Administrative Procedures UPPER KEYS HEALTH CARE TAXING DISTRICT ADVISORY COUNCIL
ADMINISTRATIVE PROCEDURES
SECTION I
Sec. 1.01 Governing Rules:
Except as may be provided by these Rules and By -laws,
questions or order, the methods of organization and the conduct
of business of the Advisory Council shall be governed by Robert's
Rules of Order, Newly Revised, 1990 Edition.
Sec. 1.02 Meetings:
(a) Regular Meetings: The Upper Keys Health Care Taxing
District Advisory Council shall hold regular meetings the first
Friday of each month at the Trauma Office, 98600 Overseas
Highway, Key Largo, Florida 33037. No meeting shall be scheduled
when the day fixed for a regular meeting falls on a day
designated as a holiday. Regular meetings may be postponed or
cancelled by Advisory Council action and may be rescheduled on
another suitable day. With advance notice, in extenuating
circumstances, the Chairman may designate other suitable
locations. There will be no less than six (6) regular meetings
per year, taking into consideration cancellation and
rescheduling.
(b) Special Meetings: A special meeting of the Upper Keys
Health Care Taxing District Advisory Council may be called by the
Chairman whenever, in his opinion, the Trauma District business
may require it, and shall be called whenever a majority of the
Advisory Council request a special meeting.
Whenever a special meeting of the Advisory Council shall be
called, either verbal or written notice shall be served upon each
member of the Advisory Council, the County Administrator, and the
Upper Keys Taxing District Commissioner stating date, hour and
place of the meeting, and the purpose for which the meeting is
being called. The Secretary of the Upper Keys Health Care Taxing
District Trauma Office shall insure that proper notice is given
under statute and Attorney General Opinion per F.S. 286.011.
No other business shall be transacted at that meeting unless
a minimum of three (3) members, constituting a quorum, are
present and unanimously agree to additional items.
If, after reasonable diligence, it was impossible to give
notice to each Advisory Council Member, such failure shall not
affect the legality of the special meeting if a quorum be in
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attendance. The minutes of each special meeting shall show the
manner and method by which notice of such special meeting was
given to each member of the Advisory Council. All special
meetings shall be open to the public. Minutes thereof shall be
kept by the Secretary as is kept for regular meetings.
Sec. 1.03 Agenda:
(a) An agenda will be prepared by the Project Director of
the Upper Keys Health Care Taxing District Trauma Office for
every regular meeting or special meeting of the Advisory Council.
The Advisory Council shall not take action on any matter,
proposal, report or item of business which is not listed upon the
official agenda, unless there is unanimous consent of the
Advisory Council on the day of a scheduled meeting to the
presentation thereof for consideration and action.
(b) Regular Meeting Agenda: Matters for action may be
placed on the regular meeting agenda only by council members,
County Administrator, Project Director or Upper Keys District
Commissioner.
(c) Public Input: To provide that any member of the public
who wishes, may have the opportunity to address the Upper Keys
Health Care Taxing District Advisory Council, a separate section
of the agenda for regular meetings will be called Public Input.
Public Input will provide a time certain, for public convenience,
and will allow individuals to address the Advisory Council for a
period of five (5) minutes. Individuals wishing to address the
Advisory Council shall contact the Project Director to be
included on the agenda.
Sec. 1.04 Presiding Officer, Election, Duties:
(a) Chairman: The Presiding Officer of the Advisory Coucil
is the Chairman, who shall be elected by a majority vote of the
members present at the first regular meeting in November for a
term of one year.
(b) Vice Chairman: If, for any reason, the Chairman is
absent or unable to perform his duties, the Vice - Chairman who
will have been elected under the same circumstances as the
Chairman, shall succeed him. If the Advisory Council determines
that the disability or absence is expected to extend for a period
of time in excess of the length of the meeting at which this is
determined, a new Vice - Chairman shall then be elected by a
majority of the members present at that meeting.
(c) Presiding Officer: The Presiding Officer shall
preserve strict order and decorum at all meetings of the Advisory
Council. A majority vote of the members present shall govern and
conclusively determine all questions of order not otherwise
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covered. The Presiding Officer may vote on all questions. The
Chairman shall sign approvals of patient billing, and time sheets
for Project Director and Secretary of the Trauma Office. In the
event of the absence of the Chairman, such items shall be signed
by the Presiding Officer.
