01.04.22 Regular Meeting - Laserfiche WebLink

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City Council Meeting Minutes January 4, 2022 mayor or city manager have reached out to the requested two council members if they are willing to consider delaying the discussion to another meeting agenda when an agenda has a number of items already on it. Mayor Hughson suggested to amend the ordinance by adding a deadline and who the request is sent to. Mr. Cosentino stated it could be beneficial to amend the ordinance by stating the deadline is a certain number of days prior to the meeting. Council members could include in their request that the item is not urgent if that is the case. Council Member Baker expressed concerns with adding background information like emails which need not be in the ordinance but in our policy. Mayor Hughson stated we need the exact wording coming from the City Manager's Office and the background information identified. Mayor Hughson mentioned twenty nine days is needed to gather supporting documentation for staff items. If the request is turned in two weeks before the meeting, and the packet is posted six days before the meeting, that leaves about 5 working days to pull together the relevant documentation. Mr. Lumbreras stated there needs to be more clarity on the wording and the timeline is essential. Mr. Lumbreras stated if council members bring forth a request, they should send an email with specific wording and the background information they would like to include. He would like council members to present the agenda item with the background information during the meeting since they placed it on the agenda, not staff. He noted that council members should include the city manager in the communications to place the request. Mayor Pro Tem Garza asked how should council reach out to staff for more information to include with the item requested? Mayor Hughson stated the reason to place an item on an agenda for discussion is to make sure four council members are interested before a lot of staff time is spent. Mayor Pro Tem Garza stated if more than two council members are bringing it forward then some staff time should be spent and if it is not possible then a call from city manager notifying the requester will be helpful. She noted that the request may already have information or need some help to get started. Mayor Hughson suggested a time limit of perhaps one hour of staff time per an agenda request. She also noted that the more time needed to prepare the agenda item means that it may be necessary to push the item to a future agenda past the one upcoming. City of San Marcos Page 13