Land Bank Agency

LAND BANK BOARD MEETING August 19, 2024 3:00 p.m. Training Room 210 City Hall, 903 W Main Street Blue Springs, Missouri 64015 Anyone wishing to address the Land Bank in the Visitors Section of the Agenda, must fill out a Speaker’s Appearance Form. Forms are available online or located at the entrance of the conference room. After completion, the form is to be given to the Board Secretary prior to the start of the meeting. 1. Call to Order 2. Confirmation of a Quorum 3. Approval of the June 17, 2024, Land Bank Meeting Minutes 4. Quarterly Financial Statements 5. Approval of 2024 Budget Amendment and 2024-2025 Annual Budget 6. Acknowledgment of Rules and Procedures and Attendance Expectations 7. Election of Vice Chair 8. Visitors Posted Thursday, August 8, 2024 at City Hall, 903 W Main Street, Blue Springs, MO and on the City’s website. A quorum of the City Council may be in attendance; however no City Council votes will be taken. Cara Elbert Board Secretary  CITY OF BLUE SPRINGS, MISSOURI MINUTES OF LAND BANK MEETING June 17, 2024 A meeting of the Land Bank of Blue Springs, Missouri was held on Monday, June 17, 2024 at 3:00 p.m. with Chairman White-Baldridge presiding. COMMISSIONERS IN Tracy White-Baldridge, Chair Kirk Sampson ATTENDANCE Jennifer Irey-ABSENT Also present were Staff Liaisons Christine Cates, Sheryl Morgan, Mike Mallon, Tom Degenhardt and Karen Van Winkle. CALL TO ORDER AND Chair White-Baldridge called the Land Bank meeting to order at 3:00 CONFIRMATION OF A p.m. She called for the Commission to approve the agenda as QUORUM presented. Commissioner Sampson moved to approve the agenda. Motion was seconded by Chair White-Baldridge. The Board Secretary confirmed a quorum of the Lank Bank was present. APPROVE BOARD Commissioner Sampson moved to approve the minutes of the April 15, MINUTES 2024 Meeting of the Land Bank of Blue Springs. Motion seconded by Chair White-Baldridge and carried with the following votes: Irey – ABSENT Sampson – Aye White-Baldridge – Aye APPOINTMENT OF A Chair White-Baldridge requested staff’s recommendation for Board BOARD SECRETARY Secretary of the Land Bank. Christine Cates recommended Cara Elbert to fill that position. Commissioner White-Baldridge closed nominations as there were no other on the floor. Commissioner Sampson moved to appoint Elbert to Board Secretary of the Land Bank. Chair White- Baldridge seconded. Secretary Elbert proceeded with a roll call vote and the motion was carried with the following votes: Irey – ABSENT Sampson – Aye White-Baldridge – Aye ELECTION OF OFFICERS Chair White-Baldridge opened the floor for nominations for the 2024- 2025 term. Commissioner Sampson nominated Commissioner White- Baldridge as Chair. There were no other nominations on the floor for Chair. Chair White-Baldridge nominated Commissioner Sampson as Treasurer of the Land Bank. There were no other nominations on the floor for Treasurer. Chair White-Baldridge moved to approve the slate and it was seconded by Commissioner Sampson. Secretary Elbert called the roll and the motion carried with the following votes: Irey – ABSENT Sampson – Aye White-Baldridge – Aye  Land Bank Minutes Page 2 At 3:04 p.m., Commissioner Sampson moved that the Land Bank go CLOSED SESSION into closed session pursuant to Section 610.021, subparagraph (2), Revised Statutes of Missouri, for the purpose of privileged communications between a governmental body for its representative and legal counsel including real estate, and that any minutes, documents and other records discussed or taken during the closed session remain closed, and that this body stand adjourned at the completion of such session. Motion seconded by Chair White- Baldridge and carried with the following votes: Irey – ABSENT Sampson – Aye White-Baldridge – Aye _____________________________ ___________________________ Tracy White-Baldridge, Chair Cara Elbert, Board Secretary  CITY OF BLUE SPRINGS BALANCE SHEET - LAND BANK FISCAL YEAR 2023-24 FOR THE PERIOD ENDED - JUNE 30, 2024 CATEGORY LAND BANK ASSETS Cash and investments $ 807,603 Receivables (net of allowances Taxes - Accounts Accrued interest - Interfund receivables - Land 185,804 Prepaid items - TOTAL ASSETS $ 993,408 LIABILITIES Accounts payable $ - Accrued liabilities - Interfund payable - Long term debt - TOTAL LIABILITIES $ - FUND BALANCES Reserved for: Encumbrances - Unassigned 993,408 TOTAL FUND BALANCES $ 993,408 TOTAL LIABILITIES AND FUND BALANCE $ 993,408 Page 1  CITY OF BLUE SPRINGS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - LAND BANK FISCAL YEAR 2023-24 FOR THE PERIOD ENDED - JUNE 30, 2024 CATEGORY LAND BANK REVENUES: Farm Lease $ - Sale of Land 540,059 Property Taxes 275,598 Interest 9,990 Contributed Capital - Land - Other - TOTAL REVENUES $ 825,647 EXPENDITURES: Current: Personal Services - Materials & Supplies - Contractual Services 82,737 Capital Outlay - Capital Improvements - Debt service: - Transfer for Debt Payments - TOTAL EXPENDITURES $ 82,737 Excess of revenues over (under) expenditures $ 742,910 OTHER FINANCING SOURCES (USES): Issuance of bonds - Discount on bond issuance Loss on sale of asset (57,522) Transfers in Transfers (out) - TOTAL OTHER FINANCING SOURCES (USES) $ (57,522) NET CHANGE IN FUND BALANCES 685,388 FUND BALANCES - OCTOBER 1, 2023 $ 308,019 FUND BALANCES - JUNE 30, 2024 $ 993,408 Page 2 The Land Bank Board is being asked to approve an increase in expenditures and revenues for fiscal year 2024. Transfers for Neighborhood Improvement District debt will include all revenues associated with NID properties until all past due assessments are fully reimbursed. Fiscal Year 2024 Land Bank Budget Amendment Account Description Amount Revenue Sale of City Property Sale to JK Larkin 54-200-01-08-01-0-00-000 $ 540,059 Sale to JK Larkin 54-200-04-10-00-0-00-000 Total Revenue $ 540,059 Expenditures Professional Services Fees for Land Sales & Vac. Sunnyside School Rd $ 56,582 Insurance Premium & Bonds Costs associated with Board Member Insurance $ 10,872 Transfer to City for DS – NID 2023 Property Tax for NID Properties $ 431,900 TOTAL $ 499,354 The FY2025 budget is being submitted for your review and approval. Included in this budget is a transfer to the City’s general fund for property tax and NID special assessment for those Land Bank post-sale parcels that are in the NID. Although there is a pending contract for the sale of Land Bank property that may be finalized in FY 2025, those funds are not included in the budget. Once the sale is completed, a request for an amended FY 2025 budget will be submitted. Fiscal Year 2025 Land Bank Budget Account Description Amount Revenue Property Tax Three years of property taxes – post sale $ 339,570 Interest Income Interest earned on cash in bank $ 8,000 Total Revenue $ 347,570 Expenditures Tax Collection Services Jackson County 1% collection fee $ 3,396 Tax Collection Services - LB Jackson County 4% fee for costs related to LB $ 13,583 Tax Assessment Services Jackson County 0.06% fee for assessing value $ 198 Insurance Premiums & Bond Truss $ 11,372 Transfer to City for NID Debt Net revenues associated with any NID property $ 322,394 Total Expenditures $ 350,943 The 2025 budget does not include non-cash items such as Contributed Capital or Loss on the Sale of Assets. These items will be recorded when properties are either transferred to the Land Bank by the County or when the Land Bank sells a property. Other Land Bank expenditures that are not included in the budget and that are paid by the City include office supplies, postage, and audit costs. The proposed budget may be amended throughout the year if additional property sales occur or additional expenditures become necessary.  City of Blue Springs Land Bank Fund Budget Summary FY 2024-25 Annual Budget 2023-24 Year- $ Budget vs. % Budget vs. 2024-25 2023-24 Adopted $ Change % Change LAND BANK FUND 2022-23 Actual End YE Projection YE Projection Budget Budget from 2024 from 2024 Projection Variance Variance Request REVENUES Taxes 442,797 351,099 275,598 (75,501) -22% 339,570 (11,529) -3% Charges for Service - - 25 25 0% - - 0% Interest 17,835 10,000 9,465 (535) -5% 8,000 (2,000) -20% Sales & Rental 8,820 - 540,059 540,059 0% - - 0% Other Income - - - - 0% - - 0% TOTAL REVENUES 469,452 361,099 825,147 464,048 129% 347,570 (13,529) -4% EXPENDITURES Supplies and Materials - - - - 0% - - 0% Contractual Services 62,471 18,990 82,737 63,747 336% 28,549 9,559 50% Capital Outlay 178 - 57,522 57,522 0% - - 0% TOTAL EXPENDITURES 62,649 18,990 140,259 121,269 639% 28,549 9,559 50% EXCESS OF REVENUES OVER (UNDER) EXPENDITURES 406,803 342,109 684,888 342,779 100% 319,022 (23,087) -54% OTHER FINANCING SOURCES (USES): OPERATING TRANSFERS IN From General Fund - ‐ - - 0% - - 0% TOTAL OPERATING TRANSFERS IN - - - - 0% - - 0% OPERATING TRANSFERS OUT 419,363 328,905 760,805 431,900 131% 322,394 (6,511) -2% TOTAL OPERATING TRANSFERS OUT 419,363 328,905 760,805 431,900 131% 322,394 (6,511) -2% TOTAL OTHER FINANCING SOURCES (USES) (419,363) (328,905) (760,805) (431,900) 131% (322,394) 6,511 -2% NET CHANGES IN FUND BALANCES (12,561) 13,204 (75,917) (89,121) (3,372) FUND BALANCES - BEGINNING OF YEAR 320,580 308,019 308,019 232,102 FUND BALANCES - END OF YEAR 308,019 321,223 232,102 228,730 2023-24 Year- $ Budget vs. % Budget vs. 2024-25 2023-24 Adopted $ Change % Change 2022-23 Actual End YE Projection YE Projection Budget Budget from 2024 from 2024 Projection Variance Variance Request Revenue Budget Summary Land Bank 2023-24 2023-24 2024-25 2020-21 2021-22 2022-23 2023-24 Year $ Change from % Change Account Account Description Adopted Budget Budget Actual Actual Actual End Projection 2024 from 2024 Budget Amendment Request 770-00000-401100 PROPERTY TAX - CURRENT 111,848 237,083 442,532 343,947 273,254 - 327,933 (16,014) -5% 770-00000-401190 PROPERTY TAX - INTEREST 50 265 7,152 2,344 - 11,637 4,485 63% Total Taxes 111,848 237,133 442,797 351,099 275,598 - 339,570 (11,529) -3% - - ‐ ‐ 0% Total Licenses and Permits - - - - ‐ 0% - - - ‐ 0% Total Intergovernmental - - - - ‐ 0% 770-00000-430140 PURCHASE APPLICATION FEE ‐ ‐ ‐ ‐ - ‐ ‐ 0% Total Charges for Service - - - - - - - ‐ 0% - - - ‐ 0% Total Fines and Penalties - - - - ‐ 0% 770-00000-450100 INTEREST INCOME 6,541 2,385 17,835 10,000 9,465 - 8,000 (2,000) -20% Total Interest Earnings 6,541 2,385 17,835 10,000 9,465 - 8,000 (2,000) -20% 770-00000-460300 SALE OF CITY PROPERTY 980,203 100 ‐ 540,059 540,059 ‐ ‐ 0% 770-00000-460610 LEASE REVENUE 5,600 ‐ 8,820 ‐ ‐ - ‐ ‐ 0% Total Sales & Rentals 985,803 100 8,820 - 540,059 540,059 - ‐ 0% 770-00000-480999 CONTRIBUTED CAPITAL - - - ‐ 0% Total Other Income - - - - - - ‐ 0% - - - ‐ 0% Total Operating Transfers In - - - - ‐ 0% TOTAL LAND BANK REVENUES 1,104,192 239,618 469,452 361,099 825,122 540,059 347,570 (13,529) -4% C:\Users\KVanwinkle\Desktop\FY 2024‐2025 Budget Worksheet (003) FY 2024‐2025 Budget Worksheet (003) Revenue Summary Expenditure Budget Summary Land Bank 2023-24 2023-24 2024-25 2023-24 Year $ Change from % Change from Account Account Description 2020-21 Actual 2021-22 Actual 2022-23 Actual Adopted Budget Budget End Projection 2024 2024 Budget Amendment Request OFFICE SUPPLIES ‐ ‐ ‐ - 0% POSTAGE ‐ ‐ ‐ - 0% Total Supplies and Materials - - - 0% 770-00000-530100 PROFESSIONAL SERVICES 61,526 2,272 38,247 ‐ 56,582 56,582 ‐ - 0% LEGAL SERVICES ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% AUDIT SERVICES ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% 770-00000-530200 TAX COLLECTION SERVICES 1,149 2,371 4,428 3,475 2,756 ‐ 3,396 (79) ‐2% 770-00000-530200 TAX COLLECTION SERVICES - LAND BANK 4% 4,597 9,485 17,711 13,900 11,023 ‐ 13,583 (317) ‐2% 770-00000-530210 TAX ASSESSMENT SERVICES 104 680 1,711 1,115 1,004 ‐ 198 (917) ‐82% TRAINING AND EDUCATION ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% MEETING & BUSINESS EXPENSES ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% DUES & MEMBERSHIPS ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% 770-00000-530410 INSURANCE PREMIUMS & BONDS 500 500 375 500 11,372 10,872 11,372 10,872 2174% INSURANCE DEDUCTIBLES ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% PRINTING & DUPLICATING ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% ADVERTISING & PROMOTION ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% LICENSES, FEES & PERMITS ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% Total Contractual Services 67,876 15,308 62,471 18,990 82,737 67,454 28,549 9,559 50% LAND ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% 770-00000-549000 GAIN/LOSS ON SALE OF LAND 52,901 ‐ ‐ ‐ 57,522 ‐ ‐ - 0% Total Capital Outlay 52,901 - - - 57,522 - - - 0% TRANSFER TO CITY FOR NUISANCE VIOLATIONS ‐ ‐ ‐ ‐ ‐ ‐ ‐ - 0% 770-00000-550400 TRANSFER TO CITY FOR DS PAYMENTS - NID 1,017,661 224,196 419,363 328,905 760,805 431,900 322,394 (6,511) ‐2% ‐ ‐ ‐ ‐ - 0% Total Operating Transfers Out 1,017,661 224,196 419,363 328,905 760,805 431,900 322,394 (6,511) ‐2% TOTAL LAND BANK EXPENSES 1,138,438 239,504 347,895 901,064 499,354 350,942 3,047 1% C:\Users\KVanwinkle\Desktop\FY 2024‐2025 Budget Worksheet (003) FY 2024‐2025 Budget Worksheet (003) Expenditure Summary  RULES OF PROCEDURE LAND BANK OF BLUE SPRINGS, MISSOURI Adopted by the Land Bank of Blue Springs, Missouri on June 21, 2022  Table of Contents Authority..................................................................................................................................... 1 Commission Establishment and Purpose ................................................................................... 1 Chair and Vice Chair .................................................................................................................. 1 Duties of Presiding Officer ......................................................................................................... 1 Membership ............................................................................................................................... 