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Establishing Protocols, Procedures, Schedule and Rules of Contuct for the Board AGENDA ITEM-6!! 2 Town OF Ti�.�c -�E O 9 °f j �a MEETING DATE: March 28, 2012 TO: Honorable Chair and Board Members FROM: Judy Price, Board Secretary SUBJECT: Establishing Protocols, Procedures, the Regular Meeting Schedule, and Rules of Conduct for the Truckee Redevelo uccessor Agency Oversight Board APPROVED B Alex Terrazas Successor Agency Oversight Board Staff RECOMMENDATION: Adopt Resolution 2012 -01 Establishing Protocols, Procedures, Meeting Schedule, and Rules of Conduct for the Truckee Redevelopment Successor Agency Oversight Board. DISCUSSION: Because the Redevelopment Successor Agency Oversight Board is governed by the Brown Act, staff would like the Board to formally adopt the protocols, procedures, and rules for operation. This will assist the Board, staff, and participants with understand expectations. State legislation mandates that a regular meeting schedule be established and published. Staff is recommending the Board schedule the regular meetings for the last Wednesday of each month to begin at 3:00 p.m., for at least the next six months. If there are no items to be discussed the Board Secretary will publish a notice of cancellation. As the Redevelopment activity winds down it is anticipated that the Oversight Board will find it unnecessary to meet monthly. Staff will notify the Board and modify the meeting schedule to once or twice annually. Staff will provide this information to the public via the Town website. FISCAL IMPACT: None. PUBLIC COMMUNICATIONS: This staff report. ATTACHMENTS: Resolution 2012 -01. Town of Truckee Successor Agency Oversight Board California RESOLUTION 2012 -01 A RESOLUTION OF THE TOWN OF TRUCKEE SUCCESSOR AGENCY OVERSIGHT BOARD ESTABLISHING RULES OF CONDUCT AND SCHEDULE FOR MEETING OF THE SUCCESSOR AGENCY OVERSIGHT BOARD WHEREAS, the Truckee Successor Agency Oversight Board desires to establish rules for the conduct of its meetings; NOW THEREFORE, BE IT RESOLVED THAT THE TRUCKEE SUCCESSOR AGENCY OVERSIGHT BOARD hereby adopts the following rules: 1. Meetings 1.1 Regular Meetings Regular meetings of the Truckee Successor Agency Oversight Board shall be held on the last Wednesday of each month. Whenever one of these days is a holiday, the Board may either cancel the meeting or pick another day for it. All regular meetings will be held in a conference room at the Truckee Town Hall. All meetings of the Board shall be open to the public except that the Board may meet in closed session for purposes set forth by state law. Any meeting may be adjourned to a time, place and date certain but not beyond the next regular meeting. 1.2 Special Meetings A special meeting may be ordered at any time by the Chair whenever the public business may require it or upon the written request of any three members of the Board. Whenever a special meeting shall be called, written notice of such meeting shall be delivered personally or by mail or electronic mail by the Board Secretary to each member of the Board and to each local newspaper of general circulation. Such notice must be delivered at least twenty -four hours before the time of such meeting as specified in the notice. The order shall specify the time and place of the special meeting and the business to be transacted. No other business shall be considered at such meetings by the Board. The written notice may be dispensed with as to any member of the Board who, at or prior to the time the meeting convenes, files with the Board Secretary a written waiver of notice. 2. Agenda In order to facilitate the orderly conduct of the business of the Board, the Board Staff shall be notified no later than 5:00 PM of the Wednesday immediately preceding a regular Board meeting of all reports, communications, ordinances, resolutions, contract documents or other matters to be submitted to the Board at such meeting. Immediately thereafter the Board Staff shall arrange an agenda of such matters according to the order of business and furnish each member of the Board and the Town Attorney with a copy of the agenda prior to the Board meeting and as far in advance of the meeting as time for preparation will permit. The agenda shall be posted at the same places established for the Town of Truckee Council Meetings. Truckee Successor Agency Oversight Board Resolution Page 2 3. The Presiding Officer The Chair shall preside at all Board meetings and perform such other duties consistent with the office as may be imposed by the Board. The Chair shall preserve strict order and decorum at all regular and special meetings of the Board. The Chair may announce special rules for the consideration of a particular item on the agenda, such as, but not limited to, the length of time persons may speak; require that, if desirable, a spokesperson address the Board on behalf of a group of persons and, in the event of a hearing, provide time for arguments and rebuttals from proponents and opponents. The Chair shall state every question coming before the Board, call for the vote, announce the decision of the Board on all subjects and decide all questions of order, subject, however, to an appeal to the Board, in which event a majority vote of the Board shall govern and conclusively determine such question of order. The Chair shall sign all ordinances adopted by the Board during the Chair's presence. In the event of the absence of the Chair, the Vice Chair shall sign ordinances as then adopted. 4. Call to Order The Chair, or in the Chair's absence, the Vice Chair, shall take the chair at the hour appointed for the meeting, and shall immediately call the Board to order. In the absence of the Chair or Vice Chair, the Board Secretary shall call the Board to order whereupon a temporary chairperson "shall be elected by the members of the Board present. Upon the arrival of the Chair or Vice Chair, the temporary chairperson shall immediately relinquish the chair upon the conclusion of the business immediately before the Board. 5. Attendance Before proceeding with the business of the Board, the Board Secretary shall enter into the minutes the names of the members present or absent. 