4:30 p.m. – 5:00 p.m.
Discussion on Governing Body Rules of Procedures

5:00 p.m. – 6:00 p.m.
Continued Discussion on Proposed Supplemental Regulations Article 4 (11 
Divisions) of the Land Use Regulations

The meeting will be held at Aztec City Hall, 201 W. Chaco, Aztec, NM 787410.

City of Aztec
/s/ Rebecca L. Howard
City Clerk

A Resolution Concerning the Governing Body Meetings and Public Notice Required

WHEREAS, the Aztec City Commission, is a policy making body as defined in the New Mexico Open Meetings Act (N.M.S.A. 1978, Section 10-15-1 et seq.); and

WHEREAS, Section 10-15-1B, NMSA 1978 provides that “all meeting of a quorum of members of any board, commission or other policy-making body of any state agency, or agency or authority of any county, municipality, district, or any political subdivision held for the purpose of taking any action within the authority of or the delegated authority of such board, commission or the policy-making body, is declared to be public meetings open to the public at all times, except as otherwise provided in the constitution or the provision of the Open Meetings Act; and

WHEREAS; Section 10-15-3A, NMSA 1978 provides that “No resolution, rule, regulation, 
ordinance or action of any board, commission, committee, or other policy- making body shall be valid unless taken or made at a meeting held in accordance with the requirements of Section 10-15-1 NMSA, 1978,” and

WHEREAS; Section 10-15-4, NMSA 1978 provides that “Any person violating any of the provisions of Section 10-15-1 NMSA 1978 is guilty of a misdemeanor and upon conviction shall be punished by a fine of not more that five hundred dollars ($500.00) for each offense,” and

WHEREAS:  Section 10-15-1D requires that “Any meeting at which the discussion or adoption of any proposed resolution, rule, regulation or formal action occurs, and at which a majority or quorum of the body is in attendance, and any closed meetings, shall be held only after reasonable notice to the public. 

WHEREAS, all public bodies are required to determine, at least annually, in a public meeting, reasonable notice provisions for public meetings of the public body;

NOW, THEREFORE, BE IT RESOLVED that the Aztec City Commission, of Aztec, New Mexico, adopts the following open meeting policy:
 

1.	The regularly scheduled meetings of the governing body will be held at 6:00 p.m., first and third Tuesday of each month in the Commission Room of City Hall located at 201 West Chaco in Aztec. If there is a need for a special workshop it will be scheduled according to need. In the event that the regular meeting date falls on a legal holiday or Election Day, the governing body may cancel or designate an alternate meeting date and shall cause advance notice of the change to be published as provided in this resolution. In the event that a regular meeting of the governing body is changed to a different location, advance notice of the meeting location shall be published as provided in this resolution.
2.	Notice of all meetings shall be available at City Hall, 201 W Chaco, Aztec, New Mexico and on the City’s website. Notice of all meetings shall be given to all broadcast stations licensed by the Federal Communications Commission and newspapers of general circulation that have provided a written request for such notice. Notice of all meetings will be mailed or faxed to all local news media.
3.	Notice of all meetings shall include information on how the public may obtain a copy of a preliminary or finals agenda. A final agenda for all meetings shall be available at City Hall and on the City’s Website, no later than 24 hours preceding the meeting.
4.	Special Meetings: Notice shall be given at least three (3) days in advance of any special meeting of a quorum of the members of the governing body, board, commission, committee, agency, authority or other policy-making body held for the purpose of discussing public business or taking any formal action with the authority of such body. An agenda shall be available to the public at least 24 hours prior to any special meeting.
5.	Emergency Meetings which demand immediate action to protect the health, safety, and property of citizens or to protect the public body from substantial financial loss shall be held as required, with as much advance notice as the emergency permits.
6.	Telephone Conference: A member of the governing body or any board, commission, committee, agency or other policy-making body may participate in a meeting of the public body by means of a telephone conference or other similar communications equipment when it is otherwise difficult or impossible for the member to attend the meeting in person, provided that each member participating by telephone conference can be identified when speaking, and all participants are able to hear each other at the same time members of the public attending the meeting are able to hear any member of the public body who speaks during the meeting.
7.	Citizens Input: A maximum of three (3) minutes will be allowed during Citizens Input.
8.	Presentations: A maximum of 10 minutes (an extension may be granted by the Mayor) will be allowed for each presentation. A copy of the presentation and/or any related documents, if available, shall be presented to the City Clerk prior to preparing the Commission packets.
9.	Closed Meetings shall be held in the following manner:   a) If the Commission is in an open meeting when a closed meeting is desired and authorized by the Open meetings Act, then the closed meeting shall be approved on motion by a majority of a quorum of the City Commission, and the authority for closure shall be stated in the motion. b) If the Commission is not in a public meeting and a closed meeting is desired and authorized, public notice, appropriate under the circumstances, shall be given stating the authority for the closure. c) Following completion of any closed meeting, the minutes of the open meeting that was closed, or the minutes of the next open meeting if the closed meeting was separately scheduled, shall state that the matters discussed in the closed meeting were limited only to those specified in the motion or notice for closure.
10.	Once transcribed, all minutes produced, as result of open meetings will be open for public inspection. Tapes and CD’s are recycled or destroyed after the minutes are approved.
11.	All meetings shall be conducted in accordance with accepted parliamentary procedures.
12.	The Aztec Advisory Boards and Committees will follow the requirements as stated above.  Meetings are scheduled to be held as follows:   Airport Advisory Board Second Monday of each quarter at 6:00 p.m., (or to be determined by the President), Commission Room at City Hall. Library Advisory Board Second Wednesday of each month at 6:00 p.m., at the Library. Lodger’s Tax Advisory Board Quarterly on the Third Wednesday of January, April, July and October at 6:00 p.m., Commission Room at City Hall. Planning and Zoning Board Second Tuesday of each month at 5:30 p.m., Commission Room at City Hall. Utility Advisory Board Third Monday of each month at 5:30 p.m., Commission Room at City Hall. Economic Development Advisory Committee Third Thursday of each month at 8:00 a.m., Commission Room at City Hall. Capital Improvements Advisory Committee Tentatively once a month, date and time to be determined, Commission Room at City Hall.

PASSED, APPROVED AND ADOPTED this 18th day of March, 2008

CITY OF AZTEC

/s/ Mayor Sally Burbridge

ATTEST:

/s/ Rebecca L. Howard, City Clerk