The Knox County Board operates under an established set of rules in regards to its operations and procedures. Below is a list of the rules as the currently stand.
Rule #1 – Meeting of the Board
The time of the regular monthly meeting of the Board shall be set at each biennial meeting of the County Board. The Chairman will have the discretion to move a meeting if it falls on a Knox County recognized holiday, or the day after such holiday.
Special meetings may be called as indicated by state statute (55 ILCS 52-1002).
Rule #2 – Rules of Order
The Board, in its deliberations, shall be governed by parliamentary rules as laid down by Roberts Rules of Order Newly Revised, and such other rules as may be provided by the County Board.
A parliamentarian will be appointed to serve at the pleasure of the Chairman at the biennial meeting.
Rule #3 – Presiding Officer
At the biennial meeting, the County Clerk shall be responsible for seeing that a Chairman pro tem is elected to preside over the meeting. The Chairman pro tem will call for nominations for County Board Chairman. The method of voting shall be by voice. The elected Chairman will immediately take over the meeting and elect a Vice-Chairman, to serve in the absence of the Chairman throughout the two-year term.
Rule #4 – Committees
Special committees may be appointed from time to time at the Chairman’s discretion, for a limited purpose and for a defined period of time. In order that all Members share equally in Board responsibilities, a Member shall not be appointed to more than 2 standing Committees, one Ad Hoc Committee, and one Board or Committee assignment outside of the County Board structure if possible.
Rule #5 – Committee Chairman
The Chairman of each standing and special committee, as designated by the Chairman of the Board, is authorized to call together the committee when the business of the County so requires.
Each committee chairman shall appoint a Vice-Chairman to serve in the absence of the chairman.
Each committee of the County Board will report to the Board the actions and proceedings of the committee. This shall be done in writing, to be included in the Board packet, if at all possible, and verbally at the Board’s regular meeting. It is the Committee Chairman, or their designee’s, responsibility to turn in all meeting minutes into the County Clerk in a timely fashion after the meeting.
Reports from outside Committee assignments shall be provided in writing to the County Clerk for inclusion in the Board packet. Board members may ask questions regarding these reports during the prescribed section of the meeting. Brief verbal reports may be presented at the meeting as well.
Rule #6 – Agendas
Each committee chairman shall report matters to be brought before the entire Board to the County Clerk at least five (5) working days before the Board meeting, so they may be placed on the agenda. Any item not included on the agenda sent out by the Clerk can be added at the meeting for discussion only by suspending the rules and adding the item. This action takes a 2/3rds majority vote.
A consent agenda will be used to approve items not creating any liability against the County, or for the expenditure or appropriation of its money. The County Clerk and County Administrator or Board Chairman will be responsible for assigning items to the consent agenda. Any Board member has a right to remove any consent agenda item for individual consideration.
Rule #7 – Public Input
The Board, at its regular and special meetings, will provide a time for public and Knox County employee input prior to taking up the Items for the Chairman. The time afforded will be subject to reasonable constraints as determined by the chairman of the Knox County Board, or whoever is presiding. The time shall not be more than three (3) minutes in length. Members of the public that wish to address the Board shall provide their name and topic of comments on the prescribed register sheet prior to the Board meeting. Speakers will be called upon by the Chair to address the Board. Speakers shall not engage in debate with Board members and shall refrain from disparaging or condemning remarks or from identifying by name any County employee or person in their remarks.
Rule #8 – Methods of Voting
The regular method of voting shall be by voice.
The yeas and nays shall be taken upon any and all propositions to create any liability against the County, or for the expenditure or appropriation of its money, which shall be entered upon the record of the proceedings of the County Board and a concurrence of a majority of all the members of the Board present shall be necessary for the passage of any such propositions.
A roll call vote may be requested on any proposition before the Board at the request of any member of the board. Roll call votes will be made in the following sequence: One person from each district (1-5), with the first person having received the most votes in the last election from district one through district five, until the rotation is completed (three) times, with all members present being counted.
Individual roll call votes shall be taken on each appointment made by the Chairman and requiring the approval of the County Board.
Alternate methods of voting may be adopted for use by the Board if a need is determined.
