2025 06-03 Police Merit Board Meeting Minutes

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JUNE 03, 2025 5 I. REGULAR MEETING The Police Merit Board met at 11:30 a.m. on Tuesday, June 3, 2025 with Board President Dan Jones, Vice President Pam Claeys, Secretary Brantley Taylor and Board Members Gene Eyster, and Ray Owens present. Also, Assistant City Attorney Adam Taylor, Assistant City Attorney Kylie Connell and Board Clerk Theresa Heffner were present. The meeting was held in the Comstat Room at the South Bend Police Department, 701 W. Sample St., South Bend, Indiana and virtually via Microsoft Teams at the following link: https://tinyurl.com/PoliceMerit6325 A. ROLL CALL OF MEMBERS President Dan Jones confirmed the presence of board members President Dan Jones, Vice President Pam Claeys, Secretary Brantley Taylor, and Board Members Ray Owens and Gene Eyster. B. APPROVE MINUTES OF PREVIOUS MEETING Pam noted a revision under H. where the word changed was missing. Clerk Theresa Heffner noted the change. Upon a motion made by Pam Claeys seconded by Ray Owens, and carried by roll call, the amended minutes for the Regular Meeting of the Board held on May 2, 2025 were approved. C. APPROVE ELECTRONIC MEETING RESOLUTION Attorney Taylor briefly discussed the resolution and noted that it is a pretty standard resolution that other boards and commissions use for the city. Upon a motion made by Gene Eyster, seconded by Pam Claeys, and carried by roll call, the electronic meeting resolution was approved. D. APPROVE BYLAWS Attorney Taylor explained that the draft bylaws, which were created in collaboration with the Police Department's attorney, Kylie Connell, cover membership, officers, meetings, quorum, official actions, rules, procedures, hearings, and confidentiality. He noted that the bylaws come from things specified in either the statute or in the local ordinance. He added that structure of the meetings follows the standard Robert’s Rules of Order. As to the meetings, there is not requirement that they be monthly. What is specified in Article 4.1 is that meeting be at least quarterly and as often as monthly. In Article 4.4, with regard to quorum, the board itself is dictating how quorum is defined. In Section 5.1 a majority of the members of the board, that’s normal for Robert’s Rules of Order. IN Section 5.2 official action, majority vote of all members present, and sometimes that does vary based on organization order or commission. Gene Eyster asked if being present meant in person or online. Attorney Taylor stated that the intent is not necessarily members present in person, but members attending and that language could be changed. Some Commissions have a requirement. The Redevelopment Commission, for instance, requires a majority vote of all members, whether present or not.