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<br />ATTACHMENT A <br /> <br />FOLLOW-UP ON PREVIOUS ISSUES <br /> <br />1. Conducting business during council absences <br /> Issue: How can the Mayor and City Council use meeting time most effectively, <br /> recognizing that members occasionally will miss sessions? <br /> <br /> Current: Council Operating Agreements include the following: <br /> <br /> “Postponing Agenda Items - <br />Any councilor may request that an item be postponed to <br /> another meeting if he/she is unable to attend the meeting at which the item has been <br /> scheduled. As a courtesy, councilors should submit in writing a request to postpone to the <br /> Mayor as early as possible. If the Mayor is unavailable the request should be made to the <br /> City Manager or the Manager’s designated staff member. A request to postpone may be <br /> requested for either a work session item or a vote on an agenda item. The request to <br /> postpone shall be honored unless a majority of councilors present determines that the <br /> matter needs to be acted upon at that meeting.” <br /> <br /> Additional options: <br /> <br />a)Provide a template electronically that the Mayor and individual councilors could <br />submit to forecast absences and request postponement of items. (Draft form attached <br />separately.) <br /> <br />b)Staff can further facilitate scheduling with the following commitments: <br /> <br /> Attempt to schedule only when the Mayor and each councilor is expected: <br /> <br /> <br />Goals and process sessions <br /> <br /> <br />Work sessions with advisory groups and intergovernmental partners <br /> <br /> <br />Budget actions <br /> <br /> Inquire on other items known to have high interest: <br /> <br /> <br />Example - if individual councilor initiates a poll, avoid scheduling that item <br />during the councilor’s forecasted absence. <br /> <br /> <br />Example - if item has generated significant email traffic and/or public forum <br />testimony (e.g., West Eugene EmX, downtown safety zone), try to schedule <br />related work sessions or hearings when all are present and confirm whether <br />acceptable to schedule when the Mayor or individual councilors are expected to <br />be absent. <br /> <br />2. Committee Reports <br /> Issue: How can the Mayor and City Council use existing meeting time differently to allow <br /> for more substantive reporting and discussions on committees? <br /> <br /> Current: Two 20-minute sections are set on work session agendas each month for committee <br /> reports. <br /> <br /> Additional options: <br /> a) Provide “cheat sheet” to facilitate reporting. (Draft template attached separately.) <br /> <br />