A. Generally: The committee shall meet quarterly.
1. All meetings are open to City personnel and invited guests.
2. Meetings shall be scheduled in January, April, July and October.
3. Additional meetings can be called as needed by any member of the committee.
4. The committee member may make the request verbally, via e-mail, or in writing to the Chair or Vice Chair.
5. The Chair or Vice Chair shall then schedule a meeting at the first opportunity to have a quorum assembled.
6. Ad hoc meetings can be held via telephone conference call or e-mail.
B. Quorum:
1. A minimum of nine (9) members of the committee must be present to seat a quorum.
2. A quorum must be seated to set priorities for IMS.
3. Quorum members participating via teleconference are considered to be present during the meeting.
4. The Chair and Vice Chair shall meet prior to the committee meeting to develop the agenda.
C. Submission Of Projects:
1. Each project will be assigned a sponsor, typically from the submitting department.
2. Projects will be presented in writing to the Committee Chair and will contain a business case of adequate detail to allow the Steering Committee to assess and prioritize the work and shall include cost and personnel resource estimates as well as funding sources.
3. The Committee Chair shall review the submission for completeness and accuracy prior to setting the submission on an agenda.
4. Submissions will be distributed electronically to members of the committee prior to the agenda date.
5. The project sponsor may be asked to make a presentation to the committee on the project at the Steering Committee meeting.
D. Review Of Projects:
1. The committee will review and discuss the submission and accept a motion from the committee to take one of the following actions:
a. Approve the project.
b. Return the project to the department for revision or further information.
c. Table the project for later action.
d. Deny the project.
e. Other action as suggested in the motion.
2. Members of the committee may second the motion and call for a vote on the motion.
E. Voting:
1. The committee shall vote on specific motions entered and seconded by committee members.
2. Each committee member is allowed to cast a single vote.
3. Committee members may abstain from voting.
4. Members may enter an absence vote or assign their vote to another committee member by informing the Committee Chair of their choice via e-mail, in writing or verbally.
5. A simple majority vote of the committee members present is required for an affirmative vote.
6. In the event of a tie vote, at the discretion of the Committee Chair, one of the following options may be used:
a. Resolve the impasse by further discussion and calling for an additional vote.
b. Send the submission back to the department for further analysis, clarification or revision.
c. If the full committee is not present, table the submission until such time as the full committee can be seated.
F. Appeals:
1. Submissions denied by the committee can be appealed. Any member of the committee may request an appeal.
2. The request for an appeal must be made to the Committee Chair within one week of the decision. The appeal may be requested in writing, via e-mail or verbally.
3. The Chair will work with the representative making the request to create a detailed staff report that shall include a discussion of the advantages, disadvantages and financial impact of the proposed project.
4. The staff report will then be forward to the Mayor's Chief of Staff or his/her designee for review and a final decision. The Mayor's Chief of Staff or his/her designee may or may not request a briefing to clarify or discuss the issues. (2019 Compilation)