Document otsegocountymi_gov_doc_9b9a4b17a2

OTSEGO COUNTY BOARD OF COMMISSIONERS BYLAWS AND RULES OF PROCEDURE ADOPTED October 28, 2025 AMENDED December 16, 2025 ---PAGE BREAK--- 1 OTSEGO COUNTY GOVERNMENT MISSION STATEMENT The mission of the Otsego County Board of Commissioners is to perform the legally consƟtuted county government responsibiliƟes, which are to protect the health, welfare, and safety of the residents of the community and the employees. The Board, working as a team, will demonstrate fiscal responsibility, maintain credibility and build public trust. The Board will assume leadership in the development and improvement of county services and programs. The Board will provide for the delivery of essenƟal services through cooperaƟve interacƟon with all other units of government and community agencies. ---PAGE BREAK--- 2 OTSEGO COUNTY BOARD OF COMMISSIONERS BYLAWS AND RULES OF PROCEDURE ARTICLE I. AUTHORITY 1.1 Bylaws and Rules of Procedure These bylaws and rules of procedure are adopted by the Board of Commissioners of Otsego County (hereaŌer referred to as the Board) by a majority vote of the members elected and serving at the first meeƟng held in January of each year pursuant to SecƟon 46.11 of the Michigan Compiled Laws (MCL) as amended. 1.2 Amendment of Bylaws and Rules of Procedure The Board shall not amend or rescind the bylaws and rules of procedure except upon two-thirds (2/3) vote of the members elected and serving. Any proposed amendment of the bylaws and rules of procedure, properly presented to the Board, shall take immediate effect, unless otherwise sƟpulated by the Board at the Ɵme of adopƟon. 1.3 Previous Bylaws and Rules of Procedure The most recent amended and adopted bylaws and rules of procedure supersede any and all previously amended and adopted bylaws and rules of procedure. 1.4 Severability Clause Should any provision of the bylaws and rules of procedure be ruled unlawful or unconsƟtuƟonal, the remaining bylaws and rules of procedure shall remain in effect and are binding on the Board. ARTICLE II. BOARD ORGANIZATION 2.1. Board Membership The Board shall consist of nine Commissioners elected one from each district, apporƟoned on the basis of populaƟon as provided by law. 2.2 Term of Office The term of office for each Commissioner elected at or aŌer the 2024 general November elecƟon is four years. The term of office begins on January 1 following the general elecƟon and conƟnues unƟl a successor is elected, sworn in, and qualified. 2.3 Vacancies in Office When a vacancy occurs in the office of a Commissioner by death, resignaƟon, removal from the district, or removal from office, the vacancy shall be filled by appointment within thirty (30) days by the County Board of Commissioners with resident and registered voter of that district. The individual appointed to fill the vacancy shall serve for the remainder of the unexpired term. (Reference MCL 46.412) If the vacancy is not filled within thirty (30) days, it will be filled by special elecƟon regardless of the year, per MCL 46.413. ---PAGE BREAK--- 3 2.4 ReapporƟonment The Board shall be reapporƟoned, in accordance with MCL 46.401, within sixty (60) days following the publicaƟon of the latest United States official decennial census figures. 2.5 CompensaƟon for the County Board of Commissioners The annual salaries for the County Board of Commissioners shall be fixed by a Board resoluƟon no later than November 1. A resoluƟon may include a single adjustment or phased compensaƟon adjustments. Any changes to compensaƟon shall take effect on January 1 of the Commissioners new term of office, provided it is voted upon before the commencement of the new terms of office. Per-diem rates and mileage reimbursement rates may also be evaluated and adjusted via resoluƟon at the same Ɵme. Mileage reimbursement shall not exceed the rate set for state officers as determined by the state officers compensaƟon commission. (See MCL 45.421 and MCL 46.415) If not so determined, the previous compensaƟon shall stay in place unƟl changed by the Board. 2.6 Powers and DuƟes The Board may be defined as the legislaƟve, policy making branch of County government. The Board will have such powers and duƟes as provided by law. The authority of the Board is collecƟve and according to state law. No individual member can assume any acƟon, decision or endeavor on behalf of the Board or in lieu of Board acƟons. 2.7 IndemnificaƟon The County shall indemnify and save harmless all Board members against expenses actually and necessarily incurred by them as well as any judgment rendered against them in connecƟon with the defense of any acƟon, suit, or proceeding in which they are made parƟes by reason of being or having been a Board member, except in relaƟon to maters as to which any such members shall be adjudged in such acƟon, suit, or proceedings to be liable for misconduct in the performance of duty, acƟons taken outside the scope granted by the posiƟon of County Commissioner and to such maters as will be setled by agreement predicated on the existence of such liability. The foregoing right to indemnificaƟon will be exclusive of all other rights to which a member is enƟtled. 2.8 OrganizaƟonal MeeƟng The first meeƟng in each calendar year shall be the organizaƟonal meeƟng. At each such meeƟng, the County Clerk shall preside unƟl a chairperson is elected. The County Clerk shall first administer the oath of office to any Commissioners to whom the oath has not previously been administered. 2.8.1 ElecƟon of the Chairperson The County Clerk shall then proceed to the elecƟon of the Chairperson of the Board. The County Clerk shall call for nominaƟons for the office of the Chairperson and when nominaƟons are closed by two-thirds (2/3) vote or no other nominaƟons are forthcoming, the County Clerk shall order the vote to elect the Chairperson via secret ballot. The County Clerk shall conƟnue to preside unƟl one nominee receives a majority of the votes of the members elected and serving. That nominee shall be declared the elected Chairperson and shall assume the duƟes upon elecƟon. ---PAGE BREAK--- 4 2.8.2 ElecƟon of the Vice-Chairperson The newly elected Chairperson shall proceed with the elecƟon to the office of Vice-Chairperson. The elecƟon shall be conducted in an open meeƟng, with nominaƟons and voƟng occurring publicly. 2.8.3 Bylaws and Rules of Procedure The Board shall then review, and shall either amend or adopt, the current bylaws and rules of procedure of the Board. Any acƟon to amend or rescind the bylaws shall be by two-thirds (2/3) vote of the members elected and serving. An acƟon to adopt the bylaws without any amendments shall require a majority vote of the members elected and serving. 2.8.4 AddiƟonal Agenda The Board shall select the day, Ɵme, and locaƟon to hold the regular Board meeƟngs. The Board may proceed to other agenda items as they shall decide. 2.9 Committee Appointments The Board Chairperson, at the second meeƟng in January following the OrganizaƟonal MeeƟng, shall make appointments to standing commitees. All commitee appointments shall be for a one year term, ending December 31 of the year in which the appointments were made, unless otherwise required by law. All commitees having one or two Commissioners will have an alternate assigned. It is the responsibility of the appointed Commissioner to contact the alternate if unable to atend a scheduled commitee meeƟng. If the alternate is unable to atend, the Chairperson or Vice-Chairperson must be contacted. All requests for changes in appointments to any commitees are to be submited in wriƟng to the Chairperson. All appointments or changes shall be subject to approval of the Board by a majority vote of the members elected and serving. 2.10 Special Committees There will be, in addiƟon to standing commitees, such other special (Ad Hoc) commitees as the Chairperson, from Ɵme to Ɵme, may establish and appoint. The commitee appointments shall end when the business of the commitee has been completed or at the end of the term of the chairperson that established it. 2.11 Parliamentarian The Chairperson will appoint, at the January organizaƟonal meeƟng, a parliamentarian and an alternate who, when called upon, will advise the Chairperson and the Board on maters pertaining to parliamentary procedures. The alternate may be called upon in the absence of the parliamentarian. ARTICLE III. OFFICERS AND EMPLOYEES 3.1 Chairperson The term of the Chairperson shall be for one year, ending December 31 of the year in which the Chairperson was elected. The duƟes and powers shall include the following: ---PAGE BREAK--- 5 1. Shall preside at all meeƟngs of the County Board, preserve order, and decide quesƟons of order subject to appeal to the Board, which may reverse the Chairperson by a majority vote of those elected, present, and voƟng. 