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HomeMy WebLinkAboutAgenda - 11-10-2011 - 1ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 10, 2011 Action Agend~ Item No. SUBJECT• County Commissioners: Discussion on Various Board Procedures DEPARTMENT: Board of Commissioners PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Under Separate Cover Excerpt from the June 16, 2011 Approved Minutes Commissioner Jacobs' Handout from June 16, 2011 meeting Proposed Changes to BOCC Rules of Procedure INFORMATION CONTACT: Clerk's Office, 245-2130 PURPOSE: To consider and discuss various board procedures. BACKGROUND: The Board of Commissioners discussed various board procedures at their June 16, 2011 work session, and agreed by consensus on some items; however, on other items more discussion was needed and with two board members unable to attend the June meeting, these items are being brought forth now. There also are additional items that have been brought up by board members during the past few months that are also up for discussion. Decisions that are made will be brought back for Board approval at a regular meeting and once adopted, will. be incorporated into the revised BOCC "Rules of Procedure for the Board of County Commissioners". FINANCIAL IMPACT: None. RECOMMENDATION(S): The Manager recommends the Board review anal discuss the various board procedures and provide direction to staff. 2 EXCERPT FROM APPROVED MINUTES from the JUNE 16, 2011 Work Session 3. County Commissioners: Discussion on Various Board Procedures Decision Points for BOCC 1. Petitions fo the Board bV Board Members- Process for Commissioners to Place an Item on a Regular Board Meetin_g Agenda. Excerpt from the Approved Minutes from the March 15, 2011 BOCC Regular Meeting: 4-I. Process for a Member of the Board of Commissioners to Place an Item on a Meeting Agenda The Board approved the process for a member of the Board of Commissioners to place an item on a Board meeting agenda indicating a petition could be either stated orally or in written form and there is not a vote but it goes through the process of review by the Chair/Vice Chair/Manager. Each Board member will then be given three minutes total for petitions. The Board then directed staff to incorporate the necessary changes into the Board's Rules of Procedure and the agenda face sheets for regular Board meetings. Decision Point: - Does the Board want to continue with the adopted process for Petitions to the Board by Board Members as stated above or review this process? The Board agreed by consensus to keep this procedure in place. 2. Joint Meetings with ofher Parties Currently, the Board meets with elected governing boards as well as internal boards and commissions on an annual basis. It recently has been suggested to meet with other entities (such as the Fire Chiefs/Fire Department Board Chairs) to discuss a particular, time- sensitive issue (Fire/EMS Study) and/or elected officials to discuss an ongoing topic (Rogers Road Mitigation). Decision Points: - Does the Board want to meet on an as-needed basis with these groups when a particular issue arises since there is no public comment at work sessions? - Are there criteria to be applied? Commissioner Gordon said that she would like to keep it as needed but she would like there to be a limit on extra meetings. Commissioner McKee said that he supported joint meetings, such as the Fire Chiefs, he is not supportive with meeting with community groups or organizations. The County Commissioners may want to look at other means of interacting with these types of groups. Commissioner Jacobs said that he does not think the rules are sufficiently flexible to apply to an invitation work session, such as Fire Chiefs. He suggested using different verbiage such as "invitation work session" as opposed to a work session. Commissioner Gordon agreed with Commissioner McKee and suggested scratching "other entities" and coming up with a session where people can talk. 3 Chair Pelissier said that she sees the Fire Chiefs as a taxing entity and not just a group. She said that she is not willing to have community groups because then they would have to meet with everyone that asks. She suggested having limitations for who the County Commissioners will meet with. Commissioner Jacobs suggested the wording, "partner public entity." The Board agreed that the Board will meet with elected governing boards as well as internal boards and commissions on an annual basis, and other partner public entities. 