No preview available
Resolution No. 2022-58 | Amending Boards, Committees, and Commissions Attendance Policy | Adopted 08/01/2022 RESOLUTION 2022-58 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY AMENDING A POLICY GOVERNING BOARD, COMMISSION AND COMMITTEE ATTENDANCE, AS PREVIOUSLY ADOPTED BY RESOLUTION NO. 2018-41 WHEREAS, the City’s Boards, Commissions and Committees are established in order to provide advice and recommendations to the City Council and City Administrator and play an important role of providing broad representation of ideas into the processes of the City; and WHEREAS, the City Council of the City of Gilroy wishes to establish attendance standards for these Boards, Commissions and Committees and to create a systematic procedure for reporting absences which applies to all members who are appointed by the City Council or City Administrator; and WHEREAS, the City Council of the City of Gilroy adopted Resolution 2018-41 that approved a policy governing Board, Commission, and Committee attendance; and WHEREAS, the City Council wish to amend the attendance policy for these Boards, Commissions, and Committees. NOW, THEREFORE, BE IT RESOLVED THAT 1. Resolution No. 2018-41 be rescinded in its entirety. 2. The City Council of the City of Gilroy adopts the attached policy governing Board, Commission and Committee attendance, which is incorporated by this reference. PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular meeting duly held on the 1st day of August, 2022 by the following roll call vote: AYES: COUNCIL MEMBERS: BRACCO, HILTON, LEROE-MUÑOZ, MARQUES, TOVAR, BLANKLEY NOES: COUNCIL MEMBERS: ARMENDARIZ ABSTAIN: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: NONE APPROVED: Marie Blankley, Mayor ATTEST: _______________________ Thai Nam Pham, City Clerk DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB City of Gilroy Policy Governing Board, Commission and Committee Attendance BACKGROUND The City of Gilroy’s Boards, Commissions and Committees are established in order to provide advice and recommendations to the City Council and City Administrator, and in the context of quasi-judicial Boards and Commissions such as the Planning Commission and Building Board of Appeals, to make independent decisions and take administrative actions. The Boards, Commissions and Committees of the City play an important role of providing broad representation of ideas into the processes of the City. The City Charter provides that, in additional to those Boards and Commissions established by the City Charter, the Council may create by ordinance such advisory boards and commissions as in its judgment are required, and may grant them such powers and duties as are consistent with the provisions of the City Charter. In addition, the Charter allows the Council by motion or the City Administrator with Council consent to appoint temporary committees to render counsel and advice. The City Charter describes that if a member absents themself from three consecutive regular meetings without permission of such board or commission expressed in its official minutes, their office shall become vacant. PURPOSE AND APPLICATION In addition to the Charter provision described above, this policy establishes attendance standards for these Boards, Commissions and Committees for regular meetings and creates a systematic procedure for reporting absences which applies to all Boards, Commissions and Committees of the City whose members are app ointed by the City Council or City Administrator. SECTIONS I. Definitions II. Absences III. Reporting Absences IV. Removal SECTION I. DEFINITIONS For the purposes of this Policy, the following definitions apply: Body – City Boards, Commissions and Committees (including City-created task forces). Member – An individual who has been appointed by the City Council or City Administrator to a Body. DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB Absence – The failure of a Member to attend a scheduled meeting. Regular Meeting – A routinely scheduled meeting of the body. Staff Liaison – The City staff member responsible for the coordination of meetings of the Body and facilitation of communications with the Members thereof. SECTION II. ABSENCES Each Member of a Body is expected to attend every Regular and special Meeting of the Body. Any Member who is absent in a calendar year for more than 33% of the total Regular Meetings scheduled to be held in that calendar year will be subject to potential termination of membership from the Body, upon action of the City Council. Where applying a 33% calculation creates other than a whole number, normal number rounding to the nearest whole number will be used. SECTION III. REPORTING ABSENCES Absences are to be reported through the Staff Liaison to the Body. Such reporting shall be made by email, in person, or by phone, and shall be made no less than 72 hours before a meeting if possible. SECTION IV. REMOVAL If a Member exceeds the number of allowed absences described in this policy, the City Administrator shall report this fact to the City Council, which may decide in its discretion that such absences warrant a declaration that the Member’s office shall become vacant. DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB CERTIFICATE OF THE CLERK I, THAI NAM PHAM, City Clerk of the City of Gilroy, do hereby certify that the attached Resolution No. 2022-58 is an original resolution, or true and correct copy of a city Resolution, duly adopted by the Council of the City of Gilroy at a Regular Meeting of said held on Council held Monday, August 1, 2022, at which meeting a quorum was present. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this Monday, August 1, 2022. ____________________________________ Thai Nam Pham, CMC, CPMC City Clerk of the City of Gilroy (Seal) DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB