Chapter 2.50
RULES OF THE COUNCIL

Sections:

2.50.010    Requirement to adopt.

2.50.020    Council authority.

2.50.030    Meetings.

2.50.040    Calling a meeting.

2.50.050    Cancellation of a meeting.

2.50.060    Public meeting laws.

2.50.070    Conduct of meetings.

2.50.080    Quorum.

2.50.090    Attendance, excused absences.

2.50.100    Rules of order.

2.50.110    Minutes of a council meeting.

2.50.120    Agenda.

2.50.130    Order of business.

2.50.140    Public comment.

2.50.150    Public hearings.

2.50.160    Consent agenda.

2.50.170    Ordinance adoption.

2.50.180    Ordinance recording.

2.50.190    Mayor’s duties.

2.50.200    Duty to vote.

2.50.210    Conflicts of interest.

2.50.220    Code of ethics.

2.50.230    Decorum.

2.50.240    Censure.

2.50.250    Seating capacity and safety requirements.

2.50.260    Flags, signs and posters.

2.50.270    News media.

2.50.280    Effect of rules.

2.50.290    Failure to follow rules.

2.50.300    Suspension of rules.

2.50.310    Appointments.

2.50.320    Liaison assignments.

2.50.330    Committees.

2.50.340    Expenses reimbursed.

2.50.010 Requirement to adopt.

The Veneta City Charter requires the city council to adopt rules of the council by ordinance to govern its meetings and proceedings. These rules will decide questions and give direction on meetings, conduct, agendas, and other matters. (Ord. 568 § 1 (Exh. A), 2022)

2.50.020 Council authority.

The council has the right to require persons attending or participating in any meeting of the council or addressing the council to conform to or abide by the rules of the council and directions of the mayor or presiding officer. (Ord. 568 § 1 (Exh. A), 2022)

2.50.030 Meetings.

All meetings of the Veneta city council will be open to the public with the exception of executive sessions. All meetings will be held in a location and manner that is accessible to the public and allows members of the public to attend remotely, in accordance with the Oregon Public Meeting Laws. All meetings will be noticed in accordance with the Oregon Public Meeting Laws. The types of meetings are:

(1) Regular Meetings. The council shall meet in regular session on the second Monday of each month at the city of Veneta City Hall, located at 88184 8th St., Veneta, Oregon, or such other specified location within the city of Veneta beginning at 6:30 p.m. In the event that the regular session is scheduled for a holiday, the meeting day, time and place shall be determined by the mayor.

(2) Work Sessions. Meetings may be held as work sessions of the council to give the council members an opportunity to discuss issues in an informal setting. Motions shall not be made at a work session. Decisions on items considered at a work session must be made at a regular council meeting; however, general direction or consensus is allowable.

(3) Special Meetings. Special meetings of the council shall be held when called by the mayor or in the absence of the mayor, the council president, or when two council members request a special meeting. Notice of special meetings shall include the subject, time, and place of the meeting and be given to all council members. Public notice of special meetings shall be given to the press and interested persons and posted at Veneta City Hall at least 24 hours prior to the meeting.

(4) Emergency Meetings. An emergency meeting of the council may be called with less than 24 hours’ notice pursuant to Oregon Public Meeting Laws. The meeting notice and minutes of the meeting must identify the specific emergency and explain why it justifies less than 24 hours’ notice. Only business directly associated with the actual emergency will be discussed and/or acted upon during the meeting.

