01.03.04 - Agenda Policy
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 01 Administration Policy No. 01.03.04 SECTION: 03 Administrative Correspondence Page : 1 of 3 SUBJECT: 04 Agenda
Policy PURPOSE: The purpose of this APM is to create a procedure to complete the agenda review and preparation process in a timely manner. DEPARTMENT AGENDA PREPARATION: The Department
initiating an agenda item is fully responsible for each item placed on the agenda including all exhibits, attachments, departmental signatures and Finance signature, if appropriate.
AGENDA PROCESS: Agenda items requiring review, resolution, ordinance or other documentation by the City Attorney, MUST be submitted to the City Attorney’s Office before 5:00 p.m. on
the Thursday, preceding the deadline for items being submitted to the City Clerk. City Attorney sends e-mail to City Clerk at 5:00 p.m. describing agenda items being reviewed by Legal.
Items that miss the deadline will need City Manager approval to be included on the agenda. All Departments Departments will be expected to submit original agenda items including backup
with all departmental sign offs and Finance, if appropriate, to the City Clerk’s Office by 12:00 noon on the Monday preceding the City Commission Meeting. No items will be accepted by
the City Clerk after 12:00 noon on that day. (See Agenda Request Form for submittal deadline) NOTE: Administrative Services Departments must secure sign-off by Assistant City Manager
prior to submittal to City Clerk. DRAFT AGENDA DISTRIBUTION The City Clerk e-mails the FIRST DRAFT agenda to all City Departments on Wednesday. It is the responsibility of each department
head to review the agenda to be sure your agenda items are included. City Clerk delivers packet to Assistant to the City Manager for review on Wednesday. 1
PREPARATION OF RESOLUTIONS AND ORDINANCES City Attorney prepares Resolutions and Ordinances and returns all items to Assistant to City Manager by 5:00 p.m. on Thursday. At that time,
items will be signed off by Legal. AGENDA TIMETABLE: City Manager reviews and signs agenda items and returns approved final packet to City Clerk by 5:00 p.m. on Monday. City Clerk copies
and distributes the approved agenda to the packet recipients by 4:00 p.m. on the Wednesday before the City Commission meeting. City Clerk e-mails the approved FINAL DRAFT agenda to departments
on Wednesday by 4:30 p.m. The FINAL DRAFT will be reviewed by the City Commission at the Agenda Preview Conference on Friday before the City Commission meeting. City Clerk e-mails the
approved FINAL AGENDA to all departments by 12:00 noon on Monday (day before the City Commission meeting). AGENDA ITEMS AFTER THE MEETING: If the City Commission approves your agenda
items, they will be routed by the City Clerk's Office for appropriate signatures. All original documents are to be maintained by the City Clerk as the custodian of public records. If
the item is denied, it will be returned to the department. EFFECTIVE DATE: May 5, 1999 AMENDED: May 10, 1999 AMENDED: October 11, 1999 REVISED: August 19, 2004 REVISED: September 20,
2004 REVISED: December 1, 2004 REVISED: June 9, 2006 REVISED: October 30, 2006 Kurt Bressner Kurt Bressner City Manager 2
COMMISSION AGENDA PREPARATION Initial Review of Items to Legal Departments are responsible for submitting a copy to Legal of agenda items that require legal review, preparation of a
Resolution, Ordinance or other document. The deadline for submittal to Legal is 5:00 p.m. on the Thursday preceding the deadline for items being submitted to the City Clerk. City Attorney
sends e-mail at 5:00 p.m. to City Clerk describing agenda items being reviewed by Legal. DO NOT submit original documents to Legal. Original documents are to be submitted to the City
Clerk. Submission of Agenda Items All departments submit original agenda items to City Clerk including backup with all departmental sign offs and Finance, if appropriate, to the City
Clerk’s Office by 12:00 noon on Monday preceding the City Commission meeting.* Note: Administrative Services Departments must secure sign-off by Assistant to the City Manager prior to
submittal to City Clerk. Draft Agenda Distribution City Clerk e-mails Draft Agenda to all City Departments on Wednesday by 10:00 a.m. City Clerk delivers packet to Assistant to the City
Manager for review. Preparation of Resolutions and Ordinances City Attorney prepares Resolutions and Ordinances and returns all items to Assistant to City Manager by 5:00 p.m. on Thursday.
At that time, items will be signed off by Legal. City Manager Approval City Manager reviews and signs Agenda Items and returns approved final packet to City Clerk by 5:00 p.m. on Monday.
Distribution of Approved Agenda City Clerk copies and distributes the Final Draft agenda packet on Wednesday by 4:00 p.m. Final Draft Agenda City Clerk e-mails the approved final draft
agenda to departments on Wednesday by 4:30 p.m. Final Agenda City Clerk e-mails the approved final agenda to all department heads by 12:00 noon on Monday (day before the City Commission
meeting). 3
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