POLICY 1-AGENDA PACKET PREPARATION CALENDAR
The Board agenda packet is distributed one week in advance of the Board meeting to ensure materials are received by Board members and accessible to the public at least 72 hours in advance of the meeting. If the packet distribution day falls on a holiday or weekend day, the packet is distributed on the preceding business day.
Agenda items and written materials from individuals and organizations other than CTSCC staff must be submitted to the Clerk of the Board, in final form, one week prior to the packet distribution day (two weeks prior to the Board meeting day), by 11:00 A.M. The preferred form of submission is in commonly readable electronic format, such as Microsoft Word, Excel, .pdf, etc., sent to the Board Clerk at boardclerk@communitytv.org so that it is received by the deadline. If hard copy is submitted, it must be received at the offices of CTSCC by the deadline. CTSCC staff members shall advise the Board Clerk by that deadline of any item they wish to be added to the Board meeting agenda and the proposed action to be taken on the item. Written materials for staff-submitted items must be approved by the Chair and received by the Board Clerk, in final form, no later than 5:00 P.M. on the day preceding the packet distribution day (eight days prior to the Board meeting day), preferably in the format outlined above.
The agenda is set by the Chair of the Board after discussion with the Executive Director or designated staff. Items submitted by the deadline and approved by the Chair will be listed on the written agenda. Supporting materials received by the respective deadlines will be included in the agenda packet. Materials submitted after those deadlines due to emergency circumstances must be photocopied by the submitter for distribution to the Board and the public at the meeting. Submission in the aforementioned electronic formats is also encouraged for such late submissions, so that a complete archive may be maintained.
Adopted 11/25/96- Revised 3/13/04- Revised 10/26/06