3. Limit on Time for Public Comments on Items Not on the Printed Agenda/ Items on the Printed Agenda The Board has in the past followed an "unwritten rule" of allowing only a one hour comment period for all "Items Not on the Printed Agenda," while still allowing unlimited comment periods for "Items on the Printed Agenda." Decision Points: • Does the Board want to formalize the one hour limit on public comment for "Items not on the Printed Agenda" as part of their Board Rules and Procedures? • Does the Board want to add a time limit on public comment for "Items on the Printed Agenda"? Commissioner Yuhasz suggested keeping the limit to one hour. Commissioner McKee said that if it has only happened a couple of times, then he does not see it being a problem. He said that if there are 40 people signed up to speak, then the County Commissioners should listen because they were elected to listen. Commissioner Jacobs said that if it is not on printed agenda, it should be limited to one hour. If it is on the printed agenda, then it can be unlimited. Commissioner Gordon said that she asked Commissioner Foushee about this and Commissioner Foushee said if there is a limit, then it can be suspended if needed by a unanimous vote. Commissioner Gordon agreed with the one-hour limit for items not on the printed agenda and an unlimited time for items on the printed agenda. Chair Pelissier said that she would like a limit on items not on the printed agenda. Frank Clifton suggested that there be a limit on the items not on the printed agenda. Commissioner Gordon agreed that there should be a limit on items not on the printed agenda. There could always be a vote to extend. Commissioner Yuhasz suggested not announcing this but putting it on the sign-up sheet. Commissioner Jacobs said that there are some things that the Chair should do to discipline other Board members that he would like to discuss. The Board agreed to have aone-hour limit on items not on°the printed agenda, but no limit on items on the printed agenda. The Board can choose to extend the items not on the printed agenda. Commissioner Jacobs made reference to expectations that the Chair should enforce. He said that the people in the room are the public and not an audience and they should be treated as the public and not an audience. Also, there have been agreements in the past about how long a Board member should speak and how the Chair should be in control of this situation, and this has broken down. In reference to the Manager, he spoke recently on an item but all County Commissioners did not get a chance to speak because of him speaking, which then 4 becomes an argument. He does not think this is the Manager's place. The Manager should introduce it, then the County Commissioners should discuss it fully, and then the Manager can address the points made. The Manager should not try and argue the Board. out of a position. Commissioner Yuhasz said that he does not want to see a specific time limit on County Commissioners' comments. He said that there are times when he needs more than three minutes. Commissioner Gordon said that it is important for the Chair to keep a list of when County Commissioners get recognized to speak, so that everyone will be clear concerning when they may speak. Chair Pelissier said that a Board Chair can recognize a person who has not yet spoken and it is important for everyone to be heard before going back to someone for second comments. Commissioner Jacobs agreed with Chair Pelissier. He said that there was an instance where a long speech was an issue and it was brought to the Board of County Commissioners' attention and it was not a good thing. Chair Pelissier said that one incident is not a problem, but if there is a pattern, then it should be addressed. Commissioner Gordon said that if the Chair is going to follow a particular system for recognizing speakers, then it should be made clear. She suggested keeping a list that has the order of speakers. Commissioner McKee said that he has never felt that he has not had an opportunity to speak. He will make a point if he wants to. He encouraged everyone to be aware of how long they are talking. Chair Pelissier said that she would eventually call on everyone. Commissioner Gordon said that it would help that if someone puts up their hand, to have the Chair please acknowledge their hand so he or she would not have to keep their hand up. The Board agreed to limit comments on items not on the printed agenda to one hour. 4. Recognitions The Board does not currently have a standing policy or process (outside of the petitions process) for requests from Commissioners as relates to recognizing an individual, group or corporate entity's accomplishments at a BOCC Regular meeting. Decision Points: - Does the Board want to adopt a formalized policy/process as it relates to recognition requests? - If so, what criteria/timeframe would the Board like to see as it relates to these types of recognitions? Commissioner Gordon said that she would like to have a formalized process. She suggested asking staff about this. Commissioner Yuhasz said that if they are doing recognitions of third parties, he would like some criteria to go by to choose who to recognize. Commissioner McKee said that if it is left up to the Chair/Vice-Chair and Manager or other group without a standard policy, then some people may be left out and offended. Chair Pelissier said that she does not want to make a decision about whether or not to recognize a particular individual. She is not sure how to develop criteria that will not create problems. Commissioner Jacobs asked the Clerk to go back to see who has been recognized in the past ten years and see what categories have been included. 5 Commissioner McKee agreed. Donna Baker said that she could go back ten years to research this item. She will do this over the summer break. This item will be brought back for further discussion. 