gives the final approval with his
signature using Attachment C 3.0 — Agenda Memo Sign-Off Sheet. The
Agenda Memos are forwarded to the City Secretary for preparation of the
Council agenda packet. The agenda packet is sent to the printer on
Thursday afternoon and delivered to Council on Friday by 3:00 pm.
3.3.12 Agenda memos are prepared using the agenda format found in -
R:\Agenda\AGMEMO.doc.