Wyoming Association of Municipal Clerks and Treasurers

Agendas & Meeting Times

Cheryl Ewing from Douglas is looking for information from other City Clerks on scheduled times to start work sessions and council meetings.  Also, she would like to know how much in advance of those council meetings agendas are available to Council and by what method agendas are distributed to Council members.  Thanks for your help.  Please email Cheryl at cewing@cityofdouglas.org.

  • Our council meeting is at 7:00 P.M. Monday night.  When we have work sessions, which is rarely, we have them at 6:00 P.M. Before the council meeting.   We used to prepare the agendas and have them delivered on Fridays, now I prepare the agendas on Friday and post them to the town's website.  The council and public can then go to the site and access any information regarding the upcoming meeting.  That way the council, public and press have equal access.  www.glenrock.org the "Calendar"
  • The Council meetings for the City of Evanston are held the 1st & 3rd Tuesdays of every month at 5:30 p.m.  The work sessions are on the 2nd & 4th Tuesdays also at 5:30 p.m.  I try to have the agenda and packets ready for council members and department heads on the Friday before the meeting.  I publish the agenda on our web site and email the agenda to all those that have signed up to receive it on Fridays.   At this time are packet information for the council and department heads is still distributed on paper.

  • The Council for Gillette meets at 6:00 p.m. for workshops, 7:00 p.m. for Pre -Meetings, and then the regular meeting at 7:30 p.m. on the first and third Monday's of each month. Then on the second and fourth Wednesdays of each month they meet at 7:00 a.m. for a workshop. They may have other workshops during the month, but the aforementioned meetings are on a regular basis. They also meet with the Campbell County Commissioners and the Town of Wright once a month at noon for a workshop. Agenda's for the regular Council meetings are available after 4:00 p.m. on the Friday prior to the meeting. The City Council for Gillette receives their information via a flash drive or paper copy. The information is also posted to our website on Friday prior to the regular Council meeting.  Hope this helps. Karlene Abelseth, City Clerk  

  • The Town of Baggs holds its meetings the second and fourth Tuesdays of each month beginning at 7 p.m..  We set a cutoff date of the Thursday prior to the meeting for people wanting to be placed on our agenda.  Our council packets, including the agenda, are compiled and distributed by hand to each Council Members residence by Friday or Saturday prior to the meeting.  We usually have one of our police officers deliver them while patrolling.  We post our Agendas in three public places within our Town on Friday prior to the meeting.  Most work sessions that we have are held an hour or so prior to a regular meeting, unless it is anticipated that it will be a long one, then we hold them on a different night.

    Hope this helps.   Janet Herold,  Clerk/Treasurer, Town of Baggs, WY 

  • Our council meetings are on the 2nd Tuesday of the month.  We start all our meetings at 6 p.m. I start getting my agenda ready on Wednesday of the previous week.  I send it out by e-mail and ask our attorney and council to let me know if there are changes.

    After the changes are made I put their packet together on Friday.  All but one of the council uses a laptop at the meeting.     We put the information on a scan disk and I make a paper packet for the other councilmember. If I don’t have everything for the meeting I will e-mail it or hand it out at the meeting.  Once they pick up their packet and disk on Friday, everything is paper.  I can add up until the meeting, but they are made aware by e-mail of any additions.

    When we have workshops or budget meetings we set a 2 hr limit.   Penny Parr, Town of Hanna

  • I am so glad you are researching this as I would love to see what others do as well.  The City of Cody holds Council Meetings on the 1st and 3rd Tuesday of each month at 7 p.m. and a work session the Thursday before each at 4 p.m.  The agendas for the Tuesday meetings are made available at the Thursday meeting and they are in a computer pdf format.  We moved away from paper last spring and we issued council their own lap top.  I have attached a sample for your review.  The Thursday meeting agendas are usually available the day before, but like today, I just sent it out.

