Whose Agenda?

Many mayors before me have been regarded as agenda gatekeepers. Early on I sat down with former Mayor Mike Case shoulder to shoulder to examine this concept by examining the Haines Borough Code. We read that the code says simply,

2.10.030 All reports, communications, ordinances, resolutions, contract documents, or other matters to be submitted to the assembly shall be delivered to the clerk by Tuesday the week before the meeting (one week plus one day prior), whereupon the mayor, with assistance from the clerk, shall arrange a list of such matters according to the order of business and the clerk shall furnish each member of the assembly, the mayor, manager and chief fiscal officer with a copy of the same in packet form five days in advance of the assembly meeting, including Saturdays, Sundays and holidays.

I have been inclined to interpret this section of the code broadly to mean that anyone, whomsoever, can deliver documents to the Clerk and that item then pops onto the agenda. The mayor is not allowed any special power to control the agenda. Former Mayor Case agreed that this was indeed a valid interpretation; and that "Mayor as Agenda gatekeeper" was a cultural practice, not a legal requirement.

As I threw open the doors to the agenda, our Clerks paled, just a little, at their new Mayor's enthusiasm. Last Thursday, they sat down with me, and explained, as politely and as gently as possible, that it is their job to make sure that the Assembly has the best possible information with which to make its decisions. The Clerks and the Manager are often faced with extensive research tasks to provide background support for agenda items. Might it be possible that my open-door approach to the agenda could result in overwhelming research tasks?

The Clerks offered a sensible modification. How about this? When an individual wants the Assembly to address a topic, the individual fills out an "Action Request" and it is that request that "pops" onto the Agenda. Then the Assembly considers the Request and moves as a body to set the request (or not) on a future agenda. I quickly assented.

This is very similar to the category we have added to New Business on the Agenda: Items for Future Assembly Meetings. It is during this part of the meeting that an Assembly member can move that a topic be brought forward. The motion is seconded; under discussion the maker of the motion provides the rationale for inclusion. The Assembly as a body then votes on the suggestion. The idea is that the Assembly sets its Agenda, with important input from staff and from the public.

The agenda belongs to the Assembly, and to you, through the Assembly.