2.04.100 Citizen boards, commissions and lay committees.
Unless otherwise provided by statute, ordinance or resolution, the following shall be the procedure for the creation of and appointments to all city boards, commissions, and lay committees:
(1) Creation and Dissolution. At any time, the council may by ordinance or resolution establish any city board, commission or lay committee deemed necessary and in the best interests of the city.
(a) All boards, commissions and lay committees shall have a chairperson and secretary, who may be either appointed by the mayor, or by a majority vote of the members of the committee in the absence of such an appointment.
(b) Unless otherwise provided, all city boards, commissions, and lay committees so created shall sunset at the end of their mission, but in all events shall be reviewed at the end of a period three years from the date of initial creation, and at the end of each subsequent three-year period after reauthorization, and at such time shall either reauthorized or dissolved.
(2) Qualifications. All appointees to city boards, commissions, and lay committees shall be registered electors, and shall have resided in the city for a period of one year.
(3) Term. The term of all appointments shall be for three years. Appointments should generally be renewed for no more than two terms in an effort to provide equal opportunity for all interested community members to serve on the city’s boards, commissions, and lay committees.
(4) Limitation. No appointee may serve on more than two city boards, commissions, or lay committees at any one time.
(5) Exceptions to Subsections (3) and (4) of This Section. In the event there are not enough qualified persons to fill the positions on city boards, commissions, and lay committees, a majority of the council may allow for persons to serve on a board, commission, or lay committee for more than two terms, and may further allow a person to serve on more than two city boards, commissions, or lay committees at any one time.
(6) Vacancies. Any qualified citizen may submit a letter of interest for any open position on a city board, commission, or lay committee. Vacancies shall be advertised in the local media, and applications shall be accepted in accordance with the procedures developed for the specific vacancy being advertised.
(7) Nomination and Confirmation. Nominations for positions on city boards, commissions, and lay committees may be made by the mayor, or by any two councilors, and shall be subject to confirmation by the council. Such nominations shall be in writing and shall be submitted for consideration at least two weeks prior to the scheduled date for confirmation. Confirmation shall require a majority vote.
(8) Notification of Expiration of Terms. The city recorder shall give written notice to the council of the expiration of the term of office of all members of city boards, commissions, and lay committee at least 30 days prior to the expiration date of any appointee’s term of office.
(9) Removal. All members of city boards, commissions, and lay committees serve at the pleasure of the council, and may be removed at any time, for any reason whatsoever, upon motion and vote by a majority of the council.
(10) Meetings. Board, commission, and lay committee meetings may be called by the chairperson, or by any two members.
(11) Quorum. A majority of the members of a board, commission, or lay committee shall constitute a quorum to do business.
(12) Public Meetings Law. All meetings of a board, commission or lay committee shall be subject to and comply with the Oregon Public Meetings Law.
(13) Council Liaison to Boards, Commissions, and Lay Committees.
(a) The mayor shall appoint a council member and an alternate to act as liaison to boards, commissions, and lay committees.
(i) Council members interested in a particular subject area should inform the mayor of their interest.
(ii) The mayor should take the expression of interest and/or a councilor member’s preference into account when making appointment decisions when possible.
(b) Liaison appointments are made on an annual basis.
(c) Council liaisons should make every effort to attend all meetings of the boards, commissions, and lay committees to which they have been appointed.
(i) In the event a council liaison is unable to attend a meeting of the board, commission or lay committee, the liaison will either contact the alternate to act as the liaison for the meeting or ask the mayor to find a substitute.
(ii) If a liaison fails to attend more than three consecutive meetings of the same board, commission, or lay committee, they may be replaced by the mayor.
(d) When serving as a liaison to a city board, commission or lay committee, council members will:
(i) Not attempt to lobby or influence the board, commission or lay committee on any item under its consideration. It is important for the advisory body to make objective recommendations to the council on items before them. Council members that attempt to influence board, commission or lay committee members on an item may prejudice or hinder their role in reviewing the recommendations as a member of the council.
(ii) Limit their role to explaining the council’s position or expectation of the board, commission, or lay committee.
(iii) Not vote at the board, commission, or lay committee’s meeting on any item. (Ord. 2052 § 1, 2021)