2. Shall be the agent for the Board and shall affix the signature to all contracts, orders, resoluƟons, determinaƟons, minutes, and other documents requiring the signature of the Chairperson. 3. Shall administer oaths to any person concerning any mater as may come before the Board for consideraƟon. 4. Shall make appointments to all standing commitees, special commitees, and subcommitees of the County Board of Commissioners subject to Board approval. The Chairperson shall also appoint alternates to the various commitees. The Chairperson shall designate the Chairperson of each commitee. 5. May refer any communicaƟon to a standing commitee, special commitee, or subcommitee of the Board, and may further refer any communicaƟon to the County Administrator or County Legal Advisor. 6. Shall serve as Ex-Officio on all Board commitees. As such, the Chairperson may parƟcipate in discussions and deliberaƟons of said commitee, but shall not be considered a voƟng member, except in cases where the Chairperson is a regular member of the commitee. 7. Shall be the ceremonial representaƟve and spokesperson of the Board and shall perform such other duƟes as specified by law. The Chairperson may appoint a replacement as appropriate. 3.2 Vice-Chairperson The term of the Vice-Chairperson shall be for one year, ending on December 31 of the year in which the Vice-Chairperson was elected. The duƟes and powers shall include the following: 1. Shall preside, in the absence of the Chairperson, at Board meeƟngs. 2. Shall perform such other duƟes as may be, from Ɵme to Ɵme, assigned by the Chairperson or the Board. 3.3 County Clerk The duly elected County Clerk shall be the Clerk of the Board and shall perform such duƟes as required by law. The duƟes shall include the following: 1. Shall preside at the organizaƟonal meeƟng, unƟl a Chairperson is elected. 2. Shall be responsible for the official recording and minutes of all Board meeƟngs in accordance with the Open MeeƟngs Act. Minutes shall include the names of Commissioners making and seconding a moƟon, and the vote on the moƟon. Where appropriate, the record shall also state whether the vote was by voice or roll call, and when by roll call, the record shall show how each member voted. 3. Shall file and preserve the records of the Board and its various commitees. 4. Shall maintain copies of each resoluƟon, ordinance, or other mater acted upon by the Board. 5. Shall perform other such duƟes as may be, from Ɵme to Ɵme, assigned by the Chairperson or the Board. 6. Shall appoint a Deputy Clerk to assume such duƟes, should the County Clerk be unable to atend a Board MeeƟng. ---PAGE BREAK--- 6 7. Shall be the designated person to provide noƟce of Public MeeƟngs pursuant to the Open MeeƟngs Act. 3.4 County Administrator Board acƟons and decisions may be implemented and carried out by the County Administrator as directed by the Board. The County Administrator shall serve at the pleasure of the Board. The County Administrator is hereby designated as the official signatory of Board approved leases, contracts and other legal documents. However, this designaƟon does not diminish the authority of the Chairperson. The County Administrator may, as permited by the Board, retain and supervise such other representaƟves, agents, and employees as may be deemed necessary to implement and carry out the Board’s acƟons and decisions. However, the County Administrator and other administraƟon leadership posiƟons do not have direct supervision over elected county officers such as the Clerk, Treasurer, Sheriff, and Prosecutor. ARTICLE IV. MEETINGS 4.1 Regular MeeƟngs The Board shall meet according to the schedule adopted pursuant to SecƟon 5 of the Open MeeƟngs Act (P.A. 267 of 1976 as Amended being MCL 15.265), normally the second and fourth Tuesday of each month. The Ɵme and place shall be determined by the Board in the organizaƟonal meeƟng. 4.2 Special MeeƟngs 4.2.1 By PeƟƟon of Members The Board shall meet in a special session upon writen peƟƟon or noƟce to the County Clerk, signed by one-third (1/3) or more of the members elected and serving. The writen noƟce shall specify the Ɵme, date, locaƟon, and purpose of the meeƟng. The Clerk, upon receipt of writen noƟce shall immediately give noƟce to each of the Commissioners at least eighteen (18) hours before the Ɵme of such meeƟng. 