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Enhance communication and efficiency in intercounty drain governance. Understand roles, prepare for meetings, handle motions, and communicate board actions effectively.
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MACDCIntercounty Drain Procedures Training Intercounty Drain Governance Stacy Hissong Lizzie Mills Fahey Schultz Burzych Rhodes PLC February 15, 2017 macdc.us
Summary • Consistent governance improves: • Communication • Effectiveness • Efficiency • Why? • Proper and consistent administration macdc.us
Roles and Responsibilities of the Board “[T]ake all steps and perform all acts and sign all papers as commissioners are required to do singly in the case of other drains.” MCL 280.122 • Communication • Satisfy fiduciary duty to the board and the drainage district • Good faith • Reasonable Care • Loyalty macdc.us
Roles and Responsibilities • Chair • Members • Secretary • Treasurer • FOIA Coordinator macdc.us
Preparing for a Meeting • Calling a Meeting • The chair or two members of the board may call a meeting • Agendas • Drafted by the chair or secretary • Form and format • Changing the agenda macdc.us
Meetings • Quorum • Parliamentary Procedure • Deputy and Staff Participation • Deputy Drain Commissioner • Staff macdc.us
A Word About Motions It’s not all about you, Robert. macdc.us
Motion Basics macdc.us
Motion to Amend • Purpose: change wording of motion • Majority vote is required • Special Issue: Friendly amendment macdc.us
Motions to Delay Consideration of a Pending Motion • A motion to tablewillpostpone until a later point in the meeting • A motion to postpone consideration will delay the consideration to a later date • To recall the motion for deliberation, recall the motion from the table by vote. macdc.us
Motions to Reconsider • Purpose: revisit a previous decision made at the same meeting. • Cannot reconsider if: • It has been partly carried out or • The party to a previously approved contract macdc.us
Motion to Rescind • Purpose: revisit a board decision from a previous meeting. • Notification required • Cannot rescind if the actions set in motion by the prior decisions are fully or substantially completed macdc.us
Resolutions • Written motion used to capture details of more complex matters or to meet statutory requirements • Document rationale • Outline a significant number of details regarding the action. • Identify the board’s authority to act • Numbering • Record retention macdc.us
Substitutions • Typically arise with conflicts of interest • Appointment of a special commissioner by the probate court • Substitution by the deputy of the board member. macdc.us
Communicating Board Actions • Identify who will speak on behalf of the board • General rule? The Board speaks through its minutes and resolutions • Take care when providing an individual position or opinion macdc.us
Confidentiality • Fiduciary obligation requires board members to, among other things, maintain confidentiality of information not subject to disclosure. • Ex: Attorney-Client Privileged Communication or Documents • Ex: Closed Session minutes, discussion macdc.us
