Like most organizations, the Weld Board of County Commissioners utilizes Robert’s Rules of Order to run our board meetings. In the parlance of Robert’s Rules, the agenda is an important element to every meeting. The agenda lists the items to be discussed and acted on by the body.
As part of my Sunshine Project and as an attempt to explain what the Weld BOCC does on behalf of the citizens of Weld, I will sort through a random agenda (in this case, the agenda of April 3, 2024), explain each part of the agenda and its function in the meeting.
An archive of Weld BOCC agendas and the minutes associated with each meeting can be found at the official Weld Government page HERE. All of Weld County’s paperwork associated with the Board of County Commissioners – and there is a lot – is managed by the Clerk to the Board’s (CTB) Office.
Not to be confused with the Clerk and Recorder, who is an elected official and manages elections, property deeds, motor vehicle registrations, and more, Esther Gesick is the current Clerk to the Board. Esther and her team manage the documents of the Weld Board of County Commissioners. They are amazing, are true public servants, and are always delighted to help you. Learn more about CTB and contact them HERE.
Obviously, each agenda varies, but they all have relatively the same format. I will discuss that broader format below. I will post each agenda and give a brief description of the specifics of each agenda item, HERE.
The Agenda
First, what are all those numbers? The numbers listed along the right hand side of the page are document access numbers. Weld County uses a document management system called Tyler. The public may search county documents via an online Tyler interface HERE.
Minutes: the BOCC approves the record of the previous meetings and proceedings. Access BOCC minutes HERE.
Amendments to Agenda: Section 2-1-20 of Weld County Code details how Agendas are formulated and amended. CTB formulates and presents the agenda to the BOCC chair for approval. The agenda is then published according to code. A commissioner may amend the agenda at this time if he/she approves and if the amendment passes by a two-thirds vote. Otherwise, the agenda is accepted as presented and published.
Approval of Consent Agenda: Section 2-1-30 of Weld County Code discusses the consent agenda and the items contained therein. In general, a consent agenda is a BOCC meeting agenda item that enables the board to group routine items and resolutions under one umbrella. As the name implies, there is a general agreement on the procedure. Issues in this consent package do not need any discussion before a vote.
Warrants: Simply put, financial warrants are the payment of the county’s bills. You may see the bills we paid with your money each meeting HERE.
New Business: The BOCC conducts all business on behalf of the county. According to Section 2-1-40 of County Code, the BOCC approves via resolution (resolutions are the primary instrument of action of the BOCC) all contacts on behalf of the county. We also approve all Memorandums of Understanding. Via resolution, we adopt rules, approve and renew liquor licenses, and more. New Business is varied and specific. I will endeavor to explain each new business item when I post individual agendas HERE.
Public Comment: As detailed on the agenda itself, the BOCC sets aside time to hear from the public on items not otherwise listed for discussion on the agenda.
Adjourn: My favorite part of the meeting! Hopefully, this needs no explanation.
Public Hearings: A public hearing is a formal proceeding held in order to receive testimony from all interested parties – including the general public – on a proposed issue or action. Colorado State Statute details when local governments must hold public hearings. In general, they are when the board sits in a quasi-judicial (land use applications/changes, granting of liquor licenses) or legislative (the passing/changing of code/ordinance) role.
Consent Agenda: Previously discussed. The remainder of the agenda will list the items for approval under the consent agenda.
Items Scheduled for Future Board Meetings: Part of the Consent Agenda – This is an informational section of the agenda and accomplishes exactly what its heading describes.
Future Public Hearings: Part of the Consent Agenda – A calendar listing of upcoming Public Hearings to be hosted by the BOCC.
Communications: Part of the Consent Agenda. Communications received by the BOCC are listed here.
Resolutions: Part of the Consent Agenda – these resolutions have been approved at previous BOCC meetings. Their listing here is a formal acceptance of the signed documents.
Miscellaneous: Part of the Consent Agenda – these are miscellaneous contracts and documents formally being submitted to the record via the Consent Agenda.
That’s the Agenda
…and just one example. As mentioned, each agenda varies and I will endeavor to briefly explain the agenda items listed on each of our agendas in this section of the Sunshine Project.