2018-03-19 SWAC Meeting Minutes - Laserfiche WebLink

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that no deliberation, and no decision-making or voting is made until the next meeting. Members shall create a record of the testimony or presentation, and this would be presented in the minutes before deliberation or decision-making at the next meeting, the board is required to present a copy of the testimony and presentations received at the canceled meeting, and the committee has an opportunity to report to the other members who weren’t there about what was said. If a member is not able to make it to a meeting, please call the department and let them know in advance. Mr. Okinaka asked whether, if a member of the public submitted a large document with their testimony, if it needed to be accepted, and Ms. Wong said they would need to receive and accept the whole testimony and document. Ms. Wong explained that Robert’s Rules and general procedures provide for order, decorum, fairness, efficiency and clarity. Generally when there is a motion, it is then seconded, then there is a discussion, and then you call for the vote. For boards advisory boards such as SWAC, the affirmative vote of the majority of those who are present at the meeting shall be sufficient to make any action valid. The chair’s role is to be the manager of the meetings, and the chair cannot make motions or second any motion. The chair can only recognize the motion and the second. The chair must maintain a neutral position to provide credibility for rulings, protection of minority positions, and to maintain the public’s trust. Active participation on of the chair taints the ability to properly manage the meetings. The chair has to manage the meeting, help it be productive, and demonstrate the power of process. The chair may relinquish his or her duties to the vice chair, and it would be best to do so prior to deliberations taking place. However, the ability to relinquish shall not be used frequently and cannot be used back and forth for convenience. The acting chair must accept limitations for the agenda item, keep the peace, and maintain order and decorum. Leadership and conflict resolution is required both for board members and anyone in attendance. Public participation should be encouraged, but the rights of one person should not trump the rights of the rest. It is easier to maintain order if all parties believe that the chair is being a fair and reasonable person without predispositions. Everyone should know their role as a board member. The members set the pace. When motions are made, they should be valid, clearly articulated, and easy to understand. Avoid getting involved in personality issues, respect others who have the floor, and wait your turn. If a member wants to make a statement or motion, raise a hand to get the chair’s attention and wait until called upon by the chair. Addressing others casually is okay; but using surnames is recommended. Keep the meeting on track and don’t rely on the chair to keep discussion focused. If discussion becomes repetitive or irrelevant, state as much to the chair as a point of privilege, and the chair should redirect deliberations or call for the vote. Ms. Wong said she has a cheat sheet on the Robert’s Rules available. 7