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  11.F.       
Meeting Date: 06/15/2021  
From: Stacy Saltzburg, City Clerk

TITLE:
Consideration and Approval: Canceling of the August 17, 2021 Regular Meeting and the August 31, 2021 Work Session.
STAFF RECOMMENDED ACTION:
  1. Cancel the August 17, 2021 Regular Council Meeting
  2. Cancel the August 31, 2021 Work Session
Executive Summary:
The City Charter requires the Council to meet at least one time per month. The City Council Rules of Procedure prescribe that the City Council shall hold a Regular Meeting on the third or fourth Tuesday of August unless a majority of the Council decides to postpone or cancel the meeting.

As it stands currently, the City Council is scheduled to return from summer break on August 17, 2021. Over the past few months and continuing over the summer break, a number of upgrades to the Council Chambers will be done. Staff is recommending that the meeting scheduled on August 17, 2021 be canceled so the Council may hold an Executive Session followed by in-person training of the upgrades and new equipment within Council Chambers. The Regular Meeting, as required by the Charter and Council Rules of Procedure, will occur on the fourth Tuesday, August 24, 2021.

While the Rules of Procedure allow for the first meeting in August to be held on the third or fourth Tuesday, staff felt that a formal cancelation of the August 17, 2021 meeting should occur at a public meeting since the date has been published online as part of the Working Calendar available to the public.

Furthermore, the Work Session of August 31, 2021 coincides with the 2021 Arizona League of Cities and Towns Annual Conference and a majority of the Council is planning to attend. Staff recommends canceling the August 31, 2021 Work Session to accommodate Council's attendance at the conference.

Flagstaff City Charter Article II, Section 12 - COUNCIL MEETINGS

The Council shall meet regularly at such times and at such places as shall be prescribed by its rules, but not less frequently than once each month. All meetings of the Council shall be open to the public. No change shall be made in regular meeting times or place without a published seven day notice.

City Council Rules of Procedure Rule 3.01 - Regular Meetings
 
The City Council shall hold regular meetings on the first and third Tuesday of January, February, March, April, May, June, September, October, November, and December, and on the first Tuesday of July and third or fourth Tuesday of August unless a majority of the Council decides to postpone or cancel such meeting. No change shall be made in regular meeting times or place without a published seven day notice.
Financial Impact:
None
Policy Impact:
None
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Previous Council Decision on This:
Council recently updated their Rules of Procedure to allow for the first meeting following Council's summer break to occur on the fourth Tuesday. Council has also canceled meetings in the past to accommodate the League Conference.

    

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