Rules of the Consolidation Shared Service Fund Review Committee. Conduct of Its Members. June 12, 2013

Transcription

1 Rules of the Consolidation Shared Service Fund Review Committee & Conduct of Its Members June 12, 2013

2 Table of Contents Section 1 Rule 1 Rule 2 Rule 3 Rule 4 Rule 5 Rule 6 Rule 7 Section 2 Rule 8 Rule 9 Section 3 Rule 10 Section 4 Rule 11 Section 5 Rule 12 Rule 13 MEETINGS SSFRC Responsibilities Meeting Location Regular Meetings Ad Hoc / Special Meetings Order of Business / Agenda Submitting Agenda Items to SSFRC Deadlines for Submitting Agenda Items SHARED SERVICES FUND REVIEW COMMITTEE MEMBERSHIP SSFRC Membership SSFRC Chair SUBCOMMITTEES Subcommittees MINUTES OF THE MEETING Minutes of the Meeting OPEN MEETINGS Open Meetings Executive Session Page 2 of 6 June 12, 2013

3 Rule 1. SSFRC Responsibilities SECTION 1: MEETINGS The overall goal of the Cuyahoga County Consolidation Shared Services Fund Review Committee (SSFRC) is to administer the Consolidation Shared Services Fund. The Consolidation Shared Services Fund will be used to support communities with their consolidation efforts while working toward the framework set out in the Cuyahoga County Consolidation Plan. As written in the ordinance, the Consolidation Shared Services Fund will be administered by a three-member review committee. The three-member review committee will consist of two Executive appointees and the County Council President or designee. Rule 2. Meeting Location SSFRC Meetings shall be held in the Administration Building, Multi-Purpose room. If the location of the meeting is changed, the location is to be determined a minimum of one (1) week prior to any meeting and posted accordingly. Rule 3. Regular Meetings Meetings will be held on an as needed basis, based on applications being submitted needing review and vote. The Chair of the SSFRC has the discretion to add, reschedule, and/or cancel any meeting of the SSFRC whereby a meeting is or is not warranted due to lack of business. Rule 4. Ad Hoc / Special Meetings Ad hoc / special meetings of SSFRC may be called by the Chair of the SSFRC any time with sufficient notice (not less than three (3) business days). Rule 5. Order of Business / Agenda The business of the regular meetings of the SSFRC shall be transacted in the following order: A. Call to Order B. Roll Call C. Public Comment D. Approval of Minutes E. New Business F. Executive Session (If needed) G. Announcement and Miscellaneous Business H. Next Meeting I. Adjournment Page 3 of 6 June 12, 2013

4 Rule 6. Submitting Agenda Items to the SSFRC The following requirements must be met before an item will be placed on the Agenda of the SSFRC: 6.1 Agency Name and all contact information (address, phone, and ). 6.2 Purpose of discussion. 6.3 Provide an outline of discussion listing expected outcomes/impact. Rule 7. Deadlines for Submitting Agenda Items 7.1 The deadline for submitting a request for a Regular meeting of the SSFRC is one (1) week prior to the meeting date. 7.2 The item will then appear on the next regularly scheduled meeting of the SSFRC. SECTION 2: SSFRC MEMBERSHIP Rule 8. SSFRC Membership As written in the ordinance, the Consolidation Shared Services Fund will be administered by a three-member review committee. The three-member review committee will consist of the Cuyahoga County Council President or is/her designee and two appointees by the Cuyahoga County Executive. Rule 9. SSFRC Chair The SSFRC Chair will be designated by the Cuyahoga County Executive, and shall be one of the two appointees of the Cuyahoga County Executive. The SSFRC Chair shall give members an opportunity to correct minutes of the previous meeting(s); a copy of which shall have been delivered to each member of the Board. In the absence of any objections or corrections, a motion to approve the minutes as submitted shall be in order. In the absence of an applicable rule contained herein, Robert s Rules of Order will be controlling. SECTION 3: SUBCOMMITTEES Rule 10. Subcommittees There are no subcommittees anticipated for the SSCRF. However, if needed in the future, the Chair may add subcommittees as necessary and may consist of members and non-members of the SSFRC. Any subcommittees will be required to follow the rules as listed in this document, including meeting location, agenda and meeting creation, etc. Page 4 of 6 June 12, 2013

5 Rule 11. Minutes of the Meeting SECTION 4: MINUTES OF THE MEETING A designee assigned by the Cuyahoga County Department of Public Safety and Justice Services will be responsible for taking minutes at the meeting and providing a written summary of the meeting that will serve as the minutes of the SSFRC meeting. Rule 12. Open Meetings SECTION 5: OPEN MEETINGS Agenda s will be distributed with reasonable specificity of the topics to be considered. Each topic will be listed as a separate agenda item. Public Notice of all meetings will be given at least 24-hours in advance, which include date, time, place and agenda of the meeting. These will be posted on the Cuyahoga County website. The Chair of the SSFRC shall make a statement at the beginning of the meeting identifying the date, time and place of the meeting. After a role call is conducted at each meeting, the presiding officer will allow any member of the public to make a comment if it is directly relevant to one of the topics on the meeting agenda. The meeting notice will state if an executive session is anticipated and will state the particular purpose/reason for the executive session. All voting must occur in open meeting. This means that the SSFRC must come out of Executive Session to vote. Rule 13. Executive Session The SSFRC may hold closed executive sessions for discussion and information gathering purposes only when: 1) The subject of the meeting relates to the security arrangements and emergency response protocols for a public body or a public office; and 2) Disclosure of the matters discussed could reasonably be expected to jeopardize the security of the public body or public office. These items fall under Ohio Revised Code The exact code language when an executive session should be held is: 1) Matters required to be kept confidential by federal law or regulations or state statutes; 2) Details relative to the security arrangements and emergency response protocols for a public body or a public office, if disclosure of the matters discussed could reasonably be expected to jeopardize the security of the public body or public office; The determination to enter into Executive Session must be made in a public open meeting where a quorum is in attendance. Page 5 of 6 June 12, 2013

6 The presiding officer will follow the sequence below: 1) Identify need to go into Executive Session by reading the appropriate exception under Ohio Revised Code The reason for Executive Session will be put in writing. 2) Will request, by roll call vote, to hold an executive session. 3) Indentify if it is necessary for non-ssfrc members to attend the session. If there are no objections for others to participate, the Chairperson will invite those individuals. Executive Sessions are closed to the public unless specifically remitted to remain by the public body. Individuals who are not voting members of the SSFRC may attend a closed executive session if (1) his or her participation in that session is necessary to achieve the goals stated in the agenda; and (2) that individual is invited. If it is requested by a voting member that a nonvoting member stay during Executive Session, he/ she is permitted to stay. If, a voting member dissents to permitting the non-voting member to stay during the Executive Session, then the Chair will make the determination on whether the individual may stay. If more than one member dissents, a vote will be taken. 1) Executive Session will occur for discussion and information gathering purposes. 2) End the Executive Session. 3) Voting or need for Resolution will occur in the open meeting with public body. No voting can occur in Executive Session. The policy described herein will be the process for all SSFRC meetings, including any subcommittee meetings. Page 6 of 6 June 12, 2013