The Sibley County Board of Commissioners’ generally meets on the 2^nd and 4^th Tuesdays of each month. Persons, who wish to appear before the Board, or desire to have a matter considered by the Board, must submit an Agenda Request Form.

The deadline for submitting forms for the following week’s board meeting is Thursday on or before 1:00 p.m. Completed forms should be delivered to the Office of the Sibley County Auditor in person, or by e-mail at AgendaRequest@co.sibley.mn.us, or by fax (507) 237-4073, or by mail to PO Box 171, Gaylord, MN 55334. If you have any questions, please call the main office number at (507) 237-4070.

Important Notice: The Office of the Sibley County Auditor is authorized to reserve the right to return incomplete Agenda Request Forms. Last minute agenda requests will not be added unless there are extenuating circumstances and the Executive Committee (Board Chair, Vice-Chair, County Attorney, and County Auditor) has reviewed and approved the item to be added.

INSTRUCTIONS FOR COMPLETING FORM:

Date of Request: Date the form is being completed.

Requested Meeting Date: County Board meeting date you wish to attend. Board Meeting Calendar

Person Making Request: Name of individual(s) completing the form.

Presenter Name & Title: Name & official title of individual(s) appearing before the Board.

Department/Organization/Agency: What/whom you are representing.

Phone Number & Email Address: Contact information in case there are questions or additional information is needed.

Length of Time Needed: Estimated number of minutes needed.

Type of Agenda Item:

Action (check one):

Motion- A formal proposal by a member, in a meeting, that the assembly take certain action. The proposed action may be of substantive nature, or it may consist in expressing a certain view, or direction that a particular investigation be conducted and the findings reported to the assembly for possible further action, or the like.

Resolution- When a main motion is of such importance or length as to be in writing.

A draft of the motion or resolution (sample resolution template form provided) must accompany the Agenda Request Form. Please provide as much detail as possible. Make sure to include who, what, when, where, why, how, how much.

Agreement: All agreements, contracts, memorandums of understanding must be approved, as to form and execution, by the County Attorney prior to being presented to the County Board for approval. A minimum of three sets of the agreement must be provided with the completed Agenda Request Form. One original fully executed document must be filed with the County Auditor/Clerk of the Board.

Discussion or Informational: Items being presented that do not require Board action.

Report: A detailed account or statement of programs, activities, and/or services including financial and/or non-financial information.

Miscellaneous/Other: Specific details are required.

Brief Description: Sufficient details or background information must be given in order to help the County Board in making an informed decision.

Action Requested: Statement of the desired outcome or action by the Board (i.e. approval of . . ., or adoption of . . . , or authorization to . . .).

Financial Implications: Actual/Estimated Cost – define amount of request

Grant Funded, Property Tax Funded, Other (be specific) - where are the funds coming from?

Is cost budgeted in current year? Yes or No

If no, you must meet with the Budget Committee prior to meeting with the County Board.

Any contracts (i.e. services, equipment) pursuant to M.S. 471.345 must adhere to the following:

Contracts from $1.00-$24,999: May be made upon quotation or in the open market. Two quotations are recommended. This is at the discretion of the Department Head and/or County Board.

Contracts from $25,000-$100,000: Require two or more quotes or sealed bids. Quotes must include “not to exceed $______” language. This is at the discretion of the County Board.

Contracts over $100,000: Require sealed bids.

Important Reminder: Capital Equipment Purchases of $5,000.00 or more require prior County Board approval. (P05 Jan 04)

Supporting Documentation: Materials, if any, must be included with Agenda Request Form.

You must bring at least ten (10) copies to the meeting for distribution to the Commissioners, County Attorney, County Auditor/Clerk of the Board, the media, and the general public.

Adopted by the Sibley County Board of Commissioners-December 22, 2009.