5. Mandatory Adjournment Time The Board currently has a 10:30 p.m. adjournment time. The Board discussed amending its start time to 7:OOpm on 2/17/2010 but left the adjournment time at 10:30pm. However, in holding with past precedents, the Chair would call to the Board's attention that it was adjournment time and would take a Board vote to see if the Board would like to either adjourn the meeting or continue the meeting. The Board's Rules of Procedure state in two places: Rule 11 -Agenda: If there is no objection, the Chair may call items in any order most convenient for the dispatch of business. The meeting will end at 10:30 unless there is a unanimous vote of the Board to continue beyond that time. Rule 20, Procedural Motions (2): To Adjourn. The motion may be made at the conclusion of action on a pending matter; it may not interrupt deliberation of a pending matter. Comment: this motion differs from the Robert's Rules of Order motion in several respects. In Robert's Rules of Order, it is not debatable or amendable and can be made at any time, even interrupting substantive deliberations. In view of the small number of members and the available procedures to limit debate, this rule allows debate and amendment of the motion to adjourn but allows the motion to adjourn only when action on a pending matter is over. The motion to defer consideration or to postpone to a certain time or day maybe used if the Board wants to adjourn before completing action on a matter. Decision Points: Does the Board want to proceed with a mandatory adjournment time, with the Chair calling the 10:30pm time and asking the Board to vote on continuance of the meeting? Or would the Board prefer to continue as it has with the meeting continuing until all agenda items are discussed? Commissioner Gordon said that they should have a 10:30 p.m. mandatory adjournment time, which can be extended with a unanimous vote. Commissioner Yuhasz said that they have gone past this time quite frequently and there is no point is having a mandatory adjournment time if it is ignored. Commissioner Jacobs said that he has never been a fan of the mandatory time adjournment time and if someone wants to leave at that time, then so be it. He does not want one person to have a veto over the Board's business. Commissioner McKee agreed. He does not have any problem with someone needing to leave, but he does not want to put business on hold so that it continues to get backlogged. Chair Pelissier said that she likes finishing the Board's business and does not like the mandatory adjournment time. Commissioner Gordon said that she has been on a Board with no mandatory adjournment time and it does not work because the meetings go too late. She said that it is a 6 good discipline to have a mandatory adjournment time. Her suggestion is a mandatory time with a majority vote to extend. Frank Clifton said that the buildings have a time limit of midnight for the alarm systems. Chair Pelissier said that she would not mind changing it to 11:30 p.m. Donna Baker said that she needs to make sure that she has time to break everything down and vacate the building by midnight. Commissioner Gordon said that Commissioner Foushee said that it is important to her to have a mandatory adjournment time of 10:30 p.m. OPTIONS TO CONSIDER: - 10:30 p.m. with a majority vote to extend - 11:00 p.m. with a majority vote to extend - 11:30 p.m. with a majority vote to extend Commissioner Gordon said that the Board needs some type of control when the meeting will end and noted that the decision items are later on the agenda. Chair Pelissier said that the Board can always vote to defer an item if it is too late. A motion was made by Commissioner Gordon to start the Board of County Commissioners' meetings at 7:15 p.m. There was no second. Commissioner Jacobs said that he could consider moving it to 7:15 p.m. but then he would not want to have a mandatory agenda time. The Board then considered the yellow sheet that was brought by Commissioner Jacobs. - Email o Appropriate uses under Open Meetings Law o Transparency and public access o Copying Clerk on scheduled meetings - Consent Agenda o Items to include or exclude by custom - Internal Reports o Written reports on small-group meetings o Verbal reports by Commissioners - Conduct of Meetings o Addressing the public o Proper comportment o Time sensitivity - Work Sessions and Regular Meetings o Coordination of topics o Flexibility in practices o Solicitation of topics from Board Commissioner Jacobs made reference to the first item -appropriate uses under the Open Meetings Law and he asked the County Attorney to define for them about email policy issues and what the limits should be. He would also like there to be transparency and public access on the Internet. John Roberts said that email conversations are not seen by the courts as improper closed meetings or a violation of the open meetings law. 7 Commissioner Yuhasz asked that a memo be sent to all County Commissioners regarding this. Frank Clifton said that staff is working on having an electronic file for all County emails to be deposited. Commissioner Gordon said that she has sometimes asked the staff questions and has received extensive answers. At the Commissioners' meetings she has then entered these into the minutes. She said that maybe there should be a process for