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HomeMy WebLinkAboutRES OB 2012 10 2012 0918 RESOLUTION NO. OB-2012-10 A RESOLUTION OF THE OVERSIGHT BOARD TO THE SUCCESSOR AGENCY OF THE REDEVELOPMENT AGENCY OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING RULES OF PROCEDURE FOR OVERSIGHT BOARD MEETINGS AND RELATED FUNCTIONS AND ACTIVITIES WHEREAS, Section 34179 (e) of the Health and Safety Code requires all actions taken by the Oversight Board to the Successor Agency of the Redevelopment Agency of the City of Moorpark be adopted by resolution; and WHEREAS, at the July 17, 2012, special meeting of the Oversight Board it was determined revised Rules of Procedure for Oversight Board meeting would need to be adopted to include the requirement for all actions to be adopted by resolution; and WHEREAS, at the September 18, 2012, regular meeting of the Oversight Board a request to adopt revised Rules of Procedure for the Oversight Board was submitted to the Oversight Board (Agenda Item 7.C.); and WHEREAS, the Oversight Board has determined that revisions to the Rules of Procedure are necessary. NOW, THEREFORE, THE OVERSIGHT BOARD TO THE SUCCESSOR AGENCY OF THE REDEVELOPMENT AGENCY OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. Revised Rules of Procedure for the Oversight Board Meetings and Related Functions and Activities are hereby adopted, to read as follows: 1. GENERAL PROVISIONS 1.1 Purpose: The purpose and intent of the Oversight Board in adopting the Rules of Procedure for Meetings and Related Functions and Activities (Rules) shall be to provide directory guidelines relating to the conduct of the public business by the Board. In the event of any non-compliance with, or violation of, any provision herein, such shall not be deemed to affect the validity of any action taken, unless otherwise specifically provided by law. 1.2 Procedures in Absence of Rules: In the absence of a rule herein to govern a point or procedure, Robert's Rules of Order, Newly Revised, shall be used as a guide. Resolution No. OB-2012-10 Page 2 2. ORDER OF BUSINESS 2.1 Regular Agenda: The Order of Business of each meeting shall be as contained in the Agenda prepared by the City Manager or his/her designee, acting as the Executive Director of the Successor Entity, staff to the Oversight Board. The Agenda shall be prepared in consultation as needed with the Chairperson (Presiding Officer of the Oversight Board) conform to all requirements of the Ralph M. Brown Act. The Agenda shall be a listing by topic of the items of business which shall be transacted or discussed in the following order: 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Special Agenda Items 5. Public Comments 6. Reordering of, and Additions to, the Agenda (Items to be pulled from the Consent Calendar shall be identified under this section.) 7. Presentations/Action/Discussion 8. Consent Calendar 9. Announcements and Future Agenda Items (The Oversight Board, by a majority of the total membership, may direct a matter to be placed upon a future agenda.) 10. Closed Session 11. Adjournment 2.2 Special Meeting Agenda: The order of business of special meeting agendas shall generally be consistent with the order of business of regular meeting agendas, although not all regular items of business must be included. Public Comments shall be included on all special meeting agendas. A special meeting may be called as permitted by Government Code Section 54956. Resolution No. OB-2012-10 Page 3 2.3 Roll Call Vote: Items, which require a roll call vote, shall be so noted on the agenda. 2.4 Delivery of Agenda Packet: Barring insurmountable difficulties, the Agenda for regular Tuesday meetings shall be delivered ordinarily to Board Members via email and mailed in paper format by U.S. Mail on or before the Friday preceding the meeting to which it pertains. The Agenda shall be available to the general public after it is posted, including on the City's website. Agenda reports will also be available to the general public on the City's website. 2.5 Call to Order: The meeting of the Oversight Board shall be called to order by the Chairperson or, in his/her absence, by the Vice-Chairperson who shall serve until the arrival of the Chairperson. In the absence of both the Chairperson and the Vice-Chairperson, the meeting shall be called to order by the City Clerk. The City Clerk shall immediately call for the selection of a temporary Presiding Officer who shall serve until the arrival of the Chairperson or Vice-Chairperson or until adjournment. 2.6 Roll Call/Quorum: Before proceeding with the business of the Oversight Board, the City Clerk shall call the roll of the Oversight Board and the names of those present shall be entered in the minutes. The order of roll call shall be alphabetical with the Chairperson or Presiding Officer called last. Unless otherwise provided for by law, a majority of the total membership of the Oversight Board shall constitute a quorum for the transaction of business. 