004-2008 Agenda Transmittal - Commission Committees and Commission Meetingsm ~IAMIBEACH
OFFICE OF THE CITY MANAGER
TO: Richard L. Steinberg, Commissioner
FROM: Jorge M. Gonzalez, City Manager
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DATE:
February 6, 2008
MEMORANDUM
No. 004-2008
SUBJECT: Agenda Transmittal -Commission Committees and Commission Meetings
The purpose of this memorandum is to respond to your inquiry regarding the current policy on
agenda transmittals for Commission Meetings as well as Commission Committee meetings.
Attached for your reference is the portion of the April 2007 Commission Retreat after action
which sets forth the policy on the delivery of Commission Agenda materials and Commission
Committee Agendas.
In accordance with Commission discussion at the retreat, we strive to deliver Commission
Agenda materials four (4) days before the Commission Meeting. Commission Agenda materials
are typically delivered by Central Services staff to each of the members of the Commission on
the Friday before the Commission Meeting.
On the other hand, Commission Committee agendas are usually transmitted 48 hours prior to
the Committee meeting. In addition, materials for the Commission Retreat are to be transmitted
one week before the meeting.
As you know, a great deal of effort goes into ensuring that the information provided to you and
your colleagues is complete, accurate and as up to date as possible. Often times action taken
at the committee level is included in the Commission Agenda, with only a couple of days of
turnaround time for the committee minutes, accompanying Commission Memorandum, and any
other materials required for Commission action (i.e. resolutions, reports, etc).
I will continue to work with staff to ensure that these materials are delivered within the timelines
adopted by the Commission.
If you have any questions or need any additional information, please feel free to contact me.
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Robert Parcher, City Clerk rn r't
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We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historit community.
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City of Miami Beach -City Clerk's Office
Folio Version 245
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There was a discussion about receiving City Commission and Commission Committee Agendas
and materials in advance of the meeting. The following schedule was adopted:
Commission Agenda materials delivered 4 days before a meeting.
Commission Committee Agenda materials delivered 48 hours before the meeting.
Commission Retreat materials delivered one week before the meeting.
A discussion was also held regarding the scheduling of the Commission Committee meetings in
relation to City Commission meetings. A schedule needs to be worked out so that Committee
meetings are held in between Commission meetings with enough time for the Committee
Agenda to be prepared and distributed and enough time for the action(s) of the Committees to
be included in the Commission Agenda materials. R. Parcher to handle.
The Commission requested that when there is environmental scan or survey data which
supports a Commission Agenda item to reference the data on the Agenda Item summary and
tie it back to the KIO. Department directors to handle.
There was a general discussion about the North Beach data. Because of the demolition of the
flyover and the reconstruction process, and the construction of the Normandy Pool and golf
course it was requested to update the survey data or hold focus group meetings in January
2008. Kathie Brooks to handle.
The Commission requested that the survey results and the environmental scan data be
available at Commission Meetings. R. Parcher to handle.
Dr. Jensen reviewed the following:
How does the commission make decisions?
How should the commission receive and use essential data and information to make effective
decisions?
How should budgetary allocations be made so that they align with city-wide priorities?
Prepared by the City Clerk's Office
Date Printed: 01/30/2008 Time Printed: 10:55:51 AM
Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo