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Marathon County executive committee directs clearer agenda requests, chairs to be included on submissions
Summary
County Administrator Leonard told the Executive Committee the administration will instruct department heads to include committee chairs on agenda-request emails, classify items as policy/operational/educational, and provide a one- or two-sentence purpose so agendas arrive earlier and with better vetting by legal, finance and admin staff.
County Administrator Leonard told the Marathon County Executive Committee on March 13 that the administration will direct department heads to change how they submit items for standing-committee agendas so chairs get earlier and clearer notice.
Leonard said the administration will ask department heads to copy the relevant committee chair on any email requesting an agenda placement, identify whether the item is a policy action, an operational function required by statute or policy, or an educational presentation, and include a one- or two-sentence explanation of why the item is requested. "We're going to be providing that to the department heads tomorrow," Leonard said, describing the change as part of a continuous-improvement effort.
The change is intended to reduce last-minute agenda edits and ensure draft items are reviewed by legal, finance and administration before being circulated to chairs. The administration said it does not expect agendas to look different; chairs will simply be included on more emails so they can approve or request edits earlier in the drafting process.
Committee members were reminded that, per board rules, agenda items are due in the clerk's office by Wednesday afternoon; draft agendas are then sent to chairs for approval, generally Wednesday afternoon or Thursday morning. The administration asked chairs to respond promptly so the clerk can meet posting deadlines.
The committee did not take formal action on the administrative change. Chair Gibbs and staff characterized the step as an internal direction and invited feedback from chairs about whether further adjustments—such as different wording or placement on the agenda—would improve the process.
Votes at a glance
- Approval of minutes (motion to approve minutes of the Feb. 13 Executive Committee meeting): Motion by Supervisor Mirage, seconded by Supervisor Draybeck. Outcome: approved (motion carries). No roll-call tally provided in the transcript.
- Motion to adjourn: Motion by Supervisor Fifrick, seconded by Supervisor Arstead. Outcome: approved (motion carries).
What it means
The change aims to give committee chairs earlier notice and context so they can confirm agenda content before staff publish meeting materials. Administration staff said routine vetting by legal, finance and administration will be built into the front end of the submission process to reduce downstream edits and last-minute deadlines.
