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HomeMy WebLinkAbout2016 01 12 memorial review rules of admin procedure CITY OF LANSING-MEMORIAL REVIEW BOAD RULES OF ADMINISTRATIVE PROCEDURE The following mles of procedure are adopted by the Lansing Memorial Review Board lerein "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 1978 Lansing City Charter including amendments adopted in 1993 and 1994 and Chapter 1034 of the Lansing Code of Ordinances. . Section 1.0 OFFICERS AND EX-OFFICIO MEMBERS 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 Chairperson and Vice Chaitperson shall take office inImediately upon their election. C. Whenever both positions are vacated for whatever reason, the remaining members shall elect from the seated membets a new chairpetson 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 Commission. 1.2 Duties of the Board The Board shall perform the duties and activities set forili in Chapter 1034 of Me Lansing Code of Ordinances. 1.3 Duties of ilie Chairperson The duties of the Chairperson shall be as follows: 1 A. The Chairperson shall preside at all meetings of the Commission; perform such other duties as may be directed by the Commission; 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 maintalrung 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 ae 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 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 2 Section 2.0 MEETINGS 2.1 Meetings A. The Board shall vote annually on a schedule of meeting times. '.;!;:he me.e.tings-shall-be•held.at-drem'Pirnekmless-Giu]Gel!efr#'e£laGk-DLagenda items-or-e-sGhednled hy.:ve>te B . The meetings of the Board shall be held and conducted in ;tccordance with the Michigan Open Meetings Act, being 1976 PA 267 as amended; MCL 15.261 et 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. --FEES] members, a majority of the persons on the Board, shall constitute a quorum for the transaction of business. B. The Board shall take no- official action or make any detelnination 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. 3 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. Any Board member who is absent without being excused from three (3) consecutive meetings may be dismissed 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 voluntaiy resignation. 2.4 Order of Business The Agenda for each meeting, prepared by the Recording Secretaiy, shall contain the following elements in order: 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 Conunents 5. Items under Suspension of the Rules 6. Public Comment 7. Adjournment 4 2.5 Motio 11 s 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 Chaitperson, 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 requited to amend the Rules -of Administrative Procedure. 5 3.2 Suspension of Rules It shall require the vote of five (5) members present of the Board to suspend the Rules of Administrative Procedure. THESE RULES OFADMINISTRATIVE PROCEDURE ARE ADOPTED THE DAY OF ,2009 . MEMORIAL REVIEW BOARD Approved as to form only: Brigham Smith, City Attorney