Creating Agendas and Recording Minutes

When creating agendas and recording minutes, there are a number of processes that staff more commonly experience challenges with.

Creating Agendas

Track Files Referred to your Committee: Legistar sometimes misses files referred to your committee when you generate the agenda for your committee. Compile a complete list of files referred to your committee by checking the Council agenda, Council consent agenda, and meeting recording; use this list to compare against the draft agenda for your committee meeting.

Motions which Fail: When a motion fails at a meeting, this information must be recorded in the CC Note field. Ideally there is a follow-up motion that results in an affirmative vote, otherwise the recommendation of the lead sponsor is required.
Place on File: A committee may vote to place a legislative ordinance or resolution on file. When recording minutes, it is important to determine if the motion was to place on file or place on file without prejudice, as the former cannot be reintroduced for 60 days while the latter can be reintroduced at any time.
Recommendations from the Lead versus Secondary Referrals: Lead referrals make their recommendation to Council, while secondary referrals make their recommendation to the lead referral.
Recommendations with Conditions and Roll Call Votes: When a recommendation includes conditions ("with conditions" or "with the following recommendations") and when there is a roll call vote, part or all of the motion text must be copied to the CC Note field so that the pertinent details appear on the Council agenda.