R-1983-1C
RESOLUTION NO. 1983-1
A RESOLUTION OF THE PERSONNEL BOARD OF
THE CITY OF SANTA MONICA ESTABLISHIING RULES
OF ORDER AND PROCEDURES FOR THE CONDUCT OF
PERSONNEL BOARD
THE PERSONNEL BOARD OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS:
SECTION 1. That the rules and procedures for the
conduct of Personnel Board meetings shall read as
follows:
"RULES AND PROCEDURES FOR MEETING
OF THE PERSONNEL BOARD OF THE'CITY
OF SANTA MONICA"
Section 1. Membership. The Personnel Board is
to consist of five (5) members appointed by the City
Council of the City of Santa Monica.
Section 2. Officers. The officers of the Board
shall be a Chairperson, a Vice -Chairperson and a Secretary
who shall be the Director of Personnel or his or her
designee. The Chairperson of the Personnel Board shall be
the Presiding Officer at all meetings of the Personnel
Board. In the absence of the Chairperson, the Vice -Chair-
person shall preside. In the absence of both the Chairperson
and the Vice -Chairperson, the Secretary shall call the
Board to order, whereupon a temporary Presiding Officer shall
be elected by a majority of Board members present to serve
e
until the arrival of the Chairperson or Vice -Chairperson,
or until adjournment.
The Secretary shall keep the records of the Board,
shall act as secretary of the meetings of the Board and
record all votes, shall keep a record of the proceedings
of the Board and shall have general supervision over the
administration of Board business and affairs, subject to -
the direction of the Board.
Section 3. Powers and Duties of Presiding Officer.
(a) Participation. The Presiding Officer
may move, second and debate from the chair, subject only
to such limitations of debate as are imposed upon the
Board members by these rules and shall not be deprived of
any of the rights or privileges of a Board member by
reason of one acting as the Presiding Officer.
(b) Duties. The Presiding Officer shall
preserve order at all regular, adjourned regular and
special meetings. Such officer shall state each question
coming before the Board, announce an.d decide all questions
of order; subject, however, to an appeal to the Board,
wherein a majority vote of the Board on any -
question of order shall govern and determine conclusively
such question of order.
(c) Signing of Documents. The Presiding
Officer shall sign all resolutions adopted and other documents
necessitating a signature, except that in the event the
-2-
Presiding Officer is unavailable, the signature of an alternate
Presiding Officer may he obtained.
CdI Election. As soon as practicable, following the first
day of July of each and every year the Board shall at the first regu-
larly held meeting attended by a majority of Board members elect their
Chairperson and Vice -Chairperson, both officers` terms to run until
midnight of the next following July 1st. Botta officers serve at the
pleasure of the Board.
(e) Vacancies, Should the office of Chairperson or dice,
Chairperson become vacant, the Board members shall, at the first
regularly held meeting attended by a majority of the Board members
fill the vancancyCies) created.. The Board member Csj so appointed
shall serve until the normal expiration of the term they are to fill,
midnight of the next following July 1st.,
Section 4, Attendance.. Any member missing three C31 successive
meetings or hearings, whether special or regular, regardless of noti-
fication of absence, shall receive a letter from the Chairperson ask-
ing if he or she wishes to continue as a Hoard member,' a copy of said
letter to be sent to the Mayor of the City of Santa Monica, A written
response from the Personnel Board member to the Secretary of the Per-
sonnel Board shall"be required within fourteen C141 days from mailing
date on letter from Chairperson, indicating whether or not he/she
wishes to continue serving as a Board member.
Section 5. Meetings To Be Public Exception For Executi-re
Sessions. All meetings of the Personnel Board shall be public,
provided, however, the Board may hold executive sessions during a
regular or special meeting, from which. the public may be exclude,under the
-3-
Board a written waiver of notice. Such waiver may be given
by telegram. Such written notice may also be dispensed
with as to any member who is actually present at the
meeting at the time it convenes.
