RES 231377 - Laserfiche WebLink

5. Receive Information About Updated Commissioners Handbook Ms. Seto advised commissioners that in July 2022 City Council updated its "City Council Meeting Rules of Procedure" for how meetings need to be conducted and directed that the applicable changes be made to the Commissioner's Handbook. She noted that substantive parallel modifications incorporate Rosenberg's Rules of Order and other procedural requirements. Commissioners were informed by Ms. Seto that the substantive changes made to the Commissioner's Handbook are described as: Rosenberg's Rules of Order—The simpler rules of parliamentary procedures in Rosenberg's Rules of Order have been adopted (replacing Roberts Rules of Order). These rules continue to provide that the chairperson conducts the meeting; the process to make and amend basic motions is not altered; and sets forth how to raise questions of procedure and points of privilege. Continuing an item —when an individual commissioner continues an agenda item (not subject to a legal or City deadline), the commissioner must now"state the reason for such continuance." This is a new requirement." The commissioner handbook has also been updated to clarify that a continuance by an individual commissioner may only occur one time for an item (a vote by the commission is needed to continue the item a second time). Present and voting —counting votes has changed to the "present and voting" rule. If a commissioner is present, but is silent or abstains from voting, the vote tally will reflect that the commissioner was present for determining a quorum but will be listed as not voting or abstaining if due to a conflict of interest. Review of written materials / oral presentations—after agenda materials are distributed, commissioners remain encouraged to ask staff any clarifying questions before the meeting. The handbook has now been changed to state that: "Responses provided by staff may be shared with the entire commission as supplemental agenda material." Public hearing /comment—during the public hearing or public comment period for an agenda item, commissioners still can ask questions of speakers, each other, or staff. The handbook has been amended to clarify that: "Commissioners are limited to asking technical or clarifying questions on the items and shall not at this portion of the meeting express personal opinion or debate the merits of an item under consideration." Those opinions and debate are to occur during the later Commission Deliberation and Action period. Matters initiated by commission for discussion /action —this section has been streamlined to retain the ability for an individual commissioner to obtain information from staff or have an item placed on a future agenda if a majority of the commission present agree. Items considered after 11:00 p.m. —change to provide that at or prior to 10:30 p.m., the commission, after consultation with staff, will vote to determine which items remaining on the agenda are to still be considered that evening —with goal to complete items by 11:30 p.m. Chairperson applies rules—the chairperson remains the presiding officer for the meeting. Decisions by the chairperson regarding procedural rules are final, unless overruled by a majority of the commission present. Non-Substantive amendments—other changes to the Commissioner's Handbook were to reflect actual practices, including update Order of Agenda Items: referenced current technology used to record meetings: and clarify emergency situations allowing for action on items not on the agenda per state law. Housing Commission November 17,2022 Page 1 of 1