How to understand a City Council agenda

Public meetings are structured so elected officials can discuss, get public input, and make decisions on various public matters, like:

• Ordinances and local laws
• Infrastructure projects
• New development and land use
• Budget and contracts

Here's a summary of different types of meetings and key parts of a meeting agenda:

Types of meetings

Regular meeting

This is a standard, recurring meeting held to discuss ongoing business, pass ordinances, and make decisions. Regular meetings are open to the public and the agenda is published 72 hours before the meeting.

Special meeting

A special meeting is scheduled outside of the regular schedule to address specific issues or emergencies. They are open to the public and the agenda is published 24 hours in advance.

Study session

A detailed and less formal discussion on a specific topic, without decision-making. They are open to the public. Study sessions may be part of a regular meeting agenda or held as a standalone special meeting.

Closed session

A meeting to discuss confidential matters such as personnel issues, legal matters, or property negotiations. Closed sessions are not open to the public, but members of the public may provide comment on closed session agenda items when the meeting is called to order. If the Council takes a reportable action in closed session, the Mayor will report the action at the beginning of the next regular meeting.

Types of agenda items

Public forum

A time for members of the public to speak on any issue not on the agenda. This allows people to voice concerns or offer suggestions.

Consent calendar

A list of routine items that are passed with a single vote. These might include approval of minutes, routine contracts, or reports.

A member of the City Council can request an item be moved from consent to the regular agenda if they want to have a discussion or make a comment about it.

Regular agenda

The main portion of the meeting where issues are discussed individually and decisions are made. There is a public comment period specific to each item.

Public hearing

A formally noticed agenda item where the City Council hears testimony from the public on a before deliberating and voting. Public hearings are required for certain significant matters such as zoning changes, new ordinances, or large development projects. Some types of actions require 2 public hearings (at separate meetings) before a final decision can be made.

Councilmember reports

A segment where council members share updates, upcoming events, or other information relevant to the community. They can also request topics for future meetings.

Agenda item process

1. Presentation

City staff explains the topic and may make a recommendation to or request direction from the City Council. Depending on the complexity of the topic, they might use slides or a consultant may make the presentation.

2. City Council questions

Members of the City Council ask questions about the topic and City staff respond.

3. Public comment

Members of the public can share their ideas and opinions. There is typically a 3 minute time limit for each comment. If there is a large number of people, the Mayor may shorten the time limit.

Learn how to participate at a City Council meeting. [LINK]

4. City Council discussion

Councilmembers share their opinions and thought process. They can also use this time to ask City staff more questions, especially if something came up during public comment they want to learn about.

5. Motion and vote

A council member formally makes a motion to take a specific action related to the agenda item. For example, they might move to approve, deny, or amend the proposal. Another member must second the motion for it to proceed to a vote. This indicates that at least one other member supports considering the motion.

The Mayor calls for a vote and council members cast their votes. A simple majority is usually required, but some actions may require a supermajority. The result is officially recorded in the meeting minutes.