Title
Transit & Parking Commission Rules & Procedures, staff memo in response to motion made at 6/14/05 TPC meeting
Body
August 1, 2005
TO: Members, Transit & Parking Commission
Catherine Debo, TPC Executive Secretary
FROM: Gail Phillips, TPC Recording Secretary
SUBJECT: TPC Rules & Procedure, staff response to motion made at 6/14/05 TPC meeting
During discussion of the Rules and Procedures at the 6/14/05 TPC meeting, two of the suggested changes were to (1) change the timeframe for mailing the agenda packet, and (2) require that the TPC agenda, minutes and all agenda enclosures be posted on the City's web site at least three days before the meeting. There was some uncertainty as to the ability to post attachments for agenda items that were not referrals from the Common Council. The amended motion adopted by the TPC directed staff "to identify what can and can't be done easily and to recommend a low-cost way of addressing the intent expressed at the TPC meeting."
AGENDA PACKET TIMEFRAME
The TPC agenda packet is mailed the Thursday preceding a Tuesday meeting, and the agenda and minutes are published (posted) to the City's "Online City Hall" (Legistar) web site the same day the agenda packet is mailed. Attached is a brief survey of a few other City commissions/
committees regarding their agenda packet mailing dates. Unless otherwise indicated, their agenda is posted on the City's web site the same day their packet is mailed.
POSTING OF AGENDA AND ATTACHMENTS
In January, the City implemented the Legistar system. Documents (resolutions, ordinances, etc.) for introduction to the Common Council are entered in the Legistar system and assigned a legislative file ID number. For items on the TPC agenda that have a legislative file ID number, the public can view the document and any attachments simply by going to the City's web site, selecting the TPC agenda and clicking on the appropriate file ID number.
During the initial implementation of Legistar, items that were not being introduced to the Council were not entered into Legistar, and thus did not receive a legislative file ID number. This meant that the ability to access the document and its attachments via the City's online site was lost. In response to the TPC's motion on 6/14/05, I asked that the issue of attachments for non-Council referrals be discussed at the next Legistar Users Group meeting, which was held on July 13. The resulting decision was that all agenda items (except informational items) should be entered in the Legistar system, regardless of whether the item will be reported back to the Council.
I implemented this new directive beginning with the July 26 TPC agenda.