By-Laws, Policies And Procedures

By-Laws, Policies And Procedures Adopted: January 29, 2007 Amended: 11/2010 Staff to RTP

GULF, HOLMES AND WASHINGTON REGIONAL TRANSPORTATION PARTNERSHIP BY-LAWS, POLICIES AND PROCEDURES TABLE OF CONTENTS PAGE ARTICLE I PREAMBLE.. 1 ARTICLE II PURPOSE AND FUNCTIONS... 1 Section 1: Purpose Section 2: Functions ARTICLE III MEMBERSHIP..2 Section 1: Executive Committee Voting Members ARTICLE IV OFFICERS AND ELECTIONS..2 Section 1: Officers Section 2: Elections ARTICLE V MEETINGS.. 3 Section 1: Regular Meetings Section 2: Special Meetings ARTICLE VI CONDUCT OF MEETINGS..3 Section 1: Quorum Section 2: Order of Business Section 3: Agenda Section 4: Official Actions ARTICLE VII PUBLIC HEARINGS AND WORKSHOPS. 4 ARTICLE VIII CITIZENS PARTICIPATION 4 ARTICLE IX SUBCOMMITTEES 5 ARTICLE X ADMINISTRATION 5 Section 1: Staff Section 2: Record Keeping

BAY, GULF, HOLMES, AND WASHINGTON REGIONAL TRANSPORTATION PARTNERSHIP BY LAWS, POLICIES AND PROCEDURES ARTICLE I PREAMBLE The Bay, Gulf, Holmes, and Washington Regional Transportation Partnership (RTP) is created in accordance with the Interlocal Agreement for Creation of a Regional Transportation Plan, which establishes the powers, privileges and authority of the RTP. The RTP establishes the necessary framework for creation of a regional transportation plan. The RTP Member Agencies consist of the Bay County Transportation Planning Organization (TPO) and the counties of Gulf, Holmes and Washington. In compliance with the Interlocal Agreement, the following sets forth the operating rules and procedures of the RTP. Section I: Purpose The purposes of the RTP shall be the following: ARTICLE II PURPOSE AND FUNCTIONS A. To establish a forum for a coordinated, cooperative and comprehensive regional transportation planning process for the areas of Bay, Gulf, Holmes and Washington counties, consistent with applicable federal, state and local laws in cooperation with the Florida Department of Transportation and the Interlocal Agreement; B. To develop a regional transportation plan and list of project priorities covering the region (Bay, Gulf, Holmes, and Washington counties) represented by the RTP; C. To develop a selection process in which to prioritize transportation projects; D. To assure the continued eligibility for the receipt of federal and state capital and operating assistance for transportation projects in the RTP area. Section 2: Functions The functions of the RTP shall include, but are not limited to the following: A. Identify regional transportation projects, which improve mobility across county boundaries; B. Prepare a regional transportation plan, policies, and priorities; C. Update adoption and maintenance of regional transportation plan, policies, and priorities; D. Coordinate project prioritization and selection process; E. Promote regional public involvement in the transportation planning process; F. Insure the compatibility of RTP plans and projects with state, local county and city transportation plans and projects; G. Insure that all transportation modes are considered in the transportation planning process; 1

H. Insure that the transportation needs of all persons, including the elderly and handicapped, are considered in the transportation planning process; and I. Perform other duties delegated by federal and state laws or rules and regulations. Section 1: Executive Committee Voting Members ARTICLE III MEMBERSHIP A. Voting Members shall be made up of the combined committee membership. B. The Voting Membership shall consist of eight (8) members; with two (2) members each appointed by the Member Agencies (Bay County TPO and counties of Gulf, Holmes and Washington). C. The term of office of each Voting Member shall be four (4) years, unless the member leaves elected office prior to completion of his/her term, or in the case of a Bay County TPO Member the member is no longer a TPO Member. A Voting Member may be appointed for one or more additional four (4) year terms. D. Any Member Agency may remove and replace its representative(s) at any time, with or without cause. E. The original appointing Member Agency shall fill voting Membership vacancies. F. Non-voting representatives may be appointed as may be desired by the Executive Committee. Section 1: Officers ARTICLE IV OFFICERS AND ELECTIONS A. The officers of the RTP shall be the Chairman and the Vice-Chairman. The officers shall be Voting Members elected by the RTP membership. B. The Chairman shall preside at RTP meetings and be responsible for the preparation of agendas and minutes (with staff assistance), and appoint subcommittees as needed. C. In the absence or incapacity of the RTP Chairman, the Vice-Chairman shall assume the duties of the Chairman. Section 2: Elections A. The Chair and Vice Chair shall hold offices for three-year terms, and may be eligible for reelection to successive terms. B. The Election of officers shall take place at the first meeting every third calendar year, except that officers may be elected to serve multiple years if that is the desire of the RTP. When there is an election scheduled, the RTP Chairman shall appoint a Nominating Committee at the last regular meeting of the previous calendar year. The Nominating Committee shall report their recommended candidates for officers at the next RTP meeting. Nominations may also be made from the floor. C. Newly elected officers shall assume their duties at the next RTP meeting following the election. 2

