HomeMy WebLinkAboutItem R3 COUNTY of MONROE BOARD OF COUNTY COMMISSIONERS
Mayor Michelle Lincoln,District 2
The Florida Keys Mayor Pro Tem David Rice,District 4
a
e
Craig Cates,District 1
e' Tames K. Scholl,District 3
� Holly Merrill Raschein,District 5
Regular Meeting
January 28, 2026
Agenda Item Number: R3
26-0246
BULK ITEM: No DEPARTMENT: County Attorney
TIME APPROXIMATE: NA STAFF CONTACT: Bob Shillinger
AGENDA ITEM WORDING: Approval of a resolution updating the BOCC's Administrative
Procedures to update the adopted version of Robert's Rules of Order to the 12th edition, the latest
version published, and to eliminate the requirement that the staff submit agenda items to the County
Administrator 15 days before the scheduled regular monthly meeting.
ITEM BACKGROUND: Years ago, the BOCC adopted Administrative Procedures which establish
its meeting procedures. Those procedures incorporate many aspects of a BOCC meeting including,
but not limited to, the version of Robert's Rules of Order that the Board will follow as well as
establishing rules for setting and publishing an agenda. Those rules were adopted before the County
transitioned to preparing agenda through computer software. The County is currently transitioning to
its third generation of agenda software.
Staff is currently conducting a review of the Board's Administrative Procedures with an eye towards
updating them. During the course of that review, 2 items jumped out as requiring immediate
updates. The first proposed change would update the Board's official version of Robert's Rules of
Order from the 1990 version, which is no longer in print, to the most recent edition (12th), which was
published in 2020. The second proposed change deletes the requirement that staff prepare and submit
agenda items to the County Administrator's Office no later than 5 pm on the 15th day prior to the
BOCC's scheduled meeting date. With the conversion from a manually created to a computer-
generated agenda, the process for generating an agenda is much simpler so there is no longer a need
for such a deadline. Further, the Administrator is working to streamline the process and eliminating
that deadline gives staff several additional days to work on items through the software to prepare the
agenda. The proposed amendment would, if adopted, delegate to the Administrator the authority to set
an agenda deadline for staff for regular BOCC meetings. The deadline for BOCC to receive the
agenda is still 7 days prior to the scheduled monthly meeting.
PREVIOUS RELEVANT BOCC ACTION: n/a
INSURANCE REQUIRED: No
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FINANCIAL IMPACT: None.
vP�'� mMivmmmu imi�� .F//rr
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
RESOLUTION NO. -2026
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA AMENDING SECTIONS 1.01(A) AND
1.03(A)(2) OF THE BOARD'S ADMINISTRATIVE PROCEDURES TO
UPDATE THE VERSION OF ROBERT'S RULES OF ORDER TO THE
12TH EDITION; ELIMINATING THE REQUIREMENT THAT STAFF
PREPARE AGENDA ITEMS NO LATER THAN 15 DAYS BEFORE THE
DATE OF THE REGULAR BOCC MEETING AND DELEGATING TO THE
COUNTY ADMINSTRATOR THE AUTHORITY TO SET AGENDA
DEADLINES.
WHEREAS, the Board's Administrative Procedures establish the
rules governing its regular and special meetings; and
WHEREAS, staff is in the process up reviewing the Board's
Administrative Procedures for the purpose of proposing updates to those
procedures; and
WHEREAS, in the course of conducting that review, two items stood
out as warranting immediate attention; and
WHEREAS, Section 1.01 (a) of the current version of the Board's
Administrative Procedures states that:
Except as may be provided by these Rules and By-Laws,
questions of order, the methods of organization and the
conduct of business of the Commission shall be governed by
Robert's Rules of Order, Newly Revised, 1990 Edition, which is
hereby adopted by the Commission. (Emphasis added); and
WHEREAS, the 1990 version of Robert's Rules of Order, Newly
Revised 1990 edition, is no longer in print; and
WHEREAS, the latest version of Robert's Rules of Order is the 12th
Edition which was published in 2020; and
WHEREAS, Section 1.03(a)2 of the current version of the Board's
Administrative Procedures states that:
All regular meeting agenda items must be delivered to the
County Administrator's office no later than 5 pm on the 15th
day prior to the scheduled meeting date; and
WHEREAS, Section 1.03(a)2 predate the County's switch to using
computer software to generate the agenda; and
WHEREAS, the County is in the process of transitioning to its third
generation of agenda generating software; and
WHEREAS, the County Administrator finds that having an agenda
deadline of 15 days prior to the scheduled BOCC meeting no longer serves
a sound purpose and recommends the deletion of that requirement from
the Board's Administrative Rules.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA THAT:
[Additions underlined; deletions s r;akon thmi lahl
1. The above-stated whereas clauses are adopted as findings of fact.
2. Section 1.01(a) of the Board's administrative procedures is hereby
amended to read as follows:
Except as may be provided by these Rules and By-Laws,
questions of order, the methods of organization and the
conduct of business of the Commission shall be governed by
Robert's Rules of Order, K19%.019MA1111 QoVmQP_ 1, 1 aan Fd;+,� 12th
Edition, which is hereby adopted by the Commission.
3. Section 1.03(a)2 is amended to read as follows:
All regular meeting agenda items must be delivered to the
County Administrator's office , -ram h=.All F any en the I Ffh
day mrinr +n +ho c:nhorli,god me-e-tona dam in a time and manner
determined by the Administrator. 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.
4. The Clerk is requested to post a copy of this resolution on the section
of his website where he has posted the Board's Administrative Procedures
along with any prior resolutions updating those Procedures.
PASSED AND ADOPTED at a regular meeting held on the 28t" day of January, 2026 at a
regular meeting held in Marathon, Florida.
Mayor Michelle Lincoln
Mayor Pro Tern David Rice
Commissioner Craig Cates
Commissioner Holly Merrill Raschein
Commissioner James Scholl
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY:
Mayor Michelle Lincoln
(SEAL)
ATTEST: KEVI N MADOK, CLERK
By:
As Deputy Clerk
Approved as to form and legal sufficiency
Robert B. Shillinger, Monroe County Attorney