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HomeMy WebLinkAboutBoard of Fire Commissioners Rules of Procedure 12-17-93P02 : 29 RCVD City Of Lansing Board Of Fire Commissioners Rules Of Administrative Procedure The following Rules of Administrative Procedure are adopted by the Board of Fire Commissioners to facilitate the performance of its duties and the exercising of its responsibilities in its advisory capacity as set forth in Section 5.105 and 5.106 of the 1978 City Charter, and in exercising its additional responsibilities as set forth in Section 5-301 and 5-401 of the 1978 City Charter. See attached Duties. SECTION 1 OFFICERS 1 . 1 Selection The Board shall, at the first meeting of each fiscal year, elect from among the voting members, a Chairperson and a Vice-Chairperson who shall hold office for one year. No member of the fire board shall serve as Chairperson on the Board for more than three ( 3 ) consecutive one year terms . However any individual Board Member may be reelected Chairperson any number of additional one year terms, not to exceed three, if the member has vacated the position of Chairperson for one term. The Board members shall also appoint a Secretary, who need not be from within the membership of the Board, who shall serve for a one year term. If the Secretary is not appointed from the membership of the Board, the Secretary shall not be eligible to vote on matters before the Board. There shall not be a limitation on the number of terms that the Vice- Chairperson or the Secretary may be elected. 1 . 2 Tenure The Chairperson, Vice-Chairperson, and the Secretary shall take office upon their selection and shall hold office for a term of one (1) year or until their successors are elected and assume office. 1 - 1 . 3 Duties of the Board The Board of Fire Commissioners shall perform the functions and duties set forth in Section 5-106 and Section 5-401 of the 1978 City Charter except where inconsistent with State and Federal Law, conflicting Charter Provisions , or any applicable Ccllec*ive Bargaining Agreement . 1 . 4 puties of the Chairperson and Vice-Chairperson. A . The Chairperson shall preside at all meetings and p•_'-form such other duties as may be ordered by the Board of Fire Commissioners . B . The Chairperson may appoint such standing and special committees necessary to make an effective administrative and -progressiv-e­ body of this Board and to expedite. certain functions of the Board. C . The Vice Chairperson shall act in the capacity of the Chairperson in his/her absence; and, in the event the office of the Chairperson becomes vacant , the Vice Chairperson shall succeed to this office for the unexpired term and th'e 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 committees . - SECTION 2 DUTIES OF THE SECRETARY 2 . 1 Minutes A. The Secretary shall be responsible fo= ma-staining the minutes of the Board Meetings and shah have them available in suitable volumes . Proposed minutes shall be available for public inspection n*o late_ than eight ( 8) business days after the ;meeting to which the minutes refer . Approved minutes shall be availabl= for public inspection not later than five ( 5 ) busines- days after the meeting at which the minutes are approved. Copies of the proposed minutes shall be, distributed 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 tiled in the office of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or effective until a copy of the minutes of the meetinc at which such action was taken is filed wit:. the City Clerk. 2 . 2 Records The Secretary shall be responsible for keeping a record of all 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. Regular Meeting Meetings of the Board of Fire Commissioners will be held on the second Thursday of each month in the Board Room at Number One Station, or at such other places as may be determined by a majority of the Board. If the Board decides to hold its regular meeting at some place other than the Board Room at Number One Station, a Notice of the Change in Meeting Place shall be given in accordance with the requirements of the Open Meetings Act. Subject to the Open Meetings Act, the Board may reschedule or cancel regular meetings as necessary to assure a quorum or for some other reason, provided no meeting shall be scheduled so as to conflict with a regular meeting of the City Council. 3 . 3 Special Meetings Special meetings may be called by the Chairperson or by the Vice-Chairperson acting for the Chairperson, or by the Secretary at the request of any two Board members . The Secretary will provide, if feasible, at least seventy two (72 ) hours advance notice of special meetings to the Board Members . However, the members may elect to waive this provision. In all cases, however, the Secretary shall provide, at least, eighteen (18 ) hours notice to the public of the date, time, and place of any special meetings or rescheduled regular meetings. Notice of special meetings and regular meetings shall be posted at the number one station and in the City Hall Lobby, outside City Council Chambers on the loth floor of City Hall, and at other locations considered appropriate by the Board. 3 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 Board will be recorded. 3 . 