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HomeMy WebLinkAbout1993-07-29; Housing Commission; ; RULES AND PROCEDURES OF THE HOUSING COMMISSIONJuly 29, 1993 ITEM#2 TO: HOUSING COMMISSION FROM: ~OUSING AND REDEVELOPMENT DEPAR~ RULES AND PROCED~ OF THE HOUSING COMMISSION Attached for review and approval of the Housing Commission are the rules and procedures which will be used for the conduct of all meetings of the Commission. It is staff's recommendation that the Housing Commission approve Resolution No. W1. adopting the Housing Commission Rules and Procedures. HOUSING COMMISSION - RESOLUTION NO. 001 A RESOLUTION OF THE HOUSING COMMISSION OF THE CITY OF CARLSBAD, CALIFORNIA ADOPTING HOUSING COMMISSION RULES AND PROCEDURES. 1 2 3 4 5 6 7 The Housing Commission of the City of Carlsbad hereby resolves as follows: The following rules and procedures for the conduct of the Housing Commission meetings are adopted: Sections: 1 8 2 3 9 4 5 10 6 7 11 8 12 9 10 13 11 12 14 13 14 15 15 16 16 17 18 17 19 20 18 21 22 19 23 24 20 25 26 21 27 28 22 29 30 23 31 24 32 33 25 34 35 26 36 27 28 REGULAR MEETINGS SPECIAL MEETINGS ADJOURNED MEETINGS STUDY SESSIONS MEETINGS TO BE PUBLIC -EXCEPTIONS COMMISSION AGENDA CORRESPONDENCE -AVAILABILITY TO THE PUBLIC CORRESPONDENCE -AUTHORITY OF HOUSING AND REDEVELOPMENT DIRECTOR QUORUM CONDUCT OF BUSINESS SELECTION OF CHAIR AND VICE CHAIR SUB-COMMITTEES ORDER OF BUSINESS CALL TO ORDER -PRESIDING OFFICER ROLL CALL READING OF MINUTES MINUTES DISTRIBUTION OF MINUTES RECORDINGS OF MEETINGS PRESIDING OFFICER POWERS AND DUTIES OF PRESIDING OFFICER GAINING THE FLOOR QUESTIONS TO THE STAFF INTERRUPTIONS POINTS OF ORDER POINT OF PERSONAL PRIVILEGE PRIVILEGE OF CLOSING DEBATE CALLING THE QUESTION PROTEST AGAINST COMMISSION ACTION ADDRESSING THE COMMISSION -SPOKESMAN FOR GROUP OF PERSONS. DECORUM AND ORDER -COMMISSION AND CITY STAFF. DECORUM AND ORDER -AUDIENCE. ENFORCEMENT OF DECORUM. VOTING PROCEDURES. FAILURE TO VOTE. CHANGING VOTE. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 37 38 39 40 41 42 43 44 45 46 47 RECONP---ERATION. PREPARhi'ION OF RESOLUTIONS. MOTIONS. PRECEDENCE OF MOTIONS. PARTICULAR MOTIONS, PURPOSE AND CRITERIA. RESOLUTIONS. RESOLUTIONS -ADOPTION. CORRECTION OF DOCUMENTS. ROBERT'S RULES OF ORDER. FAILURE TO OBSERVE PROCEDURES. RALPH M. BROWN ACT. 1 REGULAR MEETINGS. The Housing Commission shall hold regular meetings on the second Thursday of each month at the hour of 6:00 PM, in the Council Chambers at the City Hall, 1200 Carlsbad Village Drive, Carlsbad, or such other place to which a meeting is adjourned. If by reason of fire, flood or other emergency, it shall be unsafe to meet in the Council Chambers, the meetings may be held for the duration of the emergency at such other places as is designated by the Chairperson of the Commission, or if he should fail to act, by a majority of the quorum of the Commission. When the day for any regular meeting falls on a legal holiday, such meeting shall be held at the same hour and place on the next succeeding day not a holiday or such other time as designated by the Housing Commission. At least 72 hours before a regular meeting, the agenda of the meeting shall be posted in a location that is freely accessible to members of the public. No action shall be taken on any item not appearing on the agenda. 2 SPECIAL MEETINGS. Special meetings may be called at any time by the Chairperson or by four members of the Housing Commission by delivering personally or by mail written notice to each Commission Member and to each local newspaper of general circulation, radio or television station having filed written request for such notice. Such notice must be delivered personally or by mail at least twenty-four hours before the time of such meeting as specified in the notice. The call and notice shall specify the time and place of the special meeting and the business to be transacted. No other business shall be considered at such meetings. Such written notice may be dispensed with as to any Commission Member who at or prior to the time the meeting convenes files with the City Housing and Redevelopment Director a written waiver of notice. Such waiver may be given by telegram. Such written notice may also be dispensed with as to any Commission Member who is actually present at the meeting at . the time it convenes. Notice of the special meeting shall be posted at least 24 hours prior to the meeting in a location that is freely accessible to members of the public. 2 1 2 3 4 5 6 7 8 9 10 ll 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 3 .