The Commission shall maintain an office in Pekin, Illinois, where its staff assistants and clerks shall function and its files and records shall be maintained, said office space to be provided by the county.
(A) Regular meetings.
(1) A regular meeting of the Commission shall be held in Pekin, Illinois in each of the following months: January, April, July, and October, on the third Thursday of each said month at 1:00 p.m. Any changes or cancellation of regular meetings must be given ten-day notice to the Commission and the public. Commission meetings shall be conducted under Robert’s Rules of Order.
(2) Public notice of all regular meetings shall be given pursuant to the applicable requirements of the Open Meetings Act, being 5 ILCS 110/1 et seq.
(B) Special meetings.
(1) Special meetings may be called when needed by the Chairperson or upon the call three members of the Commission. The Chairperson must notify each of the Commission members specifying the time and place of such meetings at least five days prior to the meeting.
(2) Public notice of special meetings shall be given pursuant to the applicable requirements of the Open Meetings Act, being 5 ILCS 110/1 et seq.
(C) Voting. On all matters, the concurrence of a majority of the Commission members in attendance shall be necessary to render a decision, and the action of such a majority shall be the action of the Commission.
(D) Quorum. At all meetings, three members of the Commission shall normally constitute a quorum and shall conduct the business of the Commission. However, when changes in the rules, regulations, and procedures of the Commission are to be considered, all five must be notified and in attendance or have an opportunity to let his or her views be known in writing.
(E) Minutes and records. The Commission shall:
(1) Maintain such personnel records and files as are necessary to execute its responsibilities. These records and files shall be confidential;
(2) Keep and maintain the minutes of all meetings and report the decision rendered to appropriate parties. Such minutes shall be maintained in accordance with the applicable sections of the Open Meetings Act, being 5 ILCS 110/1 et seq.;
(3) Carefully compile and maintain a transcript of all disciplinary proceedings; and
(4) Keep and maintain all other records and files necessary for the proper administration and operation of the Commission’s business, including any information required for compliance with the requests of the County Board for reports of activity.
(F) Officers of the Commission.
(1) The officers of the Commission shall be:
(a) Chairperson;
(b) Vice Chairperson; and
(c) Confidential Secretary.
(2) The Chairperson shall preside at all meetings and shall perform all duties required of him or her by these rules, regulations, and procedures.
(3) The Vice Chairperson shall preside at meetings in the absence or disability of the Chairperson.
(4) The Secretary shall keep the minutes and records of the Commission. This office shall be filled by the person of the County Sheriff’s Chief Clerk.
(5) All officers shall be elected by a simple majority vote of the Merit Commission. The term of office of said officers shall be two years or until the term of office as a member of the Commission shall expire, whichever period is shorter. Elections shall be held at the first meeting of the fiscal year.
(Prior Code, 2 TCC 3-5)