Protocol for council membership on committees

1. COUNCIL
MEMBERSHIP
ON COMMITTEES
March 21, 2017DS-17-047

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.
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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.
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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.
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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
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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.
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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.
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