[Editor's Note: This is part seven of a multi-part series of articles on the Grant County Commission work session on March 19, 2019 and regular meeting of March 21, 2019.]

By Mary Alice Murphy

At the work session on March 19, 2019, commissioners took part in a discussion on holding evening meetings instead of the morning ones as is now the norm.

Commissioner Harry Browne noted that he wanted to include the agenda in the discussion, as "it is not working the way I expected. We put the county reports ahead of presentations, but I expected the department heads could leave after their reports, but they stay around and listen, so it just puts off what other people are here for."

Commissioner Alicia Edwards said she was thinking that the work session could be in the evening. "It would be more convenient for people who work. I'm not in favor of changing the meetings from morning to evening every other month. We need to keep it consistent. I think we have an obligation to make the meetings accessible."

Commission Chairman Chris Ponce suggested having the regular meeting in the evenings and the work session in the mornings.

Edwards said she thought the work sessions should be held in the evenings, because it where the bulk of the work is done. "It's why we put the presentations on the work session agenda."

Browne said many times when he came to a meeting it was to the regular meeting to see the decisions being made. "That's why my inclination is to have the regular meetings in the evenings."

County Manager Charlene Webb said that whatever changes were made would have to be put into the Open Meetings Act. "If we have the work session in the evening and go too late, we may miss the time to be able to get notice out of changes in the agenda. Even with a month to collect items for the agenda, sometimes we have to scramble to get them on the agenda. Two meetings a month were less of a burden on my office, because we could spread things out or know that we had another meeting in two weeks if a last-minute item came in. There are pros and cons to both, and I've danced my way all the way around them," she said with a smile and chuckle.

Browne said perhaps two regular sessions and two work sessions would make sense, "and leave staff reports at the first session of the month."

Commissioner Javier Salas said this procedure is to develop a system. "We will have people in the seats or not."

Commissioner Billy Billings noted that the particular discussion was starting at the beginning of the fourth hour of that meeting. And if they held evening meetings, it could be late by the time they were over.

Edwards tended to agree with the twice a month, with the items spread out over two meetings. "We wouldn't have to have the financial report both times or have the elected or department head reports at both meetings."

"Whatever you decide, we will have to approve an amended Open Meetings Act," Webb emphasized.

Billings also noted that some people would have to be paid overtime for evening meetings, particularly the Executive Assistant Bernadette Coleman.

At the regular meeting, the conversation on evening meetings continued. Edwards asked if something were to be proposed at the meeting or would the decision be made later on days, times, why and when.

Webb said it was just discussion at this point. "I will solicit input from the elected officials to get clearer on their points of view."

Edwards moved to table it to the April meeting, and Webb said she would make a request of elected officials and department heads to get feedback.

Ponce asked that a decision be made soon. "Citizens have expressed a need for evening meetings. We need to resolve it at the next meeting."

Edwards asked that her constituents contact her.

Browne said two work sessions and two regular meetings are still on the table.

Salas said: "I hope we come up with what is the most logical."

Edwards also noted the agenda items were not in the right order.

County Attorney Abigail Burgess said she would put out a calendar to the commissioners to put their ideas on it. "Once we get a plan, we have to revise the Open Meetings Act resolution and that will take about two months."

Edwards amended her motion to table the issue of evening meetings and to have resolution on the issue at the April meeting.

The next agenda item for the work session was requested by Ponce. "I want to make sure we're all on the same page for what's on the agenda and how things are being put on the agenda, so everyone knows what's on the agenda."

Billings had two comments on the agenda. "One, county management should have free rein on what to put on the agenda; and Two, it should include things we want on the agenda, what county officials want on the agenda, and what the public requests to be put on the agenda."

Browne said his concern with the agenda is being informed about the agenda items. "I ask that Charlene or Bernadette send us an email to notify us of new agenda items."

Salas asked what qualified as an agenda item.

