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HomeMy WebLinkAboutExhibit 1 EXHIBIT 1 Rules of Procedure 2011HAWAIICOUNTYREDISTRICTINGCOMMISSION RULESOFPROCEDURE I.MEETINGSANDQUORUM a. RegularMeetings. Unlessotherwisedesignatedinadvance, thedate, time andplaceofregularmeetingswillbedeterminedbyamajorityofthe Commissionmembers. b.MeetingLocation. MeetingswillbeheldattheHawaiiCountyCouncil Chambers, 25AupuniStreet, Hilo, Hawaii96720, orattheHawaiiCounty CouncilChambersattheWestHawaiiCivicCenter, 75-5044Ane KeohokaloleHighway, BuildingA, Kailua-Kona, Hawaii96740, orsuch otherlocationastheCommissionmaydesignateinadvance. Videoconferencing may be utilized, subjecttoavailabilityandapplicable laws. C.SpecialMeetings. SpecialmeetingsmaybecalledbytheChairpersonor byamajorityoftheCommission. i)Thetime, date, andplaceofsuchspecialmeetingshallbe announcedpriortoadjournmentofaregularmeeting. Ifthe Commissionisunabletoannounceaspecialmeetingpriortothe adjournmentofaregularmeeting, writtennoticemustbefiledin accordancewithHRS § 92-7 and § 13-20(c) oftheHawaiiCounty Charter. d.ExecutiveMeetings. TheCommissionmayholdameetingclosedtothe publicfor oneormoreof thepurposessetforthinHRS § 92-5, orwhere personalmattersaffectingtheprivacyofanindividualaretobeconsidered andtheindividualinvolvedrequestsaclosedmeetingtoconsidersuch matter; however, anyresultantofficialactionshallbeacteduponinan openmeeting in accordancewith § 13-20(b) oftheHawaiiCounty Charter. Anaffirmativevoteoftwo-thirdsofthememberspresentis requiredtoenterintoexecutivesessionprovidedthatthemajorityvote constitutesamajorityofthememberstowhichtheboardisentitled. The reasonforholdingameetingclosedtothepublicshallberecorded, and enteredintotheminutesofthemeeting. e. PublicHearings. PriortocompletingadraftRedistrictingPlan, the Commissionisrequiredtoconductninepublichearings, onehearingin eachofthenineCouncilDistricts. Uponcompletionofadraft Redistricting Plan, theCommission shall hold atleast onepublic hearing ineastHawaiiandoneinwestHawaii. TheCommissionshallgive publicnotice, in accordancewithHRS § 92-7andSection13-20(c), HawaiiCountyCode, toinformthepublicofthetime,placeandsubject matterofthepublichearing. f.CommitteeMeetings. Reserved. g.Quorum. ThemajorityofthememberstowhichtheCommissionis entitledshallconstituteaquorumforthetransactionofbusiness. Inthe absenceofaquorum, ameetingmaynotbeconvenedexceptforthe purposeofeitherrecessingthemeetingtoanotherdate, time, andspecific locationorpubliclyadjourningthemeetingduetolackofquorum. II. ATTENDANCE AllCommissionmembersshallattendallmeetingsunlessexcusedbythe Chairperson. IfaCommissionerwantstoattendameetingvia videoconferencepursuanttoHRS § 92-3.5, awrittenrequestmustbe submittedtotheChairpersonandapprovalobtainedpriortothefiling deadlineoftheagendaforthatmeeting. III. OFFICERSANDTHEIRDUTIES a.Officers. TheofficersoftheCommissionshallconsistofaChairperson, a Vice-Chairperson. b. NominationandelectionoftheChairperson. AsprovidedinArticleXIII, Section134(h), HawaiiCountyCharter, aChairpersonofthe Commissionshallbeelectedfromitsmembershipannually. Anymember oftheCommissionmaybenominatedasChairpersonandvotedintothe positionatthefirstmeetingoftheRedistrictingCommissionbyamajority ofallmemberstowhichtheCommissionisentitled. C.DutiesandPowersoftheChairperson. TheChairpersonofthe CommissionshallbethepresidingofficeroftheCommissionandshall havetherighttovote, debate, andmakemotionsasothermembers. It shallbethedutyofthechairpersonto: i.Maintainorderanddecorumandreasonablyadministerthereceipt oforalandwrittentestimonyinaccordancewiththeserules; ii. Setthemeetingagenda. Itemsrequestedinwritingby Commissionmemberstobeplacedonanagendawithintwo regularly scheduled; [Am. 04/10/09] ill. AnnouncethebusinessbeforetheCommissionintheorder prescribedbytheserulesandannouncetheresultsofany Commissionvote; 2 