ALL DISTRICT AND BASIN BOARD MEMBERS
FROM: JAY T. AHERN, STAFF ATTORNEY P.k0c :Sal
RE: Time Requirements for Noticing and Preparing Agenda of Meetings
under the District's Rules and Regulations and the Administrative
On January 1, 1975 the Rules and Regulations of the District governing hearings
meetings and agendas, and the new Administrative Procedure Act requiring adop-
tion by the District of rules of procedure becomes effective. The purpose here
is to acquaint you to the necessary time sequence required in setting up any
meetings, workshops and committee meetings to discuss or take action on official
business other than on labor relation negotiation matters.
You will be advised herein of the requirements of a regular meeting and then of
special meetings, workshops and committee meetings.
On regular meetings of the District or Basin Meetings the following steps must
(a) The meetings are set up on a predetermined date, i.e. District Board
meets the second Wednesday of each month at 9:30 a.m.
(b) Notice of the date, time, place and action to be taken given ten (10
days prior to it. The notice can be given in four (4)newspapers
published in the area or in the Administrative Weekly published on
each Friday by the Secretary of State's Office.
(c) An agenda be prepared and available for distribution seven (7) days
prior to meetings. Items should be considered by the Board in the
order listed on the agenda including forthcoming Basin meetings. An
item not appearing on the agenda can be added to agenda by the
Chairman upon showing good cause and it being stated in the record.
Notification of any changes to the agenda is to be made at the earli s
The agenda shall be prepared by the Executive Director after consult-
tion with the respective Chairman and any Board member requesting an
item to be listed.
(d) The public and press are to be notified and supplied a copy of any
notice and/or agenda requested by them and to all persons who
requested to receive such information.
As to Special Meetings, Workshops and Committee Meetings the steps are similar
except for the time of giving notice.
(a) There must be a seven (7) day prior notice given of the meeting.
However, the Chairman if the conditions warrant may call a meeting
upon twelve (12) hours prior notice if the Board ratifys the findings
January 2, 1975
0.. ... ..;., ,,.. ..., ,. ,,,, ,., ., ....... ,. .. ... ^ "*" .. .. .. ..
anuary 2, 1975
of the Chairman for such short notice.
(b) The notice is to recite the date, time, place of meeting and action
to be taken; and is published similar to that required for a regular
meeting in four (4) newspapers published in the area or in the
Florida Administrative Weekly.
(c) Agendas are prepared seven (7) days prior to special meetings and
available for distribution. Agenda for meetings on shorter notice
should be available twelve (12) hours prior to meeting. Items on
agenda to be considered in order of listing. Changes to agenda
are to be made by Chairman of Board for good cause and stated in
record of the meeting. Executive Director to prepare agenda after
consultation with the respective Board Chairman or Member requesting
an item to be listed. Notification of any change in the agenda
to be made at the earliest practicable time. The agenda should
include notice of forthcoming meetings known at this time.
(d) Notice to be given to the press and to those who have requested
in writing to be notified of any meeting, workshop or committee
meeting and to receive copies of the agenda.
The above sets forth a synopsis of the steps that must be followed in all
future regular, special meetings, workshops and committee meetings. rN
E- _. ---m --- L ..... -B ... c--- -
You are being made aware of the new requirements as the flexibility of setting
up meetings and preparing agendas formerly enjoyed is no longer possible.