12-18-2019 Workshop & Council Packets

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STAFF REPORT TO:Mayor Keis and Members of City Council FROM:Chris Heineman, City Administrator Heidi Heller, City Clerk DATE:December 18, 2019 RE:Set 2020 Council Meetings & Workshops ACTION TO BE CONSIDERED: Motion to adopt 2020 City Council Meeting and Council Workshop Schedule. BACKGROUND: The City Council has traditionally met at 7:30 p.m. on the second and fourth Wednesdays of each month. Exceptions occur typically in November and December due to holidays. In January, staff is proposing to move the Council meetings to the third and fifth Wednesdays since the packets would otherwise be due right after the New Year’s holiday. The one issue is that the 2020 street project Improvement Hearings have already been scheduled and noticed for Wednesday, January 8, which is the regular meeting date on the second Wednesday. Would Council be agreeable to still holding the improvement hearings on January 8 and moving the Council meetings to January 15 and 29? For November and December 2020, staff is recommending one regular meeting on the 3rd Wednesday in November and two meetings in December on the first and third Wednesdays. In November, Veteran’s Day (city offices are closed) falls on the second Wednesday and Thanksgiving Eve is the fourth Wednesday. We had been able to move to the 3rd and 5th Wednesdays for the last couple of years, but there are only four in 2020. The Council will need to meet briefly to canvass the city election results between November 6 and 13. Staff proposes doing this before the Planning Commission meeting on November 12 at 6:15pm so that it could easily be televised since CTV would already be here. The December meetings are moved up to the first and third Wednesdays since the November meeting is earlier. Staff recommends that the Council set the 2020 meeting schedule and hold to these dates unless a quorum is not available. By staying with the adopted meeting schedule, this will save on publication costs for date changes, and prevent scheduling problems for public hearings and other users of City Hall. Staff is proposing to continue scheduling one monthly workshop on the year’s meeting schedule, which will be on the first meeting of the month except in March. STAFF RECOMMENDATION Staff recommends that the 2020 City Council meetings be scheduled for the second and fourth Wednesday of each month at 7:30 p.m. with the exception of January, November and December. The January meetings will be held on the third and fifth Wednesdays, the one regular meeting in November will be on the third Wednesday, and the meetings in December will be on the first and third Wednesdays. Staff also recommends that a regular monthly Council workshop be scheduled for 6:00 p.m. corresponding with the first City Council meeting of each month. The specific dates for the proposed 2020 schedule shall be as follows: