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HomeMy WebLinkAbout2016 01 12 memorial review board rules of admin proc.as adopted CITY OF LANSING MEMORIAL REVIEW BOARD RULES OF ADMINISTRATIVE PROCEDURE The following rules of procedure are adopted by the Lansing Memorial Review Board (herein "Board") 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 1034 of the Lansing Code of Ordinances. Section 1.0 OFFICERS 1.1 Selection of Officers A. The Board shall, at its first meeting, elect from among the members a Chairperson and Vice Chairperson. B. The terms of office for the Chairperson and Vice Chairperson shall expire upon the date of June 301h of each year or the election of successor whichever shall later occur OR upon resignation or removal of that person from the Board of Ethics. C. Whenever both positions are vacated for whatever reason, the remaining members shall elect from the seated members a new chairperson and vice chairperson to fulfill the unexpired terms. D. The Board shall designate a Recording Secretary of the Memorial Review Board. If the Recording Secretary is not a member of the Board, the Recording Secretary shall not be entitled to vote on matters before the Board. 1.2 Duties of the Board The Board shall perform the duties and activities set forth in Chapter 1034 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 Board; perform such other duties as may be directed by the Board; 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. 1.4 Duties of the Recording Secretary The duties of the Recording Secretary are as follows: A. The Recording 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 minutes shall be distributed to all Board members prior to the meeting at which they will be considered for approval. B. The Recording Secretary shall file the approved minutes of each Board 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 Board's transactions. D. All communications, petitions, applications and reports shall be addressed to the Board and delivered or mailed to the Recording Secretary. E. The Recording Secretary shall perform other duties as the Board may determine or direct and perform such other duties as are normal and customary to said office. 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 Board shall vote annually on a schedule of meeting times. The meetings shall be held .at these times unless cancelled by the Chairperson or rescheduled by vote. B. The business conducted by the Memorial Review Board 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. (Ord. No. 1147, § 1, 12-8-09) C. Members of the general public are permitted to attend the Board meetings and shall have a reasonable opportunity to speak on issues before the Board, provided that the Board 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 Board deems consistent with its carrying out of its duties and functions. 2.2 Quorum A. A majority of the persons on the Board appointed and serving, shall constitute a quorum for the transaction of business. B. The Board shall take no official action or make any determination without the concurrence of a majority of a quorum. 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. Board members shall be regular in their meeting attendance. B. Following the roll call of Board members at any meeting, the Chairperson shall inquire whether any absent member had requested their absence be excused. The Recording Secretary or any member of the Board may relate to the Chairperson any such request made to them and the reasons 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 Board member who is absent without being excused from three (3) consecutive meetings may be removed from the Board in accordance with Section 5-105.7 of the Lansing City Charter. D. The Chairperson shall transmit notice of these absences to the Mayor by letter upon an affirmative vote of four(4)members. E. Such procedures do not prohibit a member from voluntary resignation. 2.4 Order of Business The Agenda for each meeting, prepared by the Recording Secretary, shall contain the following elements: 1. Call to Order A. Roll Call B. Excused Absences 2. Approval of the Agenda 3. Communications 4. Business Session A. Approval of Minutes B. Reports, Presentation, Board Questions and Discussions C. Old Business D New Business E. Board Member Comments 5. Items under Suspension of the Rules 6. Public Comment 7. Adjournment 2.5 Motions A. Motions shall be restated by the Chairperson before a vote is taken. B. The names of the persons making the motion and its second shall be recorded in the minutes. 2.6 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 Board in attendance shall vote on all matters unless recused. C. The Chairperson shall vote last. 2.7 Notification of the Board Action A copy of the letter notifying the Mayor and City Council of action taken by the Board will be sent to the originators of a request for the Board to study a particular item. 2.8 Parliamentary Procedure Meetings shall be conducted according to Robert's Rules of Order, Revised (except the Chairperson shall be entitled to vote). Section 3.0 AMENDMENTS 3.1 Amendments to the Rules of Administrative Procedure 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 by mail at least three (3) 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 Administrative Procedure. 3.2 Suspension of Rules It shall require a majority of those members present of the Board to suspend the Rules of Administrative Procedure. THESE RULES OFADMINISTRATIVE PROCEDURE ARE ADOPTED THE 12th DAY OF JANUARY, 2016. MEMORIAL REVIEW BOARD Approved as to form only: City Attorney