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HomeMy WebLinkAboutCable Advisory CITY OF LANSING TELECOMMUNICATIONS & CABLE ADVISORY BOARD RULES OF ADMINISTRATIVE PROCEDURE The following Rules of Procedure are adopted by the Telecommunications &Cable Advisory Board to facilitate the performance of its duties and the exercising of its responsibilities, in its advisory capacity, as set forth in Section 5-105 of the City Charter, and Sections 810.21, 810.22 and 810.23 of the Codified Ordinances of the City of Lansing. SECTION 1.0 = MEETINGS IIA GENERAL All meetings of the Telecommunications & Cable Advisory Board shall be conducted in accordance with the applicable provisions of the "Open Meetings Act of 1976," Public Act 276 of 1976, as amended. 1.2REGULAR MEETINGS The Telecommunications & Cable Advisory Board will hold regular meetings on a bi- monthly basis beginning with February of each year. Meetings will be scheduled to begin at 5:30 PM on the second Wednesday of the month. The normal site of meetings will be the City Council conference room on the 10t" floor of City Hall. Meetings may be rescheduled as necessary to assure a quorum or to avoid conflict wit other meetings. All scheduled meetings will be listed on the weekly schedule prepared by the Council staff and provided to the media and others on the Council mailing list. 1.3SPECIAL MEETINGS Special meetings may be called at the request of the Chairperson or at the request of a majority of the members serving. At least 18 hours before a special meeting,the Secretary shall post public notice of the meeting and the business expected to be conducted. The Secretary shall also cause each Board member to be served personally with a notice of the special meeting or, alternatively, shall cause the notice to be left at the usual place of residence of Board members. No business shall be conducted at any special meeting except that stated in the notice of the meeting. 1.4LEGALITY OF MEETINGS 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 LANSING CITY COUNCIL LEGISLATIVE ITEMS;OCTOBER 25,2004 RESOLUTIONS event that any member(s) be absent, all absent members shall have, in writing, waived the requirement that notice be given, provided that a quorum is present. 1.5MEETINGS TO BE PUBLIC All regular and special meetings, hearings, records of the Board, its resolutions, transactions, findings, determinations and recommendations, as well as its acts, shall be open and accessible to the public, except as otherwise provided by law. The Secretary shall be responsible for furnishing Board documents to citizens upon request, and as directed by the Chairperson. 1.8PUBLIC COMMENT The public shall have a reasonable opportunity to be heard at all Board meetings open to the public. The name of each person addressing the Board will be recorded. The Chairperson shall have authority to set time limits, if necessary, to insure that all persons desiring to address the Board may do so. Any time limit set by the Chairperson for public speakers may be extended on an individual basis by a majority vote of the Board. 1.7QUORUM A. A majority of members serving physically present shall constitute a quorum for the transaction of Board business, and a concurring vote of the majority of members serving shall be necessary for official action on any item. B. Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day, or may meet as a Committee of the Whole for the purpose of considering such matters as may be on the agenda. No action taken at such a meeting shall be final or official until ratified at the next meeting having a quorum present. 1.8ATTENDANCE A. Board members shall be regular in attendance. Following the roll call of Board members at every meeting, the Chairperson shall ask if any of the absent members had requested that their absence be excused. The Secretary and Board members shall advise the Board of any such request made to them and the reasons given for the request. A motion to excuse or not excuse an absent member shall require a majority of members serving votes to be considered approved. B. In the event a Board member has unexcused absences from two consecutive regular meetings, or any two (2) special meetings within a 12-month period, any other Board member may request an explanation of absences. After hearing such explanation, any Board member may move to excuse, warn, or recommend removal of the subject LANSING CITY COUNCIL LEGISLATIVE ITEMS;OCTOBER 25, 2004 RESOLUTIONS member. A motion to recommend to the Mayor that a Board member be removed for poor attendance shall require a majority of serving members affirmative votes to be considered approved. C. Such procedures shall not prohibit a member from voluntarily resigning from the Board. 