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Council debates packet timing and seeks process change for agenda materials
Summary
Council members pressed staff to provide meeting packets earlier and in smaller batches, proposing an agenda-only release followed by a full packet later in the week or a switch to electronic devices; staff described constraints including late bank statements and police commission reporting.
Several council members at the Dec. 8 meeting criticized the size and late delivery of meeting packets and requested changes to give members more time to review materials. Council members described packets of 126 to nearly 200 pages and said receiving them shortly before the meeting forces weekend work to prepare.
Staff said some reports (bank reconciliations, police commission items) arrive late and that certain reconciliation steps must be completed before distributing the treasurer's report. Managers and several council members proposed sending an initial 'agenda-only' packet earlier in the week and following up with a fuller packet on Thursday or Friday, or moving to electronic devices (laptops/tablets) to reduce printing and speed distribution. Council agreed to discuss packet-distribution policy and agenda-setting after newly seated members join in January.
Ending: Council directed staff to place a packet-distribution and agenda-setting discussion on the Jan. 12 meeting agenda so the full council can determine a revised procedure.