5 Quorum A. The total number of Board members that exceeds fifty percent ( 50a ) of the filled Board positions shall constitute a quorum for the transaction of business, and a majority . vote of that number of members shall be necessary for official action. Any amendment to a motion is by a 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 of 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 ( 250 ) of all meetings in any twelve month period, unless such absences are excused, any Board Member may ask the subject member to 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 Member . B. Such procedures shall not prohibit a member voluntarily resigning 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 requested that their absence be excused. The Secretary or any member of the Board will relate to the Board any such request made to them and the reasons for that request . A motion to excuse or not excuse that member shall be approved by a concurring vote of a majority of the members present . 4 3 . 7 Voting When a quorum is present , a majority of votes cast is sufficient for the adoption of any Motion, Order or Resolution. On a tie vote, a Motion is lost. The Chairperson, may vote to make a vote a tie, or in the case of a tie may give the deciding vote. The voting shall be recorded by verbal yeas and nays, unless otherwise ordered by the Chairperson. All voting to go to a closed session shall be by roll call vote. Every voting member of the Board of Fire Commissioners shall vote of the matters before the Board unless disqualified due to conflict of interest and excused from voting upon the vote of the majority of the members present. 3 . 8 Order of Business Agenda: The Chairperson and the Secretary shall determine an agenda for each meeting, and provide a copy to each Board Member five or more days in advance of each regular meeting. The agenda shall include opportunity for public comment on the contents of the agenda and shall be consistent with the "Open Meetings Act" , "Roberts Rules of Order, Revised" , applicable provisions of the City Charter , or applicable state law. 3 . 9 Parliamentary Procedure In all matters of procedure, not covered by these Rules or by the provisions of the City Charter or applicable state law, the Provisions of "Roberts Rules of Order, Revised" shall control . 5 SECTION 4 AMENDMENTS TO RULES OF PROCEDURE 4 . 1 Amendments Amendments to the Rules of 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 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 Procedure. 4 . 2 Suspension of Rules It shall require the vote of five ( 5 ) members present of the Board to suspend the Rules of Procedure. 6 DUTIES OF THE BOARD OF FIRE COMMISSIONERS ADVISORY DUTIES The Board of Fire Commissioners advisory functions includes : 1 . Reviewing the progress and planning c= the fire administ:cation to insure that all activities are in accordance with: City Policy. 2 . Review of the Fire Administration ' s proposed policies and programs or changes in etiisting policies or programs requiring City Council action and making written recommendations thereon prior to submission to the Mayor and City Council for action . 3 . Review of the Fire Department ' s budget material including capital improvement proposals and making written recommendations thereon prior to submission to the Mayor. 4 . Rendering an annual report to the Mayor and City Council prior to December 1st of each year which includes d description and evaluation of the department ' s activities during the previous year including the handling of complaints , if any, and proposals for future plans . 5 . if it deems appropriate , develop proposals for new or altered polices and programs and transmit the same to the Mayor and City Council . OTHER DUTIES In addition to = these advisory functions , the Board cf Fire Commissioners is. responsible for : 6 . Establishing in consultation with the Fire Chief and the Mayor administrative rules for the organization and over all administration of the fire department (except as subject to collective bargaining) . 7 . Approval of Rules and Regulations for the conduct of the members of the department in consultation with the Fire Chief and the Mayor. 7 8 . Establishing a procedure for receiving and resolving complaints concerning operation of the department . 9 . Acting as final authority of the City in imposing or reviewing discipline of the department employees consistent with state law and the Collective Bargaining Agreement . 10 . Making recommendations to the Mayor on candidates sir the positio or removaln of of the Fire FireChief , Chief by t he reviewing Mayor , any s CITY OF LANSING BOARD OF FIRE COMMISSIONERS RULES OF ADMINISTRATIVE PROCEDURES These Rules of Administrative Procedure are adopted effective December 13 , 1990 by the Board of Fire Commissioners. Gordon L. Steinha r�Chasrperson A 11 Charles Green, Jr. Vice-Chair CQ.4 Russell W. Sheathelm Cor.capci('A Mar in Ronald Hatcher .JoAnna Trierweiler Connie C9-nklin f z Wava Streeter December 13 , 1990 l City of Lansing Board of Fire Commissioners Rules of Administrative Procedure Adopted January 11, 2001 I h City Of Lansing Board Of Fire Commissioners Rules Of Administrative Procedure The following Rules of Administrative Procedure are adopted by the Board of Fire Commissioners to facilitate the performance of its duties and the exercising of its responsibilities in its advisory capacity as set forth in Section 5.105 and 5.106 of the 1978 City Charter, and in exercising its additional responsibilities as set forth in Section 5-301 and 5-401 of the 1978 City Charter. See attached Duties. 1 OFFICERS 1.0.1 Selection: The Board shall, at the first meeting of each fiscal year, elect from among the voting members a Chairperson and a Vice-Chairperson who shall hold office for one year. No member of the Fire Board shall serve as Chairperson on the Board for more than three consecutive one year terms. However, any individual Board Member may be reelected Chairperson any number of additional one year terms, not to exceed three, if the member has vacated the position of Chairperson for one term. There shall not be a limitation on the number of terms that the Vice-Chairperson may be elected. 1.0.2 Tenure: The Chairperson, Vice-Chairperson, and the Secretary shall take office upon their selection and shall hold office for a term of one year or until their successors are elected and assume office. 1.0.3 Duties of the Board: The Board of Fire Commissioners shall perform the functions and duties set forth in Section 5-106 and Section 5-401 of the 1978 City Charter except where inconsistent with State and Federal Law, conflicting Charter Provisions, or any applicable Collective Bargaining Agreement. 1.0.4 Duties of the Chairperson and Vice-Chairperson: A. The Chairperson shall preside at all meetings and perform such other duties as may be ordered by the Board of Fire Commissioners. B. The Chairperson may appoint such standing and special committees necessary to make an effective administrative and progressive body of this Board and to expedite certain functions of the Board. C. The Vice-Chairperson shall act in the capacity of the Chairperson in his/her absence; and, in the event the office of the Chairperson becomes vacant, 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 committees. 1 2 SECRETARY TO THE BOARD 2.0.1 The Administrative Secretary for the Fire Chief shall serve as the Secretary to the Board. 2.0.2 Minutes: A. The Secretary shall be responsible for maintaining the minutes of the Board Meetings and shall have them available in suitable volumes. Proposed minutes shall be available for public inspection no later than eight business days after the meeting to which the minutes refer. 'Approved minutes shall be available for public inspection not later than five business days after the meeting at which the minutes are approved. Copies of the proposed minutes shall be distributed 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 of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk. 2.0.3 Records The Secretary shall be responsible for keeping a record of all the Board's transactions. 2.0.4 Communications. Petitions. and Reports All communications,petitions, and reports shall be addressed to the Board and delivered or mailed to the Secretary. 3 MEETINGS 3.0.1 Regular Meetings_Meetings of the Board of Fire Commissioners will be held on the second Thursday of every month. Meeting places will be rotated at alternate fire stations each time the board meets, or such other place as may be determined by a majority of the Board. If the Board decides to hold its regular meeting at some place other than a fire station, a Notice of the Change in Meeting Place shall be given in accordance with the requirements of the Open Meetings Act. Subject to the Open Meetings Act, the Board may reschedule or cancel regular meetings as necessary to assure a quorum or for some other reason, provided no meeting shall be scheduled so as to conflict with a regular meeting of the City Council. 2 3'.0.2. Special Meetings: Special meetings may be called by the Chairperson or by the Vice- Chairperson acting for the Chairperson, or by the Secretary at the request of any two Board Members. The Secretary will provide, if feasible, at least 72 hours advance notice of special meetings to the Board Members. However, the members may elect to waive this provision. In all cases, however, the Secretary shall provide, to the public, at least 18 hours notice of the date, time, and place of any special meetings or rescheduled regular meetings. Notice of special meetings and regular meetings shall be posted at the number one station and in the City Hall Lobby, outside City Council Chambers on the 10 floor of City Hall, and at other locations considered appropriate by the Board. 3.0.3 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 Board will be recorded. 3.0.4Quorum: A. The total number of Board Members that exceeds fifty percent of'the filled Board positions shall constitute a quorum for the transaction of business, and a majority vote of that number of members shall be necessary for official action. Any amendment to a motion is by a 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. 3.0.5 Attendance: A. A Board Member shall be regular in attendance. In the event a Board Member is absent from three consecutive regular meetings or twenty-five percent of all meetings in any 12 month period, unless such absences are excused, any Board Member may ask the subject member to explain their 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 Member. B. Such procedures shall not prohibit a member voluntarily resigning 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 requested that their absence be excused. The Secretary or any member of the Board will relate to the Board any such request made to them and the reasons for that request. A motion to excuse or not excuse that member shall be approved by a concurring vote of a majority of the members resent. 3 3.0.6 Voting: When a quorum is present, a majority of votes cast is sufficient for the adoption of any Motion, Order, or Resolution. On a tie vote, a Motion is lost. The Chairperson may vote to make a vote a tie, or in the case of a tie may give the deciding vote. The voting shall be recorded by verbal yeas and nays, unless otherwise ordered by the Chairperson. All voting to go to a closed session shall be by roll call vote. Every voting member of the Board of Fire Commissioners shall vote on the matters before the Board unless disqualified due to conflict of interest and excused from voting upon the vote of the majority of the members present. 3.0.7 Order of Business: Agenda: The Chairperson and the Secretary shall determine an agenda for each meeting, and provide a copy to each Board Member one half hour before the start of the evening's regular meeting. The agenda shall include opportunity for public comment on the contents of the agenda and shall be consistent with the "Open Meetings Act", "Roberts Rules of Order, Revised", applicable provisions of the City Charter, or applicable state law. 3.0.8 Parliamentary Procedure: In all matters of procedure, not covered by these Rules or by the provisions of the City Charter or applicable state law, the Provisions of"Roberts Rules of Order, Revised" shall control. SECTION 4-AMENDMENTS 4.1 Amendments: Amendments to the Rules of 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 five days before the amendment is to be voted upon. The affirmative vote of five Members present shall be required to amend the Rules of Procedure. 4.0.2 Suspension of Rules It shall require the vote of five Members present of the Board to suspend the Rules of Procedure. 4 DUTIES OF THE BOARD OF FIRE COMMISSIONERS ADVISORY DUTIES The Board of Fire Commissioners advisory functions include: 1. Reviewing the progress and planning of the Fire Administration to insure that all activities are in accordance with City Policy. Z. Review of the Fire Administration's proposed policies and programs or changes in existing policies or programs requiring City Council action and making written recommendations thereon prior to submission to the Mayor and City Council for action. 3. Review of the Fire Department's budget material including capital improvement proposals and making written recommendations thereon prior to submission to the Mayor. 4. Rendering an annual report to the Mayor and City Council prior to December I"of each year which includes a description and evaluation of the department's activities during the previous year including the handling of complaints, if any, and proposals for future plans. 5. If it deems appropriate, develop proposals for new or altered policies and programs and transmit the same to the Mayor and City Council. OTHER DUTIES In addition to these advisory functions, the Board of Fire Commissioners is responsible for: 6. Establishing, in consultation with the Fire Chief and the Mayor, administrative rules for the organization and over all administration of the fire department (except as subject to Collective Bargaining.) 7. Approval of Rules and Regulations for the conduct of the members of the department in consultation with the Fire Chief and the Mayor. 8. Establishing a procedure for receiving and resolving complaints concerning operation of the department. 9. Acting as final authority of the City in imposing or reviewing discipline of the department employees consistent with state law and the Collective Bargaining Agreement. 10. Making recommendations to the Mayor on candidates for the position of Fire Chief, and reviewing any suspension or removal of the Fire Chief by the Mayor. 5 CITY OF LANSING BOARD OF FIRE COMMISSIONERS RULES OF ADMINISTRATIVE PROCEDURES These Rules of Administrative Procedure are adopted effective January 11, 2001, by the Board of Fire Commissioners. Joseph Marutiak P � Chairperson Joanne Witte, Vice-Chairperson Robert Brown, Jr. 17 Ken Balcer Carlos Barajas Debbie De Leon Gregory Weatherspoon Susan Anderson January 11, 2061 i 6 CITY OF LANSING BOARD OF FIRE COMMISSIONERS RULES OF ADMINISTRATIVE PROCEDURE ti�'NSI�G Lansin • i • . • • Fire Commissioners CITY OF LANSING FIRE DEPARTMENT 1 120 E. Shiawassee St. I Lansing MI 48933 CITY OF LANSING I BOARD OF FIRE COMMISSIONERS RULES OF PROCEDURE AMENDED AND RESTATED MAY 12, 2021 The following Rules of Administrative Procedure are adopted by the Board of Fire Commissioners to facilitate the performance of its duties and the exercising of its responsibilities in its advisory capacity as set forth in Section 5.105 and 5.106 of the 1978 City Charter,and in exercising its additional responsibilities as set forth in Section 5- 401 of the 1978 City Charter. 1. APPOINTMENT OF BOARD MEMBERS 1.1 Each Member shall be an officer of the City and shall possess the qualifications required by the 1978 City Charter for holding office(5-103.1).Throughout these rules, Board Member, Member and Commissioner may be used interchangeably. 1.2 Members of the Board shall be appointed by the Mayor with the advice and consent of the City Council (5-103.2) 1.3 Each Member shall serve for a term of four years(5-103.3) 1.4 The Board shall be composed of eight(8) members: (5-103.8) 1.4.1 Four shall be from the City-at-Large. 1.4.2 One member shall be appointed from each of the four(4)wards of the City 1.5 The term of office expires each year for both a member at large and member from a ward(5- 103.8&5-103.9). 2. OFFICERS 2.1 Election and Terms of Office. 2.1.1 The Board shall, at the first meeting of each City of Lansing fiscal year(Fiscal Year begins July 1),elect from among the voting members a Chairperson and a Vice-Chairperson who shall hold office for one year or until their successors are elected and assume office. 2.1.2 No member of the Fire Board shall serve as Chairperson on the Board for more than three consecutive one-year terms. However, any individual Board Member may be reelected Chairperson for any number of additional one-year terms, not to exceed three, if the member has vacated the position of Chairperson for one term.There shall not be a limitation on the number of terms that the Vice-Chairperson may be elected. 2.2 Duties of the Chairperson and Vice-Chairperson CITY OF LANSING I BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 1 2.2.1 The Chairperson shall preside at all meetings and perform such other duties as may be ordered by the Board of Fire Commissioners. 2.2.2 The Chairperson shall appoint such standing and special committees as necessary to perform the administrative duties of the Board,and to expedite certain functions of the Board. 2.2.3 The Chairperson shall be an ex-officio member of all committees. 2.2.4 The Vice-Chairperson shall act in the capacity of the Chairperson in his/her absence;and, in the event the office of the Chairperson becomes vacant,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. 3. SECRETARY TO THE BOARD 3.1 The Administrative Specialist for the Fire Chief shall serve as the Secretary to the Board, but is neither a Member nor a Commissioner. 3.2 Minutes. 3.2.1 The Secretary shall be responsible for maintaining the minutes of the Board Meetings and shall have them available in suitable volumes. Proposed minutes shall be available for public inspection no later than eight business days after the meeting to which the minutes refer.Approved minutes shall be available for public inspection no later than five business days after the meeting at which the minutes are approved.Copies of the proposed minutes shall be distributed to all voting Board Members prior to the meeting at which they will be considered for approval. 3.2.2 The minutes of the Board Meeting shall be filed in the office of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk. 3.3 Records.The Secretary shall be responsible for keeping a record for all the Board's transactions. 3.4 Communications, Petitions, and Reports.All communications,petitions,and reports shall be addressed to the Board and delivered to the Secretary. 3.5 Board Book.The secretary shall furnish to all newly elected board members a binder containing copies of these Rules of Administrative Procedure,The Lansing City Charter,All Lansing Fire Department AOGs,SOGs,and Special Directives then in effect,the Michigan Open Meetings Act, the Open Meetings Act Handbook produced by the Michigan Attorney General,a copy or link to a digital copy of Roberts Rules of Order, Roberts Rules of Order Cheat Sheet, Board Member and Fire Administration contact information,the Board's meeting schedule,the previous year's Fire Department Annual Report,the current year's Fire Department budget,the then in effect Collective Bargaining Agreement,and other such material as the Board or Fire Administration requests to include.The Board Book may be provided in physical or digital format as determined by the Secretary and Board Chair. CITY OF LANSING BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 2 4• MEETINGS 4.1 Regular Meetings.g Meetings of the Board of Fire Commissioners will be held on the second Wednesday of every month. Notice, including time and location,of a Fire Board of Commissioners meeting shall be done in accordance with the Open Meetings Act. Meeting will be rotated among different fire stations each time the Board meets,or at such other lac may be determined b a g places Y majority of the Board.Subject to the Open Meetings Act,the Board may e as reschedule or cancel regular meetings as necessary to assure a quorum or for some other reason, provided no meeting shall be scheduled so as to conflict with a regular meeting of the City Council. on, 4•2 Special Meetings.Special meetings ma ye called by the Chairperson acting for the Chairperson,or by the Secretary at the request of any two Board Metubers.The or by the Vice-Chairperson Secretary will provide, if feasible, at least 72 hours advance notice of special meetings to Members. Board 4.3 Notices.The Secretar y shall provide,to the public,at least 18 hour notice of the date,time,and place of any special meetings or rescheduled regular meetings. Notice of special meetings an regular meetings shall be posted at the number one station and in City Hall Lobby, Council Chambers on the 10th floor of City Hall,on the City Website,and at other locations g d considered a Y outside City appropriate by the Board. bons 4.4 Public. 4.4.1 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. 4.4.2 The public shall have a reasonable opportunity be at the public.The name and address of eacch per ono addressing the Board will be recorded. Board meetings open to Each member of the public who has registered to speak will have up to a total of three minutes to address the Board Burin comment the amount of time allowed for each speaker if heor he determined ed that the The Chair number of registered speakers is so numerous that the meeting cannot be timely concluded without a reduction in the time allocated for each speaker. number of 4.5 Quorum. 4.5.1 In order for quorum to be met,at least(4)four Board Member positions must be filled. Positions shall constitute a quorum The total number of Board Members that exceeds fifty t of he f led Bo for the transaction of buslnesstand la majori d vote of that number of members shall be necessary for official action.Any amendment to a motion is by majority vote of the members present. 4.5.2 Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day or meet as a Committee of the Whole for the s Purpose of considering such matters as are on the Agenda. No action taken at uch a meeting shall be final or official until approved at a meeting at which a quorum is present. 