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Home My WebLink AboutTrafficBoard_RulesAdministrativeProcedure f . CITY OF LAMSING TRAFFIC BOARD RULES OF ADMINISTRATIVE PROCEDURE The following rules of procedure are adopted by the City Traffic Board to facilitate the performance of its duties and the exer- cising of its responsibilities, in its advisory capacity , as set forth in Article 5 . 105 and 5 . 106 o" the 1978 City Charter. SECTION 1 .0 OFFICERS 1 . 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 elevQted office for more than two consecutive years. The Transportation Engineer shal.! be the Secretary of the Board . In event of his/her absence, the `transportation Engineer shall appoint a member of his/her staff ar, a secretary designee. 1 .2 TENURE The Chairperson and Vice Chairp ;.:;),.;on shall take office at the July meeting following their sel,_: ; : on and shall hold office for a term of one year or until thei" ,'-uccessors are elected and as- sume office. 1 . 3 DUTIES OF THE BOARD The Board shall perform the dut�:� L' and activities set forth in Section 5-106 of the 1978 City 1 .4 DUTIES OF THE CHAIRPERSON AND V,i CE CHAIRPERSON A. The Chairperson shall p1esic, at., all meetings and perform such other .duties as may be ozdeped by the Traffic Board. B: The Chairperson may appoint C: ?. standing and special com- mittees necessary to make a:j: cf=f e;ctive administrative and progressive body of this Boat°c: and to expedite certain func- tions of the Board . Ca The Vice Chairperson shall act; in the capacity of the Chair- person in his/her absence ; and, in the event the office of the Chairperson becomes vacant ,. the Vice Chairperson shall succeed to this office fc_— the LF' c spired term and the Board shall select a successor to ftb..c office of Vice Chairperson for the unexpired term. D. The Chairperson shall be n r_;:;:"fficio member of all commit- tees. The Transportation; Ei.t shall be an ex-officio member of all committees. SECTION 2. 0 DUTIES OF THE SECRETARY 2. 1 MINUTES A. The Secretary shall be responsible for maintaining the min- utes of the 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 distribu- ted to all voting Board members prior to the meeting at which they will be considered for approval . ?; B. The minutes of the Board meeting shall be filed in the office t.. of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or ef- fective until a co py of the minutes of the meeting at which such action was taken is filed with the City Clerk . 2.2 RECORDS The Secretary shall be responsible for keeping a record of all of the Board ' s transactions. 2. 3 COMMUNICATIONS, PETITIONS AND REPORTS All communications , petitions and reports shall be addressed to the Board and delivered or mailed to the Secretary. SECTION 3.0 MEETINGS 3. 1 GENERAL All meetings of the Traffic Board shall be conducted in accor- dance with the applicable provisions of the "Open Meetings Act of 1976 , " Public Act 267 of 1976 , as amended by Public Act 161 of 1981 . 3.2 REGULAR MEETING Meetings of the Traffic Board will be held the second Wednesday of every month at 7 :30 p.m. in the City Council Conference Room on the tenth floor of City Hall and at such other times and places as designated by the Board at a regular meeting . The Secretary may reschedule regular meetings as necessary to assure a quorum or to avoid conflict with other meetings. 3. 3 SPECIAL MEETINGS Special meetings may be called at the 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 meeting and shall cause each Board member to be served per- sonally with a notice of the meeting or shall cause the notice to 2 4h 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; provi- ded that a quorum is present. 3. 4 PUBLIC All regular and special meetings , hearings , records of the Board , its resolutions , transactions, findings and determinations, as well as acts shall be open to the public , except as otherwise provided by law. 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 Traffic Board will be recorded. 3. 5 QUORUM A. Five ( 5) members present shall constitute a quorum for the transaction of business, and concurring vote of five ( 5) members of the Traffic Board shall be necessary for official action. Any amendment to a motion is by majority vote of the members present . 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 are on the agenda. No action taken at such a meeting shall be final or official . 3.6 ATTENDANCE A. A Board member shall be regular in attendance . In the event a Board member is absent from three ( 3) consecutive regular meetings or twenty-five percent ( 25%) of all meetings in any 12 month period , unless such absences are excused , any Board member may ask that subject member explain his/her absences . After hearing the explanation, any member may move to excuse , warn, or recommend replacement of the subject member . Upon the requisite number of votes of the Board , the Board shall recommend to the Mayor the removal of the subject Board mem- ber. B. Such procedures shall not prohibit a member voluntarily re- signing from the Board . C. Following the roll call of Board members at any meeting , the Chairperson shall ask if any of the absent members had re- quested that their absence be excused . The Transportation Engineer or any member of the Board will relate to the Board 3 any such request macs to them and the reasons for that re- quest. A motion to excuse or not excuse that member shall be approved by a concurring vote of five ( 5) members present . 3 .7 ORDER OF BUSINESS Agenda : The Secretary shall prepare an agenda for meeting, and provide a copy to each Board member five or more days in advance of each regular meeting . 1 . Call to Order a. Roll Call b . Excused absences 2. Approval of Minutes 3. Public Comment or. Agenda Items The public may comment on any of the following items listed on the agenda: Communications and petitions, re- ports of the secretary, action items and informational items. 4 . Communications and Petitions 5. Reports of the Secretary 6 . Action Items a. Staff Presentation b. Board Questions c. Board Action 7 . Tabled Items 8. Informational Items 9 . Old Business 10. New Business 11 . Items for the Suspension of the Rules 12. Public Comment on Non-agenda Items 13. Adjournment 3.8 MOTIONS Motions shall be restated by the Chairperson before a vote is taken. The names of the persons making the motion and its second shall be. recorded. 4 3.9 VOTING Voting shall be recorded by verbal yeas and nays , unless other- wise ordered by the Chairperson. Every member present shall vote unless disqualified due to a conflict of interest and excused upon the vote of five (5) members present of the Board . 3. 10 NOTIFICATION OF BOARD ACTION A copy of the letter notifying the Mayor and City Council of ac- tion taken by the Traffic Board will be sent to the originators of a request for the Board to study a particular item. 3. 11 PARLIAMENTARY PROCEDURE In all matters of procedure , not covered by these Rules or by the provisions of the City Charter, the provisions of "Robert' s Rules of Order , Revised" shall control, with the exception that the Chairperson shall have a vote. SECTION 4 . 0 AMENDMENTS TO RULES OF PROCEDURE 4 . 1 AMENDMENTS Amendments to the Rules of Procedure may be initiated by any member of the Traffic Board at any regular meeting and voted upon at 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 five ( 5) members present shall be required to amend the Rules of Proce- dure. 4 . 2 SUSPENSION OF RULES It shall require the vote of five ( 5) members present of the Board to suspend the Rules of Procedure. Approved as to form only: -- P. __ U----------------- Al-van P. Knot, City Attorney 1 -12-77 3-26-87 5 Traffic Bd . Rules Passed April 27 , 1987 9 I 1 ch -��99 c� S_ J LU B Q ¢ v Y Z Z Q < UU = U CC U _U � � U � E-- UO g� Z 2 v — ~ N Z rn Q J