4.2.2 By Call of Chair A special meeƟng of the Board may also be called by the Chairperson specifying the date, Ɵme, locaƟon and purpose of the meeƟng. The Clerk shall immediately give noƟce to each of the Commissioners at least eighteen (18) hours before the Ɵme of such meeƟng. 4.3 Change in Schedule A change in schedule including, Ɵme and place, addiƟonal meeƟngs, and meeƟngs adjourned or recessed to the specific Ɵme and place, shall not be made except upon a majority vote of the Board. Such change must be recorded in the minutes of the meeƟng in which the change is made. In the event the Board shall meet and a quorum is not present, the Board with the approval of a majority of those present, may adjourn the meeƟng unƟl another Ɵme. NoƟce of a change in schedule shall be given to Board members and the public in accordance with SecƟon 5.2. ---PAGE BREAK--- 7 4.4 Work Sessions Work sessions of the Board may be held at a date, Ɵme and place established by the Board. However, formal acƟon may not be taken at a work session. Whenever the Board shall meet in “working sessions” the Board shall meet as a commitee of the whole and the Chairperson or Vice-Chairperson shall preside. 4.5 Emergency MeeƟngs Emergency meeƟngs, in the event of a severe and imminent threat to the health, safety, or welfare of the public, may be called when two-thirds (2/3) of the members of the Board decide that delay would be detrimental to efforts to lessen or respond to the threat. If the Board is unable to comply with the 18- hour posted noƟce requirement prior to holding the emergency meeƟng, paper copies of the public noƟce for the emergency meeƟng shall be made available to the public at that meeƟng. The noƟce shall include an explanaƟon of the reasons that the Board cannot comply with the 18-hour posted noƟce requirement. The explanaƟon shall be specific to the circumstances that necessitated the emergency public meeƟng, and the use of generalized explanaƟons such as “an imminent threat to the health of the public” or “a danger to public welfare and safety” does not meet the explanaƟon requirements. The public noƟce of the emergency meeƟng and its explanaƟon must also be posted on the County’s website in the same manner as noƟces of regular or special meeƟngs are posted. ARTICLE V. PUBLIC NOTICE OF MEETINGS The County Clerk or appointed designee shall provide noƟce for all meeƟngs of the Board in compliance with the Open MeeƟngs Act. Such noƟce shall include, but is not necessarily limited to, the following: 5.1 Regular MeeƟngs The County Clerk or appointed designee shall post a noƟce within ten (10) days aŌer the first meeƟng of the Board in each calendar year indicaƟng the date, Ɵme and place of the Board’s regularly scheduled meeƟng. 5.2 Schedule Change Whenever the Board shall change its regular schedule of meeƟngs, the County Clerk or appointed designee shall post a noƟce of the change within three days aŌer the meeƟng in which the change was made. 5.3 Special and Emergency MeeƟngs If the Board shall schedule a special meeƟng, the County Clerk or appointed designee shall post a noƟce of such meeƟng and shall immediately give noƟce to each of the Commissioners at least eighteen (18) hours before the Ɵme of such meeƟng by email (preferred). No meeƟng, except emergency, shall be held unƟl the noƟce of the meeƟng has been posted at least eighteen (18) hours before the meeƟng. 5.4 NoƟficaƟon of Media and Others The County Clerk shall noƟfy, without charge, any newspaper or radio or television staƟon of the Board’s meeƟng schedule, schedule changes, or special or emergency meeƟngs whenever such media establishment has filed with the County Clerk a writen request for such noƟce. Upon writen request, the County Clerk shall noƟfy individuals of the Board’s meeƟng schedule, schedule changes, or special or ---PAGE BREAK--- 8 emergency meeƟngs via mail, but only upon their agreement to pay the County for prinƟng and postage expenses. 5.5 Official Website NoƟficaƟon The County Clerk or appointed designee shall post a public noƟce staƟng date, Ɵme, and locaƟon for a rescheduled regular or special meeƟng in a prominent and conspicuous place at the Board’s office as well as on the County website. If the noƟce is not on the County website homepage, it must be accessible via a prominent and conspicuous link on the homepage. ARTICLE VI. QUORUM, ATTENDANCE 6.1 Quorum A majority of the members of the County Board of Commissioners, elected and serving, shall consƟtute a quorum for the transacƟon of ordinary business of the County. 