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TO: Board of County Commissioners <br />Attorney <br />Division Heads <br />Department iieads <br />All Staff Personnel -_ <br />FROM: Don C. Scurlock, Jr. Chairman and . <br />Charles P. Balczun, Administrator C <br />RE: PROCEDURES FOR PLACING ITEMS ON THE AGENDA <br />Date: September 17, 1987 <br />Individual Commissioners, as well as the County <br />Administrator, have mentioned that substantial problems <br />arise when items are placed on the Commission agenda without <br />being properly staffed. In order for everyone to be prepared to <br />deal with this, the following procedure will be followed: <br />1. All requests to be on an agenda must be in writing and <br />routed through the County Administrator. This includes requests <br />from the public, members of the County staff, and members of the <br />County Commission. Sufficient time for staffing must be allowed <br />before the item can be placed on an agenda. <br />2. Items added to the agenda under "County Commissioners Items" <br />will be for information purposes only. Any item a Commissioner <br />wishes placed on the agenda that requires Board action must be <br />routed through the Administrator and be properly staffed before <br />being placed on an agenda. <br />3. Emergency items will be added only if a true emergency <br />exists. A written explanation explaining the extent of the <br />emergency must accompany each emergency item. All non -emergency <br />items will be placed on the next scheduled agenda. <br />4. Agenda items are to be in the Commission Office before 1:00 <br />P.M. on the Wednesday preceding the Commission meeting. <br />Pre -agenda meetings will be held at 9:30 A.M. Monday in the <br />First Floor Conference room and either Alice or Liz will attend. <br />Commissioner Eggert wished to discuss this matter because <br />she felt that the proposed procedures were too broad. She agreed <br />that there are things that need to be staffed before coming <br />before the Board and had no problem with that. However, she did <br />not believe elected officials should ever be at the mercy of the <br />staff, and when there is no timeframe for getting an item <br />staffed, and when it says that everything has to be staffed, she <br />has a real problem with that. She felt there were some matters <br />that the Commissioners could place on the Agenda without having <br />it staffed beforehand, such as the malpractice problem just <br />discussed, or conceptual approval on projects such as the <br />67 <br />L <br />SEP 2 <br />2 1937 BOOK. 69 FACE 551 <br />- J <br />