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Home My WebLink AboutRegular and Special Meeting Posting Leslie Locke From: Leslie Locke Sent: Thursday, March 28, 2019 1:38 PM To: Rose Ann Carroll; Brenda Huntingford; Renee Talley; Mark McCauley;Julie Shannon; Carolyn Gallaway; Erin Lundgren; Patty Charnas;Jodi Adams; Nicole Allen;Vicki Kirkpatrick; Stuart Whitford;Jenny Matter; Barbara Carr;Carol Palmer;James Kennedy; Philip Hunsucker; Monte Reinders; Christine SpaII; Matt Tyler;Joe Nole;Amanda Hamilton;Willie Bence; Stacie Prada;Janet Holbrook; Michael Dawson;Tami Pokorny; Tom Boatman; Laura Tucker;Anna McEnery; 'Lowe, Cheryl B'; Su Tipton; Noxious Weeds Subject: Posting Requirements of Special and Regular Meeting Agendas for Advisory Committees, Boards, Commissions&Councils Attachments: Special Meeting Procedures Generic.doc; Special Meeting Agendas.pdf; Definitions.pdf; Regular Meeting Agendas.pdf This is a reminder that public agencies with governing bodies are required to post REGULAR and SPECIAL meeting agendas online no later than twenty-four hours in advance of the published start time of the meeting in order to meet the requirements of the Open Public Meetings Act(see attached RCWs). Governing bodies include advisory boards, committees,commissions,and councils(see attached definitions). I have also attached special meeting procedures that can be modified for your board,committee,commission or council. The people or businesses listed on the special meeting procedures have asked to be notified of any special meeting.You are required to notify those people or businesses of a special meeting 24 hours in advance. Share this information with the appropriate staff and contact me if you have any questions. Leslie Locke, Executive Assistant Jefferson County Commissioners'Office 360-385-9102 Ilocke@co.iefferson.wa.us 1 Procedures for Special Meetings A special meeting must be called 24 hours in advance. A special meeting is called for specific business only. An agenda is required. Notify The Leader and The Peninsula Daily News and the Advisory Board members immediately. This requires several methods of notification. EMAIL: Subject Line: Special Meeting Notice "Insert Date of Special Meetinj2" Body of Email: Attached is the agenda for a Special Meeting of the "Insert Advisory Board Name". Please be advised that this is your 24 hour notice. If you have any questions, please call "Insert contact phone number". Send to: news@ptleader.com news@peninsuladailynews.com jmcmacken@peninsuladailynews.com (Jeannie McMacken requested by email 4/7/18) lhaight@ptleader.com (Lily Haight requested by email 10/4/18) joe@ssnwhq.com ebnerent@olypen.com news@kptz.org lindasutton.wa@gmail.com (Linda Sutton) charliebermant@gmail.com (Freelance Writer) cbaron@forksforum.com (Fork Forum) cc: Advisory Board Members (Send in Separate email -the email addresses are not public unless they are a public employee) Attach the PDF agenda. Ask for notification when the email has been read by the recipient. WEBPAGE: Staff is required to post a notice including the special meeting agenda on the website. AGENDA POSTING: The special meeting agenda must be prominently displayed at the main entrance of the agency's principal location and the meeting site if it is not held at the agency's principal location. The special meeting agenda must be posted 24 hours in advance at the location of the special meeting. RCW 42.30.077: Agendas of regular meetings—Online availability. Page 1 of 1 RCW 42.30.077 Agendas of regular meetings—Online availability. Public agencies with governing bodies must make the agenda of each regular meeting of the governing body available online no later than twenty-four hours in advance of the published start time of the meeting. An agency subject to provisions of this section is not required to post an agenda if it does not have a web site or if it employs fewer than ten full- time equivalent employees. Nothing in this section prohibits subsequent modifications to agendas nor invalidates any otherwise legal action taken at a meeting where the agenda was not posted in accordance with this section. Nothing in this section modifies notice requirements or shall be construed as establishing that a public body or agency's online posting of an agenda as required by this section is sufficient notice to satisfy public notice requirements established under other laws. Failure to post an agenda in accordance with this section shall not provide a basis for awarding attorney fees under RCW 42.30.120 or commencing an action for mandamus or injunction under RCW 42.30.130. [ 2014c61 § 2.] NOTES: Intent—Finding-2014 c 61: "The legislature intends to promote transparency in government and strengthen the Washington's open public meetings act. The legislature finds that it is in