4.6 Attendance. CITY OF LANSING I BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 3 4.6.1 A Board Member shall be in regular attendance. In the event a Board Member is absent from three consecutive regular meetings or twenty-five percent of all meetings in any 12- month period,unless such absences are excused,any Board Member may ask the subject member to explain their absences. After hearing the explanation,any member may move to excuse,warn,or recommend replacement of the subject member. Upon the two-thirds vote of sitting members,the Board shall recommend to the Mayor the removal of the subject Board Member. 4.6.2 A member may voluntarily resign from the Board at any time. 4.6.3 Following the roll call of Board Members at any meeting,the Chairperson shall ask if any of the absent members had requested that their absence be excused.The Secretary or any member of the Board will relate to the Board any such request made to them and the reasons for that request.A motion to excuse that member shall be approved by a concurring vote of a majority of the Members present. 4.7 Voting. 4.7.1 When a quorum is present,a majority of votes cast is sufficient for the adoption of any Motion,Order,or Resolution.On a tie vote,a Motion fails. 4.7.2 Voting shall be recorded by verbal yeas and nays, unless otherwise ordered by the Chairperson.All voting to go to a closed session shall be by roll call vote. 4.7.3 Every voting member of the Board shall vote on matters before the Board unless disqualified to conflict of interest and excused from voting upon the vote of the majority of members present. 4.8 Order of Business 4.8.1 The Chairperson and the Secretary shall determine an agenda for each meeting,and provide a copy to each Board Member at least one half hour before the start of the evening's regular meeting.The agenda shall be at all times consistent with the Open Meetings Act, Roberts Rules of Order, Revised,applicable provisions of the City Charter, and applicable state law. 4.8.2 The meeting agenda for regularly scheduled board meetings, unless otherwise posted or for special meetings,will be as follows: 1. Call to Order—Establishment of Quorum 2. Additions to the Agenda 3. Approval of Minutes 4. Public Comment—Agenda Items(Time Limit: 3 minutes) 5. Review of Communications 6. Comments from Chair 7. Educational Presentations 8. Fire Administration Report 9. Committee Reports 10. Old Business 11. New Business 12. Request for Commissioners to be Excused CITY OF LANSING BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 4 13. Commissioner Comments 14. Public Comment-On any Matter(Time Limit:3 minutes) 15. Adjournment 4.9 Parliamentary Procedure. In all matters of procedure not covered by these Rules or by the provision of the City Charter or applicable state law,the provisions of Roberts Rules of Order, Revised shall control. 5. CRITICAL INCIDENT BRIEFINGS 5.1 For the purposes of this procedure,a Critical Incident shall be defined as any one of the following: 5.1.1 Fire Department activity resulting in serious injury or death,or significant property loss. 5.1.2 Allegations or complaints relating to discrimination or sexual harassment. 5.1.3 An incident involving Fire Department activity that is likely to generate significant public interest or media attention. 5.1.4 Any other incident or activity which a majority of the Board deem appropriate to review pursuant to this procedure 5.2 The Fire Chief may initiate,or any member of the Board of Fire Commissioners may request that the Chief initiate,a briefing session relating to any Critical Incident. 5.3 The Fire Chief or his/her designee,shall attempt to notify every Board member of the date,time, and location of a Critical Incident Briefing. 5.4 Attendance by Board Members at such a session is not mandatory, and a quorum of the Board is not required. 5.5 The briefing session shall be limited to the following: 5.5.1 The purpose of the briefing is for an informational gathering designed to focus upon issues of general concern and intended to primarily provide Board Members with background information on the critical incident. 5.5.2 At such a session,Commissioners may not,without complying with the Open Meetings Act,engage in any discussion or deliberations during the session,or otherwise enter into the process of addressing or resolving issues of public policy. 5.6 In response to any Critical Incident,the Board may review any administrative or advisory board power prescribed by the Lansing City Charter,such as rules of conduct,training,or advising the Mayor and Council of proposals or proposed changes in department policies and programs. 6. DISCIPLINARY REVIEW 6.1 Consistent with its responsibility under Lansing City Charter Section 5-401.6, the Board shall regularly review reports and statistics concerning the application of discipline within the fire department so as to inform periodic review of the rules and regulations for conduct of members of the Department and to facilitate the periodic evaluation of the Board's proper role as the 'final authority of the City in imposing or reviewing discipline of the Department employees consistent CITY OF LANSING I BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 5 with the terms of the State law and applicable collective bargaining contracts"as such State Law and collective bargaining contracts may be updated from time to time. 7. COMPLAINTS 7.1 Purpose.This rule formally establishes the procedure for receipt and processing of complaints against Lansing Fire Department or a Lansing Fire Department member from any source.This rule is mirrored by LFD CG 401-19 and is intended to satisfy the requirements of section 5-401.4 of the Lansing City Charter. 7.2 Definitions 7.2.1 "Complaint" means a statement that a situation is unsatisfactory or unacceptable or an expression of dissatisfaction with Lansing Fire Department operations or its members. 