§ 101-66. Agenda, preparation of; public comment.

(a)

The Fulton County Board of Commissioners holds a regular meeting (first Wednesday of the month) and a recess meeting (third Wednesday of the month). The agenda is prepared by the clerk's office in concert with the county manager's office. The deadline for submitting items for regularly scheduled board of commissioners' meetings to the clerk's office for inclusion on the next agenda is 10:00 a.m. on Friday prior to the meeting. A final copy of the agenda is distributed to the commissioners, county attorney, county manager and appropriate staff by 2:00 p.m. on the Friday preceding the scheduled meeting of the board. Copies are also made available to the public at that time. A post agenda is provided after the meeting. The post agenda is a precursor to the final minutes and reflects actions taken by the board at a particular meeting. Post agendas/preliminary minutes are distributed by the clerk's office within 48 hours of a meeting.

(b)

The agenda preparation procedure is as follows:

(1)

Any commissioner wishing to place an item on the agenda may do so and should submit a memorandum to the clerk stating the item to be placed on the agenda. Any supporting documents germane to the item should also be submitted.

(2)

Adding of items to the agenda during the meeting is disfavored. Where there is a showing of an emergency or extraordinary circumstances exist, an item may be added to the agenda when it is adopted during the meeting by four affirmative votes. A motion shall be properly made and must carry to add each item to the agenda on the day of the meeting. That item shall appear on the post agenda under the "added during the meeting" heading.

(3)

Under the public comment section of the agenda, members of the public may be placed on the agenda to discuss a particular item of importance. To do so, the member of the public should first contact the office of the county manager who will ensure that the relevant department heads and other individuals have been contacted in an attempt to resolve the issue. In the event that the issue cannot be resolved by the county manager in consultation with the department heads, the citizen may then contact any commissioner so that commissioner may place that person on the agenda. The commissioner should then inform the clerk by memorandum stating the subject to be discussed, the person who will discuss it, a contact address, and a phone number for the person who will discuss the matter. Any supporting material germane to the item being discussed should also be submitted.

(4)

Whenever any agenda item, via resolution, seeks board approval of a written agreement, a copy of the written agreement shall be attached to the agenda item or resolution and shall be distributed by the clerk as with other agenda items. Upon approval of the item, the clerk shall include a copy of the written agreement in the official minutes of the board meeting at which such approval occurred.

(93-RC-701, Rule 6, 1-5-94; Res. No. 08-0255, 3-5-08)