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Home My WebLink About35 - NB-1 - Attachment 2 - 7/20/2021ATTACHMENT 2 CITY OF COSTA MESA, COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/1 /99 CITY COUNCIL APPOINTED 1 of 3 COMMISSIONS, ADVISORY REV: 10/18/11 COMMITTEES AND BOARDS 7/20/21 The last revision to this Policy occurred in October, 2011. Since that time, City Council adopted ordinances substantively changing the makeup of and selection of Planning and Parks, Arts & Community Services Commissioners. Council Policy 000-2 therefore covers only the City's appointed committees and boards, except as otherwise provided by ordinance or herein. To provide clear and cohesive policies which assist appointed commissions, committee and board members in performing their duties, and procedures for new standing and ad hoc committee formation. 1. Bring community attitudes and needs into focus by providing valuable communication links between the community and the government of the City. 2. Facilitate recommendations from the community, which aid City Council in making sound decisions concerning policy formulation and resource allocation. 3. Establish and maintain a streamlined mechanism to facilitate committee formation, membership. interaction, work programs, and evaluations. Formation and Membershio a. Based upon the need for citizen input on matters of importance to the community, requests to form a committee may be made by individual Council Members. "Committee Formation Application Forms" and "Committee Interest Forms" shall be made available to all interested parties through the City Clerk's Office. b. Upon review of completed Formation Request Forms, City Council may create a new committee by formal action. Such action will establish the purpose of the committee and the number of members. c. Individuals may apply to serve concurrently on more than one committee assuming there is no conflict. d. The City Council will appoint members to various committees and boards with staggered terms. CITY OF COSTA MESA, COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/1 /99 CITY COUNCIL APPOINTED 2 of 3 COMMISSIONS, ADVISORY REV: 10/18/11 COMMITTEES AND BOARDS 7/20/21 e. The Mayor shall designate at least one member of City Council to serve as a non -voting liaison to each committee. 2. Membership Terms a. Committee members shall be appointed or reappointed for a term of two (2) years (staggered) unless otherwise specified by City Council. b. The expiration of all committee and board terms shall be in April , or until he or she is reappointed or replaced. c. To vacate a position on a committee or board, the member shall file a written resignation with the Staff Liaison. Vacancies on committees which have appointed alternates shall be automatically filled by alternate(s) based on the alternate's length of time serving on the committee. d. The City Council, at any time, may request the resignation of or terminate membership of any committee member. 3. Annual Reports Each city council established committee shall provide an annual report to the City Council, presented by the Chair, including a summary of its work, the committee goals and areas of focus and any recommendations to the City Council. 4. Absences An absence without cause from three consecutive meetings shall automatically end a member's term of office. 5. Compensation Compensation for the commissioners will be set from time to time by City Council resolution. 6. Additional Policies Except as provided in this policy or by ordinance, all commissions and committees shall be guided by the policies set forth in the Commissions/Committees/Boards Handbook. In case of any inconsistencies between this policy and the Handbook, the provisions in this policy shall govern these commissions and committees. The Handbook includes material on such items as: CITY OF COSTA MESA, COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/ 1 /99 CITY COUNCIL APPOINTED 3 of 3 COMMISSIONS, ADVISORY REV: 10/18/11 COMMITTEES AND BOARDS 7/20/21 ■ Agenda/Minutes ■ Formal Communication with City Council ■ Legislative Activity ■ Oath of Allegiance ■ Staff Liaison Roles 7. Quorum in the Case of Vacancies ■ Travel and Expense Policy ■ Attendance Requirements ■ Brown Act Requirements ■ Compensation (if provided) ■ Conflict of Interest a. Where there are no vacancies by resignation of members, the quorum for a committee formed by City Council shall be a majority of the members of such body. b. Where the membership on a committee is reduced to less than a majority of the members of such body due to vacancies by resignation of members, the quorum shall be a majority of the remaining members of such body until the vacancies are filled by City Council; provided, however, that under no circumstances would the quorum be lowered to less than three (3) committee members. (For example, a committee formed by City Council, which has seven members, would need four members to be present for the committee to take formal action on a matter on the agenda for the meeting. If vacancies occur due to resignations of members, the quorum would be adjusted to require a minimum of three members to be present for the committee to take formal action on a matter on the agenda while the vacancies have not been filled by City Council. Once the vacancies are filled, the quorum would return to the requirement of four members.)