MMC Meeting & Agenda Preparation 2 — Questions and Answers
Question 1: Under Robert's Rules of Order, what is the proper term for the item that allows the governing body to change the adopted agenda during a meeting?
- Motion to Reconsider
- Suspend the Rules (Correct answer)
- Point of Order
- Previous Question
Correct answer: Suspend the Rules
Suspending the rules by a two-thirds vote allows the body to deviate from the adopted agenda order or add items.
Question 2: Which of the following best describes a 'consent calendar' (or consent agenda) in municipal meetings?
- A list of controversial items requiring extended debate
- A grouping of routine, non-controversial items approved with a single vote (Correct answer)
- An agenda reserved solely for closed-session items
- A calendar tracking future meeting dates
Correct answer: A grouping of routine, non-controversial items approved with a single vote
A consent calendar bundles routine items for single-vote approval, allowing the body to focus time on substantive matters.
Question 3: When must a municipal clerk typically provide the agenda to council members before a regular meeting under most state open meetings laws?
- At least 72 hours in advance (Correct answer)
- At least 24 hours in advance
- Immediately before the meeting begins
- One week in advance only for special meetings
Correct answer: At least 72 hours in advance
Many state statutes require agenda posting at least 72 hours before a regular public meeting to ensure transparency.
Question 4: What is the primary purpose of an 'action item' designation on a municipal agenda?
- To notify the public that no vote will occur on that item
- To flag items scheduled for closed session
- To signal that the governing body is expected to take a formal vote (Correct answer)
- To indicate items delegated solely to staff
Correct answer: To signal that the governing body is expected to take a formal vote
Marking an item as an 'action item' informs attendees that the council intends to deliberate and vote on it at that meeting.
Question 5: A clerk is preparing a meeting packet. Which document should appear FIRST in the packet to orient council members?
- Staff reports
- Draft minutes from the previous meeting
- The meeting agenda (Correct answer)
- Financial statements
Correct answer: The meeting agenda
The agenda serves as the roadmap for the meeting and should lead the packet so members can orient all supporting documents to agenda items.
Question 6: Which element is legally required on most municipal meeting agendas under sunshine/open-meetings laws?
- Estimated duration for each agenda item
- Names of all expected public speakers
- Sufficient description of each item to inform the public (Correct answer)
- Full text of all proposed ordinances
Correct answer: Sufficient description of each item to inform the public
Open meetings laws generally require agenda descriptions detailed enough that the public can identify the subject matter to be discussed or acted upon.
Question 7: If a council member requests an item be added to the next meeting's agenda, what is the most appropriate process for the municipal clerk?
- Add it immediately without informing the mayor
- Refer the request to the mayor or city manager per local policy, then include if approved (Correct answer)
- Refuse the request because agendas must be set by staff only
- Post the item on the website without formal council approval
Correct answer: Refer the request to the mayor or city manager per local policy, then include if approved
Most local governments require agenda requests to flow through the mayor, council chair, or city manager before the clerk includes them, following established policy.
MMC Meeting & Agenda Preparation 2
Under Robert's Rules of Order, what is the proper term for the item that allows the governing body to change the adopted agenda during a meeting?