this so that the public can always see these answers to questions. Commissioner Yuhasz made reference to copying the Clerk on scheduled meetings with third parties when an invitation goes to one or two board members and all Board of County Commissioners need to know about this. He said that broad invitations need to be for all. Commissioner Jacobs said that it would be nice to have things on the weekly calendar when a member of the Board is representing the Board at a meeting so that everyone is in the loop. Chair Pelissier asked if she should forward all of her emails to the Clerk. Commissioner Gordon said that this is another thing to refer to staff for a recommendation. She asked for the Chair and the Clerk to work on this. Commissioner Gordon said that there was another item on page 5 of the abstract that was overlooked. 6. Appointment Process: The current boards/commissions appointment process listed in the Board's Rules of Procedures will need to be revised based on the outcome of the discussion on the Generic Advisory Board Policy. The Board agreed. 7. Updates to be incorporated into Board's Rules of Procedure Decision Points: Meeting Time (to be officially changed to 7:00 pm) -Pages 10, 11 Add an Item to the agenda - Section V -Rule 9 -This section may need to be reconciled with the Board's framework for individual Commissioners petitioning the Board on an agenda item. The Board's Rules of Procedure currently states: (this was changed when board added two members) "The board may, by approval of four of its members, i.e. an affirmative vote equal to a quorum, add an item that is not on the agenda. Comment: Because of the increased volume and complexity of the matters they must consider, nearly all boards use an agenda. Some boards use an agenda only to organize the material they must consider and to give themselves an opportunity to study the issues before they meet. These boards generally allow last-minute additions to the agenda by general consent. This rule takes that approach. Other boards use their agenda to control the length of their meetings. Often a board that uses its agenda for this purpose will hold a work session before the regular meeting to ask questions and thoroughly explore the proposals that must be voted on at the regular meeting. Generally these boards take a stricter approach and do not allow late additions to the agenda unless an emergency exists. 8 - Order of Business -Page 16 -Update to Current Order (when formally adopted) - Public Charge -Page 17 -Change "citizens" and "citizen" to "residents" or "the public" - Others changes as needed. Commissioner Gordon said that it is a good idea not to add things to the agenda at the last minute. She recommended taking the stricter approach and not allow late additions unless an emergency exists. Commissioner Jacobs said that if anything is to be added, then the Chair should bring it up at the beginning of the agenda. Commissioner Gordon said that the way it is written is fine. Commissioner Yuhasz said that the Chair and Vice-Chair can be dictatorial but there should be some procedure where the full Board can override the Chair and Vice-Chair. Chair Pelissier agreed that there should be a procedure. .Commissioner Yuhasz suggested that if an item has been petitioned by a Board member and the Chair and Vice-Chair review it and decline to put it on the agenda, the item can be added to the next immediate agenda by a majority vote of the Board. It would have to go through the process first. Back to yellow sheet: * Consent Agenda - Items to include or exclude by custom Commissioner Jacobs said that there should be some parameters as to what goes on the consent agenda by amount, or if previously discussed by Board and not agreed upon. If something is of significant public interest, it should not be on the consent agenda. Chair Pelissier said that it sounds like a lot of work to come up with criteria when any item can be pulled off the consent agenda. Commissioner Yuhasz agreed. Chair Pelissier said that she is not hearing a majority for adding criteria. Commissioner Jacobs said that he would argue for keeping things off the agenda so that people know they exist, because they indicate things that the Board might not ever otherwise be able to publicize. Commissioner Gordon said that this item will not be finished this afternoon, so she would like to bring up i#em #4 on the agenda. Commissioner McKee left at 4:27 PM. 4. Creation of a General Policy for Board of County Commissioner Advisory Boards Commissioner Gordon asked about Page 2 of 13 at the bottom. Regarding Section III, Membership, and the qualifications, she asked Donna Baker to send what the facilitators had given the Board. She said that it seems that the Board discussed things that are not listed here. She thought that there was a discussion that members should not owe any taxes in Orange County or be convicted of any felonies. She asked if anyone else remembered this. John Roberts said that this is a draft only and it could be added. There were a number of things that were discussed but not included because there was no consensus. 