2.7 Special Agenda Items Agenda items to be scheduled under this section title will include selection of a Presiding Officer (Chairperson and Vice-Chairperson) in accordance with the provisions of Section 3.1 of these Rules, and may also include special presentations or other agenda items as determined by the Chairperson and Executive Director or his/her designee. 2.8 Public Comments: Any member of the public may address the Oversight Board on any item within the subject matter jurisdiction of the Oversight Board which is not listed on the Agenda as a Presentations/Action/Discussion item. Speakers will be heard in the order that their Resolution No. OB-2012-10 Page 4 speaker cards are received by the City Clerk. All speaker cards for Public Comments must be received prior to the Chairperson's call for speaker cards for the Public Comments agenda item. A limitation of 3 minutes shall be imposed upon each speaker. Speaker cards must be presented in person by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. No speaker will be allowed to speak after all speaker cards are called. By majority vote of the Oversight Board present and voting, the number of speakers and time permitted for comments may be limited at any single meeting. The speaker shall be governed by the rules of Sections 6.1, 6.2 and 6.3. Board Members shall reserve their comments and responses until the end of the public comments period. Speakers at a regular meeting shall not be allowed to address the same subject at an adjourned meeting of the regular meeting at which they spoke, except by a majority vote of the total membership of the Oversight Board. 2.9 Reordering of, and Additions to, the Agenda: Except with majority consent of the Board Members present and voting, items may not be taken out of order. At this time, Board Members and the Executive Director or his/her designee in attendance may request that any item on the Consent Calendar be withdrawn for separate consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the balance of the Consent Calendar in the order that they appear on the agenda. Any Board Member, and the Executive Director or his/her designee in attendance may bring to the attention of the Oversight Board new items of business for discussion and action in the event of an emergency situation or when the need to take immediate action comes to the attention of the Oversight Board subsequent to the posting of the agenda, as specified in Government Code Section 54954.2. A majority vote of the total membership of the Oversight Board is required to add an item to the agenda. 2.10 Presentations/Action/Discussion Items: Items that are anticipated to require discussion and items of a non-routine nature shall be placed under this topic. Presentations to the Oversight Board by other public agencies or groups will be listed first under the Presentations/Action/Discussion heading. Continued Presentations/Action/Discussion items will appear in the order they previously appeared, following presentations. Discussion/Action items shall be conducted in the following order: Staff Report Resolution No. OB-2012-10 Page 5 Questions of Staff by Oversight Board Public Comments Discussion by Oversight Board Action by Oversight Board Questions or comments from the public shall be limited to the item under consideration and the speaker shall be governed by the provisions of Sections 6.1 and 6.2. Speakers will be heard in the order that their speaker cards are received by the City Clerk for the item during which the speaker wishes to address the Oversight Board. All speaker cards for each agenda item must be received prior to the Chairperson's announcement of the public comment for each Presentations/Action/Discussion item and call for speaker cards. A limitation of three (3) minutes shall be imposed upon each speaker. Speaker cards must be presented to the City Clerk by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. Written statement cards may be submitted in lieu of addressing the Oversight Board. The number of cards received in favor of or in opposition to an item being considered will be verbally reported to the Oversight Board by the City Clerk following the last public speaker for an item. The total number of written statement cards received in favor of or in opposition to an item will be recorded in the minutes of the meeting. Any member of the Oversight Board, who has an ex parte communication with a person or entity directly affiliated with an agenda item outside of the public record or public meeting process, shall disclose the information learned in this communication during the Oversight Board discussion at the public meeting for the agenda item. 2.11 Consent Calendar: Minutes of previous Oversight Board meetings, items of a routine nature and items recommended to be received and filed shall be placed on the Consent Calendar. All items may be approved by one blanket motion by unanimous vote of those present and voting. Prior to a motion on the Consent Calendar, any Board Member may request that any item be withdrawn from the Consent Calendar for individual consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the Consent Calendar in the order that they appear on the agenda. 