Chapter 2.22
VOLUNTEER COMMISSION SYSTEM
Sections:
2.22.020 Commission role and duties.
2.22.030 Commissions established.
2.22.050 Annual commission work cycle.
2.22.060 Commission organization.
2.22.070 Commission membership – Terms and nominations.
2.22.090 Commission term staggering.
2.22.110 Quorum – Deciding majority.
2.22.140 Political affiliation.
2.22.010 Title.
This chapter shall be titled as the “volunteer commission system” and this chapter shall be known as the new commission code. (Ord. 1073 § 1, 2014; Ord. 848 § 1, 2001; Ord. 701 § 1, 1997)
2.22.020 Commission role and duties.
A. Duties of commissions shall include:
1. Review and recommend policies;
2. Provide program evaluation;
3. Provide budget input during the budget building process;
4. Serve as a forum of community input for specific program areas; and
5. Provide program management or development and assistance for projects that do not have adequate city staff with the permission of the mayor. These duties shall be performed for their related program area responsibility specified in this chapter or as referred to the commission by the city council. The city council may also specify additional duties for a commission to perform by motion or resolution.
B. Commissions may be created when mandated by state law or when long-term planning or advisory roles of five or more years are necessary to implement the city’s strategic plan as determined by the city council.
C. Task forces or committees (hereafter “task forces”) may be created on a temporary or indefinite basis to deal with a specific policy area or issue. Such task forces may be created jointly by the mayor and the council. Scopes of work for task forces shall be subject to council approval. Task forces shall be disbanded when their purpose has been achieved or terminated. Task force members shall be subject to the appointment and confirmation processes in LFPMC 2.22.070(B). The qualification requirements will be determined jointly by the council and the mayor and will reflect the needs specific to accomplishing the scope of work. Removal of task force members will be in accordance with LFPMC 2.22.070(J).
D. City services and departments are to be related to an appropriate commission for citizen input and program evaluation related to citizen comments.
E. The mayor shall ensure the production and implementation of a commissioner’s manual establishing standards, procedures, rules and guidance for adoption by the city council by resolution.
F. The mayor shall transmit commission reports and policy memoranda to the city council no later than at its next regular meeting with or without executive comment or recommendation. (Ord. 1134 § 1, 2016; Ord. 1073 § 1, 2014; Ord. 1002 § 1, 2009; Ord. 978 § 1, 2008; Ord. 848 § 1, 2001; Ord. 701 § 2, 1997)
2.22.030 Commissions established.
The following commissions are established that meet the requirements of LFPMC 2.22.020(B) and their associated and assigned program area responsibilities as follows:
A. Planning Commission. The planning commission shall develop the city’s comprehensive plan and updates for recommendation to the mayor and city council and perform other duties as required by state law.
B. Repealed by Ord. 1134.
C. Repealed by Ord. 1134.
D. Repealed by Ord. 1134.
E. Repealed by Ord. 1134.
F. Civil Service Commission. Police personnel as required by state law. The additional duties of this commission shall be defined in the civil service code of the city.
G. Design Review Board. The design review board shall review and make recommendations as required by Chapter 18.42 LFPMC, Town Center.
H. Salary Commission. The salary commission shall set the salaries and benefits for the city’s elected officials. (Ord. 1246 § 4, 2022; Ord. 1217 § 3, 2021; Ord. 1134 § 2, 2016; Ord. 1073 § 1, 2014; Ord. 1002 § 2, 2009; Ord. 978 § 2, 2008; Ord. 848 § 1, 2001; Ord. 837 § 1, 2000; Ord. 701 § 3, 1997)
2.22.040 Staffing.
At the direction of the mayor, the city administrator shall have oversight for staffing of the commissions. Utilization of the city staff will be as defined in the approved commission work plan and as time to time specified in the city budget. Other work requests of designated city staff are to be made by the commission chair or vice chair to the mayor. The mayor shall forward such request to the city council with a recommended response within three weeks of receiving the written request. City staff will provide professional support which may include writing drafts of findings and recommendations on matters where appropriate. (Ord. 1073 § 1, 2014; Ord. 1002 § 3, 2009; Ord. 978 § 3, 2008; Ord. 848 § 1, 2001; Ord. 701 § 4, 1997)
2.22.050 Annual commission work cycle.
A. Annual work plans, coordinated with the budget process, are required from each commission. Work plans are to be provided to and reviewed by the mayor and the city council and approved by the council by resolution in conjunction with the city budget cycle.
B. Each commission will provide the mayor and the city council a written annual report by February 28th of its work during the preceding calendar year. (Ord. 1073 § 1, 2014; Ord. 1002 § 4, 2009; Ord. 978 § 4, 2008; Ord. 848 § 1, 2001; Ord. 701 § 5, 1997)
2.22.060 Commission organization.
A. Each commission shall be responsible for organizing itself, including electing its own chair and vice chair, and proposing its annual work plan and meeting schedule consistent with its established responsibilities.