(5) Executive Sessions. Executive sessions may be held during regular, special, emergency or work session meetings if the executive session complies with all applicable provisions of the Oregon Public Meeting Laws. The council shall not vote, take any other final action, nor make any final decision while in executive session, although the council may reach a consensus in executive session which must be confirmed by a formal vote taken in open session. The mayor and councilors are expected to maintain the confidentiality of the information discussed in an executive session. (Ord. 568 § 1 (Exh. A), 2022)

2.50.040 Calling a meeting.

A special or emergency meeting of the council may be called by the mayor, or in the mayor’s absence, by the council president or two councilors. A member of the council desiring to call a special or emergency meeting shall first contact the mayor or, in the mayor’s absence, the council president. The mayor or council president will contact the city administrator, who will contact other members of the council, determine if a quorum is available, and determine whether all applicable Oregon Public Meeting Law requirements are met. The city administrator may schedule a work session, special or emergency meeting if they determine that such a meeting is needed to carry out council business. Future work, special or emergency meetings may also be set by the council at a work, regular, special or emergency meeting. (Ord. 568 § 1 (Exh. A), 2022)

2.50.050 Cancellation of a meeting.

The mayor, upon the recommendation of the city administrator, may cancel a meeting. Council members will be notified of the cancellation prior to notice being given to the public. Notice of cancellation will be given at least 72 hours prior to the scheduled meeting, if possible. (Ord. 568 § 1 (Exh. A), 2022)

2.50.060 Public meeting laws.

The council concurs that an informed public, aware of the deliberations and decisions of the city of Veneta, is beneficial to the community. In recognition of this policy, the council shall comply with the Oregon Public Meeting Laws, ORS 192.610 to 192.690. (Ord. 568 § 1 (Exh. A), 2022)

2.50.070 Conduct of meetings.

The presiding officer shall conduct meetings in accordance with the rules of the council and the Charter of the city of Veneta. (Ord. 568 § 1 (Exh. A), 2022)

2.50.080 Quorum.

Three members of the council shall constitute a quorum. If a quorum is not present, the city administrator shall immediately inform the absent members, except those known to be unavoidably detained, that their presence is required. If the absent member or members do not appear after the notice, the members may consider nonaction items as they see fit. The mayor may schedule a new meeting with a specified date, time, and location, or may notify council it will meet at its next regularly scheduled meeting. (Ord. 568 § 1 (Exh. A), 2022)

2.50.090 Attendance, excused absences.

Members of the council may be excused from attending a city council meeting by contacting the mayor prior to the meeting and stating the reason for their inability to attend. If the member is unable to contact the Mayor, the member shall contact the city administrator or city recorder, who shall convey the message to the mayor. Absent councilors who do not follow the above process will be considered unexcused, which shall be so noted in the minutes. (Ord. 568 § 1 (Exh. A), 2022)

2.50.100 Rules of order.

The council has an obligation to be clear and simple in its procedures and the consideration of the questions coming before it. The following rules of order should be liberally construed to that end. Council members should avoid invoking the fine points of parliamentary procedure when such points serve only to obscure the issues before the council and/or confuse the audience at public meetings and citizens in general.

(1) Presiding Officer. The mayor or in the mayor’s absence, the council president, shall serve as the presiding officer. The presiding officer shall preserve decorum and decide all points of order, subject to appeal by the council.

(2) Pro-Tem Presiding Officer. In the event of the absence of the mayor and the council president, the remaining members shall call the meeting to order and call the roll of the members. If a quorum is present, those councilors present shall elect, by majority vote, a pro-tem presiding officer for that meeting. Should the mayor or council president arrive, the pro-tem officer shall relinquish the chair immediately upon the conclusion of the item of business then under consideration before the council.

(3) Council Discussion/Debate. Every councilor desiring to speak shall first address the presiding officer, and await recognition to obtain the floor. No persons other than members of the council and the person having the floor shall enter into any discussion, either directly or through a member of the council without the permission of the presiding officer.

No councilor shall address the presiding officer or demand the floor while a vote is being taken.

Councilors should limit their remarks on a subject to five minutes unless granted additional time by the majority of the council. Members of the council should refrain from speaking more than once upon any subject until other members of the council have had a chance to speak to the topic. After all councilors have had their opportunity to speak, the presiding officer will entertain council action as necessary.

Councilors desiring to question administrative staff shall address questions to the city administrator or the author of the agenda item summary, who shall either answer the inquiry or designate a staff member to do so.