    If you have any questions, please let me know.  Thanks,  Jennifer Rosencranse, Administrative Services Director 

  • The Saratoga Town Council meets at 6:00 the 1st and 3rd Tuesday of each month. If they schedule work sessions or workshops they generally start at 6:00 however we have scheduled our budget workshops  for 5:00 hoping that we can get them completed and be home before 9:00 each night.

    I try to e-mail the council their agenda’s and minutes for review the Friday before the council meeting with the understanding that changes may be made and then I have their packets completed and in their boxes by Monday evening for them to pick up and review.

    I hope this helps,  Suzie Cox 

  • Our starting times for work sessions varies as to when the Council is available. We normally try to schedule them for 6 p.m.  We also have a scheduled work meeting prior to our monthly Council Meeting.  The work meeting begins at 6 p.m. and the regular meeting begins at 7 p.m.  I have been trying to get agendas to the Council at least 2 days prior to the meeting. Our normal meetings are on Tuesdays and I mail their packets with agendas, minutes and all the reports on the Friday prior to the meeting if they haven’t stopped in to pick them up by then.  I hope that this answers your questions.   Vicki Gibson, Town of Byron Clerk/Treasurer

  • Our City Council meetings always start at 7:00 pm.  This gives us time to schedule special presentations (or council work sessions, etc.) prior to the regular meeting and helps the Council members not to have so many “nights” involved in meetings.  I send the agenda for each meeting to them via e-mail on the Friday before the Monday council meeting.  We meet the 1st and 3rd Monday of each month.  I put a printed agenda in each Council member’s “box” at City hall on the Monday of the meeting.  That way if there are changes from the Friday e-mail they are aware of them before the meeting.  Hope this helps. 

    Charita Brunner, City of Newcastle  

  • The City of Sheridan does the following:

    1.   Regular Council Meetings 1st and 3rd Mondays of each month and start at 7:00 PM.

    2.   Regular work sessions are 2nd and 4th Mondays of each month and start at 12:00 noon to around 1:00 to 1:30 PM

    3.   Special work sessions can be on any day of the week at any time but generally are the same 12:00 noon to around 1:00 to 1:30 PM schedule as the regular work sessions.

          a.               The exception is budget work sessions that are either during the regular work session times or in the evenings around 5:30 PM going for 1 to 3 hours depending on the year and issues to discuss.

    4.   The agenda’s are available to the media and public generally by mid day the Thursday before the regular council meetings.  We have a department head meeting with the Mayor on Wednesday am to finalize the agenda for the following Monday.

    5.   The packet materials are distributed to the Council by either thumb drives or hard copy. Currently the six councilors get the packet with agenda by thumb drive and bring their laptops to the Council meeting and the Mayor gets a hard copy. We also post the packet materials to an internal server for any City employee to access. We email the agenda on Thursday’s to a list of those that have requested regular emails.

    6.   Special Council meetings are called from time to time and notice is given to the media, print and radio, with as much time as possible before hand by phone contact or email.

     The City Clerk’s Office uses Laserfiche document management software and recently added, but not yet implemented, a module for web access to City information for City staff and the public. Once this is implemented, sometime this calendar year, this process will be more of an email notification rather than actual copy dissemination.

  • Our council meetings are at 7pm.  We also have our workshops at 7pm, just seems to work for everyone.  I post our agenda’s the day before our meetings and council packets and agendas are available in the afternoon the day before the meeting.  I call the Mayor/Council and let them know when their packets are available and they pick up.  Hope this helps.

     Mikki Ekker, Town of Superior 

  • The Council meetings for the City of Evanston are held the 1st & 3rd Tuesdays of every month at 5:30 p.m.  The work sessions are on the 2nd & 4th Tuesdays also at 5:30 p.m.  I try to have the agenda and packets ready for council members and department heads on the Friday before the meeting.  I publish the agenda on our web site and email the agenda to all those that have signed up to receive it on Fridays.   At this time are packet information for the council and department heads is still distributed on paper. I prepare an agenda every week for either the council meeting or work session.  I copy the all the information for the meeting and put it into a packet for them to pick up each Friday.    It’s a lot of work and lots of copies - we are hoping that sometime soon we could do it all electronically.  I would be interested to see how many towns have already gone electronically to distribute their meeting information.  I’m quite sure that the City of Gillette does it that way.Hope this info helps,  Nancy Stevenson, Deputy City Clerk

