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RS-17-047 - Committee Membership

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Protocol for council membership on committees

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RS-17-047 - Committee Membership

  1. 1. COUNCIL MEMBERSHIP ON COMMITTEES March 21, 2017DS-17-047
  2. 2. Rules of Protocol  Chapter 10—Creation of Committees, Boards, and Councils  10.1. Council Committees: The Council may, as the need arises, authorize the appointment of regular and “ad hoc” Council committees. Except where otherwise specifically provided by the Charter, the Mayor shall appoint the members of the Council committees, subject to the consent of the Council, with such consent to be given by consensus. Any “ad hoc” committee so created shall cease to exist upon the accomplishment of the special purpose for which it was created or when abolished by a majority vote of the Council. 2
  3. 3. Rules of Protocol  10.2. Citizen Boards, Council, and Committees: The Council may create other Committees, Boards, and Councils to assist in the conduct of the operation of the City government with such duties as the Council may specify, not inconsistent with the City Charter or Code. Memberships and selection of members shall be as provided by the Council, if not specified by the City Charter or Code. Any Committees, Boards, and Councils so created shall cease to exist upon the accomplishment of the special purpose for which it was created, or when abolished by a majority vote of the Council. No committee so appointed shall have powers other than advisory to the Council or to the City Manager, except as otherwise specified by the Charter or Code. 3
  4. 4. Rules of Protocol  10.3. Committee Membership Types: Persons appointed to Committees shall be designated as either Regular Members, Ex Officio Members, or Honorary Members. A Regular Member is a member for all purposes; it is not required that he or she hold a specific office to be qualified for appointment. An Ex Officio Member is appointed to a committee because of a position he or she currently holds. (For example, the P&Z designate would be an Ex Officio Member of the Transportation Committee). An Honorary Member is appointed to a committee because of a position he or she held in the past. (For example, a past Mayor appointed to the Airport Expansion Committee). Regular Members and Ex Officio Members count towards a quorum and have voting privileges, while Honorary Members do not. 4
  5. 5. Code of Ordinances  Sec. 2-118.- Declaration of position vacancy due to excessive absence  (a) Persons appointed to city boards, commissions or committees can be effective members only if they attend the groups' meetings regularly. In case of excessive absences, a board, commission, or committee member can be removed from office. Missing three (3) consecutive meetings or more than twenty-five (25) percent of the meetings in a twelve-month period where the board, commission, or committee meets more than four (4) times per year shall constitute excessive absences. "Missing a meeting" shall be construed to include stating to a city staff member or other person seeking information about the member's availability for a regularly scheduled meeting that the member will not be available to attend such meeting. This provision shall apply even if such meeting is subsequently canceled or postponed due to lack of a quorum. "Missing a meeting" shall not be construed to include an excused absence 5
  6. 6. Code of Ordinances  (b) The procedure for removal of a member is as follows: Immediately after a member has missed three (3) consecutive meetings or more than twenty-five (25) percent of the meetings in a twelve-month period where the board, commission, or committee meets more than four (4) times per year and the absences are not determined to be excused by the president or chair, the secretary of the board, commission, or committee shall notify the president or chair in writing. The president or chair shall notify the city manager's office with recommendations in writing within five (5) days of receiving notification. The city manager shall place the matter on the agenda for the next regularly scheduled council meeting. At that meeting, the council may declare the position vacant. If a vacancy is declared, the council shall then appoint someone to fill the vacancy as soon as sufficient time has passed to receive applications for the position. If there are applications from qualified candidates already on file, the council may appoint a new member to fill the vacancy during the same meeting. 6
  7. 7. Code of Ordinances  (c) In this section, the term "board, commission or committee member" also includes the mayor and councilmembers appointed to boards and commissions, and citizens appointed to council committees, including alternates, but it does not include those members who do not have voting rights and do not count towards a quorum. 7

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