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8A - Board operating procedures and next steps - Parks & Recreation Advisory Board ProcedureCITY OF BOULDER PARKS AND RECREATION ADVISORY BOARD PROCEDURE Presented by the Rules Subcommittee to PRAB for its review at the October 22, 2007 board meeting AGENDA ITEM #'~, PAGE ~ SCOPE .................................................................................................................................................................................... 3 PART ONE: LEGAL CONTEXT I. OVERVIEW OF BOULDER GOVERNMENTAL STRUCTURE ..................................................................... ...........................................3 A. The People of Boulder and Coloradds Constitution per the Charter ....................................... ... ........................................... 3 B. City Council per Article II of the Charter ........... .......................................................................... ........................................... 3 C. CityManager ................................................................................................................................... ...........................................3 D. PRAB ............................................................................................................ 3 II. GUIDING DOCUMENTS FOR PRAB ...................................................................................................... ...........................................4 A. Colorado Revised Statutes.. .. 4 B. Bou[derChar(er ................. . ..... . ................................................................................... ................................ . 4 C Baulder Revised Code ...................................................................................................................... ........................................... 4 D. O[her pocuments ......................................................... . . . . . . 4 III. PRAB FulvCriorvs .............................................................................................................................. ...........................................4 A. Resttictions on PRAB functions per Charter and BRC .. ... ....... ........................................ ........................................... 4 B. Provisions for PRAB func[ions per Charter and BRC . ... .. _ ......... .... .. ............... ..................... 4 C. Explicit[y binding PRAB authority per Charter ............................................................. 5 D. Explicitly non-binding PRAB authoriry per Charter ..................................................................... ...................................... 5 E. Points of clarification from the City Attosney's Office ........................................ ........................ ........................................... 6 PART TWO: PRAB COMPOSITION AND I.OFFiCexs ...................................................................................................................... .................................................................... 6 II. Corvnucr ..................................................................................................................... .................................................................... 6 III. PRAB REPRESENTATION ......................................................................................... .................................................................... 7 IV. COMMUNICATIONS TO CITY COUNCIL ..................................................................... .................................................................... 7 V. PUBLIC COMMENTS ..................................................................................................... .................................................................... 7 PART THREE: RULES OF MEETING PROCEDURE I. AGENDA FOR MONTHLY BUSINESS MEETINGS ......................................................................................... ...................................... 7 A. Overview ................................................................................................................................................ ...................................... 7 B. PRAB requests to the department ........................................................................................................ ................ ... ................ 7 C. PRAB Discussion......... 8 D. PRAB Action ................................................................................ ........ ................................. 8 E. Notes on specific agenda item categories ......................................................................... 8 F. Agenda Committee ..................................................................................... ......... .... .. 9 G. The Parks and Recreatian Department ................................................ . ................ ...................................... 9 II. PROCEDURES FOR MONTHLY BIISINESS MEETINGS ................................................................................ .................................... 1 O A. Prior to a business meeting ............................................................................................................... 10 B. Meetrng Trme and P[ace ....................................................................................................................... .................... 