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HomeMy WebLinkAboutCivicCenter_ProceduresPolicies POLICIES AND PROCEDURES OF THE LANSING CIVIC CENTER A. FUNCTIONS OF BOARD 1 . Board at its regular meetings shall review the progress and planning of the Manager to insure that all activities are in accordance with City policy. Board may propose changes in operations for purpose of making its programs more effective. 2. Proposed policies and programs or changes in existing policies or programs requiring Council action shall be submitted by the Manager to the advisory board prior to submission to the Mayor and Council for action. Board's written recommendations concerning the proposals shall be submitted to the Mayor along with the Manager's proposal . When the Mayor submits the proposal to the Council for action, the Board's recommendations shall also be trans- mitted to the Council along with that of the Mayor. 3. The Civic Center's budget material , including capital improvement proposals , shall be submitted to the advisory board before submission to the Mayor and the Board's written recommendations shall be submitted to the Mayor along with the Manager's recommendations. The Mayor shall transmit the Board's recommendations to the Council along with budget material for the Civic Center. 4. The Board shall , prior to December 1 , prepare a written report evaluating the effectiveness and analyzing the status and priorities for services and activities of the Civic Center. Copies thereof shall be filed with the Mayor, the Council and the Clerk. 5. The Board may develop its own proposals for new or altered policies and programs and transmit these to the Mayor and City Council . 6. Manager of the Civic Center shall attend all of its meetings and supply necessary secretarial services. B. RULES OF PROCEDURE 1 . Board shall organize itself for the conduct of its business and select its own officers including a Secretary who shall be responsible for the minutes of the board meetings. 2. Board shall adopt its own rules of procedure consistent with the Charter. 3. The rules shall state the schedule of the regular board meetings which shall not conflict with regular meetings of the City Council . 4. The rules shall require the public notice of all meetings. 5. Rules shall require the public reasonable opportunity to be heard at all regular meetings of the board. 6.. All board meetings shall be required to be open to the public to the same extent as meetings of the City Council . B. CONTINUED 7. The rules shall define the extent to which non-attendance at meetings may be grounds for removal from office. 8. All 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 trans- mission to the City Council . The rules shall be effective at the conclusion of the Council meeting at which they are received unless the Council directs otherwise. 9. Council may object to the rules in whole or in part and may return them to the Board with a statement of its objections and recommendations. 10. Minutes of all board meetings shall be filed in the office of the Clerk as a public record. No official action taken by the Board at any meeting shall be valid or effective until a copy of the minutes at which action was taken is filed with the Clerk. 11 . Members of advisory boards shall serve without compensation, but the City Council may authorize the payment of the actual and necessary expenses of board members. RULES OF PROCEDURE OF CIVIC CENTER BOARD 1 . Regular Meetings of the Board shall be held on the third Tuesday of each month at 7:30 p.m. in Parlor D (or available space) at the Civic Center. Notice of meetings for fiscal year to be posted at City Hall and in Civic Center and with the City Clerk prior to July 1st. 2. Speci.al meetings shall be called, if necessary, by the Chairperson. Notice shall be given by the Secretary to Board Members at least forty-eight (48) hours prior to such meeting, stating purpose and time of meeting. Public notice shall be posted at least eighteen (18) hours in advance of such meeting stating date, time, and place of such meeting. In all other respects , public notice of meetings shall be posted in accordance with the requirements of the Michigan Open Meetings Act. 3. At the July meeting the Board shall elect a Board Chairperson, Vice-Chairperson and Secretary. Term of office shall be one year. 4. Officers shall take office at the closing of such meeting and terminate at close of such meeting the following year. 5. Duties of the Officers are as follows: a. Board Chairperson shall conduct meetings according to presented Agenda. b. Board Chairperson shall appoint committees as deemed necessary for study or recommendation on any item as presented at Regular Meetings . c. Vice-Chairperson shall conduct meeting in the absence of Chairperson. In event the office of Chairperson becomes vacant, the Vice-Chairperson shall succeed to this office for the unexpired term. d. The Secretary shall be responsible for maintaining the minutes of Board meetings. Copies of minutes shall be distributed to Board members prior to the meeting at which they will be considered. Minutes of the Board meetings shall be filed in the office of the City Clerk as a public record. No official action taken by the Board at any meeting (regular or special ) shall be valid or effective until a copy of Minutes of the meeting at which action was taken, shall have been filed with the City Clerk. 6. All regular and special meetings, records of the Board, its resolutions, acts and transactions shall be open to the public. 7. Five members shall constitute a quorum for transaction of business and taking official action. If no quorum is present at regular meeting, those present may adjourn to another time or may meet as a Committee of the Whole for con- sideration of items on the Agenda. No action taken at such meeting shall be final or official until ratified at meeting with quorum present. 8. Board members shall be regular in attendance. In the event a member is absent from three (3) consecutive meetings, a majority vote by members present may request his resignation and replacement. Chairperson shall excuse member for valid reason for more than three meetings. 9. Order of Business at meetings shall be according to Agenda prepared prior to such meeting and as follows: a. Call meeting to order b. Roll Call . c. Approval of Minutes. d. Public may address Board. Limited to 3 minutes unless waived by Board. e. Committee reports as required by appointment of special committees. f. Unfinished Business. g. New Business h. Manager's Report. j . Announcements. k. Adjournment. 10. All motions shall be restated by the Chair before vote is taken. Names of person making motion and its second shall be recored and transmitted in the minutes. 11 . Voting shall be verbal unless otherwise ordered by the Chairperson. 12. Execpt where otherwise specified, meetings shall be conducted according to Robert's Rules of Order, with the exception that the Chairperson shall have a vote. a Iq;l �,t,llgl" c�Y 114 m City of L A N S I N G ' _ ntuugmnm •• tnm I N T E R 0 F F I CE C 0 M M U N I CAT I ON 7� TO: THEO FULTON, City Clerk FROM: CHRIS A. BERGSTROM, Assistant City Attorney DATE: 9/26/79 SUBJECT: Rules of Procedure - Lansing Civic Center Board Appended hereto please find the proposed Rules of Procedure for the Lansing Civic Center Board, which have been approved as to form by this office. At your convenience, would you kindly transmit these rules to City Council for their consideration and approval. Thank-you for your consideration. Very truly yours, • . jI• CHRIS A. BERGS;TROM Assistant City Attorney CAB/tg App rn k O'1 r, C �J GOP