North Bay Village board proposes public action tracker and adopts rolling-agenda process

The North Bay Village Community Enhancement Board discussed a plan to create a public-facing board action tracker intended to capture every action, recommendation and project, who owns it and the item’s status, with the goal of preventing ideas from disappearing between staff changes.

The chair, who proposed the tracker and offered to lead its drafting, described it as "a kind of living document that lists every action, recommendation, or project that we aboard have agreed to, who owns it, and the progress status and where it stands." Board members debated whether the clerk should manage the document or if each advisory board should maintain its own entries. Community engagement director Lily, who introduced herself to the board, told members she supports the idea but suggested individual boards manage their own trackers to avoid overburdening the clerk.

Members discussed how to host and publish the tracker. Staff noted the village already posts agendas, minutes and recordings on a public portal and suggested the tracker could be added there or included in minutes; others proposed a live shared file (SharePoint or Google Sheets) owned by the village. One member cautioned about IT constraints and said they would check with the chief information officer about firewall and security policies.

At the meeting the chair moved "to adopt a rolling agenda list managed by me so we can stay organized and compliant to be included in the minutes." The motion was seconded and discussed; members emphasized transparency and that items saved in a tracker should be visible in published minutes or the portal. No formal roll-call tally appeared in the transcript; staff characterized the outcome as carried by consensus at the meeting.

Board members also agreed to use the village weekly newsletter and other outreach to call attention to meeting agendas and to rotate the task of submitting short updates so the public can more easily learn about upcoming items.

Next steps: the chair said she will draft the tracker for discussion at a future meeting and staff will confirm where a live document can be hosted in accordance with village IT and Sunshine Act obligations.