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Home My WebLink About7.1 REview Roberts Rules of Order & Brown Act G��~��C�� '� "'��,� STAFF REPORT `��/JJ YOUTH ADVISORY COMMITTEE DATE: August 24,2016 TO: Honorable Chair and Committee Members FROM: Lisa McPherson,Recreation Supervisor Revieaved Gy Micki Cronin,A.rsi.rtant Director of Parks and Community Service.r SUBJECT: Review of Roberts Rules of Order and Brown Act EXECUTIVE SUMMARY: The Advisory Coininittee will review the Roberts Rules of Order and the Brown Act pertaining to City Cominissions and Advisory Coininittees. FINANCIAL IMPACT: None. RECOMMENDATION: Receive the Report. DESCRIPTION: The City Clerk, Caroline Soto,will provide an overview of the Roberts Rules of Order and the Brown Act to the Youth Advisory Comtnittee Members. Roberts Rules of Order are rules of conduct at meetings, which allow everyone to be heard and to make decisions without confusion. The Brown Act solely applies to City and County governmental bodies in California, including public agencies, boards, cominissions and councils. The intent of the Brown Act is to ensure that members of these governmental bodies conduct meetings, in which meeting actions be taken openly and deliberations be conducted openly. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Roberts Rules of Order and Brown Act Handout I', .�._ a_�, �m.,�..o, �r _�..�.�.�� a��nm�� d,_.��,�w�a��_a.� �. � e__.�__. ��.w ITEM NO: 7.1 Page 1 of l ATTACHMENT 1 Robert's Rules of Order and Brown Act Training August 24,2016 Roberts Rules of Order Henry M. Robert wrote Roberts' Rules of Order, a presentation and discussion of parliamentary procedure. Basic principles behind Roberts Rules of Order: • Someone has to facilitate or direct the discussion and keep order. • All members of the group have the right to bring up ideas, discuss them, and come to a conclusion. • Members should come to an agreement about what to do. • Members should understand the majority rules, but the rights of the minority are always protected by assuring them the right to speak and to vote. There are three main principles to Parliamentary procedure: • Take up business one item at a time. • Promote courtesy,justice and impartiality, and equality. • The majority rules, but the rights of individual, minority, and absent members are protected. Order of Business Chair calls the meeting to order. Recording Secretary records start time and takes roll. Agenda is followed. Minutes from previous meeting are approved. Making and Handling Motions Followin� Robert's Rules An item on the agenda is brought up and explained by the Chair. Item is discussed. Here are the eight steps required from, start to finish, making a motion and getting the decision of the committee. Each step is a required part of the process. Step What to say 1.The member rises and addresses the chair. "Mr./Madam Chairman." 2.The chair recognizes the member. "The chair recognizes Ms. Dublin." 3.The member makes a motion. "I move to have a game night at the Civic Center." 4. Another member seconds the motion. "Second." 5. The chair states the motion. "It is moved and seconded to have a game night at the Civic Center. Are you ready for the question? 6.The members debate the motion. "The chair recognizes Ms. Dublin to speak her motion. . . ." 7.The chair puts the question, "Those in favor of adopting and the members vote. the motion to hold a game night at the Civic Center, say `Aye.' [pause] Those opposed, say 'No."' 8.The chair announces the result of the vote. "The ayes have it, and the motion carries. A game night will be held at the Civic Center." Announcements Adjournment—This meeting is now adjourned. Recording Secretary records end time. The Brown Act The Ralph M. Brown Act (the "Brown Act") was in acted in 1967 to cover state agencies. Its intent declares, "All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in this chapter." (Govt. Code 54953(a). There are certain requirements that must be followed when meetings of legislative bodies of a local agency take place: Agenda must be posted 72 hours in advance of ineeting in a public place where it can be viewed 24 hours a day. A quorum of inembers (a majority of the members) cannot gather and discuss any business of the body outside of the publicly notice meeting. f The meeting name a regular meeting time, date and place, and cannot hold a Regular meeting outside of that time, date and place, unless required advance notice is given for an adjourned regular, special or emergency meeting. The agenda must also have a "Public Comment" category on the agenda so the public may address any item under the jurisdiction of the body, but not on the current agenda. A record of the meeting and actions must be kept. There a certain items on the agenda that can be heard in "Closed Session".There is a specific list of Safe Harbor categories to cover these items. Robert's Rules of Order and the Brown Act help the City's City Council, and Commissions and Committee meetings run smoothly.