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HomeMy WebLinkAboutResolutions - 1970.09.17 - 166245487 TSTR/ TIVE WITES - Mr. Edwards COY OARD OF WIIF7 7 , the Cn on Coittees has reec ed the -T,D that the Oakland County Board Se..teei 17, 1970 RESOLU7 ,77 RE: BY: TO THE MR. EADIE5 AND GENTLEMEN: the Committee on Committees has been considering Administrative Rules for adoption by this of Commissioners; and adoption of the attacf ,ed Oakland (-__!nty Board of Commissioners Administrative Rules. NOU of CommissieLs ',Administrative Rules be and th adopted MR.C t.sCMAN , on behalf of the on Committees, T move the adoption of the foregoing resolution. T7 ame Jre hereby 71e. a part of the official Rules of this Body. OAKLAND COUNTY BOARD OF COMMISSIONERS' ADMINISTRATIVE RULES • I. BOARD OF COMMISSIONERS; RELATIONSHIP TO BOARD COMMITTEES, Standing, Select & Special. A. Procedures and Records 1. The Committee Clerk shall keep and maintain: a. A file on agenda items for the Board and its committees and secure information on agenda items as requested by Commissioners and approved by the committee chairman. b. Minutes of committee meetings of the Board and maintain a separate record of all motions adopted and the status of same. 2. The Committee Clerk shall correlate any recommendations of departments, boards and committee referrals and place them on the agenda for the appropriate committee as referred by the Board Chairman and approved by the committee chairman. 3. The Committee Clerk shall, as requested by a Committee chairman, schedule, meetings of administrators and department heads with the committee, and as requested by the Board Chairman with the Board. 4. The Committee Clerk shall prepare meeting attendance sheets and expense vouchers for the Accounting Depart- ment and one copy for the Board Administrative Office. B. Presentation to Other Committees or to the Board 1. No resolution shall be considered by a committee unless it has first been presented to the Board except a committee may, from time to time, receive reports concerning the general scope of its responsibility and may introduce resolutions thereon to the Board. 2. Committees may not refer resolutions which did not originate with the Board to another committee. If a committee decides that a resolution, properly be- fore it, should be before another committee, it shall so refer except as provided above. 3. The Board, unless it shall determine to suspend the rules in accordance with its permanent rules, shall not act upon any resolution unless it has received a recommendation thereon by a committee. A resolution introduced by a committee, in accordance with rule B-1, is not required to be referred for further consid- eration. . C. Individual Prerogatives of Board Members 1. To attend Board meetings and committee meetings, as well as any other County Board or Commission meeting whether ol_ened or closed. • 2. To receive a copy of any report, document or record , maintained or prepared by the County, any of its agencies or representatives. D. Meetings; Scheduling, Cancelling 1. The Board of Commissioners shall meet as determined by the Board, its rules or State law. 2. Committees a. Committees shall meet at the time and place reg- ularly set by their chairman and may meet at such time and place as its members may decide. b. Agenda shall include all Board referrals, committee referrals and previously tabled and postponed matters and such other items as cleared with the committee chairman. c. When a regular time and place is fixed, the chair- man may, after consulting with and upon consent of a majority of members, cancel or change the meeting. II BOARD'S RELATIONSHIP TO BOARD OF AUDITORS, COUNTY ADMINISTRATORS AND OTHER STAFF. A. Directly by members of the Board 1. Requests by members of the Board of Commissioners to the Board of Auditors, County Administrators or other staff for information or reports shall be made in writing to the responsible department head or Board of Auditor,JT Chairman through the Committee Clerk, who shall maintain a record of such correspondence. 2. Requests by members of the Board of Commissioners for legal opinions of the Corporation Counsel may be made in writing to the Corporation Counsel either directly . or through the Committee Clerk who shall maintain a record of such request and reply. e", B. Indirectly through Committee's Chair an and Vice Chairman I. Committees, by their chairman or vice chairman on behalf of the committee, may direct the Committee Clerk to: a. request information or reports either verbally or in writing from county personnel within the general scope of committee responsibility. The Committee Clerk shall maintain such records pertaining thereto unless otherwise directed by the committee chairman. • b. schedule meetings of administrators and department heads or other county personnel with the committee, c. notify Board members, the Board or committees of need for joint meetings and other matters as are from time to time required. C. Resolutions; requests_and drafting 1. Drafting and printing of committee resolutions shall be the responsibility of the Corporation Counsel. The Corporation Counsel may request the assistance of the Committee Clerk or other appropriate departments boards in the drafting of resolutions. a. All resolutions shall be reviewed by the committee chairman. 