HomeMy WebLinkAboutA 3.0 Agenda Packet Process 1998-04-21 . CITY OF GRAPEVINE SECTION A
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�--•� ADMIIVISTRATIVE POLICY NUMBER 3.0
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sua�ecT: qGENDA PACKET PROCESS
City Secretary's OffiCe EFFECTIVE DATE 4/21/98
PREPARED BY:
PURPOSE
The purpose of a policy outlining the steps in the agenda memo process is to
ensure that accurate and complete information is presented to Council in order that
they may review such information in a timely and appropriate fashion.
PROCEDURE
The City Manager has the final authority to determine the contents of the Council
agenda packets and the order in which the items appear. It is the responsibility of
the Department Head in the originating department to see that the agenda memo is
complete and backup is prepared.
Agenda packet delivery will ordinarily be before the close of business on the last
City business day of the week prior to Council meeting. Regular Council meetings
�__� are on 1 St and 3`d Tuesdays of each month. Special called meetings will have called
delivery dates.
The agenda memo process is to be followed as outlined:
A. All resolution and ordinance information will be forwarded to the City
Secretary's Office by the initiating Department. 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): �
B. Any contract, proposal or other matter requiring legal review shall be presented
to the City Attorney by the originating department a sufficient period of time in
advance of the submittal date denoted in A above, to allow the City Attorney to
complete his review before submittal to the City Secretary. If staff is relying on
a particular statute for support of an ordinance or policy, the staff should� .
provide that information to the City Attorney at the time of the original request.
C. All departmental bid recommendations are due to the Purchasing Agent by
10:00 a.m. on Monday, two weeks in advance of agenda packet delivery (See
Attachment A).
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CITY OF GRAPEVINE SE�T'°" A
' ' ADMIlvISTRATIVE POLICY "�"'BER 3.0
. suBrecT: AGENDA PACKET PROCESS. PA�E 2 OF 3
PREPARED BY: Clt�/ S@CCetBC�/'s Office EFFECTIVE DATE 4/21/98
D. All items requiring expenditure of funds are to be reviewed by the
Administrative Services Office prior to submittal at the agenda meeting. The
Administrative Services Office review will include budget appropriation,
account codes and availability of funds.
E. Capital Project and Increased Ser.vice Level agenda items must have the
Capital Project or Increased Service Level Budget Forms attached to the
agenda memo.
F. Bid recommendation and financial memos to be reviewed by the
Administrative Services Department are due to the Administrative Services
Director by 10:00 a.m. on Thursday, one week in advance of agenda packet.
delivery.
G. 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.
H. Staff ineetings will be held at 9:00 a.m. on Tuesday the week before the
Council meeting to review the drafted agenda and to discuss information
pertaining to management policies. The following items are required to be
submitted at that meeting:
1 . Completed agenda memos (see Appendix for format).
2. Map attachments in the correct amount, collated, stapled, folded and
hole punched for three ring binders (26 for the first meeting and 36 for
the second meeting.)
3. All joint Council and P&Z public hearing agenda memos are to be signed
by the City Manager and Director of Development Services, with the
exception of plat packets.
I. Once reviewed and approved, the Assistant City Manager shall forward all
agenda memos to the City Manager, who gives final approval and forwards
the agenda memos to the City Secretary for preparation of the Council
agenda packet. The agenda packet will be copied on Thursday afternoon and
; � delivered to Council on Friday by 3:00 p.m.
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CITY OF GRAPEVINE SE�T'°" A
' ` ADMIIVISTRATIVE POLICY , "�"'BER 3.0
susrecr: AGENDA PACKET PROCESS � PACE 3 OF 3
PREPARED BY: City Secretary�S OffIC@ - EFFECTIVE DATE 4/21/98
. J. Agenda memos are to be prepared using the prescribed agenda format. This
format can be found in R:\AGENDA as document AGMEMO.MAC.
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� -,,'' _ ATTACHMEN: � �q .
CITY COUNCIL AC�ENDA MEMt) PRC3�ESS
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Res/Ord ta Bid Awards and
to City Secretary Finance related
Bid recornmendations Agenda Memos
to Purchasing to Admin Svcs Dept
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Agenda Staff Mtg. Agenda copy date AGE1tiDA
DELIVERY
Agenda Memos
to City Secretary
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CITY COUNCIL
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APPENDIX: AGENDA MEMO.FORMAT
� MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: TRENT PETTY, CITY MANAGER
MEETING DATE: '
SUBJECT:
RECOMMENDATION:
Should be brief, but specific, and should follow one of the following areas: (1)
approval of ordinance, (2) approval of resolution, (3) authorization/direction to Staff,
(4? FYI no action needed.
FUNDING SOURCE:
If applicable, provide the following: (1) account number and (2) amount budgeted for
this item. �"
ALL MEMOS EXPENDING FUNDS ARE TO BE REVIEWfD BY THE FINANCE DIRECTOR
• PRIOR TO SUBMITTAL.
BACKGROUND INFORMATION:
Detailed information regarding the issue to be considered. Make sure information
complete to provide Council with enough background material.
Initials of inemo writer and secretary should be included at the end of the memo, i.e.:
LH/cb
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