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FPD-5.02 - Board Procedures

BOARD PROCEDURES

Administrative Rule Adopted by the FPD&R Board Pursuant to Rule-Making Authority

ARB-FPD-5.02


 

5.2.01 - REGULAR AND SPECIAL MEETINGS

 

Regular meetings of the Board are normally held on the fourth Tuesday of every month and commence at 1:00 pm. Unless otherwise stated, all meetings will be in the City of Portland Council Chambers. Special meetings may be called by the Chairperson, or by three or more members of the Board. All meetings are governed by the provisions of ORS 192.610 to 192.690 in effect at the time of the meeting. Except when in executive session pursuant to ORS 192.660, all meetings of the Board are open to the public. All meetings shall be recorded electronically or by a court reporter.

 

5.2.02 - AGENDA

 

(A)  Notice of the date and time of meetings shall be included in the agenda prepared by the Director. The place where the meeting will be held shall also appear if the meeting is to be held somewhere other than the City of Portland Council Chambers.

 

(B)  All business of the Board shall be transacted at regular or special meetings. Except in the case of an actual emergency, no matter will be considered by the Board unless it is included on a Board agenda. To be included on a Board agenda, a request for inclusion on the agenda must be received by the Fund Director not less than 7 calendar days before the date of the meeting.

 

5.2.03 - CONDUCT OF MEETINGS

 

(A)  The Chairperson or Chairperson Pro Tempore shall preside over all meetings unless the Chairperson or Chairperson Pro Tempore directs otherwise. In the absence of the Chairperson or Chairperson Pro Tempore, the presiding officer of any Board meeting shall be a trustee chosen by a majority of the Board of Trustees. In the event that a meeting is being chaired by someone other than the Chairperson or Chairperson Pro Tempore, such presiding officer shall retain his or her right to vote and to participate in discussion of matters before the Board.

 

(B)  Roberts' "Rules of Order", current edition, shall be controlling in governing Board procedure in the absence of any direction appearing in these rules.

 

5.2.04 - ELECTION OF TRUSTEES

 

(A)  One Active Member of the Bureau of Fire, Rescue and Emergency Services and One Active Member of the Bureau of Police shall be elected to the Board by the Active Members of their respective Bureau. Elections will be held in the year of the respective Trustees’ expiring term.

 

(B)  Two citizens of the City of Portland who are not active or past members of the Fire and Police Disability and Retirement Fund and who have not been employed as a City of Portland firefighter or police officer shall be appointed to the Board. The citizen shall be nominated by the Mayor and approved by the Council. Council-appointed citizen-trustee and elected trustees-appointed citizen-trustee shall be appointed by January 1.

 

(C)  Elected members of the Board shall have a three-year term of office. Any citizen-trustees who misses four or more meetings in the fiscal year may be removed by the Board unless the Board determines there was good cause for the absences.

 

(D)  Regular elections, to fill expired terms on the Board of Trustees, shall be conducted as follows:

 

(1)  Elections shall be held annually during the month of December. Balloting will be held within the first three business days of December.

 

(2)  Notice of elections shall be given in writing and posted in each fire station and police building on or before the first Monday in November.

 

(3)  Any Active Member may nominate himself or herself by filing such nomination in writing with the Secretary on or before the second Monday in November.

 

(4)  Notice of nominations shall be given in writing and by posting in each fire station and police building on or before the third Monday in November. If only one Active Member is nominated in any election, the election shall not be held. The Director shall determine and certify to the Board that the nominee was unopposed. The nominee so certified shall be declared elected in accordance with the procedures set out in this section of the rules.

 

(5)  The Director shall prepare printed ballots, listing the nominees in the order in which they file. The required number of ballots shall be forwarded to the Chief of the Bureau of Fire, Rescue and Emergency Services.

 

(6)  The Director shall mail individual ballots to Active Members of the Bureau of Police along with a self-addressed, stamped, return envelope. These ballots will be mailed to Active Members on the third Friday of November and must be postmarked as return mail on or before the 3rd day of December.