10 C. Requiied Ojftcers per RR Sections 3 and 46 10 D. Duties of the Presiding Ojficer per RR Section 46 ........................................ .. ............. ............... .................................... !0 E. Duties and rights of inembers per RR Sectrons 7 and 23 ........ .... ... .... ...................................... .............. .. ............... 11 F. Appeal per RR Sechons 6 and 24 .......................................................................................................... .................................... 1/ G. Quorum ........... ................................................................................................. . .. ........................... .................................... 11 H. Assignment of the jloor per RR Section 41 .......................................................... .. ............................ .................................... 11 I. Rules of speaking per Councrl Procedure and RR Section 4 ................................................................. .............................. 12 J. The Handling of a Motion - Usual Procedure per RR Sections 4, 12, and 42 ............................ . 12 /L ImproPer motions per RR Sectrons 10 and 38 ................... . ... ....................................... ........ ............... /4 L. Voting .................... . .... ..................................................................................... . 14 III. OTHER MEETINGS ................................................................................................................................... .................................... 14 IV. PARLIAMENTARY PROCEDURE ................................................................................................................ .................................... 14 PART FOUR: AMENDMENT AND REVIEW 15 I. AMENDMENT ................................................................................................................................................................................... 15 II. Rev[Ew .......................................................................................................................................................................................... 15 AGENDA ITEM #~, PAGE Z- SCOPE Part one provides an overview of the legal context in which the Parks and Recreation Advisory Board (PRAB) exists. The intent of part one is to lay out the major components of the City of Boulder's government and the primary laws pertaining to PRAB. Parts two and three provide procedures for PRAB based upon and to be used in conjunction with Robert's Rules of Order Newly Revised (1981), the charter of the City of Boulder, and the Boulder Revised Code. Therefore, parts two and three exist within the context and are subject to the provisions of the charter of the City of Boulder and the Boulder Revised Code. These procedures will become effective upon an affirmative vote of four PR.AB members. Thereafter, all prior procedures of PRAB in conflict therewith shall be of no further force or effect. PART ONE: LEGAL CONTEXT I. OVERVIEW OF BOULDER GOVERNMENTAL STRUCTURE A. The People of Boulder and Colorado's Constitution per the Charter The preamble to the city charter shows the basis of city government to be the people of the city and the constitution of Colorado: ``We, the people of the City of Boulder, under the authority of the constitution of the State of Colorado, do ordain and establish this charter for the municipal government of the City of Boulder, Colorado." B. City Council per Article II of the Charter The city council is elected by the people of Boulder, functions as the legislative body of the city, and appoints the city manager, city attorney, presiding judge of the municipal court, auditors, and board and commission members. 2. Except for purposes of inquiry, the city council deals with city administration through the city manager. C. City Manager 1. Article V, Section 63 of the Charter names the city manager as the chief executive and administrative officer of the city. 2. Article V, Section 64(c} of the Charter provides the city manager with control and supervision over all departments. BRC 2-2-3(a) lists departments, including parks and recreation. 3. Article XI, Section 155 of the Charter places the department of parks and recreation under the direction, supervision and control of the city manager. 4. BRC I-2-1(b) detiues the ('ity~ Mana~;er as "... the city manabcr of the City ot~ Boulder, Colorado or the manager's authorized representative." D. PRAB AGENDA iTFM # ~, PAGE~ 1. BRC 2-3-1(a)(1) empowers citv council to appoint members to boards and commissions. II. GI~IDItiG DOCI'~1E\TS FOR PRAB A. Colorado Revised Statutes 1. Title 24, Article 6. Part 4, Section 202: State Government Administration, Colorado Sunshine La~~. Open Meetings Law~ B. Boulder Charter l. Article II, Section 13: The Legislative Body, Powers expressly withheld from council 2. Article IX. Section 1 i0: Advisory Committees. General Provisions 3. Article XI: Parks and Recreation C. Boulder Revised Code l. BRC 2-3-1: Government Oraanization. Boards and Commissions. General Provisions 2. BRC 2-3-10: Government Or~anization, Boards and Commissions. Parks and Recreation Advisory Board ~ 3. BRC 2-7: Government Organization, Code of Conduct 4. BRC 8-3: Parks, Open Space, Streets, and Public Ways. Parks and Recreation D. Other pocuments 1. Parks and Recreation 2006 Master Plan 2. March 16. 