Agenda Distribution Scheduling

01/16/2013

Just curious what the timeline is for the release of your town/county's meeting packet prior to the actual meeting taking place. For instance, do you release the packet to Council (and the public) 2 or 3 days prior to the meeting or do you release it a week in advance?

This matter has been debated between Council members and staff for quite some time. Our Council would like ample time to read/review the packet prior to the meeting, but our staff would like ample time to prepare an accurate and up to date report, etc. without having to provide a supplemental packet the night of the meeting which gives no time for a proper review.

Thanks for any responses in advance!

Jessica M. Ellis
Clerk of Council
Town of Louisa

Comments

Julia Bortle, City of Waynesboro link

01/16/2013 3:00pm

According to our production calendar, the packet should go to Council and public on the Monday before the Monday meeting. However, I've been here almost 6 years and we haven't met the deadline yet. Typically it is distributed the Thursday prior to the Monday meeting. I think our Council members have become so accustomed to it, there are no complaints. The packet is also published on our website and on our government channel the same day it is distributed to Council.

Ellen Simmons link

01/16/2013 3:01pm

The Rules of Procedure for our Board of Supervisors states the Board shall receive Board materials for a Regular Meeting no later than 48 hours prior to the meeting. Our actual practice is to get it to them 5-7 days prior to the meeting.

Tonya Lacey

01/16/2013 3:04pm

Our packets are submitted to Council and the public on Thursday before our Tuesday meetings for the very purpose you mention, to allow staff ample time to prepare thier documents.

viki wellershaus link

01/16/2013 3:05pm

Herndon's agendas go out on Friday afternoons for meetings on Tuesday nights. Once the agendas have been emailed to Council, we then post the agendas on the website. Viki

Janice Blakley, Chesterfield County link

01/16/2013 3:09pm

Our packets go out on the Thursday prior to the following Wednesday's meeting. We have had this "Agenda Thursday" practice for decades. When it comes to this process, we are just like the mail - neither rain, snow, sleet or hail will stop the agenda from going out on Agenda Thursday, no matter what time it is! Many times, the packets have been delivered quite late in the evening on Agenda Thursday.

Renee Culbertson, MMC, Fauquier County link

01/16/2013 3:26pm

According to our Bylaws and Rules of procedure, the agenda is delivered by the Monday prior to the Board's Thursday meetings (4 days in advance).

Fauquier County also has an initial agenda review between the Chairman, Vice Chairman, County Administrator and department heads one week prior to the regular meeting. After the draft agenda has been approved, staff hustles to get everything finalized and posted online. This allows the public as well as the Board other members to access the agenda and supporting materials simultaneously.

Deborah Davis link

01/16/2013 3:28pm

We make every effort to get our agenda packets to the Board of Supervisors the Friday before the 3rd Thursday meeting. There are many times that I don't meet this deadline. Because it is often times after 5pm when they are delivered, the agenda is posted to the County's website the following Monday. I hope this helps.

Jennifer Berry link

01/16/2013 3:26pm

Our agendas go out on Wednesday for the following Monday's meeting.

Susan Johnson

01/16/2013 3:43pm

Our agendas go out electronically on Friday prior to the Tuesday meeting.

Mary Sands link

01/16/2013 3:45pm

Since our agenda has to be posted 48 hours in advance of the meeting, our packets are ready at that time.

Melissa Munsey link

01/16/2013 3:51pm

Our meetings are on a Tuesday. Our agenda deadline is Wednesday at noon (prior to the meeting) and the agenda packets are mailed out to the Board, emailed to those on the distribution list, and put on our website on Thursday prior to the Tuesday meeting.

Dolores A. Moore link

01/16/2013 3:56pm

In Chesapeake, the agendas are distributed electronically to City Council on the Thursday afternoons prior to the 2nd, 3rd, & 4th Tuesday Council Meetings and available to the public on the City's website shortly after going out to Council. As you know, FOIA requires that the meeting notice must be posted 3 days prior to the meeting and the agenda packet and materials furnished to Council members is to be made available for the public when distributed to the Council members.

Mary Weaver link

01/16/2013 4:00pm

We send ours out the Friday before the Wednesday meetings. All our members get their electronically except one. It is also posted on the web on Friday.

Cynthia Gordon

01/16/2013 4:41pm

The Town of Chase City sends its agenda out of Friday afternoon before the meeting on Monday night. The public can pick up agendas during the day on Monday or just prior to the meeting.

Pam Wallace link

01/16/2013 5:03pm

Items are to be ready on our Agenda Center for the Clerk by 5PM the Wednesday prior to the following Tuesday's Council meeting. This gives me time to review, correct and assemble the Agenda in it's final format before posting by 3P to the City Website. Does this happen? Not usually but it does got out the Thursday before the Tuesday Council meeting.

Celeste Heath, Town of Berryville link

01/16/2013 5:16pm

Our packets are completed and delivered on the Friday afternoon before our Tuesday evening meeting. It is also published on the website and e-mailed to the Council and press at that time.

Vicky Phelps

01/16/2013 5:43pm

Out Board packets are electronically sent to Board members and published on the website, Friday morning, prior to our Monday night Board meeting.

Robin Hewett

01/16/2013 5:45pm

Our Council meeting are on the second Tues of each month and we get the packets out to Council the Thurs before the meeting.

Thanks!

Candice M. Jones, Rivanna Authorities, Charlottesville link

01/16/2013 7:19pm

We attempt to send the agenda and entire Board packet to the Board members on the Thursday before a Tuesday meeting. That's technically three business days and five total days before the meeting. Hope this helps!

Harriet West link

01/17/2013 1:03pm

Our Town Council meets the 2nd and 4th Thursday (evening) of the month. Packets are distributed on the Friday before the meeting by email and hard copy (placed in their binders). The agenda is also posted on the website and listed in the Friday email (which goes out to nearly 700 people), with a link to the agenda on the website.

Alice Talbert

01/17/2013 3:17pm

Our Agenda packet goes out on Friday before our Tuesday Meeting.

Agenda Distribution Scheduling

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