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RESOLUTION NUMBER 93-02 FOR ADOPTING A SET OF RULES TO GUIDE COMMUNITY REDEVELOPMENT AGENCY IN CONDUCTING BUSINESS AND MEETINGS . . RESOLUTION NO. 93-2 A RESOLUTION OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF CLEARWATER, FLORIDA, ADOPTING A SET OF RULES TO GUIDE THE COMMUNITY REDEVELOPMENT AGENCY IN CONDUCTING ITS BUSINESS AND MEETINGS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Community Redevelopment Agency of the City of Clearwater, Florida, was established by Resolution 81-68 of the City of Clearwater, pursuant to provisions of state law; and WHEREAS, the Community Redevelopment Agency desires to adopt and implement a revised set of rules or guidelines; now therefore BE IT RESOLVED BY THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The Community Redevelopment Agency of the City of Clearwater, Florida, hereby adopts the following rules to govern it in the consideration of its affairs and business presented to it: RULE 1 The membership of the Community Redevelopment Agency of the City of Clearwater, Florida ("Agency"). shall be composed of the five members of the Clearwater City Commission and two ex-officio non- voting members of the Downtown Development Board. A quorum for the transaction of business by the Agency shall consist of three voting members. Any action to be approved will need a majority vote of the voting membership. A Chair and Vice-Chair of the Agency shall be elected at the second meeting in April of each year by the voting members on an annual basis to serve for one year. In case of the Chair1s absence, the Vice Chair shall assume the responsibilities of the Chair. If both are absent, the senior Agency member in years of service shall preside. The Chair shall run the meeting and preserve order. The Chair shall recognize all members who seek the floor under correct procedure. Members of the public shall be allowed to speak. RULE 2 The Agency shall hire an Executive Director whose presence is required at all Agency meetings. The Executive Director shall establish the staffing of the office with the approval of the Agency. The Executive Director shall report directly to the Agency. The Executive Director shall be hired and removed by a majority of the voting members of the Agency. RULE 3 The Secretary for the Agency shall provide minutes of the proceedings of each Agency meeting, and shall furnish copies of the ? I, ~) t, " / u era -;2 (13) . . minutes of each regularly scheduled meeting to the Chair and to each Agency member at least seven days prior to the next regular meeting. Such minutes shall stand confirmed at the regular meeting of the Agency without the reading thereof in open meeting unless some inaccuracy or error be pointed out by some member of the agency present, and in such event, an appropriate correction shall be made. Upon request, the Executive Director will cause the Secretary of the Agency to provide any member with transcribed excerpts of tapes of Agency meetings. RULE 4 A copy of the minutes of each Agency meeting and of each resolution when passed shall be furnished by the Executive Director to the City Manager. RULE 5 The Agency shall meet immediately prior to the conduct of regular daytime meetings of the City Commission and may schedule work sessions as needed. Special meetings of the Agency shall be called from time to time by the Chair, Executive Director, or any voting member. Not 1 ess than 48 hours pub 1 i c not i ce of any spec i a 1 meetings shall be provided. Except for items advertised for public hearings, items may be removed from the agenda and additional items may be added; this shall not apply to special meetings. The agenda may be re-ordered. RULE 6 The Agency shall appoint any committees or advisory boards as may be required for successful execution of Agency business. RULE 7 According to applicable provisions of state law, no member shall voluntarily or involuntarily acquire any personal interest, direct or indirect, in any community redevelopment project, in any property included or proposed to be included in any community redevelopment project, or in any contract or proposed contract in connection with any community redevelopment project. Should any member invo 1 untarily acqu ire any interest in a community redevelopment project, that interest shall be immediately disclosed in writing. If any member presently owns or controls or owned or controlled within the preceding two years any interest, direct or indirect, in any property included or planned to be included in a community redevelopment project, that interest shall immediately be disclosed in writing, and such disclosure shall be entered upon the minutes of the Agency. Any member disclosing such interest shall not participate in any decision of the Agency affecting such property. 2 93";{ . . RULE 8 The City officials whose regular attendance shall be required during the sittings of the Agency shall be the City Manager and the City Attorney or their substitutes; but all or any officers of the City shall be bound to attend any meetings upon request of any voting member of the Agency. RULE 9 No citizen, except those determined to be out of order and subject to removal by the Chief of Police or the Chief's designee, shall be excluded from any meeting of the Agency whether it be regularly scheduled or specially called. RULE 10 Any voting member of the Agency who voted with the prevailing side may move a reconsideration of any action of the whole Agency provided that the motion be made at the same meeting at which the action was taken. A motion to reconsider shall be in order at any time (during the meeting at which the action was taken) except when a motion on some other subject is pending. No motion to reconsider shall be made more than once on any subject or matter at the same meeting. RULE 11 The Executive Director, City Attorney, or any member may agenda an item. Any citizen may request to be agendaed, even though staff has assured petitioner that adverse action may result. The Chair cannot depart from the prescr i bed agenda but the Agency may do so by a majority vote or by consensus in response to a suggestion from the Chair. RULE 12 These rules, or any of them, with the exception of prOV1Slons of state law, may be amended or temporarily suspended at any meeting of the Agency by a majority vote. These rules are for the efficient and order ly conduct of the bus iness of the Agency on ly, and no violation of such rules shall invalidate any action of the Agency when approved by the majority votes. RULE 13 When a motion is made and seconded, it shall be stated by the Chair before any debate shall be in order. The person making the motion is entitled to the floor first for debate. No one is entitled to the floor a second time on the same motion as long as any other member who has not spoken on the issue desires the floor. Motions and any amendments can be withdrawn or modified by the maker at any 3 13-;< . . time prior to the Chair stating the question on the motion; after that time, the permission of the Agency majority must be obtained. The Chair cannot close debate as long as any member who has not exhausted the right to debate desires the floor except by a majority vote. A tie vote sha 11 const i tute a cont i nuance to the next regularly scheduled meeting. RULE 14 The Executive Director for the Agency shall provide material to the press and to the public via a special box in the City Clerk's office. Reports shall be made available in the Clerk's office for the public to check out and study at leisure. RULE 15 All mail to the Agency arriving at City Hall and received pursuant to the Public Records law or in connection with the transaction of official business by the Agency shall be copied and provided to all members and to the press with the following exceptions: (a) Mail from governmental agencies, addressed to the Chair which is clearly intended for administrative action will be delivered to the Executive Director with informational copies to all Agency members. (b) Anonymous letters will not be distributed. (c) Only the agendas will be circulated. Items of considerable length (such as petitions) will not be copied, but instead a memorandum will be distributed announcing the availability of the item in the office. (d) Mail with the words similar to "Personal r II "Confidential," or "For the Addressee Only" will be delivered unopened to the addressee. If such mail relates to Agency business and is not exempt from pub 1 i c inspect i on pursuant to the Pub 1 i c Records law, it will be the responsibility of the addressee to comply with the Public Records law. (e) The Executive Director will be responsible for seeing that the mail addressed to the Agency members is properly answered or placed on the agenda. RULE 16 As used in these rules, "majority vote" means the concurring vote of a majority of the voting membership of the Agency. 4 13 --.). . . RULE 17 Except as provided herein, or as may be required by Florida law or the City Charter, the rules of the Agency for the conduct of its business shall be as provided in the most recent edition of Robert's Rules of Order. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED AS AMENDED this 17th day of June, 1993. Attest: ~ZJd.o - ' . ,', , ..- - q . ~-- .- yn-t i a E. Goudeau :~-~ - - C i tyCl crl{ sec'::~~"'1 €!!J 5 q3-;A