Section 8. Quorum. In accordance with Section 1004
of the Santa Monica Municipal Charter, three members of
the Personnel Board shall constitute a quorum for the
transaction of business, but a smaller number may adjourn'
from time to time until a quorum is present and those
present may obtain the attendance of the absentees. How-
ever, action granting approval to any matter must be taken
by a majority vote of all the members of the Personnel
Board and a failure to approve results in an automatic
denial of the pending matter.
Section 9. Disqualification For Conflict of Interest.
Any Board member who is disqualified from voting on a
particular matter by reason of a conflict of interest shall
publicly state or have the Presiding Officer state the
nature of such disqualification in open meeting. Where
no clearly disqualifying conflict of interest appears,
the matter of disqualification may, at the reque.st of the
Board member affected, be decided by the other Board members.
A Board member stating such disqualification shall not be
counted as part of a quorum and shall be considered absent
for the purpose of determining the outcome of any vote
son such matter.
Section 10. Voting Procedure. Any vote of the
-5-
I
Board, including a roll call vote, may be registered by
the members by answering `YES' for an affirmative vote
or 'NO' for a negative vote upon their name being called.
Whenever members of the Board state they are not voting
or members remaining silent when their name is called,
their vote shall be recorded as an abstention.
Section 11. Changing Vote. Members may change their
vote only if made by a timely request to-do so following
the announcement of the vote by the Secretary and prior
to the time that the next item in the order of business
is taken up.
Section 12. Motion to Reconsider. A motion to
reconsider any action taken by the Board may be made and
seconded by any Board member who voted on the prevailing
side. Said motion shall be debatable.
gon4- i nn l Z 71 `.+- i nn n" 7?ocn l 11* i nn c
(a) A resolution, unless laid over by a majority
vote of the Board, shall be acted upon on the day of
presentation.
(b) platters coming before the Board in the
form of recommendations which require the preparation of
a resolution shall be open to public discussion prior to
called for a motion on the adoption thereof.
(c) At the time of adoption of a resolution,
it shall be read in full unless, after the re=ading of the
title thereof, the further reading thereof is waived by
a unanimous vote of the Board members present.
Section 14. Agenda. The Secretary shall prepare
the Agenda in consultation with the Chairperson. The Agenda
with all supporting matters shall be delivered to the Board
members at least 24 hours prior to the meeting to which it
pertains and shall be made available to the public; providing,
however, that at any time prior to the hour set for the
meeting, any member thereof, the Secretary, or the City
Attorney, may direct any matter they deem urgent to be placed
upon the Agenda after its delivery to the Board members shall
not be considered unless a majority vote of the Board members
present have voted to do so.
Section 15. Order of Business. At the regular
meetings of the Board the following shall be the order of
business:
1. Call to order.
2. Pledge of Allegiance.
3. Roll Call.
4. Approval of the minutes of the previous
meeting.
5. Report of Secretary.
6..Old business.
7. New business.
8. Adjournment
-7-
Section 16. Preparation of Minutes. The Secretary
shall have exclusive responsibility for preparation of the
minutes, and any directions for changes in the minutes
shall be made only by majority action of the Members present.
Section 17. Reading of Minutes. Unless the reading
of the minutes of a Board meeting is ordered by a majority
vote of the Board members, such minutes may be approved
without reading if the Secretary has previously furnished
each Board member with a copy.
Section 18. Recording of Meetings. All public
meetings of the Personnel Board will be recorded by tape
recorder. The recording will be made by the Secretary
and be part of the records of the Personnel Board. The
use of other recording or television equipment is permitted
so long as it is not disruptive of the meeting.
Section 19. Rules of Debate.
(a) Getting the Floor. Every Board member
desiring to speak shall first address the Chair, gain
recognition by the.Presiding Officer, and shall be confined
to the question under debate.
