Current through Register Vol. XLI, No. 50, December 13, 2024
Section 80-1-3 - Meetings3.1. Meetings shall be held at least twice yearly or more frequently as needed, upon the written notice of the chairman, mailed to each member, first-class postage prepaid, at least fifteen (15) days prior to any proposed meeting. Meetings may also be called under the same conditions of written notice, signed by at least four (4) members of the Commission. All meetings shall be held in the conference room of the Department of Public Safety Headquarters Building, 725 Jefferson Road, South Charleston, West Virginia 25309, or at any other place within the state designated by the chairman of the Commission in his notice of meeting or in response to a notice of meeting issued by at least four (4) members.3.2. Business Address. -- The business address and legal residence of the Commission shall be: West Virginia Commission on Drunk Driving Prevention, 725 Jefferson Road, South Charleston, West Virginia 25309.All correspondence, process and notice shall be sent to this address.
3.3. Minutes. -- The chairman shall cause to be recorded and transcribed accurate minutes of each meeting of the Commission. Such minutes shall contain, but not be limited to:(a) The approval of the minutes of the previous meeting.(b) A listing of members present.(c) The substance of all motions and the name of the movant.(d) The vote count on all motions.(e) Any written reports filed on pending grant applications as well as the application itself if it is the subject of debate, motion or vote during said meeting.(f) The names and addresses of any nonmembers appearing before the Commission and the substance of their appearance.(g) All votes or other action of the Commission concerning the handling, disbursing or disposal of the funds of the Commission.(h) Such other matters as the Commission may wish to preserve on the record.The minutes may be taken down in longhand, shorthand or recorded electronically, by any person designated by the chairman. The chairman shall make copies of such minutes available to members of the Commission at their request.
3.4. Rules of order. -- The meetings of the Commission shall be conducted according to the current edition of Robert's Rules of Order, but no technical rule shall be used to thwart the intent of a majority of the Commission in any instance.