1 Terms of Members ..................................................................................................................... 1 Conduct of Members of the Commission.................................................................................... 2 Support ...................................................................................................................................... 2 Meeting Schedule ...................................................................................................................... 3 Quorum for Attendance .............................................................................................................. 3 Voting ........................................................................................................................................ 3 Parliamentary Rules of Procedure.............................................................................................. 3 Open Meetings and Records Policy ........................................................................................... 3 Getting the Floor ........................................................................................................................ 3 Interruptions ............................................................................................................................... 4 Conflicts ..................................................................................................................................... 4 Order of Business and Preparation of Agenda ........................................................................... 4 Meeting Shall be Open to the Public .......................................................................................... 5 Motions ...................................................................................................................................... 5 Members Leaving Meeting Room During a Meeting ................................................................... 5 Visitors ....................................................................................................................................... 5 Procedure for Recommendations to City Council ....................................................................... 6 Conduct during Meetings ........................................................................................................... 6 How and When Rules of Procedure May be Suspended ............................................................ 6 Attachment 1 - Sample Motions ................................................................................................. 7 i Authority Any Rules or Bylaws previously adopted are hereby repealed and replaced with these Rules approved by the Land Bank of Blue Springs, Missouri on June 21, 2022. These Rules shall be in effect upon their adoption by the Land Bank and until such time as they are amended or new Rules are adopted. The Commission may review and recommend amendments to the Rules of Procedure to the City Council by a majority vote of the members of the Commission. Proposed amendments must be submitted in writing to each member of the Commission at least three (3) days prior to the meeting at which such action is to be taken. The Commission-recommended amendments shall be presented to the City Council for consideration and approval by Resolution. The amendment of the Rules of Procedure shall take effect immediately following a successful vote of the City Council unless otherwise noted. Commission Establishment and Purpose Each Commission is established by the Blue Springs Municipal Code outlining the members and the purpose for the Commission. Chair and Vice Chair The Land Bank Board of Commissioners shall appoint a Chair, Vice Chair, and Treasurer annually on or about May 1 for a term of one year. No member shall serve more than two consecutive terms as Chair or Vice Chair. The Mayor’s appointment shall be approved by a majority of the City Council. Where both the Chair and Vice Chair are absent from a meeting, the Treasurer shall serve as Presiding Officer for the meeting. Duties of Presiding Officer The Chair or Vice Chair (hereinafter “Presiding Officer”) shall be responsible for the conduct of the meeting. It is their duty to maintain order and decorum. They shall follow the agenda unless a change of order is acceptable to a majority of the Commission. They shall have the responsibility to limit lengthy and repetitive orations but shall allow all interested parties an opportunity to discuss and present their position. The City Attorney or Staff Liaison shall provide the Presiding Officer guidance on