A councilor, once recognized by the presiding officer, shall not be interrupted while speaking, unless called in order by the presiding officer or a point of order is raised by any member of the council while they are speaking. In this case, the speaker shall immediately cease speaking until the point is determined. If the presiding officer rules that the speaker is in order, the speaker shall be permitted to proceed speaking; if ruled to be out of order, the speaker shall remain silent or shall alter their remarks to comply with the ruling.

All members shall accord the utmost courtesy to each other, staff and the public and refrain at all times from rude and derogatory remarks, reflections as to integrity, abusive comments, and statements as to motives and personalities. Members shall confine their questions to the particular matters before the assembly and, in debate, shall confine their remarks to the issue before the council.

Members shall be removed from the meeting for failure to comply with the decisions of the presiding officer and/or for continued violations of the rules of the council. If the presiding officer fails to act, any member may move to require the presiding officer to enforce the rules and the affirmative vote of a majority of the council shall require the presiding officer to act.

All members of the council shall give undivided attention to the discussions and business of the council during council meetings. Members shall refrain from personal conversations or correspondence with other members of the council, staff or public.

(4) Right to Appeal. Any councilor may appeal a ruling of the presiding officer to the council. If the appeal is seconded, the member making the appeal may briefly state the reason for the appeal and the presiding officer may briefly explain the ruling; but there shall be no debate on the appeal and no other question than, “shall the decision of the presiding officer stand as the decision of the council?” If the majority of the members vote aye, the ruling of the presiding officer is sustained; otherwise, it is overruled.

(5) Excusal During the Meeting. No councilor may leave the council meeting while in regular session without permission from the presiding officer. (Ord. 568 § 1 (Exh. A), 2022)

2.50.110 Minutes of a council meeting.

Written minutes shall be taken for all meetings of the council, except executive sessions for which minutes may be kept in the form of audio recordings. No transcript of executive session minutes shall be made unless otherwise required by law. The written minutes of the council meetings need not be verbatim transcripts, but shall give a true reflection of the matters discussed at the meeting and the views of those participating in the discussions. (Ord. 568 § 1 (Exh. A), 2022)

2.50.120 Agenda.

The city administrator or designee shall prepare an agenda, approved by the mayor, of the business to be presented at council meetings. No item of business shall be added to the agenda of a regular council meeting after 5:00 p.m. on the Thursday of the week preceding the council meeting.

For all other meetings, no agenda item can be added after public notice of the meeting has been given. The council shall consider at the regular meeting only matters that appear on the agenda for that meeting or are introduced by the mayor or a council member. The mayor and members of the council shall endeavor to have subjects they wish considered submitted in time to be placed on the agenda. Items that meet the deadline may be placed on the agenda by any of the following methods:

(1) A majority vote of the council;

(2) Consensus of the council;

(3) By any councilor in a request to the city administrator (the agenda item will identify the councilor who requested the item to be placed on the agenda); or

(4) By the city administrator or city attorney. (Ord. 568 § 1 (Exh. A), 2022)

2.50.130 Order of business.

(1) The order of business at regular meetings, as needed, shall be as follows:

(a) Call to order;

(b) Public comment. Maximum time 20 minutes; speakers will be limited to three minutes and may not yield their time to other speakers;

(c) Public hearings;

(d) Consent agenda;

(e) Council business and reports from committee liaisons;

(f) Staff reports:

(i) Nondirector staff,

(ii) Community services director,

(iii) Finance director,

(iv) Public works director,

(v) City administrator;

(g) Other;

(h) Executive session;

(i) Action from executive session;

(j) Adjourn.

(2) Time Estimates. To assist in the timely accomplishment of the council meetings, an estimate of the time that each agenda item could take will be shown on the agenda.

