Agenda Protocol

Proposal: Agenda item submissions should be accompanied by Summary Statement of at least 1-3 sentences detailing/subscribing the agenda item.

If the item includes resolutions, complex motions, or supporting documentation, please include copies of such.

Basis: The current item within the Standing Rules to restate as follows: ^[1]

Protocol for developing the Commission’s agenda:

1) During the course of a meeting, the recording secretary will note any items of business that are deferred to the next meeting any items of business that require a report on follow-up or other actions to occur before the next meeting (such as letters to be written, meetings with other entities to be scheduled, etc.)

2) Prior to the close of the meeting, the recording secretary will read the list of items identified during the meeting to be placed on the agenda for the next meeting, the members will be given an opportunity to correct or ammend the list. Because these items will be considered old business at the next meeting, the members shall approve the standing agenda and “old business” items for the next meeting prior to adjourning the current meeting.

3) During the period between the meeting and the next meeting, members may submit requests for additions to the agenda to the chair who will add the items to the draft agenda in order received under “new business.”

In order to ensure everyone understands the intent or purpose of an agenda item, any resolutions, proposals or other documents supporting the addition must be attached or included with the request.

4) Members must have made all requests by not less than 21 days prior to the next meeting. ^[2]

4) New Business agenda items proposed by commissioners must be submitted in writing to the other members of the Commission at least fourteen (14) days in advance of the meeting at which they are proposed for discussion.

[Alternate 4. New Business agenda items proposed by commissioners must be submitted in writing to the other members of the Commission at least twenty (20) days in advance of the meeting at which they are
proposed for discussion.]

5) Agenda suggestions and/or resolutions from the public must be submitted in writing to the chairperson and secretary of the Commission at least thirty (30) days in advance of the meeting at which they are proposed for discussion.

6) The chair, with the assistance of the recording secretary, will prepare the draft agenda including any and all attachments for review by the other members and distribute the draft by not less than 14 11  ^[3] days prior to the next meeting.

[Alternate 6. The chair, with the assistance of the recording secretary, will prepare the draft agenda including any and all attachments for review by the other members and distribute the draft by not less than 15 days prior to the next meeting.]

7) Issues not on the advance agenda shall be tabled until the next meeting unless approved for inclusion in the agenda by a two-thirds (2/3) majority. ((Added from Commissioner Meeks’ proposal))

8.1) Since the members cannot, per state Sunshine law, make any decisions before the meeting, all discussion including requests to remove, amend, or otherwise alter the new business items must be made at the beginning of the next meeting.

9) At the next meeting following the call to order, approval of minutes, and hearing of the treasurer’s report, but before commencing any other reports, the members will vote to approve or disapprove the “new business” items. ((Stricken from this proposal during merger of the two protocols, and wording of items 8.2 and 8.3 merged.))

8.2) A single motion to approve may be called, however any opposition to the motion should be considered justification to divide the motion in order to separate out the item(s) causing the dissent. 

8.3) After the motion regarding the uncontested items has been approved, the members should make motions relevant to each of the opposed items.

9.1) Upon final decision and approval of the “new business” items on the agenda, the meeting should commence per the agenda

9.2) Each Commissioner should have at least an initial understanding of what is being proposed. It seems reasonable to add this since there seems not to be such a directive within the current standing rules. ^[4]

1. merged from Commissioner Meeks’ proposal [<< Back]
2. replaced by text from Commissioner Meeks’ proposal; Alternate 4 gives more time between deadline for submission and deadline for publishing the agenda [<< Back]
3. Current requirement is 11 days prior for submission and agenda drafts had no set deadline; this mandates a draft be prepared and presented to the Commissioners not less than 11 days prior to a meeting, allowing more time for consideration. Alternate 6 sets the deadline 15 days prior [<< Back]
4. items 9.1 and 9.2 added from Commissioner Meeks’ proposal [<< Back]