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requisite sites (City Hall, Recreation Center, Police Department.) If your office is <br />in City Hall, you are responsible for posting it in the foyer. <br />All items for your meeting packets should be converted to a pdf and compiled <br />into one document and e-mailed no later than Wednesday the week prior to <br />your meeting to Meredyth (or Polly in Meredyth’s absence) for posting to the <br />City’s web site. Everything you plan on discussing at the meeting should be <br />included in the packet. <br />A hard copy of your packet mustbe sent interoffice mail to the Library <br />Reference Desk. <br />If items are presented at the meeting you must make copies avail <br />members of you board and make a copy available to any members of <br />public. Anything presented at the meeting must be added to the packet that is <br />kept in Central Files. (If you need to do this, please ask Meredyth for the <br />procedure.) <br />Subcommittee Meetings –An agenda needs to be created and posted for all <br />subcommittee meetings of three or more board members. If there are packet <br />materials, those too must be posted. <br />Section 5-18 (a) of the Home Rule Charter and administrative policy. <br />Meeting Locations <br />All meetings must be held in a publically owned building that is ADA compliant. <br />That includes buildings owned by the City, a County, or a public school. <br />Site Visits <br />Site visits may be taken for information gathering only. If the board would like to <br />take a site visit they may do so only if it is posted as a meeting, the public is allowed <br />to join, and no policy discussions take place. We recommend that site visits be <br />followed by a formal meeting in a public building at which time <br />maytake place. Both the site visit and the following discussion need to follow <br />proper meeting notification rules. <br />Section 4-5(d) of the Home Rule Charter <br />Items Not on the Agenda <br />Any item the board would like to discussMUST be included on the agenda. <br />Items that are introduced at the meeting (by a member of the board or from <br />the public) may not be substantively discussed. No decisions or <br />recommendations may be made for an item not on the agenda. An item <br />introduced at a meeting should be added the next regular meeting agenda. <br />Section 5-18(c) of the Home Rule Charter <br /> <br />Page 2 <br /> <br />