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ELDERT COT'NTY ! COUNTY GOVF'RNMENT POLICY REGARDING ELBERT COUNTY PUBLIC MEETINGS SECTION I - PURPOSE To provide guidance to the Clerk ol the Board of County Commissioners, County employees, and the public regarding the procedures to be fbllowed for business meetings of the Board of County Commissioners, and notices and agendas ofsuch meetings. SECTION 2 - POLICY A. Regular and Special Business Meetings l) The Elbert County Board ol County Commissioners (BOCC) will hold regular business meetings at 9:00 a.m. on the second and fburth Wednesdays ol each month at the BOCC Meeting Room on the upper floor of the Elbert Countl Administration Building, 215 Comanche Street. Kiowa, CO 801l7 (unless otherwise cancelled, rescheduled. or relocated). The agenda olthe regular business meetings will normally include discussion items and action items. and the opportunity fbr public comment. The purpose ofthe regular business meetings will be to discuss and develop policies, discuss issues and receive lrom department heads and elected of-ficials. conduct public hearings, discuss its upcoming actions and its job products. and to take action on behalf of Elbert County. These meetings (except for Executive Sessions pursuant to C.R.S.24-6-402(d.5) (ll)) will be open to the public. 2) The BOCC will hold special business nreetings only on an as-needed, emergency basis, and will be noticed at least 24 hours prior to the holding of the meeting, il possible. by posting a notice on the bulletin boards on the Second Floor and on the outside bulletin board of the Elbert County Administration Building, 2l 5 Comanche Street. Kiowa, CO. 3) White all available effons shall be made to provide a hearing allowing in-person public attendance. in the event ofan emergency. hearings may be held. in part. electronically and/or telephonically so long as the necessary quorum of Commissioners attends either in person or electronically. Hearings held electronically under such circumstances shall be electronically broadcast and available for public viewing, and include an opportunity fbr public comment either electronically or telephonically if public attendance is not possible. Publication ofthe means and process fbr public comment under such circumstances shall be published as soon as practicable prior to any such hearing. B. Robert's Rules of Order l) Except as otherwise specified by state law or other Board policies pertaining to its own operating procedures, the BOCC shalI operate by the rules prescribed in Robert's Rules ofOrder, Newly Revised (RRONR), as those rules can reasonably be applied to the conduct ofBOCC business. 594480 B: 803 P: 148 P01 O4122/2O2O 1l:14:10 nn P"qJ:'f or I DaIIas Schroeder R€cord€r, Elbert County, Co R O.OO D lUf l]l,illll'/15* I lll h .ll-r lst rra ---PAGE BREAK--- 594480 B: 803 P: l4E POl 'oiiziizoz6'rl,1i: io ntt eaee:-z or 4 R o oo o i" i Recorde' Elb€-rt countv co iiil ltilh5tttriltEfl,lJi,l li itll,til,\Ht1lltl5,+ ll ll I 2) The BOCC recognizes that one such reasonable exception is the granting ofauthority to the Chair to strike second motions tbr this three-person board when necessary. (Without this authority. the BOCC cannot take action on any matter in the absence of a single member even though a quomm of two is present.) It shall be the responsibility olthe Board Chairman to utilize RRONR when appropriate to do so. C. Public Comment at Regular and Special Business Meetings l) The BOCC will allow public comment. prior to discussion items and action items. at regular business meetings and special business meetings. Public Comment shall be limited to issues over which the Board has authority. be respectful of county personnel and citizenry and not exceed three-minutes. Members of the public are expected to sign in on a "Public Comment Roster" and will be called in the order determined by the Board Chairman. Only one comment per person is allowed. Speakers may not "yield" their time to others. Questions asked by the public shall, when possible, be answered immediately by the Chairman or relbrred to staff members present for reply. Questions requiring investigation shall be referred to the County Manager for consideration and later response. 2) Public Comment associated with Discussion ltems will be called for after stalf presentation and discussion by the BOCC. Such comment will be focused on the issue at hand and not be used to address other topics. Only one comment per person is allowed. Speakers may not "yield" their time to others. 3) Public Comment associated with Action ltems will be called for after staff update on the issue prior to final discussion and decision by the BOCC. Only one comment per person is allowed. Speakers may not "yield" their time to others. 