The general function and responsibilities of each committee are:
(A) With the aid of the Board Chairman, County Administrator, State's Attorney, Auditor, Treasurer and Executive Committee, to keep informed concerning appropriations and the budget for activities under the purview of the committee and to help keep expenditures within the budget;
(B) To have the Secretary of the Committee keep written minutes and to report regularly to the Board the substance of all meetings, with the Secretary of the Committee assigned as follows:
(1) For Land Use Committee, along with any subcommittees and ad-hoc committees of the Land Use Committee, the secretary shall be one member of the Community Development Department staff;
(2) For Transportation Committee, along with any subcommittees and ad-hoc committees of the Transportation Committee, the secretary shall be one member of the Highway Department staff;
(3) For Health Services Committee, along with any subcommittees and ad-hoc committees of the Health Committee, the secretary shall be one member of the Health Department; and
(4) For all other standing committees, subcommittees and ad-hoc committees, the secretary shall be the County Board Office Secretary.
(5) All committee secretaries will be sworn in and deputized by the Tazewell County Clerk to take minutes with his/her authority. Only deputized individuals will be authorized to take committee, subcommittee, and ad-hoc committee minutes. If the individual assigned above is not available to take the assigned minutes, the other deputized employees or any employee of the County Clerk’s office is authorized to take minutes in their place.
(C) To have the secretary of the committee maintain all records and minutes of the committee. The secretary shall send by email, or other electronic means, drafted minutes of open meetings to the members of the Board and to the County Administrator. Once minutes of open meetings are approved by the committee, the secretary shall provide the County Clerk with a copy of the approved minutes and a copy of the documents included with the agenda within 15 business days of the approval of the minutes. The County Clerk shall keep those minutes and agenda documents in a searchable database accessible through the internet, with the files being viewable within 30 days upon receipt. In the event that the most recent meeting date of a subcommittee or an ad-hoc committee exceeds one year, the standing committee shall approve the minutes;
(D) To submit to the County Board for consideration all policies and procedures as recommended by the committee;
(E) To act on all matters referred to by the committee by the Chairman of the Board or by the Board itself, in addition to duties otherwise prescribed; and
(F) To keep informed with regard to activities of any department which is under its general supervision or for which it serves as liaison with the Board in instances where such activities are concerned with another committee.
(Prior Code, 1 TCC 4-8) (Ord. E-18-22, passed 2-25-2018; Res. E-23-90, passed 5-31-2023; Res. E-23-131, passed 10-25-2023)