The vice mayor used the executive committee meeting to remind committee chairs of several administrative expectations: finish and submit transition memos, record attendance accurately at committee meetings, coordinate scheduling with designated staff, and allow adequate lead time for events or items removed from consent.

Transition memos: the vice mayor said chairs should provide a draft or final transition memo to preserve institutional memory for incoming chairs and suggested mid‑October as a target for completion. “The goal of that is so that we maintain institutional memory as we go from chairmanship to chairmanship,” the vice mayor said.

Attendance and scheduling: staff member Karina Valdez was identified as the primary point of contact for legislation and scheduling. The vice mayor asked chairs to record attendance carefully because staff use those records. Chairs were advised to confirm by email whether they will sign onto administration legislation; a suggested internal Monday deadline was recommended to avoid last‑minute pressure on staff.

Legislation volume and meeting cadence: the vice mayor shared committee caseload counts pulled by staff — budget and finance 591 pieces of legislation, planning and zoning 526, transportation infrastructure 361, public health and safety 210, rules/public elections and confirmations 116, arts/parks/libraries/entertainment 117 and government operations 93 — to help chairs gauge workload and schedule meetings appropriately.

Events and collaborations: chairs were asked to coordinate with department PIOs for public campaigns (for example, a “fight flu” clinic coordinated with the Metropolitan Public Health Department at the October 9 meeting) and to give staff several months’ lead time when planning council‑wide events. The vice mayor encouraged chairs to use National League of Cities webinars and to coordinate attendance and reporting back to the body when multiple members attend the same conference.

The vice mayor said she will provide guidance on a scheduling policy Margaret Darby circulated by email and invited chairs to consult with her on special or joint meetings that would benefit from council office assistance.