§ 4.04.010. Committees and commissions procedures, composition and reporting.

The following procedures apply to all committees and commissions:

(A)

Robert's Rules of Order Revised shall be used as a guide in the conduct of Committee and Commission meetings. These rules of order may be relaxed at the discretion of the presiding officer to simplify and clarify matters before the body. Robert's Rules of Order Revised for small boards applies to any group with fewer than 12 members.

(B)

All committees shall keep minutes and/or shall record the proceedings of their meetings. A report shall be presented to the City Council during the committee report section of the Council agenda by the appointed Council Liaison. The committee chair or their designate shall be responsible for providing a written record to the City Recorder within one week of the meeting. The record should contain the following, at a minimum:

(1)

Date, time, location and name of group meeting;

(2)

The name of those present;

(3)

Any motions made and seconded;

(4)

Results of votes (who made the motion and the vote total);

(5)

Issues that need to be forwarded to the City Council;

(6)

The date, time and location of the next meeting;

(7)

The substance of any discussion on any matter; and

(8)

Subject to ORS 192.410 through 192.505, relating to public records, a reference to any document discussed at the meeting.

(C)

Unless otherwise indicated in the appropriate Code section, the following applies to all committees and commissions:

(1)

The members of a committee or commission shall not at any time receive compensation for their service.

(2)

The term of office for a committee member shall be for four years. Terms shall begin in January and end in December unless otherwise required to fill a vacancy.

(3)

The Council Liaison shall serve for a one-year term as appointed by the Mayor each January. The Council Liaison will be a non-voting member.

(4)

Should any member resign or be removed from office as provided in this chapter, a replacement member shall be appointed by the Mayor, to fill the unexpired term of the replaced or resigned member.

(5)

A quorum for the conduct of business shall consist of a simple majority of the voting members, unless otherwise indicated.

(6)

The Committee shall select from among its members a Chairperson, Vice-Chairperson and a Secretary who shall serve at the pleasure of the Committee. The Council Liaison shall not hold any office of this committee or commission.

(7)

A committee or commission that has been inactive for a period of time may need to reappoint members upon their reactivation. At such time, the terms may be staggered at the discretion of the Mayor to ensure that not all members' terms expire at the same time.

(8)

The City Administrator may recommend to the Mayor the reactivation of a committee or commission.

(Code 1981, §§ 2.36.070, 2.36.220; Ord. No. 392, 4-6-1993; Ord. No. 502, 8-1-2000; Ord. No. 557, 2-21-2006; Ord. No. 564, 7-18-2006; Ord. No. 568, 3-20-2007; Ord. No. 592, 3-3-2009; Ord. No. 606, 7-6-2010; Ord. No. 608, 10-5-2010; Ord. No. O2016-004, § 1, 2-2-2016)