1.90RDER OF BUSINESS A. The Secretary, in consultation with the Chairperson, shall prepare an agenda for each regular and special meeting. Board members may request placement of items on the agenda, submect to approval by the Chairperson, and provided that such items are within the charge of the Board as specified in Section 810.22 of the Codified Ordinances of the City of Lansing. Copies of the agendas shall be provided to Board members at least two days in advance of each regular meeting, and as early as possible for each special meeting. B. The order of business at Board meetings shall be as follows: 1. Call to Order a. Roll Call b. Excused Absences 2. Review and Approval of Minutes 3. Public comment on Agenda Items 4. Communications and Petitions 5. Action Items 6. Discussion and Pending Items 7. Reports 8. Receipt of Late Items (action requires suspension of Rules) 9. Public Comment 10.Adjournment C. Action by the Board shall be limited to items on the printed agenda. Late items, including communications and petitions from members of the public in attendance, may be received at any meeting for later discussion and action. If the Board desires to take action on a late item just received, members must first approve, by a two-thirds majority, a motion to suspend this Rule. Such motion shall contain an explanation of why immediate action is necessary on the item. 1.10 MOTIONS Motions shall be restated by the Chairperson before a vote is taken. The maker of the motion shall be identified for the record. After the vote, the Secretary shall announce whether the motion carries or fails. LANSING CITY COUNCIL LEGISLATIVE ITEMS; OCTOBER 25,2004 RESOLUTIONS 1.11 VOTING Voting shall be recorded by verbal yeas and nays, unless a roll call is demanded. Every member present shall vote on all motions. The only exception to this Rule is approval of a motion, by a two-thirds majority, to excuse a Board member from voting on an item due to a conflict of interest. 1.12 PARLIAMENTARY PROCEDURE In all matters of procedure not covered by these Rules or by provisions of the City Charter, the provisions of Mason's Manual of Legislative Procedure shall control. The Chairperson of the Board shall have the right to vote on all motions. SECTION 2.0 - OFFICERS 2.1 SELECTION The Board shall, at the June meeting, elect from among the voting members, a Chairperson and a Vice Chairperson. An officer of the Board shall not hold the same elected office for more than two consecutive years. 2.2TENURE The Chairperson and Vice Chairperson shall assume their duties immediately following their election and shall hold office for a term of one year or until their successors are elected and assume office. 2.3 DUTIES OF THE CHAIRPERSON AND VICE CHAIRPERSON A. The Chairperson shall preside at all meetings and perform such other duties as may be required by the Board. B. The Chairperson may appoint Board members to any ad hoc committees created to explore issues related to the Board's functions. C. The Vice Chairperson shall act in the capacity of the Chairperson in his/her absence. In the event of a vacancy in the office of Chairperson, the Vice Chairperson shall succeed to this office for the unexpired term, and the Board shall select a successor to the office of Vice Chairperson for the unexpired term. D. The Chairperson shall be an ex-officio member of all ad hoc committees. SECTION 3.0 - SECRETARY LANSING CITY COUNCIL LEGISLATIVE ITEMS; OCTOBER 25, 2004 RESOLUTIONS 3.1 DESIGNATION The CITY-TV Manager shall serve as Secretary to the Board. In the event of his/her absence, CITY-TV Assistant shall perform the duties of Secretary to the Board. The Secretary shall not vote on matters of Board business. 3.2 DUTIES OF THE SECRETARY A. The Secretary shall be responsible for maintaining the minutes of Board 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 the meeting to which the minutes refer. Approved minutes shall be available for public inspection no later than five (5) business days after the meeting to which the minutes are approved. Copies of the proposed minutes shall be distributed to all Board members prior to the meeting at which they will be considered for approval. B. The Secretary shall file approved minutes of Board meetings in the office of the City Clerk as part of a public record and no official action taken by the Board at any meeting shall be considered effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk. C. The Secretary shall prepare communications to the Mayor and City Council containing the Board's actions, positions and recommendations on matters of Board business. D. The Secretary shall forward to the Board, via Board meeting agendas, copies of all communications and petitions, as well as referrals from the Mayor and City Council. SECTION 4.0 - AMENDMENTS TO RULES OF PROCEDURE 4.1 AMENDMENTS Amendments to these Rules of Procedures may be initiated by any member of the Board at any regular meeting and may be voted upon not sooner than the next regular meeting. All Board members must be notified of such amendments by mail at least five (5) days before the amendment is to be voted upon. The affirmative vote of a majority of those members present shall be required to amend the Rules of Procedure. 