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Aq POLICY PROPOSAL
DATE FILE NUMBER SUBJECT Improving Pre-Council Meetings PAGE 1 OFA
10/9/79 CP-59
PROPOSAL PROPOSED BY: Councilmen MANAq R'S REV EW
Bob Bolen, Richard � .
Newkirk and Louis Zapata
Background
The primary purpose of the Pre-Council meeting is to allow Council members the oppor-
tunity to obtain additional information from the staff on Informal Reports and/or
Mayor and Council Communications. It is also intended to reduce the amount of time
the staff has to spend waiting to make input at the regular Council meeting. When-
ever necessary, presentations can be given by non-staff persons on appropriate issues.
In general, the Pre-Council meeting is designed to be a mechanism for obtaining infor-
mation which will facilitate the formal City Council meeting.
At the City Council/staff retreat, several problems were identified which have reduced
the effectiveness of Pre-Council meetings. The most common problems are:
1. Meetings frequently do not start at the designated time;
/05" 2. All items on the agenda are not always covered. This is due pri-
marily to overloaded agendas.
3. Instead of obtaining additional information and discussing agenda
items, debates often take place among Council members; and,
4. Outside individuals with an interest on particular items are
allowed to make input during the Pre-Council meeting.
Proposal
In order to improve the effectiveness of Pre-Council meetings, it is recommended that
the following Pre-Council procedures be adopted.
1. The meetings will start on time, with or without a quorum.
2. The meeting will end no later than five (5) minutes prior to
the start of the City Council meeting.
3. Those items which will appear on the City Council agenda will
be listed first on the Pre-Council agenda.
LEGALITY
FISCAL NOTE
CITY MANAGER'S COMMENTS
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POLICY PROPOSAL (cont'd) PAGE_OF
4. There will be no debate on any items, only discussion and requests
for additional information.
5. There will be no participation by non-staff persons, except as
requested by the Council.
6. The Pre-Council agenda sent in the Council packet will be a tenta-
tive agenda.
a. A Council member can add items to the agenda in person
or by telephone, until Monday at 4:00 p.m.
b. The final agenda will be typed and distributed prior to
the start of the Pre-Council meeting on Tuesday.
7. If there is no need for a Pre-Council meeting, it will not
be scheduled. Whenever time is available as a result of
not holding a meeting or completing the agenda ahead of time,
it may be used for:
a. Council Committee meetings;
b. Obtaining input from department heads on matters of
interest; or
c. Engaging in other activities which will increase the
effectiveness of the Council. i
There should be a formal evaluation of this plan of procedure by the first meeting
in January, 1980.
Recommendation
It is recommended that the City Council approve the Pre-Council procedures which
have been outlined above.
Legality CITY OF FORT WORTH, TEXAS I
S -vm A nF THIS ' . &C. C.
There are no legal implications. TO TIM CITY COUNCIL
Fiscal Note ILiID WAS APPROVED
There is no fiscal impact.
City Manager's Comments
Staff concurs with this Council proposal. V City Secretary
Bob Bolen
Richard Newkirk
Louis Zapata
Councilmen
CITY OF FORT WORTH