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HomeMy WebLinkAboutPublic Service Board Rules of Admin Procedure 8.28.18.Final May 2, 2018 CITY OF LANSING In 23 BOARD OF PUBLIC SERVICE RULES OF ADMINISTRATIVE PROCEDURE The following Rules of Administrative Procedure are adopted by the Board of Public Service (hereinafter referred to as the "Board") to facilitate the performance of its duties and the exercise of its responsibilities as set forth in Article 5, Sections 5-105 and 5-106 of the City Charter. SECTION 1.0: OFFICERS 1.1 Organization, Election and Tenure of Officers The Board shall organize, at its first meeting following July 1 st of each year, by electing one (1) member as Chairperson and one (1) member as Vice Chairperson, and each shall hold office for one (1) year, or until a successor is elected and assumes office. In the event the Chairperson resigns, or is removed by a majority vote of the Board, a new Chairperson shall be elected to serve the remainder of the unexpired term, and the same procedure shall apply for the Vice Chairperson. A Board member shall not hold the office of Chairperson or V ice Chairperson for more than two consecutive years. In the case where no other member is willing to serve as Chairperson, the rule "no more than two consecutive years" may be suspended by an affirmative vote of five members present at a meeting of the Board. 1.2 Duties of the Chairperson and Vice Chairperson It shall be the Chairperson's duty (or in the Chairperson's absence, the Vice Chairperson's) to preside at all meetings of the Board; to see that all orders and regulations are executed and complied with; and to perform such other duties as may be lawfully required by the Board or which the City Council may by ordinance or resolution prescribe as provided for by the City Charter. The Chairperson may appoint standing and special committees as necessary to make an effective administrative and progressive body of this Board and to expedite certain functions of the Board. The Chairperson shall be an ex-officio member of all committees. The Transportation Engineer shall be ex-officio member of all traffic Committees. The Vice Chairperson shall enforce the three (3) minute rule for public comment at the Board meetings, per Section 2.5. 1.3 Election and Duties of Secretary A. The Board shall, at its first meeting following July 1 st of each year, select a Secretary who shall hold office for one (1) year, or until a successor is selected, unless the Secretary either resigns or is removed by a majority vote of the Board. If the Secretary of the Board is not a member of the Board, then the Secretary must be an employee of the Public Service Department and may accrue compensatory time in lieu of overtime for services rendered. Final May 2, 2018 B. The Secretary shall be responsible for preparing and maintaining the minutes of the Board Meetings. Copies of the proposed minutes shall be distributed to all Board members prior to the meeting at which they will be considered for approval. The minutes of the Board meeting shall be filed in the office of the City Clerk and shall become effective the date of filing. C. The Secretary shall be responsible for keeping record of all the Board's transactions. All communications, petitions and reports shall be addressed to the Board and delivered to the Secretary by mail or in person. SECTION 2.0: MEETINGS 2.1 Regular and Special Meetings The Board shall hold one (1) regular meeting each month to be held on the second Thursday of each month at 11:30 a.m., unless otherwise scheduled by action of the Board, and such other meetings as it deems necessary to carry on efficient and effective policies of the good of the Public Service Department, unless modified in advance by the Board. The Chairperson may reschedule regular meetings as necessary to assure a quorum or to avoid conflict with other meetings. Members must be physically present to be considered in attendance. 2.2 Special Meetings Special meetings may be called at the written request of the Chairperson or of five (5) members of the Board. At least eighteen (18) hours before the meeting, the Secretary shall give public notice of the meeting and shall cause each Board member to be served personally with a notice of the meeting or shall cause the notice to be left at the usual place of residence of the Board member. No business shall be transacted at any special meeting except that stated in the notice of the meeting. Notwithstanding the foregoing requirements for the calling of special meetings, any special meeting of the Board shall be a legal special meeting if all members are present or in the event that any member or members be absent, if all absent members have in writing, waived the requirements that notice be given; provided that a quorum is present. 