2007 Memo from Assistant Citv Attornev to Director Parks & Recreation 3. Robert's Rules of Order Newly Revised (1981) [abbreviated herein as RR] III. PRAB F~'~cnovs A. Restrictions on PRAB functions per Charter and BRC 1. Article XI, section 160 explicitly denies PRAB authority to perform administrative functions: "The parks and recreation advisory board shall not perform any administrative functions unless expressly provided in this chartrr." 2. BRC 2-3-10(e) explicitly denies PRAB authorit~~ to issue subpoenas. B. Provisions for PRAB functions per Charter and BRC 1. Article XI, section 160, subsections (a) through (~ sets forth functions that PRAB shall or may perform: those functions are summarized below: (a) Shall make recommendations to the council concernin~ the disposal of park lands (b) Shall make recommendations to the council concerning any expenditure or appropriation from the permanent park and recreation fund AGENDA ITEM #~~ , PAGE~ (c) Shall make recommendations to the council concerning the grant or denial of any license or permit in or on park lands (d) Shall review the city manager's proposed anriual budget as it relates to park and recreation matters and submit its recommendations concerning said budget to the council (e) May, at the request of the council or the department of parks and recreation, prepare and submit to the council, city manager, or the department recommendations on such park and recreation matters as are not provided for by paragraphs (a), (b), (c) and (d) (~ May request information and recommendations from the department 2. Article XI, sections 161 through 164 inclusive further detail functions provided far PRAB in Article XI, section 160. ;. BRC 2-3-10(d) provides a list of the same functions as Article XI of the Charter, section 160 but without the shall or may language. C. Explicitly binding PRA13 authority per Charter 1. Permanent park and recreation fund. The paragraph following Article XI, section 160(~ restricts the department and the city council from acting an making expenditures or appropriations from the permanent park and recreation fund without securing a recommendation from PRAB. The paragraph following Article XI, section 161(d) allows expenditures from the permanent park and recreation fund nnly on the favorable recommendation by PRAB. 2. Disposal of park lands. The paragraph following Article XI, section 160(~ restricts the department and the city council from acting on the disposal of park without securing a recommendation from PRAB. Article XI, section 162 allows disposal of park lands only on the favorable recommendation by PRAB. D. Explicitly non-binding PRAB authority per Charter 1. License or permit in or on park lands. The paragraph following Article XI, section 160(~ restricts the department and the city council from acting on the grant or denial of any license or permit in or on park lands without securing a recommendation from PRAB. However, the department and city council may act on those matters if PRAB does not provide a recommendation to the council within 30 days after such a request is made by council. In addition, PRAB's recommendation is not binding on council. 2. City manager's budget The pazagraph following Article XI, section 160( fl restricts the department and the city council from acting on the park and recreation portions of the eity mana~er's bud~et without securing a recommendation from PRAB. However, the department and city council may act on those matters if PRAB does not provide a recommendation to the council within 30 days after such a request is made by council. In addition, PRAB's recommendation is not binding on council. AGENDA ITEM #~, PAGE 5 E. Points of clarifcation from the Citv Attorne~•'s Office Relationship between the Charter and BRC. (a) T'he charter is the framework and BRC are the details. These two sources should be read in agreement. Conflict only e~ists when there is a direet eontradiction and in that case the charter prevails. (b) The statutory rule of interpretation applies. The common meanings are given and it is presumed that what was meant is what was said. An interpretation is not valid if it causes an absurd result. 2. PRAB Rc~le (a) PRAB can not direct action. (b) PRAB may, when asked, provide recommendations to the department, the city manager, or city council on matters other than those specified in Article XI. section 160, subsections (a) through (d). (c) PRAB can request information and recommendations from the department on matters other than those specified in Article XI, section 160, subsections (a) through {d); however, it is up to the department to decide if it will provide the requested information and recommendations. 