-JOURNED MEETINGS. All mee',gs may be adjourned to a time, ~lace and date certain, buL not beyond the next regular meeting. Once adjourned, the meeting may not be reconvened. Meetings may be adjourned by the Chairperson by a simple declaration thereof in the absence of a protest by any Commission Member. Meetings may also be adjourned upon the making and seconding of such a motion in accordance with the procedures on motions established by the procedures. If a quorum is not present, less than a quorum may so adjourn a meeting. If all members of the Commission are absent, the City Housing and Redevelopment Director shall declare the meeting adjourned to a stated time and place and shall cause a written notice of the adjournment to be given in the same manner as provided in Section 2 for special meetings. When any meeting is adjourned, the City Housing and Redevelopment Director shall post notice of such adjournment on the Council Chamber door, or at such location where meeting was scheduled to be held, within twenty-four hours after the time of the adjournment. 4 STUDY SESSIONS. The Commission may from time to time adjourn to meet in study sessions. The purpose of such sessions shall be for hearing reports from the staff and reviewing, discussing and debating matters of interest to the City. No official action shall be taken at a study session. The participation of the public in such session shall be subject to the discretion of the Chairperson. 5 MEETINGS TO BE PUBLIC -EXCEPTIONS. All meetings of the Housing Commission shall be open to the public. 6 COMMISSION AGENDA. (a) In order to facilitate the orderly conduct of the business of the Commission, an agenda shall be prepared for each regular meeting containing the specific items of business to be transacted .and the order thereof. Items of business may be placed on the agenda by the direction of a member of the Commission after first being submitted through the Chairperson. Items of business may be placed on the agenda by the direction of the City Housing and Redevelopment Director or the City Attorney. Whenever feasible, each item on the agenda shall contain a staff report and the specific action requested to be taken by the Commission. At least 72 hours before a regular meeting, the agenda of the meeting shall be posted in a location that is freely accessible to members of the public. (b) No action shall be taken on any item not appearing on the posted agenda unless the following condition exists: (1) The item was posted for a prior meeting occurring 3 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 n,-more than five calendar a~s prior to the date a<.._ion is taken on the ite1., and at the prior meeting the item was continued to the meeting at which action is being taken. (c) The order of business established on the agenda shall be followed unless the Chairperson, with the consent of a majority of the Commission, permits a matter to be taken out of the regular agenda order. (d) Every agenda for a regular meeting shall provide an opportunity for members of the public to directly address the Commission-on items of interest to the public, provided that no action shall be taken on any item not appearing on the agenda: this part of the agenda shall be limited to 15 minutes. 7 CORRESPONDENCE -AVAILABILITY TO THE PUBLIC. (a) Correspondence a::idresseq. to the Commission which is received by the City Housing and Redevelopment Director or any officer or employee of the City shall not be a matter of public record unless it is received and filed by the Commission at a regular, special, or adjourned meeting of the Commission. Correspondence shall not be read aloud at a Commission meeting unless requested by a majority vote of the Commission. (b) Sufficient copies of each correspondence shall be provided so that each Commission Member, the City Housing and Redevelopment Director and the recording secretary will have a copy. In addition, three additional copies for public inspection at the meeting shall be provided. 8 CORRESPONDENCE AUTHORITY -CITY HOUSING AND REDEVELOPMENT DIRECTOR. (a) The City Housing and Redevelopment Director is authorized to open and examine all mail or other written communications addressed to the Housing Commission, except correspondence addressed to individual Housing Commission members, and to give it warranted attention to the end that all administrative business referred to in said communications and not requiring Housing Commission action may be acted upon between Commission meetings provided, that all communications and any action taken pursuant thereto shall be reported to the Housing Commission. 