AGENDA ITEM EXECUTIVE SUMMARY
ITEM TITLE*
title
Council Procedures Manual Workshop
presenter
RESPONSIBLE STAFF, TITLE, DEPARTMENT*
Ted Voorhees, Town Manager, Town Manager’s Office
James Baker, Town Attorney, Town Attorney’s Office
Brittney Hunt, Town Clerk, Town Clerk’s Office
STAFF RECOMMENDATION*
Staff recommends that Council review the draft Council Procedures Manual, discuss remaining policy questions, and provide direction on highlighted sections. Staff will incorporate Council feedback and return at a future meeting with a final version for approval.
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ACTION/DECISION POINTS*
During this meeting, Council is asked to:
• Review and discuss the draft updated Council Procedures Manual
• Provide feedback and direction on highlighted topics, including:
o Rule 10: Topics to be discussed at Work Sessions
o Rule 14(a)(2): Requesting placement of items on the draft agenda by Mayor or Council Member
o Rule 14(b)(1): Adoption of the agenda
o Rule 14(c)(1): Pulling items from the consent agenda
o Rule 15: Order of Business
o Rule 24(a): Tie votes
o Rul 34: Public Comment Periods
• Identify any additional revisions or clarifications
• Consider whether to establish a regular review cycle for the Procedures Manual
• Discuss whether the time/day/frequency of meetings should be reviewed during the annual adoption of the meeting calendar
• Indicate whether there is a general consensus for staff to prepare a finalized version for future Council approval.
LEGISLATIVE CONTEXT*
The Council Procedures Manual is the governing document for how the Council conducts its meetings. The current manual is outdated and contains non-relevant or duplicative content. Updating the manual ensures clear, current, and functional meeting procedures aligned with State law and Council practice.
BACKGROUND AND CONTEXT*
On September 2 and September 22, 2026, Mayor Anderson, Mayor Pro Tem Berry, Council Member Sharp, Council Member Nollert, Town Manager Voorhees, Town Attorney Baker, and Town Clerk Hunt met to review the current procedures manual and identify areas in need of revision.
Key themes included:
• Removing outdated, non-procedural content
• Clarifying rules for Work Sessions, agenda preparation, consent agenda procedures, and public comment
• Ensuring the manual reflects only procedural guidance, while placing broader governance or orientation topics in the Council Handbook
Following the initial discussion, staff prepared a “bare minimum” version of the manual referencing practices in other jurisdictions. After the 9/22 meeting, staff drafted an updated version with highlighted sections where Council input is needed. Some topics are more appropriate for the Council Handbook and will be revisited later.
In addition to updating the content, this presents an opportunity to formalize how the Council maintains the Procedures Manual going forward. The Council may choose to adopt a standing practice of reviewing the manual annually, every other year at the Organizational meeting, or at a different time when a new Council is seated, ensuring continued applicability and alignment with Council expectations. Council can also choose to evaluate the time, day, and frequency of Council meeting each year before the annual meeting calendar is adopted. These considerations help ensure the manual remains a functional, relevant guide for governance and meeting operations.
ATTACHMENTS
Draft Updated Council Procedures Manual
Draft Presentation
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