Chapter Three – Meeting Protocol
3.1 Agenda Preparation and Posting Agendas and staff reports for commission and committee meetings are prepared by staff in accordance with the City’s agenda preparation guidelines (City Council Resolution Nos. 26-84) and the Ralph M. Brown Act (“Brown Act”), also sometimes referred to as open meeting laws. The Brown Act is explained in detail in Chapter Four. Per City Council Policies and Procedures, agendas for regular meetings must be posted no later than seven (7) days for commissions and committees prior to the meeting date/time. Agendas for special meetings must be posted no later than 24 hours prior to the meeting date/time. Your staff liaison will ensure that you are provided an agenda packet in a timely fashion prior to each commission or committee meeting. The agenda packet will include the posted meeting agenda notice, staff reports and recommended actions, and general information. The agenda and associated materials become public record once the agenda is posted and distributed to a majority of commission/committee members. Meeting agendas, staff reports, notices, and minutes of each advisory body are maintained by the City in accordance with the City’s records retention schedule. Following the meeting, staff will prepare the minutes and place them on a Be prepared. Thoroughly review the agenda packet, including agenda reports and recommended actions, and any other materials before the meeting. The issues that come before commissions/committees are important to the community as a whole and demand your consistent attention. Some questions to ask yourself may include the following: What is the history behind the item? What are some public concerns and what are the long-term interests of the community? What are we trying to accomplish and what are the benefits and/or drawbacks? What guidance can be found in our foundational documents? If you have additional questions regarding the agenda or agenda report, contact your Department Director or Commission/Committee Liaison before the meeting for clarification or additional information. subsequent agenda for approval. 3.2 Preparation for Meetings
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