6.2 Atendance Commissioners are required to atend all regular and special meeƟngs of the Board. No member of the Board may be absent from any meeƟng of the Board or any scheduled commitee meeƟng without good cause. A Board member who expects to be absent from a meeƟng shall noƟfy the Board Chairperson of the anƟcipated absence. A member who fails to provide adequate noƟficaƟon and good cause shall be marked absent, not excused. The Board by majority vote may order a call of the Board. Upon such a vote, the Board may empower the Sheriff to be dispatched for the purpose of assuring Commissioners who are absent without leave will atend. ARTICLE VII. MEETING AGENDAS 7.1 Agenda for Regular MeeƟngs The County Administrator, aŌer first reviewing pending maters and requests, and consulƟng with the Chairperson, shall prepare a draŌ agenda for all regularly scheduled meeƟngs. The Chairperson shall review and add or delete maters or refer maters to commitees for review and report as deemed appropriate. Commissioners interested in placing an item on the agenda shall noƟfy the County Administrator in wriƟng by the close of business day on the Tuesday preceding the next regular meeƟng. SupporƟng data or other perƟnent informaƟon which will assist the Board in its consideraƟon of such mater is encouraged and should be included. Items not on the agenda may be introduced as new business. 7.2 ResoluƟons ResoluƟons to be considered by the Board must be included with the agenda packet forwarded by the Administrator to each Commissioner prior to the scheduled regular meeƟng. Any resoluƟon will require two-thirds (2/3) vote to be adopted, therefore resoluƟons shall not be included in the Consent Agenda. ---PAGE BREAK--- 9 7.3 Agenda Format The following will be the usual agenda format for regular meeƟngs of the Board: Call to Order InvocaƟon Pledge of Allegiance Roll Call Public Comment – Agenda Items Only – 3 Minute Limit Consent Agenda (If Any) Approval and CorrecƟon of Minutes Special PresentaƟons (If Any) Department Head Reports (If Any) Committee Reports Administrator’s Report City Liaison & Township & Village RepresentaƟves Correspondence Unfinished Business (If Any) New Business Other Business Public Comment Board remarks, Announcements, and informal discussions Closed Session/ExecuƟve MeeƟng (If ordered) Adjournment 7.4 Agenda for Special MeeƟngs The agenda shall be included in the noƟce of the meeƟng and no other mater shall be considered except when all members are present and a majority concurs. 7.5 DistribuƟon of Agenda Material Upon compleƟon of an agenda packet, the Administrator or appointed designee shall immediately distribute and post copies with reports, explanaƟons, etc., that relate to agenda items. Commissioners shall receive materials no later than the Saturday preceding the next regularly scheduled meeƟng. ---PAGE BREAK--- 10 7.6 Consent Agenda - Define/Procedure 7.6.1 Consent Agenda – Defined The consent agenda shall consist of those maters which the Board has determined to be “rouƟne” and are usually maters about which the Board commonly concurs. Among such maters are the approval of minutes, approval of bills for payment, appointment of persons to budgeted and classified posiƟons, and other maters that the Board is required by statute or Board Rule to approve. 7.6.2 Consent Agenda – Procedure The agenda shall contain a list of consent agenda maters, as defined in rule 7.6.1, under the heading of Consent Agenda and shall have atached any supporƟve or informaƟonal materials associated with the consent agenda which has been submited. At a meeƟng of the Board where a consent agenda has been prepared, any Commissioner shall have the right to have removed from the consent agenda any item(s) on which the Commissioner has quesƟons or wishes to debate. The Chairperson shall then direct the County Clerk to remove such mater(s) and place the item(s) in the appropriate place on the meeƟng’s agenda. A vote shall not be required to remove a mater from the consent agenda. Absent further amendments, the consent agenda shall be adopted en bloc by unanimous consent. ARTICLE VIII. RULES OF GENERAL CONDUCT 8.1 General Conduct 8.1.1 Chairperson The Chairperson shall preside at all meeƟngs of the Board. In the absence of the Chairperson, the Vice-Chairperson shall preside. In the event both Chairperson and Vice-Chairperson are absent, the County Clerk shall preside unƟl the Commissioners present elect a Commissioner to preside during the absence of the Chairperson and Vice-Chairperson. 