Board of Directors Regular Meeting Agenda


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Meeting Date: 11/19/2014  

SUBJECT MATTER:
Receive, consider and act upon potential changes to the Board Policy on Meeting Time and Format, and adoption of a 2015 Board meeting schedule in connection therewith;
FISCAL IMPACT:
Not applicable.
BACKGROUND:
At the October 16 meeting, the Board discussed changing the meeting time and format, but chose to defer any action on this matter until after the November 4, 2014 election. Discussion at the October meeting centered on changing the start time of the meeting or changing to one meeting a month. The Board typically adopts its schedule of meetings for the following year at the November meeting.
Attached for reference is the Board’s policy on meeting time, date and format. The 2014 calendar is based on this policy. The current meeting time and retreat schedule has been in place since 2012; however, the meetings have been held on Thursday mornings and Wednesdays at 6 p.m. since 2010.
The Board sets policy related to meeting time and format, and annually establishes its meeting schedule. To assist in this process and based on feedback received from the Board, staff recommends that the Board give consideration to making the following changes in the Board meeting guidelines:
  • Change the start time of Thursday morning meetings from 9 a.m. to 8 a.m.
    • This recommendation is combined with the others to allow for a more predictable schedule
  • Limit the time of the Thursday meetings at two hours
    • Start at 8 a.m. and adjourn no later than 10 a.m.
    • Items not completed by 10 a.m. will be moved to the following meeting or the following month’s meeting
  •  
  • Hold board work sessions every other month
    • Immediately following the regular Thursday meeting
    • Retreat sessions will start no later than 10:15 am (following the regular meeting)
    • Limit to two hours to finish by noon, unless agreed upon prior to the start of the session
    • Any matters not completed by noon will be moved to the next work session or board meeting
    • Lunch will be served
    • Allow more timely discussion of and better accommodates the types of items that the Board most often requests to be moved a planning session.
    • Replaces the previous work sessions scheduled three times a year
  •  
  • Limit the Wednesday evening meetings to three hours
    • Start at 6 p.m. and adjourn no later than 9 p.m.
    • Items not completed by 9 p.m. will be placed on a future agenda
    • Typically takes an hour to complete the standard items on the agenda (opening, public comment, village reports), this would leave two hours for action items
  •   
  • Management of Agenda and Agenda Items
    • Manage agenda items to place the high priority and most time sensitive matters at the beginning of the agendas (Note: Closed session needs will also need to be managed with the meeting time guidelines.)
    • Heavier use of consent agenda
    • Heavier use of Board Retreats/Planning Sessions
 
2015 Meeting Calendars
Two options for Board meeting calendars for 2015 are attached for consideration and discussion, although the Board may choose an alternate option at its discretion. In both of the options presented, the meetings are typically the fourth Wednesday of each month and the Thursday prior to the fourth Wednesday. The proposed calendars also include one Town Hall meeting, scheduled for Wednesday, January 28, following the regular Board meeting. Based on Board feedback in 2014, no Town Hall meeting is scheduled for July.


Option A continues the currently adopted meeting time and format, with the Thursday meetings starting at 9 a.m. and the Wednesday meetings at 6 p.m., and three half-day Board Planning Retreats designed to allow the Board to discuss two to three broader topics per session. The calendar merely represents a continuation of the current schedule.


Option B represents the schedule based on the staff proposal, with defined start and end times. Any topics not covered within the timeframe would be deferred to the next meeting. Thursday meetings would be held from 8 to 10 a.m., and the Wednesday meetings would be held from 6 to 9 p.m. In this option, Board Planning sessions would be held in even months (February, April, June, August, October and December) from 10 a.m. to noon, immediately following the regular Thursday meeting.

In November, the Board must canvass election results within the 8th to 14th day following the November 3rd election (November 11 - 17, 2015). Based on our recent history of contracting with both counties for November election services, staff proposes scheduling the meeting to canvass the results for the last day of the canvassing period, November 17, 2015, at 4 p.m. The new Board will be seated and elect officers at a consolidated regular November Board meeting on Wednesday, November 18 at 6 p.m.

A schedule for budget meetings will be proposed after the Board finalizes the 2015 regular Board meeting schedule.
RECOMMENDATION:
Board to determine action.
Attachments
Policy on Meeting Time and Format
Option A - 2015 Calendar based on existing policy
Option B - 2015 Calendar Based on Staff Recommendation


    

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