20250716-001: Roberts Rules 101 — original pdf

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Roberts Rules 101 Agenda • Quick overview of the Boards and Commissions structure • Environmental Commission purview/mission • TOMA • Roberts Rules 101 • Procedural Rules • Types of items on an agenda 2 Boards and Commissions Advisory boards Sovereign Boards • Make recommendations to Council • Exercise independent authority and • Tasked with issues and concerns of the public, exploring possible options, providing feedback and recommendations to Council EX: Environmental Commission and Parks and Recreation Commission make decisions • Established by federal law, state law or City Charter • Includes Land Use Commissions: • Planning Commission • Zoning and Platting Commission 3 Environmental Commission Act in an advisory capacity on all projects and programs which affect the quality of life for the citizens of Austin. See Section 2-1-144 of the City Code for additional duties. 4 The commission shall: 1. Review all variances to requirements for water quality protection; 2. Review the monitoring of storm water runoff in developed and undeveloped areas; 3. Review the efficiency of existing and proposed structural and nonstructural water quality controls; 4. Periodically review the effectiveness of Chapter 25-4 (Subdivision); 5. Review waste treatment permits within the city's extraterritorial jurisdiction; 6. 7. 8. 9. 10. 11. Review programs and policies for flood control, erosion control, and water quality; Review capital improvement projects; Review municipal utility district proposals and amendments; Review roadway plan amendments; Recommend urban runoff standards; Review the environmental elements of planned unit developments. 5 6 Watershed Protection Dept Mission Watershed Protection protects lives, property and the environment of our community by reducing the impact of flooding, erosion and water pollution. See organization chart here. 7 • Community Tree Preservation • Environmental Inspection • Environmental Review See org chart here. 8 TOMA Texas Open Meetings Act • State Law states that when a quorum of a governmental body is in attendance and that body discusses public business, the meeting must follow certain guidelines • Agenda must be posted 72 hours in advance of the meeting • Only subjects listed on the posted agenda be considered for that meetin • A simple majority (6 members) must be present or visible and audible (if attending online) • Avoid walking quorum and a daisy-chain quorum 9 Roberts Rules Main Motion • A motion must be made and seconded to initiate discussion on an issue posted for action Amendments • Additions that doesn’t change the meaning of the motion • Generally, at EVC, these are additional conditions Example: Commissioner Brimer: “I move to amend the motion” OR “I propose adding a condition that the applicant will provide 50 extra inches of tree mitigation.” • Requires a second then the Chair asks if there is any objection. If yes, must take a formal vote. If not, it can be added Chair Bristol: “Is anyone opposed to adding this condition?” “Hearing none, the condition is added to the motion.” 10 Roberts Rules Substitute motion • If a motion is substantively different from the main motion, it is a Substitute motion • It must be seconded. Motions are taken in reverse order (so the body discusses and votes on the substitute motion before the main motion) • If the substitute passes, it does away with the main motion. • If it fails, the main motion comes back up for consideration. How a motion fails • It is not seconded • Receives fewer than 6 aye votes 11 Lesser Used Motions • Point of privilege • Complain about noise, room temp, etc; Chair decides • Call the question • End debate/discussion and vote; seconded and requires 2/3 majority • Motion to postpone • Must include a date; seconded and simple majority • Motion to table • Discuss the item later in the meeting; seconded and simple majority • Point of order • Object to procedure or personal affront; chair decides • Point of information • Can interrupt speaker to request information • Motion to limit Debate • Can move to limit speak time for commissioners for the meeting without advance posting; must be seconded and requires 2/3 majority 12 Procedural Rules • Roberts rules provides procedural guidelines (like each commissioner has 10 minutes to speak) but some Commissions have adopted Procedural Rules that over ride this • See Planning Commission speaker limits to the right • Must be posted and require 2/3 vote to pass 13 Planning Commission This clip is from the 11/12/2024 Planning Commission meeting. Please see the recording here. 14 Officer Responsibilities • Chair, Vice-Chair, and Secretary • Terms are 1 year, May 1-April 30; may not serve in one role more than 4 consecutive years • The chair shall preside at commission meetings, appoint all committees, and represent the commission at ceremonial functions and approve each final meeting agenda. • In the absence of the chair, the vice-chair shall perform all duties of the chair, in the absence of the chair and the vice-chair, the secretary shall perform all duties of the chair. • The secretary acts as the parliamentarian and can have the main responsibility for assisting the chair and the commission in following Robert’s Rules of Order and assisting in issuing motions. 15 Types of Agenda Items • Approval of the minutes • Staff Briefings • Public Hearings • Items for discussion and possible action • Discussion Items • Working Group/Committee Updates • Council Committee Agenda Request • Working group recommendations • Future agenda items 16 Adding Agenda Items • Must be seconded (unless you're the chair) • Can bring it up during Future agenda items OR email Elizabeth to share with the full commission • If it is an action item, the commissioner sponsoring the item is responsible for drafting the recommendation before posting the Friday before the meeting • Please note staff are not obligated to present. WPD tries to oblige as much as possible - but can't obligate other departments especially. 17 Attendance Reminders • Must sign attendance sheet/email Elizabeth or you vote will not be counted • Note if you are planning on abstaining/recusing from any item • May not miss > 7 meetings throughout the year or 3 in a row 18 QUESTIONS? 19