9 QUORUM. Five (5) members of the Commission shall constitute a quorum for the transaction of business. Less than a quorum may adjourn from time to time. Where there is no quorum, the Chairperson, Vice Chairperson or any member of the Commission shall adjourn such meeting, or if no member of the Commission is present, the City Housing and Redevelopment Director shall adjourn the meeting. For the purpose of considering any item subject to vote of the Commission, when 4 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 a member of-he Commission is disqualir--d due to a conflict of interes~, his presence shall no~ be considered in determining the presence of a quorum. Consideration on such item shall be deferred until a quorum of non-interested Commission Members are present to discuss and vote on them if a disqualification reduces those in attendance to less than a quorum. 10 CONDUCT OF BUSINESS. At the time set for each regular meeting, each member of the Commission, the City Housing and Redevelopment Director, Minutes Clerk, and such department heads or others as have been requested to be present shall take their regular places in the Council Chambers. The business of the Commission shall be conducted in substantially the order and in the manner herein provided. 11 SELECTION OF CHAIR AND VICE CHAIR. The appointed members of the Housing Commission shall elect their own Chairperson, who shall preside at all meetings. The Chairperson, as elected by the Commission, shall hold office for a term of one year from and after his or her date of election. Thereafter, successive elections shall elect a new Chairperson at each succeeding year. One Chairperson may serve for more than one successive term. 12 Sub-Committees. At the consensus of the Commission, sub-committees consisting of less than a majority of the full committee may be appointed or selected. Sub- committees may meet to discuss items of interest to the Commission and shall make reports to the Commission. All sub- committee meetings shall be open to the public but shall not require public noticing so long as a full Commission quorum is not present. 13 ORDER OF BUSINESS. The business of the Commission shall be taken up for consideration and disposition in the following order: 1. 2. 3. 4. 5. 6. 7. 8. 9. Call to Order Roll Call. Approval of Minutes Comments from the audience on items not listed in the Agenda (Oral Communications). Chairperson's Report. Old Business. New Business. Informational/Departmental. Adjournment. Business will be considered in the order shown above, unless modified as provided for in this Chapter. 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 14 CA,,-TO ORDER -PRESIDING OFFir1. The Chairperson, or in his or aer absence the Vice Chairp~rson, shall take the chair at the hour appointed for the meeting and shall call the Commission to order. In the absence of the Chairperson and the Vice Chairperson, the City Housing and Redevelopment Director shall call the Commission to order, whereupon a temporary presiding officer shall be elected by the Commission Members present. Upon the arrival of the Chairperson or the Vice Chairperson, the temporary presiding officer shall relinquish the chair at the conclusion of the business then before the Commission. Whenever the term 'Chairperson' is used in these rules, and the Chairperson is absent, it shall apply equally to the Vice Chairperson, and if he/she is also absent, to the presiding officer elected pursuant to this section. 15 ROLL CALL. Before proceeding with the business of the Commission, the Minutes Clerk shall call the roll of the Commission Members and the names of those present shall be entered in the minutes. 16 READING OF THE MINUTES. Unless the reading of the minutes of a meeting is requested by a member of the Commission, the minutes may be approved without reading if each member of the Commission has previously been furnished with a copy thereof. 17 MINUTES. The minutes of the Commission shall be kept by the Minutes Clerk and shall be neatly typewritten and retained on file in the Housing and Redevelopment Department, with a record of each particular type of business transacted set off in paragraphs, with proper subheads; provided that the Minutes Clerk shall be required to make a record only of such business as was actually passed upon by a vote of the Commission and shall not be required to make a verbatim transcript of the proceedings, and provided, further, that a record shall be made of the names and addresses of persons addressing the Commission, the title of the subject matter to which their remarks related and whether they spoke in support of or in opposition to such matter. A Commission Member may request, through the Chairperson, the privilege of having an abstract of his statement on any subject under consideration by the Commission entered in the minutes. If there is no objection from any member of the Commission, such statement shall be entered in the minutes. 