HomeMy WebLinkAboutAgenda 052604 - Agenda Process ManualCITY OF PALM BEACH GARDENS, FLORIDA
AGENDA PROCESS MANUAL
A REFERENCE TOOL FOR
PREPARING CITY COUNCIL AGENDA ITEMS
i
PREPARED BY THE CITY CLERK'S OFFICE
NOVEMBER, 2000
-0-
INTRODUCTION
This handbook has been prepared in an effort to fully acquaint City staff with the various
aspects of the agenda process and is intended to be a helpful guide in the preparation of
agenda items.
The office of the City Clerk is requesting that each department submitting information for
the City Council use the formats presented in the booklet when preparing agenda titles,
agenda reports, resolutions, ordinances, etc. We intend to maintain consistency in the
appearance of agenda material when presented to the City Council.
The agenda process serves four purposes: communication, control, conformance to the
law and decision - making.
1. Communication: The agenda informs department directors, City staff, the City Council,
the public and the press of the proposed business of the City.
2. Control: The agenda process provides a formal review of the City's business. The
appropriate department directors, the City Attorney and the City Manager's Office must
approve all agenda items before they reach the City Council. The Finance Department
reviews items with fiscal impact. The purpose, costs and financing are all subject to this
internal review.
3. Conformance to State Law: Various provisions of State law mandate certain City
agenda procedures. This handbook will help assure compliance with these requirements.
4. Decision - making: This is the most important. This process regularly brings City
business to the attention of the City Manager and the City Council for consideration and
action. The agenda staff report should contain all background information so the City
Council has a full understanding of the issues. It should also contain an adequate
recommendation so the City Council can make a final decision.
COUNCIL MEETINGS
All Council meetings are open to the public except executive sessions and attorney - client
sessions. No final legislative action can be taken without an open official meeting. Following are
the various types of City Council meetings:
REGULAR MEETINGS
The Council shall meet regularly at least twice a month on the first and third Thursday of each
month at such times and places as the Council may decide.
SPECIAL MEETINGS
A special meeting is an official meeting held on call of the Mayor or a majority of the City Council.
Notice to the public shall be posted at all City bulletin boards at City Hall and other appropriate
City facilities. Notices shall state the date, time and purpose of the meeting. All meetings shall be
public, in accordance with general law, except as may be expressly exempted by state law.
Special meetings are the exception rather than the rule.
WORKSHOP MEETINGS
A workshop meeting is a discussion or work session for the Council, City staff, and sometimes
Board or Committee Representatives, scheduled as needed.
EXECUTIVE SESSION (LABOR MATTERS)
(447.605, F.S.)
An executive session is a closed meeting for discussion between the City Manager, City Attorney,
relevant staff and the City Council concerning collective bargaining.
ATTORNEY- CLIENT SESSIONS (LITIGATION)
(286.011(8), F.S.)
An attorney - client session is a closed meeting between the City Attorney, City Manager, outside
counsel (if applicable) and the City Council to discuss pending litigation to which the City is
presently a party.
-2-
COUNCIL AGENDA STRUCTURE
The full agenda document contains:
➢ Call to Order
➢ Pledge to the Flag
➢ Roll Call
➢ Announcements
➢ Presentations
➢ City Manager Reports
➢ Public Comments
➢ Consent Agenda
➢ Regular Agenda
• Public Hearings
• Resolutions
• Ordinances for First Reading
• Items for Council Action
• Items for Discussion
➢ Items and Reports by Mayor and Council
➢ City Attorney Report
➢ Adjournment
SUMMARY AGENDA
The agenda includes a listing of agenda items and it outlines the order of business for the
meeting.
The agenda is duplicated and made available for the audience at Council meetings and is
available in the City Clerk's Office prior to each regular meeting.
PROCLAMATIONS AND PRESENTATIONS
Proclamations are issued by the Mayor and approved by the entire City Council as a ceremonial
commemoration of an event or issue and are prepared by the City Clerk's Office.
Presentations are scheduled to provide recognition for accomplishments or service to the City.
Proclamations and /or presentations are normally scheduled at the beginning of a regular meeting.
PUBLIC PARTICIPATION
Public comment for items not on the agenda is scheduled after Presentations and City Manager
Reports at the beginning of each regular or special meeting. All those wishing to address the City
Council need to complete the necessary form (supply located by the entrance of the Council
Chambers) and submit it to the City Clerk prior to the meeting being called to order. The Mayor
will recognize those persons who signed in.
