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ORDINANCE NUMBER 179

CHAPTER 2

RULES AND PROCEDURES FOR THE PEPIN COUNTY BOARD OF SUPERVISORS

Updated June 2004
Prepared by:
Darlene Brunner
Secretary to the Board

THE GOVERNING BODY

2.01 THE COUNTY BOARD. The County Board is composed of 12 supervisors elected from 12 supervisory districts within the County. Each supervisor is elected to a term of 2 years at an election to be held on the 1st Tuesday in April in even-numbered years and shall take office on the 3rd Tuesday in April of that year.

2.03 RULES OF THE COUNTY BOARD.

(1) ORGANIZATIONAL MEETING. The County Board shall meet on the 3rd Tuesday of April following the election of the Board, for the purpose of organizing and other general business of the Board. See Sec. 59.11(1)(c), Wis. Stats.

(2) ANNUAL MEETING. The Board shall meet on the Tuesday after the 2nd Monday of November in each year for the purpose of passing upon the budget and transacting general business of the Board. See Sec. 59.11(1)(a), Wis. Stats.

(3) MONTHLY MEETING. In addition to the meetings prescribed above, the Board shall meet on the 3rd Wednesday of each month, except April and November, for the purpose of transacting general business of the Board. This date may be changed or the monthly meeting may be cancelled by the County Board Chairperson.

(4) ANNUAL REPORTS. The Board shall approve annual reports of departments at their regular meetings during the months of February, March, April, May and June, along with other general business of the Board. It is the request and recommendation of the Board that all department reports shall contain, but not be limited to, the following:

(a) A true and correct financial statement of the department, together with a comparison with the budget set for that department in the calendar year the report covers.

(b) A concise statement of any changes in the policy or activity of the department which materially affects the operation of the department compared with former years.

(c) A short summary statement of any other matters which should come to the attention of the Board.

(5) SPECIAL MEETINGS. The Board may be called into special session by written request of the Board Chairperson or upon written request of a majority of the members of the County Board. Such written request shall be delivered to the County Clerk and shall specify the purposes and time of the meeting. The date of special meeting shall not be less than 48 hours from the date of the delivery of the written request to the County Clerk. Upon receiving the request, the Clerk shall immediately mail to each supervisor notice of the time and place of the meeting. In the event of an emergency, the Chairperson may, by written notice to the Clerk, convene an emergency meeting of the County Board. The notice shall specify the meeting time and place and subjects to be considered. The time of the meeting shall not be less than 12 hours from the filing of the notice. The Clerk or, if not possible, the Sheriff, shall immediately notify the media and each board member in person or by telephone of the time, place and purpose of the meeting.

(6) MEETING TIME. The organizational and annual meetings generally shall be held at 9:30 a.m. and monthly meetings generally shall be held at 7:30 p.m., with all times at the discretion of the County Board Chairperson.

(7) CHAIRPERSON.

(a) Election. At the organizational meeting the Board shall elect one of its members to serve as Chairperson for a term of 2 years. The Chairperson shall be elected by written ballot after nominations from the floor.

(b) General Duties. It shall be the general duty of the Chairperson to:

1. Open the session at the time to which adjournment is taken by taking the chair and calling the Members to order.

2. Receive and submit in proper manner all motions and propositions presented by the members.

3. Put to vote all questions regularly moved and announce the result.

4. Restrain the members while engaged in debate within the rules of order

5. Enforce on all occasions the observance of order and decorum among the members.

6. Inform the Board when necessary or when referred to for that purpose on any point of order or practice.

7. Represent and stand for the body over which he presides declaring its will and in all things obeying its commands.

8. To be an ex officio voting member of all committees.

(8) VICE-CHAIRPERSON. Immediately following election of the Chairperson, the Board shall elect one of its members to serve as 1st Vice-Chairperson for a term of 2 years. The 1st Vice-Chairperson shall be elected by written ballot after nominations from the floor. In the absence of the Chairperson, he shall perform all duties of the Chairperson. The Board shall also elect one of its members to serve as 2nd Vice- Chairperson for a term of 2 years. He shall perform the duties of the Chairperson if both the Chairperson and the 1st Vice-Chairperson are absent from a County Board meeting.

(9) REFERRAL TO COMMITTEE. Every subject matter from a source other than a committee of the Board which comes before the Board shall be referred to its appropriate committee by the Chairperson without motion unless otherwise directed by 2/3 vote of the Board. Every committee shall report upon all items referred to it by the 3rd meeting following the meeting of reference unless otherwise directed by the Board.

(10) ORDER OF BUSINESS. The order of business at regular meetings shall be as follows, except that the Chairperson may modify the order of business as necessary:

(a) Call to order.

(b) Call of the roll by the Clerk.

(c) Pledge of allegiance to the flag.

(d) Admonition. The following may be read to the Board spectators by the Board Chairperson: "Any person not a member of the Board who wishes to address the Board on any subject matter shall first obtain permission of his supervisor or the Board Chairperson. They shall confine themselves to the presentation of their problem and have one rebuttal but not debate. A person invited to a Board meeting to speak on a specific subject need not have permission from his supervisor before addressing the Board."

(e) Reports of committees and County officials.

(f) Presentation and consideration of resolutions and ordinances.

(g) Reading of petitions, claims, memorials and other communications.

(h) Unfinished and miscellaneous business.

(i) Adjournment.

(11) RULES OF PRACTICE. The rules of parliamentary practice comprised in Roberts Rules of Order, latest edition, shall govern the proceedings of the Board in all cases to which they are applicable and where they are consistent with the State laws and these rules.

(12) DETERMINATION OF QUESTIONS. All questions presented to the board shall be determined by a majority of the members present unless otherwise required by State law or this chapter. The Chairperson shall vote on all matters, except appeals from his decisions.

(13) QUORUM. A majority of the supervisors entitled to a seat on the Board shall constitute a quorum for County Board meetings. For four member committees of the Board, two members of a committee shall constitute a quorum. For all other committees of the Board, a majority of the appointed members of the committee shall constitute a quorum.

(14) ACKNOWLEDGMENT TO ADDRESS THE BOARD. Before any member makes a motion or addresses the Board in any debate, he shall address the Chairperson and receive acknowledgment that he has been given the floor.

(15) STATE OF MOTION. When a motion is made and has a second, it shall be stated by the Chairperson previous to debate.

(16) MOTIONS ALLOWED. When a question is under debate, only the following motions may be received, which motions shall have precedence in the order listed below:

(a) To adjourn.

(b) For the previous question.

(c) To lay on the table.

(d) To postpone indefinitely.

(e) To amend or refer.

(17) SPEAKING TIME LIMIT. No member shall speak more than twice on any question and shall not exceed fifteen minutes unless granted permission by the Chairperson.

(18) TERMINATION OF DEBATE. Any member may terminate debate by moving for the previous question. If the motion is carried by a majority of the members present, the Board shall vote first on amendments in the order they were offered, then on the main question.

(19) ROLL CALL VOTES. All resolutions or ordinances involving an appropriation or transfer of funds shall be decided by roll call vote. The votes shall be published in the proceedings of the Board. All roll call votes shall be called in a one member district rotation from the previous roll call vote.

(20) TIE VOTES. In case of a tie vote, the question is lost.

(21) OPEN MEETING LAW. The Board shall sit with open doors and all persons conducting themselves in an orderly manner may attend, except that the Board may convene in closed session for the purposes authorized under Subch. V of Chapter 19, Wis. Stats.

2.04 COMMITTEES.

(a) Special and select committees may be created by resolution specifying the committee charge, number of members and termination date. Select committees shall consist solely of members of the Board and special committees shall have at least one member of the Board. Select and special committees created without a termination date shall expire at the organizational meeting following their creation.

(b) The Chairperson of the County Board shall make written announcements of his appointments to such committees. The committees so elected shall organize themselves. Vacancies shall be filled by written appointment of the Chairperson for the unexpired portion of the respective terms of appointment.

(2) APPOINTED COMMITTEES. The members of all standing committees shall be appointed by the Chairperson at a meeting to be held no later than 14 days following the organizational meeting. These appointments shall be subject to the approval of the Board and serve for a term of 2 years or until their successors have been appointed. Prior to such an appointment, the members of the Board may submit in writing their preferences for committee appointments so that the Chairperson may take them into consideration in making his/her appointments.

(3) BOARD CHAIRPERSON. In addition to being a member of the Finance Committee, the Chairperson may be appointed to other committees and shall be an ex officio member of all standing committees of the Board, and in the case of lack of a quorum on those committees, shall have the right to vote. In the absence of the Chairperson, the 1st Vice-Chairperson shall serve in a like capacity. In the absence of the 1st Vice-Chairperson, the 2nd Vice-Chairperson shall service in a like capacity.

(4) STANDING COMMITTEES. The following shall be the standing committees of the County Board and shall be composed as follows with duties as listed:

(a) Highway. 4 members of the Board. The Committee shall:

1. Supervise the Highway Department.

2. Perform all duties prescribed by State law.

3. Supervise all road and bridge construction.

(b) Land Conservation. 4 members of the Board, at least 2 of which are members of the Agriculture and Extension Education Committee and the designated member of the Farm Service Agency County Committee. This Committee shall:

1. Perform all functions and duties required under Wis. Stats. 92.06.

2. Supervise personnel and jurisdiction of all matters relating to parks and recreational facilities.

(c) U. W. Extension Committee. 4 members of the Board and one citizen representative representing the Towns of Pepin and Stockholm and the Villages of Pepin and Stockholm on Solid Waste Department matters. This Committee shall:

1. According to Sect. 59.56(3) Wis. Stats., administer the County extension programs jointly with the UW-Extension District Director in the following areas:

a. Select, employ, evaluate and supervise the professional staff.

b. Develop a program focus.

c. Evaluate program direction and outcome.

2. Supervise County-owned forests and any County-owned cemetery.

3. Supervise the Solid Waste/Economic Development Department.

(d) Human Services Board. 4 members of the Board appointed at the organizational meeting serving a term to coincide with their length of tenure on the Board and 3 citizen members each for 3 year terms which are set up as staggered terms. The three citizen members shall not have any voting rights on matters relating to the Child Support and the Veterans Service Offices. The Human Services Board shall:

1. Supervise the Human Services Department, Child Support Agency, and the Veterans Service Office.

2. Perform all duties prescribed by law.

3. Have jurisdiction over all matters relating to veterans' affairs.

(e) Finance Committee. 4 members of the Board, one of whom is the County Board Chairperson. This Committee shall:

1. Advise and review in the administration of the following departments: County Clerk, County Treasurer, and Register
of Deeds.

2. Supervise the Finance Director and review budget prepared by the Finance Director for presentation to the Board.

3. Consult with the County Treasurer on investment of County funds.

4. Inspect tax delinquent property and recommend values thereof.

5. Handle legislative matters in collaboration with County Clerk.

6. Review property & Liability insurance and official bonds to insure that the County is adequately protected at all times.

7. Review the Board rules at least once every 2 years.

8. Act as executive committee to control and coordinate County activities.

9. Have jurisdiction over the acquisition and disposal of all property other than property acquired or used by the Highway Department.

10. Collaborate on implementing changes in mandated State statutes with the County Clerk and County Treasurer.

11. Review all resolutions to be placed on the County Board's agenda.

12. Supervise all matters relating to enforcement of dog laws, including requirements set forth in Ch. 174, Wis. Stats.

13. Supervise the County Surveyor.

14. Supervise the County's Land Records Modernization Program.

15. Approval of all County vouchers.

16. Oversee the Personnel/Payroll Supervisor’s supervision of maintenance staff and government center maintenance issues and projects.

17. Have jurisdiction over acquisition of new or disposal of obsolete equipment, excluding equipment owned by the Highway Department, Sheriff’s Department and Human Service.

18. Supervise the construction of any new buildings, excluding the building of highway storage buildings.

19. Analyze on an ongoing basis the building needs of the County and report to the County Board at least annually.

20. Direct the loss control effort for the County.

(f) Pepin County Board of Health. Four members of the County Board, and 3 other members who are not elected officials or employees of the County (in appointing these three members a good faith effort shall be made to appoint a physician and a registered nurse). The Board of Health shall:

1. Supervise the Pepin County Health Department.

2. Have jurisdiction of all matters relating to public health in Pepin County.
Appointed members shall be paid the same and have the same voting rights as other elected members of the Board.

(g) Law Enforcement Committee. 4 members of the County Board. This Committee shall:

1. Advise and review in the administration of the following departments: Sheriff, District Attorney, Clerk of Courts, Register in Probate, Circuit Court, Coroner, Family Court Commissioner, and Zoning. Advise and review in the administration of the law library and jail.

