September 13, 2005

SUBJECT:  Reconsider Policy Dealing With Adjournment of Council Meetings at Which Not All Agenda Items Have Been Addressed by 11:30 p.m.

REPORT IN BRIEF

Council’s current policy is to complete and take action on as many items listed on its regular meeting agenda as possible during that same meeting.  Items which Council begins considering prior to 11:30 p.m. will be completed during that same meeting regardless of how long that takes. After 11:30 p.m., Council will not begin addressing any additional agenda items without first taking a vote on whether to proceed or whether to continue items to a date certain. This report provides a framework for Council discussion—and possible Council action—regarding this current practice.

BACKGROUND

On the evening of August 23, 2005, Council’s Tuesday meeting lasted until nearly 1:00 a.m., Wednesday morning. Vice Mayor Swegles suggested that Council agendize for discussion at a future meeting its policy detailed above.

EXISTING POLICY

See Report in Brief above.

DISCUSSION

Council’s current policy was initially implemented due to Councilmember concern regarding the frequency with which Council meetings lasted beyond 11:00 p.m. and the impact that late hour had on the public, staff, Council and the overall quality of the policy-making process. It was felt that fewer people attended issues discussed at that late hour, and that this worked against Council’s desire to maximize public involvement in the development of City policy. Furthermore, it put a physical strain on all those in attendance, regardless of role or title.

The Vice Mayor indicated renewed concern with the frequency with which Council meetings are lasting into the late evening, and sometimes early morning, hours. He also expressed concern for those members of the public who might wait hours for their item to be addressed by Council, only to find after 11:30 p.m. that it was to be postponed to another date. The Vice Mayor asked that Council discuss these issues at a future Council meeting in hopes of finding a more practical solution to the problem.

FISCAL IMPACT

There is no fiscal impact associated with this report.

Conclusion

Council discussion regarding how to deal with Council meetings extending into late evening and early morning hours will take place on September 13, 2005.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda and report on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the City Clerk’s office and Library.

ALTERNATIVES

1.                 Change Council’s existing policy governing meetings which extend beyond 11:30 p.m.

2.                  Do not change Council’s existing policy governing meetings which extend beyond 11:30 p.m.

RECOMMENDATION

Staff makes no recommendation.

Approved by:

Amy Chan, City Manager

Prepared by: Robert A. Walker, Assistant City Manager