March 27, 1997 BylawsCITY OF OTSEGO
i HERITAGE PRESERVATION COMMISSION
BY-LAWS AS ADOPTED March 27, 1997
ORGANIZATION
I The Heritage Preservation Commission shall consist of 7 members, and alternate,
appointed by the City Council. The City Council shall appoint one of its members
as an ex -officio member of the Commission who shall attend the Commission
meetings and act as a liaison between the City Council and the Commission.
* The alternate shell attend meetings and participate in discussions, but vote only
when a regular member is absent.
II The Heritage Commission officers shall be: Chair, 'Vice Chair, and Secretary
III Duties of the officers:
A. The Chair shall:
1. Preside at all meetings of the Commission.
2. Preserve order and decorum and shall decide all questions of
order.
3. Appoint any necessary committees and shall appoint any
committees requested by a majority of the members.
4. Call special meetings by written notice stating the purpose of
such meeting and delivered to all members and City Staff at least
twenty four hours in advance of the meeting.
B. The Vice Chair shall:
1. Preside at all meetings in the absence of the Chair and perform
such duties as requested by the Chair.
C. The Secretary shall:
1. Be responsible for recording detailed minutes of all Commission
meetings and having them distributed to the members at least a
week before the next Commission meeting.
2. Include records of attendance of Commission members at
meetings in the minutes.
IV Membership:
A. Terms of Office:
1. Each member plus an alternate shall serve a term of four years.
WORK RULES:
1. There shall be one regularly scheduled meeting the fourth Thursday of each
month, unless an alternative is scheduled due to conflict. A notice of a change in date of
a meeting must be given in writing or verbally at least 4 days prior to the scheduled
meeting date.
At the first meeting in February, the Commission shall elect from its
membership a Chair, a Vice Chair, and a Secretary.
3. A quorum shall consist of four members.
4. A member may be excused from an individual meeting for reasons of illness, family
emergency, work or out of town trips. Notice of the absence must be communicated to
the Chair by 15 minutes before the meeting.
5. Any member of the Commission who has three (3) consecutive unexcused
absences from meetings or a total of one-third (1/3) of all meetings in a
calendar year, shall be removed from the Commission without City Council
action and the Chair shall notify the member.
6. The order of business shall be as listed in the meeting agenda to be
prepared by the Chair before each meeting.
7. Recommendations to designate historic sites and/or structures for
preservation shall be referred to the City Council and City Attorney for approval after
review and acceptance by the Planning Commission as provided for in Otsego City
Ordinance # 94-9.
8. All meetings shall be open to the public.
Any member having any conflict of interest in an individual action under
consideration by the Commission shall not participate in discussion or vote
on that particular matter.
10. All external written correspondence regarding Commission matters shall be
sent on the official City of Otsego stationery and signed by the Chair.
11. Any communication by phone regarding Commission business shall be
reported to the Chair in a brief written memo.
12. These rules shall not be repealed or amended except by a majority vote of
the Commission and after notice has been given at a previous meeting.
13. Any rule not covered by these Work Rules shall be governed by Robert's
Rules of Order.
i
FQRTGCOM.WPS