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 Wednesday on or before 4:00 p.m.  Completed forms and supporting documentation(s) 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.  Any incomplete forms received by the Auditor’s Office may be denied and returned to their respective department head.  Any forms received after the deadline will be placed on the Agenda for the next board meeting.

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:

Request (sequence) of (total) :  Identify the total number of agenda item requests being submitted and in what sequence the item should appear on the agenda.

Date of Request:  Date the form is being completed.

Requested Meeting Date:  County Board meeting date you wish to attend.  2012 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.

Time Preference:  Indicate the time that would work best with your schedule.  Please take notice every effort will be made to honor your time preference, however there are no guarantees.

Type of Action Agenda Item:

Action:  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.  Each action item requires a separate Board Agenda Request Form.

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.  These documents must be submitted to the County Attorney at least one week prior to the form deadline to give sufficient time to review.    A minimum of three sets of the agreement must be provided with the completed Agenda Request Form.  Signature pages should be flagged (i.e. post-it notes or “sign here” flags).  One original fully executed document must be filed with the County Auditor/Clerk of the Board.

Required Signature Block on all Agreements, Contracts, Memorandums of Understanding: 

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

Type of Non-Action Agenda Item:

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.

Misc./Other:  Specific details are required.

                Multiple non-action items may be submitted together on one Board Agenda Request Form.

Agenda Item Narrative:  All agenda items, whether they are action or non-action, require a narrative. Sufficient details or background information must be given in order to help the County Board in making an informed decision.  Supporting documentation/materials must be included with the Agenda Request Form.  Also, 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.

Financial Implications:   
Cost –   Define amount of request and identify whether cost is  actual or estimated; or, indicate if not applicable

Grant Funded, Property Tax Funded, Other (be specific) - where are the funds coming from?
Is cost budgeted in current year?  Yes or No

If not budgeted in current year, has cost been approved by the Budget Committee?  Yes or No

Provide the date in which the Budget Committee met and approved the cost

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

Contracts from $1.00-$25,000: 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 $25,000.01-$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. (P11Jan04)

Adopted by the Sibley County Board of Commissioners-December 13, 2011.