(A) Regular meetings. Regular meetings of the Board shall be held two times a month at 1540 North Washington Street or at such other public place in the City of Marion, Indiana, as a majority of the Board may select. The date and time of any such regular meeting shall be approved by the Board and shall be made public information as required by the Indiana Open Door Law. A majority may cancel the regular meeting with 48-hour notice. The Board has presently established the regular meeting for the first and third Thursday of each month, starting at 7:00 p.m., at 1540 North Washington Street. Board members and the news media will receive at least 48 hours advance notice of any change from the regular meeting schedule.
(B) Special meetings. Special meetings of the Board may be called at any time by the Chairperson, by the majority of the Board, by the Director or by the Superintendents jointly. The location, date and time of such special meetings shall be determined by the person or persons calling the meeting. Notice as required by the Open Door Law will be given.
(C) Emergency meetings. Emergency meetings of the Board may be called at any time by the Chairperson, by majority of the Board, by the Director or by the Superintendents jointly to deal with actual or potential injury to person, property or disruption of the water or sewer works. The location, date and time of such special meetings shall be determined by the person or persons calling the meeting. The same notice given to Board members must be given to the news media. An agenda will be provided to the Board members and the news media when practical.
(D) Executive sessions. The Board may meet in executive session at the discretion of the Chairperson or a majority of the Board. It is the intent of this Board to comply with the Indiana Open Door Law.
(E) Quorum. A majority of the number of Board members as fixed by city ordinance shall constitute a quorum for the transaction of business at any meeting. The act of majority of the quorum shall be the act of the whole Board, except where otherwise provided in these rules.
(F) Agenda. An agenda listing items of old and new business to be considered at regular meetings shall be prepared and made available to the Board members and the public at least 48 hours prior to the date of such meeting. The same shall be done for special and emergency meetings, when practical. Items may be placed on the agenda for a particular meeting by any Board member, Director, Superintendent, Office Manager, Attorney to the Board or a private citizen by contacting the Board secretary at least seven working days prior to the meeting. At any regular or special meeting, the Board may consider and act upon items of business not previously listed on the agenda for that meeting only upon a motion carried by a two-thirds vote of the Board present. If such two-thirds vote is not obtained, the item may be placed on the agenda for the next meeting.
(G) Minutes. The proceedings of all regular, special emergency and executive sessions of the Board shall be recorded in proper minute books in the form required by law. The minutes of each meeting shall be approved at the next meeting of the Board. The Secretary will sign the permanent copy of the minutes signifying to the Board approval of the minutes. In the event a dispute arises among the members as to the accuracy of any portion of the minutes, such dispute shall be resolved by a majority of votes of the whole Board. These minutes shall contain:
(1) The names of Board members present;
(2) The verbatim recording of all motions which are called to a vote; and
(3) The results of all votes taken that are less than unanimous by entering a list of the names of those voting by yeas and nays; provided, however, the minutes of the executive session need only identify the subject considered.
(H) Order of business. The order of business shall be as follows:
(1) Roll call;
(2) Reading of the minutes of the previous meeting and their approval;
(3) Reports of boards and standing committees;
(4) Reports of special (select) committees;
(5) Special orders;
(6) Unfinished business and general orders;
(7) New business;
(8) Adjourn.
(I) Parliamentary procedure. Robert’s Rules of Order in its latest edition shall govern all deliberations of the Board when not in conflict with these rules.
(J) Compliance with Indiana Open Door Law. It is the Board’s intent to meet the requirements of the Indiana Open Door Law. The Open Door Law prevails in event of a conflict between these rules and said law.
(K) Affirmative Action Plan. The Marion Utility Service Board affirms its commitment to equal employment opportunity for all persons, regardless of race, color, ancestry, religion, sex, national origin, marital status, physical handicap, medical condition, age, status as a disabled veteran or veteran of wars, including Vietnam, per the Utility’s Affirmative Action Plan. A copy of the Affirmative Action Plan shall be kept on file at the Director’s office for review.
(Ord. 32-1993, passed 12-21-1993)