Item 27 - Sunshine Ordinance - Laserfiche WebLink

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Sunshine Ordinance November 16, 2021 Page 5 2 2 4 6 procuring a lobbyist disclosure filing module from an existing vendor, NetFile. the subscription-based software costs approximately $10,000 annually to procure. To implement such a policy, the Clerk of the Council recommends that a part-time Administrative Aide be hired to fulfill the functions required of the policy. Staff estimates that the annual personnel cost is $30,000. In summary, there will be a $40,000 annual expense associated with implementation of the lobbyist registration policy. This increase in expenses will require an appropriation adjustment. Revise the Timeline to Publish City Council Meeting Agendas from Four Days to Seven Days State law requires that public meeting agendas for regular meetings, such as regular City Council meetings, be published at least 72 hours (or three days) prior to the meeting start time. The Sunshine Ordinance, in its current form, requires that regular City Council meeting agendas be published 96 hours (or four days) prior to the meeting start time. At the direction of the City Council, staff has prepared an ordinance amending the Sunshine Ordinance to require regular City Council meeting agendas to be published seven days in advance. There is no direct cost associated with the change in publishing time associated with publishing the City Council meeting agendas seven days in advance. However, each City department that submits agenda items, along with departments who facilitate the agenda process (particularly the Clerk of the Council’s Office, City Manager’s Office, City Attorney’s Office, and Finance Department) would be required to revise their workflow to accommodate the seven-day lead time for publishing City Council meeting agendas. Additionally, it is important that both the members of the City Council and City staff alike be mindful of the seven-day lead time for City Council agenda items to be prepared and considered. This means that there will be at least seven days between the time a City Council meeting agenda is published and the time the accompanying agenda items are to be considered by the City Council at a public meeting. Furthermore, it is important to note that once the City Council meeting agenda is published, it is published in its final form and is not intended to be revised within the seven-day timeframe. Therefore, this proposed change does not create an opportunity for increased engagement. Instead, it provides additional time for members of the City Council and the public to view the City Council meeting agenda. Attached for consideration by the City Council is an ordinance (Exhibit 1) amending the Sunshine Ordinance. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Implementation of proposed ordinance amending the Sunshine Ordinance—particularly the lobbyist registration provisions—requires an additional $40,000 annual expense by the Clerk of the Council Office.