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Commission debates 10-day agenda-deadline rule, directs staff to publish annual schedule
Summary
Commissioners debated whether the village's 10-day agenda submission requirement is feasible for staff and elected officials; manager proposed a practical Friday-by-noon deadline (~11 days before meetings) and commissioners agreed to prepare an annual calendar and consider a code amendment for next month.
Commissioner Ryan Huntington raised a procedural item on Feb. 3 asking the commission to review the village code requirement that reports, communications and agenda items be submitted to the manager no later than 10 days before a scheduled meeting. Commissioners and staff discussed whether the 10-day window is workable given holidays and staff capacity.
Village Manager Al Childress said staff aims to go to print a week before the meeting and proposed a practical internal deadline: submit items by the Friday before the print date (roughly 11 days before a meeting), allowing staff the weekend and Monday to prepare the packet. Childress said four of five commissioners already meet submission deadlines in most months and that staff will circulate calendar invites with the deadline for the March meeting cycle.
Commissioners agreed to ask the manager and clerk to prepare a year-long calendar of meeting dates and submission deadlines to present at the next meeting; if needed, the commission will consider a formal amendment to the rules of procedure to adopt the calendar. Several commissioners emphasized flexibility for elected officials (who may not work a 9-to-5 schedule) but also underscored the need to follow whichever deadline the commission adopts.
The commission directed staff to circulate a proposed deadline calendar and to prepare an amendment for consideration next month so the commission can adopt firm annual deadlines that account for holidays and printing needs.