2.12 Announcements and Future Agenda Items At this time, Board Members may make an announcement; and request to have an item placed on a future agenda. Resolution No. OB-2012-10 Page 6 2.13 Adjournment: A motion to adjourn shall be in order. 3. PRESIDING OFFICER 3.1 Selection and Term: The Chairperson shall be the Presiding Officer at all meetings of the Oversight Board, except as otherwise provided in Section 2.4 (Call to Order). At its first regular meeting in July of 2013 and each year thereafter, the Oversight Board shall elect a Chairperson and Vice-Chairperson from among the appointed members, to serve for that year. Each selection shall be by a majority vote or more affirmative votes of the total membership of the Oversight Board, whichever first occurs and a failure to achieve such total of affirmative votes shall be deemed a selection of the incumbent to remain in office. Each person so selected shall serve until a successor is chosen (at any time) by a majority vote of the total membership of the Oversight Board. If a vacancy in the position of Chairperson occurs for any reason except for removal of the Chairperson pursuant to this Section, the Vice-Chairperson shall assume the position of Chairperson until a successor is chosen. 3.2 Participation of Presiding Officer: The Presiding Officer may move, second, and debate from the chair, subject only to such limitations of debate as are imposed on all Board Members. He/she shall be accorded all of the rights and privileges of a Board Member. 3.3 Maintenance of Order: The Presiding Officer is responsible for the maintenance of order and decorum at all times. 3.4 Rulings Final Unless Overruled: The Presiding Officer shall decide all questions of interpretation of these rules, points of order, maintenance of order or other questions of procedure requiring rulings. Any such decision shall be final and binding and (even if clearly erroneous) for purposes of the item under consideration, unless overridden by a majority vote of the Board Members present and voting. Any Board Member may seek to have the Presiding Officer's decision overridden by moving the question "Shall the decision of the Presiding Officer be sustained?" Resolution No. OB-2012-10 Page 7 CONDUCT OF BOARD MEMBERS 4.1 Decorum and Order: (a) Any Board Member desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the item under debate. (b) A Board Member desiring to question the staff shall address his/her question to the Executive Director or his/her designee in attendance, as appropriate, who shall be entitled either to answer the inquiry or to designate some member of his/her staff for that purpose. (c) A Board Member, once recognized, shall not be interrupted while speaking unless called to order by the Presiding Officer, a point of order is raised by another Board Member pursuant to Section 3.4 or the speaker chooses to yield to questions from another Board Member. (d) Any Board Member called to order while he/she is speaking shall cease speaking immediately until the question of order is determined. If ruled to be in order he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or shall alter his/her remarks so as to comply with the rules. (e) Board Members shall accord the utmost courtesy to each other, to staff, and to the public appearing before the Oversight Board. They shall refrain at all times from rude and derogatory remarks, abusive comments and statements as to integrity, motives or personalities. (f) The right of a Board Member to address the Oversight Board on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are assailed, questioned or impugned. (g) Any Board Member may move to require the Presiding Officer to enforce the rules. The affirmative vote of a majority of the Oversight Board present and voting shall require him/her to so act. 4.2 Limitation of Debate: A Board Member should not speak more than once upon any one item until every other member choosing to speak thereon has spoken. No member shall speak for a longer time than five (5) minutes each time he/she has the floor, without the approval of a majority vote of the Oversight Board present and voting. 4.3 Dissents and Protests: Any Board Member shall have the right to express dissent from, or protest to, any Resolution No. OB-2012-10 Page 8 action of the Oversight Board and to have the reason entered in the minutes. If such dissent or protest is desired to be entered in the minutes, this should be made clear by language such as, "I would like the minutes to show that I am opposed to this action for the following reasons. . . ." 