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18 <br /> the event telephone services are not working, notice must be given as soon as <br /> possible after the meeting. <br /> e. Meeting Notices <br /> Notice of any public Committee's meetings (including appeal hearings) and their <br /> agendas shall be made available to all members, interested parties and to any <br /> person who so requests, at least ten days in advance of the meeting by e-mail and <br /> by posting on the Internet site. <br /> f. Agendas <br /> 1. Committee Chairs should submit agenda items to the at <br /> least# days prior to a scheduled meeting. <br /> 2. The agenda must provide a description.of each item of business to be transacted <br /> or discussed so that interested members of the public will be capable of <br /> understanding the nature of each agenda item. <br /> 3. As a general rule, only those items appearing on the agenda will be discussed or <br /> voted on. However, if an item is raised by a member of the public, the <br /> Committee may accept testimony and discuss the item so long as no action is <br /> taken until a subsequent Committee meeting. <br /> 4. With the Chair's concurrence,the designated staff will develop and distribute to <br /> each member an agenda listing the matters to be considered at upcoming <br /> committee meetings. Also, so far as practical, copies of all written reports which <br /> are to be presented to the Committee for member's review will be included in <br /> this package at least ten (10) days before the meeting. <br /> g. Minutes <br /> Minutes shall be taken of all Committee meetings and submitted to the <br /> for consideration and approval. <br /> 7. Committees <br /> a. Committees are formed to research and make recommendation on special issues or <br /> areas to carry out the identified duties of the advisory committee. <br /> All subcommittees shall be reviewed on an annual basis to determine continued <br /> need and realignment to priorities of the county <br /> b. Except as approved by action, the majority of members of a <br /> subcommittee shall be residents. <br /> c. Subcommittees are ad hoc if they are temporary in nature. Approved ad hoc <br /> subcommittees must have documented goals, deliverables, a timeline, and will <br /> cease meeting when these are satisfied. <br /> d. Advisory Committee Chairs may request of the full Board of County Commissioners <br /> changes in the structure and/or operating procedures of their advisory committee if <br /> they deem it is essential for its effectiveness. <br /> e. All recommendations of advisory committees, in the form of motions, shall be <br /> conveyed exclusively to the Board of Commissioners for action. Approved motions <br /> Upshaw/UNC-SOG DRAFT Advisory Committee Policy 9 <br />