Members of the public are allowed three (3) minutes each for comments during this part of the
meeting. The Mayor may set a longer time limit depending on the number of citizens who wish to
speak, the nature of the topic, etc.
-3-
REPORTS
The City Manager or his /her designee, if any, makes reports.
CONSENT AGENDA
Routine items are scheduled for consideration on the consent agenda and one Council motion
will enact the recommendations. The consent agenda is intended to allow the City Council to
spend its time and energy on items requiring additional clarification and /or discussion on a
lengthy agenda. Any item may be removed from the consent agenda for discussion with an
affirmative vote of the majority of the Council.
Items that appear on the consent agenda generally are those of no perceived controversy and
routine administrative actions.
Items that are removed from the consent agenda are discussed and voted upon individually.
Examples of items regularly placed on the consent agenda are routine renewals of agreements;
items that will not have a significant impact on the community; endorsements of actions by other
governmental entities, acceptance of minutes of prior meetings, purchases and bid awards.
REGULAR AGENDA
The Regular Agenda portion of the meeting is devoted to non - routine items, items on which public
input is expected and items that require discussion.
PUBLIC HEARINGS
A public hearing provides citizens the opportunity to express their position on a specific issue,
both pro and con. Proper notice in a newspaper of general circulation is required for public
hearings. The City Clerk is responsible for the publication of the notices. The initiating department
is responsible for providing the content of the public notice. Notices are published in accordance
with State and /or municipal requirements before the City Council meeting at which the public
hearing will be heard.
Public hearings may be required for waivers to Code sections, zoning changes, some
annexations, assessment districts, new or increased fees, budget and Code amendments.
It is extremely important the City Clerk is made aware of public hearings as soon as possible due
to notice requirements and publication deadlines. For more information regarding public hearing
requirements, contact the City Clerk.
-4-
AGENDA ROLES AND
RESPONSIBILITIES
Preparation and completion of each Council agenda document involves the cooperation and
teamwork of many offices and individuals. The keys to a quality document are:
• Effective communication among all participants
• Timely and complete staff work
The roles and responsibilities of the staff in the agenda process are described in this section.
CITY CLERK'S OFFICE
The role of the City Clerk's Office in the agenda process is to oversee, monitor and coordinate the
preparation of the printed meeting agendas. To fulfill this role, the City Clerk's Office has the
following responsibilities:
• Track items for future agendas as they proceed toward Council consideration
• Provide resolution and ordinance numbers to departments
• Compile and update the preliminary agenda for all meetings by formatting as follows:
➢ Placing a header on top of the agenda to clearly indicate when this version was last
printed;
➢ Bolding any additions;
➢ Placing a strikethrough on the deletions.
➢ Noting changes in wording or position on the agenda by typing as Italic;
➢ Creating a watermark "DRAFT" along each page of the agenda until it becomes final.
• Review the agenda materials submitted for clarity and format, ensuring that the
referenced exhibits and attachments are included
• Produce the agenda document through many revisions, coordinating with the City
Manager, City Attorney and originating department
• Provide periodic agenda process training to staff
• Prepare and update the Agenda Process Manual
• Ensure timely publication of required legal notices both before and after Council
meetings
-5-
CITY ATTORNEY'S OFFICE
The City Attorney's Office reviews agenda material with regard to legal issues and has the
following role and responsibilities:
• Work with the initiating department to structure the agenda item, to identify and address any legal issues tc
• Review the initial draft of an ordinance or resolution and finalize the resolution or ordinance in
consultation with the originating department
• Review the draft agenda with regard to any legal issues and recommend revisions, if
necessary
• Work with the City Manager and initiating departments on scheduling of agenda items
CITY MANAGER'S OFFICE
The City Manager's Office has the responsibility to:
• Establish staff deadlines
• Work with the department directors to clarify items that will come before the
Council and to identify any potentially controversial or complex items
• Attend agenda review meetings to review with staff representatives the upcoming
agenda items in order to:
➢ Become familiar with the items
➢ Review the upcoming agenda with the City Clerk staff and the City Attorney at the
agenda meetings and relay any changes in the agenda or areas of concern to the
originating department
➢ Determine any changes in the final agenda before the agenda document goes to print
-6-
FINANCE DEPARTMENT
The Finance Department has a fiscal, monitoring and overview role in the agenda process. The
department has the following responsibilities:
• Review applicable agenda items to assess the financial impact and to ensure all
appropriate purchasing procedures have been followed
• Work with the initiating department if the financial impact information needs to be revised
• Determine if the item has been budgeted and if all the financial paperwork has been
completed
RISK MANAGEMENT
Risk Management reviews applicable agenda items with regard to insurance coverage and Risk
Management issues to ensure adequate insurance levels to safeguard the City's financial
position.