8.1.2 Form of Address Board members wishing to speak shall first be recognized by the Chairperson and each person who speaks shall address the Chairperson. Individuals atending the meeƟng shall not speak unless recognized by the Chairperson. 8.1.3 Disorderly Conduct The Chairperson shall call to order any person who is disorderly by speaking or otherwise disrupƟng the proceedings, by failing to be germane, by speaking longer than the alloted Ɵme, by speaking vulgariƟes or interfering with the scheduled agenda. Such person shall be ruled out of order and not allowed to speak further at the same meeƟng except upon special leave of a majority of the Commissioners present. If the person shall conƟnue to be disorderly and to disrupt the meeƟng, the Chairperson may call a recess or have the person removed from the meeƟng. However, no person shall be removed from a public meeƟng except for an actual breach of the peace commited at the meeƟng. Failure to place any electronic device on silent mode during a meeƟng is hereby deemed to be a breach of peace. A member of the Board shall not use profane, intemperate, or discourteous ---PAGE BREAK--- 11 language or conduct. If a member arrives late to a meeƟng or leaves prior to adjournment, the County Clerk or appointed Deputy Clerk shall document the Ɵme of arrival or Ɵme of departure from the meeƟng. 8.1.4 Conduct of Board Members Board members shall abide by the Otsego County Board of Commissioners Ethics Policy. ARTICLE IX. PUBLIC PARTICIPATION IN MEETINGS 9.1 ParƟcipaƟon During Debate on a MoƟon AŌer a quesƟon has been opened for debate by the Chairperson, a member of the public, when recognized by the Chairperson, may speak on the quesƟon once for up to three minutes, providing the remarks conform to rules of proper debate and are germane to the quesƟon. 9.2 A MoƟon to Close Public Debate The subsidiary moƟon to close public debate shall rank between the moƟon to limit or extend limits of debate and the moƟon of the previous quesƟon. This moƟon shall require a majority vote, shall not be debated or amended, but may be reconsidered under the same rules as the previous quesƟon. 9.3 Comments from the Public Comments from the public should be made during the “public comment” porƟon of a Board meeƟng. Public comments will be limited to three minutes per individual. A group of individuals, who wish to speak on a specific topic, may designate a spokesperson, to whom the Board Chair may allow addiƟonal Ɵme. ARTICLE X. MOTIONS 10.1 MoƟons No moƟon or resoluƟon shall be adopted unƟl the moƟon is stated by the presiding Chairperson. All moƟons, except procedural moƟons and resoluƟons, may be required to be in wriƟng upon the demand of any Board member. A request to recess for the purpose of wriƟng out the moƟon or resoluƟon shall be in order. 10.2 Rank of MoƟons The order of precedence of moƟons shall be: Privileged MoƟons Fix the Time to Which to Adjourn  Adjourn  Recess  Raise a QuesƟon of Privilege  Call for the Orders of the Day ---PAGE BREAK--- 12 Subsidiary MoƟons  Lay on the Table  Previous QuesƟon  Limit or Extend Limits of Debate  Postpone to a Certain Time (or Postpone Definitely)  Commit (or Refer)  Amend  Postpone Indefinitely  Clear the Floor of All MoƟons Main MoƟon 10.3 Non-Debatable MoƟons The moƟons to fix the Ɵme to which to adjourn, adjourn, recess, raise a quesƟon of privilege, call for the orders of the day, lay on the table, previous quesƟon, and limit or extend the limits of debate shall be ordered and voted upon without debate. ARTICLE XI. VOTING 11.1 Majority Vote A majority vote is the usual manner for deciding procedural and other quesƟons arising at a meeƟng. However, there may be excepƟons wherein decisions require, by statute, a higher than majority vote (supermajority). Also, a majority of the members elected and serving is required for final passage or adopƟon of resoluƟons or allowance of claims, or other rouƟne business. Failure to obtain a majority vote of those elected and serving, including Ɵe votes shall result in the failure of a moƟon to be adopted. 