6. Quorum A majority of the members of the Board shall constitute a quorum for the transaction of business, but a lesser number than a quorum may adjourn from time to time. The Board may adjourn any regular, adjourned regular, special or adjourned special meeting to a time and place specified in the order of adjournment. If all members are absent from any regular or adjourned regular meeting, the Board Secretary may declare the meeting adjourned to a stated time and place. The Board Secretary shall cause written notice of the adjournment to be given in the same manner as provided for special meetings unless the notice is waived as provided for special meetings. Whenever a regular or adjourned regular meeting is adjourned as provided in this section, the resulting adjourned regular meeting is a regular meeting for all purposes. When an order of adjournment of any meeting fails to state the hour at which the adjourned meeting shall be held, it shall be held at the hour specified for regular meetings. Truckee Successor Agency Oversight Board Resolution Page 3 7. Order of Business Promptly at the hour set on the day of each regular meeting, the members of the Truckee Successor Agency Oversight Board, Board Secretary and Board Staff shall take their regular stations in the appropriate meeting room of Town Hall and the business of the Board shall be taken up for consideration and disposition in the following order except that with the consent of the Board, matters may be taken up out of order: a. Call to Order b. Pledge of Allegiance to the Flag C. Public Comment d. Discussion Items e. Adjournment 8. Reading of Minutes Unless the reading of the minutes of a Board meeting is requested by a member of the Board, such minutes may be approved without reading if the Clerk has previously furnished each member with a copy. 9. Addressing the Board Any person desiring to address the Board at a meeting shall first secure the permission of the Presiding Officer to do so; provided, however, that under the following headings of business, any qualified and interested person shall have the right to address the Board upon obtaining recognition by the Presiding Officer: 9.1 Written Communications Interested persons or their authorized representative may address the Board by written communication on any matters concerning the Board's business. Such written communication shall be delivered to the Board Secretary no later than 24 hours preceding the regular Board meeting, the agenda for which such written communication is intended. 9.2 Oral Communications Interested persons in the audience or their authorized representatives may address the Board on any matter over which the Board has control; provided, however, that preference shall be given to those persons who have notified the Board Secretary in advance of their desire to speak in order that they may be shown on the agenda. 10. Manner of Addressing Board Each person shall stand at the podium, if one is available, and give his or her name and address for the record. All remarks shall be addressed to the Board as a body and not to any member thereof. No person, other than the Board and the person having the floor shall be permitted to enter into any discussion, either directly or through a member of the Board, without the permission of the Presiding Officer. No question shall be asked of a Board Member or a member of Town Staff except through the Presiding Officer. 11. Voting 11.1 Members of the Board shall vote by "voice vote" on all ordinances, resolutions and other matters unless a roll call vote is requested by a Board Member. Silence shall be recorded as an affirmative vote. The Presiding Officer shall announce the results of the vote. The Clerk shall show on ordinances, resolutions and in the minutes, the names of Board members voting "aye" or "no." The Presiding Officer may make or second motions. Truckee Successor Agency Oversight Board Resolution Page 4 11.2 The vote on any matter being considered by the Board may be delayed by the Presiding Officer until all members of the Board present for a meeting and not excused are at the Board table. 11.3 A member of the Board who has a conflict of interest regarding any matter being considered by the Board shall declare the conflict and excuse himself or herself from participating in the Board's deliberations and decision regarding that matter. 12. Order and Decorum 12.1 By Board Members While the Board is in session, the members must preserve order and decorum, and a member shall neither by conversation or otherwise delay or interrupt the proceedings or the peace of the Board, nor disturb any member while speaking or refuse to obey the order of the Board or its Presiding Officer, except as otherwise herein provided. 12.2 By Other Persons Any person making personal, impertinent, or slanderous remarks or who shall become boisterous while addressing the Board or who shall by conversation or otherwise delay or interrupt the proceedings or the peace of the Board or disturb any member while speaking or refuse to obey the orders of the Board or its Presiding Officer shall be forthwith barred by the Presiding Officer from further audience before the Board, unless permission to continue be granted by a majority vote of the Board. In the interest of an orderly meeting, applause shall not be permitted. 12.3 Enforcement of Order and Decorum A law enforcement officer may be designated as Sergeant -at -Arms of the Board meetings when requested by the Presiding Officer. The officer shall carry out all orders and instructions given at the Board meeting. Upon instruction of the Presiding Officer, it shall be the duty of the Sergeant -at -Arms, as to any person who violates the order and decorum of the meeting, to remove and bar such person from the Board meeting. 12.4 Smoking Smoking shall not be permitted in Town Hall facilities. 13. Special Boards All special Boards shall be appointed by the Presiding Officer with the approval of the Board. 14. Protests Any Board Member shall have the right to have the reasons for his or her dissent from or protect against, any action of the Board, entered on the minutes. 15. Adjournment The Presiding Officer may adjourn the meeting. A motion may also be made to adjourn the meeting and if so made shall always be in order and decided without debate. 16. Any matter not covered by these rules shall be handled pursuant to Robert's Rules of Order. Truckee Successor Agency Oversight Board Resolution Page 5 The foregoing Resolution was introduced by seconded by , at a Regular Meeting of the Truckee Redevelopment Successor Agency Oversight Board, held on the _ day of , 201_ and adopted by the following vote: AYES: NOES: ABSENT: Chair ATTEST: Judy Price, MMC, Board Secretary