CITY DEPARTMENTS
Each department is responsible for the following elements of the agenda process:
• Develop and adhere to internal agenda procedures
• Clarify roles and educate staff within the department in regard to the agenda process
• Develop methods of accomplishing the guidelines set out in the Agenda Process
Manual
-7-
DEPARTMENT DIRECTORS
The department directors have certain responsibilities in the agenda review process:
• Participate in a group review of preliminary agenda at the agenda meetings
• Ensure that departments and divisions develop and implement internal procedures for
preparing and processing agenda items in accordance with the meeting timetable
• Coordinate with the agenda item author to ensure that all appropriate individuals and
groups have been involved and /or have been notified of the agenda item in order to meet
deadlines
• Review and approve agenda staff work and recommendations
• Request Ordinance or Resolution number from the City Clerk's Office
• The author is REQUIRED to make a recommendation either for or against the agenda
item.
• Plan ahead to ensure that any required legal notices are published or distributed by the
appropriate deadline. Adequate notice must be given to the City Clerk's Office of items
that will require a legal publication. (Examples: rezoning ordinances, budget hearings, and
special assessments)
• Author the item in accordance with the Agenda Process Manual
• Work with the City Attorney on legal aspects of the item
• Submit agenda material on time
• Attend the City Council meeting and be prepared to make a presentation
9:2
COUNCIL ACTIONS
ORDINANCES
"Ordinance" means an official legislative action of the City Council, which action is a regulation of
a special and permanent nature and enforceable as a local law. The City Code is a compilation of
all permanent ordinances of the City.
Ordinances require adoption on first and second reading at two different meetings and normally
take effect immediately after final adoption. (Emergency ordinances require only one hearing and
take effect immediately but are limited to issues for protection of the public health and safety and
are, therefore, sparingly used.)
Ordinances are numbered sequentially each year by the City Clerk's Office after each regular or
special Council meeting. (Example: Ordinance No. 1,2001).
The City Clerk's Office publishes ordinances by title fifteen days prior to second reading unless
the subject of the ordinance falls under statutory requirements other than 166.041(3)(a). Some
ordinances require advertisement for both first and second readings. The City Clerk is
responsible for the ordinance advertisement but the ordinance author is responsible for the
content of the advertisement.
Following are examples of actions requiring approval by ordinance:
➢ Creating and assessing special improvement districts
➢ Annexing land
➢ Zoning and rezoning property
➢ Amending zoning regulations
➢ Adopting codes by reference (Example: South Florida Building Code)
➢ Amending any portion of the City Code and certain Charter amendments
➢ Franchise agreements
➢ An ordinance cannot be placed on the Consent Agenda.
-9-
RESOLUTIONS
"Resolution" means an expression of the City Council concerning matters of administration, an
expression of a temporary character, or a provision for the disposition of a particular item of the
administrative business of the Council.
Resolutions require one vote of the Council and generally are not published. Resolutions are
numbered sequentially for each year by the City Clerk's Office after each regular or special
Council meeting. (Example: Resolution No. 01, 2001). Resolutions are used to declare general
policy, give formalized direction to staff, or approve administrative actions.
Examples of actions that may be approved by resolution are as follows:
➢ Execution of agreements
➢ Appointments to boards and committees
➢ Facility fee and rate schedules (Example: recreation fees)
➢ Approving budgets
➢ Awarding construction contracts, bids and sole source purchases
➢ Street name changes
➢ Professional services agreements
➢ Approval of routine deeds and easements
➢ Acceptance of reports
➢ Directing staff to take specific actions
➢ Certain development approvals (i.e. site plan approvals, etc.)
MOTIONS
Motions are less formal than ordinances or resolutions.