4) Abuse of public comment periods may result in individuals being barred from future comment at the discretion of the Chairman. It should be remembered that the purpose of public comment is to help ensure all aspects of issues are considered prior to policy decisions being made. Public comment is not "a poll" and therefore, in the interest of respecting the time of all involved, the chair may restrict comments should they become repetitive. 5) Members of the public wishing to make lbrmal presentations before the BOCC should make arrangements in advance with the County Manager so that such presentations. *hen appropriate, may be coordinated with the appropriate stafJmembers and scheduled on the agenda. D. Day-to-Day Oversight of Property and Employee Supervision Meetings The BOCC may hold as-needed meetings to conduct day+o-day oversight of property or supervision of employees. The purpose of these meetings is to discuss and reach decisions on day-to-day issues which require timely oversight of prope(y and supervision of employees by the BOCC. such as verbal updates and written reports from the County Manager. County Attomey, Department Heads, and employees. These meetings are not open to the public and not subject to public notice. E. Posting of Meeting Notices, Agendas, and Drafts of Resolutions and Staff Summaries ln order to provide f'ull and timely notice to the public, the ol]lcial posting place of all notices and agendas for regular and special BOCC meetings. as required pursuant to C.R.S. 24-6-402 the Elbert County Board of County Commissioners has designated the County's online Board information page as the official public notice site. In addition to the posting of notices on the bulletin boards, the Board has also determined that the posting of legal notices on the bulletin boards located on the lst and 2nd floors at 215 Comanche Street. Kiowa. CO is added courtesy. convenience and transparency lor our citizens and taxpayers. ---PAGE BREAK--- 2) Until acted upon by majority vote of the BOCC, such documents posted on the Elbert County Website will be in draft form only, and will be marked as fbllows: "PLEASE TAKE NOTICE that the attached materials are preliminary only, are subject to discussion, correction, additions and changes, and are provided as draft documents which will be discussed and considered by the Elbert County Board of County Commissioners at a public meeting." 3) Pursuant to C.R.S. 24-6-402 ifa person requests notitication of all meetings or specific meetings. the Clerk ofthe BOCC will exercise good faith and reasonable to provide reasonable advance notilication via e-mail, and will place such persons on a notilication list lor two years. Such persons will be required to sign the attached form requesting placement on the list. and providing authorization to send notifications to the requestor's e-mail address. This notification list shalt not apply to day-to- day oversight ofproperty or employee supervision meetings. F. Deadline for Providing Draft Documents to the Clerk of the BOCC and Staff l) In order to provide adequate time for review and revision ofdocuments to be discussed and acted upon by the BOCC, staf'fwill use good faith and reasonable eflorts to e-mail all drafi documents which will be placed on an upcoming BOCC agenda to the Clerk ol the BOCC. the Count) Manager, and the County Attomey by 5:00 p.m. on the Wednesday two weeks prior to the applicable BOCC meeting. 2) The Clerk ofthe BOCC will use good t'aith and reasonable efforts to e-mail a tentative agenda and all draft documents which will be placed on an upcoming BOCC agenda to the Commissioners by 5:00 p.m. on the Wednesday one week prior to the applicable BOCC meeting. If a change or addition to the tentative agenda is necessary. the change or addilion will only be approved by majority vote ofthe BOCC at the regular or special business meeting. G. Attendance at Meetings by County Commissioners A quorum of the BOCC will consist of two commissioners being physical present at the location of the meeting. Telephone attendance of BOCC meetings will be allowed on an emergency basis only, with no more than three telephone appearances per calendar year per commissioner. A commissioner may only cast a telephonic vote on agenda items lbr which they have participated in discussion related to that item. No telephone attendance ofexecutive sessions will be allowed. H, Reservation of Authority All prior policies on these malters are hereby revoked, and this policy will supersede all prior policies on these matters in their entirety. The Board ofCounty Commissioners reserves the right to alter, amend, add to or revoke all or part olthese policies and procedures at any time. 594480 B: 803 P: 148 POL tt:i5,io n-n'-p.iJ,-s of 4 R o.o0 D Dalras schroeder Reoorder Elb€rt County, Co llll t+rlt tui It ttt ---PAGE BREAK--- ADoprED By MorroN AND EFFECTTVE oN THEr/Dav or Agr,\ , zozo. C SON, CHAIRMAN VICE-CHAIR i\{}IISSIONER AYE AYE AYE RICK PET ATTEST: DALLAS SCHROEDER COUNTY CLERK BY: Deputy Clerk to the Board - Amanda Moore 594480 B: 803 P: 14E POL 1t:15:10 An PaEe:'4 of 4 R 0.oo D DalIas Sohroed€r Recorder, ElbErt countv. Co llll llll,iI il\Ill ll ll I 8EA<-