R2017-62 Approving and Adopting City Council Policies, Roles and Responsibilities

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7. Policy Evaluation: City Council recognizes the need to evaluate the effectiveness of this policy regularly. The City Council Policies, Roles and Responsibilities manual will be scheduled for review whenever two or more members of City Council request that a specific item or items be scheduled for review. The policy manual may be measured by the following criteria: • the extent to which Council meetings now follow this policy • the success of the policy in clarifying meeting process and follow-up • improvements in anticipating information and preparing for meetings Council may then make corrections or additions to policy and practice. 8. City Council Meetings Agenda Preparation and Distribution: The City Clerk's Office shall be responsible for the compilation of the materials and for the timely distribution of written City Council meeting agendas with all available back-up information which shall be made available to each Councilmember at least by the Thursday preceding the day of a regular meeting absent extenuating circumstances and communicated to Council. 9. City Council Meetings Reading of Titles: It shall be the policy of the city of Decatur to read the titles only of resolutions and ordinances with the titles describing the nature of the matter being considered and other information that will inform the public of the business being conducted. 10. City Council Meetings Agenda Items: Items can be brought before the Council for consideration, or reconsideration, upon the recommendation of the Mayor, the City Manager or any four (4) members of Council. An item can be removed from a Council agenda by the same party or parties who requested it be placed thereon. Placement of an item on the agenda for consideration or reconsideration by Council will be requested through the City Manager's Office. 11. City Council Meetings Study Session Items: For Councilmember requested study session items, an initial request shall be made at a regularly scheduled Council meeting under New Business. No discussion shall be had at that time. The request shall be renewed at a subsequent Council meeting under New Business. If four (4) members of Council concur with the request, the item will be placed on a future agenda as a study session item. 12. City Council Meetings Closed Session: Councilmembers shall respect the confidentiality of closed sessions and shall not disclose matters discussed. All documents distributed during closed sessions of City Council meetings, including minutes, shall be numbered by the City Clerk and returned to the City Clerk at the close of the closed session initialized by the Councilmember returning the document. Any and all notes taken by Councilmember during the closed session shall be provided to the City Clerk prior to the end of the closed session. 13. Interfund Transfer: The City Manager and Director of Financial Management will notify the City Council regarding the transfer of monies from one fund account to a separate fund account and that the same be authorized by the City Council.