9 Chair Pelissier said that she feels uncomfortable going further on any of this or the yellow sheet with only four members here. Commissioner Jacobs asked about the appointment process for the four selected boards. Chair Pelissier said that she would like to have that application procedure as part of this discussion. Commissioner Yuhasz agreed. Donna Baker clarified that this item and the pending items need to go on another work session of Board procedures. Commissioner Yuhasz said that there was one appointment out there that the Board was holding until this discussion and since they are not having this discussion now, he does not want to keep holding the appointment. Commissioner Jacobs agreed and said to move forward with this appointment. Commissioner Jacobs asked if this could be put on June 21St Chair Pelissier asked if the Board agreed to put a draft on the application process, especially for the ABC Board, Equalization and Review, OWASA, the Board of Health, and Planning Board. Commissioner Yuhasz said that he would like to see each of the interested parties to come up with a list of additional questions that would be asked in the interview process for members of that particular board. Chair Pelissier agreed and said that Chapel Hill has some questions that it asks to the OWASA Board applicants. Commissioner Gordon said that she would be in favor of the staff coming up with questions and not the policy boards. Chair Pelissier said that they could get questions from anyone, but in the end the Board of County Commissioners would decide which questions to include. Commissioner Yuhasz said that he would not want to limit the questions just to those boards. Commissioner Jacobs thanked the Board of County Commissioners for indulging his additions. Frank Clifton suggested having day session for this next work session. Adjournment A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to adjourn the meeting at 4:40 PM. VOTE: UNANIMOUS Bernadette Pelissier, Chair Donna S. Baker, CMC Clerk to the Board Previously printed on yellow paper for the June 16, 2011 meeting From Commissioner Jacobs TOPICS ON BOARD PROCEDURE June 16, 2011 * E-mail -Appropriate uses under Open Meetings law - Transparency and public access - Copying Clerk on scheduled meetings * Consent Agenda - Items to include or exclude by custom * Internal Reports - Written reports on small-group meetings - Verbal reports by commissioners * Conduct of Meetings -Addressing the public - Proper comportment -Time sensitivity * Work Sessions and Regular Meetings - Coordination of topics - Flexibility in practices - Solicitation of topics from board 10 11 Board of Commissioners' Rules of Procedures -proposed changes: (some have already been approved but need to be incorporated into final document) Page 10 and Page 11: Standard Meeting Time for BOCC meetings: Change: 7:30pm to 7:OOpm Page 11: IV. Regular and Special Meetings -- Rule 6. Regular and Special Meetings. (a) Regular Meetings. The board usually shalt holds a regular meeting on the firsf and third Tuesdays (as calendar allows 'n.d }hirrl T~ ~°c"Jw of each month in accordance vvith the "Board Calendar of Meetings" approved by the board. All meetings shall begin at 7:30 p.m. unless otherwise noted on the "Calendar of Meetings." The board may change the place or time of any meeting listed on the approved "Calendar of Meetings" , by a majority vote and have it posted and noticed no less than seven days before the change takes effect. Such a resolution shall be filed with the clerk to the board and posted, on the principal bulletin board of the county, and at or near the regular meeting place, and copies shall be sent to all persons who have requested notice of special meetings of the board. Page 14: Rule 8. Broadcasting and Recording Meetings.' (a) Except a-s~evi~'°^'~~r;;s ~n ~+nv rr+r}i~ nr }°I°vi~+inn c}n}inn ic. °n}i}I°rl r~}r~ cn,~ ~v crrcrcrca ~t7-tc nhn}nnrnnh film }ten°_ ~ o r°nnrrl nr n}h°n~.ic.° r°nrnrl~ ~n° env rvn rF of ~ m°o}inn r°n~ ~ir°r) }n h° nn°n f . DELETE THIS PORTION Page 15: Process for a Member of the Board of Commissioners to Place an Item on a Meeting Agenda aadopted March 15, 2011) The Board approved the process for a member of the Board of Commissioners to place an item on a Board meeting agenda indicating a petition could be either stated orally or in written form and there is not a vote but it goes through the process of review by the Chair/Vice Chair/Manager. Each Board member will then be given three minutes total for petitions. The Board then directed staff to incorporate the necessary changes into the Board's Rules of Procedure and the agenda face sheets for regular Board meetings. Page 15 -Process Regarding the Board Addressing a Request from the Public to Place an Item on a Regular Board Meeting Agenda (adopted March 15, 2011) The Board approved adding "Request from the Public to Place an Item on a Regular Board Meeting Agenda," to the Board agenda procedures to address incorporation of this new section into the agenda face sheet for regular Board meetings and into the Board's Rules of Procedure as appropriate. 