Discuss the content of Council Member Aspenlieder's initiative (attached)

Intended Outcomes
The intent of this initiative is not to limit Council's ability to fully consider matters before it or to diminish opportunities for lawful public participation. Rather, the objective is to establish reasonable time expectations that encourage better preparation, more concise presentations, focused Council discussion, reduced repetition, and more deliberate agenda management.
A predictable meeting schedule also provides greater certainty for members of the public, City employees, Council Members, and others participating in Council proceedings. When additional time is genuinely necessary, the three-fourths vote provision gives Council the flexibility to continue its work. When Council cannot complete its work within the established timeframe, reconvening the following day provides an alternative to allowing meetings to continue indefinitely into the evening.

 Discuss council meeting operations and implementation of a time limit for both work sessions and regular business meetings to be incorporated into Council Operations Rules. Amend BMCC Sec. 2-221 (2) and Sec. 2-222 accordingly.
 

The purpose of this initiative is to establish a temporary pilot program designed to improve the efficiency, focus, and predictability of City Council meetings. Council Members, City staff, and members of the public all benefit when meetings are conducted with clear expectations regarding the amount of time available to address the business before the Council.

Establishing defined meeting times should encourage Council to prioritize agenda items, keep discussion focused on matters necessary for decision-making, reduce repetitive discussion, and make more effective use of staff and Council time. At the same time, the proposed rules preserve Council's ability to extend a meeting when circumstances warrant and ensure that unfinished City business is carried forward rather than rushed simply to meet an adjournment deadline.

Council Member Aspenlieder proposes that Council implement the following changes on a temporary pilot basis through the end of the current calendar year or for a period of three months, whichever provides the longer trial period. At the conclusion of the pilot period, Council can evaluate its effectiveness and determine whether the changes should be continued, modified, or discontinued.

Proposed Temporary Changes
Work Session Meetings

• Work Sessions shall be limited to a maximum duration of two hours.
• For Work Sessions beginning at 5:30 p.m., the meeting shall adjourn no later than 7:30 p.m.
• Council and staff should structure presentations and discussions with the expectation that all scheduled business will be completed within the two-hour meeting pe-riod.

Regular Business Meetings

• Regular Business Meetings shall be limited to a maximum duration of three hours.
• For Regular Business Meetings beginning at 5:30 p.m., the meeting shall adjourn no later than 8:30 p.m.
• Agenda management, staff presentations, Council questions and Council deliberations should be conducted with the expectation that scheduled business will be completed within the three-hour meeting period.

Extension of Meeting

• Council may extend either a Work Session or Regular Business Meeting beyond the established adjournment time by an affirmative vote of three-fourths (3/4) of the full Council.
• The motion to extend should identify the additional amount of time authorized or the specific agenda item(s) Council intends to complete.
• This provision is intended to provide flexibility for extraordinary or time-sensitive matters while maintaining the expectation that meeting extensions should be the exception rather than the normal practice.

Unfinished Business

• If Council has not completed the published agenda by the required adjournment time and Council does not approve an extension, the meeting shall recess and re-convene at 12:00 noon on the following day.
• Council shall resume consideration of the remaining agenda items at that time and continue until the unfinished agenda has been completed, subject to applicable public meeting and notice requirements.
• Items should not be rushed solely because the meeting is approaching its established adjournment time.

Pilot Period
These modifications shall be implemented on a temporary trial basis through December 31, 2026, or for three months from the effective date, whichever period is longer. Near the conclusion of the pilot period, Council should review the results and determine whether to retain, modify, or discontinue the meeting time limits.
 

tbd

Mayor, City Council, City staff, members of the public

to be discussed