WHAT IS THE STAFF LIAISONS ROLE?
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The Staff Liaison is the conduit between their board, the Clerk's Office, and ultimately the City Council. The Staff Liaison plays an integral role in the overall operation and administration of their board.
They are responsible for the following:
- Attendance Reports
- Annual Report Example: https://www.durhamnc.gov/DocumentCenter/View/45661/Example-Annual-Report--Discover-Durham-Annual-Report-FY-2020-21
- Annual Meeting Calendars
- Requesting member removal due to lack of attendance
- Providing documentation on member resignations
- Bylaw Amendments: Bylaw Amendments must be vetted by the City Attorney's Office and approved by the City Council and/or County Commission where applicable.
WHO IS REQUIRED TO NOTICE THEIR MEETINGS?
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- Advance notice must be given for public meetings, this includes retreats as well. Any appointed and/or designated body under the City of Durham or its affiliates should provide advanced notice of their intention to conduct business. Some public bodies have specific notice requirements that are prescribed by state law. Statutorily this usually means filing a schedule in a central physical location and on the City’s website.
- Any changes should be published 7 days in advance of the meeting. The Clerk’s Office handles notifying the public and the media of all board, committees, commissions, taskforces, round tables and subcommittee meetings. Roundtables and subcommittee meetings must also be noticed.
The meeting notice when provided to the Clerk's Office must have the following information:
- Name of the board
- Meeting date
- Location of the meeting
WHAT IS NEEDED FOR A MEETING AND WHAT DO THEY LOOK LIKE?
Meeting Notices and Agendas.....
- The point of contact to post/advertise your regular meetings and subcommittee meetings is Ms. Javon Pratt, Assistant City Clerk, at [email protected] As a public body, the committees and subcommittees need to abide by the 48 – hour meeting notice requirement. This means that if your meeting is not advertised a minimum of 48 hours to the public, prior to the meeting taking place, the meeting is in violation of the Open Meetings Law. If a meeting is cancelled, it cannot be rescheduled without accommodating the 48-hour rule. The Meeting Notice must have the following information: 1. name of the committee or subcommittee 2. meeting date 3. location 4. time Note: For virtual meetings, information allowing for public access to the meeting must also be posted in the Meeting Notice. Please allow Ms. Pratt at least five business days to process your meeting requests.
- Agendas are a list of items to be discussed at a formal meeting. This can be provided ahead of the meeting via the departments webpage, displayed electronically if the meeting is virtual, or provided by paper copy if the meeting is in person.
- For MORE information select the MORE Manual: https://www.durhamnc.gov/DocumentCenter/View/45779/MORE-Manual
Minutes are not just the time you tell....
- Minutes are a record of what was done at a formal meeting and not what was said. Minutes do not become official until they are read and approved by formal vote of the members present.
- Minutes should be uploaded to the agenda center following their approval. See examples here:
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