Sec. 1.05 Attorney:
The County Attorney, or designee, in his absence, shall be
available to the Advisory Council for consultation as required.
Sec. 1.06 Call to Order:
The Chairman shall take the chair at the hour appointed for
the meeting and shall immediately call the Advisory Council to
order. In the absence of the Chairman, and the Vice - Chairman,
the Project Director shall then determine whether a quorum is
present and in that event shall call for the election of a
temporary Chairman. Upon the arrival of the Chairman or the
Vice - Chairman, the temporary Chairman shall relinquish the chair
upon the conclusion of the business immediately before the
Advisory Council.
Sec. 1.07 Roll Call:
Before proceeding with the business of the Advisory Council,
the Chairman or his designee shall call the roll of the members,
unless the Chairman stipulates all are present and the names of
those present shall be entered in the minutes.
Sec. 1.08 Quorum:
A majority of the whole number of members of the Advisory
Council shall constitute a quorum. No resolution or motion shall
be adopted by the Advisory Council without the affirmative vote
of the majority of all the members present. Should no quorum
attend within thirty (30) minutes after the hour appointed for
the meeting of the Advisory Council, the Chairman, or the Vice -
Chairman, or in their absence, the Project Director or his
designee, may adjourn the meeting, unless by unanimous agreement
those members present and their action at such meeting shall be
recorded in the minutes by the Secretary.
Sec. 1.09 Order of Business:
All meetings of the Advisory Council shall be open to the
public. The business of the Advisory Council shall be taken up
for consideration and disposition in accordance with the agenda
for the meeting. The Agenda shall constitute the order of
business, unless otherwise determined by the majority of the
members present.
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Sec. 1.10 Rules of Debate:
(a) A motion must be made and properly seconded in order
for official action to be taken by the Advisory Council. The
presenter /mover shall be allowed to address the Advisory Council
on the motion initially, whereupon each of the other members
shall be allowed to address the Advisory Council on the motion
before the Advisory Council.
(b) As to the Chairman: The Chairman or such other member
of the Advisory Council as may be presiding may move, second and
debate from the chair, subject only to such limitiations of
debate as they are by those rules imposed upon all members and
shall not be deprived of any of the rights and privileges of an
Advisory Council member by reason of his being the Presiding
Officer.
(c) Obtaining the Floor: Every member desiring to speak
for any purpose shall address the Presiding Officer, and upon
recognition, shall confine himself to the question under debate.
(d) Roll Call Vote: A vote shall be recorded or counted
for each member present, except when, with respect to any such
matter, there is, or appears to be, a possible conflict of
interest under the provision of Florida Statutes Sections
112.311, 112.313 or 112.3143. In such cases said member shall
comply with the disclosure requirements of Florida Statutes
Section 112.3143.
Sec. 1.11 Reading Minutes:
Unless a reading of the minutes of a meeting is requested
by a majority of the Advisory Council, such minutes shall be
considered approved without reading; provided that the Secretary
deliver a copy thereof to each member of the Advisory Council,
the County Administrator and the District Commissioner at least
one (1) full working day preceding the meeting. The minutes of
prior meetings may be approved by a majority of the members
present, and upon such approval shall become the official
minutes.
Sec. 1.12 Votes by Roll Call:
The vote upon every motion may be taken by roll call, and ,
the vote shall be entered upon the minutes.
Sec. 1.13 Motions, Contracts and Other Documents:
(a) Approval of Contracts and Other Documents: All contract
documents before presentation to the Advisory Council , shall
have been reduced in writing. Upon approval by the Advisory
Council, said documents will be forwarded to the County Attorney
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for certification of legal sufficiency and any additioal
recommendations, before being submitted to the District
Commissioner for presentation to the Board of County
Commissioners for final approval.
(b) Recommended Expenditures to the Board of County
Commissioners: The Advisory Council will follow County
purchasing policies and procedures in reference to any
recommended expenditures.
Sec. 1.14 Adjournment:
A motion to adjourn shall always be in order and decided
without debate.
Sec. 1.15 Secretary, Minutes:
(a) The Secretary of the Trauma Office, or his designated
deputy, shall act as Secretary to the Advisory Council. The
Secretary shall prepare the minutes.
(b) The official minutes as prepared by the Secretary shall
be as brief as possible and reflect only the very essential
elements or actions. Those items specifically requested by the
Advisory Council shall appear in the minutes in the manner as
directed.
DRAFT 3/13/90
Amended 3/15/90
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