parliamentary procedure subject to overrule by the Commission. The Presiding Officer shall sign documents of the Commission. Membership Citizen members of the Commission shall be residents of the City of Blue Springs appointed by the Mayor and approved by a majority of the City Council. Community partner appointments are not required to be residents, but must be a current employee or active member of the agency. Terms of Members The members of the Commission shall be appointed by the Mayor for four (4) year terms, expiring April 30. When a position on the Commission becomes vacant, the person filling that vacancy shall be appointed for the duration of the term. Members are requested to continue serving until 1 a replacement has been appointed. Former employees of the City shall not be considered for an appointment to a Commission until the expiration of two years from their separation from employment. Conduct of Members of the Commission 1. Members of the Commission shall take such time as to prepare themselves for hearings and meetings 2. The regularly scheduled meetings shall be established by the Municipal Code or Commission and posted on the City’s website. Absent extenuating circumstances, a member may be removed from the Commission after missing 20% of meetings in a rolling calendar year. A member of the Commission who shall not be able to attend a scheduled meeting of the Commission shall notify the Staff Liaison at the earliest possible opportunity. City staff shall notify the Chairman in the event that the projected absences shall produce a lack of a quorum. 3. If a Commission member is unable to fulfill their appointed term, a communication shall be sent to the Mayor, with a copy to the staff liaison and copy to the City Clerk resigning from the Commission. 4. At the beginning of each appointment term, members shall execute a letter confirming the details of their appointment, including term and attendance expectations. Support Council/Commission Liaison. If a Council or Commission liaison is appointed to the Commission, the liaison shall update the Commission and participate in meetings at the request of the Presiding Officer. Staff Liaison. A City Administrator shall select an employee to serve as a Staff Liaison to the Commission. The Staff Liaison shall: 1. Select a Recording Secretary to assist the Commission 2. Communicate with the Presiding Officer regarding items for discussion on an upcoming agenda and poll members 3. Prepare all necessary documents for presentation to the Commission 4. Carry out the directives and officially present the Commission’s recommendations to the City Council Recording Secretary. The Staff Liaison shall supply a qualified staff member to be designated as the Recording Secretary to perform all general corresponding and recording secretarial duties for the Commission. The Recording Secretary will: 1. Keep the minutes of the Commission. 2. Prepare and post notices/agenda packets for all meetings as required by the Missouri Sunshine Law 3. Maintain the permanent records of the Commission 4. Perform such other duties as the Commission may require. City Attorney. The City Attorney or their designee shall: 1. Serve as legal counsel to the Commission 2. Prepare memoranda of law as requested by the Commission 3. Review motions and draft documents of the Commission 2  4. Attend meetings of the Commission as requested, and during meetings be available to provide opinion as to law, ordinances or parliamentary procedure, but the final decision as to the matter of parliamentary procedure shall be the responsibility of the Presiding Officer. Meeting Schedule Meetings of the Commission shall be held at the call of the Chair and at such other times as determined by the Staff Liaison. All meetings shall be in person with the exception of a declared State of Emergency suspending the Missouri Sunshine Law. Quorum for Attendance A majority of the entire Commission, excluding vacancies, shall constitute a quorum for its business. All members of the Commission shall attend all meetings. If a quorum is not present, the meeting shall be adjourned. Voting All members, including the Presiding Officer, shall have a vote and shall vote when present except that any member shall automatically disqualify themselves from voting on any decision in which there might be a conflict of interest as defined by the City Charter, Ordinances, and State Statutes. Refer to “Conflicts” in these Rules for additional information. The Presiding Officer shall restate the motion before a vote is taken. The name of the maker and supporter of a motion shall be recorded. Each member shall vote Aye or No; members