4.2SUSPENSION OF RULES LANSING CITY COUNCIL LEGISLATIVE ITEMS;OCTOBER 25,2004 RESOLUTIONS It shall require the vote of a majority of the Board members serving to suspend the Rules of Procedures. Approved by the TELECOMMUNICATIONS&CABLE ADVISORY BOARD ON September S.2004 Approved by the COMMITTEE ON GENERAL SERVICES October 20,2004 LANSING CITY COUNCIL LEGISLATIVE ITEMS; OCTOBER 25,2004 RESOLUTIONS 12--03-93A08 : 35 RCVD RCVD CITY OF LANSING CABLE ADVISORY BOARD RULES OF ADMINISTRATIVE PROCEDURE The following rules of procedure are adopted by the Lansing Cable Advisory Board to facilitate the performance of its duties and the exercising of its responsibilities, in its advisory capacity, as set forth in Section 5-105 of the City Charter, and Sections 810.21, 810.22 and 810.23 of the Codified Ordinances of the City of Lansing. SECTION 1.0 -- MEETINGS 1 . 1 GENERAL All meetings of the Cable Advisory Board shall be conducted in accordance with the applicable provisions of the "Open Meetings Act of 1976," Public Act 276 of 1976, as amended. 1 . 2 REGULAR MEETINGS The Cable Advisory Board will hold regular meetings on a monthly basis. Meetings will be scheduled to begin at 5:30 PM on the first Wednesday of the month. The normal site of meetings will be the City Council Chambers on the loth floor of City Hall. Meetings may be rescheduled as necessary to assure a quorum or to avoid conflict with other meetings. All scheduled meetings will be listed on the weekly schedule prepared by the Council Staff and provided to the media and others on the Council mailing list. 1 . 3 SPECIAL MEETINGS Special meetings may be called at the request of the Chairperson or at the request of five (5) members of the Board. At least 18 hours before a special meeting, the Secretary shall post public notice of the meeting and the business expected to be conducted. The Secretary shall also cause each Board member to be served personally with a notice of the special meeting or, alternatively, shall cause the notice to be left at the usual place of 1 residence of Board members. No business shall be conducted at any special meeting except that stated in the notice of the meeting. 1 . 4 LEGALITY OF MEETINGS 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(s) be absent, all absent members shall have, in writing, waived the requirement that notice be given, provided that a quorum is present. 1 .5 MEETINGS TO BE PUBLIC All regular and special meetings, hearings, records of the Board, its resolutions, transactions, findings, determinations and recommendations, as well as its acts, shall be open and accessible to the public, except as. otherwise provided by law. The Secretary shall be responsible for furnishing Board documents to citizens upon request, and as directed by the Chairperson. 1 . 6 PUBLIC COMMENT The public shall have a reasonable opportunity to be heard at all Board meetings open to the public. The name and address of each person addressing the Board will be recorded. The Chairperson shall have authority to set time limits, if necessary, to insure that all persons desiring to address the Board may do so. Any time limit set by the Chairperson for public speakers may be extended on an individual basis by a majority vote of the Board. 1 .7 QUORUM A. Five (5) members physically present shall constitute a quorum for the transaction of Board business, and a concurring vote of five (5) members shall be necessary for official action on any item. B. Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day, or may meet as a Committee of the Whole for the purpose of considering such 2 matters as may be on the agenda. No action taken at such a meeting shall be final or official until ratified at the next meeting having a quorum present. 1 . 8 ATTENDANCE A. Board members shall be regular in attendance. Following the roll call of Board members at every meeting, the Chairperson shall ask if any of the absent members had requested that their absence be excused. The Secretary and Board members shall advise the Board of any such request made to them and the reasons given for the request. A motion to excuse or not excuse an absent member shall require five (5) votes to be considered approved. B. In the event a Board member has unexcused absences from two consecutive regular meetings, or any two (2) special meetings within a 12-month period, any other Board member may request an explanation of the absences. After hearing such explanation, any Board member may move to excuse, warn, or recommend removal of the subject member. A motion to recommend to the Mayor that a Board member be removed for poor attendance shall require five (5) affirmative votes to be considered approved. C. Such procedures shall not prohibit a member from voluntarily resigning from the Board. 1 . 