D. Any officer may be removed from office, with or without cause, upon majority vote of the RTP at any duly scheduled meeting. No such removal from office shall have the effect of removing such person as a representative; rather only the Member Agency that appointed the representative shall have such authority. Section 1: Regular Meetings ARTICLE V MEETINGS A. Regular meetings of the RTP shall be held as needed, at a time and place designated by the RTP Chairman; normally scheduled quarterly on the first Monday of the month. B. In the event that the RTP Chairman wishes to cancel or change the meeting time of a regular RTP meeting, advance notice of such cancellation or change shall be made as soon as practicable or at least twenty-four (24) hours prior to when such meeting was to have taken place. C. At least seven (7) days prior to a regular RTP meeting, public notice and tentative agendas shall be sent to the members of the RTP and local media services. D. RTP Subcommittee meetings shall have the same meeting requirements as regular RTP meetings. Section 2: Special Meetings A. A special meeting of the RTP may be called by the Chairman or a majority of the Voting Members at a regular RTP meeting. Each member of the RTP shall receive a notification of such special meeting stating the date, hour and place of the meeting and the purpose for which such meeting is called, and no other business shall be transacted at that meeting. B. In the event that the RTP Chairman wishes to cancel or change the meeting time of a special RTP meeting, advance notice of such cancellation or change shall be made as soon as practicable or at least twenty-four (24) hours prior to when such meeting was to have taken place. C. At least seven (7) days prior to a special RTP meeting, public notice and tentative agendas shall be sent to the members of the RTP and local media services stating the date, hour and place of the special meeting including a statement of the general subject matter to be considered. ARTICLE VI CONDUCT OF MEETINGS All RTP meetings shall be consistent with the Florida Sunshine Law and open to the public and press. Roberts Rules of Order shall be followed at all RTP meetings. Section 1: Quorum Attendance of four members of the combined members of the RTP shall constitute a quorum. No official action shall be taken without a quorum. No resolution or motion shall be adopted by the RTP except upon the affirmative vote of a majority of the members present. Section 2: Order of Business A. The Chairman shall preside at all the RTP meetings at which he or she is present. In the absence of the Chairman, the Vice-Chairman shall preside. 3

B. The Chairman shall state every question coming before the RTP and announce the decision of the RTP on all matters. C. A majority vote of the members present shall govern and conclusively determine all questions of order not otherwise covered. D. The minutes of prior RTP meetings shall be approved by a majority of the members present and upon approval shall become the official minutes. Section 3: Agenda A. There shall be an official agenda for every meeting of the RTP, which shall determine the order of business conducted at the meeting. B. Requests for agenda changes to any RTP meeting must be received by the Chairman (or RTP staff) at least one (1) working day prior to the meeting date. C. The RTP shall not take action upon any matter, proposal or item of business not listed on the official agenda; however following call to order, the RTP Chairman may authorize addition of new business to the agenda with the approval of two thirds (2/3) of the Voting Members present. Section 4: Official Actions A. All official actions of the RTP shall be by adoption of resolutions or motions as follows: a. Action by adoption of a resolution shall occur for all matters where adoption of a resolution is required by federal or state regulations and any other matters deemed by the RTP to be of sufficient importance to warrant adoption by a formal resolution. b. All other actions of the RTP shall be by adoption of a motion. B. All official actions of the RTP shall be recorded in the RTP Actions Report and meeting minutes and kept in the RTP s permanent files. Verbatim minutes are not required but minutes shall include an accurate summary of discussions and actions taken. ARTICLE VII PUBLIC HEARINGS AND WORKSHOPS A public hearing or workshop may be called by the RTP and may be scheduled before, during or after a regular meeting at the same meeting place or may be scheduled at another time and place. Notice shall be given to local media services and each RTP member stating the date, hour and place of a public hearing or workshop including a statement of general subject matter to be considered at least seven (7) days (or as required by federal and state regulations) prior the event. No formal business, for which notice has not been given, shall be transacted at a public hearing or workshop. ARTICLE VIII CITIZENS PARTICIPATION Citizens participation in the RTP transportation planning process is strongly encouraged and any citizen shall be entitled to be placed on the official agenda of a regular meeting of the RTP and be heard concerning any matter within the scope of the jurisdiction of the RTP. The regular RTP meeting agenda shall include a Public Forum agenda item to provide an opportunity for citizens to address the RTP at each RTP meeting. In addition, the Chairman may recognize citizens to speak on agenda items immediately following discussion by the RTP and prior to a vote on the matter by the RTP. 4

ARTICLE IX SUBCOMMITTEES RTP Subcommittees may be designated by the RTP as necessary to investigate and report on specific subject areas of interest to the RTP. Section 1: Staff ARTICLE X ADMINISTRATION A. The West Florida Regional Planning Council (WFRPC) Transportation staff shall serve as the planning staff of the RTP and is responsible for preparing, duplicating, and distributing all materials necessary for RTP meetings. Section 2: Record Keeping A. The WFRPC staff shall record the minutes of all meetings and furnish a recording secretary for all RTP meetings. B. All official actions of the RTP are to be recorded and kept in permanent minute files by the WFRPC. These files shall be open for public inspection during regular office hours at the WFRPC/RTP office. C. The RTP is responsible for the supervision and review of all financial matters concerning it. In order to best execute this, the WFRPC will keep, maintain, and manage all accounts, records, and documents, both of the technical and financial nature, for the RTP. 5