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CITY OF <br />LAKE <br />ELMO <br />City of Lake Elmo 777-5510 <br />3880 Laverne Avenue North 1 Lake Elmo, Minnesota 55042 <br />February 2, 1984 <br />TO: MAYOR AND CITY COUNCIL MEMBERS <br />FROM: PAT KLAERS, CITY ADMINISTRATOR <br />RE: AGENDA MEMO FOR 2-7-84 CITY COUNCIL MEETING <br />Background Information for Agenda Items: <br />Beginning with this 2-7-84 Council agenda, the staff will be trying a <br />different format in providing background information to the Council on <br />agenda items. Previously, the agenda memo was a few pages of <br />continuous information. This may be the quickest and most economical <br />method of putting together the agenda material, but it has caused some <br />administrative problems in our records system for what has transpired <br />on certain issues. <br />In the future, the staff hopes to separate the background material on <br />each agenda item into "mini -packets". Each agenda item will have <br />attached to it a yellow "Request for Council Action" (RFCA) sheet <br />which provides the background information. Attached to this yellow <br />sheet that contains the staff recommendation and proposed motions, <br />when appropriate, will be additional supportive material such as <br />Building Inspector's or Engineer's reports, sections of Planning or <br />Park Commission minutes, application forms with the required maps, <br />etc. Therefore, each time you see a yellow sheet in your packet, <br />either along or attached to other material, you will easily be able to <br />identify that as another agenda item. This yellow RFCA form excludes <br />the minutes and claims agenda items. <br />Please give this new system a little time. The staff hopes that this <br />system will make things easier to follow for the Council members. <br />Previously at the Council meetings when the Council discussed an item, <br />they would be referring to the agenda memo, and then trying to locate <br />other related material, plus reviewing Commission minutes on the <br />issue. Today, everything is stapled together with a yellow cover <br />sheet. <br />This system may seem unneeded for certain items and appear to be a <br />waste of money by making extra copies. This could be true in certain <br />cases, but in the long run this system will make: Our filing system <br />more complete and accurate; Assist in taking minutes; Make things <br />more orderly for the Council at meetings; and, overall improve our <br />internal recording and informational system. <br />