4.4 Conflict of Interest: Section 87105 of the Government Code describes the procedure to be followed if an official has a conflict of interest on a matter and cannot participate in a decision. Section 87105 shall apply to the Oversight Board. The official must publicly identify the financial interest (not including the address of a personal residence), recuse himself or herself from voting, and leave the room until after the discussion, vote and other disposition of the matter is concluded. If the matter is on the consent calendar, the official need not leave the room, but must still make the required disclosure on the record and abstain from voting. The official also may speak on the issue as a member of the general public, during the public comment period on that matter, solely to represent himself or herself on a matter related to his or her personal interest. The announcement of the conflict of interest must be declared prior to the initiation of Oversight Board's consideration of the agenda item for which the conflict of interest exists. Section 87105 of the Government Code, and any statutes amendatory or supplementary thereto, and any applicable regulations of the California Fair Political Practices Commission are hereby incorporated by reference. 5. CONDUCT OF STAFF 5.1 Decorum and Order: (a) Members of the staff shall observe the same rules of procedure and decorum applicable to members of the Oversight Board. (b) The Executive Director or his/her designee in attendance shall insure that all staff members observe such decorum. (c) Any staff member, including the Executive Director, desiring to address the Oversight Board or members of the public shall first be recognized by the Chairperson. All remarks shall be addressed to the Chairperson and not to any one individual Board Member or member of the public. 6. CONDUCT OF THE PUBLIC 6.1 Decorum and Order: (a) Members of the public attending Oversight Board meetings shall observe the same rules of order and decorum applicable to the Oversight Board pursuant to Section 4.1. Resolution No. OB-2012-10 Page 9 (b) Willful conduct that is disruptive, including but not limited to, unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive while addressing the Oversight Board or while attending the Oversight Board meeting shall be requested by the Chairperson to leave the meeting. The Chairperson may call a recess or adjourn the meeting if the disruption continues. Aggravated cases shall be prosecuted on appropriate complaint signed by the Presiding Officer. 6.2 Manner of Addressing the Oversight Board: No person shall address the Oversight Board without being recognized by the Presiding Officer. After being recognized by the Presiding Officer, any member of the public desiring to address the Oversight Board shall proceed to the podium. The speaker shall state his/her name for the record. All remarks and questions shall be addressed to the Presiding Officer and not to any individual Board Member, staff member or other person. 6.3 Limitations on Addressing the Oversight Board: The making of oral communications to the Oversight Board by any member of the public during the "Public Comments" portion of the Agenda shall be subject to the following limitation: (a) If it appears that several speakers desire to speak regarding any item on the Agenda, the Presiding Officer may reasonably limit the number of speakers on each side of the issue. In this regard, preference may be given to speakers who represent groups of persons who have designated a spokesperson. 6.4 Video Audiotape PowerPoint, Slide or Similar Presentation. Video, audiotape, PowerPoint, slide or similar presentation will be disallowed unless relative to an item on the agenda, and the City Clerk has been provided with no less than 24-hours' notice of the video, audiotape, PowerPoint, slide or similar presentation, and has determined the appropriate equipment to view and broadcast the presentation is available. The video, audiotape, PowerPoint, slide or similar presentation must be made by the person or agency making the presentation. The Oversight Board may limit the total amount of time allocated for presentations or particular issues and for each speaker. The same limitations that govern speakers under Sections 2.8. and 2.10 shall apply. Presentations shall be limited to the subject matter jurisdiction of the Oversight Board. Those items not germane to the agenda will be disallowed. Resolution No. OB-2012-10 Page 10 7. MOTIONS 7.1 Processing of Motions: When a motion is made and seconded, it shall be stated by the Presiding Officer or, at the request of the Presiding Officer, by the City Clerk before debate. A motion so stated shall not be withdrawn by the mover without the consent of the person seconding it. 7.2 Division of Motion: If the motion contains two or more divisible propositions, the Presiding Officer may, and upon request of any Board Member shall, divide the same, unless a majority of the Board Members present and voting vote not to do so. 7.3 Precedence of Motions: When a motion is before the Oversight Board, no motion shall be entertained except the following, which shall have precedence in the following order. The ordinary motions rank as follows, and any of them (except to amend) can be made while one of a lower order