iv. Whennecessaryorrequired, tosignandcertifyallofficialactsof theCommission andallvouchers, purchaseorders, etc., for paymentofexpendituresoftheCommission; V. Toappointcommittees, andconsultantswhenauthorizedbythe Commission, inaccordancewithapplicablelaws; and vi. Serveasthechiefspokespersonandrepresentativeforthe CommissionbeforethepublicandtheCountygovernment. All officialinformationshallbereleasedthroughtheChairperson. d.DutiesandPowersoftheVice-Chairperson. Itshallbethedutyofthe Vice-Chairpersonto: i. ExercisealldutiesandpowersoftheChairpersoninthe Chairperson'sabsence; ii. AssisttheChairpersonasneeded; and iii. Performothersuchdutiesasareprescribedbylaworassignedby theCommission. IV. NOTICE a. The Commission shall comply withall noticeprovisions of HRS § 92-7 andHawaii County Charter- § 13-20(c). b. AgendaItemsSubmittedbyCommissionMembers. Commission membersmayrequest, inwritingtotheChairperson, thataparticularissue beplacedonanupcomingagenda. Allrequestsmustbemadeatleast10 daysinadvanceofthemeetingdate. Unlessotherwiserequestedand appropriate, agendaitemssubmittedunderthissectionshallbeplaced underthe agenda heading "Communications." [Am. 04/10/09] V. COMMITTEES a.Reserved. VI. VOTING a.Method of Voting. Thereshallbefivemethodsofvoting: i.Byvoice; ii. Byraisingofhands; iii. Byrising; iv. Byunanimousconsent; and V. Byrollcall. b. VotingProcedure. Themethodofvotingshallbedeterminedbythe ChairpersonoftheCommissionprovidedthatifavoteisnotunanimous, 3 theChairpersonshallannouncethenamesofthosemembersvotinginthe minorityandthosewhoareabsent. If, however, ameetingisconducted viavideoconferencepursuant toHRS § 92-3.5, votingonnon-procedural mattersshallbeconductedviarollcall. C. Abstentions. Nomembershallrefrainfromvotingunlessexcusedbythe Chairpersonorisotherwiseexcusedbylaw. Unlessamemberisexcused fromvoting, silenceshallberecordedasanaffirmative. d.RuleoftheMajority. Proceduralmatters, requestsforinformation, and internalCommissionmattersshallrequiretheapprovalofamajorityvote ofthosepresentatanymeeting. Votingonthesubmissionofthefinal planshallrequiretheapprovalofsix (6) membersoftheCommission. e. Reconsideration. AvoteoftheCommissionmaybereconsideredin accordancewithRobert'sRulesofOrder, 10thEditionandapplicable noticerequirements. VII. ORDEROFBUSINESS a. Theorderofbusinessshallbeasfollows: 1.RollCall; ii. IntroductionofGuests; ill. StatementsfromthePublic; iv. ApprovalofMinutes; V.Communications; vi. OrderoftheDay; vii. UnfinishedBusiness; viii. Reports; ix. ReferralsforExecutiveSession; and X. Adjournment. b. Alterations to Order ofBusiness. Theorderofbusinessmaybealteredby theChairpersonorbymajorityvoteoftheCommission. VIII. PUBLICSTATEMENTSANDTESTIMONY a. WrittenTestimony. Writtentestimoniesshallbereceivedfortherecord onanyagendaitem. Ifpossible, fourteen(14)writtencopiesofthe testimonyshouldbesubmittedforpresentationtotheCommissionby 12:00noonthepreviousbusinessdayofthemeeting. Testimonyreceived after12:00noonshallstillbereceivedfortherecordandwillbepresented totheCommissionmembersassoonaspracticable. 4 b.OralTestimony. Membersofthepublicwhowishtoprovideoral testimonyshallabidebythefollowing: i.Personswishingtopresentoraltestimonyonanyagendaitemshall registerwiththesecretarypriortotheclosingofstatementsfrom thepublicatthecalloftheChairperson, indicatingtheitemon whichtheywishtospeakandtheirposition, ifany. Personsmay providetheirname, address, andorganizationtheyrepresent, if any; ii. TheChairpersonshallcallthenameofthepersonwishingto speak, andallpersonsshallspeakbeforeamicrophone, andbe informedthattheirstatementswillberecorded; ill. Eachpersonmayspeakforthree (3)minutesforeachagendaitem thatthey wishto speakon. AtthediscretionoftheChairperson, anystatementsnotrelevanttoanagendaitemshallnotbeheardor considered; iv. Nopersonwillbeallowedtospeakmorethanonceonthesame agendaitem; V. Anypersonwishingtospeakonmorethanoneagendaitemshall registerseparatelyforeachagendaitem; Vt. AllstatementsaretobemadetotheCommissioningeneral, and nottoanyspecificmember; V11. Withtheexceptionofpublichearings, Commissionmembersshall refrainfrommakingcommentsoraskingquestionsoftestifiers duringstatementsfromthepublic; viii. Writtenproposalsregardinganyalternateplansshallbesubmitted asprovidedforinOrdinanceNo. 