B. Each commission shall have a chair and vice chair, elected by a quorum of the appointed commission members by March 31st of each year. Commission members may be elected to chair the commission to which they are appointed no more than 36 months out of any 48-consecutive-month period. Chair terms will begin upon election and end upon election of a new chair or not later than March 31st of the subsequent year. If no chair or vice chair are elected by March 31st, the mayor shall select a chair and vice chair from the appointed members of the commission and submit the names to the city council by the first regular city council meeting of April for confirmation.
C. By August 30th of each year, each commission shall transmit to the mayor and city council their proposed schedule and work plan for approval by the city council. If the proposed schedule and work plan are not adopted by the city council by December 31st of the same year, the proposed schedule and work plan shall be considered adopted as proposed. If no proposed schedule and work plan are transmitted by August 30th, the mayor shall work with the commission to develop and submit the proposed schedule and work plan to the city council by October 1st for approval.
D. Commissions may, as identified in their approved work plans, form sub-committees consisting of appointed members of the commission to assist in the achievement of their work plan. Sub-committee meetings must be advertised and open to the public and shall only be advisory to the commission. (Ord. 1073 § 1, 2014; Ord. 1002 § 5, 2009; Ord. 978 § 5, 2008; Ord. 913 § 1, 2005; Ord. 848 § 1, 2001; Ord. 701 § 6, 1997)
2.22.070 Commission membership – Terms and nominations.
A. The city shall create an annual commission appointment cycle in accordance with the commissioner’s manual, beginning with the appointment of all new commissioners on March 1st of each year.
B. Nominations by the mayor for commission vacancies are only to be made to the council within 60 days of the projected vacancy(ies). Projected vacancies due to resignation require written notice from the commissioner to the mayor stating the date of resignation. All commission appointments shall be subject to confirmation by the city council prior to taking office except for civil service commissioners who do not require confirmation in accordance with state law. Commissioners subject to council confirmation shall attend at least one commission meeting prior to council consideration.
C. All commissioner terms shall be three years except for civil service which shall be six years.
D. Commissioners are limited to two consecutive full-term appointments, except in extenuating circumstances where the city council finds it is in the best interest of the city to allow for reappointment for an additional term. A one-year break in service must occur before a new appointment is made to the same commission after the expiration of any consecutive full-term appointments. If a commission seat is not filled by the first day of its term but is filled within 60 days of the term commencement date with confirmation of the council, the term shall be considered a full term for purposes of determining the term limit.
E. It is council policy that reappointment will not be considered automatic in the confirmation process. Reappointment is based solely on the needs of the city and is subject to appointment by the mayor and confirmation by the city council.
F. 1. Commissioners shall be:
a. Residents of the city; or
b. Business owners or employees of businesses located in the city except that only one employee or business owner who does not concurrently meet the requirements of subsection (F)(1)(a) of this section may be a member of any one commission at one time with the exception of the economic development commission which may have three who do not concurrently meet the requirements of subsection (F)(1)(a) of this section. All planning and civil service commissioners must be residents.
2. A change of residency to outside of the city by a commissioner shall cause the mayor to immediately declare the position vacated; except, if the commissioner meets the requirements of subsection (F)(1)(b) of this section and no other commissioner currently qualifies for the nonresident exception, then the commissioner may continue to serve. A commissioner serving who qualifies for the nonresident exception and who has a change of employment or ownership to outside of the city shall cause the mayor to immediately declare the position vacated.
G. When appointing and confirming individuals to fill commission vacancies, the following factors should be considered: consumer/citizen interests; professional expertise; and the balanced geographic representation of the city.
While each of these factors is important, no one factor is more important than another. This list is not intended to be either prescriptive or restrictive; however it is intended to help inform appointment and confirmation decisions when considering multiple candidates.
H. Commissions shall consist of nine members except that the civil service commission shall have three members.
I. The commissioner’s manual shall establish an application process for consideration of qualified applicants.
J. A commission member can be removed for illegal, unethical, dishonest or disruptive behavior; neglect of duty; misrepresentation(s); lack of attendance, or criminal conviction. A hearing before the city council on a request for removal shall be required. The commissioner shall be notified by certified mail 14 days in advance of such hearing and will be provided an opportunity to speak according to the rules of the council. Proof of mailing to the commissioner’s residence shall constitute notice. The commissioner may be removed by vote of no less than four members of the city council. (Ord. 1190 § 1, 2019; Ord. 1073 § 1, 2014; Ord. 1002 § 6, 2009; Ord. 978 § 6, 2008; Ord. 848 § 1, 2001; Ord. 701 § 7, 1997)
2.22.075 Alternate members.
A. Commissions, task forces, boards, and committees created by this chapter or elsewhere may have up to two alternate members appointed by the mayor and confirmed by the city council. Alternate members may be called upon by the chair to substitute for absent members and will have the same powers and duties as the permanent member for that meeting. Alternative members will be called upon to serve at meetings in order of seniority.