is pending, but none can supersede one of a higher order. Motions to limit discussion, to call the question and to suspend the rules require a two-thirds vote; all other motions require only a majority vote: Not Debatable: To Fix the Time of Adjournment) To Adjourn (when unqualified) ) Cannot To Table ) be To Limit Discussion (2/3 vote) ) Amended To Call the Question (2/3 vote) ) To Suspend the Rules (2/3 vote) ) Debatable: To Postpone to a Certain Time ) To Commit or Refer to Committee ) Can be To Amend ) Amended To Postpone Indefinitely ) The Motion to Reconsider: the motion can be made when any other motion is before the Commission, but cannot be acted upon until the business then before the Oversight Board is disposed of; when called up, it takes precedence over all other motions, except to adjourn, and to fix the time to which to adjourn. Motions incidental to those before the Oversight Board take precedence over them and shall be acted upon first. Resolution No. OB-2012-10 Page 11 7.4 Motion to Fix Hour of Adjournment: Such a motion shall be to set a definite time at which to adjourn and may be amended by unanimous vote. 7.5 Motion to Adjourn: Such a motion shall be in order at any time, except as follows: (a) When repeated without intervening business or discussion; (b) When made as an interruption of another Board Member while speaking; (c) When discussion has been ended and vote on the motion is pending; or (d) While a vote is being taken. A motion to adjourn "to another time" shall be debatable, but only as to the time to which the meeting is adjourned. 7.6 Motion to Table: Such a motion shall be used to temporarily bypass the subject and shall preclude all amendments or debate of the subject under consideration. If the motion prevails, the item may be "taken from the table" at any time prior to the end of the next regular meeting. 7.7 Motion to Limit Discussion: Such a motion shall be used to limit the time allowed each Board Member to speak to, or to appoint a time at which discussion shall close on, the question of the main motion and any previously made amendment to the main motion. If a motion to limit the time allowed each member to speak passes, no member shall thereafter speak more than two times to the question or longer than the time allowed at either time and no member shall speak the second time until every member choosing to speak has spoken. 7.8 Motion to Call the Question: Such a motion shall be used to close debate on, and further amendment to, the main motion. If the motion fails, debate shall be reopened; if the motion passes, a vote shall next be taken on any previously made amendments to the main motion and finally on the main motion. Resolution No. OB-2012-10 Page 12 7.9 Motion to Suspend the Rules: Such a motion shall be used to suspend these rules of procedure and shall include a statement of the purpose of the suspension. If the motion fails, the motion shall not be renewed for the same purpose at the same meeting, but it may be renewed for the same purpose at an adjourned meeting of that meeting. 7.10 Motion to Postpone to a Certain Time: Such a motion shall be amendable and debatable only as to propriety of postponement and time set. 7.11 Motion to Amend: Such a motion shall be debatable only as to the amendment. A motion to amend an amendment shall be in order, but a motion to amend an amendment to an amendment shall not be in order. An amendment modifying the intention of a motion shall be in order, but an amendment relating to a different matter shall not be in order. A substitute motion on the same subject shall be acceptable, and voted on before a vote on the amendment. Amendments shall be voted first, then the main motion as amended. 7.12 Motion for Reconsideration: Any Board Member who voted with the majority may move a reconsideration of any vote at the same meeting or request an agenda item on at the next regular meeting or request a special meeting called to be held prior to the next regular meeting to consider reconsideration of any vote. The agenda item shall appear on Presentation/Action/Discussion as a two-part item, e.g.: Consider Reconsideration of Reconsideration of vote on After a motion for reconsideration has once been acted upon, no other motion for a reconsideration thereof shall be made without unanimous consent of the Oversight Board. 