Agenda Report Form & Policy

Do you need to make a presentation before the Washington County Commissioners? Please read the Agenda Policy and then complete the Agenda Report Form. Send the form to , Administrative Assistant to the County Administrator. Contact her at the link above if you have any questions.

 

Agenda Policy

POLICY TITLE: County Administrator's Agenda Policy for Board of County Commissioners' Meetings
POLICY #: CA-01
ISSUING DEPARTMENT: Office of the County Administrator
EFFECTIVE DATE: July 1, 1998 / Revised: September 9, 2003

 

I. PURPOSE

The purpose of the Agenda policy and Agenda Report Form is to provide a guideline for a written summary of topics presented to the County Commissioners.

The Agenda Report Form is submitted in a timely manner to assist the Commissioners in defining projects, understanding complex problems, considering alternative solutions and determining courses of action. Agenda Reports forward recommendations involving millions of dollars in public assets and ensure that administrative processes are handled in a fair and open manner. Radio, television, and newspaper reporters utilize the reports to research and describe the meeting topics when reporting to the public.

II. PLACEMENT ON AGENDA

1. Request for an appointment on the Commissioners' agenda should be made as soon as the need is known, even several months in advance.

2. Requests and presentations are to be reviewed and approved by a department head. Outside organizations and agencies are to be represented by a County department head, unless the County Administrator makes an exception.

III. AGENDA REPORT

1. The Agenda Report must be submitted for all Open and Closed session topics.

2. The completed Agenda Report is due, along with all associated materials, in the office of the County Administrator no later than 2:00 p.m. on the Thursday prior to the scheduled meeting. Whenever possible all material including the Agenda Report and supporting documentation are to be submitted via e-mail to jnichols@washco-md.net.

To maintain placement on the Commissioners' Agenda, the Agenda Report Form and attachments must be submitted prior to deadline.

3. All materials should reflect a clear and concise summarization of the presentation and include budget impact figures, when appropriate. Budget Transfer Requests and Change Orders should accompany the Report when required for approval.

4. Charts, graphs, maps, etc. are appropriate when they add clarity to the presentation. Audio visual aids can include the use of a laptop computer and projector.

5. Meeting handouts are to be included with the submission of the Agenda Report Form, if at all possible.

6. The Agenda Report form is available electronically. Whenever possible the Agenda Report form shall be returned via email to the County Administrator's office.

IV. OTHER HANDOUT MATERIALS

Please make every effort to submit all handout materials along with the Agenda Report Form, so the information can be included in the Agenda Packet.

However, if the distribution of information is required at meeting time, fifteen (15) copies are to be given to the Public Information Officer (Norman Bassett), for distribution to the audience, staff and media. The presenter may distribute copies to the public.

V. COMPLETED AGENDA PACKET

The agenda packet consists of the Open and Closed session agendas, Agenda Reports and the supporting materials

Distribution is completed by 12:00 PM on the Friday prior to the meeting, as follows:

1. Packets are delivered to the Commissioners, County Administrator, County Attorney and County Clerk.
2. The agenda is emailed to the media.
3. A copy is posted on the hallway bulletin board on the second floor of the County Administration Building.
4. Department heads are forwarded the agenda by email or fax.
5. Public packets are available in the County Commissioners' Office.

VI. PRESENTATION BEFORE COMMISSIONERS

The County Administrator reserves the option to review and approve all presentations.

Presentations should be clear, concise and state the topic and the recommendation.
Responses to Commissioners' questions should be concise and to-the-point.
The Commissioners strive to stay on schedule to ensure that each topic is given adequate time for discussion and action, so please make every effort to stay within the time allocation.

 

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Document Modified:
5/19/08 8:28 AM