Rule #9 – Proceedings of the Board
A reasonable number of copies of the minutes shall be prepared by the County Clerk. One copy shall be distributed to each member of the Board, and additional copies shall be furnished and distributed as public demand warrants.
In addition, any necessary materials should be sent in the information packet to Board members at least five days prior to the regular scheduled meeting, to help them discuss and make informed decisions concerning issues and topics that will come before the Board. The County Clerk will provide these materials as appropriate.
Rule #10 – Travel Allowance
The members of the Board shall be allowed the currently prevailing allowance per mile for every mile of necessary travel by automobile in going to and returning from regular Board meetings, special meetings, committee meetings, and any other meeting that is required by an appointment or at the request of the Chairman of the Board.
If reasonable public conveyance is utilized for said necessary travel, the member shall be reimbursed for the cost thereof based on the Travel Policy Resolution of 2001-5.
Receipt for all expenses will be required. No vouchers will be paid without detailed documentation or receipt of the expense. Overnight travel by Board members for County business shall be reimbursable only where approved in advance by the Chairman of the County Board.
Rule #11 – Bills
All bills presented to the County Board shall be listed on the County’s Invoice Presentation Form by each office and department and then referred by the County Clerk to the appropriate Committee for approval of payment. The County Board will review the claims, and allow or disallow payment. The reason will be stated to the County Clerk for disallowing payment, and the claim forwarded to the appropriate department head for clarification. Claims without a receipt or detailed documentation attached will also be returned to the appropriate department head.
Rule #12 – Board Member Claims for Board Work
All claims of the Board members for regular Board meetings, special Board meetings, committee meetings, or meetings attended by appointment of the Chairman, shall be itemized and sworn to and subject in all other respects to bills or claims against the County. All claims must be turned into the County Clerk in a timely manner for payment.
No Board member will be allowed to file more than one claim for service in any calendar day.
Rule #13 – Bill Limitations
Formal bidding procedures shall be followed for amounts exceeding $5,000, except those services that State Statutes consider professional in nature. Purchases of technology based items shall require formal bidding procedures when the purchase will exceed $20,000. Informal bidding procedures are encouraged for professional services and amounts less than $5,000.
Rule #14 – Clerk’s Orders
The Clerk shall issue Clerk’s orders only in cases provided by statute or when the payment in that form is expressly authorized by the Board. Such orders will be countersigned by the County Treasurer.
A resolution authorizing the Clerk and Treasurer to pay necessary bills during vacation of the Board shall be submitted annually by the finance committee for Board approval.
Rule #15 – Committee Authority
When the Board authorizes any payment to be made by the County Clerk’s order upon the recommendation of an authorized Committee, the Clerk shall issue such orders only upon written direction signed by the Chairman of the Committee and as authorized by a majority vote of the Committee.
Rule #16 – Allowance for Polling Places
The supervisor or supervisors of each town and city without an Election Commission shall be a committee to act each in his own town to secure suitable voting places for each election, and to furnish furniture for such voting places provided that when any town or city shall furnish voting booths and necessary furniture of such kind and make provision for and shall also assume the payment of the services of any peace officer required, such town and city shall be entitled to receive from the County the sum of $15.00 for each voting place.
Supervisors will be allowed per diem and mileage for services rendered in such elections.
Rule #17 – County Ordinances
The County Board may from time to time pass ordinances or resolutions in accordance with state statutes. The County Clerk shall maintain a complete and current file of all such ordinances and resolutions and ensure that proper public notice of all newly enacted ordinances shall be given. All ordinances required by law to be published, shall take effect ten (10) days after due publication thereof, and all other ordinances and resolutions shall take effect and be in force from and after their passage, unless otherwise therein provided.
Every ordinance shall receive a first reading and shall remain on file with the County Clerk for public inspection at least two (2) weeks before final passage thereof. The Board may suspend the rules and consider the passage of any ordinance without such reading and filing for inspection, provided that the motion for suspension of the rules receives a 2/3rds vote.
Rule #18 – Amendment of Rules
A resolution changing or enlarging the rules shall require a first reading at a regular Board meeting. The change will require a 2/3rds vote for approval.