As we gear up for the December 4, 2025, commission meeting, all staff involved in presenting should begin preparing their materials in alignment with our agency process and timeline.

Key December deadlines:

• Agenda items due: October 15
• Storylines due: October 24
• Memos and presentations due: November 7
• Final materials review: November 8-17
• ‍Commissioner packet review: November 18– December 3‍
• Commission meeting: December 4

These dates will also be included on the internal staff calendar! (Don't forget to subscribe!)

Submittal Process

1. If you’re presenting, start by working with your supervisor to confirm your agenda item.
2. Next, submit a storyline document (using the template below) to the executive director and department heads by October 24. This should clearly outline the content of your planned memo and presentation.
3. Your memo and PowerPoint presentation are both due by November 7. Please send them to the executive assistant and communications director via email, along with any other required files. If the PowerPoint is too large to email, please save the file in the y-drive in it’s correct meeting presentation folder here: Y:\Files\@Conservation_Commission\Commission Meetings\2025 Meetings.
4. Final materials will be reviewed and included in the packet, which goes out to commissioners 10 days before the meeting.

Templates

All materials and templates can be found on the intranet and are linked below:

• Storyline Template PDF | Word | Example
• Meeting materials documents (PDF)
• Memo Template (Word) ‍
• Presentation  Template (PPT)

Also, the January meeting will be here before we know it, so we wanted to make sure that everyone had those dates on their calendars as well.

Key January deadlines:

• Agenda items due: December 15
• Storylines due: December 22
• Memos and presentations due: December 30
• Final materials review: December 31 - January 6‍
• Commissioner packet review: January 6-14‍
• Commission meeting: January 15

If you have questions about the process, please reach out to Paige DeChambeau. For project-specific guidance, talk with your supervisor.