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City of Missoula, Montana Item to be Referred to City Council Committee Committee: Administration and Finance Committee Item: Amend Council rules to change the Council's regular meeting schedule to two meetings per month Date: June 4, 2010 Prepared by: Marty Rehbein, City Clerk Initiated by: same Action: Amend City Council rules #1 and 9 to change the regular meeting schedule of the Missoula City Council to two meetings per month to be held on the 2nd and 4th Mondays of the month—the off weeks from Planning Board. Background and Alternatives Explored: The Mayor requested the City Clerk and Finance office develop an analysis of switching council meetings to twice per month for consideration. Analysis Other first class cities in Montana generally meet twice a month. See the table below: City Regular Meeting Schedule Regular Work Session/Committee Schedule Great Falls 2 times/month, Tuesdays 2 times/month Billings 2 times/month, Mondays, when there is a holiday on a Monday, they meet Tuesday 2 times/month Helena 2 times/month, Mondays, they schedule to avoid holidays 2 times/month Bozeman 4 times/month + 1 policy meeting when there is a holiday on a Monday, they meet Tuesday 2 times/year for goal setting Butte/Silver Bow Weekly, Wednesdays Kalispell 2 times/month, Mondays when there is a holiday on a Monday, they meet Tuesday 2 times/month ---PAGE BREAK--- Pros The primary benefits associated with this proposal are cost savings and the ability to redirect staff time and efforts toward other activities. There will be less time spent in meetings. Currently the Mayor, City Council and the following staff regularly attend City Council meetings: CAO, City Attorney, City Clerk, Communications Director, and Planning Director. The three year average length of a Council meeting is 1 hour 54 minutes, and council meets approximately about 44 times each year. Staff time spent in meetings could be redirected to other activities. Because the council will have more business to cover under the proposal, at this time, I estimate there will be approximately a 40% decrease in the amount of time spent in meetings (approximately 50 hours/year/person). There are cost savings associated with this proposal. Support staff in the Clerk's office can be reduced by .5 FTE. Additionally, the cost to transcribe minutes should be reduced by approximately 40%. If the city pays claims twice a month rather than four times, the Finance office estimates there will be a minimal savings to their department's postage budget. There will also be more flexibility in off-council weeks for committee staff to complete committee reports. A 2/3 affirmative vote of the members is required to amend council rules. Cons Negative aspects of this proposal include: The proposal involves laying an employee off. Vendors may not be paid as frequently, and the Finance Department will likely see an increase in checks processed outside of the normal workflow for accounts payable. Alternately, the City Council could authorize the Finance committee to continue paying claims every week and require that claims in the off-Council weeks be ratified by the Council at the next meeting. There would be no savings in postage. . Procedural changes needed to effect this change, if approved Council rules must be amended relating to the scheduling of meetings and the order of business pertaining to the abbreviated meeting. Other matters relating to scheduling I recommend the City Council meet in the off weeks from Planning Board to ensure that subdivision proposals are not unduly delayed. Planning board is currently meeting the 1st and 3rd Tuesday of the month. If this proposal is approved, I recommend scheduling Council meetings on the 2nd and 4th Mondays of the month. Additionally, if a regularly scheduled City Council meeting occurs on a holiday, I recommend the City Council schedule a meeting on Tuesday that week. Council and Mayoral updates will need to be scheduled at a different time, and abbreviated meetings should be phased out. Financial Implications: Estimated hard dollar cost savings ---PAGE BREAK--- City Clerk: $2,800 (40% reduction in transcription professional services) $18,200 (staff reduction .5 FTE) Finance: $1,362 (postage savings if the City pays claims every other week) Estimated operating costs associated with implementing the proposal: City Clerk: $15 (legal notice) Alternatives: If the City Council elects to continue meeting every week, I recommend retaining the .5 FTE reduction in the City Clerk office and instead fund a work study student to work 15 hours/week during the academic school year at a cost of $2,000. Attachments: Council rule changes