7.2.2 "Member" means any sworn or non-sworn individual employed at the Lansing Fire Department. 7.2.3 "Complainant" Means any individual directly affected and aggrieved by the action of Lansing Fire Department personnel or reports concern related to actions of Lansing Fire Department personnel or policy. 7.3 Updates 7.3.1 The responsibility for future review and updates of this policy lies with Fire Administration and/or the Lansing Board of Fire Commissioners. 7.3.2 Revisions shall become effective upon ratification by the Lansing Board of Fire Commissioners and the Lansing City Council. 7.4 Scope 7.4.1 A complaint handling policy identifies the expected steps and procedure for processing a received complaint from any source in order to ensure proper investigation, resolution, and documentation. 7.5 Attachments 7.5.1 Complaint Intake Form(form 401A) 7.5.2 Complaint Routing and Investigation Form(form 401B) 7.6 Policy.All Departmental Personnel and members of the Lansing Board of Fire Commissioners shall follow the outlined procedure when receiving a complaint against the Lansing Fire Department or its members. 7.6.1 Complaint Receipt(Intake) 7.6.1.1 The Complainant is routed to the Administration Division Chief and he/she completes the Complaint Intake Form. 7.6.1.2 If unable to route the Complainant to the Administration Division Chief or if doing so would escalate the complaint,then the person receiving the complaint shall CITY OF LANSING I BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 6 complete the Complaint Intake Form and forward it to the Administration Division Chief within 4 hours of complaint receipt. 7.6.1.3 If the complaint relates to a patient care issue or issue serious enough to require immediate attention,contact the appropriate Battalion/Division Chief or an Assistant Fire Chief immediately. 7.6.1.4 Complainants will receive acknowledgement of their complaint within two business days. 7.6.1.5 Lansing Fire Department personnel shall remain professional at all times while interacting with complainant and not engage in adversarial behavior or communications. 7.6.1.6 Complaints filed must include all information necessary to complete the Complaint Intake Form. Missing information must be obtained from the complainant prior to routing of the complaint. 7.6.1.7 If applicable,the complainant must provide written complaint and supporting documentation or evidence to include in complaint investigation. 7.6.2 Complaint Routing 7.6.2.1 Intake is first step in the handling and routing process for all complaint types. Upon receipt,one of following actions shall be taken: 7.6.2.1.1 Routed to Administration Division Chief for intake 7.6.2.1.2 Complaint Intake form completed and then sent to Administration Division Chief 7.6.2.1.2.1 Intake can be conducted by any Lansing Fire Department Personnel or Fire Board Commissioner 7.6.2.1.2.2 If complaint involves the Administration Division Chief,direct the complainant to an Assistant Fire Chief or send the completed Complaint Intake Form directly to the Assistant Fire Chief in charge of Administration. 7.6.2.1.2.3 Complaint will be logged on electronic tracking database 7.6.2.1.2.4 A copy of complaint intake form routed for investigation shall be sent to the Local IAFF 421 Union with complainant and or patient Personal Identifying and Personal Health Information redacted within 24 hours. 7.6.2.2 Emergency Medical Services(EMS)Complaint Routing 7.6.2.2.1 Administration Division Chief will route Complaint Intake form to EMS Operations Division Chief. 7.6.2.2.2 EMS Operations Chief will investigate the complaint and complete investigation documentation. CITY OF LANSING BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 7 7.6.2.2.2.1 Quality Assurance(QA)Committee member or EMS Captain maybe designated to conduct the investigation. 7.6.2.2.3 QA Committee should convene and conduct a review of the complaint and investigation results. 7.6.2.2.3.1 At close of the review,the CIA Committee will provide recommendations to EMS Operations Division Chief for action or resolution to be taken associated with policy and training needs. 7.6.2.2.3.2 CIA Committee review should occur within 30 days of receipt of the complaint. Resolution of the complaint will not be delayed pending QA Committee review. 7.6.2.2.4 EMS Operations Division Chief will complete complaint investigation documentation and include comprehensive recommendations for actions and resolutions to address the complaint. 7.6.2.2.5 Complete complaint investigation packet is routed to appropriate Assistant Fire Chief for final review and determination of actions and resolutions to be taken. 7.6.2.2.6 Assistant Fire Chief will return the complete file within 14 days of receipt to Administration Division Chief for filing and maintenance of records in electronic database and paper file. 7.6.2.3 Non-EMS Complaint Routing 7.6.2.3.1 Administration Division Chief will route complaint to appropriate Battalion/Division Chief for investigation. 7.6.2.3.1.1 If complaint involves a Battalion/Division Chief or Assistant Chief,then the complaint will route to appropriate next level Supervisor for investigation. 7.6.2.3.1.2 Discussion regarding chain of command and anonymous complaints against co-workers. May discuss with the Union for guidance. 7.6.2.3.2 Designated appropriate level supervisor will complete investigation and investigation documentation including comprehensive recommendations for actions and resolutions to address the complaint. 