I'd like to create a set of deadlines for our meeting agenda development process. Here's my outline of the timeline I'd like to follow the next few months. If it works, we'll formalize it and include it in our work-in-progress board manual.
(1) Initial selection of business for next meeting during full Board meeting. This is the 1st on-ramp for Board members to make suggestions for the next Board meeting.
(2) Three weeks before full board meeting, the executive committee and staff make first pass at agenda for next full Board meeting.
(3) At least two weeks before full board meeting, the executive committee shares an agenda preview for feedback with the full Board based on the consultation with staff. This is the 2nd on-ramp for Board members to make timely suggestions for the Board meeting agenda.
(4) One week before full Board Meeting the agenda is publicly posted.
(5) All questions about posted items are due the Monday before a full Board meeting by close-of-business (typically 5pm).
(6) Staff posts a collection of all asked-and-answered questions from the Board by close-of-business the Wednesday before the Board meeting. This borrows from the City Council practice. There will be situations were staff can't answer everything or won't have the capacity, of course. The expectation is a reasonable best effort.
I welcome your feedback on this proposal. Let's try it out for a few months and see what we like and what we want to change.