18 DISTRIBUTION OF MINUTES. A copy of the minutes of the meeting shall be furnished to each Commission Member prior to the subsequent meeting. Copies shall also be provided to the City Manager, City Attorney, Housing and Redevelopment Director, Community Development Director, Planning Director and any other individual designated by the City Manager. 6 J. 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 19 v---::ORDINGS OF MEETINGS. (a) -i.ie Minutes Clerk may tape recorQ Housing Commission meetin~a as an aid in the preparation of the minutes. If tape recordings are made, they shall be retained by the Minutes Clerk until such time as the minutes have been approved by the Commission. Upon such approval of the written minutes by the Commission, the Minutes Clerk may reuse or erase such tape recordings unless specifically requested by the Commission or the City Attorney to retain such tapes at the time the minutes are approved. (b) While the Minutes Clerk has the tape recordings in her possession, members of the public may hear tape recordings of the Commission meetings during office hours when it will not inconvenience the ordinary operation of the Information Systems Department. Brief or shorthand notes may be made; mechanical recordings may be made from said tapes; and in this connection, the Minutes Clerk is further authorized to allow the recording machine to be used by the public for listening purposes when such machine is not necessary for use by the Information Systems Department in the ordinary function of the office. The provisions of this section shall be administered according to the provisions of Section 1.20.170 of the Carlsbad Municipal Code. (c) If any person wishes a record of the Housing Commission meeting, or any portion thereof, a request therefore shall be filed with the Housing and Redevelopment Department twenty- four hours prior to the meeting. If such a request is received, the Minutes Clerk shall make arrangements to make and preserve such a record at the expense of the person making the request. If any person desires to have a matter reported by a stenographer reporter, he may employ one directly at his expense. 20 PRESIDING OFFICER. The Chairperson of the Commission shall be the Presiding Officer at all meetings of the Housing Commission. 21 POWERS AND DUTIES OF PRESIDING OFFICER. The Presiding Officer may move, second, debate, and vote from the Chair. He/she shall not be deprived of any of the rights and privileges of a Commission Member by reason of he acting as Presiding Officer. The Presiding Officer, or such person, as he/she may designate may verbally restate each question immediately prior to calling for the vote. Following the vote the Presiding Officer shall announce whether the question carried or was defeated. The Presiding Officer shall be responsible for the maintenance of order and decorum at all meetings. He/she shall decide all questions of order and procedure subject, however, to an appeal to the Commission in which case the matter shall be determined by majority vote of the Commission. The Presiding Officer shall sign all 7 J. 2 3 4 5 6 7 8 9 10 11 12 13 • 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 resolutions-~nd other documents necesr-·ating his signature which were adopted in his presence unless he/she is unavailable in which case an alternate Presiding Officer may sign such documents. 22 GAINING THE FLOOR. Every Commission Member desiring to speak shall first address the Chair, gain recognition by the Presiding Officer, and shall confine himself to the question under debate, avoiding reference to character and indecorous language. 23 QUESTIONS TO THE STAFF. Every Commission Member desiring to question the City staff shall, after recognition by the Presiding Officer, address his question to the appropriate staff member. Questions shall be limited to inquiries relevant to the item. 24 INTERRUPTIONS. A Commission Member once recognized shall not be interrupted when speaking unless called to order by the Presiding Officer, or unless a point of order or personal privilege is raised by another Commission Member, or unless the speaker chooses to yield to a question by another Commission Member. If a Commission Member while speaking is called to order he shall cease speaking until the question of order is determined and if determined to be in order, he may proceed. Members of the City Staff, after recognition by the Presiding Officer, shall hold the floor until completion of their remarks or until recognition is withdrawn by the Presiding Officer. 25 POINTS OF ORDER. The Presiding Officer shall determine all points of order subject to the right of any Commission Member to request full Commission ruling and the question shall be, "Shall the decision of the Presiding Officer be sustained?" A majority vote shall conclusively determine such question of order. 