3. Public Hearings (a) Public hearings are discretionary for PRAB as it is not a quasi-judicial body. PART TWO: PRAB COMPOSITION AND RESPOtiSIBILITIES I. OFFI('F,RS PRAB shall have a chair, a vice-chair, and a secretarv. The chair and vice-chair shall be I'iZ:\f~ mcr~li~ei~~ chosen by majority vote of the Board at its tirst business meeting following the annual City Council board appointments. The Board may by an affirmative vote of four members at any business meeting remove the chair or vice-chair from office. Should a vacancy arise in the office of either the chair or vice-chair, the Board shall fill the vacancy by majority vote. The secretar~ shall be a stal~f' member designated either hv the cit~ mana~~er c~r the city manager's authc~rized representati~~e. '1'hc secretar~ does not vote. II. CONDI~CT A. PRAB members shall 1. act on behalf of the Board only when he or she has been delegated such authority by a vote of the Board 2. clearly identify whether they are speaking on behalf of the Board or speaking for themselves when speakina in public forums other than Board meetin~s, including but not limited to city council meetings 3. conduct themselves in all interactions with one another. city council, city staff, and the public in a professional and courteous manner 4. make all reasonable efforts to avoid "surprise" by being proactive and open in all communications AGENDA ITEM #~I~ , PAGE ~ , III. PRAB REPRESENTATION A. The only persons who shall have authority to represent PRAB shall be PRAB members who have been granted authorization by majority vote of PRAB to represent PRAB for a specific charge. Such authorization shall be limited to the exercise of the charge only. This includes presentation and readin~ of motions as in IV-A-1 helo~ti; speaking on behalf of PRAB to city council on such motions shall require a separate authorization of PRAB. PRAB members who are selected by PRAB as representatives in other groups shall by their selection to those groups also be granted authorization to represent PRAB to those groups. B. All authorizations to represent PRAB shall include the responsibility of reporting back to PRAB on the exercise of the charge. IV. COMMUNICATIONS TO CITY COUNCIL A. Items on City Council Agenda 1. The complete text of any motion regarding any item that appears on a City Council agenda shall either (a) be included in the written material prepared for City Council members for their meeting that includes that agenda item, or (b) be presented in writing and verbally by a member of PRAB authorized as specified in [[I above who shall in person attend the City Council meeting that includes that agenda item and who shall present written copies of the complete text of the motion to the City Council and read the complete text of the motion to the City Council, the presenting and reading being both performed on behalf of PRAB. V. PUBLIC COMMENTS PRAB members shall pass along all comments from the public to the director of the parks and recreation department. It is the responsibility of the staff to respond. PART THREE: RULES OF MEETING PROCEDURE I. AGENDA FOR MONTHLY BI~SINESS MEET['~GS A. Overview The agenda is generally set by the department as most matters arise from the department for consideration by PRAB under provisions of Article XI, Sections 155(c), (d), and (e). Items arising from PRAB for consideration by the department under Article XI, Section 160(~ may be placed on the agenda as described below in B. Other items on which a PRAB member desires discussion should be placed on the agenda under `matters from board members' or `matters for discussion/information.' B. PRAB requests to the department PRAB requests information and reeommendations from the department under Article XI, Section 160( fl via passing a motion that makes that request. The ~sual process for making such a request is to introduce an idea during the `approval of agenda' portion of the meeting and then have an initial discussion of it under either the AGENDA ITFM #~ , PAGE 7 'matters for discussion/information' or `matters from board members' portion of the meeting. Following initial discussion. PRAB should vote on a motion to dispose of the idea, to include it on the agenda for the next business meeting for further work, or to make another motion that actually spells out the request of the department. Note that if the board votes to accept it, the idea then belongs to the board and can not be withdrawn by the member who had proposed it. C. PK.4B Discussion Items that a PRAB member wishes to discuss or talk through with the board should be raised by that member during the `approval of agenda' portion of the meeting. A discussion of it can then take place under either the 'matters from board members' portion of the meeting. A discussion does not include a motion, so the procedures for handling motions in II-J, K, and L below do not apply to discussion. Following discussion, a PRAB member may make a motion to include the item on the agenda for the next business meeting for further work or to make another motion that actually spells out a relevant action. At this time, because a motion is under consideration, the procedures in II-J, K, and L below apply. Note that if the board votes to accept it, the item then belongs to the board and can not be withdrawn by the member who had proposed it. D. PRAB Action If a PRAB member wishes the board to take immediate action on an item, that member should raise the issue during the `approval of agenda' portion of the meeting. A discussion of it can then take place under either the ' items for discussion/information' or `matters from board members' portion of the meeting. Following discussion, a PRAB member should make a motion to dispose of the idea, to include it on the agenda for the next business meeting for further work, or to make another motion that actual(y spells out a relevant action. At this time, because a motion is under consideration, the procedures in lI-J, K, and L below apply. Note that if the board votes to accept it, the item then belongs to the board and can not be withdrawn by the member who had proposed it. E. Notes on speci~c agenda item categories 1. Items for Action (a) [tems for action are those items for