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HomeMy WebLinkAboutMedical Marihuana Commission Rules of Procedure-City of Lansing-Clerk Swope XV A. 1. a. S _.,inns Swope Lansing City Clerk jcHlG December 29, 2017 President and Members of the Lansing City Council 10th Floor City Hall Lansing, MI 48933 Re: Medical Marihuana Commission Rules of Procedure Dear President and Members of Council: The attached Medical Marihuana Commission Rules of Procedurehave been approved by the City Attorney and submitted to my office. The Lansing City Charter provides "The rules shall be effective at the conclusion of the Council meetings at which they are received unless the Council directs otherwise." The Charter further provides "The Council may object to the rules in whole or in part and may return them to the board proposing their adoption with a statement of its objections and recommendations. Sincerely, C�i_� Chris Swope, CIVIC Lansing City Clerk Lansing City Clerk's Office Ninth Floor, City Hall, 124 W. Michigan Ave., Lansing, MI 48933-1695 517-483-4131 m TDD 517-483-4479^ 517-377-0068 FAX www.lansingmi.gov/clerk o clerk@lansingmi.gov XV A. 1.b. City of Lansing Medical Marihuana Commission RULES OF PROCEDURE The following rules of procedure are adopted by the Lansing Medical Marihuana Commission (herein "Commission") to facilitate the performance of its duties and the exercising of its responsibilities, in its capacity as set forth in Article 5, Chapter 1 of the Lansing City Charter and Chapter 1300 of the Lansing Code of Ordinances. Section 1.0 OFFICERS 1.1 Selection of Officers A. The Commission shall, at its first annual meeting, elect from among the members a Chairperson and Vice Chairperson by a majority vote. B. The terms of office for the Chairperson and the Vice Chairperson shall expire upon the date of December 31 of each year. C. If either position is vacated for whatever reason, the remaining members shall elect from the seated members a new chairperson or vice chairperson to fulfill the unexpired terms by a majority vote. D. The City Clerk or his/her designee shall be the Recording Secretary of the Medical Marihuana Commission. The Recording Secretary is not entitled to vote on matters before the Commission. 1.2 Duties of the Commission The Commission shall perform the duties and activities set forth in Chapter 1300 of the Lansing Code of Ordinances. 1.3 Duties of the Chairperson The duties of the Chairperson shall be as follows: A. The Chairperson shall preside at all meetings of the Commission; perform such other duties as may be directed by the Commission; and perform such other duties as are normal and customary to said office. B. The Vice Chairperson shall act in the capacity of the Chairperson in the event of the Chairperson's absence or incapacity or for the balance of the Chairperson's term (Ord. No. 1300, § 09-07-2017). 1.4 Duties of the Recording Secretary 1 The duties of the Recording Secretary are as follows: A. The Recording Secretary shall be responsible for maintaining the minutes of Commission meetings and shall have them available in suitable volumes. Proposed minutes shall be available for public inspection no later than eight (8) business days after that meeting. Approved minutes shall be available for public inspection not later than five(5) business days after the meeting at which the minutes are approved. Copies of the minutes shall be distributed to all Commission members prior to the meeting at which they will be considered for approval. B. The Recording Secretary shall file the approved minutes of each Commission meeting in the office of the City Clerk as a public record. C. The Recording Secretary shall be responsible for keeping a record of all of the Commission's activity. D. All communications, petitions, applications and reports shall be addressed to the Commission and delivered or mailed to the Recording Secretary. E. The Recording Secretary shall perform other duties as the Commission may determine or direct and perform such other duties as are normal and customary to said office. ' t F. The Recording Secretary shall cooperate and assist the City Freedom of Information Act officer in responding to requests for information in accordance with the Michigan Freedom of Information Act, being 1977 PA 442 as amended; MCL 15.231 et. seq. Section 2.0 MEETINGS 2.1 Meetings A. The Commission shall vote annually on a schedule of meeting times. The meetings shall be held at those times unless cancelled by the Chairperson or rescheduled by vote. B. The business conducted by the Medical Marihuana Commission shall be open to the public and held in compliance with Act 267 of the Public Acts of 1976, as amended, being MCL 15.261 to 15.275. Public notice of the time, date and place of such meetings shall be given in the manner required by the Act. C. Members of the public are permitted to attend the Commission meetings and shall have a reasonable opportunity to speak on issues before the i i Commission, provided that the Commission may limit the time for public comment and the length of time permitted to all speakers generally, and may grant such additional time to any speaker as the Commission deems consistent with its carrying out of its duties and functions. D. Special meetings may be called by the Chair or any two members of the Commission. 2.2 Quorum A. The physical presence of three (3) members shall constitute a quorum for commission meetings. B. A majority vote of members physically present at a duly convened meeting of the commission, a quorum being present, shall be necessary for any action. Electronic or telephonic presence shall not constitute physical presence; nor shall any such means be utilized for voting or decision making purposes. C. Whenever a quorum is not present at a meeting,those present may adjourn the meeting or may meet as a Committee of the Whole for the purpose of receiving information and accepting public comments on such matters as are on the agenda. However, no official action(s)may be taken. 2.3 Attendance A. Commission members shall attend scheduled meetings regularly. B. Following roll call, the Chairperson shall inquire whether any absent member had requested their absence be excused. The Recording Secretary or any member of the Commission may relay to the Chairperson any such request made to them and the reason for that request. A motion to excuse that member may be approved by a majority vote of the members at a meeting in which there is a quorum. C. Any Commission member who is absent without being excused from three (3) consecutive meetings may be removed from the Commission in accordance with Article 5, Chapter 1-105.7 of the Lansing City Charter. D. The Chairperson shall transmit notice of these absences to the Mayor by letter upon an affirmative vote of two (2)members. E. Such procedures do not prohibit a member from voluntary resignation. 2.4 Motions A. Motions made by any member shall be restated by the Chairperson before a vote is taken. B. The names of the persons making the motion shall be recorded in the minutes. 2.5 Voting A. Voting shall be recorded by verbal ayes and nays, unless otherwise ordered by the Chairperson, except that roll call votes shall be taken on official action and determinations. B. All members of the Commission in attendance shall vote on all matters unless recused. 2.6 Ex Officio Non-Voting Members The Chief of Police (or a designee), the Chief of the Fire Department (or a designee) and the Director of Planning and Neighborhood Development (or a designee) shall serve and advise the commission in an ex officio non-voting capacity. 2.7 Parliamentary Procedure Except where they conflict with these rules, meetings shall be conducted according to Robert's Rules of Order, Revised. Section 3.0 ADOPTION AND AMENDMENT 3.1 Adoption of Rules of Procedure After approval by the Commission, the rules of procedure shall be submitted to the City Attorney for approval as to form. The rules shall then be submitted to the City Clerk for transmission to the City Council. The rules shall be effective at the conclusion of the Council meetings at which they are received unless the Council directs otherwise. 3.2 Amendments to the Rules of Procedure Amendments to the Rules of Procedure may be initiated by any member of the Commission at any regular meeting and voted upon at the next regular meeting. All Commission members must be notified of such amendments by mail at least three (3) days before the amendment is to be voted upon. The affirmative vote of five(3)members present shall be required to amend the Rules of Procedure. i i i The amended rules of procedure shall be submitted to the City Attorney for approval as to form. The rules shall then be submitted to the City Clerk for transmission to the City Council. The rules shall be effective at the conclusion of the Council meetings at which they are received unless the Council directs otherwise. 3.3 Suspension of Rules It shall require a majority of those members present of the Commission to suspend the Rules of Procedure. Approved as to form only: Cify Attorney