will not have an option to Pass. All roll call votes shall be taken by the Recording Secretary in random order, except that the Presiding Officer shall vote last. The affirmative vote of a majority of the voting members present and able to vote is necessary to approve a motion. In the event of a tie vote, the motion shall have been defeated. Parliamentary Rules of Procedure The purpose of parliamentary procedure is for the assembly to conduct its businesses in the most efficient way possible while considering the rights of its members. The Commission shall refer to the current edition of Robert’s Rules of Order Newly Revised to answer procedural questions not resolved in these rules, so long as it does not conflict with the Blue Springs Municipal Code or Missouri Law. Open Meetings and Records Policy The Commission shall keep a record of its resolutions, transactions, findings, and determinations. All meetings and meeting records shall be open to the public. Communications among a quorum of the Commission is considered a public record and should be copied to the Land Bank’s repository email: contact@landbankbluesprings.com. More than one communication among a quorum of the Commission is considered a meeting and is in violation of the Missouri Sunshine Law. Getting the Floor Every member desiring to speak shall address the Presiding Officer and upon recognition by the Presiding Officer, shall be confined to the question under debate. 3 Interruptions A member, once recognized, shall not be interrupted when speaking unless to be called to order by the Presiding Officer, or as hereinafter provided. If a member, while speaking, be called to order, the member shall cease speaking until the question of order be determined and if in order, shall be permitted to proceed. Conflicts If a member of the Commission believes they have a conflict and would be unable to vote on an agenda item, the member should consult with the City Attorney to confirm the conflict. Once the conflict is confirmed, the City Attorney would assist in the preparation of a statement to be used by the member to recuse themselves prior to any discussion, public hearing, introduction and vote on the conflicting matter. The member would read the statement regarding the conflict and recuse themselves from the item. The member would leave the Council Chambers prior to the initiation of the matter on the agenda and would remain absent until the final vote on the matter. The recusal may affect the quorum required for the meeting and majority affirmative vote. The Commission does not have an option to abstain from a vote due to a conflict but should recuse prior to the agenda item. If the member of the Commission did not recuse themselves prior to the agenda item and participated in discussion and abstains from voting on the item, the City Attorney would advise the member that abstaining is not an option at that time. If the member continues to abstain or refuses to vote, the Recording Secretary would record the vote as “AYE” and note in the journal that the member refused to vote. If a member of the Commission does not believe they have enough information to make a decision on a matter, they may move to continue the matter to a future meeting requesting staff to provide the needed information. The motion would require a majority vote of the entire Commission to continue. If the motion to continue fails, all members of the Commission must vote either aye or nay. Order of Business and Preparation of Agenda Deadlines for filing for placement on a Commission agenda shall be in accordance with deadlines established by the Staff Liaison. The order of business on the agenda shall be as follows: • Call to Order • Confirmation of a Quorum/Roll Call • Approval of previous meeting Minutes • Presentation of requests agenda items • Other business to be considered at a future meeting • Visitors (if the Commission so chooses) • Adjournment A motion from the floor must be made and passed in order to dispense with any item on the agenda. Where the volume of agenda items may require such action, the Chair may postpone discussion of certain agenda items until sufficient time is available for the members to give proper review to such subjects. If public interest warrants, the Chair may rearrange the order of the agenda. 