11.2 Supermajority Vote A two-thirds (2/3) vote shall be required on the following procedural moƟons:  Suspend the rules  Limit or extend debate  Object to consideraƟon  Move the previous quesƟon  Hold a closed session pursuant to the Open MeeƟngs Act as required  ResoluƟons 11.3 Roll Call Votes A roll call vote requires the name and vote of each member be recorded on any acƟon taken by the Board. Such acƟons include, but are not limited to, adopƟon of final measures such as resoluƟons, ordinances, appointment or elecƟon of officers, etc. Upon the demand of any Commissioner, a roll call vote shall be taken on other moƟons and acƟons. 11.4 Secret Ballot Secret Ballot is permissible on the quesƟon of elecƟng a Chairperson. ---PAGE BREAK--- 13 11.5 ReconsideraƟon A moƟon may be reconsidered and decided by a roll call vote if called for by a member who voted with the majority on the roll call. Any member may ask for reconsideraƟon if the mater was decided by voice vote. However, a mater may not be reconsidered more than once. ARTICLE XII. RECORD OF MEETINGS 12.1 Minutes and Official Records The County Clerk shall be the Clerk of the Board and shall be responsible for maintaining the official records and minutes of Board meeƟngs and commitee meeƟngs. The minutes shall include all acƟons and decisions made by the Board and shall indicate the name of the mover of moƟons and resoluƟons. ResoluƟons will be considered by roll call vote and each Commissioner’s vote indicated. 12.2 Request to Have Remarks Included Any Commissioner may request to have their comments printed as part of the minutes upon the concurrence of a majority of the members present. Such comments to be included in the record shall be provided to the County Clerk in wriƟng by the member or transcribed exactly by the County Clerk from the electronic recording. 12.3 Public Access to MeeƟng Records The County Clerk shall make available to the public the records and minutes of Board meeƟngs and commitee meeƟngs in accordance with the Michigan Freedom of InformaƟon Act. Board minutes prepared but not approved by the Board, shall be made available for public inspecƟon not more than seven working days following the meeƟng. Approved minutes shall be available the day following the meeƟng of the Board wherein approval was given. 12.4 PublicaƟon of Minutes Per MCL 46.9, Immediately following each meeƟng, the County Clerk shall prepare a synopsis of the meeƟng, and following approval by the Board Chairperson, adverƟse in a newspaper that a report is available online. ARTICLE XIII. COMMITTEES The Chairperson of the Board and County Administrator determines which issues need commitee acƟon prior to Board acƟon. Each commitee shall thoroughly invesƟgate any mater referred to it and shall report in wriƟng its findings to the Board without undue delay. Upon the moƟon of any Board member and approval by a majority of the Board, the Board may discharge a commitee from further consideraƟon of any mater. 13.1. Appointment Each year, aŌer the elecƟon of the Board Chairperson, the Chairperson shall appoint Commissioners to commitees and other assignments as appropriate. See ArƟcle II, secƟon 2.9. ---PAGE BREAK--- 14 13.2 Committee Chairperson The name of the person serving as Chairperson of each commitee, shall be listed first on the commitee’s roster. In the absence of the commitee Chairperson, the next listed Commissioner shall act as Chairperson. 13.3 Standing Committees Standing Committees of this Board are: 13.3.1 Budget and Finance Shall consider all maters of finance, including but not limited to, budget, grants, addiƟonal appropriaƟons requested, and associated fiscal maters. 13.3.2 Personnel Shall consider maters of staffing in each department, such as employing personnel; terminaƟon of personnel other than department heads; establishing new posiƟons; salary or wages for posiƟons; establishing and amending personnel policies; benefits for elected and non-elected personnel; and serve as the collecƟve bargaining commitee including involvement in grievance procedures. 