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

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questions and thoroughly explore the proposals that must be voted on at the regular meeting. Note that such an agenda meeting or work session is considered a meeting of the boazd for purposes of the open meetingslaw and is subject to the regular or special meeting requirements in these mlest. Generally, these boards take a stricter approach and do not allow late additions to regular meeting agendas unless an emergency exists. These rnles require a stricter approach for agendas of special meetings, because of open meetings law concerns. Under this approach, items may be added to the agenda of a special meeting only if all members aze present and the boazd determines in good faith that it is essential to discuss or act on the item immediately. This restriction avoids surprise and is consistent with the spirit of the open meetings law, although neither requirement is actually part of the law. See the statement of public policy underlying the law in G.S. 143-318.9. For further discussion of adding items to special meeting agendas, see the Comment to Rule 2(a). Rule 4(a) requires that longer or more complex proposals be in writing and attached to the agenda, so that boazd members will have a cleaz idea of the issues with which they will be dealing. The board may choose what sorts of proposed orders, policies, regulations, resolutions, or other items it wishes to make subject to this requirement. The board may also require that copies of relevant documents be provided to all board n.embems when additions to the agenda aze proposed at the meeting. Some boards also use an agenda package to provide background informatron about proposed agenda items to the board members. The use of such a package is optional. Small boazds frequently desire to discuss an issue infomtally, attempting to reach a group consensus, before a formal motion is proposed. While standazd pazliamentary practice requires that a motion be made before any discussion can occur, conducting discussion first can be very useful to a small board. Such discussion may be especially important if the boazd does not hold agenda meetings or work sessions at which the members can discuss issues among themselves, before the more formal meetings at which the board generally takes action. This mle authorizes the practice of "discussing before moving" by permitting the board to designate particulaz agenda items "for discussion and possible action." If a motion is later made, discussion on the motion is then in order. The board's clerk, secretary, or chief administratve officer may fmd it convenient to maintain a mailing list of interested parties who wish to receive a copy of the proposed agenda and/or agenda package regularly. Since the background materials included with the proposed agenda in the agenda package maybe quite voluminous, the board may wish to charge those receiving the full. agenda package for the cost of reproduction. At the very least, the board should make provision for the public to inspect and copy the agenda package in the offices of whoever provides administrative services for the board, since the agenda package is a matter of public record open to public inspection. Comment to (c): The last paragraph of tF~is mle paraphrases the open meetings law's restrictions on acting by reference to agendas or other items [see G.S. 143-318.13(c)]. Rule 5. Public Address to the Board Any individual or group who wishes to address the board shall make a request to be on the agenda to the board's [clerk] [secretary] [chief administrative officer]. However, the board shall determine at the meeting whether it will hear the individual or group. - t , 'Comment: The board may decide as a matter of general policy to set aside part of each meeting for individuals or groups to address the board, although it is not legally required to do so. This i,,. ;