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CC Work Session 2. 3. <br />Meeting Date: 08/13/2012 <br />Submitted For: Kurt Ulrich By: Jo Thieling, Administrative Services <br />Title: <br />Discuss Format of Weekly Update <br />Background: <br />As Council is aware, a document titled Weekly Update is distributed to Council and staff every Thursday. From <br />time to time, there have been discussions relating to the format of the Update and the content, as well as the <br />distribution list. When the Weekly Update first started, it was strictly a one or two paragraph, informal update to <br />the City Council from the City Administrator. The document has progressed into a more formal update <br />and includes a Council update along with the list of upcoming meetings and events. Within the last year or so, the <br />Council requested more information about duties performed by departments during the week. Consequently, the <br />document has become somewhat lengthy at times and takes staff time to compile. <br />The main purpose of the update has been to share information about issues, events, and activities occurring <br />throughout the week, so that most of the community leaders and staff have similar knowledge. <br />One suggestion made recently was to complete the Update through the AgendaQuick software and distribute it via <br />the City's website. If the Update would be completed in this manner, it would become openly accessible to the <br />public. Currently, the public may receive a copy upon request, but routine distribution is generally limited to <br />Council, commissions and staff. <br />Some discussion points could include the following: <br />• What is or should the main purpose of the Weekly Update be and does it meet that expectation/purpose? <br />• What, if anything, should be changed regarding the content? What are the essential elements? <br />• Should the document be distributed via e-mail or web -based format? <br />• Is there a value to the Update? <br />• Is too much staff time being spent on the Update? An average amount of time in a week may be up to 8 or <br />more hours which would include the time spent gathering and formatting the information, different <br />departments listing duties, and processing and finalizing the document for distribution. <br />Funding Source: <br />N/A <br />Council Action: <br />Based upon discussion. <br />Form Review <br />Inbox Reviewed By Date <br />Kurt Ulrich Kurt Ulrich 08/09/2012 02:34 PM <br />Form Started By: Jo Thieling Started On: 08/06/2012 01:01 PM <br />Final Approval Date: 08/09/2012 <br />