(3) Modifications. The council may modify the order of business at any meeting as is deemed appropriate by the council for the efficient administration of its business. (Ord. 568 § 1 (Exh. A), 2022)

2.50.140 Public comment.

There will be a period of time, not to exceed 20 minutes, near the beginning of each regular meeting for questions or statements on items of concern. Such comment is allowed whether or not items appear on the agenda, unless the item has a separate public comment time. This time is not for additional comments or repetitive comments on issues addressed in prior meetings. Comments shall be limited to three minutes or less per person. The presiding officer shall have discretion to adjust time limits as needed.

Public comment will follow a set procedure established by the city recorder. This procedure will allow for a proper record of comment to be maintained and will explicitly ensure that members of the public may submit oral or written testimony remotely. (Ord. 568 § 1 (Exh. A), 2022)

2.50.150 Public hearings.

The council may hold public hearings as part of any meeting when it desires to obtain testimony from the public on any question before the council.

Prior to each public hearing, the presiding officer shall announce the nature of the matter to be heard and then ask for the staff report. After the staff report, the presiding officer will declare the hearing to be open and invite any member of the audience to come forward to be heard. If appropriate, the presiding officer may first ask those persons in favor of the stated matter to come forward, followed by those speaking in opposition. The presiding officer may limit the total time of the public hearing and/or the time each speaker may speak at the public hearing. No limit on the total time of the public hearing will be imposed for quasi-judicial public hearings; but the presiding officer may limit the time each speaker may speak. The presiding officer shall announce all such restrictions prior to the commencement of the hearing. If appropriate, council may adopt findings and take final action based on those findings immediately following the hearing. (Ord. 568 § 1 (Exh. A), 2022)

2.50.160 Consent agenda.

In order to make more efficient use of meeting time, requests of minutes approval, bills and other items which are routine in nature and for which no debate is expected, shall be placed on a “consent agenda.” Any item placed on the consent agenda shall be removed at the request of the mayor or a council member prior to the time a vote is taken on the consent agenda items. All remaining items on the consent agenda shall be disposed of in a single motion “to adopt the consent agenda” which shall not be debatable. Adoption of the consent agenda shall be by a roll call vote of all council members present. If there are dissenting votes, each item on the consent agenda shall be voted upon separately by a roll call vote. Items removed shall be considered separately. (Ord. 568 § 1 (Exh. A), 2022)

2.50.170 Ordinance adoption.

Ordinances shall be adopted using the following procedures:

(1) First Meeting. After any required or requested public hearings, the council may consider an ordinance for its first reading. The presiding officer will ask if any member of the council would like to have the ordinance read in full. Unless requested, the ordinance may be read by title only.

The motion for first reading will indicate that it is the first reading, the ordinance number, title, and if the ordinance will be read by title only. Once seconded, the motion will be voted on using a roll call vote.

Prior to the first reading of a land use ordinance, the council will adopt a written findings report related to the ordinance.

(2) Second Meeting. At a meeting on a date following an ordinance’s first reading, the council may consider an ordinance for its second reading. The presiding officer will ask if any member of the council would like to have the ordinance read in full. Unless requested, the ordinance may be read by title only.

The motion for second reading will indicate that it is the second reading, the ordinance number, title, and if the ordinance will be read by title only. Once seconded, the motion will be voted on using a roll call vote.

Once an ordinance has passed its second reading, the council may immediately consider the ordinance for adoption. The motion to adopt will indicate the ordinance number and title. Once seconded, the motion will be voted on using a roll call vote.

(3) Other Considerations. If an actual emergency exists, the council may choose to adopt an ordinance as an emergency ordinance. The emergency ordinance shall include a clause indicating as such. Emergency ordinances may take effect as soon as they are adopted.

Nonemergency ordinances take effect on the thirtieth day following council adoption.

An ordinance may be introduced, read twice, and adopted in one meeting if a unanimous roll call vote requesting such process succeeds. The first reading of such an ordinance must be in full, the second by title only. All other aspects of the procedure outlined above must still be followed, including roll call votes.

