Meeting Administration. Meetings are to be governed in accordance with the procedures stated within this MOU. In the event this MOU is silent in respect to a procedure, reference is to be made to the Local Government (Meeting Procedures) Regulations 2015 for the appropriate procedure.
Meeting Administration. In consultation with the City Manager and Mayor, Xxxxx will prepare an agenda for each scheduled City Council meeting. Clerk will upload the agenda to City’s website in advance of the meeting and will email it to the City Commissioners. Clerk will ensure notice of all City Council meetings is posted in advance in compliance with Florida law. Clerk will attend all City Council meetings (unless otherwise agreed upon in advance with City Manager), take minutes of the meetings which, after approval, will be posted on the City website by Clerk. Clerk will provide hard copies of the Council meeting agenda for use by any members of the public in attendance. Clerk will ensure City’s compliance with advertising requirements for budget hearings and ordinances. If any Council member declares a conflict of interest, Xxxxx shall follow up with that member to ensure that they complete the required form which shall become part of the record of that Council meeting. Public Records Clerk will receive, acknowledge and respond to any requests for public records. If any other City official receives a written or verbal public records request, it should be forwarded to the Clerk for response unless it is a simple request that can be immediately filled by that person. Clerk will request assistance as needed from City officials to gather documents required for public records compliance. Elections If during the term of this Agreement, elections for the selection of City Council members are needed, Clerk will have primary responsibility for reviewing and verifying qualification forms and collecting the associated fee. City plans to contract with the Orange County Supervisor of Elections for election services and the City Clerk will have primary responsibility for coordinating City elections with the Supervisor of Elections in accordance with Florida and City law. Other Clerk duties Claim Letters. Clerk will maintain a log of all claim letters received by City and will send copies of them as directed to City Manager and/or Risk Manager.
Meeting Administration. 8.1 The PSAAP Group and PSAAP Negotiation Team will meet as and when required on such day and time as the Secretariat notifies in writing or email to each member.
8.2 Additional meetings or other processes to progress business may be agreed to by a majority of members at any meeting.
8.3 The Chair may accept or invite additional persons (including specialist advisors and stakeholder representatives) to participate in and contribute to discussion at its meetings as the Chair considers appropriate. Such additional participants may not vote on any matter.
8.4 Not less than ten (10) Business Days notice of a meeting or a series of meetings must be given to every member of the PSAAP Group or PSAAP Negotiation Team, provided that a shorter notice period may be given with the agreement of the majority of the members.
8.5 Notice for a meeting will include the date, time and place for the meeting and a list of the matters to be discussed, together with any Proposal(s) for consideration in accordance with clause 5.
8.6 Meetings may be held either:
(a) by a number of its members who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
(b) by means of audio and/or audio-visual communication by which all members participating and constituting a quorum can simultaneously hear each other throughout the meeting; or
(c) a combination thereof.
8.7 Proposals (or other papers) submitted for consideration and discussion at a meeting of the PSAAP Group will be managed according to the process described in Appendix Two. A shorter notice period may be given with the agreement of the majority of the members of the PSAAP Group.
8.8 DHBs will ensure that their agent, DHB Shared Services (DHBSS), provides secretariat and administrative services (the Secretariat) to support the functions of the PSAAP Group and the PSAAP Negotiation Team in accordance with the instructions of the Chair, including ensuring that minutes are kept of the proceedings of all meetings.
Meeting Administration. 5.1 The Board will be administered by the County Council with support from the governance team at the CCG.
5.2 The Board agenda and papers will be circulated 5 working days before the meeting.
5.3 Action points arising from the Board meetings will be circulated to all members in a timely manner.
5.4 Members of the Board and other officers present should state any conflicts of interest in relation to open agenda items to the Chair of the Board before the meeting. Where there is a conflict of interest, the Chair will notify the member whether they should withdraw from the discussion or the meeting.
Meeting Administration. Administrator to request agenda items from group four weeks before meetings. (Not relevant for Board and Executive Group meetings.) A brief outline of agenda items (and any supporting documentation as may be necessary to consider the item) to be notified to the administrator in writing, at least three weeks before meetings for agreement with the Chair (four weeks for Board and Executive Group). This should include a request to include the item in the ‘confidential’ section of the meeting if appropriate. Three weeks before meetings, draft agenda, together with written outlines of items requested, to be sent by the administrator to the Chair for approval and the addition of timings. Board and Executive Group agendas also to be agreed with the Safeguarding Boards Manager prior to sending to the Chair for final approval. Following approval by the Chair, final reports to be requested from contributors. All reports to be submitted on the appropriate reporting template and received by the administrator at least eight days before meetings for circulation with the agenda. All agenda items to have suggested timings provided by the Chair. Agendas to be circulated no less than one week before meetings. Requests for observers to attend meetings should be submitted to the administrator and approved by the group Chair in advance of the meeting. All papers to be circulated with the agenda in advance of the meeting. Papers should not be tabled at meetings unless agreed by the Chair. Items of ‘Any Other Business’ to be agreed with the Chair either before or at the beginning of the meeting. A standing item “items of any other business” therefore to be included at the beginning of all agendas. No verbal updates to be provided at any meetings, unless agreed in advance by the Chair. All actions agreed during meetings should be assigned to a specific group member(s) by the Chair. Chairs to take care that confidential items are discussed and minuted separately. Minutes to be drafted, approved and circulated within two weeks of meetings. Actions to be listed on a separate sheet to accompany the minutes. Updates on ‘actions’ to be forwarded to the administrator by the date specified. Minutes of previous meeting Action list and matters arising. (The ‘action list’ comprises actions identified at the previous meeting – ‘matters arising’ refers to any additional issues arising from the previous minutes that are not covered in the action list.) Wo...
Meeting Administration. In consultation with the City Manager and Mayor, Xxxxx will prepare an agenda for each scheduled City Council meeting. Clerk will upload the agenda to City’s website in advance of the meeting and will email it to the City Commissioners.
Meeting Administration. Any requests for agenda items to be notified to the administrator at least four weeks before meetings. This should include a request to include the item in the ‘confidential’ section of the meeting if appropriate. Three weeks before meetings draft agenda to be prepared by the administrator and approved by the Chair. (Board agendas also to be agreed with the Partnership Manager prior to discussion with the Chair.) All reports to be submitted on the appropriate reporting template and received by the administrator at least eight days before meetings for circulation with the agenda. Agendas to be circulated no less than one week before meetings. All papers should be circulated with the agenda in advance of the meeting and not tabled at meetings unless agreed by the Chair. Requests for observers to attend meetings should be submitted to the administrator and approved by the group Chair in advance of the meeting. Chairs to take care that any confidential items are discussed and minuted separately. Minutes and Action logs to be drafted, approved and circulated within two weeks of meetings.
