the municipal secretary desktop reference manual - Southwestern ...

3. A formal agenda is prepared by the manager, secretary or administrator for each meeting
inclusive of regularly scheduled public meetings, special meetings, and executive sessions of
the governing body.
Commentary
An established formal agenda is a critical element of a well-run meeting. It enhances both accountability
and responsibility since, by its nature, agenda preparation requires thought and planning, and signals to the
public and elected officials what the business of the meeting will be. Where possible, to foster public
understanding, a brief explanation of each agenda item should be included.
4. There is an agreed-upon timetable and process which provides that the agenda be available to
elected officials at least several days in advance of public meetings and executive sessions.
Provided with the agenda are any materials, documents, or notes/commentary essential to
understanding the business that will come before the governing body.
Commentary
It is the responsibility of each elected official to fully understand the background, issues and rationale
associated with agenda items. It takes commitment of time by elected officials prior to meetings for such
preparation. The manager, secretary or administrator is charged with the responsibility to see that each
official has the information that is needed to comment and vote intelligently on matters before the
governing body.
5. The agenda is available to the public before, and at, each meeting.
Commentary
Under ideal circumstances, public meeting agendas should be advertised in a paper of local circulation in
advance of meetings of the governing body. However, if resources and time constraints prevail, a
reasonable alternative would be to post meeting agendas in an accessible location in the municipal
building. Citizens, then, will know what is to be discussed, and can make a decision about the importance
of attending the meeting.
6. Once established, the agenda is not amended except by majority vote of the governing body,
accompanied by a public explanation of the need for the agenda to be changed.
Commentary
Responsible elected officials should not attempt to add new agenda items at the last minute or during the
course of a meeting. The only justification would be unexpected business requiring action before the next
public meeting. Otherwise, such action may be perceived as "politics"; an attempt to take official action
without the prior knowledge of the public, or perhaps, without prior knowledge of certain elected officials.
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