Regular Board meetings are held the first three Tuesdays of each month, beginning at nine a.m. During the months of July, August, November, and December, the board will meet the first two Tuesdays only.

Agenda items must be submitted to the County Clerk's office the Wednesday preceding the Tuesday meeting by 12:00 p.m. If your agenda item is a public hearing, please refer to Public Hearing Requirements for additional information.

Items requiring County Counsel's review before being placed on the agenda (resolutions, agreements, ordinances, leases, closed session items, etc.) must be submitted to the County Counsel's office at least two weeks prior to being placed on the agenda.

Back to Top

Submit the completed original APPROVED Agenda Worksheet, with 8 stapled copies, all 3 hole punched, directly to the County Clerk's Office to ensure placement on the agenda. Copies of the Agenda Worksheet must include the required signatures. Supportive documentation to be distributed to the Board members must be submitted in 9 copies (one original (single sided) and 8 copies (can be double sided) and attached to the agenda worksheets. If a document is too large to be copied, note in the "Subject/Summary of Issue" section of the worksheet that a copy is available in the Clerk's Office.

Documents requiring the Chair's signature (i.e., contracts, grants, resolutions, ordinances, leases, etc.) must be submitted in 11 copies (three originals for the Chair to sign). Attach the three original documents to the original Agenda Worksheet and mark each original signature page with a small tab.

If requesting a letter or certificate from the Board, include a draft of the letter with your request.

Back to Top

COUNTY ADMINISTRATOR - All agenda items must be reviewed by the County Administrator prior to submission to the Board Clerk to be placed on the agenda. Agenda items are to be submitted to the County Administrator after all other appropriate signatures have been acquired.

AUDITOR - Accounting/finance-related items must have the signatures of the Auditor for all initial grant applications, requests to transfer funds in excess of $500, contracts that require an expenditure of funds, bid awards, all requests for appropriations from contingencies, and any item that adjusts anticipated revenue. The Auditor must sign the Agenda Worksheet after review. Payroll must review and sign the Agenda Worksheet for personnel issues.

COUNTY COUNSEL - All contracts (including addendums and renewals), leases (including addendums and renewals), ordinances, resolutions and closed session items must be reviewed by County Counsel before being placed on the agenda. Allow County Counsel at least two weeks lead time for review. County Counsel must sign the Agenda Worksheet after review.

PERSONNEL - Any departmental requests regarding personnel issues, (filling vacant positions, creating new positions, salaries, salary adjustments, advanced step placements, etc.) must be reviewed by the Personnel Department before being placed on the agenda. The Personnel Manager must sign the Agenda Worksheet after review. Payroll must also review and sign the Agenda Worksheet.

Back to Top

Public Hearing Notices must be submitted to the County Clerk's Office in WORD format at least three weeks prior to the meeting date. The deadline enables the Clerk's Office to publish a public hearing notice that requires 1 (one) publication in all county newspapers, at least 10 days prior to the board meeting. If you have a public hearing that has additional publication requirements, notify the Clerk's Office at the time of submitting your public hearing notice. Outlined below are the remaining deadlines for 2009.

Public Hearing Notice to the Clerk Deadline:

An Agenda Worksheet is not required for the following:

1. Proclamations

2. Routine budget transfers (use space available on form for explanation). NOTE: Request must first be submitted to the Auditor and County Administrator for review, recommendation, and signature.

3. Destruction of records. NOTE: Request must first be submitted to the Auditor and County Counsel for review and signature.

4. Requests for educational costs reimbursement. NOTE: Request must first be submitted to the County Administrator for review, recommendation and signature.

Back to Top

REQUESTS TO DROP/CONTINUE AGENDA ITEMS - By providing written notice to the Clerk and/or County Administrator prior to the Board meeting, a scheduled item may be dropped from the agenda or continued.

CONTRACTS/LEASES - It is the responsibility of the initiating department to ensure that the insurance requirements in the contract/agreement are met in the body of the insurance policy and that the county is named as an additional insured if required. A copy of the Certificate of Insurance is to be included with the submission of the agreement/lease. The contracting party and applicable county department signatures must sign the appropriate documents before submission to the Board for approval, except state and federal contracts. If the agreement or lease is a renewal, the agenda worksheet should include information as to an increase or decrease in costs from the previous term of the agreement/lease. For contracts and agreements provide information regarding the selection of the vendor, including if it is a sole source, lowest of three bids received, State or Federal entity, Professional Services (bids not required), local vendor, etc.

All contracts and leases (including addendums and renewals) must include the completed signature page which includes the contractor, County Counsel, County Auditor (with specific fund, organization, and account numbers), Personnel (if applicable), and Management Analyst (insurance requirements.)

RESOLUTIONS - Resolutions must be drafted by the initiating department/agency/person by using this template. (Microsoft Word format)

The initiating department is responsible for framing resolutions of commendation. Resolutions, except resolutions of commendation, require the following headings under the "Vote"

1. Ayes

2. Noes

3.  Absent

4. Abstain

MISCELLANEOUS INFORMATION - Appointments for time slot items must be arranged by calling the Clerk of the Board at 842-8081. In the "Clerk's Instructions" section of the Agenda Worksheet indicate any special instructions to the clerk re processing of the paperwork.

EMERGENCY ITEMS - Emergency items which require board action and are not on the posted agenda require completion of a justification for the necessity for the Board of Supervisors to take action on a matter not on the posted agenda form. This form must be completed and signed by the requester and submitted to the County Administrator or County Counsel, with a completed agenda worksheet and backup paperwork, with the required number of copies, as soon as possible. The information will then be presented to the board for their review and action.

Back to Top