26 POINT OF PERSONAL PRIVILEGE. The right of a Commission Member to address the Commission on a question of personal privilege shall be limited to cases in which he integrity, character or motives are questioned or where the welfare of the Commission is concerned. A Commission Member raising a point of personal privilege may interrupt another Commission Member who has the floor only if the Presiding Officer recognizes the privilege. 27 PRIVILEGE OF CLOSING DEBATE. Subject to the provision of Section 26, the Commission Member moving the adoption of a resolution or motion shall have the privilege of closing debate, subject to a Commission majority ruling that debate should continue. 28 CALLING THE QUESTION. A member of the Commission who wishes to terminate discussion of a motion may call for 8 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 the questio-If the call is seconded, -1e Presiding Officer shall ask fvr a vote. If the call ca1ries, the Commission shall then vote on the motion without further discussion. 29 PROTEST AGAINST COMMISSION ACTION. Any Commission Member shall have the • right to have the reasons for his dissent from or his protest against any action of the Commission entered in the minutes. Such dissent or protest to be entered in the minutes shall be made in substantially the following manner: "I would like the minutes to show that I am opposed to this action for the following reasons ... " 30. ADDRESSING THE COMMISSION -SPOKESMAN FOR GROUP OF PERSONS. In order to expedite matters and to avoid repetitious presentations, whenever any group of persons wishes to address the Commission on the same subject matter, it shall be proper for the Presiding Officer to require that a spokesman be chosen from the group to address the Commission. If additional matters are to be presented by any other members of the group the Presiding Officer may limit the number of such persons and limit the presentation to information not already presented by the group spokesman. 31 DECORUM AND ORDER -COMMISSION AND CITY STAFF. While the Commission is in session, the Commission Members and City staff shall observe good order and decorum. A member shall neither by conversation or otherwise delay or interrupt the proceedings or the peace of the Commission nor disturb any member while speaking or refuse to obey the directives of the Presiding Officer. 3 2 DECORUM AND ORDER -AUDIENCE -Members of the publ-ic attending Commission_ meetings shall observe the same rules of order and decorum applicable to the Commission Members and City staff. Any person making impertinent and slanderous remarks or who becomes boisterous while addressing the Commission or while attending the Commission's meeting shall be removed from the room if the Sergeant-at-Arms is so directed _by the Presiding Officer, and such person may be barred from further audience before • the Commission. Unauthorized remarks from the audience, stamping of feet, whistles, yells, and similar --demonstrations shall not be permitted by the Presiding Officer, and if such conduct continues, he shall direct the Sergeant-at-Arms to remove such offenders from the room. 33 ENFORCEMENT OF DECORUM. (a} The Police Chief or such other person as he/she may designate shall be Sergeant- at-Arms of the Commission. The Sergeant-at-Arms shall be available on an on call basis for regular and adjourned meetings. (b) Any member of the Commission or other person using vulgar, profane, loud or boisterous language at any meeting or 9 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 otherwise i-errupting the proceedings ~ the Commission, or who refuses ~o carry out orders and instructions given by the Presiding Officer for the purpose of maintaining order and decorum at the Commission meeting, or. who interrupts proceedings, shall upon conviction be deemed guilty of a misdemeanor. 34 VOTING PROCEDURES. the use of a voice vote of attendance. Voting shall be conducted by those Commission Members in When the Commission is voting by voice vote, a negative vote shall be registered by the oral statement of 'NO' by the Commission Member voting. Affirmative vote shall be registered by the oral statement of 'YES' or 'AYE' by the Commission Member voting. 35 FAILURE TO VOTE. Every Commission Member should vote unless disqualified by reason of conflict of interest. A Commission Member who abstains from voting acknowledges that a majority of the quorum may decide the question voted upon. 36 CHANGING VOTE. A Commission Member may change his vote only if a timely request to do so is made immediately following the announcement of the vote by the Presiding Officer and prior to the time the next item in the order of business is taken up. A Commission· Member who publicly announces that he is abstaining from voting on a particular matter shall not subsequently be allowed to withdraw his abstention. 