Instructions for Request for City Council Committee Action
All requests to Council Committees must use the standard format. Note: DELETE any sections that do not apply to your request.
Sections to be completed
To: Chair of committee, and Committee Name
Referral to: Chair of committee, and Committee Name (if applicable)
Subject: Name, title or description of your action. This information is used to draft the agenda and needs to be short and clear.
Recommendations: State the clear and complete action you want the Council to take. This information is used for drafting the final Council report.
If appropriation of funds required; note name of Department, Fund, and Capital Project in the Financial Impact section below (note: funding string numbers no longer required)
Check to make sure the recommendation includes who, what, when, where and why as appropriate.
Previous Directives: List any past Council actions or Council directions to staff. Delete if there are none.
Department Information: List who prepared the action, who approved it and who will be presenting in committee. Be sure to include job titles and phone numbers.
Reviews: Use this section only if applicable. Delete if not applicable
- Permanent Review Committee (PRC) reviews all requests for proposals for professional services over $50,000, in addition to non-development real estate acquisitions.
- Civil Rights approval is required for contracts or bids of $50,000 or more.
- Policy Review Group (PRG) approval is required for requests related to establishing or changing enterprise, employee-related policies.
Financial Impact: Use this section only if applicable. DELETE any unnecessary lines.
Other financial impact (i.e., Requesting waiver from existing City financial policies)
Please Note: Funding string numbers are no longer required; must specify name of department, fund, and capital project.
Community Impact: Use this section only if applicable. Delete any unnecessary categories.
Supporting Information: Add additional information, history and background necessary for the Council to make a decision. Attach reports and documentation.
Deadlines: All requests must be submitted by the commitee deadline to the appropriate Committee Coordinator. Exceptions to the deadline may be made for emergencies, with approval from the committee chair.
Data Practices
Most government data is classified by the Minnesota Government Data Practices Act as public data but certain types of data (e.g. medical data, social security numbers, certain personnel data) may be classified as private or confidential data. If you are attaching additional information, you should be aware if any data is classified as not public and inform the Council Committee Coordinator.
MN Open Meeting Law
If you are attaching additional information, all documents must be submitted with your request so it is available to the public before the committee meeting.
Submittal
Send your request to the Council Committee Coordinator for your committee.
Agenda Setting
Your request is considered in agenda setting where the chair determines whether your item will be placed under Consent or Discussion.
Web Posting
After the agenda setting meeting, the Committee Coordinator posts the agenda on the City website and attaches your supporting information. After the agenda is posted, changes, additions or corrections are only made in critical or emergency situations.
Last updated Feb. 21, 2013