 

(7)  The Chief of the Bureau of Fire, Rescue and Emergency Services shall designate a custodian, for each ballot box, who shall supervise the voting by secret ballot.

 

(8)  The Director shall provide to the Chief of the Bureau of Fire, Rescue and Emergency Services a typewritten list of those eligible to vote. It shall be the duty of each custodian to check off each voter's name, after his or her ballot has been cast.

 

(9)  A ballot box shall be circulated in each fire station by the designated custodian or custodians.

 

(10)  Balloting by Active Members of the Bureau of Fire, Rescue and Emergency Services shall be allowed for a period of time necessary to cover all shifts but not to exceed 72 hours. At the end of such period, the custodians shall seal and forward the ballots to the Director.

 

(11)  An abstract of votes cast by the Active Members of each Bureau, signed by the Director, together with the tally sheets, signed by the Director, shall be forwarded to the Board of Trustees for its next regular meeting.

 

(12)  In the event no candidate receives a majority of the votes cast (equivalent to 50 percent plus 1 vote), a runoff election shall be held between the two candidates receiving the most votes. The Director shall, within three (3) days of the initial vote count, announce to the Members of the respective Bureau that a runoff election is needed.

 

(13)  In the event of a runoff election, ballots will be distributed within five (5) days of the determination of the need for a runoff election. The runoff election shall be held for three days during the last week of December. The counting of the ballots will be conducted in the same manner as regular elections and will be scheduled on or before the last working day of December.

 

(14)  At the first regular meeting of the Board following the election, the names of the nominees and votes received shall be entered in the minutes. The nominees, from each Bureau, receiving the highest number of votes cast shall be declared elected. No contest of any election shall be had after said declaration. Tie votes shall be decided by the drawing of lots, under the Director’s supervision.

 

(E)  Any Board member who ceases to be an Active Member may complete the remainder of his or her term. Notwithstanding the previous sentence, a Board member who is        discharged for cause shall cease to be a member of the Board on the effective date of his or her discharge.

 

(F)  Special elections, for unexpired terms, shall be held within 30 days after a vacancy occurs and such elections shall be conducted in the same manner as regular elections.

 

5.2.05 - POWERS OF THE BOARD

 

(A)  The Board shall not decide applications for disability benefits provided by this Chapter.

 

(B)  The Board of Trustees is authorized and empowered to require the production and examination of papers and documents for the purpose of rulemaking and   consideration by a hearings officer or appellate panel.

 

(C)  The Board is authorized and empowered to administer oaths, subpoena and examine witnesses.

 

(D)  The Board shall retain one or more independent hearings officers who shall be members of the Oregon State Bar, have relevant disability training and experience, and who shall not be a Member or beneficiary of a Member. Such hearings officers shall conduct hearings and decide applications for benefits consistent with Chapter 5 of the City Charter, and in section 5.6.03 of these rules.

 

(E)  The Board shall establish rules of evidence and procedure for the conduct of hearings.

 

(F)  The Board shall establish an independent panel to consider appeals from the hearing officer’s decisions. One panel member shall be appointed for an initial one year term and then every three years thereafter; the second panel member shall be appointed for an initial two year term and every three years thereafter and the third panel member shall be appointed for an initial three year term and every three years thereafter. Panel members shall be members of the Oregon State Bar, shall have relevant disability training and experience, and shall not be a Member or beneficiary of a Member. Panel members may be removed by the Board for cause.

 

(G)  The Board shall pay from the Fund the reasonable expenses of vocational rehabilitation of disabled Members established in a vocational rehabilitation plan approved by the Fund Administrator to reduce disability benefits. The Board may, but has no obligation to, pay other financial incentives that demonstrate a reduction in disability costs.

 

(H)  The Board may pay its administrative expenses from the Fund and may borrow from the General Fund. The Board may purchase bonds or insurance covering any act or failure to act.

 

(I)  The Board of Trustees may in these rules require applicants for benefits from the Fund and persons receiving benefits from the Fund to submit to and undergo mental and physical examinations by one or more licensed physicians or psychologists designated by the Fund Administrator for that purpose.

