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<br /> members, other council members, or members of the public. <br /> PART 5. MEETING GUIDELINES <br /> To ensure consistently productive meetings it is necessary to adopt procedures that give structure and <br /> support to the parliamentary procedures used by the council. The following guidelines will be used <br /> to ensure effective, efficient meetings. <br /> A. Pre-Meeting Activities <br /> 1. Agree on a regular meeting schedule, including time, date and place of meetings, Prepare <br /> a calendar for the year, or as far in advance as possible and provide information regarding which <br /> issues will be discussed/resolved, Post public notice at least 72 hours prior to the meeting. <br /> 2. Have prepared an agenda using the same format for all city council meetings, All agenda <br /> items to be included should be accompanied by clear, concise, timely, written summaries or fact <br /> sheets that show advance preparation and good policy analysis, Summaries should be consistent and <br /> include: <br /> a, Brief sentence stating the reason for the report (request, etc,); <br /> b. Concise statement of the issue or concern; <br /> c. Bulleted list of report findings and conclusions; <br /> d, Recommendations, including action steps, for the council; <br /> e. How recommendations impact on financial status and current policy, long and short-term; <br /> and <br /> f. Checklist of those people who have reviewed the report and their recommendations (city <br /> manager, council members, advisory groups, attorneys, etc,). <br /> 3. Distribute to council members a preliminary agenda by fax on the day the agenda is set. <br /> Distribute items likely to need considerable council attention one week prior to the council meeting, <br /> B. Agenda Packet <br /> 1. Using the agenda request form, staff will communicate all options considered and their <br /> recommendations on options being considered by the council. <br /> 2. Account numbers and account names will be included on agenda request forms, <br /> 3. A map will be provided identifying the location of existing mobile homes near the site of <br /> requests for mobile home SUPs, <br /> 4. Back-up materials on subjects to be discussed in executive session will be provided in <br /> advance to council. <br /> 5. Maps shall be included when applicable. <br /> C. Meeting Activities <br /> 1. Call to order. The meeting is called to order at 7:00 p.m, All further activities will be <br /> governed by council policies and Robert's Rules of Order. <br /> 2. Roll call. A written record of all voting members present at today's meeting. <br /> 3. Opening ceremonies (if any). At the beginning of the meeting, the Mayor and Council <br /> 5 <br />