12 Page 15: V. Agenda Rule 9. Agenda. (a) .......Copies shall also be available for members of the public in the clerk's office and at the Orange County lapel-bill public libraries. The agenda is also published on the county's web site, www. co. orange. nc. us. Agendas are placed at the Orange County library only now (Chapel Hill Library requested that we no longer deliver agendas because no one ever asked for them -the preference of patrons was to look at the agendas on-line) For all other meetings (special, work sessions, etc.) a copy of the agenda and attachments shall be available to members of the news media +"° m~rninn of +he .,.,eo+;.,,. media prior to the meeting (usually 48-72 hours before the meeting on-line). (c) The board may, by approval a majority of its of +h~ members, i.e. an affirmative vote equal to a quorum (where mentioned, change three (3) to a "majority" to constitute a quorum of the board. Page 16: Rule 10. Informal Public Comments-change to: Items not on the Printed Agenda: I hour total. Page 16: Rule 11. Order of Business. (a) Regular Meetings. For all regular meetings, items shall be placed on the agenda as listed below: Revised Agenda Order 1. Additions or Changes to the Agenda PUBLIC CHARGE The Board of Commissioners pledges to the residents of Orange County its respect. The Board asks its residents to conduct themselves in a respectful, courteous manner, both with the Board and with fellow citizens. At any time should any member of the Board or any resident fail to observe this public charge, the Chair will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the Chair will recess the meeting until such time that a genuine commitment to this public charge is observed. All electronic devices such as cell phones, pagers, and computers should please be turned off or set to silent/vibrate. 2. Public Comments (We would appreciate you signing the pad ahead of time so that you are not overlooked.) a. Matters not on the Printed Agenda (THREE MINUTE LIMIT PER SPEAKER -Written comments may be submitted to the Clerk to the Board.) Petitions/Resolutions/Proclamations and other similar requests submitted by the public will not be acted upon by the Board of Commissioners at the time presented. All such requests will be referred for Chair/Vice Chair/Manager review and for recommendations to the full Board at a later date regarding a) consideration of the request at a future regular Board meeting; or b) receipt of the request as information only. Submittal of information to the Board or receipt of information by the Board does not constitute approval, endorsement, or consent. 13 b. Matters on the Printed Agenda (These matters will be considered when the Board addresses that item on the agenda below.) 3. Petitions by Board Members (Three Minute Limit Per Commissioner) 4. .Proclamations/ Resolutions/ Special Presentations 5. Items Removed From Consent Agenda 6. Consent Agenda a. Minutes b. Appointments ?? g. Items,°e~~, c,-~~sen+~~;~ 7. Public Hearings 8. Regular Agenda 9. Reports 10. County Manager's Report 11. County Attorney's Report 12. Appointments 13. Board Comments (Three Minute Time Limit Per Commissioner) 14. Information Items 15. Closed Session 16. Adjournment Page 17: Change wording found in section "Public Charge" from citizen(s) to resident(s). ***Page 20: Friendly Amendment - I am assuming fhaf we would follow Roberts' Rules of Order in this case and thus l would not add anything about it Page 23: "To Call the Previous Question. The motion is not in order until there has been at io~~+ ~n .,,,.,, ,+o~ ~+ debate and every member has had one opportunity to speak. Comment: This motion differs from the motion in Robert's Rules of Order. The Robert's Rules of Order motion is always in order, is not debatable or amendable, and requires atwo-thirds vote for adoption. Thus, it may be used to compel an immediate vote on a proposal withouf any debate on the issue. Such a device maybe necessary to preserve efficiency in a large assembly, but with a small board, a minimum period of debate on every proposal that comes before the board strikes a better balance between efficiency and effective representation by all board members. Since every member will have an opportunity to speak, the debate maybe ended by a majority vote. Page 28: Rule 29. Public Hearings. Public hearings required by law or deemed advisable by the board shall be "advertised per Ie_gal requirements and staff shall ^,-n~.,~~o,+ by , ~ro,..~~ sett+ag forth the subject, date, place, and time of the hearing as well as any rules regarding the length of time allotted to each speaker and designating representatives to speak for large groups. At the appointed time, the chair shall call the hearing to order and preside over it. When the allotted time expires, or earlier, if no one wishes to speak who has not done so, the presiding officer shall entertain or make a motion to end the hearing, "vote on the item", or adjourn the public hearing to another board meeting. The board shall thereafter resume the regular order of business. Other suggested revisions: 14 Three minutes limit for Board comments: From April 14, 2009 Work Session Approved Minutes, The Board agreed that there would not be a separate Board meeting for ceremonial business. From April 14, 2009 Work Session Approved Minutes: The Board agreed that the Chair and Vice- Chair would be notified before a joint meeting is cancelled. Intergovernmental Agreements: To be decided. Decisions at Work Sessions: To be decided. Cancellation of Meetings: