REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Discussion Regarding the Start Time of City Council/Stadium Authority, Special and Closed Session Meetings
Report
BACKGROUND
The purpose of this item is for the Governance and Ethics Committee to discuss what time legislative meetings should begin.
DISCUSSION
Section 707 of the Charter requires two regular Council meetings a month but does not specify the date or times for such meetings. Instead, it provides that the times for such meetings be set by Council ordinance or resolution. Currently, the dates for regular Council meetings are set by Council resolution adopted prior to the start of each calendar year. Regular meeting start times have traditionally been set at 7:00 p.m. and the City strives to have closed sessions and study sessions occur on the same day as regular meetings between the hours of 5:00 p.m. and 7:00 p.m. Occasionally, it is necessary to schedule a closed session and/or study session on a date that does not coincide with a regular meeting and, in such cases, a date and time are set by staff after reviewing electronic calendars and polling of Councilmembers individually.
Staff in the City Clerk's Office or the Mayor & Council unit poll Councilmembers availability by contacting each member via phone, email or text. Staff seeks information on the Councilmembers' availability and desired adjustment to the proposed days and time for special meetings, closed sessions, and other non-regular City Council or Stadium Authority meetings.
Occasionally, it is not possible to find a time when all members of the City Council are available for a closed session or special meeting. In such cases, albeit rare, it can be necessary for staff to schedule a meeting at a time when one or more Councilmembers have stated that they cannot attend, but a quorum of the members can attend.
At the March 4, 2024 Committee meeting, staff requests that the Committee discuss current practices for scheduling closed se...
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