7.6.2.3.3 Completed complaint investigation packet is routed to appropriate Assistant Fire Chief for final review and determination of actions and resolutions to be taken. 7.6.2.3.4 Assistant Fire Chief will return the complete file within 14 days of receipt to Administration Division Chief for filing and maintenance of records in electronic database and paper file. 7.6.2.4 Complaint Follow-up CITY OF LANSING BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 8 7.6.2.4.1 The Administration Division Chief or designee shall provide a response regarding outcome of complaint investigation to complainant within 30 days, if complainant requests follow up. 7.6.2.4.1.1 If complaint not resolved within 30 days due to extenuating circumstances,the Administration Division Chief or designee should provide a status notification to complainant. 7.6.2.4.1.2 Formal inquiries/complaints filed by Tri-County Emergency Medical Control Authority(TCEMCA)or other parties shall receive outcome notification in written format. 7.6.2.4.2 Parties at focus of complaint investigation shall receive investigation outcome notification in written format within 30 days. 7.6.2.4.3 Fire Administration will provide the Fire Board of Commissioners a summary report of complaints received at their regularly scheduled meetings. 7.6.2.4.3.1 Fire Commissioners may review complaint records to the extent allowed by controlling statutes(i.e.with redactions to protect patient identifying or confidential information, or pursuant to employee privacy rights). 7.6.2.4.3.2 The Fire Commission may consider summaries of complaints or complaint records while carrying out the Commission's responsibilities including: • Inclusion of summary data in its Annual Report in an anonymized format. • To inform the Commission's review of Departmental Operations, Policies or proposals for revisions thereof. 8. ADVISORY DUTIES 8.1 Pursuant to the City Charter,advisory functions of the Fire Commissioners include: 8.1.1 Reviewing the progress and planning of the Fire Administration to insure that all activities are in accordance with City Policy. 8.1.2 Review the Fire Administration's proposed policies and programs or changes in existing policies or programs requiring City Council action and making written recommendations thereon prior to submission to the Mayor and City Council for action. 8.1.3 Review of the Fire Department's budget material including capital improvement proposals and making written recommendations thereon prior to submission to the Mayor. 8.1.4 Rendering an annual report to the Mayor and City Council prior to December 1st of each year which includes a description and evaluation of the Department's activities during the previous year including the handling of complaints,if any,and proposals for future plans. CITY OF LANSING I BOARD OF FIRE COMMISSIONERS I RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 9 8.1.5 If it deems appropriate,develop prosals for new or altered andpolicies and programs and City 9• OTHER DUTIES Council. 9.1 Pursuant to the City Charter,the Board of Fire Commissioners is responsible for: 9.1.1 Establishing, in consultation with the Fire Chief and the Mayor,administrative the organization and overall administration of the fire department(except as subject collective bargainin a rules for g).Administrative Rules shall become effective upon filingto City Clerk. with the 9.1.2 Approval of Rules and Regulations for the conduct of the members of the department in consultation with the Fire Chief and the Mayor. 9.1.3 Establishing a procedure for receiving and resolving complaints concernig on the department. peration of 9.1.4 Acting as the final authority of the city in imposing or reviewing department employees consistent with Agreements. State Law and applicable Collective Bargaining 9.1.5 Making recommendations to the Mayor on candidates for the osi reviewing any suspension or removal of the Fire Chief by the Mayorion of Fire Chief,and 9.2 To assist the Board in fulfilling its Charter Responsibilities the Board shall review rules for the organization and overall administration of the fire department,as well as R Regulations for the conduct of the members of the department, on a recurringadministrative Policies and rules subject to Fire Board oversight are reviewed at least once eve fiveRules and basis such that all 9.3 In service to these duties and its ultimate duty to serve as a �' (5)years. City of Lansing, the Board of Fire Commissioners will receive annualborepresenting the requirements of Michigan's Open Meetings Act and to receive general legal updates organized b training concerning the y the City of Lansing Law Department as may be pertinent to the concerns of the Commission. 10. AMENDMENTS 10.1 Amendments.Amendments to the Rules of Procedure maybe initiated by any member of the Board at any regular meeting and voted upon at the next regular meeting.All Board Me must be notified of such amendments at least five days before the amendment is to be voted Rules of y upon.The affirmative vote of five present Members shall be required to amend the tubers Procedure.Amendments to the Rules of Procedure must be ratified by the LansingCity nc 10.2 Suspension of Rules. It shall require the vote of five present Members of the Bo Council. the Rules of Procedure. and to suspend These Rules of Administrative Procedure are adopted on Ma and shaUbe effective upon ratification b Y 12,2021 by the Lansing Board of Fire Commissioners y the Lansing City Council. CITY OF LANSING i BOARD OF FIRE COMMISSIONERS RULES OF ADMINISTRATIVE PROCEDURE Amended and restated May 12,2021 Approved as to form: Y�nG= � Q�l3e Office of the City Attorney 10