Administrative Policy 1-10 Agenda Commentary Preparation and Submission

ADMINISTRATIVE POLICY 1-10

 

SUBJECT: Agenda Commentary Preparation and Submission

 

PURPOSE: To establish the procedure for preparing and submitting agenda item commentaries and exhibits to be considered for publication in Lawton City Council Meeting Agenda booklets.

 

BACKGROUND: Agenda item commentaries and exhibits that are created and assembled by staff members must meet proper format and appropriate deadlines to streamline necessary vetting processes, maximize quality, provide for consistency and, ultimately, be considered for publishing in City Council Meeting Agenda booklets.

 

A range of examples of agenda item commentaries can be found in previously published City Council Meeting Agenda booklets located in the City Clerk’s Office or online at lawtonok.gov.

 

SCOPE: This policy applies to all employees in all City departments and divisions who may author or prepare agenda item commentaries for submission.

 

DEFINITIONS: Terms in this policy are defined and/or placed as follows:

 

  1. Heading Items: These items are located in the uppermost section of the first page of the agenda item commentary and include “Item No.,” which specifies the item’s order on a given agenda; “Meeting Date,” which specifies the City Council Meeting date in which the agenda item commentary is to be presented, reviewed or discussed.

 

  • Item No.: The “Item No.” is located in the top right corner of the first page of the agenda commentary item.

 

It is to be bolded; all letters are to be capitalized. A blank line, to be filled by the City Clerk’s Office, of approximately half of an inch should be created to the right of “Item No.”

 

  • Meeting Date: The “Meeting Date” shall be located directly below (single-spaced) “Item No.” and followed by a colon.

 

This line is to be bolded; all letters are to be capitalized. The proposed meeting date in which the agenda item commentary is to be presented, reviewed or discussed will follow the colon and be underlined.

 

  • City Council (or other entity) Meeting: This is typed verbatim will be located and centered below (double-spaced) “Meeting Date.”

 

It is to be bolded; all letters are to be capitalized.

 

  • Staff/Council (or other entity) Agenda Item Commentary: This shall be located directly below (single-spaced) “City Council Meeting.”

 

It is to be bolded; all letters are to be capitalized. If the initiator is a council member, it will read “Council Agenda Item Commentary.” If the initiator is a staff member, it will read “Staff Agenda Item Commentary,” etc.

 

  1. Item Title: An easily understandable item of consideration for City Council that contains information sufficient to give the public notice of the specific matter to be considered.

 

In format, it is to be bolded; all letters are to be capitalized. “Item Title” is located (double-spaced) directly below “Staff/Council Agenda Item Commentary.”

 

  1. Initiator: The staff member or city council member who initially identified the main idea, process or concept of the item. This person typically presents or explains the item and answers questions of City Council, but that is subject to change at the discretion of department heads or council members.

 

In format, it is to be bolded; all letters are to be capitalized. “Initiator” is located (double-spaced) directly below “Item Title.”

 

  1. Staff Information Source: If applicable, the staff member who provided information or data in regards to the creation of the agenda item.

 

In format, it is to be bolded; all letters are to be capitalized. “Staff Information Source” is located (double-spaced) directly below “Initiator.”

 

  1. Background: Information intended to provide a history and better understanding of the item’s development and need for consideration.

 

In format, it is to be bolded; all letters are to be capitalized. “Background” is located (double-spaced) directly below “Staff Information Source.”

 

  1. Exhibits: Item counterparts or additional documents of support, mention or explanation that should accompany an agenda item commentary. Exhibits will either be attached to the agenda item or be on file for easy access in the City Clerk’s Office prior to the publishing of given Council Meeting Agenda Booklets.

 

In format, it is to be bolded; all letters are to be capitalized. “Exhibits” is located (double-spaced) directly below “Background.”

 

  1. Key Issues: A question posed that underlines the main idea of an agenda item and pinpoints the issue that needs to be addressed.

 

In format, it is to be bolded; all letters are to be capitalized. “Key Issues” is located (double-spaced) directly below “Exhibits.”

 

  1. Funding Source: Identification of funding needed for approval of the agenda item, if applicable.

 

In format, it is to be bolded; all letters are to be capitalized. “Funding Source” is located (double-spaced) directly below “Key Issues.”

 

  1. Recommended Council (or other entity) Action: The action that City Council is recommended to take by the initiator of the agenda item.

 

In format, it is to be bolded; all letters are to be capitalized. “Recommended Council Action” is located (double-spaced) directly below “Funding Source.”

 

 

RESPONSIBILITIES:

 

  1. It is the responsibility of all department directors to make this policy accessible to all employees; it is the responsibility of employees to review and comply with all regulations and rules outlined in this policy.

 

  1. It is the responsibility of all department directors to approve, by handwritten initials, any agenda item commentaries and their exhibits before they are submitted for review.

 

  1. It is the responsibility of the department director to make the City Manager’s Office aware of any non-routine agenda items before beginning the submission process.

 

  1. It is the responsibility of all departments involved in the vetting process to review agenda item commentaries in a timely fashion and the department submitting the item to follow proper protocol of forwarding and publishing.

 

  1. It is the responsibility of the City Manager to inform necessary staff members of any agenda item commentaries that are to be expedited and set appropriate deadlines for doing so.

 

  1. Employees are required to abide by all regulations and rules within this policy. Violations are subject to disciplinary action.

 

PROCEDURES:

 

  1. FORMAT

 

  • All agenda item commentaries should adhere to – in terms of bolding, capitalization, order or placement –the stipulations outlined in the “DEFINITIONS” section of this policy.

 

  • All agenda item commentaries should be typed in black, Times New Roman, 12-point font.

 

  1. DEADLINES

 

  • Following department director approval, agenda item commentaries and their exhibits that are subject to legal review shall be submitted to the City Attorney’s Office for review by the third Wednesday prior to the City Council Meeting in which it is intended to be presented/discussed. Agenda item commentaries/exhibits to be reviewed by the City Attorney’s Office include, but are not limited to: all resolutions, contracts and ordinance changes.

 

  • If the agenda item commentary is approved by the City Attorney’s Office, it shall be forwarded – with any exhibits – to the City Manager’s Office by the second Wednesday prior to the City Council Meeting in which it is intended to be presented/discussed.

 

  • If the agenda item/exhibit is approved by the City Manager’s Office, the initiator shall upload it to the appropriate folder on a predetermined, digital drive for publication. This shall be done no later than 10 days prior to the City Council meeting in which the item is to be discussed or presented.

 

REFERENCES: N/A

 

 

RECISSION: No previous version of this policy has been published.

 

 

EFFECTIVE DATE: 4/23/2018

 

 

RESPONSIBLE DEPARTMENT: All

 

 

___________________________

 

Jerry Ihler

 

City Manager

 

4/23/2018