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HomeMy Public PortalAboutResolution - 73-02- 19730130 - Establish Meeting ProcedRESOLUTION NO. 73-2 RESOLUTION ESTABLISHING RULES OF PROCEDURE FOR MID -PENINSULA REGIONAL PARK DISTRICT. WHEREAS, Public Resources Code Section 5536 provides that the Board of Directors of the District shall establish rules for its proceedings, and the Board desires to establish such rules in complianceL therewith, NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE MID -PENINSULA REGIONAL PARK DISTRICT DOES RESOLVE that the "Rules of Procedure" affixed hereto a part hereof are hereby adopted as ceedings of the Board of Directors. PASSED AND ADOPTED by the and by reference made the Rules for the Pro - Board of Directors of the Mid -Peninsula Regional Park District on January 30 1973, at a regular meeting thereof, by the following vote: AYES, and in favor thereof: NOES: Directors: none ABSENT: none Daniel Wendin Nonette Hanko Katherine Duffy Daniel Condron William Peters President - Board of Directors ATTEST: Seer - Vice -President 1 RULES OF PROCEDURE ADOPTED Jan. 30 January 24, 19/3 Nonette Hanko Section 2 1.10 Regular meetings. Regular meetings of the Board of Directors of the Midpeninsula Regional Park District shall be held on the second and fourth Wednesdays of each month at the hour of 7:30 P.M. Meetings shall be held at such place or places within the district as shall be determined by the board of directors. A majority of the members of the board may cancel a meeting for cause or call the regular meeting for a different date or time. Public notice of the place, date, and time of meeting shall be announced at least 48 hours prior to the regular meeting time. 1.13 Special meetings. Special meetings may be called at any time by the president or at the request of a majority of the members of the board. Written notice of such meeting shall be delivered personally or by mail to eadkmember and to each local newspaper of general circulation at least 24 hours before the time specified for the proposed meeting, provided that the failure to receive notice shall not affect the validity of any action taken at the meeting. The notice shall specify the time and place of the special meeting and the business to be transacted. No other business shall be considered at the meeting. 3 1.16 Meetings to be public. All meetings of the board of directors shall be public, provided the board may hold executive sessions from which the public may be excluded for the consideration of the following subjects: 1.) gpppi'ntm'ent, employment, or dismissal of a public officer, employee or agent, or to hear complaints or charges brought against such officer or employee by another public officer, person or employee. 2.) proposed or pending litigation 3.) contract negotiations 4.) matters embraced within the attorney -client privilege 5.) ;any other matters exempted by law 1.18 Quorum. At any meeting of the board afrriajority:.of the directors shall constitute a quorum for the transaction of business. When there is no quorum the president, or vice-president, or any other member of the board of direct- ors shall adjourn such meeting. 1.19 Smoking. It shall be unlawful for any person to smoke at anytime at the meetings of the board of directors. 1. Rules of procedure required by Public Resources Code, Division 5, Chapter 3, Article 3, section 5536. 2., 3., and 4. See P.R.C. section 5535 5 1.20 Legislative body. The board of directors is the legislative body of the district and shall determine all questions of policy. . 6 1.22 Board of directors; election of officers. At the first regular meeting in January of each year beginning in 1974, the board of directors shall choose one of its members president, and another vice-president, who shall act for the president in his absence or disability. The board shall choose one of its members to serve as board secretary and another to serve as treasurer. Each office shall be voted on separately. Elections shall be by secret ballot. The candidate receiving a majority of the vote of the members of the board shall be elected. 1.24 Duties of the presiding officer. The president, or in his absence, the vice-president, shall be the presiding officer of the board and shall assume his place and duties as such immediately following his election. The presid- ing officer shall preserve order at all meetings of the board, announce its decisions on all subjects, and decide all questions of order, subject to an appeal to the board. He shall patt»ii ax iia and at vote son all questions as other members of the board. 7 The president shall sign all ordinances, resolutions, contracts and convey& ances on behalf of the district after they have been approved by the board, and he shall perform such other duties as may be imposed upon him by the board. In the absence of the president, or in the event of his inability to act, the vice-president shall perform all the powers and duties of the president. If both the president and vice-president are absent or unable to act, the board may se- lect a president pro-tempore who shall perform all the powers and duties of the president. 1.25 Rules of procedure. Roberts Rules of Order shall be followed as interpret- ed by the presiding officer, subject to an appeal to the board. 