2. Draft ordinances for consideration by the County Board.

3. Have jurisdiction of all matters relating to emergency government and zoning.

4. Review pending charters and ordinances.

5. Hearings for re-zoning, conditional uses and updating ordinances.

(h) Personnel Committee. 4 members of the County Board. This Committee shall:

1. Negotiate all wages, salaries, terms and conditions of employment and all grievances for all County employees.

2. Periodically review wages and salaries.

3. Recommend changes in the affirmative action plan to comply with State and federal regulations.

4. Insure that annual performance evaluations are being carried out by department heads.

5. Monitor and implement Ch. 4 of this Code of Ordinances and make recommendations of changes in the chapter as needed.

6. Approve requests for personnel additions and deletions for all County departments.

(i) Board of Adjustment. 3 members of the County Board and 2 citizen members. The Board of Adjustment shall hear appeals and special exceptions to zoning.

(j) Commission on Aging. 4 Board members of the County Board who shall serve for terms of three years, so arranged that, as nearly as practicable, the terms of one-third of the members shall expire each year and that no member may serve more than two consecutive three year terms. This Committee shall:

1. Be the policy making board to the Pepin County Senior Citizen Services.

2. Approve all activities relating to the Pepin County Senior Citizen Services.

(k) Veterans Service Commission. 3 citizen members each selected for a 3-year term. The Commission shall furnish aid to needy veterans and their dependents as prescribed by the Wisconsin Statutes.

(5) GENERAL DUTIES. All standing committees shall have the following duties:

(a) Report to the Board in all major developments within their respective departments at the time that the respective annual reports are given.

(b) Insure each department complies fully with all directives of the Board and requirements of state law.

(c) Counsel with department heads, in an advisory capacity, to help effect necessary improvements.

(d) Assist each department in preparing its annual budget.

(e) Insure that funds are spent for the purpose for which they were appropriated.

(f) Examine major department purchases and contracts.

(g) Perform such other duties as the Board may direct.

(6) CONDUCT OF BUSINESS. Conduct of committee business shall be as follows:

(a) Meetings.

1. Within 30 days after the organizational meeting, all standing committees shall meet and elect one of its members as chairperson, one as vice-chairperson and one as secretary. Minutes shall be kept of all committee meetings. These minutes shall be filed with the County Clerk and become part of the permanent record of the Board. A copy of all committee meeting minutes shall be provided to all supervisors.

2. All committee meetings shall be scheduled in advance by entering the date and time upon the calendar in the County Clerk's office.

3. The County Board secretary shall be given a written notice of committee meetings and shall give such written notice to the official County newspaper stating time, place and main agenda items.

(b) Legislation.

1. Introduction. Members of committees of the Board introducing resolutions or ordinances shall advise the County Board secretary of the general contents thereof. Thereupon, the County Board secretary shall assign a number to the document, which shall be incorporated for reference purposes as a part of the resolution or ordinance. In addition, all resolutions or ordinances shall be prefaced by a title and the name of the members or committee introducing the same and a short identifying statement of its purpose.

2. Submission Time Limit. Every resolution or ordinance shall be submitted to the County Board secretary by noon on the Monday which is 10 days prior to the Board meeting, along with sufficient copies for each member of the Board. An exception to a late submission of a resolution can be made by the County Board Chairperson in an emergency. The County Board secretary shall mail agendas to all Board members 7 days prior to each meeting.

(7) OTHER APPOINTMENTS. The County Board Chairperson shall appoint the following:

(a) Mississippi River Parkway Commissioner. One member.

(b) Mississippi River Regional Planning Commissioners. Three members (one Board appointment, one 1 Governor appointment, one 1 joint appointment).

(c) County Housing Authority. Five citizens for 5 year terms.

(d) Indianhead Library Representative. One member.

(e) West Cap. One member.

2.05 SMOKING PROHIBITED. No smoking shall be allowed at County Board meetings by County Board members or anyone appearing before the County Board.

2.06 COMPENSATION.

(1) All members of the Board shall be compensated in accordance with the current resolution setting per diem rates, meal allowances and mileage for an individual who drives to the meeting.

(2) The County Board Chairperson shall receive an additional salary as set by resolution of the County Board.

(3) Any Board member appointed to a committee may attend as many committee meetings as are necessary to efficiently conduct County business and shall receive compensation and mileage for such meetings in accordance with the current resolution setting forth per diem rates, meal allowances and mileage.