6/9/2016 Agenda Procedure Training Lori McWilliams, CMC Village Clerk

6/9/2016 AGENDA ITEMS All signatures must be collected prior to delivery to the Clerk’s Office (Dept. Head, Finance, Attorney) Items not properly signed or completed will be returned Allow sufficient time for review by finance (ALL items require Finance’s signature BEFORE coming to the Clerk’s Office) and by the attorney - DO NOT give them the information the day of the deadline All documentation must be included Items without the appropriate documentation attached will be returned and not placed on the agenda DO NOT INCLUDE ORIGINAL PAPERWORK WITH THE BACKUP THAT YOUR DEPARTMENT NEEDS TO PROCESS AFTER APPROVAL

6/9/2016 ATTACHMENTS TO AGENDA ITEMS One copy of FULL documentation needs to be attached to the Agenda Routing Form (with the exception of agreements and grants) NO double sided or legal copies Items too large to be placed on the agenda require 11 copies to be sent with the Routing Form Examples include: Binded reports Large exhibits of more than 50 pages Site plans

6/9/2016 SIGNATURE ITEMS If an item requires a signature, place a “sign here” sticker on the signature line (otherwise I may miss collecting a signature) Attempt to get the proper signatures from the entity you are entering into the agreement with prior to the day of the deadline. Most items are yearly and you can begin the procedure in advance, especially agreements.

6/9/2016 AGREEMENTS 2 originals and 1 copy for the agenda (some entities require more ie. County – check with them first) Distribution after Council Meeting is as follows: Signed original for the official files and imaging to the Clerk’s Office Photocopy for your office Signed original back to the originator Agreements not fully executed will be sent back to you for final execution by the other entity. After completion, forward the original to the Clerk’s Office for imaging. If the agreement is complete after the Manager signs and the Clerk attests, I will keep my original and mail the other original to the originator if I have the address. On the agreement, type the Manager’s name and title and include an attest signature line for the Clerk as well as the Legal Sufficiency Line for the Attorney. ALL agreements must include this signature block.

Resolutions 6/9/2016 Ch. 166 F.S. is “An expression of a governing body concerning matters of administration, an expression of a temporary character, or the provision for the disposition of a particular item of the administrative business of the governing body.” RESOLUTION REQUIRED – Amendment to general fee schedule Amendment to utility fee schedule Setting millage rate Setting (and amending in certain circumstances) the budget Setting and amending the solid waste collection rates Adopting personnel policies and procedures Grant or abandonment of an easement Adoption of agreements/grants if required thereby. RESOLUTIONS OPTIONAL – Any agreement entered into by the Village Council. Appointing the Supervisor of elections to canvass and test the accuracy of the machines Ratifying the declaration of a state of emergency. Any time that a documentary record (above any beyond meeting minutes) of Village Council action is desired.

6/9/2016 GRANTS 2 full copies of the grant (one for my files and one to be returned to you upon approval) unless you need 2 copies to mail away, then give me three

Agreement Signature Page 6/9/2016 ATTEST:VILLAGE OF TEQUESTA DATE: _______________________DATE: ________________________ _____________________________________________________________ Lori McWilliams, CMCMichael Couzzo Village ClerkVillage Manager [VILLAGE SEAL]APPROVED AS TO FORM AND LEGAL SUFFICIENCY DATE: ________________________ _______________________________ Trela White, Esq. Village Attorney

6/9/2016 AGENDA DEADLINE SCHEDULE Please comply with the agenda deadline schedule. Council has given us all more time to prepare and submit agenda items. When time allows, I will attempt to supply each Department Head with a list of items on the agenda the previous year

6/9/2016 FORMS, AGENDAS, MINUTES AVAILABLE ON INTRANET Agenda Deadline Schedule, Agenda Routing Sheet, Resolution and Ordinance Templates, Agreement Signature Format, and Agenda Procedure Informational packet are located on the Village Web under the Clerk’s Office Intranet site. Agenda and minutes are located on the website with full agenda backup

6/9/2016 Questions / Answers Should I include originals such as purchase requests and agreements in my agenda packet backup? NO, the only originals should be: AGREEMENTS, routing sheet, staff memo. Please do not include any original paperwork that needs to be processed by your department after approval. Should agenda items be ed? At this time I do not accept agenda information via due to the required signature process. I do however NEED the Word file for Resolutions and Ordinances ed to me to finalize the signature line after approval, but not the routing sheet or agenda backup. What is the correct Signature Chain? Department Head should sign agenda routing sheet The originating dept. should forward the packet in its entirety to the Village Attorney for approval (if applicable) (this can be done via – but attach approving legal sufficiency to backup) Village Attorney will return item to Department Head ALL agenda items in their entirety should be forwarded to the Finance Department for approval (do not include original Purchase Requests in the agenda packet – they will NOT be returned) Finance Dept. will return to the originating dept. if financial changes need to be made and to the Clerk’s Office if no changes are required

6/9/2016 Questions / Answers How many copies of the backup do I require? Agreements – 2 originals and 1 copy Grants – 2 originals and 1 copy Large and Oversized items – 11 copies (50+ pages) Other miscellaneous items – 1 copy If an agreement / contract is a “Renewal” (with or without verbiage changes), does it have to go back to legal for review? YES. The Village Attorney should review all agreements and contracts prior to the Village Manager or Council approval to ensure legal sufficiency and legality. Must the Agenda Routing Sheet be typed or can they be handwritten? These should be typed. I have created an easy to use template with fill in boxes and drop down menus for your convenience. What items require an Ordinance or Resolution? Agreements and items appropriating funds require a Resolution. Items requiring a public hearing such as Code Revisions require an Ordinance. Resolutions set policy – Ordinances set law.

6/9/2016 Public Record Requests Periodically throughout the year, you may receive public record requests. There are many laws that govern how we as a public agency are to proceed with these requests and it is very important that we comply with these record laws. If you are the recipient of a request please direct the request to the Village Clerk’s Office. If you are unable to reach our office, the form is located on the Intranet under the Village Clerk’s files.