4 An item not included on a Commission agenda shall not be discussed by the Commission. Direction shall be given to the Staff Liaison to include on a future Commission agenda. Agendas shall be posted on the Notice Board in the lobby of City Hall, and on the City’s website. The agenda shall note at the bottom the date it was posted. The agenda posted on the website shall be published and sent to email addresses requesting to be notified of the Commission agendas. Meeting Shall be Open to the Public All meetings shall be open to the public, except for closed sessions, as provided by the Statutes of the State of Missouri and the Ordinances of the City of Blue Springs. Motions Unless operating under procedures provided by Missouri statute or other legal regulations, all motions shall be open to debate without restriction, shall require a second (except as noted in the Rules), and shall require a simple majority vote of the members present and able to vote for passage. A motion requires that a Commissioner make a motion by stating “I move to…” and another Commissioner seconds the motion. If a motion does not receive a second, the motion will not be considered. A motion must be made and seconded before the Commission can debate the motion. Debate is limited to the motion immediately on the floor. Amending or withdrawing a motion. If a main motion is on the floor and a Commissioner moves to amend that motion, and the motion to amend receives a second, discussion must be limited to the amendment first. If the amendment is not seconded it will not be considered. If the seconder disagrees with the amendment, they may withdraw the second and the amendment must be seconded by another Commissioner. The motion maker may withdraw their motion for lack of a second, or the withdrawal of the second. If the motion to amend is passed, the main motion, as amended, can now be discussed. A sample of commonly used motions are included on Attachment 1. No motion shall violate these Rules of Procedure. It is the Presiding Officer’s duty to rule a motion out of order. Members Leaving Meeting Room During a Meeting With the exception of a member of the Commission recusing themselves and leaving the meeting room due to a conflict, the Presiding Officer and all Commissioners shall remain in their designated places during the meeting unless a recess is called or the member is excused by the Presiding Officer with cause. A vote shall not be taken during a member's absence from their chair. Visitors The Commission may, although not required to do so, allow the public to speak during the Visitors’ section of the agenda. Anyone wishing to address the Commission must complete a Speaker Appearance Form. If the Speaker Appearance Form is completed online, it must be submitted prior to 4:00 on the day of the meeting; otherwise the speaker will need to complete a paper form and submit to the Recording Secretary in the meeting room prior to the start of the meeting. 5 The Presiding Officer may ask speakers to not repeat comments made by others, and to limit their comments to no more than three minutes. The Commission should not engage in discussion with the speaker, but take the matter under advisement for a future meeting. Visitors are not required to be residents of the City, but the Presiding Officer may advise that the Commission may not give the same weight to the testimony as it would a resident. Procedure for Recommendations to City Council If the Commission votes to submit a recommendation to the City Council for consideration, the recommendation shall be documented and submitted to the City Clerk by the Staff Liaison three weeks prior to the Council meeting. The recommendation shall be included with the Council Agenda in the Information section. The Commission may be requested to present the recommendation at a future meeting of the City Council if either the Mayor or two Councilmembers request. Conduct during Meetings Any Commissioner desiring to speak shall be recognized by the Presiding Officer and shall confine their remarks to one subject under consideration or to be considered. Any discussion on issues must be relative to the specific topic at hand to allow adequate time to fully discussed scheduled issues. Cell phone or computer use to text or use social media during meetings should be avoided. Commissioners should avoid discussion or sharing their opinion of matters on social media or outside of public meetings. If emails are received regarding a project outside of the public meeting, information regarding the date of the meeting at which the item will be discussed should be shared. Commissioners should encourage the individual to attend the Commission meeting where the item will be discussed to hear all comments or to address the Commission. The City Attorney will assist in drafting a response for citizens and developers who wish to speak with Commissioners outside of a public meeting. How and When Rules of Procedure May be Suspended These rules may be suspended if the Commission determines such action is necessary in case of an emergency that effects the general well-being, health or welfare of the City of Blue Springs or its citizens. Such consent will be by a 2/3 majority of the Commission present and voting. 6 Attachment 1 - Sample Motions Main Motions. Motions that bring business before the Commission are debatable and amendable and as a general rule need a majority vote to pass. APPROVE – official action to endorse a proposal AUTHORIZE – official approval to empower an action or a person to act on behalf of the Commission in a specific manner DENY – official action to reject a proposal RESCIND/REPEAL – official action to nullify previous action taken by the Commission; requires a two-thirds vote or a majority of the entire membership Privileged motions. Motions that warrant interrupting all other motions, take precedence over other questions and are not debatable. FIX THE TIME TO WHICH TO ADJOURN – sets the time for continuation of the present meeting in order for another meeting to continue business, but does not adjourn the present meeting or set the time for its adjournment; requires a majority vote Example: I move that when this meeting adjourns, it adjourns to meet on (date and time) at (place). ADJOURN – a privileged motion to close a meeting that must be seconded and is not subject to debate; discussion must be halted and a vote taken RECESS – Short interruption which does not close the meeting; motion is not required if recess is included on the agenda CLOSED SESSION – allows for a closed session for those purposes stated in RSMo 610.021; motion must be made in an open session, must be seconded, and is subject to limited debate as to the date and/or time and general purpose Incidental motions. Motions that arise out of another pending question that takes precedence and must be decided before the question is answered or are incidental to a question that should be decided before any other business is taken up. POINT OF ORDER – enables a Commissioner to bring attention to a potential breach of order or to question a procedure or rule; it does not require a second and is not debatable SUSPENSION OF THE RULES – enables the Commission to temporarily set aside its rules, or any specific portion of its rules, in order to proceed to the consideration of a question or matter; it must not extend past the matter acted upon or the meeting, must state the purpose for the suspension and requires a second DIVIDE A QUESTION – enables the Commission to divide a complex question or proposal and to consider the matter by section or paragraph; it must be seconded and is not subject to debate 7 Subsidiary motions. Motions that set aside a motion temporarily and permanently. AMEND – to improve or clarify the intent or substance of a pending motion that must be made while a motion is on the floor. Amendments must be relevant to the question under consideration and shall be acted upon in reverse order. Motions can be amended only to a third degree, that is, one can amend an amendment, but can go no further. ADDITION – addition of specific words or phrases or sentences to perfect the intent or meaning of the pending main motion. SUBSTITUTION – substituting provisions, sections or the entire language of the original motion and providing in lieu thereof new provisions, sections or language; substantially, offering a new motion relevant to the subject of the original main motion properly in possession of the body. REFER – enables any pending question or matter to be referred to a committee, agency or department, or another entity for review, comment and possibly recommendation. POSTPONE – postponing consideration (or further consideration) of a measure to a certain motion and carries a time limit and can be debated as to the merits of postponement. POSTPONE TO A CERTAIN TIME/POSTPONE DEFINITELY – set the date and time when the motion will be acted upon TABLE – temporarily setting aside a pending motion (or series of pending motions) to take care of something else deemed urgent; if the motion laid on the table is not taken from the table by the next regular meeting, the motion dies Pending motion. When a main motion has been made, members can amend it, postpone it, etc. All of the actions that take place while the main motion is pending are subsidiary motions. 8  LAND BANK I acknowledge receipt of a copy of the Rules of Procedure for the Land Bank approved by the City Council on April 18, 2022, which includes the attendance policy for serving as a member of the Land Bank. Tracy White-Baldridge Date Kirk Sampson Date Jennifer Irey Date Brian Bough Date Printed Name Date