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 Resolution No. 2018-41 be rescinded in its entirety.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
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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, 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.
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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.
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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)
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