Billings said that during reports that commissioners hear and make, if an issue is serious enough it can get put on the agenda. "Can anyone from anywhere get on the agenda?"

Browne said he thought the chairman should decide. "If it's a minor issue, tell the person to talk about it in public input. If it's serious enough, put it on the agenda."

Webb said there are certain things that she can put on the agenda. "If it's not normal, I run it through the chairman. Or people could fill in a form and then we would run it through the chairman."

Edwards said that puts a lot of pressure on the chairman.

Billings said he would like commissioners to be able to put items on the agenda.

"We are also in the position of what content is allowed on the agenda," Burgess said. "I think we should stay away from one person deciding what goes on the agenda. A suggestion would be to have a commissioner sponsor an item requested by a citizen. For instance, in the Feb. 21 meeting, some commissioners sponsored speakers, then other commissioners sponsored speakers."

Webb said sometimes the county gets a list of the speakers and other times, the person who requests shows up with four people.

Edwards said that can be managed for agenda items. "They have to stay on topic and have a time limit no matter how many speakers they bring."

Coleman said the time limit is 15 minutes.

"It's our job to make sure that we have enough information and that the speakers follow the rules," Edwards said. "It is also our responsibility to hear all sides of an issue."

Burgess asked the commissioners to give her their ideas on agenda items and she can address the legality.

Billings said his main concern was an item being put on the agenda, and "it's a surprise to us."

Edwards said any of the commissioners could look it up on their Novus platform. She asked Webb if they updated it all through the month, and Webb replied that they do update it.

Browne said the technology should not be a problem.

Coleman said the process should be simple. "If a person comes with a request, ask if they have a commissioner sponsor. I sometimes have to wait on putting out the agenda until Friday evening when I finally get a document. The document must be available according to the rules at least 10 days ahead, so we need to make sure people meet the deadline."

Edwards asked who was responsible to get it on the agenda. "Say there's an item and I'm the sponsor. But if the document isn't there in time, then it's off the agenda."

Webb clarified that the problem is not usually the public. "It's us or the state. It's something that the clerk or Abby has to have on now to meet a deadline. Otherwise, it would require lots of special meetings."

Edwards asked if two meetings would help and got a "probably" answer.

Browne suggested the item be tabled on Thursday, with the thoughts that two meetings would help and that not all presentations should require a document and that perhaps an outline would do.

Edwards asked if they went to two meetings would the deadline be five days instead of 10 days ahead of time.

Coleman said 10 days would be less onerous for the manager's office.

At the regular meeting, although a decision was tabled, discussion still took place.

Edwards said the commissioners should have drafts of possible agenda order. "We need to look at them and put our ideas in writing."

"I would like all commissioners be prepared with no surprises," Ponce said.

On the topic of who should be on the agenda, Burgess asked that the commissioners run it by her in advance. "If I think it would put us in a bad position, I may say no."

Ponce said the intent is not who, but that the commissioners be informed so they can be prepared.

Coleman and Webb agreed that that might not always be possible.

Billings said he feels like he is overnotified. Ponce said he feels undernotified.

"We are violating our own policy by adding things at the last minute," Webb said. "I try to meet with each of you. Whenever you ask to add an agenda item after I've met with you, it's a problem. We continue to ask for an agenda item to be gotten to us 10 days in advance in order to put it on the agenda."

Ponce agreed it should apply to every commissioner.

The 2018 volunteer firefighters annual reporting form for PERA (Public Employees Retirements Association) were listed and approved at the regular meeting. They include the reports from Cliff/Gila, Fort Bayard, Lower Mimbres, Sapillo Creek, Tyrone and Whiskey Creek.

Two items on the agenda were discussed and approved together. They are the agreements with the Aging and Long-Term Services Department for the purchase and installation of meals equipment in the Gila Senior Center and also at the Mimbres Senior Center.

The next item on the agenda addressing the JPA for Dispatch will be covered in the next article, along with the rest of the agenda items.