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Home > About Us > Napa County Fair Association > Bylaws & Policies > Public Meeting Format

Public Meeting Format


Availability of Information:

Board agendas are available on this website, under the About tab. All materials relating to an agenda item for an open session of a regular meeting of the Board of Directors which are provided to a majority or all of the members of the Board by Board members, staff or the public within 72 hours of but prior to the meeting will be available for public inspection, on and after the time of such distribution, in the office of the Board of Directors (Fair Office), 1435 North Oak Street, Calistoga, CA; between the hours of 9:00 a.m. and 4:00 p.m. except for holidays. As a courtesy, materials relating to an agenda item may also be made available online under the About tab. Materials distributed to a majority or all of the members of the Board at the meeting will be available for public inspection at the public meeting if prepared by the members of the Board or staff and after the public meeting if prepared by some other person. Availability of materials related to agenda items for public inspection does not include materials which are exempt from public disclosure.

Submission of Information:

The Board encourages submission of written comments relevant to Board agenda items at least three days before the meeting where the item will be discussed. The submission of written comments allows the Board more time to consider the matter and, in situations of significant public interest, may enable the Board to consider a greater amount of input than if comments are presented orally at the meeting. Written comments submitted after Agenda materials have been distributed to the Board and at least one day prior to a meeting will be delivered to each Director before the meeting and will be made available for the public at the Association Office.

Public Comment (Items Not Listed on the Agenda):

Pursuant to Government Code Section 54954.3 (the Brown Act), this is the time allotted for the public to address the Board on subjects relevant to the Association that are not on the agenda. Please be aware that the Board cannot take action on items that are not on the agenda. The Chair may, however, at its discretion, briefly respond to statements made or questions posed by the public, ask for clarification from staff, refer the matter to staff, request staff to report back on the matter, or request staff to place the matter on a future agenda.

Public Comment (Items Listed on the Agenda):

Pursuant to Government Code Section 54954.3, the public may address the Board on each agenda item during the Board's consideration of that item. Each speaker may state his or her name for the record before speaking. Depending on the number of speakers or the interest in the item, the Chair may, at its discretion, limit the period of comment for each speaker. The Chair may also restrict, at its discretion, the time allotted for each speaker if the speaker's public comments become irrelevant to the agenda item or if the comments become repetitious.

Consent Calendar Items:

Consent Calendar items are to be considered routine in nature and the associated staff recommendation for each item is approval by a single motion. Any interested party or member of the Board may request removal of an item from the Consent Calendar for purposes of considering alternative action, extended discussion, or public comment. Consent Calendar items removed from the agenda are considered next in the order of the agenda.

Administrative Items:

Administrative items include significant policy and administrative actions and are classified by strategic goals and/or program areas.

Closed Session:

The Board will convene in Open Session at the stated time, but will adjourn to any Closed Sessions listed on the agenda at the stated time. The Board will reconvene in Open Session following any Closed Session.

Special Assistance for the Disabled:

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Association Office at (707) 942-5111 or Notification at least 24 hours before the meeting will enable the Board to make reasonable arrangements to ensure accessibility to this meeting. [CFR 35.102-35.104 ADA Title II].

Code of Conduct

It is the Board’s policy that, above all else, its meetings be conducted:
  • With fairness for all concerned
  • With sufficient attention to detail as to be responsible for the direction of the Association;
  • In as expeditious a manner as possible;
  • With the best interests of the Association always considered of foremost importance;
  • With attention paid to the discussion and determination of matters of policy only, leaving the day-to-day operation of the Association in the hands of the Chief Executive Officer.

The following order shall be applied to all items listed on the Agenda. The Chair shall preserve order and decorum, and shall decide questions of order and procedure not otherwise provided for in the Association policies and rules. In the absence of the Chair, the Vice-Chair shall perform all duties assigned to the Chair by these policies and the Association’s Bylaws.

The Chair will:
  • Introduce each agenda item and, where appropriate, ask for the staff report;
  • Open for Public Comment and following such, close Public Comment;
  • Open for Board discussion;
  • Where appropriate, call for a motion and then vote.

Any member of the audience desiring to address the board on a matter on the agenda must proceed to the rostrum at the given time and, after receiving recognition from the Chair, give your name and your comments or questions. In order that all interested parties have an opportunity to speak, please be brief and limit your comments to the specific subject under discussion. Time limitations on individual speakers or on groups of speakers on a particular topic shall be at the discretion of the Chair, to allow for the orderly and efficient conduct of the meeting.

Disorderly conduct during meetings will not be tolerated including, but not limited to the use of threatening, profane, or abusive language. Any person engaging in such conduct shall be issued a single warning by the Chair and, if the conduct persists, asked to leave the meeting. If that person refuses to leave, the meeting may be adjourned. Pursuant to Government Code Section 54957.9, if a group willfully interrupts a meeting and order cannot be restored, the room may be cleared.
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