Chapter 2.10
BOARDS, COMMISSIONS, AND COMMITTEES GENERALLY
Sections:
2.10.030 Board, commission, and committee appointments.
2.10.050 Organization and operation.
2.10.010 Applicability.
This chapter applies to all city boards, commissions, and committees unless mandated otherwise by state statute or city ordinance, including but not limited to the following boards, commissions and committees:
(1) Budget Committee (ORS 294.336);
(2) Community Center Advisory Board;
(3) Repealed by Ord. 1506.
(4) Park and Recreation Advisory Board;
(5) Planning Commission (ORS 227.090);
(6) Traffic Safety Advisory Board; and
(7) Audit Committee.
History: Ord. 1484 §1 (Exh. A), 2018; Ord. 1506 §1 (Exh. A), 2020; Ord. 1525 §1 (Exh. A), 2023.
2.10.020 Definitions.
“Ad hoc” means a public body created by Council for a particular purpose, issue, or need.
“Board” means a public body created by ordinance or resolution which acts in an advisory capacity to the Council in all matters set forth by the enactment establishing the board.
“Commission” means a public body created by ordinance or resolution which acts as a decision making body on behalf of the Council in all matters set forth by the enactment establishing the commission.
“Committee” means a public body other than a board or commission. Each committee has the authority and responsibility established for it by this code and by Oregon law as applicable.
History: Ord. 1484 §1 (Exh. A), 2018; Ord. 1525 §1 (Exh. A), 2023.
2.10.030 Board, commission, and committee appointments.
(1) Any individual or group is encouraged to submit names for consideration to the city. Unless otherwise specified, all members must be residents of the city.
(2) Appointments must comply with any ordinances, bylaws, Charter provisions, or state or federal laws concerning the board, commission, or committee. In the event of any inconsistencies between this chapter and any chapter relating to a specific board, commission, or committee, the specific chapter shall control.
(3) In order to become more familiar with the applicants’ qualifications, the Council may interview all applicants for a vacancy.
(4) Unless otherwise specified, all boards, commissions and committees will consist of seven members. The City Council may assign liaisons to boards, commissions and committees.
(5) Council members may not serve as voting members.
(6) Reappointment to a board, commission, or committee shall be considered in accordance with the guidelines listed in this section, together with the type of service the individual has already given to the board, commission, or committee and their stated willingness to continue. No person may serve more than two successive terms on the Budget Committee unless there is an interval of at least one term prior to the reappointment.
(7) Consideration should be given to residents outside the city when the board, committee, or commission or function serves residents outside city boundaries.
(8) No individual should be considered for appointment to a position on any board, commission, or committee where a conflict of interest may result. Board, commission, and committee members are public officials and shall not participate in any proceeding or action to gain a financial benefit or to avoid a financial cost for themselves or a relative, any business in which the member is serving or has served within the previous two years, or any business with which the member is negotiating for or has an arrangement or understanding concerning prospective partnership or employment. A relative includes the public official’s spouse or domestic partner and children, siblings, spouses of siblings, or parents of the public official and spouses. If the public official has a legal support obligation for an individual or provides or receives benefits from another individual, they also may be defined as a relative of the public official. Any actual or potential conflict of interest shall be disclosed at the meeting of the board, commission, or committee.
(9) Board, commission, and committee vacancies are filled by appointment of the Council. Appointments are made for terms not to exceed four years and will expire the last day of December unless mandated by state statute or by the city ordinance that established the board, commission, or committee. All board, commission, and committee members shall serve without compensation.
(10) Individuals may not be appointed to more than two boards, commissions or committees at one time. If an individual is serving on more than one board, commission or committee they may not serve as the chair of both. This limitation does not apply to service on the City Budget Committee.
History: Ord. 1484 §1 (Exh. A), 2018; Ord. 1495 §1 (Exh. A), 2018; Ord. 1506 §1 (Exh. A), 2020; Ord. 1525 §1 (Exh. A), 2023.
2.10.040 Removal.
Members of a board, committee, or commission serve at the pleasure of the City Council and, except as may be limited or prohibited by law, may be removed at any time and for any reason by a majority vote of the City Council. Members of a board, committee or commission who are absent from more than three regular meetings in a calendar year are considered to have resigned from the board, committee or commission.
History: Ord. 1484 §1 (Exh. A), 2018; Ord. 1525 §1 (Exh. A), 2023.
2.10.050 Organization and operation.
(1) Annual Work Plan. Each board, commission, and committee shall prepare an annual work plan which will have elements of the city’s strategic plan. These work plans shall be discussed with and approved by the City Council in a joint work session.
(2) Staff Support. The city will provide for necessary staff support for the board, commission, or committee including postage, meeting place, administrative support service, new member orientation and training.
(3) Meetings. Staff sets the agenda. Each board, commission, or committee should meet at least once each month or as needed to conduct its business and shall meet on the call of the staff person in conjunction with the chairperson. All meetings shall be subject to the requirements of ORS 192.610 to 192.690 (Open Meetings Law). A majority of the voting members shall constitute a quorum for the conduct of business and concurrence of a majority of those members present shall be required to decide any matter. These meetings shall be an opportunity for public involvement in the discussion of issues relating to that particular board, commission, or committee.
(4) Authority to Bind. Neither a board, commission, nor committee, as a whole, or any member or members individually or collectively, shall exercise authority to bind the city, its officers or agents to financial commitment or obligations. Any funding for projects must be budgeted by the Council, and authorized expenditures presented to the staff for payment. The city may enter into agreements with other public agencies, associations, and individuals for services which will assist the board, commission, or committee in carrying out elements of its work plan.
(5) Annual Reports and Minutes. Each board, commission, or committee shall report on its activities in a work session with the City Council at least annually. The audio or written minutes for each board, commission, or committee shall be made available to Council for information.
(6) Chairperson and Vice-Chairperson. At its first meeting in January of each year members of the committee shall elect a chairperson and vice-chairperson.
(7) Ethics Law. Board, commission, and committee members appointed by the Council are considered “public officials.” As such, they are expected to abide by the Oregon Government Ethics Law of the State of Oregon (ORS 244.010 to 244.400).
(8) Boards, commissions, and committees may be asked to provide comments to other advisory bodies and staff when matters under consideration relate to their functional area of expertise.
History: Ord. 1484 §1 (Exh. A), 2018; Ord. 1525 §1 (Exh. A), 2023.