2.3 Public Meetings All meetings and hearings of the Board; its records, resolutions, transactions, findings and determinations, shall be open to the public, except as otherwise provided by law. The public shall have a reasonable opportunity to be heard or make public comment at all Board meetings open to the public. The name and address of each person addressing the Board will be recorded. All meetings of the Board shall be in accordance with the Open Meetings Act of 1976, P.A. 267 ("Act"), as amended and in effect at the time of such meeting. Public notice of meetings shall be given in accordance with this Act. 2 Final May 2, 2018 2.4 Quorum, Motions and Voting A. Five (5) members present shall constitute a quorum for the transaction of business. Electronic presence or voting is not permitted. In the absence of a quorum, those present may adj ourn the meeting to another day or may meet as a Committee of the Whole for the purpose of considering such matters as are on the agenda. No action taken at such a meeting shall be final or official. A majority affirmative vote of members present at any meeting, a quorum being present, is necessary for any action to be effective. B. A consent agenda may be presented by the Chairperson prior to or at the beginning of a meeting. Items may be removed from the consent agenda on the request of any one member. Items not removed may be adopted by general consent without debate. Removed items may be taken up either immediately after the consent agenda or placed later on the agenda at the discretion of the Chairperson. C. The names of the persons making each motion and its second shall be recorded. Any amendment to a motion is by majority vote of the members present. Motions may, and upon request of a member shall, be restated by the Chairperson before a vote is taken. Voting shall be recorded by verbal yeas and nays, unless otherwise ordered by the Chairperson. Every member present shall vote unless disqualified due to a conflict of interest and excused by a five (5) member vote. 2.5 Attendance of Meetings A. Board members shall not absent themselves from regular meetings without having notified the Chairperson or the designated representative. After Roll Call the Chairperson shall ask if there are any excused absences. All Board members shall attend no less than 75% of the meetings nor miss more than three (3) consecutive meetings in a calendar year unless excused. B. After an explanation of excessive absenteeism, any Board member may move to excuse, warn or recommend replacement of a Board member. After an affirmative vote of five Board members at a meeting of the Board, a quorum being present, a recommendation may be made to the Mayor to remove a Board member. C. Such requirements and procedures shall not prohibit a member voluntarily resigning from the Board. 2.6 Meeting Agenda and Order of Business The Chairperson and/or Director of Public Service shall be responsible for preparing an agenda of business along with appropriate visual aid or applicable description of each specific item to be considered at that meeting and delivering same to each member at least five (5) days before each regular meeting. Unless otherwise approved, the Order of Business shall be: �3 Final May 2, 2018 1. Call to Order a. Roll Call b. Excused Absences 2. Adjustments/Approvals of the Agenda 3. Approval of Minutes of Previous Meeting 4. Citizen Comments on Agenda Items (Chairperson may limit comments to Agenda Items provided that opportunity to comment on non -agenda items is provided as set forth at #12 below. Time Limit = three (3) minutes per speaker. 5. Action Items a. Consent Agenda b. Other items 6. Reports from Officers 7. Report from the Director of Public Service 8. Unfinished Business a. Old Business b. Tabled Business 9. New Business 10. Communications and Information Items 11. Items for the Suspension of the Rules 12. Public Comment on Non -Agenda Items Time Limit = three (3) minutes per speaker 13. Adjournment The order of business may be changed by motion and a majority vote of Board members present at any given meeting. 2.7 Other Procedures and Rules Suspension In all matters ofprocedure not covered by these rules or by the provisions ofthe City Charter, the provisions of "Robert's Rules of Order, Revised" shall control, with the exception that the Chairperson shall have a vote. It shall require a vote of five (5) members present of the Board to suspend the Rules of Administrative Procedure. SECTION 3.0 AMENDMENT OF RULES Amendments to the Rules of Administrative Procedure may be initiated by any member of the Board at any regular meeting and voted upon at the next regular meeting. All Board members must be notified of such amendments at least five (5) days before the amendment is to be voted upon. The affirmative vote of five (5) 4 Final May 2, 2018 members present at a meeting of the Board shall be required to amend these Rules of Administrative Procedure. WrdFm)zz) orney