County leaders discuss agenda protocol

The Coryell County Commissioners Court talked about ways to improve the process of drafting and reviewing agendas before the bi-weekly commissioners court meetings.

The action and discussion was during the court's April 11 meeting.

"I believe we all, including you, Judge (County Judge Roger Miller) do not have a firm enough process for getting agenda items in and when the deadline is for getting items on the agenda," said Precinct 2 Commissioner Scott Weddle. "I certainly think we can craft a better process to make sure everyone is heard, and you are not waiting to put together the agenda. Do we need a subcommittee of the county judge, a commissioner, the county attorney, and county auditor regarding the agenda?"

Miller said multiple ways to handle the agenda have been in progress at different times.

"We've tried about six or seven different systems and processes of distributing the key things from my chair," he said. "Historically, one of the things has been not getting any feedback (from commissioners regarding the agenda).

"From my position, in trying to get a consistency, it also affects the county clerk's office and my assistant — it affects other people. If we can get that system down.”

Justin Latham, who had previously served as a county commissioner before becoming director of the road and bridge department, offered his view.

"It used to all be done by email," Latham said, noting that multiple drafts were sent to commissioners, who had until noon Thursday the week before a meeting to submit agenda items). I honestly think y'all are overthinking this."

Weddle said although different methods have been tried, he wondered if anything had been resolved.

"The judge said there have been seven different processes in place, has it ever been formalized?" he asked. "We don't have the opportunity to give any feedback or ability to request an agenda item."

Precinct 1 Commissioner Kyle Matthews offered his take.

"I would say the agenda is a function of the court and should be done by noon Thursday (the week before a meeting)," he said. "It is an embarrassment in my opinion if a citizen knows about an agenda item before a commissioner."

"I agree," Weddle said. "If I don't get an item in by the deadline, that's on me."

Miller said decorum indicates "an item be submitted five days before the meeting," which also lines up with a Thursday deadline.

Matthews said the format "was adopted by the court but it can be modified by the court. It is a template to follow to make sure everything is done legally."

Latham said when he was on the commissioners court, he received an email update every morning.

Weddle noted that County Attorney Brandon Belt, who was not present at the April 11 meeting, requested the item be placed on the agenda.

"He has his own comments and concerns," Weddle said. "I suggest we table it (delaying action) until the next scheduled meeting when Mr. Belt is here, and he can offer his opinions as well."

Matthews seconded the motion, meaning the item could be taken up again at the April 25 meeting of the commissioners court.