 

(J)  The Board of Trustees may delegate these authorities to the Fund Administrator.

 

(K)  The Board shall give the Fund Administrator the authority to settle and discharge all or part of the Fund’s future obligations to any Member or Member’s eligible beneficiaries for disability, retirement or death benefits as to any and all claims or entitlements to disability, retirement or death benefits as part of a settlement. The maximum settlement authority given to the Fund Administrator is $35,000 without the approval of the Board of Trustees. Any amount exceeding the maximum settlement authority shall require approval of the Board. The Board will only consider requests made by the Fund Administrator.

 

5.2.06 - DUTIES OF BOARD OF TRUSTEES

 

(A)  The Board of Trustees shall provide enforcement of these Administrative Rules. Such enforcement may include actions up to and including forfeiture of any benefit payment or by denial of any claim, if the Member fails to comply with these rules and regulations.

 

(B)  The Board of Trustees may provide in these rules for suspension or reduction of any disability benefit if the Member does not cooperate in treatment of the disability or in vocational rehabilitation or does not pursue other employment.

 

(C)  The Board of Trustees may provide in these rules for the designation of one or more licensed physicians or psychologists to act at any time with the physicians appointed by the City Personnel Director in the mental and physical examinations of applicants for membership in the Bureau of Fire or Bureau of Police.

 

(D)  The Board of Trustees may delegate these authorities to the Fund Administrator.

 

5.2.07 - TRAVEL POLICY

 

It is the desire and intention of the Board to ensure that all Trustees receive educational opportunities afforded by attendance at conferences and seminars relevant to their duties on the Board.

 

Trustees shall be reimbursed for expenses related to the conference or seminar attendance based on the City ofPortland’s Rules for Travel, Miscellaneous Expenses and Receipt of Related Benefits. The Board shall file an Addendum to use the per diem method for meal reimbursement.

 

Trustees are authorized to attend up to two conferences per fiscal year as long as the total number of conferences attended by the trustees does not exceed 6. Trustees will coordinate with other Trustees and the Director to stay within the number of limited spots for each fiscal year. Prior to registering, Trustees shall notify the Director who will coordinate travel and assure that the budgeted total travel allocation is not exceeded. Trustee’s attendance at more than two each or total of 6 conferences in a fiscal year requires pre-approval by the Board of Trustees.

 

5.2.08 - BOARD COMMUNICATIONS WITH FPDR ADMINISTRATION

 

The Director will serve as the primary contact to the Board of Trustees on any issue concerning this program.

 


HISTORY

 

Adopted November 12, 1991.

Effective February 1, 1992.

Revision filed in PPD December 28, 2005.

As Amended by: Resolution No. 287 on August 8, 1995, Resolution No. 288 on September 12, 1995, Resolution No. 298 on October 14, 1997, Resolution No. 320 on December 14, 1999, Resolution No. 323 on April 11, 2000, Resolution No.332 on April 17, 2001, Resolution No. 335 on August 14, 2001, Resolution No. 338 on December 11, 2001, Resolution No. 340 on January 15, 2002, Resolution No. 345 on April 9, 2002, Resolution No. 349 on August 13, 2002, Resolution No. 350 on August 13, 2002, Resolution No. 351 on September 10, 2002, Resolution No. 352 on October 8, 2002, Resolution No. 365 on August 12, 2003, Resolution No. 372 on February 10, 2004, Resolution No. 381 on August 10, 2004, Resolution Nos. 388, 389 and 390 on June 14, 2005, Resolution No. 392 on November 8, 2005, Resolution No. 393 on December 13, 2005, Resolution No. 405 on May 9, 2006, Resolution No. 419 on March 13, 2007, and Resolution No. 423 and Resolution No. 425 on November 27, 2007.

Amended by the Director of the Bureau of Fire and Police Disability and Retirement on March 18, 2010.

As Amended by: Resolution No. 472 on November 27, 2012.