8. VOTING 8.1 Restatement of the Motion: Upon the request of any Board Member, the Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. Resolution No. OB-2012-10 Page 13 8.2 Voting: Pursuant to Health and Safety Code Section 34179 (e) a majority vote of the total membership of the Oversight Board is required for the Oversight Board to take action. In acting upon every motion, the vote shall be taken by voice, roll call, or any other method by which the vote of each Board Member present can be clearly ascertained. The vote on each motion shall then be entered in full upon the record. The order of voting shall be the maker of the motion, the second and then the remaining Commissioners alphabetically, with the Chairperson called last. The City Clerk shall call the names of all members seated when a roll call vote is ordered. Members shall respond 'aye', 'no' or 'abstain', provided that when a vote is collectively taken by voice or when a method of voting other than by voice or roll call is used, any Board Member not audibly and clearly responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote recorded as 'aye'. Following the vote, the Presiding Officer shall verbally announce whether the motion carried or was defeated. The Presiding Officer may also publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business. Any member may change his/her vote before the next item of business is called. A roll call vote shall be used for adopting or amending the budget, and otherwise ordering the payment of money. All other actions may be adopted by roll call vote or any other voting method by which the vote of each Board Member present can be clearly ascertained, so as to confirm a recorded majority vote of the total membership of the Oversight Board. 8.3 Failure to Vote: Every Board Member should vote unless disqualified for cause. A Board Member who abstains from voting on an item because of being disqualified shall be considered as if absent. 8.4 Tie Votes: When no Board Member abstains from voting, the motion shall be lost on a tie vote. Any member who abstains and is not considered absent shall be deemed to have acquiesced to the motion and the motion shall be passed on a tie vote. If a tie vote results at a time when less than all members of the Oversight Board are present, the matter shall automatically be continued to the agenda of the next regular meeting of the Oversight Board, unless otherwise ordered by the Oversight Board. Resolution No. OB-2012-10 Page 14 9. RECORD OF DECISIONS Consistent with the requirements of Section 34179€ of the Health and Safety Code, all actions taken by the Oversight Board shall by adopted by resolution. Each resolution will be recorded by separate document, numbered in sequence, and preserved in a separate set of books, in addition to being referenced in the minutes. 10. COMMUNICATIONS 10.1 Addressed to Oversight Board as a Whole: The Executive Director or his/her designee is authorized to receive and open all written communications, including e-mails, addressed to the Oversight Board, as a whole, and give such communication immediate attention to the end that all administrative business referred to in said communications, and not necessarily requiring Oversight Board action, may be disposed of between Oversight Board meetings. The Executive Director or his/her designee shall cause a copy of such communication to be sent to each Board Member. 10.2 All Other Written Communications: Any written communication, including e-mails, received at City Hall addressed to the Chairperson and/or an individual Board Member shall be opened by the Executive Director or his/her designee. A copy of such communication shall be provided to each of the other Board Members, unless such communication is personal and/or confidential and not related to the business of the Oversight Board/Successor Agency/City. Any Board Member who receives any written communication, including e-mails, on any subject related to the business of the Oversight Board/Successor Agency/City, whether or not received at City Hall, shall cause a copy to be provided to the City Clerk who shall cause a copy of such communication to be sent to each of the other Board Members. All outgoing Oversight Board correspondence will be copied to the Oversight Board Members. Any Board Member, who generates any written communication related to the business of the Oversight Board, shall cause a copy to be provided to the City Clerk for distribution. 10.3 Agenda Item Communications: Any such communication which relates to an item pending or to be brought before the Oversight Board and has been received prior to agenda distribution, shall be included in the agenda packet for the meeting at which such item is to be considered and shall become part of the public record for that item. If a Board Member generates an agenda item, a written agenda report shall be prepared for that agenda item including a brief, Resolution No. OB-2012-10 Page 15 written explanation and recommendation to the full Oversight Board. All agenda staff reports will be provided to the full Oversight Board with the distribution of the agenda. Agenda item communications (including e-mails) received from the public after agenda distribution will be forwarded to the Oversight Board by the City Clerk by e-mail or regular mail delivery up until the close of the business day prior to the Oversight Board meeting. The Oversight Board will be informed during the staff presentation at the Oversight Board meeting of agenda item communications received from the public on the day of the meeting. Regardless of the source, it will take a majority vote of the Oversight Board to accept additional agenda