Resolution 2018-41I
RESOLUTION 2018 -41
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GILROY ADOPTING A POLICY GOVERNING
BOARD, COMMISSION AND COMMITTEE
ATTENDANCE
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.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Gilroy does hereby approve the attached policy governing Board, Commission and
Committee attendance.
PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular
meeting duly held on the 17th day of September, 2018 by the following roll call vote:
AYES: COUNCILMEMBERS: BLANKLEY, BRACCO,
HARNEY, LEROE- MUNOZ, TOVAR, TUCKER and
VELASCO
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
APPR
Roland Velasco, Mayor
ATTE T•
S awna Freels, Ci lerk
RESOLUTION 2018 -41
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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, or 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 or 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. 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
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 appointed by the City Council or City Administrator.
SECTIONS
I. Definitions
II. Absences
III. Reporting Absences
IV. Removal
SECTION 1. DEFINITIONS
For the purposes of this Policy, the following definitions are in effect throughout:
Body — City Boards, Commissions and Committees and City- created task forces.
Member — An individual who has been appointed by the City Council or City
Administrator to a Body.
RESOLUTION 2018 -41
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Excused Absences: An absence that is reported to the staff liaison of the Body
no less than 72 hours before the regular meeting. Any other absence shall not be
deemed an excused absence.
Emergency Absences: An absence caused by a sudden emergency, including,
but not limited to, the illness, hospitalization or accident of the member, the
member's parent, spouse or domestic partner, or dependent.
Regular meetings — A routine 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.
SECTION II. ABSENCES
Allowed Absences
Each member of a Body shall be allowed two excused absences, and one
emergency absence from regular meetings per calendar year.
Unexcused Absences
Any absence from a regular meeting in excess of the two excused absences and
one emergency absence in a calendar year shall be deemed unexcused. A
member with an unexcused absence shall be removed from their seat.
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 regular meeting for an excused absence. Emergency
absences shall be reported to the staff liaison as soon as practicable.
IV. REMOVAL
If a member exceeds the number of allowed absences described in this policy,
his or her office shall become vacant and shall be so declared by the Council
RESOLUTION 2018 -41
I, SHAWNA FREELS, City Clerk of the City of Gilroy, do hereby certify that the
attached Resolution No. 2018 -41 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
Council held on the 17th day of September, 2018, 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 19th ay of ep ember, 2018.
'Sha 'a ]Preels, MMC
City Clerk of the City of Gilroy
(Seal)