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HomeMy WebLinkAboutItem #04 - Discussion Item'fr' i IrMl mono 4MM= MlighteltAMPUM W 11*7$ City Commission +t Mayor attd McMbets of the City Conies ient 'sem, Joseph R. Oraesie City Manager .11ti,ttt: Rttt tthetI: th6L0�wllts: Present practice dealing with agenda items does not lend itself to an effective decision making process. To do so, the organiaation of the agenda muat provide the City Commissionwith adequate and Concise background from which to arrive at a decision, while creating an atmosphere where matters can be discussed and conclusions reached in a logical and expeditious fashion. Toward that end, the City Commission may conclude that the following two processes will enhance its decision making. The first is the use of a Committee of the Whole. Items requiring discussion prior to the Commission taking action would be considered by the Committee of the Whole. This would give the Commission the opportunity to discuss matters in a leas restrictive environment than is represented by the present City Commission Chamber setting. Formal actions on these matters would be accomplished later in the day, while the Commission sits in formal session. The Committee of the Whole would include such items as public hearings, City agency and board matters, and department items. The second process to be introduced in City Commission meetings would be the regular scheduling of workshop sessions. Workshop sessions would include such items as Community Development workshops, specific public hearings that require careful evaluation (such as hours for establishments selling alcoholic beverages) and adjustment of fee structures (such as boat dock rates). Workshop sessions give the City Commission the vehicle to become thoroughly acquainted and involved in specific areas of interest. When properly used, workshop sessions become effective in the decision making process. A Committee of the Whole. and workshop sessions regularly utilised by the City Conmission,.will facilitate arriving at effective decisions whip: reducing the time spent in deliberations. It is equally important that the time of the City Commission not be dissipated in insignificant formalities, and the reorganisation of agenda items is designed to help accomplish that. Saving of legislative time will require the active cooperation of all members of the City *mission. It is anticipated that by allowing time in the morning for Committee of the Whole and workshop sessions, that any action deemed necessary Can be converted to an appropriate resolution or ordinance for action by the Commission in the formal afternoon session. "SUPPORTIVE DOCU i o . E 13 1 i Aosordistgly, City Commission Agendas world be e general outlinez ized utilizing the following $101011X0 S9t0N (MO A.9I. Committee of the Whole and Workshop Sessions These sessions would allow discussion of information presented by departmental staff and by citizens. ADIOURNMENT POR LUNCH (12 t 00 P.M.) AFTERNOON SESSIONS (1 t00 P.M.) Presentations, Proclamations and Declarations All of these will be listed on agenda. "SUPPORTIVE DOCUMENTS FOLLOW" Proposed Ordinances and Resolutions Included at this time would be items not requiring lengthy discussion or evaluation such as award of bids, acceptance of completed work, housekeeping items, appointments to committees and boards. The granting of free use of public facilities should be governed by a City Commission policy so that it need not appear on the agenda. The City Commission is presently required by ordinance to receive sealed bids for assessable public works projects and bids for the sale of bonds. Commission may wish to consider elimination of this requirement as the same function is accomplished by the City Clerk on other bids. Pormaliaation of Committee of the Whole and Workshop Sessions At this time the City Commission would take formal action on the results of the morning workshops and Committee of the Whole deliberations. Personal Presentations and Requests by Individuals and Groups This would include any item not having prior analysis by City staff. Notably, Zoning Appeals and Planning Advisory Board items have not been included in this schedule. Recognizing that often lengthy presentations are required on these matters, the Wednesday afternoon immediately preceding the second Commission meeting of the month would be utilized by the Commission for the hearing of Plan- ning and Zoning matters. 'Evaluation of time spent at City Comntssion meetings considering Planning and Zoning matters indicates that this can be successfully accomplished in one afternoon session per month. As the agenda becomes an effective tool for the City Commission to use, further refinement' will necessarily be made to facilitate the decision making process.