37 RECONSIDERATION. (a) A motion to reconsider any action taken by the Commission may be made only at the meeting such action was taken. It may be made either immediately during the same session, or at a recessed or adjourned sessions thereof. Such motion may be made only by one of the Commission Members who voted with the prevailing side. Nothing herein shall be construed to prevent any Commission Member from making or remaking the same or any other motion at a subsequent meeting of the Commission. (b) A motion to rescind, repeal, cancel or otherwise nullify prior Commission action shall be in order at any subsequent meeting of the Commission. The effect of such action shall operate prospectively and not retroactively and shall not operate to adversely affect individual rights which may have vested in the interim. 38 PREPARATION OF RESOLUTIONS. All resolutions shall be prepared by the City Housing and Redevelopment Director or City Attorney. No resolution shall be prepared for presentation to· the Commission unless requested by a commission Member, the Chairperson, City Manager, City Attorney or prepared by the City Housing and Redevelopment 10 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Director on,-is initiative. 39. MOTIONS. (a) A motion is the formal statement of a proposal or question to the Commission for consideration and action. Every Commission Member has the right to present a motion. A motion is generally considered in the nature of direction or instruction, however, a motion will generally suffice unless a resolution is specifically called for by law or unless there is some reason for desiring the particular action formalized by separate instrument. (b) If the motion contains two or more divisible propositions, the Presiding Officer may divide the same. {c) If a motion is properly made, the Presiding Officer shall call for a second. No further action is required on a motion which does not receive a second. (d} When a motion is made and seconded, it shall be restated by presiding Officer before a vote. After extensive discussion on a motion, the Presiding Officer should restate the motion before a vote. (e) A motion once before the Commission, may not be withdrawn by the maker without the consent of ·the second. 40 PRECEDENCE OF MOTIONS. (a) When a main motion is before the Commission, no motion shall be entertained except the following which shall have precedence, one over the other, in the following order: 1. Adjourn. 2. Recess. 3. Table. 4. Call for the Question. 5. Limit or extend Debate. 6. Refer to Commission or Staff. 7. Substitute. 8. Amend. 9. Postpone. 10. Minute Motion. 11. Main Motion. (b) The order of preference in Subsection (a) is subject to the following restrictions. 1. 2. 3. A motion shall not be in order which repeats a motion made previously at the same meeting unless there has been some intervening Commission action or discussion. A motion shall not be in order when the previous question has been ordered. A motion shall not be in order while a vote is being taken. 11 l. 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4. 1--notion shall not be in c --=r when made as an ihcerruption of a Commission tvi~mber while speaking. 41 PARTICULAR MOTIONS, PURPOSE AND CRITERIA. The purpose and salient criteria of the motions listed in Section 48 is as follows: 1. Motion to Adjourn. Purpose. To Terminate a Meeting. Debatable or amendable. No, except a motion to adjourn to another time is debatable and amendable as to the time to which the meeting is to be adjourned. 2. Motion to Recess. Purpose. To permit an interlude in the meeting and to set a definite time for continuing the meeting. Debatable or Amendable. Yes, but restricted as to time or duration of recess. 3. Motion to Table. Purpose. To set aside, on a temporary basis, a pending main motion provided that it may be taken up again for consideration during the current meeting or at some future regular meeting. Debatable or Amendable. amendable·. It is debatable but not 4. Motion to Call for the Question. Purpose. To prevent or stop discussion on the pending question or questions and to bring such question or questions to vote immediately. If the motion passes, a vote shall be taken on the pending motion or motions. Debatable or Amendable. No. 5. Motion to limit or extend debate. Purpose. To limit or determine the time that will be devoted to discussion of a pending motion or to extend or remove limitations already imposed on its discussion. Debatable or Amendable. Not debatable; amendments are restricted to period of time of the proposed limit or extension. 6. Motion to Refer to Commission or Staff. 12 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Purpos-To refer the question be,.