Approved May 15, 2014
RULES OF ORDER
FOR GREENE COUNTY BOARD OF COMMISSIONERS
NOTE: The Board of Commissioners recognizes and respects the rights of citizens to attend meetings and to address and provide input on actions and considerations of the Board at the proper time. As the elected governing authority of the County, the Board has a duty to all of the people of the County, including those who may not be present, to promote an orderly and business like atmosphere to conduct the County's business. The Board has adopted the following rules that shall serve as the manner in which meetings are conducted:
(1) The Board of Commissioners will conduct one meeting each month consisting of two sessions.
(2) The work session portion of the meeting will be held on the second Monday of the month and will begin at 5:00 PM. The voting session portion of the meeting will be held during the same week as the work session on the following Thursday, and will begin at 5:00 PM.
(3) During the work session, the Board will discuss each agenda item and receive information relevant to the issue being considered. No votes will be taken during the Work Session and agenda items will be openly discussed by the Board. During the public meeting, Commissioners shall provide input on the respective agenda items only. Questions should be limited to those questions necessary to gain information and should be addressed to the Chairman; questions and research should be conducted in advance of the meeting, or between the two sessions. During the voting session, the Board will take formal action on the agenda items.
(4) Called meetings will be held in accordance with the provisions of Local Legislation and the Open Meetings Act. Additionally, any time two Commissioners request a called meeting, the Chairman will direct the County Manager to schedule the meeting to be held on the first available day that satisfies the provisions herein within five (5) business days of the request. Every effort shall be made to accommodate the schedules of all five members of the Board such that each member will be able to attend any called meetings. If a majority of the Board requests that a meeting be held on a specific date and time, the Chairman shall direct the County Manager to schedule the meeting accordingly and notify all members of the Board, provided, however, that any such called meeting must be posted in accordance with the Open Meetings Act, and, either the Chairman or Vice-Chairman must be available to preside over the meeting. The Board will not generally convene a called meeting if any Board member us out of town, unless such Board member(s) consents to the meeting taking place in their absence, or if the Chairman, exercising his/her own discretion, believes the meeting must take place given the nature of the purpose of the called meeting and a quorum is available.
(5) A quorum shall consist of at least three Board members and actions taken will be by majority vote of the members present at any meeting in which a quorum exists. All members must cast a vote, including the Chairman and any abstention shall be counted as a no vote. A Board member shall be required to recuse himself when faced with an action that directly involves any member of his family with the relationship of cousin twice removed or closer, or where a personal and/or professional conflict exists. Any Board member faced with an action that requires him to recuse himself shall vacate his seat during any discussion and vote on such action. A recused member shall not be counted toward a quorum for that particular action. After action has been taken on the matter, the recused member will resume his seat for the remainder of the meeting.
(1) Requests for items to be on the agenda for consideration during regularly scheduled monthly meetings must be submitted in writing to the Commissioner's Office during office hours at least one week before the first Monday of the month. The County Manager will have the agenda packages for the Commissioners prepared no later than the first Monday of the month, unless unusual circumstances make such prohibitive. Agenda items for called meetings will be determined by the basis for the called meeting. In either case, regular monthly meetings or called meetings, if two Commissioners request a particular item appear on the agenda, the Chairman is required to include such item unless such item has already been acted upon by the current seated Board, in which case a majority of the Board must request the item in order for it to be included on the agenda.
(2) The tentative agenda will be posted at the office of the Board of Commissioners, and faxed to the legal organ of the County at least six (6) days prior to the meeting. Any request for distribution of agendas made pursuant to the Georgia Open Meetings Act shall also be accomplished as required by Law.
(3) The Chairman may add an item to the agenda if in his/her discretion it is determined that delaying action on the item is not in the best interest of the County. If an item is added to the agenda, any supporting information should be provided to the Commissioners as far in advance of the meeting as possible.
(4) The tentative agenda will be posted at the office of the Board of Commissioners and as otherwise required by the Open Meetings Act.
(5) It shall be the responsibility of the individual Commissioners to obtain the packages, review the information, ask questions, and take whatever other steps may be necessary to prepare for meetings in advance of the meetings.
III. APPEARANCES ON AGENDA ITEMS:
(1) All citizens desiring to address the Board of Commissioners concerning a published agenda item must sign up with the County Clerk before the Session begins. Input will be received during the Work Session and Voting Session and must be regarding the agenda item under consideration at the time. Any individual speaking during the Voting Session that provided input during the preceding Work Session may only provide new input such that a repetition of their previous input is not made.
(2) All citizens addressing the Board shall come to the front and state his/her name when recognized by the Chairman.
(3) Statements and comments will be addressed to the Board. Questions from the Board members shall be directed to the Chairman who shall recognize the person for a response.
(4) A statement shall be limited to five minutes. No portion of a person’s time may be given to another speaker.
(5) When a person finishes their statement, the person shall sit down.
(6) A person shall not speak more than once on the same matter unless that person is directly involved in the matter before the Board.
(7) A group or association shall designate a spokesman.
(8) The Board may fully address questions and/or comments received from citizens as they deem necessary and after being recognized by the Chairman.
(9) Any person addressing the Board shall not be engaged in a debate of any kind.
(10) When the Chairman has called for the vote, no further discussion from the audience will be permitted.
(11) The Chairman of the Board can terminate discussion of any item or statement at any time it is deemed irrelevant or repetitious.
IV. ORDINANCES AND RESOLUTIONS:
(1) Any requested resolution shall be presented at the Commissioners' office in writing no later than one week prior to the first Tuesday of the month.
(2) Any resolution or ordinance that is to become law shall be in written ordinance form.
(3) Copies of proposed ordinances shall be made available to each Board Member, the County Attorney and the County Clerk for public inspection at least 15 days before adoption. The same may be advertised as directed by the Board.
V. COMMISSIONER’S REPORTS:
(1) After the roll call of each meeting, the Chairman shall provide general comments for the benefit of the fellow Board members, and the audience.
(2) Each Commissioner shall be given the opportunity to make a report to the Board if requested through the Chairman at least 24 hours prior to the meeting with full disclosure of the nature of the report. Commissioner’s reports should be of an informative nature to share information concerning events of the district the Commissioner represents, information from an Authority, Board, or Committee the Commissioner serves on, and/or general county information of interest to all the citizens of the county. A Commissioner’s report should not be used as an opportunity to ask questions of the Chairman, County Attorney, County Manager or other Commissioners. All questions should be conducted between the individuals privately. However, if information provided during a report generates questions, then such questions are permissible.