Procedures for Sewer Committee

1. Mission Statement

The Sewer Committee is an advisory body to the Township Board. It shall review sewer system operations, maintenance, finance, and capital projects—including coordination with the Township’s engineering firm—and make recommendations to the Township Board. The Committee shall not exercise powers reserved by law to the Township Board or other officials.

The Committee will define and determine the next steps in developing recommendations for sewer system operational areas of improvement.

2. Members

a. There shall be five (5) members on the Committee. Members shall be appointed by the Township Supervisor with approval of the Board of Trustees.
b. Persons interested in serving on the Sewer Committee shall submit a written application provided by the Township.
c. Terms. Members shall serve staggered three year terms; initial appointments may be adjusted to create staggering.
d. Residency. Members should be Township residents unless otherwise authorized by the Board of Trustees.
e. Vacancies and Removal. Vacancies shall be filled for the remainder of the unexpired term by appointment as provided above. Members may be removed for cause by the Board of Trustees after notice and an opportunity to be heard.

3. Officers

a. The officers of the Committee shall be:
i. The Chair, who presides over meetings, signs documents on behalf of the Committee, represents the Committee as appropriate, and prepares meeting agendas.
ii. The Vice Chair, who acts in the absence of the Chair.
iii. The Committee Secretary, who keeps copies of Committee records, transmits originals to the Township Clerk for the official record and safekeeping, and takes and prepares minutes. In the Secretary’s absence, the Chair shall appoint someone to take minutes.
b. Officer Election and Term. Officers shall be elected by the Committee at the first regular meeting each calendar year and shall serve one year terms or until successors are elected.

4. Regular and Special Meetings

a. All meetings of the Melrose Township Sewer Committee shall comply with applicable state statutes, including the Open Meetings Act (1976 PA 267, as amended), and these rules.
b. Regular Meetings. The Committee shall adopt an annual schedule of regular meetings (dates, times, and location) at its first meeting each calendar year. Regular meetings shall be held at the time and place stated in the adopted schedule.
c. Special or Rescheduled Meetings. Special meetings or rescheduled meetings may be called by the Chair or by a majority of the Committee, with notice as provided below.
d. Member Notice. Members shall be notified of the date, time, and location by the Committee’s preferred method.

5. Posting Requirements for Meetings

a. Regular Meetings (Annual Posting). Within ten (10) days after the Committee’s first meeting each calendar year, the schedule of its regular meetings shall be posted at the Township offices and on the Township’s website if maintained.
b. Special or Rescheduled Meetings (18 Hour Notice). A public notice stating the purpose of the meeting, date, time, and place shall be posted at least eighteen (18) hours before the meeting and on the Township’s website if maintained.

6. Minutes of Meetings

a. The Secretary shall prepare minutes of the proceedings and resolutions of the Committee, including at a minimum: meeting date, time, and place; members present and absent; decisions made; and all roll call votes when taken.
b. In conformity with the Open Meetings Act, proposed minutes of each Committee meeting shall be available for public inspection at the Township offices during regular business hours and provided to Trustees within eight (8) business days after the meeting. Approved minutes shall be available within five (5) business days after approval.
c. Final draft and approved minutes shall be provided to the Township Clerk. The Township Clerk will post the minutes on the Township website and share them with Township Board Members.

7. Conduct of Meetings

a. All actions by the Committee shall be deliberated and decided by majority vote of the Committee and recorded in the minutes.
b. The presiding officer shall apply Robert’s Rules of Order to the extent not in conflict with law or these rules and shall enforce orderly conduct at meetings. The Chair ordinarily presides; the Vice Chair presides in the Chair’s absence. If both are absent, the member with the longest consecutive service shall preside.
c. All meetings of the Sewer Committee shall be open to the public, and citizens shall have a reasonable opportunity to be heard, except that meetings may be closed in accordance with the Open Meetings Act.
d. Electronic Deliberations. Committee members shall not deliberate toward a decision via email, text, or other electronic means among a quorum outside an open meeting.
e. Quorum. Three (3) members constitute a quorum for the transaction of business.

8. Agenda Preparation

An agenda for each regular Sewer Committee meeting shall be prepared by the Chair and include, at a minimum, the following order of business:
a. Call to order
b. Roll call of Committee; consideration of excused absences
c. Approval of agenda
d. Approval of previous Committee minutes
e. Unfinished (old) business
f. New business
g. Public comments
h. Adjournment

9. Agenda Packet Preparation and Distribution

a. Items for the Sewer Committee agenda and supporting documentation shall be provided to the Chair or designee by 12:00 p.m., three (3) business days prior to the regularly scheduled meeting.
b. The Chair or designee shall make copies of the agenda and supporting materials for each Committee member.

10. Quorum and Communications

a. Quorum. A quorum is three (3) members. If a quorum is not present, no official action shall be taken.
b. Communications. Notices and packet materials may be provided electronically. Deliberations by a quorum must occur only at an open meeting except as permitted by law.

11. Discussion and Voting

a. Robert’s Rules. The latest edition of Robert’s Rules of Order governs the Committee, where applicable and not in conflict with these rules, Township ordinances, policies, or state statutes.
b. Public Participation During Deliberations. The Chair may permit any person to address the Committee during deliberations at the Chair’s discretion.
c. Conflicts of Interest. Members shall disclose any conflict of interest on the record, refrain from participating in the discussion, and abstain from voting. The minutes shall reflect the disclosure and abstention. A vote may be tabled, if necessary, to obtain the Township attorney’s opinion.
d. Voting Eligibility. The right to vote is limited to members of the Sewer Committee present at the time the vote is taken. Voting by proxy or by telephone is not permitted.
e. Public Voting. All votes must be held and determined in public; no secret ballots are permitted unless specifically provided by law.
f. Reconsideration. When a vote is taken, the Chair shall declare the result. Only members voting in the majority may move for reconsideration at that meeting or the next regular meeting. If a motion to reconsider fails, it cannot be renewed.

12. Citizen Comment

a. Each regular Sewer Committee meeting agenda shall provide reserved time for public comment. If requested by a member, the presiding officer may allow a member of the audience to speak at other times.
b. Any person who addresses the Sewer Committee during a meeting or public hearing shall be limited to three (3) minutes per individual presentation unless the Chair waives the limit. The Secretary will maintain official time and notify speakers when time is up.
c. When a person addresses the Committee, he or she shall state his or her name and municipality. Remarks should be confined to the question at hand and addressed to the Chair in a courteous tone. No person shall have the right to speak more than once on any particular subject.

13. Miscellaneous

a. These rules of procedure of the Sewer Committee will be placed on the agenda of the first meeting of the Committee following the seating of appointed members for the new term for review. A copy of the rules adopted shall be distributed to each member and available to the public at the Township Hall.
b. The Sewer Committee may recommend altering or amending its rules at any time by a majority vote of its members after notice of the proposed alteration or amendment and approval by the Township Board.
c. The meeting rules of the Sewer Committee may be suspended for a specified portion of a meeting by an affirmative vote of two thirds of the appointed members; however, Committee actions must conform to applicable Township ordinances and resolutions, state statutes, and the Michigan and United States Constitutions.
d. Sub Committees:
i. Sub committees may be established for a specific period by resolution of the Sewer Committee specifying the task(s) of the sub committee.
ii. There shall be no standing or permanent sub committees.

14. Sewer Committee Procedures

Adopted and Revised October 14, 2025