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Home My WebLink About03/18/2003, C5 - MASS TRANSPORTATION COMMITTEE (MTC) BYLAW CHANGES council M w l)= 3 j Agcnaa Report 'wp CITY OF SAN LU I S O B I S P O FROM: Mike McCluskey, Director of Public Works4K Prepared By: Austin O'Dell, Transit Manager SUBJECT: MASS TRANSPORTATION COMMITTEE(MTC) BYLAW CHANGES CAO RECOMMENDATION As recommended by the Mass Transportation Committee (MTC), amend the MTC bylaws to: 1. Require the MTC to establish a regular meeting schedule by June of every year, and 2. Conduct elections of officers after April 1 s`of each year DISCUSSION For the past few years, the Mass Transportation Committee (MTC) and staff have been working to improve the effectiveness of the MTC and activity of its members. At its June 12, 2002 meeting the committee identified two sections of its governing bylaws that they would like to modify and took action to do so and are now forwarding those recommendations to the Council for consideration. The two suggested changes are described below. 1. Annual Meeting Schedule. The first recommendation is to change the current language in the by-laws, which specifies that: "...Regular meetings, when called, will be held at 10:00 a.m. on Wednesdays." The MTC has requested this change to allow flexibility in establishing meeting times that will better attendance at their meetings. The current strict by-law provision does not conform to the current member schedules and as such the MTC does not currently comply and has ignored this provision in order to meet its member's needs. The MTC has proposed to remedy this issue by changing its by-laws to simply require an annual schedule be adopted at its June meeting. This occurs after Council has appointed any new members and thus all members, knowing their own schedules, can participate in setting their upcoming meeting schedule. Based on the discussion of the MTC members and their needs, staff supports this request. The proposed modification to Article 4: Meetings is reflected below: A. Regular-meetings,when ealled -,:nn bo hold at 10- a.m. A Wednesdays.nesdays. The Committee will establish a regular meeting schedule for the period from July I through June 30. The meeting schedule will include date, time, and location. The regular meeting schedule will be established by June of every year. i Council Agenda Report—MTC Bylaw Changes Page 2 2. Committee Elections. The second MTC recommendation is to change the election of officers to June of each year. The Committee expressed concern that newly appointed officers cannot participate in the nomination of officers. The committee also discovered an inconsistency between the existing by-laws and Section 2.20.040 of the Municipal Code governing election of Committee officers. According to Article 6 of the bylaws, elections occur in March of every year, whereas, the Municipal Code states that elections occur at the first meeting after April 1st each year. Since the committee's first meeting after April 1St is their June meeting, changing the by-laws to match the Municipal Code achieves their goal of elections in June. The committee is also formally recommending that a one year term be established for the elected position. This replaces an informal policy that developed over the years. Staff supports the proposed changes. The proposed modification to Article 6: Officers is reflected below: A. The officers will consist of a Chairperson and Vice—Chairperson who will be elected at the Committee's first meeting after April ls`of each year for one year terms. ALTERNATIVES The Council could ask the committee to re-examine these changes or consider other changes to the by-laws but neither the staff nor the committee has identified any other needed changes. The Council could deny the proposed changes. Attachments: Attachment No.l Resolution Approving Amended Bylaws of the MTC Exhibit A to Attachment No. 1 Legislative Draft of Bylaw Changes I:\Council Agenda Reports\2003 agenda reports\Transit CAR-MTC Bylaws Changes re Mtg Time, etc.-PRODUCTION.doc ATTACHMENT 1 RESOLUTION NO. (2003 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO MODIFYING THE BYLAWS OF THE MASS TRANSPORTATION COMMITTE WHEREAS, the City Council has established by ordinance the Mass Transportation Committee (MTC) as an advisory committee; and WHEREAS, the Mass Transportation Committee desires to revise their bylaws to establish their meeting calendar and elections of officers in June of every year. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. The Mass Transportation Committee shall establish their regular meeting schedule and meeting location at their June meeting of every year. SECTION 2. The Mass Transportation Committee shall elect the committee officers after April I"of each year after new advisory body member appointments have been made by the City Council. SECTION 3. Approve the changes to the bylaws of the Mass Transportation Committee as presented in Exhibit A. Upon motion of seconded by and on the following roll call vote: AYES: NOES: ABSENT: CS" 2 MON �. ��1 Resolution No. (2003 Series) Page 2 the foregoing resolution was adopted this day of , 2003. Mayor David F. Romero ATTEST: Lee Price, City Clerk APPROVED AS TO FORM: z4'- -, 7'rp�z� filbert A. Trujillo, Interim City Attorney EXHIBIT A LEGISLATIVE DRAFT BYLAWS MASS TRANSPORTATION COMMITTEE CITY OF SAN LUIS OBISPO Proposed modifications to Article 4 are illustrated below! ARTICLE 4. MEETINGS A. The Committee will hold a regular meeting at least quarterly. B. Regular-Fneetings, when ea4led,will behold at 10-00 a' . The Committee will establish a regular meeting schedule for the period from July 1 through June 30. The meeting schedule will include date, time, and location. The regular meeting schedule will be established by June of every year. C. The Committee meetings will be open to the public and held at the Community Development Conference Room, downstairs of City Hall, or other previously announced locations. D. A quorum will consist of a majority of the Committee members. E. All actions of the Committee will be decided by a majority vote or consensus and will be directed through the Committee chair. F. Minutes of each meeting will be forwarded to the City Clerk and be available as a public record. G. The Chairperson or any four members of the Committee may call a special meeting, provided that a week's prior notice is given in writing to each member. H. All Committee meetings will be conducted in accordance with Roberts Rules of Order. I. All members present must vote, except when abstaining due to a declared conflict of interest. A failure or refusal to vote when present(except for a declared conflict of interest)will be construed as an affirmative vote. J. Any member with a declared conflict of interest will not vote or participate in any discussion of any item or in any manner attempt to influence an affirmative vote. Proposed modifications to Article 6 are illustrated below: ARTICLE 6. OFFICERS A. The officers will consist of a Chairperson and Vice—Chairperson who will be elected at the Committee's first meeting after April lst of each year for one year terms. B. The Chairperson will preside over all meetings of the Committee,prepare(with assistance of staff) all meeting agendas and perform such duties as directed by the Committee. C. The Vice-Chair will serve in the absence or incapacity of the Chairperson. C\Council Agenda Reports\2003 agenda reports\Transit CAR-MTC Bylaws Changes re Mtg Time, etc:Attactntents.doc