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City Council Meeting Minutes January 4, 2022 <br />Council Member Baker stated during the preparation of the Town Hall <br />meeting, he was looking over policies and procedures. He stated two council <br />members can place items on the agenda. He states in Section 2.044 the Mayor <br />and City Manager finalizes the agenda, they can't remove items from the <br />agenda. He mentioned when council members email to place items on the <br />agenda it should be added to the next meeting as a discussion item and with <br />council consensus at the next meeting to decide how to move forward and <br />provide direction to staff. Mr. Baker stated currently the way it operates has <br />been City Manger and Mayor puts on the agenda and decides how far items <br />can be pushed into the future due to the number of items on the upcoming <br />agenda. He would like to have the rules followed. <br />Mayor Hughson explained the process. She began with the question of what <br />does the Mayor and Council really want to accomplish? The wording for the <br />agenda item has to be thought out clearly for council, staff and the public on <br />the topic that is being considered. Sometimes the concept evolves into a <br />slightly different topic so the wording is imported.She shared the agenda <br />reviews are done by a number of people including the City Manager and City <br />Attorney. She stated if an email is sent to get clarification please return phone <br />calls or respond to emails regarding the topic to get the wording correct. If no <br />response, then item may be pushed to the next meeting. Mayor Hughson <br />explained the agenda setting process, agenda posting, and timing thereof. <br />There are requests by staff for purchases, public hearings on annexations and <br />zoning change requests that are generated by others. Most of the time spend <br />on agenda setting is review of the board and commission requests and council <br />requests. Is the wording solid? How long is this agenda? Is this item going to a <br />council committee first? What is the status? Agenda setting is done on the <br />Thursday that is almost two weeks prior to the upcoming council member so <br />council members would need to submit their request two weeks in advance to <br />ensure it gets on an agenda. <br />Mayor Hughson suggested when a request is placed council members need to <br />include the following Considerations: What does the council member want, <br />what exact wording is needed to be clear for the public and general enough to <br />discuss related items. <br />What is considered at agenda setting is how long is the discussion going to be, <br />is there is information on file that can be useful or needed, and should the item <br />be referred to a council committee. In addition, for some items there will be <br />fiscal consideration. <br />City of San Marcos Page 11 <br />