TABLING /DEFERMENT OF ITEMS
The Council may vote to table or defer an item to a date certain or indefinitely. If an item has been
tabled or deferred to a specific date, the item must appear on the agenda for that date for Council
action or for another tabling or deferment.
When an item is tabled, deferred or postponed to a specific date, the City Clerk automatically
reschedules the tabled, deferred or postponed item to that date and places it on the preliminary
agenda.
REQUIREMENTS FOR PREPARATION OF
ALL DOCUMENTS
All documents must be spell checked. (It is recommended that this be the last thing you
do each time before you print.)
Names of the Mayor and City Council Members, City Manager, City Attorney and City
Clerk shall be entered into the spell check dictionary in all computers in order to ensure
that those names are properly spelled in all documents.
All memos must be signed.
All backup items submitted must be clean copies. No notes, comments or irregular
markings should be on the backup.
All original memos, sign -off cover sheets, contracts, agreements, etc. must be given to
the City Clerk at the same time.
GUIDELINES FOR PREPARATION OF
AGENDA MEMOS
Agenda memos - Technical Guidelines
All memos shall be prepared using the following format:
1. Use template on computer.
2. Use 8'/2" x 11" white paper.
3. Single spaced
4. There will be a dividing line between the header and body of the memo.
5. Memoranda Divisions - Typed in Caps
Example: RECOMMENDATION, ISSUE, BACKGROUND
6. Address all memos to the City Manager (except in the case of the City Attorney who
works directly for the City Council)
7. The resolution or ordinance number shall be placed in the subject of the memo.
8. Attachments /Enclosures - Note at left margin after completion of memo
9. All memos are to be signed by the Department Head, the Finance Director (if funding is
involved) and the City Attorney prior to submission to the City Clerk.
-12-
GUIDELINES FOR PREPARATION
OF RESOLUTIONS
Resolutions - Technical Guidelines
All resolutions will generally be prepared using the following format:
1. Use 81/2" x 11" white paper
2. Use Single- spaced, except for title
3. Exact margins - 1" left and right margins 1" top margin full justified
4. Font - Arial 12
Resolutions - General Guidelines
All resolutions will generally be prepared using the following format:
• A resolution should be introduced in writing and shall embrace one subject and matter
connected therewith.
• Four lines from the top, the words "CITY OF PALM BEACH GARDENS, FLORIDA' in all
CAPS must be centered on the page.
• Two lines after the words "CITY OF PALM BEACH GARDENS, FLORIDA ", the words
"RESOLUTION NO. 01, 2001" must be centered on the page.
• Two lines after the words "RESOLUTION NO. 01, 2001", the title should be capitalized,
centered and indented one inch from right and left margins.
• After introduction (i.e. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM
BEACH GARDENS, FLORIDA,) the title shall begin with an action verb (i.e. AUTHORIZING,
APPROVING, SUPPORTING, etc.)
➢ Example: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM
BEACH GARDENS, FLORIDA, AUTHORIZING THE APPROPRIATE CITY
OFFICIALS...
• The title for purchasing resolutions shall contain the bid number, the cost and the name of the
bidder who is awarded the contract.
• The resolution title and body must describe what is going to happen. It must give a clear idea
of what action the Council is taking.
• The "WHEREAS" clauses of the resolution shall explain succinctly the reason for the action
desired by the Council, including any pertinent history and previous actions taken by the City
and others.
• Resolutions shall have an enacting clause placed after the "WHEREAS" clauses and before
the "Section" clauses. (i.e. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL
OF THE CITY OF PALM BEACH GARDENS, FLORIDA THAT:)
-13-
• Indent the first line of the WHEREAS clauses, and capitalize the word "WHEREAS ".
• "NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM
BEACH GARDENS, FLORIDA THAT:" separates the preamble from the enactment clauses
and "RESOLVED, ADOPTED AND APPROVED this day of , 20 - -." separates the
enactment clauses from the signatures. "NOW, THEREFORE..." and
• "RESOLVED, ADOPTED, AND APPROVED..." should not be indented.
• The first line of the "Section" clauses should be indented, and the word "Section" underlined.
• If an agreement or contract is being authorized, there shall be specific language contained in
"Title" and the enacting "Section" clauses and the agreement or contract shall be attached as
an exhibit.
