1-Exhibit A - AR121 Legal Postings.pdf
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- Attached to
- TRANSCRIPTION SERVICES
- Solicitation number
- 26RFP015
- Issued by
- Maricopa County, Arizona
About this file
This is Administrative Regulation (AR) 121 - Legal Postings for the City of Scottsdale, Arizona, effective June 1, 2015, and approved by City Manager Fritz Behring, City Attorney Bruce Washburn, and City Clerk Carolyn Jagger on May 11, 2015. The regulation establishes comprehensive procedures for ensuring legal compliance regarding the preparation, posting, and publication of official agendas, marked agendas, public notices, minutes, and legal publications for Council-appointed public bodies, their committees and subcommittees. Key requirements include posting meeting agendas at least ten calendar days prior to meetings, providing full agenda packets online at least five business days before meetings, posting marked agendas within three business days after meetings, and creating high-quality audio or video recordings for all meetings (with specific exceptions for Personnel Board, Public Safety Personnel Retirement boards, and executive sessions). The regulation mandates that all notices be posted at City Hall and on the City's official website, with specific timelines for submission of materials to the City Clerk's Office no later than noon on Fridays.
The regulation details extensive responsibilities for staff representatives including preparing agendas, coordinating with the City Clerk's Office for proper posting procedures, ensuring public comment opportunities at meetings, and maintaining current membership rosters with contact information. All materials must comply with Arizona Open Meeting Law requirements and include specific language for disability accommodations and public comment periods. The City Clerk's Office maintains primary responsibility for posting all agendas for public bodies citywide, while departments and staff representatives handle content preparation and initial web posting. The regulation includes provisions for emergency meetings with shorter notice periods when approved by the City Attorney's Office, and requires annual training for all staff representatives on the regulation and Arizona Open Meeting Law compliance.
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Text version
AR 121- LEGAL POSTINGS
possible, but no later than 24 hours in advance of the meeting, unless an actual emergency has been declared and the City Attorney's Office has approved a later posting. Amended agendas/notices must be substantially in the form shown in Exhibit D.
The City Clerk's Office is responsible for posting all agendas for all public bodies of the City of Scottsdale.
At least ten (10) calendar days prior to the meeting, the public body's staff representative is responsible for:
(1) Preparing the agenda.
(2) Posting the agenda on the City's website.
(3) Placing the meeting on the City Events Calendar located on the City's website.
(4) Sending Internet links to the agenda and the Events Calendar to the City Clerk's Office via an email (Exhibit E) addressed to "Postings," and including in the Subject line:
(a) The name of the public body.
(b) The date of the meeting.
(c) The type of document that is being transmitted (agenda).
(d) The type of meeting (Regular/Special/Work Study).
In addition, at least five (5) business days prior to the meeting, the public body's staff representative is responsible for posting the full agenda packet online.
NOTE: The email containing the Internet link serves as the Certification of Web Posting; so, only one document link per email may be transmitted.
Documents for posting are to be submitted to the City Clerk's Office no later than noon on Friday.
4.10. Recordings (Audio or Video):
Each staff representative to a public body is responsible for ensuring that a high quality audio or video recording is created for every meeting of the public body.
The staff representative is also responsible for posting the recording or video online within three (3) business days following the meeting. Exceptions to this standard are the Personnel Board, the Public Safety Personnel Retirement boards, and executive sessions.
5.0 RESPONSIBILITIES
5.1. Directors and staff representatives to a Council-appointed public body are responsible for ensuring that: (1) All agendas, marked agendas, public notices, and minutes conform to the standards set forth in this administrative regulation;
(2) all agendas, marked agendas, public notices, and approved minutes are posted on the public body's website and submitted to the Clerk's Office in a timely manner in compliance with State law, City policies and procedures, and this administrative regulation; (3) all required legal publications giving notice of a meeting of a public body, or providing information about a matter that will be considered by a public body, are properly prepared and published in accordance with the legal requirements for that notice; and (4) full agenda packets are
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