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MILITARY & VETERANS AFFAIRS COMMISSION
CITY OF CHANDLER, ARIZONA
RULES OF PROCEDURE
ARTICLE I
AUTHORITY
The Military & Veterans Affairs (Commission) has been established
pursuant to Ordinance No. 4991, Section 2.22 of Chapter 2 of the
Chandler City Code.
ARTICLE II
PURPOSE, FUNCTION, AND DUTIES
Section 1
Purpose – The Chandler City Council is committed to
honoring the service and sacrifice of Chandler’s military, veterans, their
families, and the organizations that serve them. The Chandler City
Council recognizes the opportunity to provide a forum for collaboration
and partnership to further support the military and veteran community.
Section 2
Function – The Military and Veterans Affairs Commission
shall serve as an Advisory Commission to the Chandler City Council. The
Commission may adopt rules of procedure which may, among other
things, set forth the time and place of meetings, and the operating
procedures of the Commission.
Section 3
Duties – The Commission shall have the following duties:
A. To advise the Mayor and Council concerning military and veterans
related issues including the quality and effectiveness of veteran’s
services in Chandler; and
B. Educate the military and veteran community on available resources
and support; and
C. Collaborate and coordinate activities with military and veteran’s
associations, commissions, and relevant government agencies; and
D. Consider ways to acknowledge and honor the services and
dedication of current military service personnel, veterans, and their
family members; and
E. Such other functions and duties as may from time to time be
approved by the City Council.
ARTICLE III
ORGANIZATION
Section 1
Commission Members - There is hereby established the
Chandler Military & Veterans Affairs Commission, which shall consist of
seven (7) members (“Commissioners”), appointed by the Mayor, subject
to approval of the Chandler City Council. These members shall be
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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residents of Chandler or representatives of veteran focused businesses or
associations serving the residents of the City. At least five (5) members will be
current members of veterans of the United States Armed Forces, or
representatives from veteran service organizations servicing the residents of the
City.
Section 2
Terms of Office - The terms of office for the Commission shall be
for three (3) years, except during the establishment of the commission where the
terms shall be staggered to allow for a transition of membership. Initial members
shall be appointed for the following terms: Two (2) members shall serve for one
(1) year; two (2) members shall serve for two (2) years, and three (3) members
shall serve for three (3) years.
Section 3
Officers and Staff - The Military and Veterans Affairs
Commission shall elect its own officers at the first meeting of each year in
January. No officer elected to the Commission shall serve in the same capacity
for more than two (two) consecutive one-year terms.
A.
Officers - The Commission shall elect a Chairperson (“Chair”) and
Vice-Chairperson (“Vice-Chair”) at the first meeting at term end in
January.
I.
The Chair shall preside at all meetings and hearings of the
Commission, decide all points of order and procedure, and perform
any duties required by law, ordinance, or these bylaws.
II.
The Chair shall have the right to vote on all matters before the
Commission and shall also have the right to make or second
motions in the absence of a motion, or a second, made by a
member.
III.
The Vice Chair shall act as Chair in the Chair’s absence. In the
absence of the Chair and Vice Chair, the Commission will select
an Acting Chair to that meeting by a majority vote of the members
present.
IV.
In the event the Chair cannot complete the full term in that
position, the Vice-Chair shall assume the duties of Chair.
V.
Should the Vice-Chair be unable to complete the full term in that
position, another Commissioner will be elected by the
Commissioners at the meeting immediately following notice of the
Vice-Chair’s inability to complete the term.
VI.
The City Code Section 2-61 provides for forfeiture of Commission
member office in certain scenarios including failing to attend three
consecutive unexcused absences from the Commission.
B. Staff – The Community Services Director (“Director”), or the Director’s
designee, shall serve as staff liaison. A Secretary to the Commission
(“Secretary”) will be assigned by the Director.
