Why Wasn't the Annexation Report on Commission's Agenda?
October 27, 2008 | 4:06 pmThrowing this question from a previous thread into the spotlight.
Today, we saw a new city commission report on annexation from the City Manager, but no one recalls ever seeing it on the October 20th agenda.
What gives?
UPDATE: Lyn gives us the answer. Work sessions proceed commission meetings…that’s why the report wasn’t on the agenda. Future work session notices will be posted online.
As I understand it, there was no need to put it on the Oct. 20 agenda because it wasn’t a discussion item that night. The summary notes of that meeting seem to confirm it wasn’t addressed.
Perhaps having all the commissioners together just presented an easy opportunity to distribute the report. But so long as it’s being made available to citizens in advance of the meeting where it will be addressed, I don’t get what the problem is. If enough people show up in November and raise enough issues, they’ll likely table it to the next meeting anyways.
Can someone clarify the issue? Thanks.
The City Manager presented the report to the City Commissioners at a work session to layout the various options and the economic impact of each in preparation for pubic discussions later this year. It was simply a presentation with no intention of taking action. This same report was posted on the website to allow residents to read it also. The annexation issue is scheduled to be on the commission agenda in December with opportunities for public comment.
Lyn, the annexation report says that “The Commission would need to decide at its November 17 meeting how to proceed.” Which is it – November or December?
Work sessions are held prior to city commission meetings and are an opportunity for staff to make reports and presentations to the commissioners to provide information and updates that may be needed for future agenda items. Work sessions are open to the public. The topic of the work session is listed on the public notices at city hall along with the agenda for the regular commission meetings. In the future the work session schedule and the full meeting packets will be scanned and posted on the web in addition to the regular meeting agenda.
Somehow I missed the previous discussion that included questions about posting or not posting information on the website until today. You raise some good points about why and when items are posted and it is clear that we can do more to provide information about scheduled work sessions.
Just to clarify the difference between a work session and the actual meeting…In a work session information is presented to the City Commission about different topics. These may be topics that will ultimately appear on the agenda or they may be informational only. There is no vote taken and the items are not action items. There is no public input or participation during the worksessions but the meetings are definitely open to the public. The schedule is posted outside Hall when we post the agenda for the meetings. From now on, we will post the schedule on the website when we post the agenda – that way the community will know what topics are being discussed at all of the work sessions in addition to the City Commission agenda items.
We do appreciate knowing when folks have not received adequate information so that we can make it easier for you to find it. If you have any other suggestions or ideas regarding access to information, please let me know.
Good question Gwen. I was more focused on letting folks know how the meeting process works. I know some options require decisions by the end of the year but let me find out when the commission plans to put the issue on the agenda and get a specific answer.
Thanks Linda and Lyn. I always appreciate your willingness to explain things and make any necessary changes.
My initial December timeframe is correct. City Manager Peggy Merriss did suggest November 17th in her report but the commissioners wanted more time for discussion and public input so that’s why I was remembering a December schedule. As soon as we have more specifics about dates and process, we’ll get that info out.
FYI: the work session notice was posted outside City Hall with the regular meeting agenda.
OK — here’s the schedule for considering the various annexation options as it is now planned
Monday, November 17th at 6:30 p.m. Decatur City Hall — Joint work session with the Decatur City Commission and Decatur School Board to review options outlined in the report.
Monday, December 1st at 7:30 p.m. Decatur City Hall — Public hearing on annexation options as part of the regular City Commission agenda
Monday, December 15th at 7:30 p.m. Decatur City Hall — Action item on annexation is tentatively planned for the City Commission agenda. Public comment will be taken on the agenda item. Any action taken by the city commission would be on which option to pursue and would not result in actual annexation.
Hope that helps clarify the planned process. These dates will be advertised throught the regular city postings.