9 ORDER OF BUSINESS A. The Secretary, in consultation with the Chairperson, shall prepare an agenda for each regular and special meeting. Board members may request placement of items on the agenda, subject to approval by the Chairperson, and provided that such items are within the charge of the Board as specified in Section 810.22 of the Codified Ordinances of the City of Lansing. Copies of the agendas shall be provided to Board members at least three days in advance of each regular meeting, and as early as possible for each special meeting. B. The order of business at Board meetings shall be as follows: 1 . Call to Order a. Roll Call 3 b. Excused Absences 2. Review and Approval of Minutes 3. Public Comment on Agenda Items 4. Communications and Petitions 5. Reports 6. Action Items 7. Discussion and Pending Items 8. Tabled Items 9. Receipt of Late Items (action requires suspension of Rules) 10. Public Comment 11 . Adjournment C Action by the Board shall be limited to items on the printed agenda. Late items, including communications and petitions from members of the public in attendance, may be received at any meeting for later discussion and action. If the Board desires to take action on a late item just received, members must first approve, by a two-thirds majority, a motion to suspend this Rule. Such motion shall contain an explanation of why immediate action is necessary on the item. 1 .10 MOTIONS Motions shall be restated by the Chairperson before a vote is taken. The maker of the motion shall be identified for the record. After the vote, the Secretary shall announce whether the motion carries or fails. 1 . 11 VOTING Voting shall be recorded by verbal yeas and nays, unless a roll call is demanded. Every member present shall vote on all motions. The only exception to this Rule is approval of a motion, by a two-thirds majority, to excuse a Board member from voting on an item due to a conflict of interest. 1 . 12 PARLIAMENTARY PROCEDURE In all matters of procedure not covered by these Rules .or by provisions of the City Charter, the provisions of Mason's Manual of Legislative Procedure shall control. The Chairperson of the Board shall have the right to vote on all motions. 4 SECTION 2.0 -- OFFICERS 2. 1 SELECTION The Board shall, at the June meeting, elect from among the voting members, a Chairperson and a Vice Chairperson. An officer of the Board shall not hold the same elected office for more than two consecutive years. 2. 2 TENURE The Chairperson and Vice Chairperson shall assume their duties immediately following their election and shall hold office for a term of one year or until their successors are elected and assume office. 2. 3 DUTIES OF THE CHAIRPERSON AND VICE CHAIRPERSON A. The Chairperson shall preside at all meetings and perform such other duties as may be required by the Board. B. The Chairperson may appoint Board members to any ad hoc committees created to explore issues related to the Board's functions. C. The Vice Chairperson shall act in the capacity of the Chairperson in his/her absence. In the event of a vacancy in the office of Chairperson, the Vice Chairperson shall succeed to this office for the unexpired term, and the Board shall select a successor to the office of Vice Chairperson for the unexpired term. D. The Chairperson shall be an ex-officio member of all ad hoc committees. SECTION 3.0 -- SECRETARY 3 . 1 DESIGNATION The City Council's Principal Legislative Assistant shall serve as Secretary to the Board. In the event of his/her absence, the Council's Administrative 5 Secretary shall perform the duties of Secretary to the Board. The Secretary shall not vote on matters of Board business. 3 .2 DUTIES OF THE SECRETARY A. The Secretary shall be responsible for maintaining the minutes of Board 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 the meeting to which the minutes refer. 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 proposed minutes shall be distributed to all Board members prior to the meeting at which they will be considered for approval. B. The Secretary shall file approved minutes of Board meetings in the office of the City Clerk as a public record and no official action taken by the Board at any meeting shall be considered effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk. C The Secretary shall prepare communications to the Mayor and City Council containing the Board's actions, positions and recommendations on matters of Board business. D. The Secretary shall forward to the Board, via Board meeting agendas, copies of all communications and petitions, as well as referrals from the Mayor and City Council. E. The Secretary shall maintain files of Board records, which shall be available for public inspection in the City Council Office. SECTION 4.0 -- AMENDMENTS TO RULES OF PROCEDURE 4 . 1 AMENDMENTS Amendments to these Rules of Procedure may be initiated by any member of the Board at any regular meeting and may be voted upon not sooner than the next regular meeting. All Board members must be notified of such amendments by mail at least five (5) days before the amendment is 6 to be voted upon. The affirmative vote of five (5) members present shall be required to amend the Rules of Procedure. 4 . 2 SUSPENSION OF RULES It shall require the vote of two-thirds of the Board members serving to suspend the Rules of Procedure. APPROVED BY THE CABLE ADVISORY BOARD ON JUNE 19, 1991 FILED BY CITY COUNCIL (i.e., became effective) JULY 29, 1991 APPROVED AS TO FORM ONLY ALVAN P. KNOT City Attorney 7