Council splits on wording of policy for development, dissemination and use of agendas

Members of the council were split on the final wording of a policy regarding the council agendas.
As part of the policy, any and all agenda item requests must be submitted to Red Oak City Hall no later than noon on the Thursday prior to the monday meeting, and the city clerk, with input and direction from the city administrator, will prepare and make the final decision on all agenda content and order of agenda items. City administrator Brad Wright said it was no different than current policy.
“This changes absolutely nothing from the way we’ve operated for the 20 years I’ve been here, and the 38 years Mary Bolton has been here. It follows the city council policy and procedures that have been a part of the process. It simply clarifies the process of the noon deadline, and that we put it together. It seems that’s gotten a little confursed lately, and so we thought some clarification needed to take place,” Wright explained.
Wright added it was also not being done to prohibit or limit anyone’s access to the council.
“When someone comes in and says they want to talk to the council, as city administrator, it’s always my job to ask their concerns and find out what they want to talk to the council about. If it’s something I can resolve and alleviate before they come before the council, then it’s my job to work with the public and resolve issues if I can,” said Wright. The next step is to encourage them to talk to the councilperson for their particular ward, and if they don’t find satisfaction there, and want to present before the council, then we put them on the agenda. There has never been anyone restricted from being on the council agenda if they want to speak before the council. It simply puts clarity to the process.”
Red Oak Mayor Shawnna Silvius made a request that because of the complexities of the council rules and proceedures that the city attorney be present for the next few meetings to make sure they were following proper protocol, and requested to be part of the agenda process.
“I would very much like to be a piece of setting the agenda, and approving the agenda before it goes out, and by all means, I should see the agenda before it goes out as a public notice,” said Silvius.
Councilperson Brian Bills said he had a problem with the policy declaring the clerk and the administrator had final say about what went on the agenda.
“Just add one word to the policy and it’s fine. Add mayor to the list. Make it mayor, city clerk, and city administrator,” said Bills.
Wright said his issue with that was timing and efficiency, and getting the information together and sent out in a timely fashion.
Councilperson Jeanice Lester felt that the deadline was the deadline, and if things were submitted at 12:01 p.m. on Thursday, it was out. She also felt that it was forgotten how key the roles were of Bolton and Wright.
“The city is a big business, and they are the ones that actually run it. We as a council help in that process, but financially, they have to be on top of it, and sometimes I feel that we are excluding them from things, and we absolutely cannot. I think the resolution helps clarify the things they have talked about, and not everybody needs to come before the council for an issue that can be resolved ahead of time,” Lester explained.
Wright said that the policy does not limit the council or the mayor from approving what was on the agenda, and if the council or mayor submit anything by noon the Thursday prior, it would be on the agenda.
“All this is saying is that when it comes to writing the agenda, and getting it out the door, that’s Mary and I’s job,” advised Wright.
Bills clarified he had no problem with the administration of the agenda, he merely took issue with the final statement of the policy saying the clerk and administrator had final decision on all the agenda items.
“I’m not trying to hanstring anybody or make anyone’s job harder, I just have problem with that wording. I have a one-word problem with it,” Bills stated.
Council Person Tim Fridolph suggested a compromise, including Bills’ revision of adding the mayor to the list for final approval of the agenda, with the understanding that if no guidance was given to the city prior to the deadline, that the agenda would be sent out as developed by Wright and Bolton.
“If input is not received, by the dealine, it goes out, and there’s no additional recourse there,” Fridolph said.
The council moved and seconded the policy as-presented, without the revision suggested by Bills.
After discussion, the agenda proceeded to a vote, and was passed by a 3-2 margin, with Bills and Fridolph both voting no.