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Notice of Adopted Policy: Agenda Requests and Submission of Materials

Notice of Adopted Policy: Agenda Requests and Submission of Materials

The City of Backus City Council has adopted a formal Agenda Request and Submission of Agenda Materials and Written Statements Policy, effective April 6, 2026.

This policy establishes guidelines for the submission of agenda items and all supporting materials to ensure that City Council Members have adequate time to review information, promote transparency, and maintain proper recordkeeping in compliance with applicable data practices requirements.

Agenda Requests

Members of the public, organizations, and those who wish to have an item placed on a City Council agenda must submit a completed City Council Agenda Request Form to the City Clerk. 

All requests must:

  • Clearly identify the purpose of the request
  • Indicate any desired Council action
  • Include all supporting documentation necessary for Council review

Supporting materials may include reports, correspondence, contracts, proposals, petitions, or other relevant documents.

Submission of Materials and Written Statements

Any individual intending to present or read from prepared written statements, documents, or materials during a Council meeting—particularly those used to support a request or influence Council action—must submit those materials to the City Clerk by the established agenda deadline. This includes all members of the public, organizations, Council Members and staff.

Submitted materials will be:

  • Reviewed, as necessary, for compliance with the Minnesota Government Data Practices Act
  • Included in the official Council meeting packet

Materials not submitted by the deadline may be deferred to a future meeting to allow adequate review by Council Members and the public.

Personal notes or informal talking points that are not read into the record or relied upon for Council action are not required to be submitted.

Open Forum

Open Forum will continue to be available during City Council meetings for general comments. However, items requiring formal Council consideration, presentation, or action must follow the agenda request process outlined above.

Submission Timeline

Agenda Request Forms may be submitted at any time. Upon receipt, the submitter will be provided with a timeline for submitting all required materials in order to be considered for a specific meeting date.

How to Submit

Agenda Request Forms and supporting materials must be submitted to the City Clerk. Forms can be emailed to: [email protected] mailed to: PO Box 44, Backus, MN 56435 or dropped off at City Hall: 112 King St S, Backus, MN 56435. Submissions dropped off at City Hall outside of normal business hours or when staff is out can be left in the 24-hour drop box in the parking lot. 

Forms can also be found in the Community Section of our website under Forms, Licenses & Permits, it will be found under the Administration Section.  Click Here to go to this this section of our website: Forms, Licenses & Permits - City of Backus | City Of Backus They are also available to be picked up at City Hall, can be mailed or emailed to you upon request. 

Click here for a direct link to the form: Council Agenda Request Form

For questions regarding this policy or the submission process, please contact the City Clerk’s Office.