• Any resolution that requires funding must cite in a "WHEREAS" clause the availability and
source by fund name (ex: WHEREAS, available funds exist in the General Fund budget for
said purpose).
• The final "WHEREAS" clause should contain the following language: "WHEREAS, the City
Council has determined the adoption of this Resolution to be in the best interest of the
citizens and residents of the City of Palm Beach Gardens."
• The first enacting clause should read as follows:
➢ "Section 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as
being true and correct and are hereby made a specific part of this Resolution."
• The final three enacting clauses should read as follows:
➢ Section X: All resolutions or parts of resolutions in conflict herewith are hereby
repealed to the extent of such conflict.
➢ Section X: If any clause, section, other part of application of this Resolution is held by
any court of competent jurisdiction to be unconstitutional or invalid, in part or in
application, it shall not affect the validity of the remaining portion or applications of this
Resolution.
➢ Section X: This Resolution shall become effective immediately upon its adoption.
• Any resolution that requires a budget transfer must cite the transfer action in the title and
include in a "Section" clause appropriate language to effect the transfer of funds for correct
accounting purposes. (ex: Section 3: A budget transfer in the amount of $1,400.00 from
General Fund account entitled "Other Contractual Services" to General Fund account entitled
"Machinery and Equipment" is hereby approved.)
• All resolutions must include a recommendation from the department director and /or other
appropriate persons in the "WHEREAS" clauses.
-14-
• All directions to staff should be included in a "Section" clause. For example:
➢ Section 4: The appropriate City officials are hereby authorized to execute the
agreement.
or
➢ Section 8: The City Clerk is hereby authorized and directed to record said
agreement in the Public Records of Palm Beach County.
• Any document referenced in the resolution must be attached and referred to in the
resolution as "attached hereto as Exhibit X" and be so noted on the attachment.
• Signature lines of City officials should not be separated and generally be as follows:
(NAME)
MAYOR
ATTEST:
(NAME)
CITY CLERK
I HEREBY CERTIFY that I have
approved this RESOLUTION as to
form.
(NAME)
CITY ATTORNEY
A sample resolution is attached in the Appendix section.
-15-
GUIDELINES FOR PREPARATION
OF ORDINANCES
Ordinances - Technical Guidelines
All ordinances will generally be prepared using the following format:
1. Use 8'/2" x 11" white paper.
2. Single spaced, except for title and language being changed, which will have new
language underlined and old language —.
3. Exact margins - 1" left and right margins
1" top margin
Full- justified
4. Font - Arial 12
Ordinances - General Guidelines
Ordinances shall be prepared as follows:
• Four lines from the top, the words "CITY OF PALM BEACH GARDENS, FLORIDA" in all
CAPS must be centered on the page.
• Two lines after the words "CITY OF PALM BEACH GARDENS, FLORIDA ", the words
"ORDINANCE NO. 01, 2000" must be centered on the page.
• Two lines after the words "ORDINANCE 1, 2001 ", the title should be capitalized, centered and
indented one inch from right and left margins.
• Title shall "fairly" give notice of the subject of the ordinance, so as to alert interested persons
as to what is contained in the body of the ordinance but should be as brief as possible and
end in a period.
• Title shall include section or chapter numbers of the City Code, where numerous sections are
being amended.
• After introduction (i.e. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PALM
BEACH GARDENS, FLORIDA,) the title shall begin with an action verb (i.e. AMENDING,
APPROVING, GRANTING, CREATING, etc.).
• Example: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PALM BEACH
GARDENS, FLORIDA, AMENDING SECTION 1 -234 OF THE CITY CODE...
• The ordinance title and body must describe what is going to happen. It must give a clear idea
of what action the Council is taking.
-16-
• The "WHEREAS" clauses of the ordinance shall explain succinctly the reasons for the action
desired by the Council, including any pertinent history and previous actions taken by the City
and others.
• Ordinances shall have an enacting clause placed after the "WHEREAS" clauses and before
the "Section" clauses. (i.e. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL
OF THE CITY OF PALM BEACH GARDENS, FLORIDA THAT:)
• Ordinances shall have a "First" reading line. (i.e. PASSED, FIRST READING this day of
,20--.)
• Ordinances shall have a "Second" reading line. (i.e. PASSED, SECOND READING this
day of , 20 - -.)
