Historically, it has been the responsibility of the vice chair of the board to maintain the board’s calendar. Any invitations for meetings outside Phoenix should be directed to the vice chair’s attention for discussion with the board under the appropriate agenda item.
In the interest of the time of both board members and the executive staff, the board strives to keep meetings to once each month. Meeting dates are established at the January organizational meeting of the board.
All comments of board members, staff or the public attending official meetings should be made through the presiding chair.
It is important that all meeting agendas and supporting materials be sent to members of the board one full week in advance of meetings, even though this often requires preparation of a revised agenda. Any material for this initial mailing of agendas should be in the director’s office a full week in advance of meetings.
A member wishing to have an item added to an agenda should first discuss the item with the chair. The director should then be notified so that the item can be included when the agenda is prepared in his or her office. Any background information on the item may be supplied to the director’s office to be distributed with agenda material. Agenda material must be received for mailing one week before the scheduled board meeting.
After receiving the agenda and supporting material, each board member is expected to review carefully items to be covered, making note of questions, and to otherwise prepare for the voting responsibility. Staff will be available at meetings to clarify any items in question or may be contacted prior to meetings as appropriate. Prior to a formal meeting, questions relating to the agenda should be directed only to the director’s office or the appropriate division head.