City Council Meeting Management Template

City Council Meeting Management in Priority Matrix

Efficiently manage city council meetings with schedules, agendas, and follow-up tasks.

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Proposed Tasks

Urgent and Important

• Follow Up on Action Items
  ☐ Check progress of action items ☐ Remind responsible parties of due dates
• Follow Up on Old Business
  ☐ Check progress of previous meeting's action items ☐ Prepare status update for council
• Prepare Meeting Agenda
  ☐ Review old business ☐ List new business items ☐ Allocate time for each item
• Record Meeting Minutes
  ☐ Note attendees ☐ Record decisions and action items
• Schedule Next Meeting
  ☐ Check council members' availability ☐ Book meeting room ☐ Send out invites
• Track Action Items
  ☐ Record who is responsible for each action item ☐ Set due dates for action items

Important, Not Urgent

• Coordinate with Guest Speakers
  ☐ Confirm guest speakers' attendance ☐ Ensure they have necessary equipment
• Distribute Meeting Agenda
  ☐ Email agenda to council members ☐ Post agenda on city website
• Distribute Meeting Minutes
  ☐ Email minutes to council members ☐ Post minutes on city website
• Plan for Next Meeting
  ☐ Start list of agenda items for next meeting ☐ Note any carry-over items
• Prepare Meeting Minutes Template
  ☐ Create template for recording decisions ☐ Include space for attendee names and roles
• Review Meeting Feedback
  ☐ Collect feedback from council members ☐ Implement changes as necessary

Urgent, Not Important

• Communication with Council Members
  ☐ Regular updates to council members ☐ Address any concerns or queries
• Print Meeting Materials
  ☐ Print copies of agenda ☐ Print copies of previous minutes
• Public Communication
  ☐ Share meeting minutes with public ☐ Address public queries and concerns
• Set Up Meeting Room
  ☐ Arrange seating ☐ Test audio/visual equipment

Not Urgent, Not Important

• Archive Meeting Records
  ☐ File physical copies of minutes and agendas ☐ Upload digital copies to city's record system
• Budget Planning
  ☐ Plan budget for council meetings ☐ Track spending
• Training for Council Members
  ☐ Arrange training for council members on meeting procedures ☐ Address any areas of confusion
• Update Meeting Procedure
  ☐ Review current process ☐ Make adjustments based on feedback