(A) The Mayor shall be responsible for accumulating agenda items from department heads, Council members, members of the public or others who wish to submit items for consideration by the Common Council, Board of Works, Utilities Board and Parks Board at their respective meetings. All proposed agenda items will be submitted to the Mayor by 12:00 p.m. on the Monday one week prior to the Council meeting, on a form to be approved by the parties. Items not submitted by the deadline shall not be included on the agenda, but will be included on the agenda of the next regularly scheduled meeting.
(B) An Administrative Assistant shall be responsible for putting agenda items together and notifying the Mayor and Clerk-Treasurer when items are added or removed from the agenda. The Administrative Assistant shall distribute in person or via electronic correspondence any request forms that have been submitted.
(C) The Redevelopment Board, Plan Commission and Board of Zoning Appeals shall be responsible for preparing and distributing their own agendas.
(D) The Administrative Assistant shall submit a finalized agenda packet to the Clerk-Treasurer not later than 12:00 p.m. on Wednesday prior to the Council meeting, so that the Clerk-Treasurer can approve the packet for dispersal.
(E) The Clerk-Treasurer shall have available for distribution the final agenda by 12:00 p.m. on Thursday prior to the meeting. Neither the Mayor nor the Clerk-Treasurer may add items or eliminate items from those submitted on the final agenda after approval.
(F) The Clerk-Treasurer shall post a copy of the agenda for public inspection, prior to close of business on Thursday, and shall have the agenda packets ready for pick up by 12:00 p.m. on the Thursday prior to the meeting. Agenda packets must be picked up in person at the Clerk-Treasurer’s office and signed off on by the person picking up the packet. This provision shall not preclude any Council member or member of the public from picking up a copy of the agenda after 12:00 p.m. on Thursday.
(G) Roberts’s Rules of Order will govern the conduct of all meetings with respect to consideration of issues, voting, motions, amendments and the like.
(H) Unanimous consent of the governing body present at any meeting may open the agenda to consideration of emergency issues of claims, but for no other purposes.
(I) By agreement of the parties, bid openings may be scheduled by the appropriate department heads at times other than Council or Board meetings, provided proper notification has been given to bidders and the public. The department head will then report the results of the bid opening to the appropriate board at the next scheduled regular or special session of the appropriate board. Bid tabulation sheets shall be distributed to all Council members as promptly as possible following the bid opening.
(Ord. 9-2018, passed 6-28-18)
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