RULES COMMITTEE
OF THE
SUNSHINE ORDINANCE TASK FORCE
SPECIAL MEETING
MINUTES
Thursday, March 8, 2001
5:30 p.m., City Hall, Room 406
Committee Members:
Bob Planthold, Chair; Sue Cauthen; Ted Kowalczuk;
Tuesday Ray
Call to Order
Roll Call: All present
1. Minutes of February 13, 2001
2. Change of By-laws Section Article VII- Attendance
Discussion to change the permissive "may" to
the mandatory "shall" in Article VII - Attendance section. Moved
to recommend an amendment to the by-laws to substitute "shall" for
"may" in the attendance section regarding notification to the Board
of Supervisors. (Cauthen/Kowalczuk)
3. Task Force by-laws rule regarding guidelines on numbers
of committee absences allowable or prudent
Discussion held regarding regular committee absences;
would be difficult to track three absences for committee meetings and three
absences for regular meetings; either make it six meetings to include both
committee and regular meetings; possibly have excused absences; members may
not know there is a work expectation other than regular Task Force attendance;
let persons know ahead of time; could have reporting by committee chair to
the SOTF chair; possibly develop prospective guidelines for next cycle of
vacancies; possibly have a "shall" for Task Force and "may"
for committees to take notice of special situations; another way of handling
this is to possibly have four on a committee; possibly include in future vacancy
notices that committee work is a part of the work of the Task Force.
Jackie Minor stated there is no other group that has an
ordinance that specifically says you must adopt by-laws addressing attendance;
we found no by-laws for any committee addressing attendance.
Moved that for future appointments, if a committee member
has more than three absences per committee of regular meetings, the chair
of the committee will report to the chair of the Task Force; and secondly
that it will be stressed in the application packet for prospective new members
that committee work is a big part of the Task Force and all members are expected
to serve on a committee. (Ray/Kowalczuk) (Cauthen no)
Chair Planthold stated at the present time the full Task
Force gets three absences before any notification; this committee is recommending
also that more than three committee absences per committee generate some notification
to the Task Force Chair; and there be some information to the Board of Supervisors
for prospective new members. Current by-laws indicate two meetings missed
generate a warning letter to the member; after the third absence the Board
of Supervisors is notified.
Discussion was held among the members that once two absences
have occurred in a committee that the committee chair notify the member; upon
three absences the committee chair would go to the Task Force Chair.
4. Recommendations on power/authority of Chair of SOTF to
act without specific authorization/approval by the full SOTF
Discussion regarding role of Chair of Task Force as spokesperson
of Task Force; Chair Planthold stated he was concerned about having to authorize
the Chair to invite specific expert or person to talk with the Task Force
on an agenda issue; might have a debate on this; nothing in Roberts Rules
of Order says the Chair needs authorization to invite anybody or write a letter
seeking information from anybody.
Member Ray stated that it had been agreed that a letter
would be written; no thought that the letter would have to come back for approval.
Member Kowalczuk stated that generally a Chair would speak
in our voice without us having that voice-does the Chair come for consensus
first, or a voice first.
Member Cauthen stated there is broad latitude for the
Chair to act; not necessary to micro-manage everything the Chair does.
Task Force Chair commented this is also an issue for chairs
of committees; needs to be precedent for actions taken; need to clarify in
writing of what the Chair is empowered to do; think where there has been an
precedent or an obvious agreement, that within that context the Chair has
to be free to act; Chair needs to justify what Chair has done or not done.
Member Cauthen commented we have broad agenda of what
we are about; a chair of a committee or Task Force has to have the freedom
to perform the job as chair; would favor giving the Chair the powers to execute
the business of the Task Force; to make the group efficient the Chair needs
to have powers to act in between meetings.
Chair Planthold commented he is hearing from discussion
that we clarify the empowerment of the Chair; the Chair has the powers to
execute the duties of the Task Force; and possibly go to the Task Force and
ask members what they want to do about the Chair with regard to actions or
duties of Chair.
Discussion held regarding adopting the concept of the
Asian Art Museum by-laws section on the President. (P. 3, Section 4 b)
Moved to report to the full Task Force that it is the
Rules Committee interpretation that the Chair of the Task Force, subject to
the control of the Task Force, has general supervision, direction and control
over the Task Force activities; and has such general powers and duties of
management as shall reasonably be necessary to carry out the duties of Chair.
(Cauthen/Ray)
5. Public Comment
The meeting adjourned at 4:40 p.m.
Donna L. Hall, Administrator