11-29; ix. WrittenstatementsonissuesbeforetheCommissionmaybe deferreduntilsuchtimeasthesubjectmatterreferredtointhe statementappearsontheCommission'sagenda. Ifdeferred, the writershallbeinformedwhentheissuewillbeontheagendato allowthewritertheopportunitytoaddresstheCommissionand elaborateand/orprovideclarity, shouldthewritersodesire; X. Allmembersofthepublicshallextendpropercourtesyandrespect tooneanotherandtoallCommissionmembersandstaff. All personsshallbeaddressedbytheirsurnamesandnoprofanityor abusiveremarkswillbeallowedatanytime. Anypersonwhois disrespectfultotheCommission, stafforothermembersofthe publicthroughdisorderlyorcontemptuousbehavior, orwho disruptstheexerciseofanyCommissioner'sduty, mayberemoved fromthemeetingatthediscretionoftheChairperson; and X1. Anypersonwhodoesnotabidebytheserulesmayberuledoutof orderbytheChairperson. 5 C. NoDiminishedResponsibilitX. Nothinginthisruleshalldiminishthe responsibilityortheauthorityoftheChairpersontomaintainorderand decorum. IX. REDISTRICTINGPLAN a. Authority. TheRedistrictingCommissionoftheCountyofHawaiishall complywiththeprovisionsofthefollowing: i.Section3-17oftheHawaiiCountyCharter; ii. TheprovisionsofOrdinanceNo. 11-29, anOrdinanceEstablishing aChapter Relating to Redistricting. "Chapter Redistricting."; ill. AllapplicableConstitutionalprovisionsandlawsoftheStateof Hawaii; and iv. AllapplicableConstitutionalprovisionsandlawsoftheUnited StateofAmerica. b.Deadlines. Inordertoensureampletimetoconsiderproposed redistrictingplans, toconsideralternateplans, andtoensureforpublic hearingsasrequiredundertheCharteroftheCountyofHawaii, timefor theconsiderationofAlternatePlansassetforthinHawaiiCounty OrdinanceNo. 11-29, andthepreparationandtransmissionofthewritten reporttransmittingtheFinalRedistrictingPlantotheClerkoftheCounty ofHawaii, thedraftoftheFinalRedistrictingPlanshallbecompletedby C. DraftFinalPlan. UponcompletionofthedraftRedistrictingPlan, the Commissionshallconducttwopublichearings, oneinwestHawaiiand oneinEastHawaii. d.FinalRedistrictingPlan. TheFinalRedistrictingPlanandreportshallbe submittedtotheClerkoftheCountyofHawaiinolaterthanDecember 31, 2011. X. ORDERANDDECORUM a. ACommissionermustberecognizedbytheChairpersonbeforespeaking. ThemembershalladdresstheChairpersonwhenrecognizedandshall confinediscussiontothequestionunderdebateandavoidpersonalities. b. AnyCommissionerwhoarriveslateatahearingormeetingshallrefrain fromtakingtheCommission'stimewithquestionsandinquirieson mattersalreadydiscussed. 6 C. IfanyCommissionerbehavesinadisorderlyorcontemptuousmanner duringanysessionoftheCommissionoritsCommittees, theChairperson shallordersuchmembertoceaseandshallpreservethepeace. Ifthe Commissionerpersists, theChairpersonshallordertheoffending Commissionerremovedfromthemeeting, andthatCommissionershall notbepermittedtobeseatedduringtheremainderofthesession, except uponapprovaloftheChairpersonorbymajorityvoteoftheCommission. d. AllCommissionersshallextendpropercourtesyandrespecttoone anotherandtoallpersonsspeakingbeforetheCommission. Noprofanity orabusiveremarksshallbeallowedatanytimeinanymeeting. e. Allpersonsshallbeaddressedbytheirsurnames. XI. PARLIAMENTARYAUTHORITY Robert'sRulesofOrder. Therulesofparliamentaryauthority, wherenot inconsistentwiththeserules, shallbeRobert'sRulesofOrderNewlyRevised, 10` h Edition. XII. EXPENSES Authorization. NomemberoftheCommissionshallincuranyexpenseinwhich thememberintendstoseekreimbursementfromtheCommissionexceptwiththe consentoftheChairperson. XIII. PUBLICACCESS DocumentsandInformation. Anypersonmayobtaininformation, orsubmit requestsforrecordsbycontactingthesecretarytotheCommissionsubjectto applicablelaws. Copiesofallofficialminutes, documents, agenda, procedures, statements, ordecisionsshallbeavailablefromthesecretaryatsuchcostsasmay beauthorizedbylaw. Allofficialdocuments, agenda, procedures, statementsor decisionsshallalsobeplacedontheCountyofHawaiiwebsite: co.hawaii.hi.us. XIV. MINUTES a. Generally. TheCommissionshallkeepwrittenminutesofallmeetings. Neitherafulltranscriptnorarecordingofthemeetingisrequired, butthe writtenminutesshallgiveatruereflectionofthemattersdiscussedandthe viewsoftheparticipants. Theminutesshallinclude, butneednotbe limitedto: i.Thedate, time, andplaceofthemeeting; 7 ii. ThemembersoftheCommissionrecordedaseitherpresentor absent; ill. Thesubstanceofallmattersproposed, discussed, ordecided, anda record, byindividualmember, ofanyvotestaken; and iv. AnyotherinformationthatanymemberoftheCommission requestsbeincludedorreflectedintheminutes. b.Availability. Theminutesshallbepublicrecordsandshallbeavailable withinthirty (30) daysafterthemeetingexceptwheresuchdisclosure wouldbeinconsistentwithSection92-5, HawaiiRevisedStatutes, or Section13-20oftheHawaiiCountyCharter. Minutesofexecutive meetingsmaybewithheldonlyaslongastheirpublicationwoulddefeat thelawfulpurposeoftheexecutivemeeting. XV. ATTORNEYANDSECRETARYTOTHECOMMISSION a. Attornev. TheattorneyfortheCommissionshallbeappointedbythe OfficeoftheCorporationCounsel, subjecttoconfirmationbymajority voteoftheentiremembershipoftheCommission. Allrequestsforlegal opinionsshallbemadethroughtheChairpersonafterdiscussionofthe matterataproperlynoticedmeeting. Alllegalopinionswillbedistributed totheentireCommissionandaresubjecttotheattorney-clientprivilege. Thedutiesoftheattorneyareasfollows: i.AttendallmeetingsoftheCommissionanditsCommittees; ii. Ensurecompliancewithallapplicableopenmeetinglaws, rules, andproceduralrequirements; ill. ProvidelegalresearchandopinionstotheCommission; and iv. Otherdutiesasrequired. b.Secretary. ThesecretarytotheCommissionshallbedesignatedbythe CountyClerkoftheCountyofHawaii, subjecttoconfirmationby majorityvoteoftheentiremembershipoftheCommission. All assignmentsforthesecretaryshallbemadethroughtheChairperson. The dutiesofthesecretaryareasfollows: i.TakeandtranscribeallnotesandminutesoftheCommissionand Committeemeetings; ii. Prepareandpostthemeetingagenda; ill. Securingandpreparingthemeetinglocation; iv. Receiveanddistributepublictestimony; V. Set-upandbreak-downvideo-conferencingequipmentwhen required; and vi. Otherdutiesasassigned. 8 XVI. AMENDMENTSANDREVISIONSTOTHERULESOFPROCEDURE a. Amendments. Theserulesmaybeamendedataregularmeetingofthe Commissionbyanaffirmativemajorityvoteoftheentiremembershipof theCommission,providedthatatleastsix (6) daysadvancenoticeofsuch amendment(s) andmeetingarefirstgiventoeachmember. b.Revisions. Wheneverchangestotherulesaresoextensiveandgeneral thattheyarescatteredthroughouttherulessuchthatanentirelynewsetof rules, calledarevision, isnecessary, thensuchrevisionshallrequirethe adoptionbyatwo-thirdsaffirmativevoteoftheentiremembershipofthe Commission. Thenoticerequirementshallbethesameasthosefor amendments. XVII. SEVERABILITY IntheeventanyrulecontainedhereinisinconflictwiththeprovisionsoftheU.S. Constitution, HawaiiStateConstitution, HawaiiRevisedStatutes, HawaiiCounty Charter, ortheHawaiiCountyCode, suchruleshallbedeemedinvalid. Suchinvalidity shallnotaffectotherrulescontainedhereinthatcanotherwisebegiveneffectwithoutthe invalidrule, andtothisendtheserulesareseverable. TheseRulesofProcedureoftheCountyRedistrictingCommissionwereadoptedbythe 2011CountyRedistrictingCommissiononApril25, 2011. Chairperson, CountyRedistrictingCommission SecretarytotheRedistrictingCommission AttorneytotheCountyRedistrictingCommission 9