10.1 CALL ROLL -- ANNOUNCE QUORUM
The Clerk or designee shall call the roll at the opening of each meeting of the Board and announce whether a quorum is present.
10.2 MEMBERS ABSENT -- EXCUSED
Before the announcement of the names of the absent Commissioners, opportunity shall be given for the Chairperson to excuse the absent Commissioners. The Clerk shall then announce the names of the Commissioners absent without leave of the Chairperson and the names of the members absent with leave from the Chairperson and record the names of all absentees in the minutes. (If a Commissioner knows ahead of time that he or she will not be present, the Commissioner shall notify the Administrator/Controller or the Board Chairperson).
10.3 RECORD MEETINGS -- COPIES TRANSMITTED
The Clerk, or the Clerk's designee, shall attend all Board Meetings, and shall keep an accurate journal of all proceedings, and shall transmit to other governmental agencies certified copies of Board actions as directed.
10.4 RECORDS OPEN TO PUBLIC
The books, records and accounts of the Board shall be deposited with the County Clerk or designee and shall be available for public inspection, except the minutes of closed sessions of the Board of Commissioners as permitted by law. The County Clerk shall advertise in at least one established newspaper in the County that the proceedings and accounts of the Board of Commissioners shall be available for public inspection in his/her office, and copying or mailing, pursuant to MCL §46.9 (1)(c).
10.5 WORKSHOP/COMMITTEE MINUTES TO BOARD MEMBERS
A copy of all workshop meeting minutes, if required to be taken, shall be made available to each Commissioner within ten calendar days of the meeting, if requested.
10.6 BOARD MEETINGS RECORDED
All proceedings of regular and special sessions of the Board shall be recorded. The recordings shall remain on file in the County Clerk's Office for one year and ,with the exception of Closed Sessions, shall be made available for public inspection.
10.7 WORKSHOP/COMMITTEE MEETINGS RECORDED
Upon the request of the chairperson of any workshop/committee, the Clerk or designee shall arrange for the recordings of the proceedings.
10.8 CORRESPONDENCE REFERRED
At each regular meeting of the Board, the Clerk or designee shall present for consideration, all communications which have been received in the Clerk's Office, or the Administrator/Controller's Office which are addressed to the Clerk or the Board or the Chairperson. The Administrator/Controller, in consultation with the Chairperson shall refer each matter for appropriate action.
10.9 PREPARATION OF AGENDA
The Administrator/Controller after reviewing pending business and consulting with the Chairperson will draft an agenda for regularly scheduled meetings. Commissioners interested in placing an item on the agenda will notify the Administrator/Controller by the close of business not less than seven calendar days prior to a scheduled meeting. The draft agenda shall be provided to Commissioners not less than five calendar days prior to a scheduled meeting. The draft agenda may be supplied to Commissioners electronically.
10.10 CORRESPONDENCE RECEIVED ON FILE
All original correspondence and documents addressed to members of the Board, Chairperson, County Clerk, or Board workshops/committees, which are not personal in nature, having any bearing on business involving the County, its Boards or workshops/committees shall be filed in the Office of the Administrator/Controller promptly upon receipt with copies of such correspondence being transmitted to the Chairperson of the Board, in consultation with the Administrator/Controller, may direct.
10.11 BOARD DIRECTIVES
The County Clerk or designee shall maintain a current record of all authorizing resolutions and directives adopted by the Board.
10.12 PREPARATION OF MINUTES, REPORTS--WORKSHOPS
It shall be the duty of the Clerk or designee, to be in attendance at all Board workshop/committee meetings when a quorum is present, upon the request of the Board Chairperson.
10.13 PUBLISHING PUBLIC NOTICES
It shall be the duty of the Clerk or designee to publish all public notices as they pertain to Board matters, including budget preparation and adoption.