5.D. PRSR 07-12-2005 - Laserfiche WebLink

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the board only every other year, and the chair serves aone-year term, a new chair must be elected in the appropriate month in the off years. .The question of whopresides at the organizational meeting until the election of a new chair is best resolved by local custom. Some boazds call on their clerk or secretary, chief administrator or attorney to preside; others call on the outgoing chair to preside until the new chair is selected. A nomination and voting procedure, rather than a motion, should generally be used to select the chair, in order to allow all board members to express their preference. See guidelines for this procedure in Rule 25. Rule 3 permits the qualification of newly elected members and the election of a new chair to be preceded by the completion of pending items of unfinished business by the incumbent board, if this is the local custom. If such is the custom, the swearing-in and selection of a chair are the first items of new business on the agenda. Rule 4. Agenda (a) Proposed Agenda. The board's [clerk] [secretary) [chief administrative officer] shall prepare a proposed agenda for each meeting. A request to have an item of business placed on the agenda must be received at least [two) working days before the meeting. Any board member may, by a timely request, have an item placed on the proposed agenda. A copy of all proposed [orders] [policies] [regulations] [resolutions] shall be attached to the proposed agenda. [An agenda package shall be prepared that includes, for each item of business placed on the proposed agenda, as much background infomtation on the subject as is available and feasible to reproduce.] Each board member shall receive a copy of the proposed agenda [and the agenda package] and [it] [they] shall be available for public inspection and/or distribution when [it is] [they aze] distributed to the board members. (b) Adoption of the Agenda. As its fast order of business at each meeting, the boazd shall, as specified in Rule 6, discuss and revise the proposed agenda and adopt an agenda for the meeting. The boazd may by majority vote add items to or subtract items from the proposed agenda, except that the board may not add items to the agenda of a special meeting unless (a) all members aze present and (b) the board determines in good faith at the meeting that it is essential to discuss or act on the item immediately. If items are proposed to be added to the agenda, the boazd may, by majority vote, require that written copies of particular documents connected with the items be made available at [he meeting to all board members. The board may designate certain agenda items "for discussion and possible action." Such designation means that the boazd intends to discuss the general subject area of that agenda item before making any motion concerning that item. (c) Open Meetings Requirements. The board shall not deliberate, vote, or otherwise take action on any matter by reference to a letter, number or other designation, or other secret device or method, with the intention of making it impossible for persons attending a meeting of the boazd to understand what is being deliberated, voted, or acted on. However, the boazd may deliberate, vote, or otherwise take action by reference to an agenda, if copies of the agenda-sufficiently worded to enable the public to understand what is being deliberated, voted, or acted on-are available for public inspection at the meeting. Comment to (a) and (b): Because of the volume and complexity of the matters they must consider, most boards use agendas for their meetings. Some small government boards use agendas only to organize the materials they must consider and to give themselves an opportunity [o study the issues before they meet. These boards generally allow last-minute additions to the agendas of a regular meetings by general consent. This mle takes that approach. Other small boards use their agendas to conaol the length of their meetings. In that case the boazd will often hold an agenda meeting or a work session before the regular meeting to ask