Board Commission Policy Overview and Meeting Room Decorum

Board & Commission Policy Overview and Meeting Room Decorum Training August 27, 2013

5 KEY POINTS • • Agenda Meeting Decorum Meeting Technology Needs Government Access Channel/Public Information/Social Media • Meeting Protocol

Agenda • Format/Template • Cover Memo and Captions • Meeting Notice Procedure/Checklist • Open Meetings Act • • • Notice Requirement Designated Location Consent Items vs. Regular/Discussion Items Executive Session Items Violation of Open Meetings Act • Discussion of items once meeting adjourned • Public Comment vs. Agenda items

• Available Resources • • Open Meetings Act at a Glance/TML City Council Minutes on Web & Network Ordinances & Resolutions on Network Adopting Rules of Procedure Board Member Handbook Code of Ethics Policy Parliamentary Rules – Simplified Parliamentary Rules – Cheat Sheet

Meeting Decorum • Rules and Procedures • Consideration of participants and public’s time • Public Comment Period • Include statement in agenda and Read statement at the beginning of the meeting • Remind speakers that remarks by each citizen are limited to three to five minutes, unless waived by a council member for all speaking on that matter. No individual will be allowed to speak more than once on any one subject until every citizen wishing to comment has done so.

Meeting Technology Needs • Security Breach of City Network & Equipment • Do not assume technology capabilities • Flash drive/DVD/CD • Powerpoint presentations • Templates • Required approval by Public Information staff • Deadline to submit presentation

Government Access Channel/Public Information • Media Training • Professional Appearance • Microphone • Ensure that microphones are on and aimed at the appropriate board member, and that members talk directly into the microphone.

Meeting Protocol • Meet with you chairman to discuss the meeting protocol • If needed, work with individual board members • Review the protocol during orientation

• http: //youtu. be/Bba. A_ZZ 6 c. Kk