-. ~e the Commission to a Comm.Ldsion or to the City staf 1. for the purpose of investigating or studying the proposal and to make a report back to the Commission. If the motion fails, discussion-or vote on the question resumes. Debatable or Amendable. Yes. 7. Substitute Motion. Purpose. To strike out one main motion and insert another main motion in its place which may be done so long as it is related to the subject of the original motion. Debatable or Amendable. The substitute motion is left unacted on until Commission Members have the opportunity to perfect the main motion by amendments if desired. The substitute motion is debatable and subject to amendment. After amendments have been offered, the substitute motion is voted upon and, if adopted, strikes the main motion. 8 . Amend. Purpose. To modify or change a motion that is being considered by the Commission so that it will express more satisfactorily the will of the members. If the motion passes, then the main motion should be voted on as amended. Debatable or Amendable. It is debatable unless applied to an undebatable main motion. It is amendable. 9. Motion to Postpone. Purpose. To prevent further discussion and voting on the main motion until a future date or event. If the motion fails, discussion and voting on the main motion shall not be brought up again until the specified date or event. Debatable or Amendable. amendable. 10. Minute Motion. It is debatable but not Purpose. To make a permanent record and enter into the minutes the action of the Commission regarding any item properly before it. Such action may include, but not be limited to, recommendations to the City Council and/or Housing and Redevelopment Commission approving and accepting reports, or such other and further action as determined by the Commission which does not require a written resolution. A minute motion shall not substitute 13 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 for a -solution. Debatable or Amendable. Yes. 11. Main Motion. Purpose. The primary proposal or question before the Commission for discussion and decision. Debatable or Amendable. Yes. 42 RESOLUTIONS. Formal Commission actions on all necessary items before it shall be made by resolution. When necessary the resolution shall contain appropriate findings and declarations. 43 RESOLUTIONS -ADOPTION. (a) Where a particular resolution has been prepared and is before the Commission, it shall be adopted by motion, second, discussion and vote. It is not necessary to read the resolution by title or in full provided it is identified by the Presiding Officer. Upon request of any member of the Commission, the resolution shall be read by title or in full. (b} Where a particular resolution has not been prepared a motion to direct the City Housing and Redevelopment Director to prepare the document and return it to the Commission is in order. (c) Where necessary, a resolution may be presented in motion form together with instructions for preparation. Upon execution of such a resolution, become an official action of the Commission. verbally written it shall 44 CORRECTION OF DOCUMENTS. Upon occasion Resolutions or other documents are submitted in draft form or on the spot amendments occur or typographical or other technical errors are found which necessitate retyping of the document; and such redraft, when properly executed, shall become the original document. 45 ROBERT'S RULES OF ORDER. If a matter arises at a Commission meeting which is not governed by these procedures or applicable provisions of federal or state law, including the Ralph M. Brown Act (Government Code Sections 54950 et seq.) or the Carlsbad Municipal Code, the procedures of the Commission shall be governed by the latest revised edition of Robert's Rules of Order, which is incorporated herein by reference. 46 these Rules business of deemed to be FAILURE TO OBSERVE PROCEDURES. The provision of are adopted to expedite the transaction of the the Commission in an orderly fashion and are procedural only. The failure to strictly observe 14 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 such rules -=-11 not affect the jurisdiC''-,n of the Commission or invalid, . any action taken at a mee .,g that is otherwise held in conformity with law. 47 RALPH M. BROWN ACT. The provisions of the Ralph M. Brown Act are incorporated herein by reference and are attached. PASSED, APPROVED ANO ADOPTED by the Housing Commission of the City of Carlsbad at a special meeting held on the 1.2..th day of~, 1993, by the following vote, to wit: AYES: NOES: ABSENT: SCARPELLI, AVIS, WELLMAN, CALVBRLY, ESCOBEDO, NOBLE, PETERSON, SATO NONE ROMBOTIS ABSTAIN: NONE ATTEST: ~/~6,,- EVAN E. BECKER Housing and Redevelopment Director Ill Ill ./II 15