13.3.3 County Airport Shall perform the duƟes imposed by secƟon 6a of act 90 of 1913 being MCL 123.66a. 13.4 Committee MeeƟngs 13.4.1 Quorum A majority of the members of a commitee shall consƟtute a quorum. Committee meeƟngs shall be open to the public unless closed by two-thirds (2/3) vote pursuant to the Open MeeƟngs Act. 13.4.2 Records The commitee shall maintain a writen record of meeƟngs and shall present records to the Board at a regular meeƟng. These records shall consƟtute a public record and shall be made available to any person as required by law. 13.4.3 Tie Votes If there is a Ɵe vote on an issue in a Board Standing or Ad Hoc Committee, the mater will be forwarded to the full Board for consideraƟon and resoluƟon. 13.5 Exercise of Governmental FuncƟon A commitee shall not exercise a government funcƟon in a meeƟng that is not open to the public unless the Open MeeƟngs Act permits a session to be closed to the public. The commitee will make recommendaƟons to the Board and report maters considered and rejected as well as those considered and recommended. ---PAGE BREAK--- 15 13.6 Special Committees Special commitees may be established per ArƟcle II, secƟon 2.10. 13.7 Committee of the Whole (Working Sessions) 13.7.1 Michigan Open MeeƟngs Act Compliance MeeƟngs of the whole shall comply with the provisions of the Open MeeƟngs Act with respect to public noƟce except when the Board shall devolve into a commitee of the whole at one of its regular meeƟngs. 13.7.2 Board Rules of Procedure The rules of the Board shall be observed in commitee of the whole meeƟngs except for limiƟng debate, moving to vote immediately and taking a roll call vote. 13.7.3 ConsideraƟon of Maters Upon request of two-thirds (2/3) of the Board, resoluƟons, ordinances and other maters shall be read aloud by the Clerk and considered and acted upon by secƟons. When the commitee of the whole completes its deliberaƟons, a member shall move that the commitee rise and report to the Board. 13.8 Chairperson as Member The Board Chairperson shall be an ex-officio member of all commitees with the right to parƟcipate in discussion and debate, but shall not have the right to vote, except when serving as a regular member of the commitee. The Board Chairperson shall not be counted in determining the number required for a quorum or whether a quorum is present, except when serving as a regular member of the commitee. 13.9 Procedure for Filling Vacancies on Committees/Commissions 13.9.1 Board NoƟficaƟon The County Administrator shall noƟfy the Board regarding the expiraƟon of term of office on any board or commitee/commission where vacancies are filled by the Board. 13.9.2 Public NoƟficaƟon The County Administrator shall prepare public noƟce of vacancies. Such acƟon shall not require Board approval. Public noƟces must be given whenever a vacancy occurs on a board or commitee/commission, which the Board has the authority to fill. ARTICLE XIV. CLOSED SESSIONS 14.1 MoƟon for Closed Session A moƟon to hold a closed session may be made at any Ɵme during the meeƟng. If the moƟon passes, the meeƟng shall be held as provided for in rule 7.3. The vote on a moƟon to hold an execuƟve meeƟng shall be recorded in the minutes. Closed sessions must comply with the Open MeeƟngs Act. ---PAGE BREAK--- 16 14.2 Record and Minutes of Closed Session Minutes of closed sessions shall be maintained separate and sealed. The minutes shall indicate clearly the topics discussed. The record shall not be disclosed to the public except on order of a court. The clerk may destroy the minutes aŌer one year and one day aŌer the meeƟng at which the Board approved the minutes. ARTICLE XV. PARLIAMENTARY AUTHORITY 15.1 Robert’s Rules of Order (Newly Revised) Robert’s Rules of Order Newly Revised (RONR) shall govern all quesƟons of procedure not otherwise provided by these rules, or by State or Federal law. ARTICLE XVI. ADMINISTRATIVE RESOLUTIONS 16.1 DefiniƟons Any acƟon regarding the operaƟon or administraƟon of a department of County government or containing policies of the Board applicable to one or more departments of the county, and not adopted by ordinance, shall be declared administraƟve policy. 16.2 IntroducƟon of ResoluƟons Any Commissioner may introduce an administraƟve resoluƟon at any regular or special meeƟng of the Board in the regular order of business. 16.3 Order for ConsideraƟon The regular order for consideraƟon of proposed administraƟve resoluƟons shall be:  IntroducƟon, first reading by Ɵtle, and reference to the appropriate commitee, as determined by the Board Chairperson  Report by the commitee considering the proposal and placement on the agenda under new business – adopƟon of resoluƟons  Final consideraƟon and vote