8 1.27 Board secretary and treasurer. Unless otherwise directed by the board the board secretary shall countersign all ordinances, resolutions, contracts, and conveyances on behalf of the district. Unless otherwise directed by the board, the treasurer shall sign all war- rants which have been approved by the board, signed by the president, or other authorized officer, and attested by the secretary. 1.30 Agenda. All reports, ordinances, resolutions, and other matters inten- ded to be considered by the board at its regular meeting shall be delivered to the secretary not later than 12:00 noon on the preceding Thursday. The secretary shall prepare the agenda of all such matters according to the order of business. A copy of the agenda and of all available supporting materials shall be delivered or mailed to each board member so as to reach the recipient by 7:00 P.M. on the Saturday preceding each board meeting. 5. See P.R.C. section 5537 6. See P.R.C. section 5535 7. See P.R.C. section 5548 8. See P.R.C. sections 5551 and 5552 2.. Supplementary supporting materials may be received by the secretary after that time, provided the matter refers to an already agendized item. The board shall establish policies for the duplication and dissemination of agendas, supporting materials, and other public records of the district. No matters other than those on the agenda shall be finally acted upon by the board , provided that matters deemed to be of an urgent nature by a majority of the board, with an explanation atated as to the urgency, may be acted upon. 1.40 Order of business. The order of business, which shall not be departed from except by consent of the majority of the board, shall be as follows : 1. Roll call 2. Approval of minutes of previous meeting 3. Special orders of the day and public hearings 4. Reports 5. Resolutions and ordinances 6. Unfinished business 7. New business 8. Written communications 9. Oral communications 10. Claims 11. Adjournment 1.41 Roll call. Before proceeding with the business of the board, the secretary shall call the roll of the board of directors, and the names of those present shall be entered in the minutes. 1. 42 Approval of minutes of previous meeting. Unless the reading of the minutes of a board meeting is requested by a majority of the board, such minutes may be approved without reading, provided that the secretary has previously furnished each member of the board with a copy. 1.46 Unfinished business. When a regular meeting is adjourned before the completion of the agenda, all unfinished items will be listed under unfinished business on the next regular board meeting agenda, unless otherwise desig- nated by a majority of the board. 1.48 Written communications. The secretary is authorized to receive and open all mail addressed to the board of directors. Any written communication addressed to the board of directors shall be reproduced and distributed to the board as soon as possible. Any member of the board may place such written communication on the agenda for action by the board. 1.49 Oral communications. Taxpayers or residents of the district or their authorized legal representatives may address the board by oral communications on any matters concerning the affairs of the district. 9 1.495 Claims. No claim against the district shall be paid unless the same shall be first approved by a majority of the board at a meeting thereof. 9. See P.R.C. section 5553 3. 1.50 Preparation of minutes. Minutes of board meetings shall be kept by the secretary. The secretary shall make a record together with sense minutes of such business as was actually passed upon by a vote of the directors. A record shall be made of the names and addresses of persons addressing the board, the subject matter to which their remarks related and whether they spoke in support or in opposition to such matter. The secretary shall cause a copy of the minutes to be forwarded to each board member within three days following the board meeting. 1.80 Board action. A majority vote of a quorum present at the meeting shall be sufficient for the taking of board action or the conduct of business except where action is required to be taken by a "majority of the board ", a " majority of the members of the board" , or language of similar import. 10 All legislative action of the board of directors shall be taken by ordinance or resolution. The ayes and noes shall be taken upon the passage of all ordin- ances or resolutions, and entered into the minutes of the board. An ordinance or resolution shall not be passed or become effective without the affirmative vote of at least a majority of the members of the board. The enacting clause of all ordinances passed by the board shall be in these words : "Be it ordained by the Board of Directors of the Midpeninsula Regional Park District". All ordinances and resolutions shall be signed by the president of the board and attested by the board secretary, and all ordinances shall be published once within 30 days after adoption in a newspaper of general circulation printed, published and circulated in the district. 11 1.90 Compensation of directors and payment of expenses. Members of the board shall receive fifty dollars ($50) for each attendance at board meetings. They shall not receive any other compensation, and a director shall not receive pay for any more than two meetings in any one calendar month. Members of the board may be allowed actual necessary traveling and in- cidental expenses incurred in the performance of official business of the dis- trict as approved by the board. 10. See P.R.C. section 5547 11. See P.R.C. sections 5536 and 5536.5 4.