the best interest of citizens for public agencies with governing bodies to post meeting agendas on web sites before meetings. Full public review and inspection of meeting agendas will promote a greater exchange of information so the public can provide meaningful input related to government decisions." [ 2014 c 61 § 1.] https://app.leg.wa.gov/RCW/default.aspx?cite=42.30.077 3/27/2019 RCW 42.30.080: Special meetings. Page 1 of 1 RCW 42.30.080 Special meetings. (1)A special meeting may be called at any time by the presiding officer of the governing body of a public agency or by a majority of the members of the governing body by delivering written notice personally, by mail, by fax, or by electronic mail to each member of the governing body. Written notice shall be deemed waived in the following circumstances: (a)A member submits a written waiver of notice with the clerk or secretary of the governing body at or prior to the time the meeting convenes. A written waiver may be given by telegram, fax, or electronic mail; or (b)A member is actually present at the time the meeting convenes. (2) Notice of a special meeting called under subsection (1) of this section shall be: (a) Delivered to each local newspaper of general circulation and local radio or television station that has on file with the governing body a written request to be notified of such special meeting or of all special meetings; (b) Posted on the agency's web site. An agency is not required to post a special meeting notice on its web site if it (i) does not have a web site; (ii) employs fewer than ten full- time equivalent employees; or(iii) does not employ personnel whose duty, as defined by a job description or existing contract, is to maintain or update the web site; and (c) Prominently displayed at the main entrance of the agency's principal location and the meeting site if it is not held at the agency's principal location. Such notice must be delivered or posted, as applicable, at least twenty-four hours before the time of such meeting as specified in the notice. (3) The call and notices required under subsections (1) and (2) of this section shall specify the time and place of the special meeting and the business to be transacted. Final disposition shall not be taken on any other matter at such meetings by the governing body. (4) The notices provided in this section may be dispensed with in the event a special meeting is called to deal with an emergency involving injury or damage to persons or property or the likelihood of such injury or damage, when time requirements of such notice would make notice impractical and increase the likelihood of such injury or damage. [ 2012 c 188 § 1; 2005 c 273 § 1; 1971 ex.s. c 250 § 8.] https://app.leg.wa.gov/RCW/default.aspx?cite=42.30.080 3/28/2019 RCW 42.30.020: Definitions. Page 1 of 1 RCW 42.30.020 Definitions. As used in this chapter unless the context indicates otherwise: (1) "Public agency" means: (a)Any state board, commission, committee, department, educational institution, or other state agency which is created by or pursuant to statute, other than courts and the legislature; (b) Any county, city, school district, special purpose district, or other municipal corporation or political subdivision of the state of Washington; (c) Any subagency of a public agency which is created by or pursuant to statute, ordinance, or other legislative act, including but not limited to planning commissions, library or park boards, commissions, and agencies; (d)Any policy group whose membership includes representatives of publicly owned utilities formed by or pursuant to the laws of this state when meeting together as or on behalf of participants who have contracted for the output of generating plants being planned or built by an operating agency. (2) "Governing body" means the multimember board, commission, committee, council, or other policy or rule-making body of a public agency, or any committee thereof when the committee acts on behalf of the governing body, conducts hearings, or takes testimony or public comment. (3) "Action" means the transaction of the official business of a public agency by a governing body including but not limited to receipt of public testimony, deliberations, discussions, considerations, reviews, evaluations, and final actions. "Final action" means a collective positive or negative decision, or an actual vote by a majority of the members of a governing body when sitting as a body or entity, upon a motion, proposal, resolution, order, or ordinance. (4) "Meeting" means meetings at which action is taken. [ 1985 c 366 § 1; 1983 c 155 § 1; 1982 1st ex.s. c 43 § 10; 1971 ex.s. c 250 § 2.] NOTES: Severability—Savings-1982 1st ex.s. c 43: See notes following RCW 43.52.374. https://app.leg.wa.gov/RCW/default.aspx?cite=42.30.020 3/27/2019