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Rules
and Regulations 1. NAME In accordance with Section 54-342(a) of the Code of Ordinances of the City of Miami, Florida, as amended, the name of this committee shall be the “Coconut Grove Special Events and Marketing Committee”, hereinafter referred to as committee. 2. PURPOSE In accordance with Section 54-342(b) of the Code of Ordinances of the City of Miami, Florida, as amended, (hereinafter referred to as the City Code) the committee shall act as an instrument of advice and make recommendations to the city commission concerning the expenditure of the Coconut Grove Special Events District Fund; reports regarding approval of special event applications in the District and address such other matters as may be requested by the city commission from time to time. 3. GENERAL RULES; ROBERTS RULES OF ORDER (a) The committee shall be governed by the terms of Chapter 54, Article IX and Chapter 2, Article XI of the Miami City Code of Ordinances, as amended or revised and its successors. (b) The committee shall follow the rules contained in the most current edition of Robert’s Rules of Order. 4. MEMBERS; STAFF LIAISON; OFFICERS & VOTING (a) Members: The committee shall consist of nine (9) voting members who shall be appointed in the manner prescribed by Section 54-342(c) of the City Code of Ordinances. (b) Members; Residency Requirements: Section 54-342(c) of the City Code of Ordinances specifically requires that all voting members of the committee shall reside, own real property or have their principal place of business in the Coconut Grove area of the City and shall be individuals of outstanding reputation for integrity, responsibility and commitment to serving the community, otherwise the provisions of Chapter 2, Article XI of the Miami City Code of Ordinances shall apply to the committee. (c) Members; Terms of Office: In accordance with Section 2-885 of the City Code of Ordinances the term of office of each committee member shall be for one year or until the nominating commissioner leaves office, whichever occurs first, provided, however, the member may continue to serve after their respective term expires subject to reappointment or until a new appointment is made. Notwithstanding the foregoing, no committee member shall serve more than eight consecutive years on any one committee but may be re-appointed after a hiatus of two (2) years. (d) Members; Attendance Requirement: In accordance with Section 2-886 of the City Code any committee member shall be automatically removed if, in a given calendar year (1) they are absent from three consecutive meetings, or (2) they are absent from four of the committee’s meetings, or (3) attend less than fifty percent (50%) of all committee meetings held. A committee member shall be deemed absent when they are not present for at least seventy five percent (75%) of its duration. The provisions of this paragraph may be waived only by a four-fifths vote of the full City Commission. (e) Members; Voting: All members of the committee, shall be required to vote on all matters before the committee, subject to the Conflicts of Interest provisions of the City Code and applicable provisions of State and Miami-Dade County Laws. (f) Staff Liaison: In accordance with Sections 2-891 and 54-341(d) of the City Code of Ordinances, the District NET (neighborhood enhancement team) administrator of the city and the Director of the Department of Off-Street Parking (DOSP) and their respective staff shall serve as liaison to the committee. Also, in accordance with Section 2-889 of the City Code of Ordinances, the city clerk or designee shall serve as liaison between the city commission and all city boards and committees. Furthermore, the foregoing does not preclude the appointment as liaison of any other person(s) that the city commission or the city administration may wish to appoint to serve in said capacity. (g) Officers; Chairperson and Vice-Chairperson: Section 54-342(c) of the City Code of Ordinances, states that the City Commissioner member of the Committee shall act as the Chair. However, if the City Commissioner chooses not to chair then at the first regular meeting in January of each year, the committee shall select a Chairperson from among its members. Also, at the first regular meeting in January of each year the committee shall select a Vice-Chairperson from among its members. The newly elected Chairperson and Vice-Chairperson shall assume their respective offices at the regular meeting following the meeting of their election. The committee may create and fill such other offices as it may determine. (h) Officers; Secretary: The Director of DOSP’s designee shall act as Secretary for the committee. The Secretary shall be responsible for all of the clerical work of the committee including, but not limited to, preparation of notices required by laws and rules of the committee, preparation of correspondence for the committee, agendas, resolutions and preparing dockets and minutes of committee proceedings. 5. MEETINGS (a) Regular Meetings: In accordance with Section 54-342(d) of the City Code the committee shall hold a regularly scheduled meeting each month except for the month of August. The regular meetings of the committee shall be held at City Hall, 3500 Pan American Drive, Miami, Florida, the second Wednesday of the month unless otherwise notice to the contrary is furnished to the city clerk and posted at City Hall. These meetings shall commence at 4:30 p.m. and end no later than 11:00 p.m., unless a scheduled item is in progress or remains to be heard. (b) Additional Meetings: Additional meetings may be held at the call of the Chairperson and at such other times as the committee may determine. Meetings that are not regularly scheduled shall not be held without at least ten (10), calendar days, written notice to each member. However, in the case of an emergency the committee secretary at the request of the Chairperson shall give not less than 24-hours advance telephone notice to all members, provide notice to the city clerk and post notice of the meeting at City Hall. (c) Quorum Requirements: In accordance with Section 2-887 of the City Code a quorum of the committee shall consist of fifty percent (50%) plus one of the committee’s total voting membership. The decision of a majority of the committee members present and voting at a meeting at which a quorum is present shall be the decision of the committee. (d) Sunshine and Public Records Laws; Applicable: The committee shall conduct all meetings and business in accordance with the Sunshine Law, Section 286.011 Florida Statutes and the Public Records Law, Section 119 Florida Statutes. In connection therewith all meetings of the committee are open to the public and records of its meeting are available for inspection upon request. (e) Notice of Meetings: Public notice of committee meetings and public hearings on matters coming before the committee shall be given to the city clerk and posted at City Hall. Pursuant to Section 2-888 of the City Code, the committee shall provide the city clerk written notice of their meetings at least seven days prior to such meetings, except in case of emergency. (f) Minutes of Meetings and Attendance Records: The committee secretary shall take minutes for all business discussed at all committee meetings. Copies of the minutes shall become part of the public record. In accordance with Section 2-889 of the City Code, the committee shall submit copies of the minutes of their meetings and records of their members’ attendance to the city clerk within five (5) days after each meeting. The city clerk shall inform the city commission whenever a committee member has resigned from a committee or has exceeded the number of permissible absences and said committee member will be automatically removed from the committee. The city clerk shall then inform the city commission in writing that the position has been declared vacant and a successor member must be promptly appointed to fill the vacancy. 5. ANNUAL REPORT In accordance with Section 2-890 of the City Code, commencing with the year 1995, and each year thereafter by January 15th of each year, the committee, by and through its Chairperson shall submit a written report, approved by the committee, to the city manager setting forth the following information concerning the committee: (a) Whether the committee is serving the purpose for which it was created. (b) Whether the committee is serving the current community needs. (c) A list of the committee’s major accomplishments. (d) Whether there is any other committee, either public or private, which would better serve the function of the committee. (e) Whether the ordinance creating the committee should be amended to better enable the committee to serve the purpose for which it was created. (f) Whether the committee’s membership requirements should be modified. (g) The cost, both direct and indirect, of maintaining the committee. 6. AMENDMENTS TO RULES AND PROCEDURES
These Rules and Procedures
may be amended by a vote of the committee at any regularly scheduled
committee meeting, provided any amendment shall be presented in writing and
delivered or mailed to all committee members prior to a duly noticed meeting
at which the amendment is to be voted upon. |
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