  •  We give our council and mayor a council packet on the Thursday or Friday before a Tuesday meeting that way they have the week end to look it all over. Our maintenance man delivers them to the council & mayor. We start our work sessions at 6 and the meeting at 7 two times a month.   Brenda Bennett, Clerk/Treasurer - Alpine

  • The Town of Greybull has a 6 p.m. time for all special and workshop meetings, the regular Council meetings are at 7 p.m. the second Monday of the month.  We try to keep any special or workshop meetings on a Monday also.  Occasionally, a workshop or special meeting might be scheduled at 6 p.m. preceding a regular meeting.  However, in most cases, there isn’t enough time before the regular meeting begins. 

    The Friday before the regular meeting I prepare and deliver a packet for each Councilmember, Mayor, department heads, and our local newspaper reporter.   The packet includes an agenda, financial statement for the prior month, department head reports, and any other committee reports and information that will be discussed at the Monday meeting.   As a department head I prepare a monthly clerk’s report in which I try to objectively explain items that are listed on the agenda and give any additional information that may have crossed my desk.  At the bottom of the report, I also put in a reminder of important dates or meetings for the upcoming month.  Quarterly, I prepare a simple treasurer’s report on the financial statements, which goes in their packet also.   This packet helps prepare Council before they face the camera and public at the Monday meeting. 

    I hope this information helps.  Kathy Smith, Clerk-Treasurer

  • I put our agenda out the Wed. Before out council meeting.  Our council meetings are the first Tues. Of every month.  Our work sessions are on the same day as the council meetings.  We usually start them between 4 or 5pm, depending on our ws agenda.  If you have any questions, please let me know.   Lori Hughes , Clerk/Treas., Town of Ten Sleep

  • Our council receives their agendas Friday by 10a.m. for the meeting the next Tuesday at 6:00 p.m.   We also send them by email as soon as available, but 2 of my council members do not have email.  Our meetings are 2nd and 4th Tuesdays at 6:00 p.m. for regular meetings – work sessions are all other Tuesdays same time.  I have been cutting one work session per month to save funding, since we pay our council per meeting.

    Robin Griffin, City Clerk  Lander  

  • I usually email the agendas to the Council on the Friday before the meeting (we meet on Mondays) and ask for any changes or corrections.  On Monday I email the corrected version, then print them before the meeting and hand them out.


    As for scheduled times for work sessions, that is at the discretion of the Mayor.  He tells me when and what time and I advertise.  Being a small town, we only have to post notices for meetings and not publish them.  In Douglas you probably have to publish.  If you have any other questions, please reply.

    Karen Heath, Medicine Bow  

  • We meet twice a month.  First Wed. and Third Tuesday.  I try to have the agenda to council per email by Monday.

    Melissa Bears, Hulett Town Clerk 

  • Good morning!  Rolling Hills holds its council meetings the 1st and 3rd Tuesday evening at 7pm.  Depending on what the work session is and how long it is expected to take, they are generally held at 6 or 6:30pm prior to the council meetings.  If the work session is expected to take a long time, then we will hold it on an off-Tuesday or Wednesday evening.  We have found that Mondays and Fridays simply do not work well.

    I post the agenda at four different locations throughout the town no later than Thursday before the meeting.  Three of my council members also prefer to receive an email with the agenda, minutes, bills & claims, etc. prior to the meeting.  The other two council have the option of coming in early to review their council books ahead of time as they do not do email.  The council books are completed no later than Friday before the meeting.

    Teresa Montgomery, Clerk / Treasurer, Town of Rolling Hills  

  • We hold the majority of our meetings at 7:30 p.m..  The agendas are distributed by personal hand delivery one day in advance of the scheduled meeting.   David,   Town of Lingle

Last updated 2/10/2011 2:19:24 PM