(b) Point of Order. The Presiding Officer
shall determine all points oforder subject to the right
of any member to appeal to the Board. If an appeal is
taken, the question shall be 'Shall the decision of the
Presiding Officer be sustained?' A majority vote shall
conclusively determine such question of order.
Section 20. Rules of Order. Whenever a procedural
difficulty arises which cannot be resolved by reference
to the City Charter, these rules as adopted by the
Personnel Board, or applicable provisions of State Law,
the procedures of this Board shall then be governed
by the latest revised edition of Robert's Rules of Order.
These rules, or any one thereof, may be suspended by
a vote of two-thirds (2/3) of the Commissioners present.
Section 21. Failure to Observe Rules of Order.
Rules adopted to expedite the transaction of the business
of the Board in an orderly fashion are deemed to be
procedural only and the failure to strictly.observe such
rules shall not affect the jurisdiction of the Board or
invalidate any action taken at a meeting that is otherwise
held in conformity with law.
Section 22. Rules of Decorum.
(a) The Personnel Board expects its members
and every person in attendance thereof to exercise the
proper courtesies and restraints during all phases of the
meeting.
Section 23. Public Discussion and Addressing the
Commission. Where hearing is conducted by law or on matters
of special interest, no person shall be heard thereon
except at the time of the public hearing. Public discussion
shall be permitted on any proposed resolution of the Board
and my be permitted on any matter if consent is given by
majority vote of the Board members present.
Persons desiring to address the Board should step
up to the microphone in front of the rail, state their
name and address for the record, the subject they wish to
discuss, whom they represent if they represent an organi-
zation or other persons, and, unless further time is
granted by majority vote of the Board, shall limit their
remarks to five (5) minutes per =item, bu-t nothing in this
section shall be deemed to preclude the majority of Board
Members present from allowing extended debate on any matter.
Section 24. Interpretation and Modification of
These Rules. These rules shall be interpreted liberally
in order to provide for the optimum in the free interchange
of information and public debate without an unnecessary
waste of time or duplication of effort. These rules may
be amended by resolution with approval of at least three
Board members at a regular or special meeting.
SECTION 2. Any resolution adopting, amending or
relating to Personnel Board Rules of Order and Procedure
is hereby repealed in its entirety.
SECTION 3. It is the intent of the Commission
-10-
t
that these rules of procedures shall govern the conduct
of its meetings, in accordance-'uith. and in addition to
Article X of the Santa Monica Municipal Charter and any
other governing provisions of State or local law. Should
a question arise as to conflict between these rules and
the Charter of governing State or local law, the provisions
of the Charter and other governing law shall prevail. -
SECTION 4. If any section, subsection, sentence,
clause or phrase of this resolution is for any reason held
to be invalid or unconstitutional by a decision of any court
of competent jurisdiction, such decision shall not affect
the validity of the remaining portions of the resolution.
The Personnel Board hereby declares that it would have
passed this resolution and each and every section, sub-
section, sentence, clause.or phrase not declared invalid or
unconstitutional without regard to whether any portion of
the resolution would be subjsequently declared invalid
or unconstitutional.
SECTION 5. The Secretary shall certify to the
adoption of this resolution and thenceforth and thereafter
the same shall be in full force and effect.
SECTION 6. These Rules shall be made public and a
copy thereof be made available for public use at all meetings
-11-
of the Personnel Board.
ADOPTED AND APPROVED this 11th day of
APPROVED AS TO FORM:
ROBERT M. 11YERS
City Attorney
ATTEST:
F
over , 1982.
(aairperson
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )
CITY OF SANTA MONICA )
I hereby certify that the foregoing resolution was
duly adopted by the Personnel Board of the City of Santa
Monica at a regular meeting held on the Eleventh day of
Octobar) 1982-, by the following vote of -the Board:
AYES: Meli. sa Hill . Cb.atrperson.
Donald__Iiovland, dice- Cfia%rperson
Clyde Longmire
Carol Hetrick
NOES:
ABSENT: Susan Weiss
Secretary
-12-