Montezuma County Commissioners often receive questions about the structure of their meetings. Residents who attend have sometimes expressed frustration with not receiving immediate answers during the public comment period or with being unable to discuss topics not on the agenda. These concerns are understandable – and they are also part of why the county uses a structured meeting format.
Several years ago, the commissioners shifted from holding only official meetings to a workshop/meeting schedule. This change was designed to provide greater transparency, more discussion time and clearer decision-making processes.
Monday workshops are where agenda items are first presented. During workshops, commissioners can ask questions, explore options and have more open dialogue with staff and community members. Workshops are intentionally more flexible and conversational.
Tuesday meetings, on the other hand, are the Board of County Commissioners’ formal, official meetings. This is where decisions are made, votes are taken and minutes are recorded. Because these meetings create the official public record, they must follow a more structured process.
Structure equals efficiency
A controlled meeting begins at the scheduled time – demonstrating respect for everyone’s time. The BOCC agenda often includes reports and requests from department heads, elected officials and community members. Their time is valuable, and commissioners strive to ensure it is used efficiently.
A clear agenda helps keep the discussion focused on the issues at hand. Participants know what topics will be addressed, what decisions may be made and what outcomes are expected. This clarity helps prevent meetings from drifting off-topic or stretching out unnecessarily.
In contrast, an uncontrolled meeting – one without an agenda or defined procedures – can wander off course, miss key issues or become unproductive. The purpose becomes muddled, leaving participants unsure whether anything was decided.
Open meetings requirements
Structured meetings also help the commissioners stay in compliance with state open meetings laws. These laws require that all discussions involving public business be conducted openly, with adequate notice to the community and with clear agendas posted in advance. They also limit when and how the board can discuss items that are not on the agenda, helping ensure transparency and preventing decisions from being made behind closed doors. By complying with these legal requirements, the BOCC protects public access, maintains trust and ensures that all county business is conducted lawfully and accountably.
Robert’s Rules of Order
Robert’s Rules of Order, first published in 1876, provide the parliamentary structure used in formal meetings across the country. These rules guide every stage of a board meeting, from the call to order to adjournment. Their purpose is straightforward:
- Keep meetings organized and on-topic.
- Ensure fairness in board processes.
- Guarantee equal rights for all board members.
- Support transparent decision-making.
By following Robert’s Rules, the BOCC ensures that the business of the county is conducted efficiently, respectfully and consistently. Without this established structure, meetings could quickly become chaotic, take longer than necessary and accomplish far less.
Structure that serves the public
While structured meetings may feel restrictive at times, the goal is to create a fair, transparent and efficient process that respects the time and interests of the entire community and follows all applicable laws. The workshop/meeting system enables both open discussion and formal decision-making, helping ensure that Montezuma County government remains responsive, organized and effective.
The Montezuma County Board of Commissioners is Chairman Jim Candelaria (District 1), Vice Chairman Kent Lindsay (District 2) and Commissioner of Deeds Gerald Koppenhafer (District 3).
