Page 10 - Microsoft Word - Lozano Smith Board Member Toolkit 2025

Agendas for Meetings
Every meeting must have an agenda describing the business to be conducted. All
agendas must be posted in a location at the agency offices that is freely accessible to
the public. In addition, agendas must be posted on the agency’s primary Internet Web
site homepage and accessible through a prominent, direct link to the current agenda.
The agenda must be posted in an open format that allows the agenda to be
retrievable, downloadable, indexable, and electronically searchable. Agencies may
utilize an integrated agenda management platform to meet these requirements.

Members of the public and media may request a copy of the agenda and all materials
sent to the legislative body with respect to open session meetings. The packet is
distributed to all persons, including the legislative body, simultaneously.

Each meeting must have an agenda describing each item on the agenda; generally the
description of each item need not exceed 20 words. Agenda descriptions should be
written in an unambiguous manner so that the public is aware of what business the
agency intends to transact.

Upon request, the agenda must be made available in alternative formats to persons
with disabilities. The agenda must include information regarding a request for
disability related modifications such as an auxiliary aid or services.

In addition, every agenda must list an agency office where members of the public may
inspect documents distributed to all or a majority of the legislative body. This rule is
designed to provide public access to items submitted to the legislative body after the
agenda is posted (i.e., those distributed less than 72 hours prior to a regular meeting).

School districts must allow members of the public to place matters directly related to
school district business on the agenda. The school district can reasonably control
when and how the item is placed on the agenda. The district need not allow public
comment on whether and how to place an item on the agenda.

Exceptions to Agenda Requirements
Generally, the legislative body may not discuss or take action on any item unless it
appears on the agenda. Exceptions include:
 Emergency Situations: see “emergency meeting” above.

 “Subsequent Need” Items: A finding that there is a need for immediate action that
came to the attention of the local agency after the agenda was posted. The
legislative body must make that finding by a 2/3 vote or by unanimous vote if less
than 2/3 are present.

 Held-Over Items: Items held over from a previous meeting; restrictions apply.

Guide to Effective Governance 7