Keizer council clarifies how items are added to agendas and tightens process for "other business"

During the Jan. 18 work session, Keizer council members focused on how items move from discussion to formal agenda — a point councilors identified as a frequent source of long meetings and confusion.

Councilors confirmed that members may use two distinct pathways to place matters before the body: (1) raise topics during the meeting under "other business," which can function as a conversation starter that may later become a formal agenda item, or (2) submit a request in writing to the city manager at least seven days before a regular meeting to place an item on the agenda.

The council preserved the existing requirement that an item initiated by a council member becomes an agenda item for formal consideration only if a vote of at least three council members present supports doing so. Councilors said the three‑member threshold balances the need for individual councilors to propose topics with the council’s need to manage staff workload and prevent serial-meeting risks under Oregon public meeting law.

Councilors also discussed how to avoid lengthy, undirected conversations on complex matters during regular council meetings and suggested use of work sessions when deeper deliberation is needed. Several members suggested that if a matter will require staff research or presentation, the proposing councilor should be ready to offer a brief scope or outline so staff can prepare efficiently.

The council directed staff to update the draft rules to reflect the seven‑day outside submission option, the three‑member threshold to add items after meeting discussion, and to add language about the agenda conference (an agenda-setting meeting that typically includes the mayor, council president and a rotating council member). The updated text will return for formal consideration.