which a motion and vote are anticipated. Usuall~ . such it~ms should have been disctissed at a~re~ ie~us PR:'1R mectin`~ undcr 'item~ fi~r discussion/intormatioil. Items on which the Department and/or Council requests PRAB advice shall generally be presented initialiv under 'items for discussion/information' and then at the following business meeting under `items for action.' (b) Items for action shall generally be preceded b}' a staff presentation regarding the item and the question or questions for which the staff is seeking the advice of the Soard. The staff presentation may be followed by questions from the Board. (c) Public hearings are discretionary for PRAB according the City Attorney's Office. However, in the interests of openness and accountability, PRAB shall hold public hearings on all items for action with the exception of motions on items arising from PRAB for consideration bv the department under Article XI. Section 160(f~. for which public hearings may be held at the discretion of the board, These public hearings provide an opportunity for members of the public to appear before the board and present their views. PR:~B membcrs ma~ yuestio~l members of t1~e public as part of the public hearing process. AGENDA ITEM # ~ ~ , PAGE ~ (d) Board discussion shall follow the close of the public hearing. The Board's discussion should be focused around a motion. (e) Items for action shall result in a vote upon a motion. The exact wording of the final form of the motion as voted upon shall appear in the minutes. 2. Matters from the Department Matters from the Department may include a summary of upcoming work plan, events, and/or collaborative activities to which the staff would like to draw to the attention of Board members. 3. Matters from Board Members Matters from Board members may include ideas regarding information or recommendations to request from the department, reports from individual Board members on sub-committees or other PRAB- related activities to which less than a quorum of the Board has been assigned or PRAB-related activities which are not agenda items, but to which an individual Board member may wish to bring t~ the attention of the Board as a whole. F. Agenda Committee 1. The agenda committee is composed of the PRAB chair, PRAB vice-chair, Parks and Recreation Department Director, and any pertinent staff. In the event that the PRAB chair or PRAB vice-chair can not attend an agenda committee meeting, another PR.AB member can be appointed as a pro tem agenda committee member by the PRAB member who can not attend. 2. The agenda committee usually meets the Wednesday morning following the Monday following a PRAB meeting. 3. The agenda committee receives a draft agenda from the Parks and Recreation Department Director, which reflects charter-mandated actions and items on which the Department and/or Council requests PRAB advice as defined by Article XI, Sections 160 through 164 inclusive. 4. The agenda committee carries out only the agenda setting function on behalf of PRAB as a whole; therefore, it will focus on PRAB concerns, it shall not use the agenda committee meeting to advance agenda committee member's own agendas or points of view, or to limit or constrain other points of view, and it is explicitly barred from speaking for PRAB on any upcoming decisions. The agenda committee works to balance content with time, allocate time for each item - times assigned are guidelines to be monitored by the chair during the board meeting, and determine how to present each item to PRAB. G. The Parks and Recreation Department 1. The Parks and Recreation Department prepares packets containing the agenda and any other pertinent documents for each PRAB meeting. Board materials should clearly articulate the subject or question on which the Board's advice is sought, or the reason why the matter is being brought to the attention of the Board. Board materials should allow the Board members to prepare appropriately prior to the meeting, such as formulating any pertinent motion, discussion points, and questions. 2. In order for PRAB members to have the most informed discussion of the issues before it, the Parks and Recreation Department is advised to provide PRAB with the most objective information available. AGENDA ITEM #~, PAGE~ When analyzing alternative courses of action, it is recommended that the Department present and analyze a range of realistic alternatives, including those proposed by PRAB members and members of the public, and present the Department's preferred alternati~-~. 3. The Parks and Recreation Department distributes the packets to PRAB members, usually on the Wednesday prior to a Monday board meetin~. 4. The Parks and Recreation Department provides notice of PRAB meetings as required by BRC 2-3- 1(b)(5). II. PR~CEDI'RF,S FOR MO\THLY BCSI\ESS MEE"I'I\GS A. Prior to a business meeting 1. Board members shall review their meeting packets and come to the meeting prepared to address the agenda without undue delay. 