Article 3 — THROUGH OTHER

Order of Business BOARD MEMBER.

CHAPTER 1 RULES OF PROCEDURE

Article 1

Meetings

Regular meetings of the Personnel Relations Board shall be held on the third Thursday of the first month of each calendar quarter, convening at the hour of 5:30 p.m. When the day or the day following the day fixed for such regular meeting falls on a legal holiday, such meetings shall be held at such time as agreed upon by the Board.

The Chair of the Board shall call special meetings of the Board whenever the business of the Board shall so require, or at the express written request of any three members of the Board. Written notice of the time and place and the business to be transacted at such special meeting shall be delivered by personal delivery, by mail, or by facsimile at least 24 hours in advance of such meeting to each member of the Board, to the City Manager, to the City Clerk and to each local newspaper of general circulation, radio or television station requesting notice in writing. No other business shall be considered at such special meeting.

All meetings of the Board shall be held at the Civic Center, City of San Leandro, unless, in the opinion of the Board, the interests of the City and Board could be best served by holding such meetings elsewhere.

The Secretary shall prepare an agenda for all matters to be submitted to the Board and shall distribute the agenda and related materials to all interested parties not less than 72 hours prior to the date of a regular meeting and not less then 24 hours prior to the date of a special meeting.

Copies of the agenda, or the Notice of Cancellation if a meeting has been cancelled, shall be delivered to each member of the Commission, each member of the City Council, to the City Manager, and to the City Clerk.

Article 2

Officers

The presiding officer of the Board shall be the Chair who shall be elected at the first regular meeting in March of every year. The Chair shall preserve order and decorum at regular and special meetings of the Board; shall state each question; shall announce decisions; shall decide all questions of order subject to an appeal to the Board; shall vote on all questions; and shall generally perform the duties of a presiding officer.

The Vice Chair of the Board shall be elected annually at the first regular meeting in March of every year. The Vice Chair shall preside in the absence of the Chair or upon the request of the Chair. In the event the Chair shall arrive late, the Vice Chair shall relinquish the chair upon conclusion of the business then pending before the Board.

In the event of the absence of the Chair and Vice Chair or their inability to act, the Board Members present shall elect from their membership a Chair Pro Tem to serve during such temporary absence. In the event the Chair or Vice Chair shall arrive late, the Chair Pro Tem shall relinquish the chair upon conclusion of the business then pending before the Board.

No member of the Board shall serve more than two successive full terms of one year as Chair or Vice Chair of the Board provided that this limitation may be waived upon a finding of good cause, by an affirmative vote of a majority of the members of the Board.

The Secretary of the Board, appointed by the Human Resources Director, shall keep all minutes, prepare the agenda and furnish all members of the Board with a copy of the agenda, plus copies of all correspondence and other papers relating to items appearing on the agenda; and shall follow all legal noticing requirements. Items which are of general interest and not requiring action on the part of the Board need not be included in the agenda, but may be mailed to all members of the Board.

A majority of the members of the Board shall constitute a quorum for the transaction of business.

Article 3

Order of Business

Upon opening the meeting and after determining that a quorum is present, the Chair shall call the meeting to order. The call to order may be immediately followed by the Pledge of Allegiance or other opening ceremonies.

Special items not appearing on the agenda may be presented by any member of the public or Board with the consent by a two-thirds vote of the members present or by unanimous vote if less than two-thirds of the body is present, and subject to any applicable legal requirement including the Ralph M. Brown Act (California Government Code §54950 et seq.).

Article 4

Conduct of Business

The current edition of Robert's Rules of Order Newly Revised, except where inconsistent with the express provisions of law or these Rules of Procedure or other resolutions of the Board, shall govern the conduct of meetings of the Board.

Before proceeding with the business of the Board, the Secretary shall call the roll of the membership, and the names of those present shall be entered in the minutes. If a Board Member is unable to attend a meeting, either the Secretary or the Chair must be notified before the meeting.

If a person is appearing in a representative or professional capacity such as an attorney, engineer, etc., the person shall state the name of the individual or organization being represented. Unless additional time is granted by the Chair, all remarks shall be limited to five minutes. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than members of the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the Board, except through the Chair.

Article 5

Voting

The vote shall be taken by show of hands, voice vote, roll call, or electronic voting.

All Board actions shall require the affirmative votes of a majority of the members of the Board.

Article 6

Relations with Press, the General Public, The City Council and Other Boards and Boards

All information on action by the Board shall be released only by the Secretary or the Chair, unless by majority vote the Board shall give such authority to another member of the Board. Board Members shall refer all requests for information to either the Secretary or the Chair, and shall not endeavor to interpret any action of the Board.

Any Board Member may give a personal evaluation of a Board action, as long as it is made as a private citizen and so quoted.

Article 7

Amendments

Editor's Note: This Chapter was first codified administratively in 1984.

The Board may make recommendations to the City Council for amendments to these Rules of
Procedure.
(Resolution No. 2006-034, 04/03/2006 [§§20.1.100-20.1.700]; Res. No. 2024-061, 6/17/2024
[§§20.1.100-20.1.700])

Title A21

PLANNING COMMISSION

Chapter 1 § 21.1.415. PUBLIC HEARING.
RULES OF PROCEDURE § 21.1.420. FAILURE OF APPLICANT
TO APPEAR FOR