2. No member or committee of the Board of Commissioners shall request any member of the staff of the Committee Clerk to perform any work not directly connected with the official functions of the Board of Commissioners, its committees or its members. 3. Upon request, the Committee Clerk shall provide all available information and material necessary for drafting of resolutions to members and committees of the Board of Commissioners. Requests which require substantial time or study shall be submitted in writing to the Committee Clerk and/or the Corporation Counsel. 4. Subject to the limitation of time and the number of requests on hand, the Corporation Counsel shall comply with any drafting request of a member or committee of the Boa_:d of Commissicners withuut regard to te subject matter of the proposed resolution. The drafting of resolutions by the Committee Clerk, Corporation Counsel or other department or board, shall be done without express or implied endorsement --,:e-the drafter. 5. Notwithstanding any of the foregoing provisions, requests for resolutions dealing with State or Fed- eral legislation shall be submitted to the Corporation Counsel for drafting or for review before being acted upon by the full Board. D. New or Expanded Programs, Departments or functions 1. At the time of any proposal for the establishment of a new or expansion of an existing County program, depart- ment or function, the Committee on Committees shall be immediately requested to review the proposal and prepare a tentative or proposed policy governing such program, department or function. 2. Before final implementation of such new or expanded program, department or function eery effort shi.?1 be made by the Committee on Committees to report to the Board of Commissioners its preliminary policy recom- mendation, receive directions from the Board, followed by further deliberation by the Committee and the formulation of a final policy recommendation. a. Such policy recommendation shall include but not be limited to: 1. definition of area of responsibility; 2. to whom new personnel will report; 3. guidelines for an operating manual, if appropriate; 4. if the new or expanded program, department or function has direct contact with the public or State agencies, procedure and directions regarding such contact; 5. the authority limitations on speaking for, or acting on behalf of the Board of Commissioners or a committee thereof. b. The Committee on Committees shall receive a preliminary recommendation of financial feasibility and manner of finance from the Finance Committee, said Committee may meet with the Committee on Com- mittees or be advised of discussions on the new or expanded program, department or function. III BOARD OF COMMISSIONERS' RELATIONSHIP TO ELECTED COUNTY OFFICIALS. A. All matters considered by the Board or any of its com- mittees that affect the operation of an elected county official shall include communication with and the views of said elected official. - 4 - IV BOARD OF COMMISSIONERS' RELATIONSHIP WITH OFFICERS AND MEMBERS A. With Officers 1. All committees may directly call upon the Board officers for information and assistance in any business of the Board. 2. Officers shall release dates for all functions to be held in the Board of Commissioners' Auditorium. a. Allow use to political parties recognized under the Constitution of the State ,Thf Michigan. • b. Allow use to any group that is not organized for the purpose of encouraging or establishing the overthrow of our government. c. Allow use to any group that would not create a situation which would place the County property in jeopardy as to damage or destruction. 3. The Chairman (Vice Chairman in his absence) shall handle all reasonable correspondence concerning the Oakland County Board of Commissioners' business when properly channeled, as requested and/or approved (this does not include large mass mailings to con- stituents, or public at large without direction from the Board). B. With Members 1. To keep all Board members informed of the meeting dates, locations and time, for all committee meetings, etc., of the Oakland County Board of Commissioners. 2. To receive and properly distribute all mail and communications unopened. 3. To have all purchase orders and all expenses involving the Board of Commissioners AdministrativeOffices ap- proved and signed by the Chairman of the Board of Commissioners. 4. All Committee expenses shall be signed by the committee chairman and referred to the Board Chairman. 17 BOARD OF COMMISSIONERE' RELATIONSHIP WITH PUBLIC, PRESS AND ()TIER UNITS OF GOVERNMENT. A. Individual Members and Officers Speaking for the Board 1. Individual Board members and/or staff shall not speak for the Board, unless specifically authorized by the Board, but shall make a record of inquiries and complaints of citizens that reach the Board of Com- missioners, either by mail, telephone or personal visit, and expeditiously advise the elected Commissioner of the District from which it was received, which shall also be the respons3_bility of the Board Chairman, committee chairman, Committee Clerk, and County Admin- istrators. Moved by Edwards supported by Mathews the resolution be adopted. Moved by Bawden supported by Benson the resolution be tabled and the Committee on Committees hold a meeting and invite the members and Corporation Counsel to discuss the Administrative Rules. A sufficient majority having voted therefor, the motion carried.