Hayden council debates formal process for future agenda items; staff to draft options

Hayden City Council discussed whether to adopt a more formal procedure for requesting future agenda items after several recent ad-hoc requests created extra staff work and confusion over expectations.

Council members and staff described a recent instance when three separate councilmembers brought discussion requests close to agenda publication, which left staff uncertain about timeframes and expected outcomes. One councilmember suggested a Sandpoint-style form: a short written request naming the agenda item, its purpose, and a requested time frame, signed by another councilmember (two councilmembers' sign-on) before placement on a future agenda. The council also discussed an alternate approach emphasizing one-on-one staff meetings (council member to department head or to the mayor/city administrator) so staff can evaluate the request and clarify whether it needs a full agenda item.

City administrator Lisa said that staff would prefer a clearer upstream process to avoid last-minute work and recommended one-on-one conversations with staff as a first step; she also asked whether the council wished staff to draft a simple flowchart or a formal policy. Several councilmembers said they liked the Sandpoint model as an example but emphasized flexibility and the need not to stifle legitimate council inquiries. The mayor asked staff to draft options and bring the matter back for council review.

Why it matters: A clearer process aims to reduce staff time spent preparing items that may not be needed at public meetings and to improve coordination between council members and staff. The council asked staff to return with a draft procedures manual or flowchart for review.