2. To the extent that an individual Board member has a question regarding a particular aaenda item, the Board member may address the question to the Director prior to the meeting without including any other Board member. If time pernlits, staff may respond to the Board member who raised the question prior to the meeting. The inquiry and response shall be reported at the PRAB meeting. B. Meeting Time and Place The usual meeting time and place shall be the fourth Monday of each month starting at 6 pm in the City Council chambers; however, the time and place may be changed by action of PRAB or the Agenda Committee. C. Required Officers per RR Sections 3 and 46 1. Presiding Ofticer The chair c~f' PRAF3 is the presiding ofticer, unless absent. In the absence of the chair of~ PR~1I~, the vice-chair of` PR;~I3 shall be the presiding officer. [f both the chair c,f PR:~}3 and the vice-chair ~~f' PR:~t3 are absent, then a member ~~f' PEZ:~13 shall be elected by a majority vote of the PRAR members present as chair pro tem and shall ser~~e as the presiding officer. 2. Secretary In the absence of the secretary, a secretary pro tem shall be elected by a majority vote of the members present. D. Duties of the Presiding Of~cer per RR Section 46 The presiding officer shall: Determine the presence of a quorum Call the meeting to order Move through the agenda while monitoring the time Assure all persons speaking during public participation have provided the appropriate wTitten information to the board Assure access to the floor is fair, equitable, and untainted by his/her position on the issue State and put to vote all motions ~GEND~1 ITEM #~A" . PAGE I~ Announce the result of each vote Enforce the rules relating to procedure and decorum Refuse to recognize dilatory or improper motions Announce the basis or reason for ruling any motion improper On all motions and on all 'itcros for action' agenda iteins, request from the representative of the Parks and Recreation Department (usually the Director) an assessment of the impact of the motion on Department staff and workplan . E. Duties and rights of inembers per RR Sections 1 and 23 Members have the right to: Make motions Speak in debate on motions Vote Require a retake of a voice vote of which the result is doubted by the member Make a point of order to insist on the enforcement of the rules if the member notices a breach of the rules that the presiding ofticer has not corrected Make a parliamentary inquiry of the presiding officer if uncertain as to whether there is a breach on which a point of order can be made F. Appeal per RR Sections 6 and 24 Although the duty of rulin~ on all questions of parliamentary procedure rests with the presiding officer, any two members can require him to submit a ruling to the vote of the Board by moving and seconding an appeal immediately after the presiding officer has made a ruling. By one member making the appeal and another seconding it, the ruling is taken from the presiding officer and vested in the Board for final decision. G. Quorum 1. Four members of PRAB constitute a quorum, as specified in Article XI, Section 159. 2. It is the duty of the presiding officer to determine that a quorum is present before calling a meeting to order. An announcement is not required per RR Section 39, Subsection "Manner of enforcing quorum requirement" 3. The only actions that can be lebally taken in the absence of a quorum, per RR Section 39, Subsection "Proceedings in the absence of a quorum" are: Fix a time at which to adjourn Adjourn Recess Take measures to obtain a quorum H. Assignment of the floor per RR Section 41 1. Before speaking, a member must claim the floor by raising their hand. The chair will recognize a member by nodding or announcing. 2. While a motion is open to debate, if the member who made the motion claims the floor and has not already spoken on the question, then he is entitled to be recognized first. AGENDA ITEM #~j~, PAGE~ 3. While a motion is open to debate, no member who has already had the floor in debate on the question pendin~~ is entitled to the tloor again so lon~ as an}~ member w-ho has not spoken on the question claims the floor. 1. Rules of speaking per Council Procedure and RR Section 4 At all times, members shall Maintain a courteous tone Avoid repetition to the greatest extent possible Not engage in personal attacks Confine their speeches to 5 minutes, unless ~crmission has been obtained from the board to exceed that limit J. The Handling of a Motion - Usual Procedure per RR Sections 4. 12, and 42 l. Making a motion A member. after obtaining the floor, makes a motion. If necessary. the motion can be prefaced by a few words of explanation, which must not become a speech, or a member can first request information or can indicate briefly what he wishes to propose and request the chair to assist with appropriate wording. A resolution or a long or complicated motion should be prepared in advance of the meeting, if possible, and should be put in writing before it is offered. 2. Seconding a motion Another member can second the motion to indicate that the motion should come before the board for consideration. The seconder may speak and ~~ote against the motion. It~there is no second. the chair shall not recognize the motion. 3. Stating the question The chair formally places the motion before the board by stating the exact motion and announcing it is open to debate or discussion. The chair may require any motion to be in writing before she states it. 4. Debate (a) The presiding officer can enter into the debate on the pending question. (b) The assignment of the floor in section II1 A abo~~e applies. (c) The speaker's position on the motion should be stated directl~~. such as "I support this m~tion because..." or "I oppose this motion because...