Resolution 082-2009
Com. Wigington
RESOLUTION NO. 082 - 2009
RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, REVISING THE
ADMINISTRATIVE POLICIES & PROCEDURES RE "4-DAY
RULE" FOR AGENDA ADD-ONS.
WHEREAS, addition of items to the County Commission agenda after the date when
the revised agenda is presented to the BOCC and posted to the web site often provides inadequate
time for the commissioners to educate themselves on matters concerning the late added item; and
WH:EREAS, it is also recognized that periodically matters will arise after the revised
agenda deadline which cannot wait a full month for the next regular meeting of the County
Commission; and
WHEREAS, the current policies and procedures allow for add-on by a super-majority
vote at a regular meeting; and
WHEREAS, the County commissioners recognize that a more restrictive policy for add-
ons after the revised agenda is sent to them on the 4th business day before the meeting may
require additional special meetings to be called to deal with items which are time-sensitive but
on which one or more commissioners feel they require more time to become sufficiently
informed to address than is provided by adding on the day of the meeting; and
WH):REAS, it is desired to provide greater restriction on the add-on of items to the
agenda after the revised agenda has been circulated to ensure that all commissioners have an
opportunity to become informed on the add-on items; now therefore,
Section 1. Section 1.03, Monroe County Board of County Commissioners
Administrative Procedures, Revised April 2007, shall be amended to read:
Section 1.03 - Agenda
a) Regular Meeting Agenda: Matters for action - proposals and discussion items _
may be placc~d on the regular meeting agenda only by a Commissioner, the County Attorney,
County Clerk and County Administrator.
1. An agenda will be prepared by the County Administrator's office for
every regular meeting or special meeting of the Commission. The Commission shall not
take a.ction on any matter, proposal, or report of item of business which is not listed in the
revised agenda which is circulated 96 hours in advance of the meeting as provided in
subsection 3 below, unless there is a unanimous vote of the members present, agreeing to
the addition of other items to the agenda for consideration and action.
4 Day Rule 2009
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Com. Wigington
2. All regular meeting agenda items must be delivered to the County
Adlninistrator's office no later than 5 PM on the 15th day prior to the scheduled meeting
date. The agenda must be prepared and distributed so as to be received by the County
Commissioners no later than 9 AM seven days prior to the scheduled meeting.
3. A revised agenda shall be prepared to provide back-up which need to be
replaced or supplemented for original agenda items, and additional items which were
being developed but could not be completed before the original agenda deadline and for
which delay until the following regular meeting may jeopardize a program, project or
funding. Items that are placed on the revised agenda to be prepared by the County
Administrator's office shall have all back -up materials submitted to the Administrator's
office the Wednesday noon prior to the scheduled meeting. The revised agenda shall then
be distributed to the County Commissioners 96 weekday hours prior to the scheduled
meeting. No items on the Revised Agenda prepared by the County Administrator's office
shall be considered by the County Commission without the appropriate back-up materials
unless there is to be no action taken and/or the topic is for discussion or information only.
4. Items added to the agenda by vote of the County Commissioners shall (1)
contain back-up documentation showing that review by County Administrator,
appropriate staff: and County Attorney has occurred and includes the respective
recolnmendations for action, or (2) the Commissioner, the Administrator, the County
Clerk, or the County Attorney requesting placement of the item on the agenda represents
that he/she has a significant reason for placement on the agenda and the following criteria
are DIet: (i) a showing that time is of the essence and that delay to alter BOCC agenda
will have a high probability of a negative impact on the County, and (ii) appropriate staff
is pn~sent to make comment on the item, notwithstanding the impromptu nature of their
input.
5. All items which require approval by the County Attorney for legal
sufficiency and form shall be signed by the County Attorney or Assistant County
Attorney before placement on the agenda.
Unless mandated otherwise by a general law, all scheduled times on the County
Comlnission agenda are approximate even if denominated as "time certain." The Mayor
should however, conduct the meetings in such a manner that the agenda schedule is
follo\ved as closely as circumstances allow.
4 Day Rule 200'9
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Com. Wigington
Section 2. This resolution shall become effective for the first regularly scheduled
meeting of the Board of County Commissioners after the date written below.
Section 3. The changes herein shall be incorporated into the Monroe County Board of
County CODlmissioners Administrative Procedures.
PASS:ED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of the Board held on the 18th day of March, 2009.
(,'---
Mayor George Neugent
Mayor Pro Tem Sylvia Murphy
Commisioner Heather Carruthers
Commissioner Mario Di Gennaro
. Commissioner Kim Wigington
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'.~~~uiStt.J>~NY L. KOLHAGE, CLERK
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By: ~akJ(2 .M~
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
O~NROE COUNTY, FLORJDA
B . ".. L. ~.I,A4.,e.(f"
Mayor
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4 Day Rule 2009
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