20210825-002b: Refresher on Boards & Commissions Rules — original pdf

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Refresher on Boards & Commissions rules Attendance requirements What constitutes an excused absence? • Injury or illness of a member • Illness or injury to an immediate family member • Active military service • Birth/adoption of a child (for up to 90s days after) • Must be reported in advance of the next meeting Late/partial attendance • Notify liaison in advance if you will be late or need to recuse on an item • Must be present for ¾ of the meeting & not cause the commission to break quorum on any action items • New rules require remote participants to be visible & have 2-way communication the entire meeting. Any technical issues/visibility issues may result in an unexcused absence. Meeting cancellations • If a meeting is cancelled due to lack of a quorum, unexcused absences are still counted. • A cancellation notice will be posted including: • Members that planned to attend • Absent members Attendance violations • Unexcused absences for three consecutive meetings • Missing 1/3 (seven) of all regular meetings in a 12- month timeframe • Violations are reported to the Clerk’s Office • BC Coordinator notifies the nominating Council Member of their options: • Provide an attendance waiver; or • An automatic vacancy occurs that requires a new appointment. Citizen Communication • Residents may sign up to speak on general items for three minutes discussion. • General citizen communication is not posted for • Members may ask clarifying questions only • May ask staff to report back Citizen Communication • Residents may sign up to speak on all agenda items except for Staff Briefings. • No public testimony can be made after the public hearing is closed. • Example: hearing” • Member 1: “Chair, I move to close the public • Member 2: “Second” • Chair: “All in favor, say aye (or raise your hand)” New business – Future Agenda Items • Members may include an item if: • Sponsorship is received from two or more members • Outside of a meeting, members may also request the Chair to include an item on a future agenda • Approval is at the Chair’s discretion • Copy Kaela on all requests • Will be placed on next available agenda Things to know • The City Code prohibits boards and commissions from meeting in closed session unless they have received prior approval from the city attorney. Things to know • The Environmental Officer of the Watershed Protection Department is an Ex-Officio member of the Environmental Commission. • Serves as a technical advisor to the commission Committees v. Working Groups Committees Working Groups • Permanent bodies • Meet quarterly • Present annual report to full commission • Comply with TOMA (post agendas 72 hrs in advance, record meetings, a quorum must be present) • Only commission members may be appointed (3-5) • Long term matters • Dissolves/is formed by amending Bylaws & must be approved by full commission & the Council Audit & Finance Committee • Temporary bodies • No meeting requirements • Cannot make final decisions – must report back to commission for action • Does not comply with TOMA • Less than a quorum can attend (2-5) • Automatically dissolves after it reports recommendations to commission • Assigned specific, short-term assignments