material on the day of the Oversight Board meeting at which the item is to be considered. All materials distributed by any person during a public meeting related to the subject matter being discussed or considered will be made available for public inspection at the meeting if prepared by staff or a member of the Oversight Board, or after the meeting, if the materials were prepared by some other person in accordance with Section 54957.5(b) of the Brown Act. To avoid a Ralph M. Brown Act violation, Oversight Board Members should not read or send e-mail or cellular telephone text messages during an Oversight Board meeting. Written communication for a Presentation/Action/Discussion agenda item presented at the meeting for reading will be acknowledged by the Chairperson or staff, but not read. The acknowledgment shall include a summary of general content and whether the communication includes opposition or support of an agenda item. Written communication relative to an agenda item, if presented prior to the close of the business day prior to the Oversight Board meeting, will be copied for the Oversight Board and the public agenda binder. The public shall tender a written request to the Executive Director or his/her designee and/or the Chairperson regarding the placement on the agenda of any items. The Executive Director or his/her designee will then determine the appropriateness of the requested item being placed on a future agenda. An Oversight Board Member(s) may be requested to meet with proponents and opponents to a Presentation/Action/Discussion item on the agenda. While meeting with these representatives is at the discretion of the individual Board Member, disclosure of the meeting(s) and the effects upon the Board Member's review of the agenda item is required at the beginning of any Oversight Board discussion of that Presentation/Action/Discussion agenda item. The Board member shall disclose the nature of the contact and what effect, if any, it had on he/she in the review of the agenda item. Resolution No. OB-2012-10 Page 16 10.4 Research: Any research requested by an individual Oversight Board Member that results in a written response from staff will be copied to all Board Members. This is not meant to include copies of documents already on file and previously distributed to the Oversight Board Members. 11. COMMITTEES Committees may be appointed by the Chairperson, as needed, with the approval of the majority of the members of the Oversight Board. 12. BOARD MEETINGS 12.1 Meeting Time and Schedule: The regular meetings of the Oversight Board shall begin at the hour of 3:30 p.m. on the third Tuesday of each month or as determined by the Oversight Board at its first regular meeting in July of each year beginning in 2013, such determination to include the dates, time and place of such meetings as set forth by minute action. Should the need arise during the year, the Oversight Board may, by a majority vote, revise the regular meeting schedule, including dates, time and place of such meetings. 13. MINUTES: 13.1 Action Minutes: The City Clerk shall be responsible for preparing action minutes to record all the actions of the Oversight Board (motions, votes, and consensus decisions) at regular and special meetings, and shall schedule the completed minutes on the Consent Calendar consistent with Section 2.11 of these Rules of Procedure. Oversight Board meeting action minutes shall include documentation for each agenda item, including but not limited to the following: Date, hour, and place of meeting; Identification of regular, adjourned regular or special meeting (and special meeting notice language); Names of Oversight Board Members and staff in attendance; Oversight Board announcements and requested future agenda items. Agenda titles, staff recommendations and record of action taken (motions, votes, Resolution No. OB-2012-10 Page 17 and consensus decisions); Name(s) of staff providing the verbal staff report and documentation of verbal and written corrections to the agenda report; Public speaker names and identification of support or opposition; Written statement card documentation, consistent with Section 2.10 of these Rules of Procedure; Adjournment time; and Chairperson and City Clerk signatures. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 18th of September 2012. Bruce Hamous, Chairperson ATTEST: Maureen Benson, City Clerk Resolution No. OB-2012-10 Page 18 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) ss. CITY OF MOORPARK ) I, Maureen Benson, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. OB-2012-10 was adopted by the Oversight Board to the Successor Agency of the Redevelopment Agency of City of Moorpark at a regular meeting held on the 18th day of September, 2012, and that the same was adopted by the following vote: AYES: Board Members Burgh, Ingram, Kasper, Nicks, Parvin, Priestley and Chairperson Hamous NOES: None ABSENT: None ABSTAIN: None IN WITNESS THEREOF, I have set my hand this 16th day of October, 2012. Maureen Benson, City Clerk