Ordinances may be amended between the first reading and adoption. However, those changes must be fully read into the record prior to a second reading and adoption. (Ord. 568 § 1 (Exh. A), 2022)

2.50.180 Ordinance recording.

All ordinances passed by the council shall be signed by the mayor and the recorder and kept in a book for that purpose. (Ord. 568 § 1 (Exh. A), 2022)

2.50.190 Mayor’s duties.

In addition to the duties outlined in City Charter Sections 19 and 24, the mayor shall have the responsibility to sign all minutes, resolutions, ordinances, and, under the authorization of the council, certain bonds, loans, contracts, and other documents of the city. (Ord. 568 § 1 (Exh. A), 2022)

2.50.200 Duty to vote.

Every councilor who is present will vote for or against the question before the council unless the council excuses that councilor from voting. A councilor may refrain for just legal cause without being excused by the council. Councilors must announce the legal reason or justification for abstaining from voting. Councilors shall not explain their vote during roll call. (Ord. 568 § 1 (Exh. A), 2022)

2.50.210 Conflicts of interest.

In every case in which a councilor is faced with a potential conflict of interest or an actual conflict of interest, the nature of the conflict must be disclosed during the public meeting and recorded in the minutes. If an actual conflict of interest exists, the council member, after disclosing the nature of the conflict, shall remove themselves from the council table and refrain from participation in both the discussion and the vote on the issue.

(1) An “actual conflict of interest” means any councilor action, decision, or recommendation that would grant a private pecuniary benefit or avoid a private pecuniary detriment to the councilor, the councilor’s relatives, or any business with which the councilor or councilor’s relative is associated. (ORS 244.020(1).)

(2) A “potential conflict of interest” means any councilor action, decision, or recommendation that could grant a private pecuniary benefit or avoid a private pecuniary detriment to the councilor, the councilor’s relatives, or any business with which the councilor or councilor’s relative is associated. (ORS 244.020(13).)

(3) Councilors shall comply with all applicable provisions of the state of Oregon’s Government Ethics Laws, as established in ORS Chapter 244 and incorporated herein by reference. (Ord. 568 § 1 (Exh. A), 2022)

2.50.220 Code of ethics.

(1) Councilor Conduct. Councilors are encouraged to conduct themselves so as to bring credit upon the city as a whole and to set an example of good ethical conduct for all citizens of the community. Councilors should constantly bear in mind these responsibilities to the entire electorate and refrain from actions benefiting any individual or special interest group at the expense of the city as a whole. Councilors should likewise do everything in their power to ensure impartial application of the law to all citizens and equal treatment of each citizen before the law, without regard to race, national origin, sex, age, social station, religion, marital status, familial status, domestic partnership status, sexual orientation, source of income, and disability status.

(2) Representing the City. If the mayor or councilor represents the city before another public body, governmental agency, community organization, or with the media, the mayor or councilor should always present the majority position of the council. Personal opinions and comments may be expressed only if it includes the clarification that these statements do not represent the position of the city council. Communications of personal opinions or comments should not be accompanied with a statement of the author’s status as a member of the council.

(3) Personal Social Media. If the mayor or councilor wishes to use personal social media accounts to present information that is representative of the city, they must always present the majority position of the council. Personal social media includes blogs, Twitter, Facebook and all forms of electronic communications media. If the mayor or councilor wishes to use personal social media accounts as a communication tool for their personal opinions and comments, they must include clarification that the statements do not represent the position of the city council.

(4) City Social Media. The mayor and councilors are not authorized to post to city social media accounts. City social media includes city blogs, Twitter, Facebook and all forms of electronic communications media.

(5) Electronic Communications Policy. The mayor and each councilor must maintain compliance with the city’s electronic communications policy. (Ord. 568 § 1 (Exh. A), 2022)

2.50.230 Decorum.

(1) Sergeant-at-Arms. The city recorder or the city administrator’s designee shall serve as the sergeant-at-arms. The sergeant-at-arms shall assist the presiding officer, as appropriate, to maintain order and decorum at all meetings. The sergeant-at-arms or appropriate designee shall serve as the virtual meeting monitor in the case of meetings that are conducted or attended remotely.

