06-01-2015 Council Packet - Laserfiche WebLink

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WS — Item #6 WORK SESSION STAFF REPORT Work Session Item No. 6 Date: June 1, 2015 To: City Council From: Julie Bartell, City Clerk Re: Council Packet —Information Flow Background At the city council meeting on May 26, there was discussion about how and when the council receives information for their meetings. It is important that the council receive information that is complete and submitted on a timely basis in order to make informed decisions at their meetings. While the council's move to electronic packets means great flexibility in providing information quickly, it also requires version control. We quickly found that if we update the packet several times before the meeting, some council members could be using different packets as they prepare for the meeting. Recognizing that there is a need for control, there is an established procedure for producing and distributing the council packet as follows. - The packet is finalized and posted on the web (for council and public use) on the Wednesday before the meeting. One exception is that the packet for the second Monday of the month meeting is posted on the Monday before because the council meets at a work session that evening and reviews the packet. - The packet is updated once, if necessary, on Friday. The council is notified on the Weekly Update if the packet has been updated. - Occasionally there is a situation requiring staff to update the packet on the day of the meeting; this is only for very special circumstances. The council will receive an email explaining the change to the packet. Requested Council Direction Staff is providing an overview of the packet process in response to the council's discussion on the topic. Attachments 2015 Council Calendar (packet days are indicated in pink)