REPORT TO COUNCIL
SUBJECT
Title
Action on the Amendments to Council Policy 041 ("Public Submittal of Written and Digital Materials") as Recommended by the Governance and Ethics Committee
Report
BACKGROUND
At the December 4, 2023 Governance and Ethics Committee (Committee) meeting, the Committee reviewed and approved recommendations to update the Policy and Procedure 041 ("Public Submittal of Written and Audiovisual Materials for Council Meetings") (Attachment 1). As background, Policy and Procedure 041 was established on January 24, 2006 to provide guidance on the public submittal of written and audiovisual materials for City Council meetings. The purpose of this policy is to establish a clear outline for the procedures regarding the public submittal of written and digital audiovisual materials for City Council meetings for related agenda items or public presentations during City Council meetings.
The Governance and Ethics Committee reviewed staff recommendations to Council Policy 041. The Committee held a robust discussion about the policy and Committee members stated the importance of the availability of the Tentative Meeting Agenda Calendar (TMAC) for the public showing future planned agenda items. The Committee approved the staff recommendations for the amended Council Policy 041 ("Public Submittal of Written and Digital Materials").
DISCUSSION
In the effort to update and modernize the policy, the Governance and Ethics Committee approved the following amendments to Council Policy 041 (Attachment 2). In summary, the amended policy includes the following proposed amendments:
(a) Adds a purpose to the policy to establish a clear outline for the procedures regarding the public submittal of written and digital audiovisual materials for City Council meetings by members of the public.
(b) Includes revised deadlines for the submittal of written materials from 12 p.m. on one week prior to the City Council meeting, to be amended to be due by 10 a.m. one week ...
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