~~ (d) In addition to the rules for speaking in section III B above, the following rules of decorum apply: i. Members shall contine remarks to the merits of the pending question ii. Members shall retrain from attacking a member's motives AGENDA ITEM #~~ , PAGE ~ Z iii. Members shall refrain from speaking against their own motions (if he changes his position to one against his own motion, he may request permission to withdraw the motion - the motion is withdrawn if so approved by the board) iv. Members shall not disturb the board during debate v. Members shall have two opportunities to address the motion, but no member shall be recognized for a second opportunity until every member who wishes to be heard during the first round of debate has had the opportunity to be heard. vi. Merely asking a question or making a brief suggestion is not counted toward the two opportunities each member has to speak in debate. vii. After each member has had the opportunity to be heard in each round of debate, the chair shall call the question. (e) Amendments i. An amendment must always be closely related to or have bearing upon the subject of the motion to be amended. No new subject can be introduced under the pretext of an amendment but an amendment can be hostile to or defeat the spirit of the original motion. ii. Amendments may a) insert or add words or paragraphs b) strike out words or paragraphs c) strike out and insert words d) substitute a minimum of a complete paragraph to a maximum of the entire text of the motion iii. Handling of amendments a) A member obtains the floor during debate on a motion b) The member moves to amend c) Another member seconds d) The presiding officer states the proposed amended form of the motion e) Debate on the amendment ~ The presiding officer puts the amendment to a vote 5. Putting the question to a vote (a) The presiding officer asks "Are you ready for the question?" If no one claims the floor, then the chair announces the exact question or motion. If there is any possibility of confusion, the chair should explain the effect of a yes vote and the effect of a no vote. (b) The presiding officer announces the form of the vote, in accardance with section L below. (c) The presiding officer calls for the affirmative vote (d) The presiding officer calls for the negative vote (e) The presiding officer announces the result of the vote aGENDA ITEM #~f~ , PAGE~ K. Improper motions per RR Sections l0 and 38 l. A motion is out of order if it conflicts with US, Colorado, or Citv of Boulder law-. 2. A motion is out of order if it proposes action outside the scope of PRAB unless the board by a two-thirds vote authorizes its introduction. A motion is dilatory and out of order if it seeks to obstruct or thwart the will of the board as clearly indicated by the eYisting parliamentary situation or if it is absurd in substance. L. Voting 1. A roll call vote on a rotating basis of the roll shall be takcn upon all motions pertaining to: disposal of park lands expenditure or appropriation from the permanent park and recreation fund grant or denial of any license or permit in or on park lands review of'the budget recommendations on the budget 2. For all other motions, the vote may be taken by voice. bv show of hands, or by roll call on a rotating basis of the roll a~ dctermined by the pre5iclin~~ c~f~licer subjcct to appeal as descrihed in section F abo~~e. 3. Unless otherwise expressly provided in the Charter or BRC. an affirmative vote of a majority of the members present shall be necessary to authorize anv action of the board, as specified in Article XI, Section 159. 4. Any member who doubts the result of a voice vote has a right to require a retake of that voice vote as a show of hands, so long as he does not use the procedure as a dilatory tactic when there clearly has been a full vote and there can be no reasonable doubt of the result. If a board member is present and refuses to vote, the member's vote shall be recorded in the affirmative. No member is excused fiom voting except on approving minutes of a meeting that the member did not attend or on a matter creating a conflict of interest or on consideration of such member's conduct in the business of the board. as specified by BRC 2-3-1( fl. IiI.OTHER MEETINGS PRAB may hold meetings other than the monthly business meeting for purposes other than voting on motions. Such meetings shall be called by majority vote on a motion at a monthly business meeting - the motion shall include the time and place of the meeting. Such meetings shall be subject to the legal context in which the board e~ists including notice and minutes. Such meetings may be study meetings with city staff. PRAB working meetings without staff, or other forms as needed. However, the only meetings at which PRAB shall vote on motions shall be the monthly business meetings. IV. PARLIA~1ENTARI' PROCEDI~RE EYCept as provided herein or specified in the Charter or BRC, all matters of procedure are governed by Robert's Rules of Order Newly Revised (1981). AGENDA ITEM #~-~ , PAGE ~ `~ PART FOUR: AMENDMENT AND REVIEW L AMENDMENT Provided notice of proposed changes, which includes additions, has been given to each member of the Board and to the City Attorney at least fifteen days prior to a business meeting, these procedures may be amended by PRAB by an affirmative vote of four members. II. REVIEW At the first business meeting of each calendar year, these procedures shall be reviewed by the Board for the purposes of Board members maintaining familiarity with these procedures, assessing the effectiveness of these procedures, and evaluating if any modifications are needed. AGENDA ITEM # __~~ , PAGE ~ ~