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6. Meetings are most effective and decision -making process is most efficient when quorum is met and agenda items needing to be voted on can be handled. If you are unable to attend a PTRC meeting, please contact at least _ days in advance of the meeting. 7. The PTRC cannot have any gatherings involving 6 or more members unless the city has publicly advertised them so that members of the public can join. The PTRC needs to post for the meeting a minimum of 3 days in advance (day of the mtg does not count as 1 of the days). 8. Similarly, the PTRC cannot have online discussions (email or text threads) involving 6 or more members. Procedures: • Adding items to the agenda: o Fill out a memo with its attachments (See Attachment B) o Make sure it's at least Eight (8) days prior to the meeting o Any memos will be emailed to our admin staff (Amy) and the PTRC Liaison (Matthew) to format. The PTRC Chair would let us know what order you would want the items in for the agenda, then Staff will format it correctly for publishing, printing and mailing. The item number at the top of the memo would be edited by staff to whatever order the PTRC Chair wishes. • When PTRC comes up with a new idea: o When we vote to make a recommendation or request, it may simply go through the Public Works department. However, it will most likely need to be presented to the city council at a work session; it may be several months before the PTRC can get on the work session schedule.HOW DO WE KNOW WHO TO BRING IT TO? • When City Council asks for input: PTRC discusses, votes, and sends input back through our Council liaison. • When Public Works is implementing next part of their plan and asks for PTRC input: • When PTRC makes content suggestions for the newsletter/facebook posts to the communications committee. If they approve it, it then needs to be approved by the city council. o Deadline for submission: Things we have learned: • If there is an area where PTRC would like to focus efforts on invasive species removal, discuss it with the Public Works staff and it may be set as a priority for the following year.