• Indent the first line of the WHEREAS clauses, and capitalize the word "WHEREAS ". "NOW,
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM BEACH
GARDENS, FLORIDA THAT:" separates the preamble from the enactment clauses and
• "PASSED, FIRST READING this
• "PASSED, SECOND READING this day
enactment clauses from the signatures.
day of ,20 —." and
of ,20 - -." separates the
• "NOW, THEREFORE..." and "PASSED, FIRST READING..." should be not be indented.
• The first line of the "Section" clauses should be indented and the word "Section" underlined.
• All ordinances must include a recommendation from the department director and /or other
appropriate persons in the "WHEREAS" clauses.
• The final "WHEREAS" clause should contain the following language: "WHEREAS, it is in the
best interest of the citizens and residents of the City of Palm Beach Gardens to..." This clause
should be completed with the action of the Council being taken if the ordinance is passed.
• The first enacting clause should read as follows: "Section 1: The foregoing 'WHEREAS"
clauses are hereby ratified and confirmed as being true and correct and are hereby made a
specific part of this Ordinance."
• Final sections shall contain codification, severability, repealer and effective date clauses.
EVE
• The final three enacting clauses should read as follows:
➢ Section X: All Ordinances or parts of Ordinances in conflict herewith are hereby
repealed to the extent of such conflict.
➢ Section X: If any provision of this Ordinance or the application thereof to any person or
circumstance is held invalid, such invalidity shall not effect other provisions or applications
of this Ordinance than can be given effect without the invalid provision or application, and
to this end the provisions of this Ordinance are declared to be severable.
➢ Section X: This Ordinance shall become effective immediately upon adoption.
• If an ordinance revises the Code of Ordinances, it must be codified. The following enacting
clause should precede the final three clauses mentioned above:
➢ Section X: It is the intention of the City Council and it is hereby ordained that the
provisions of this ordinance shall be made a part of the Code of Ordinances of the City of
Palm Beach Gardens, Florida, and that Sections of this Ordinance may be renumbered or
relettered and the word "Ordinance" may be changed to "Section ", "Article" or such other
word or phrase in order to accomplish such intention.
• Any document except portions of the code that are referenced in the ordinance must be
attached and referred to in the ordinance as "attached hereto as Exhibit X and incorporated
herein" and be so noted on the attachment.
• For all code revision - related ordinances, amended portions to ordinance shall reflect deleted
portions by striking thm nd new portions by underscoring.
• A footer shall be placed at the bottom of each page of a code revision - related ordinance as
follows:
Coding: Words stFUsk thFouo are deletions from existing law.
Words underscored are additions.
• Longer sections of the City Code may be left out of code revision - related ordinances through
the use of asterisks if only a portion of the section is being amended.
-18-
• Signature lines of City officials should not be separated and generally be as follows:
(NAME)
MAYOR
ATTEST:
(NAME)
CITY CLERK
Approved as to form
and legal sufficiency.
(NAME)
CITY ATTORNEY
A sample ordinance is attached in the Appendix section.
-19-
GUIDELINES FOR PREPARATION OF
AGREEMENTS.
• All agreements are to be signed by the other party(ies) before they are submitted for the
agenda. All blanks must be filled in.
• Where signatures are to be notarized, all blank spaces must be filled in completely, and the
notarial stamp must be affixed. If the agreement requires witnessing, it must be witnessed
prior to submitting to the City Clerk's Office.
• All agreements and contracts must be approved by the City Attorney prior to submitting for
the agenda.
• Any revisions made by the City Attorney or other parties after the agreement has been
submitted to the City must be incorporated in the agreement prior to placement on the
agenda. Revised agreements must be re- signed and dated by the parties authorized to sign
the agreement.
• On all agreements and contracts, the name and title of the person signing must be typed
under all signature lines.
• Spaces for signatures for the Mayor, City Manager, City Clerk, and City Attorney
shall be provided as in the example provided below:
CITY OF PALM BEACH
GARDENS
(NAME), Mayor
ATTEST:
(NAME), City Clerk
Approved as to Legal
Sufficiency and as to form:
(NAME), City Attorney
• All originals of the agreement are to be forwarded to the City Clerk's Office.
-20-
AGENDA ITEM SIGN -OFF COVER
MEMORANDUM PREPARATION
Once an item has been identified as requiring Council action at an official (regular or special)
meeting, the initiating department should begin preparation of the agenda item staff cover sheet
hereinafter referred to as "staff cover sheet" and attached backup.
