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Staff Reports


Staff reports are critical documents so the City Council and public can learn and understand the issue and options related to local decisions.

Here's a step-by-step guide to get your item added to the City Council agenda:

Step 1

Are you working on an assignment, project, or task that you believe should be presented to the City Council at a City Council meeting? Work with your supervisor to confirm with your Department Director that your item will be added to an upcoming City Council meeting agenda.

Step 2

Complete your staff report. Follow these tips to make sure it's completed properly. Be sure to include all corresponding attachments and exhibits. If you'll be including a contract, agreement, resolution, or ordinance, make sure to seek assistance from the City Attorney's Office. You will need to have these documents approved by the City Attorney's Office before you submit your staff report. 

Step 3

Fill out this online form to indicate what your item is and your preferred City Council meeting date.

Step 4

Save your staff report and all associated attachments (properly labeled) to the T-Drive at least two weeks prior to the City Council meeting.

Format your staff report file names like this:
[Dept. Acronym] - [Topic of Staff Report]

Example: CD - General Plan 2040 Work Program
This topic of this staff report is General Plan 2040 Work Program and is submitted by the Community Development (CD) department.

Format your attachment file names like this:
[Attachment [Attachment Number] - [Attachment Name]

Example: Attachment 1 - Resolution
This is the first attachment that is referenced in the staff report. This attachment is a resolution.

Step 5

The City Manager's Office will coordinate with the City Attorney's Office and the Finance department to review your staff report, along with any corresponding exhibits, and will communicate with you via email. We'll send you an email to create the email thread. Please address all issues, questions, and suggested changes as requested in your staff report, in this email thread.

Step 6

Make all necessary changes to your staff report and save a new copy in the same folder. Please keep the original staff report (the staff report with track changes and comments in it) in the folder.When saving the new copy, the new file name should follow the same naming conventions described above, followed by "Final" at the end of the file name.
Example: CD - General Plan 2040 Work Program Final

Step 7

When a final version of your staff report is ready, please "Reply All" to the email thread to let us know that your staff report is ready for the City Manager's review. This version should have no track changes or comments left; it should be considered ready to be published, from your perspective.

Step 8

If you have a slide deck for your presentation, please let the City Clerk's Office know.

Step 9

We'll see you at the City Council meeting!

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