(2) Remarks During Council Meetings. Except by permission of the presiding officer, a council member shall address any remarks to the council and not to the audience. Upon recognition and permission of the presiding officer, a person in the audience may address the council relative to any matter being considered by the council at that time. Members of city staff desiring to address the council shall first be recognized by the presiding officer and shall address remarks to the presiding officer. The staff may respond to questions or comments by the council or members of the public with permission of the presiding officer and should always do so in a polite, tactful manner. All persons speaking in a council meeting shall address the question under consideration, and shall be courteous to the council, staff and audience.

(3) Failure to Maintain Decorum. Any of the following shall be sufficient cause for the sergeant-at-arms, at the direction of the presiding officer, to cause to be removed any person from the meeting location or virtual meeting platform for the duration of the meeting:

(a) Failure to refer to city employees, representatives and officials by their proper title.

(b) Use of unreasonably loud, disruptive or threatening language.

(c) Making of loud or disruptive noise.

(d) Engaging in violent or distracting action.

(e) Willful injury of furnishings or of the interior of the council chambers or meeting hall.

(f) Refusal to obey the rules of conduct provided within these rules, including the limitations on occupancy and seating capacity.

(g) Refusal to obey an order of the presiding officer.

(h) Refusal to comply with any local, state, or federal laws, regulations, or guidance.

Before the sergeant-at-arms is directed to remove any person from the meeting hall or virtual platform for inappropriate conduct, that person shall be given a warning by the presiding officer to cease the conduct.

If a meeting is disrupted by members of the audience, the presiding officer or a majority of the council present may order that the council chambers or other meeting hall or virtual platform be cleared and a recess called until order is restored.

(4) Virtual Meeting Attendance and Participation. Virtual meeting attendees understand that the city’s virtual platform monitor may mute or turn off a participant’s video at any time for violation of these council rules. In addition to complying with these council rules, virtual meeting participants shall:

(a) Sign up to attend and to speak during scheduled hearings or specific agenda items in advance on the provided city form;

(b) Remain on mute during council meeting, except when called upon for public comment;

(c) Turn off video, unless presenting to the council, at which time participants shall be stationary and will ensure their background and dress is appropriate to address the council;

(d) Conduct no unlawful activity during virtual attendance; and

(e) Present all visual presentations to the virtual platform monitor in advance. (Ord. 568 § 1 (Exh. A), 2022)

2.50.240 Censure.

(1) The council has the inherent right to make and enforce its own rules and to ensure the compliance with those laws generally applicable to public bodies. Should any councilor act in any manner constituting a substantial violation of these rules or other general laws, the council, by majority vote, may discipline that councilor to the extent provided by law, including public reprimand.

(2) To exercise such inherent right, the council has the right to investigate the actions of any member of the council. Such investigation shall be referred to the council, either in open meeting or in executive session, to discuss any finding that reasonable grounds exist that a substantial violation has occurred. (Ord. 568 § 1 (Exh. A), 2022)

2.50.250 Seating capacity and safety requirements.

The safe occupancy and seating capacity of the council chambers as determined by the fire marshal and in compliance with all federal and state public health laws, regulations, and guidance shall be posted within the chambers. The limitations on occupancy and seating capacity shall be complied with at all times. Aisles shall be kept clear at all times. Members of the audience shall abide by the seating plan in the council chambers, and shall not pass beyond the restraining barriers unless requested to do so by the presiding officer. (Ord. 568 § 1 (Exh. A), 2022)

2.50.260 Flags, signs and posters.

No flags, posters, placards or signs, unless authorized by the presiding officer, may be carried or placed within the council chambers, any meeting hall in which the council is officially meeting, or any meeting hall in which a public meeting is being held. This restriction shall not apply to armbands, emblems, badges or other articles worn on personal clothing of individuals; provided, that such devices are of such a size and nature as not to interfere with the vision or hearing of other persons at the meeting, and providing that such devices do not extend from the body in a manner likely to cause injury to another. (Ord. 568 § 1 (Exh. A), 2022)