Original exhibits must be submitted to the City Clerk's Office.
SUBJECT
The subject indicates the title of the item and should include the resolution or ordinance number,
the type of action required (e.g. ordinance or resolution), the action being taken (approval or
denial), and the funds involved, if any.
The subject and the title of the ordinance or resolution should conform.
INITIALS OF APPROVAUDISAPPROVAL
If the reviewing department approves the item with no changes, the reviewer will send the item on
to the next reviewer on the list. If the item is disapproved because of required revisions, the item
will be sent back to the author. The author will make the required revisions or decide upon
mutually acceptable language with the disapproving department representative. Then the review
process continues.
Please review each item as quickly as possible.
STAFF RECOMMENDATION
This section is to include the recommendation of staff (approve, deny, etc.).
-21-
FUNDING
The purposes of the Funding section are:
➢ To summarize the financial implications (both short and long -term)
➢ To identify the sources of funds for start-up and maintenance by specifying all account
numbers and the respective funding amounts
➢ To discuss other key financial information such as: impact to any reserves; whether
the funds have been budgeted and appropriated; the use of matching funds or grants
to offset the expenses; any revenues that might be generated and the use of those
revenues; and, whether debt financing is part of the funding
A sample Cover Sheet is attached in the Appendix section.
ATTACHMENTS
All Agenda Item summary attachments that are not in text form should be:
➢ Camera ready
➢ Letter size (8'/2' x 11 ")
➢ Clear and readable on plain white paper
➢ Clearly labeled and /or titled
➢ Submitted to the City Clerk's Office in paper copy
➢ If the attachment is not of a size to be copied by the Clerk's Office, sufficient copies must be
provided.
Examples of appropriate attachments include:
➢ Location maps and legal descriptions
➢ Board and committee minutes
➢ Appeal letters
➢ Statistical tables
➢ Charts
➢ Site Plans
➢ Other detailed background material
-22-
SUBMISSION PACKAGE ORDER
➢ Sign -off cover sheet
➢ Memo from the department director to the City Manager with the department director's
recommendation
➢ Ordinance or resolution with applicable attachments
➢ Additional backup
PRINTING AND DISTRIBUTION
PUBLIC ACCESS
Copies of the Council agenda are available at the City Clerk's Office on the Thursday prior to
each Council meeting. Copies are sent to the packet holders with backup. Packet holders include:
Mayor, City Council, City Manager, City Attorney, Assistant to City Manager and Department
Directors. The agenda is also sent to all departments via fax, interoffice mail and /or e-mail.
Copies of the agenda are available at the Council meeting and at the City Clerk's Office.
BULLETIN BOARD
The agenda is posted on the bulletin board outside the City Hall.
EXCEPTIONS
If a department finds it necessary to depart from the normal schedule because of extenuating
circumstances, the department should contact the City Manager as soon as possible.
COUNCIL ACTION SUMMARY
The City Clerk's Office prepares a summary (action agenda) of the Council's action at each
regular meeting and distributes the summary in hard copy to all departments. The summary
reflects whether items were approved, defeated, denied, tabled, deferred or postponed.
-23-
REGULAR MEETING AGENDA TIMETABLE
The following timetable provides key deadlines for a regular Council agenda.
PRIOR TO THE COUNCIL
MEETING
As early as possible
9 days (Monday)
8 days (Tuesday)
6 days (Thursday)
2 days (Tuesday)
-24-
ACTION(S)
Begin work on development of item.
5:00 P.M. Deadline for agenda items to
City Clerk.
9:30 A.M.Staff agenda review meeting with all
department heads and item authors to review
agenda.
8:00 A.M. City Clerk publishes
agenda and distributes packets.