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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ARTICLE IV
MEETINGS
Section 1
Regular Meetings
A. Regular meetings shall be held monthly or as determined by the
Commission. The Commission will meet at least four times each
year. The Commission generally meets on the second Tuesday of
each month at 5:00 p.m., excluding legal City holidays. If the
Commission determines that the regular meeting is too close to a
holiday, such meeting shall either be canceled or rescheduled by
motion or majority vote of the Commission.
I. Cancellation – If there are no action agenda items to be heard,
a Regular Meeting may be cancelled by the Chair, Vice-Chair
acting in the Chair’s capacity, or Staff Liaison no later than
seven (7) days prior to the scheduled meeting date.
II. Location – Regular meetings of the Commission shall be held
at the City Council Chambers Conference room, unless noticed
or advertised differently.
B. Regular meetings of the Commission shall be open to the public
and the minutes of its proceedings, showing the votes on each issue
and records of its examination and other official actions, shall be
filed in the City Clerk’s office as a public record. For any matter
under consideration, any person may submit written comments and
if attending in person, may speak to the issue upon being
recognized by the Chair and stating his or her name and address
and the names of any persons on whose behalf they are appearing.
C. The Commission may, by a single consent motion, approve any
number of actions where the Commission, Staff, and applicant are
in agreement and where, after call and invitation by the Chair to do
so, no member of the Commission or general public wishes to
address any particular item designated for consent action by the
Commission. Should any member of the Commission so request,
the Commission shall then withdraw it from the consent agenda for
the purpose of public discussion and separate action.
Section 2
Special Meetings
A. Special meetings for any purpose may be held on the call of the
Chair or request of two or more members, all at least twenty-four
(24) hours before the meeting. At least twenty-four (24) hours
notice shall be given to the general public by posting such notice at
City Hall, and otherwise in conformance with Arizona State law.
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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B. Special meetings of the Commission shall be open to the public and the
minutes of its proceedings, showing the vote of each member and records
of its examination and other official actions, shall be filed in the City
Clerk’s office as a public record. For any matter under consideration, any
person may submit written comments and if attending in person, may
speak to the issue upon being recognized by the Chair and stating his or
her name and address and the names of any persons on whose behalf they
are appearing.
C. The Commission may, by a single consent motion, approve any number of
actions where the Commission, Staff, and applicant are in agreement and
where, after call and invitation by the Chair to do so, no member of the
Commission or general public wishes to address any particular item
designated for consent action by the Commission. Should any member of
the Commission so request, the Commission shall then withdraw it from
the consent agenda for the purpose of public discussion and separate
action.
Section 3
Study Sessions
A. Study sessions for any purpose may be held on the call of the Chair or
request of two or more members, or by Staff giving notice to all the
members by phone or email, or by verbal comment during a regular
meeting, all at least twenty-four (24) hours before the meeting. At least
twenty-four (24) hours notice shall be given to the general public by
posting such notice at City Hall, and otherwise in conformance with
Arizona State law. The call and notice shall specify the time and place of
the study session, and an agenda of the business to be transacted.
B. Study sessions may be held before or after any regular meeting, subject to
providing notice as provided herein. When a matter is set for a study
session, public testimony may be barred or limited to particular persons at
the discretion of the Chair.
Section 4
Field Trips – The Commission may take field trips for purposes
relevant to a public hearing or other matter under consideration. All Commission
field trips shall be taken as a part of a regular or special meeting, and all interested
persons shall be afforded the opportunity to be present to hear any reports or
comments. A record of the field trip shall be entered into the minutes, so that the
record shall indicate that the field trip was taken into consideration as evidence.
Nothing herin shall prevent less than a quorum of the Commission, or
commission members individually at their own convenience and expense, from
taking field trips, which are related to an action or other matter being considered.
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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Section 5
Quorum - A majority of the members of the Commission shall constitute
a quorum for transacting business at any regular meeting. No action shall be taken at any
regular meeting in the absence of a quorum, except to adjourn the meeting to a
subsequent date. At a study session, any number of Commission members may hold
discussion on agenda items.