2.50.270 News media.

The provisions of these rules shall not be construed to prevent news media representatives from performing their duties so long as the manner of performance is not unreasonably disruptive of the meeting. News media representatives will be permitted to attend executive sessions in accordance with the city’s news media representative policy. (Ord. 568 § 1 (Exh. A), 2022)

2.50.280 Effect of rules.

These rules shall repeal, rescind and replace all other rules and procedures of the council which may have been formally adopted by resolution or informally adopted by past practice or implied policies. These rules of procedure are adopted for the sole benefit of the members of the city council to assist in the orderly conduct of council business. (Ord. 568 § 1 (Exh. A), 2022)

2.50.290 Failure to follow rules.

Failure to follow the rules of the council in conducting business or failure to abide by the rules of procedure does not invalidate the decisions of the council nor will it be grounds to later challenge the validity of the decision. (Ord. 568 § 1 (Exh. A), 2022)

2.50.300 Suspension of rules.

Any rule prescribed in this chapter may be suspended by the council upon a majority vote of the council members present at a meeting. These rules may be permanently amended at any meeting at which prior notice of the proposed change was provided to each member of the council. A majority of those council members present and voting is needed to effect an amendment or an addition to these rules. (Ord. 568 § 1 (Exh. A), 2022)

2.50.310 Appointments.

The mayor shall appoint one or more council members to serve as the city’s representative to committees, boards, or agencies outside the city government in which the city has an interest. Appointments shall be ratified by a consensus of the council. (Ord. 568 § 1 (Exh. A), 2022)

2.50.320 Liaison assignments.

The mayor may appoint council members to serve as liaisons to the Veneta economic development committee, Veneta park board, Veneta-Fern Ridge chamber of commerce, other local government agencies, and other local community organizations. The mayor shall serve as administrative liaison to the city administrator, city engineer, city attorney and other staff on general administrative matters. (Ord. 568 § 1 (Exh. A), 2022)

2.50.330 Committees.

(1) Standing Committees. The council may create standing or ad hoc committees to serve as advisory committees to the council. Standing committees of the city shall include, but not be limited to, the following committees:

(a) The budget committee, comprised of five council members and five citizen members;

(b) The business assistance committee comprised of one council member, one council alternate, two citizen members, and a nonvoting economic development committee representative;

(c) The economic development committee, comprised of eight citizen members and one council member;

(d) The park board, comprised of nine citizen members; and

(e) The planning commission, comprised of five citizen members.

(2) Filling Vacancies on Committees. When a vacancy exists on a standing committee, the city recorder shall notify the public that a vacancy exists. Interested individuals may apply for the vacant position by completing and submitting a committee/commission application to the city. The mayor shall propose a person to appoint to the committee and, without objection from council, appoint them to the position applied for.

(3) Student Committee Members. The council shall establish on the park board, as standing positions, no more than two student representatives. These positions shall be appointed by the mayor in the same manner as used to appoint other members of the committees described in subsection (2) of this section. The positions shall have voting rights and appointees shall be current members of the student body of area high schools. (Ord. 568 § 1 (Exh. A), 2022)

2.50.340 Expenses reimbursed.

(1) Mileage. City councilors may be reimbursed for mileage if using their personal vehicle on city business at the effective IRS rate for that year. All persons must submit bills or summaries of mileage to the city administrator prior to reimbursement.

(2) Meals. City councilors may be reimbursed for meals and incidental expenses incurred while conducting city business or attending conferences and trainings in their official capacity. Alcoholic beverages are not reimbursable. Meals may be reimbursed based on the IRS Meals and Incidental Expenses (M&IE) per diem rate for that year.

(3) Property Damage. City councilors may be reimbursed for property damage to vehicles in an amount up to $200.00 when all of the following conditions are met:

(a) The damage was caused by or incurred during the conduct of city business; and

(b) The city council approved reimbursement of the claim. (Ord. 568 § 1 (Exh. A), 2022)