Monroe council adopts formal agenda-submission rule to increase transparency

The Monroe City Council on Dec. 10, 2024 adopted an amendment to its rules of procedure that spells out how items are submitted for inclusion on the council agenda and limits adding items after a meeting has begun.

Council adopted the change after staff outlined the revisions and council members moved and seconded the measure. The amendment requires agenda items to identify who submitted or requested them, include a staff report or explanation, avoid vague titles, and directs that agendas be published as soon as practicable with updates as needed. Under the new rule, once a meeting is called to order no agenda item may be added except for urgent matters; adding an item after call to order requires at least two council members to request it, an explanation of the urgency and a two-thirds council vote to suspend the rules.

City staff said the changes mainly codify current practice while adding specificity to improve public understanding. Terry Schoeller summarized the proposal, saying the revision “adds a new section, a section f, agenda submission procedure.” Schoeller told the council the biggest change is in the section prohibiting additions once a meeting is called to order, with an exception for urgent items that requires a two-thirds vote.

The council briefly discussed the proposal, and a councilmember made a motion “to adopt the amendment to the City Council rules of procedure.” That motion was seconded and passed by voice/hand vote; the transcript records “Motion passes,” but an exact roll-call tally was not provided.

Why it matters: the amendment is intended to increase transparency by requiring clearer agenda titles and documentation and by limiting late additions to the agenda unless a supermajority of council approves. The rule change is procedural rather than policy-making; it governs how and when items reach the council docket and how the public is informed.

The council did not specify an effective date in the discussion; staff indicated much of the practice already occurs and that agendas will continue to be republished as needed. The motion passed and no further action was recorded in the meeting.