Loading...
HomeMy WebLinkAbout17-120 - Resolutions - ESTABLISHING MEETING ATTENDANCE POLICY RESOLUTION NO. 17-120 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ESTABLISHING A MEETING ATTENDANCE POLICY FOR CITY COUNCIL APPOINTED BOARDS, COMMISSIONS, COMMITTEES AND FOUNDATIONS WHEREAS, the City Council from time to time establishes Advisory Committees to the City Council to review certain community issues, solicit community input, and provide advisory recommendations to the City Council; and WHEREAS, the City of Rancho Cucamonga has an exceptional pool of talented residents that are willing to contribute their time and efforts on committees to help make their city a place to live, work and enjoy; and WHEREAS, the City Council appoints members to the following: the Community and Arts Foundation, Design Review Committee, Library Board of Trustees, Library Foundation Board, Planned Community Citizens Oversight Committee, Parks and Recreation Commission, Planning/Historic Preservation Commission, West Side Citizens Oversight Committee, and the Public Art Committee. WHEREAS, the City Council anticipates that members appointed to the City's Boards, Commissions, Committees and Foundations will make every reasonable effort to attend all meetings of their respective Boards, Commissions, Committees and Foundations, to be prepared to discuss matters on their respective agendas. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, HEREBY RESOLVES, City Boards, Committees, Commissions and Foundations appointed by the City Council adhere to the following meeting attendance policy: Attendance Requirements 1. A Board, Commission, Committee or Foundation member shall be required to attend 66% percent of regularly scheduled meetings during a calendar year. For persons not serving for an entire calendar year, the 66% attendance requirement shall apply to meetings held during the portion of the year during which the person served. 2. A member of a Board, Commission, Committee or Foundation absent from 33% or more of the regularly scheduled meetings of such body, in a calendar year, may be terminated by the City Council. 3. Absence rates will be calculated based on a one-year period, beginning on January 1 st of each year and ending on December 31 st of the following year. 4. If a member arrives more than 30 minutes after the start of a meeting, they will be counted as absent for purposes of attendance at the meeting 5. A Member who cannot attend a Regularly Scheduled Meeting is required to inform the Board, Commission, Committee or Foundation staff liaison 48 hours prior to the meeting, except in emergency situations. RESOLUTION NO. 17-120 - Page 1 of 3 6. When an absence by a member occurs after the posting of the agenda, which results in lack of a quorum and therefore, cancellation of the meeting, the attendance of Boards, Commissions, Committees and Foundations for the noticed meeting will be recorded on the attendance report, noting who could or could not have made the meeting. Leaves of Absence for Members. 1. Any member who feels that unique circumstances (family or medical reasons) may lead to numerous absences, can request a leave of absence. 2. The member must submit to the City Clerk a request for a leave of absence. 3. Members may request a leave of absence from the position for up to 6 months in a 12-month period. Attendance Reports Required Annually. 1. Department Director or staff liaisons to appointed Boards, Commissions, Committees and Foundations shall monitor attendance requirements for non-compliance and send a letter to any member who is in danger of violation of the attendance requirement, asking them to be mindful of said requirement. 2. In December of each year, the secretary for each Board, Commission, Committee or Foundation shall prepare a written report of attendance, noting the number of meetings attended, regular and special meetings, meetings missed, and a delineation of 33% percent or more absences of members for the calendar year. The report shall be delivered to the City Clerk no later than December 30th of each year. The City Clerk shall forward the report to the Mayor and City Councilmembers in January. 3. Prior to the annual attendance report being submitted for City Council review, the Department Director or liaison shall provide the report to each Board, Commission, Committee and Foundation for review and comment. 4. All applicants for Boards, Commissions, Committees and Foundations shall be notified prior to City Council appointment regarding time requirements for serving and this policy regarding removal. PASSED, APPROVED, AND ADOPTED this 20thday of December 2017. RESOLUTION NO. 17-120 - Page 2 of 3 PASSED APPROVED AND ADOPTED this 20th day of December 2017. r Den s Michael, ayor ATTEST: " L Lin a,A. , oyan, City Clerk Services Director STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, LINDA A. TROYAN, City Clerk Services Director of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 20th day of December 2017. AYES: Alexander, Kennedy, Michael, Spagnolo, Williams NOES: None ABSENT: None ABSTAINED: None Executed this 21 st day of December 2017 at Rancho Cucamonga, California. a . Troyan, City Clerk Services Director RESOLUTION NO. 17-120-PAGE 3 OF 3