Section 6
Agenda
A. Preparation - An agenda shall be prepared by the Secretary for each
regular meeting, study session, and executive session of the Commission.
The agenda shall include the various matters of business as scheduled for
consideration by the Commission.
B. Agenda Items – All items for action and discussion shall be submitted to
the Secretary with documentation eight (8) calendar days in advance of the
meeting, to be considered for action on an agenda.
C. Withdrawal of Request - An item may be withdrawn upon request to the
Secretary, but no item shall be withdrawn after posting of hearing notice
or legal ad published for notification prior to the public hearing thereon
without formal consent of the Commission.
ARTICLE V
ORDERS OF BUSINESS
Section 1
Parliamentary Procedure
A. The Chair shall call the Commission to order, and the Secretary shall
record the members present and absent. The Chair may
call
each
matter of business in the order filed and shall announce the name of the
action, and the nature of their request. Supporting evidence for and
against each matter shall be presented to the Commission.
B. The Chair shall conduct meetings under Robert’s Rules of Order unless
such rules are suspended by majority vote of the Commission. The Chair
shall direct questions to any person speaking, to bring out all relevant
facts, circumstances, and conditions affecting the matter being considered,
and then call for questions from other members of the Commission and
from City Staff.
Section 2
Voting
A. The affirmative vote of the majority of members present shall be required
for passage of any matter before the Commission. When a motion in favor
of any action or other matter fails to receive an affirmative majority vote,
i.e., a tie vote, it shall be entered into the minutes as a vote to deny the
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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action being considered. In the event that there is no motion, or the
motion dies for lack of a second, it shall be entered into the minutes as a
denial of the action being considered. Nothing herein shall prevent any
member from making a subsequent motion on any matter where a prior
motion is not approved by a majority vote of all members present.
B. A member shall disqualify himself or herself and abstain from voting
whenever he or she has, or may have, a conflict of interest in the action
under consideration, as described and provided by the Arizona Revised
Statutes (ARS 38-501, et. seq.) and the Chandler Code (Sec. 2-4, and
successors).
C. Each member attending shall be entitled to one (1) vote. The minutes of
the proceedings shall indicate the vote of every matter acted upon and
shall indicate any absence or failure to vote. No member shall be excused
from voting except on matters involving the consideration of his own
official conduct, or such matters as referred to in Section III. B. (2) of
these bylaws.
D. A motion to adopt or approve staff recommendations or simply to approve
the action under consideration shall, unless otherwise particularly
specified, be deemed to include adoption of all proposed findings and
execution of all actions recommended in the staff report on file in the
matter.
Section 3
Recommendation to City Council - The Commission shall forward a
recommendation to City Council of its findings and/or action(s) in writing with respect to
the merits of the action within thirty (30) days of the conclusion of the meeting where the
action was discussed.
ARTICLE VI
OFFICIAL RECORDS
Section 1
Retention of Files - The official records of the Commission shall include
these rules and regulations, minutes of meetings, resolutions, and its adopted reports,
which shall be deposited with the City Clerk’s Office, and which shall be available to
public inspection during customary office hours.
Section 2
Recording of Meetings - All public meetings of the Commission may be
recorded by electronic device. Any person desiring to have a meeting recorded by an
electronic device or by a stenographic reporter, at his or her own expense, may do so,
provided that he or she consults the Commission’s secretary to arrange facilities for such
recording prior to the commencement of the meeting, or does not otherwise disrupt the
proceedings.
MILITARY & VETERANS AFFAIRS COMMISSION BYLAWS
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ARTICLE VII
AMENDMENTS
These bylaws may be amended by majority vote at any meeting of the Commission
provided that notice of said proposed amendment is given to each member in writing at
least five (5) days prior to said meeting. Such amendment shall be subject to ratification
by the City Council and, if so approved, shall become effective at the next regular
meeting of the Commission.
APPROVED AS TO FORM:
_____________________
__________
City Attorney
Date