B. When vacancies arise, the most senior alternate member will automatically become a permanent member and serve the remainder of the vacated term. Service of a partial term shall not count towards a member’s term limit. (Ord. 1265 § 1, 2023)
2.22.080 Attendance.
A. Commissions, except the civil service commission, are expected to schedule meetings as required to meet their work plan or consider issues referred to the commission as specified by the referral. Each commission is required to meet no less than once per quarter. Commissions may choose to have a joint meeting with another commission as appropriate.
B. The commissioner’s manual shall provide for attendance standards that at a minimum meet the following: Attendance will be monitored and assessed in six-month periods (whether or not such absence is excused) from March 1st to August 31st and September 1st to February 28th. This section does not apply to the civil service commission.
1. In the event a commissioner is consistently absent 50 percent or more of no less than three scheduled meetings in a six-month period or, in the case where there were less than three scheduled in a six-month period, a one-year period, the mayor will contact the commissioner and encourage more active participation. The mayor will communicate to the commissioner the requirements of the code should the commissioner continue to not attend meetings.
2. When a commissioner is consistently absent for 50 percent or more of the meetings in a 12-month period or missing the next meeting following a 12-month period where the commissioner attended less than 50 percent of scheduled meetings during the commissioner’s term, the mayor will declare that there is a vacancy on the commission, and a new appointment process will begin. (Ord. 1073 § 1, 2014; Ord. 1002 § 7, 2009; Ord. 978 § 7, 2008; Ord. 848 § 1, 2001)
2.22.090 Commission term staggering.
The following table shall set the terms for all commissions established by position number, number of commissioners and length of term. Holdover appointments are not allowed except by consent of the city council for a specified period. All terms expire on February 28th of the designated year.
|
Position Number |
|
Term Ending (3 yr.) |
Term Ending (6 yr.) |
|---|---|---|---|
|
(9) |
(3) |
|
|
|
1 |
1 |
2016, 2019, 2022 |
2018, 2024 |
|
2 |
|
2016, 2019, 2022 |
|
|
3 |
|
2016, 2019, 2022 |
|
|
4 |
2 |
2014, 2017, 2021 |
2019, 2025 |
|
5 |
|
2014, 2017, 2021 |
|
|
6 |
|
2014, 2017, 2021 |
|
|
7 |
3 |
2015, 2018, 2020 |
2014, 2020, 2026 |
|
8 |
|
2015, 2018, 2020 |
|
|
9 |
|
2015, 2018, 2020 |
|
(Ord. 1073 § 1, 2014; Ord. 1002 § 8, 2009; Ord. 978 § 8, 2008; Ord. 848 § 1, 2001; Ord. 701 § 8, 1997. Formerly 2.22.080.)
2.22.100 Rules.
Commissions shall abide by rules of procedure consistent with state law, the LFPMC, the commissioner’s manual, and city council rules to guide their activities. (Ord. 1073 § 1, 2014; Ord. 848 § 1, 2001; Ord. 701 § 9, 1997. Formerly 2.22.090.)
2.22.110 Quorum – Deciding majority.
A majority of the membership of a commission of no less than five commissioners, except for the civil service commission, shall constitute a quorum for the transaction of business. A commission may meet with less than a quorum; however, no official recommendations or actions may be made. Any action taken by the majority of those present, when those present constitute a quorum at any regular or special meeting of a commission, shall be deemed and taken as the action of the commission. All commissioners in attendance must vote on all motions placed before the commission and each commissioner’s vote shall be recorded. (Ord. 1073 § 1, 2014; Ord. 1002 § 9, 2009; Ord. 978 § 9, 2008; Ord. 848 § 1, 2001; Ord. 701 § 10, 1997. Formerly 2.22.100.)
2.22.120 Meeting summary.
A summary, also referred to as minutes, will be made of each commission meeting, recording at least meeting attendance and the decisions and recommendations associated with each agenda item. Copies shall be distributed to the commission for discussion and approval at the next meeting of the commission. Following adoption by the commission, minutes shall be posted to the city’s website and a link to the minutes emailed to the city council within 15 days of adoption. (Ord. 1073 § 1, 2014; Ord. 1002 § 10, 2009; Ord. 978 § 10, 2008; Ord. 848 § 1, 2001; Ord. 701 § 11, 1997. Formerly 2.22.110.)
2.22.130 Compensation.
Members of a commission shall serve without compensation except for authorized expenses. (Ord. 1073 § 1, 2014; Ord. 848 § 1, 2001; Ord. 701 § 12, 1997. Formerly 2.22.120.)
2.22.140 Political affiliation.
Members of commissions shall be selected without respect to political affiliation. (Ord. 1073 § 1, 2014; Ord. 848 § 1, 2001)