Exhibit B

Draft February 12, 2010

TOWNSHIP OF LOWER MERION

POLICY ON
COMMITTEE AGENDAS AND MEETING MANAGEMENT

PURPOSE

To clarify procedures to be followed by members of the Board of Commissioners and

staff in development of Committee agendas and the conduct of meetings, based on the
Board of Commissioners’ Procedural Code and Roberts Rules of Order Newly Revised.

1. Among the powers and duties of the Township Manager is the responsibility to
prepare the agenda for all Committee and related meetings of the Board. The
Township Manager will also attend all meetings of the Board, at which meetings
he shall have the right to participate in discussions, but he shall not have the right
or privilege to vote on any matter. (LMT Code § 5-13 C).

2. For all Committee meetings the agenda will be included in the Township
Manager’s Friday packet to the Board of Commissioners. Committee agendas
will be posted on the Township website on Friday evening whenever feasible.

3. If a member of the Board wants to propose a matter for the Agenda, he/she will
contact the Township Manager prior to Friday, and the Township Manager will
determine if it should be added to the Agenda and/or will discuss its addition with
the Committee Chair and the Board Officers, as necessary.

4. After the Agenda is established, any matters other than those on the Agenda must
be submitted in writing to the Township Manager who will determine if it should
be added to the Agenda and/or will discuss its addition with the Committee Chair
and the Board Officers, as necessary.

5. If a matter is added, a revised Agenda will be prepared and distributed to the

Board and posted to the Township’s website 48 hours in advance of meeting.
(LMT Code § 7-10 B) [The Township Manager can add emergency motions or
correct motions up to 48 hours in advance by providing such changes to Board of
Commissioners and posting to the website. After that, staff will seek the
Committee’s approval at the beginning of a meeting to amend the Agenda. In the
rare case when a new Committee meeting must be added after the 48 hour notice
requirement, the Township Manager will seek the Board’s approval to add the
Committee meeting through a Majority plus one vote.]
 Exhibit B

6. At the meeting, a majority plus one* of those present and voting can amend the
agenda. No matters other than those on the agenda, as amended, shall be acted
upon by the Board unless approved by a majority plus one (Ord. 3435).
Amendment of the agenda shall mean adding business to or deleting business
from the agenda. Such a motion is debatable and amendable. [A Committee
Chair should rule a motion out of order thus requiring a majority plus one to
overrule.]

7. If a Majority + one votes NOT to amend the agenda, there will be no further
action on the item during that meeting.

8. If the Agenda is amended, the matter will be deliberated/debated when the item is
reached on the Agenda.

9. Amendments to motions must be germane. Any amendment proposed must in

some way involve the same question raised by the motion it amends.[Roberts
Rules of Order Newly Revised (RONR)]

10. Motion to close debate immediately and vote on the Motion – (Often stated as
Calling the Question) – Adoption of this motion prevents the further introduction
of secondary motions including to Amend, to Commit/Refer and Postpone to a
Certain Time. However, if any of these secondary motions have already been
made, they must be dealt with prior to voting to end discussion/debate. The
member making the motion to close debate must be recognized by the Chair.
He/she cannot simply call it out. The Chair should rule it out of order if another
member is speaking or seeking recognition to speak. The motion requires a
second and a Majority + one vote to end discussion/debate.

Majority + One

Attending and Majority +

Majority
Voting One**
14 8 9
13 7 8
12 7 8
11 6 7
10 6 7
9 5 6
8 5 6
7 4 5
6 4 5
5 3 4

** The Majority plus one was new language introduced and adopted through Ordinance
3435 in 1996. It replaced 60%, which results in the same numbers.