Operating
Principles & Procedures
A)
Powers and duties of the chair or co-chairs. The
chair or co-chairs of the commission shall have the following powers
and duties:
1) Call the commission to order at the hour appointed for meeting
and, if a quorum is present, shall cause the minutes of the previous
meeting to be approved;
2) Proceed with the order of business;
3) Adjourn the commission upon a motion to adjourn approved by a
majority of members present.
4) Preserve order and decorum, and in the interest of efficiency,
may impose time and subject matter limits for testimony and comment
given by the public and members of the commission.
5) Promote efficient operation of the commission, which shall include
working with the facilitation consultant to set the agenda and between
meetings in accordance with the objectives prescribed in ordinance
14514 and expediting parliamentary debate. The chair shall endeavor
to facilitate consensus on all issues before the Commission.
6) Act as spokesperson for the Commission as a group.
B)
Powers and duties of the vice-chair – acting
chair in absence of the chair or co-chairs.
1) The vice-chair shall exercise the duties, powers and prerogatives
of the commission chair in the event of the chair's or co-chairs’
absence.
C)
Meetings.
1) The commission shall endeavor to meet at least twice each month
to conduct business and consider issues.
2) The time for commission meetings shall be set by the chair in
coordination with the facilitation consultant. The facilitation
consultant shall make public all commission meeting notices and
agendas.
3) Per ordinance 14514, all commission meetings shall be open to
the public. Active public comment will be heard at designated public
meetings, through structured presentations to the Commission, and
via comments provided to the Commission facilitator and received
when posted to the project website. Members of the public wishing
to present materials to the Commission should arrange to do so beforehand
by contacting Berk & Associates.
4) Commission meetings will start and end on time.
D)
Agenda.
1) Agendas shall be published in advance. The chair or co-chairs
and the facilitation consultant shall endeavor to provide agendas
to members of the commission and the public 24 hours in advance
of commission meetings.
2) Commission members may offer changes or additions to the agenda
at the start of each meeting. The chair or co-chairs shall notify
the members present of proposed changes to the agenda. If two members
object to a change, a majority of the members present shall decide
whether to change the agenda.
3) The Commission intends to focus on major issues for review first,
before delving into greater detail, in keeping with its work plan
and Ordinance 14514. Commission members have agreed not to raise
governance issues for six months from June 6, including such issues
as number of Councilmembers, partisanship, and elected vs. appointed
members.
E) Sub-committees.
1) The commission may create sub-committees for the study of specific
issues. However, per ordinance 14514 Section 5B, the commission
shall study and advise on those items listed in that section in
sequential order.
F)
Public record of council meeting.
1) The facilitator of the commission shall produce summary proceedings
of meetings according to state law.
G)
Decisionmaking.
1) Consensus. Per ordinance 14515 section 5 D, the Commission will
operate "under the premise of consensus." Consensus is
defined as a collective opinion reached by a group of people that
resolves or advances issues at hand. In order to achieve consensus,
the following conditions should be met:
a) The environment must be open enough so each person feels s/he
has had a fair chance to speak and be heard.
b) Sufficient time must be given to thoroughly discuss the problem
and for everyone to gain an understanding of the group's decision.
c) Each member should understand the decision or solution on the
table.
d) Where substantial differences of opinion exist, the final report
shall make an effort to reflect the divergence of views.
e) In cases of disagreement, the majority shall seek to assure that,
where possible, final recommendations will be worded to achieve
the broadest support within the Commission.
2) In cases for which consensus cannot be reached, the Commission
should operate by Roberts Rules of Order, specifically those contained
in the 9th edition published by Scott, Foresman.
3) Decisions may be made only when a quorum, defined as a majority
of Commission members, is present.
H)
Attendance.
1) The Commission will be “principals only” –
no alternates, please.
2) Please communicate planned absences at least one day in advance
by notifying Berk & Associates via email. The Commission will
take action to excuse such absences.
I)
Communications.
1) Commissioners should communicate questions, issues and suggestions
to Berk & Associates who will coordinate actions and responses
between the Commission chair and subcommittee chairs. Other Commission
members may be copied on such communications sent to Berk &
Associates. Likewise, any supplemental materials a Commission member
or third party group may want to provide to other members should
also be coordinated through the consulting team.
2) Email communications to Commission members by individual Commission
members will preferably be copied to the consultant team in order
to coordinate information sharing and responses among Commission
members.
J)
Discussions. The Commission will strive to have efficient
and effective discussions:
1) Everyone should participate in discussions as fully as possible.
2) Only one person should speak at a time.
3) Points should be made as concisely as possible.
4) All members’ interests and positions will be respected
and considered. |