Agenda Review Meeting
APPENDIX
SAMPLE AGENDA COVER MEMORANDUM
CITY OF PALM BEACH GARDENS CITY COUNCIL
Agenda Cover Memorandum
Subject/Agenda em: Date:
Recommendation /Motion:
Meeting Date:
Reviewed by:
Originating Dept.:
Costs: $
Council Action:
(Total)
City Attorney
Human Resources
[ ] Approved
$
[ ] Approved w/
Finance
Current FY
conditions
[ )Denied
ACM
Funding Source:
[ ] Continued to:
Advertised:
Attachments:
Other
[ ] Operating
[ ] Not Required
[ ] Other
Submitted by:
Department Director
Affected parties
[ ] Notified
Budget Acct. #:
[ ] None
Approved by:
City Manager
[ ] Not required
BACKGROUND
-26-
SAMPLE RESOLUTION
Page 1
CITY OF PALM BEACH GARDENS, FLORIDA
RESOLUTION NO. 01, 2001
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF PALM BEACH GARDENS, FLORIDA,
(Insert Text) .................................................... ...............................
........................................................................ ...............................
.... ......................PROVIDING FOR CONFLICTS; PROVIDING
FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS ............................................. (I nsertText)..... ...............................
.......................................................... ..............................: and
WHEREAS, the City Council has determined the adoption of this Resolution to be
in the best interest of the citizens and residents of the City of Palm Beach Gardens.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PALM BEACH GARDENS, FLORIDA THAT:
SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and
confirmed as being true and correct and is hereby made a specific part of this
Resolution.
SECTION 2: All resolutions or parts of resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
SECTION 3: If any clause, section, other part or application of this
Resolutions is held by any court of competent jurisdiction to be unconstitutional or invalid,
in part or application, it shall not affect the validity of the remaining portions or
applications of this Resolution.
-27-
Reso. # 01, 2001
Page 2
SECTION 4: This Resolution shall become effective immediately upon
adoption.
PASSED, ADOPTED AND APPROVED this day of , 20 --
ATTEST:
CAROL GOLD, CITY CLERK
I HEREBY CERTIFY that I have
approved this RESOLUTION
as to form.
LEONARD RUBIN
CITY ATTORNEY
VOTE:
Mayor Russo
Vice Mayor Jablin
Councilwoman Furtado
Councilman Clark
Councilman Sabatello
-28-
JOSEPH R. RUSSO MAYOR
AYE NAY ABSENT
SAMPLE ORDINANCE
Page 1
CITY OF PALM BEACH GARDENS, FLORIDA
ORDINANCE NO. 01, 2001
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF PALM BEACH GARDENS, FLORIDA, (Insert text)
............................................................................. ............................... :
PROVIDING FOR CODIFICATION; PROVIDING FOR CONFLICTS;
PROVIDING FOR SEVERABILITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS ............................................. ( InsertText)....................................
.......................................................... ..............................: and
WHEREAS, the City Council has determined the adoption of this Ordinance to be in the
best interest of the citizens and residents of the City of Palm Beach Gardens.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PALM BEACH GARDENS, FLORIDA THAT:
SECTION 1: The foregoing "WHEREAS" clause is hereby ratified and
confirmed as being true and correct and is hereby made a specific part of this
Ordinance upon adoption hereof.
SECTION 2: It is the intention of the City Council and it is hereby ordained
that the provisions of this ordinance shall be made a part of the Code of Ordinances of
the City of Palm Beach Gardens, Florida, and that Sections of this Ordinance may be
renumbered or relettered and the word "Ordinance" may be changed to "Section ",
"Article" or such other word or phrase in order to accomplish such intention..
SECTION 3: All Ordinances or parts of Ordinances in conflict herewith are
hereby repealed to the extent of such conflict.
SECTION 4: If any provision of this Ordinance or the application thereof to
any person or circumstance is held invalid, such invalidity shall not affect other provisions
or applications of this Ordinance than can be given affect without the invalid provision or
application, and to this end the provisions of this Ordinance are declared to be severable.
Coding: Words sough are deletions from existing law.
Words underscored are additions.
-29-
Ord. # 01, 2001
Page 2
SECTION 6: This Ordinance shall become effective immediately upon
adoption.
PASSED, FIRST READING this day of , 20 --
PASSED, SECOND READING this day of
ATTEST:
CAROL GOLD, CITY CLERK
I HEREBY CERTIFY that I have
approved this ORDINANCE
as to form.
LEONARD RUBIN
CITY ATTORNEY
VOTE:
Mayor Russo
Vice Mayor Jablin
Councilwoman Furtado
Councilman Clark
Councilman Sabatello
20 - -.
JOSEPH R. RUSSO MAYOR
AYE NAY ABSENT
Coding: Words s#FUsk- #hrough are deletions from existing law.
Words underscored are additions.
-30-