A. 
Regular meetings of the board generally shall be held on each Friday of the month at 9:00 a.m., unless notice of cancellation or postponement is given each member at least 24 hours prior to that time. Regular meetings will convene in the board's conference room at City Hall. Changes in the date, time or location of the regular meeting shall be noticed in the manner specified in subsection D of this section. Notice shall include the date, time and location of the meeting. Should the board be unable to complete all of the agenda at a regular meeting, the agenda shall be continued to the following scheduled meeting, unless otherwise specified by the end of the meeting.
B. 
Special meetings may be called by the chair of the board, or by a majority of board members, provided that at least 24 hours notice of a special meeting is given each member of the board at his or her established place of business or residence.
C. 
Special meetings shall be noticed in the manner specified in subsection D of this section, and by such other means as the board, in its discretion, may deem necessary. As provided in subsection D of this section, all such meetings shall be announced a minimum of 24 hours prior to the meeting, except in cases where the board determines, in its discretion, that exigencies require unusual haste. Notice shall include:
1. 
The date and time of the meeting;
2. 
The place where the meeting will be held;
3. 
The subject matter of the meeting.
D. 
Notices required under subsections A and C of this section shall be published as defined in AMC section 1.05.020 and noticed on the municipal clerk's public notice board at least 24 hours prior to any regular or special meeting. A copy of any such notice shall also be transmitted via telefax to one person specified by each labor organization that represents any group of municipal employees and one person specified by the municipality at least 24 hours prior to any regular and special meeting. Each qualified labor organization and the municipality shall designate the person authorized to receive telefaxed notice under this paragraph by notifying the board in writing of the name and title of the authorized person, together with the telefax number to which such notice shall be transmitted. Telefax equipment or transmission malfunctions shall not affect the validity of notice under this section.
(AR No. 97-180, § 1, 8-19-1997; AO No. 2009-134, § 1, 1-12-2010)
A. 
All regular and special meetings of the board shall be open to the public except as otherwise provided herein.
B. 
After first convening a public meeting, the board may at any time go into executive session from which the general public may be excluded. An executive session shall occur only upon a motion specifying the purpose of the executive session as clearly and specifically as possible without defeating the purpose thereof. Such motion must be passed by an affirmative vote of a majority of the board present at the meeting. At executive sessions, the board may consider, but take no action, except to give direction to an attorney or labor negotiator regarding a specific legal matter of pending labor negotiation, on only the following subjects:
1. 
Matters, the immediate knowledge of which would clearly have an adverse effect upon the finances of the Municipality; or
2. 
Subjects that tend to prejudice the reputation and character of any person, provided the person may request a public discussion; or
3. 
Matters which by law, Municipal Charter, or ordinance are required to be confidential; or
4. 
Matters involving consideration of government records that by law are not subject to public disclosure.
(AR No. 97-180, § 1, 8-19-1997)
A. 
A majority of the full membership of the board shall constitute a quorum for the transaction of business.
B. 
Action by the board shall require the affirmative vote of the majority of the participating members of the board.
(AR No. 97-180, § 1, 8-19-1997)
A. 
Persons appearing before the board may appear in person or through a personal representative or attorney. The representative shall provide satisfactory proof of his or her authority upon the request of the board.
(AR No. 97-180, § 1, 8-19-1997)
A. 
The agenda for each regular meeting of the board shall be prepared at the direction of the chair and shall be distributed to each member at least 24 hours prior to the meeting.
(AR No. 97-180, § 1, 8-19-1997)
A. 
In all matters addressed in regular or special meetings, Robert's Rules of Order, Newly Revised, shall govern.
(AR No. 97-180, § 1, 8-19-1997)
A. 
All persons attending regular or special meetings, including members of the board, shall enter their names upon a sign-in log maintained for that purpose by the board. A copy of the completed sign-in log shall be provided to each board member, the board secretary, and a copy of the sign-in log shall be placed in each case file discussed at the meeting.
B. 
The board shall maintain a written record of all actions taken at regular and special meetings, including each decision of the board, with findings made and the vote of each member of the board.
C. 
The proceedings of all regular and special meetings, except executive sessions, shall be electronically recorded. Electronic recordings of all regular and special meetings shall be retained for a period of 90 days. In the event a copy of an electronic recording is requested by any person within the 90-day retention period, the board shall retain the original electronic recording, or any transcription thereof, for a period of not less than one year.
(AR No. 97-180, § 1, 8-19-1997)