R2003-154 APPROVING AND ADOPTING Council Meeting Procedures Policy

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5. Anticipation of Communications Needs: The City Manager, Assistant City Managers and department heads will anticipate the nature and timing of information that may be required by City Council regarding current or growing issues and projects. The challenge is for staff to help the City Council from being suzprised by information they receive from others. In the same manner, the Mayor and City Council may help the City Manager or staff by apprising the City Manager of information they receive. This will aide in anticipating problems and verifying whether certain information is reliable. 6. Confidential Information: In certain cases, information may relate to delicate negotiations with private businesses (especially in the realm of commercial and industrial development). In such cases the City Mana.ger will be on his/her honar to maintain as confidential only that information that could cause an economic development project to fail if it were released ' improperly or prematurely. Whenever possible, the City Manager will keep the Mayor apprised of commercial or industrial development progress. The City Manager understands that where such risks of disclosure do not exist, he/she will endeavor to keep City Council informed about the progress of projects and negotiations. ' Information relating to the lease or sale of City-controlled property or to pending litigation !i over development projects ma.y be discussed in closed session of the City Council (among I other topics specifically allowed under the Open Meetings Act, 5 ILCS 120/1 et seq.). The �' Mayor and Councilmembers understand that they are on their honor not to disclose any confidential information publicly. ' Where the Mayor or a Councilmember wishes to inquire about the performance of a City employee, such an inquiry will be directed only to the City Manager. The City Manager must handle such inquires mindful of the confidentiality and trust that are inherent in employee personnel records. ` 7. Communications Guidelines: Governing all the communication, its channels and procedures - between the Mayor, City Council and City Manager, is the commitment to: _ • Honesty • Courtesy = • Open mindedness • Peer respect • Cleaz speaking � • Carefullistening _ • Focus on outcomes 8. PolicY Evaluation: City Council recognizes the need to evaluate the effectiveness of this policy regularly. Within 90 to 180 days of its adoption, City Council will meet to discuss the outcome of adopting the policy, measured by: • the extent to which communications practice now follows this policy