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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-