Chapter 2.34 — BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES—GENERAL PROVISIONS

The purpose of this chapter is to provide uniform general regulations applicable to all city council established boards, commissions, committees, and task forces ("appointed bodies"). (Ord. 1390 § 6, 2023)

• A. The provisions of this chapter shall apply to every appointed body whether it is established by ordinance, resolution, or otherwise. In the event any provision of this chapter conflicts with a specific provision of an ordinance or resolution establishing a specific appointed body or the appointed body's bylaws, such specific provision shall control.

• B. The city council may create by ordinance or resolution any appointed body as it deems necessary and may grant powers and duties to said appointed body.

• (Ord. 1390 § 6, 2023)

• A. Residency Requirement. Residency within the city limits of Palm Desert shall be a requirement for appointment to an appointed body except as otherwise stated in the appointed body bylaws or in cases where the city council deems it appropriate to appoint a nonresident to an appointed body that needs specific expertise offered by a nonresident.

• B. City Employees. City employees are not eligible to serve as members of an appointed body and shall remain ineligible for 12 months following separation from city employment.

• C. Relatives of City Employees and Officials. A relative of a city employee or city council member shall not be eligible to serve on any appointed body and shall remain ineligible for 12 months following the separation from city employment.

  1. "Relative" includes mother, father, sister, brother, spouse, domestic partner, daughter, son, mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, sonin-law, grandmother, grandfather, granddaughter, grandson, aunt, uncle, first cousin, nieces, and nephews.

  2. "Review" means the appointed body has oversight responsibilities, such as the finance committee, or its decision may be appealed to the city council; however, it does not include the routine sending of recommendations from the appointed body to the city council.

• (Ord. 1390 § 6, 2023; Ord. 1428, 3/13/2025)

• A. Appointments. The city council will oversee the application, interview, and appointment process for appointed body members. Each appointment will be made by a majority vote of the city council. The beginning date for all terms of appointment to any appointed body will be July 1 and the ending date will be June 30, except for appointments made to fill

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City of Palm Desert, CA § 2.34.040

PALM DESERT CODE

§ 2.34.060

unexpired terms of office, or appointments made to fill new positions created during the year, but which will all be ultimately based upon the fiscal year thereafter. Following expiration of the term of office, each member shall continue to serve until the member is reappointed or a successor is qualified and appointed.

• B. Term of Office. All terms of office for regular and alternate members will be four years, unless otherwise specified in the bylaws. Each member shall be eligible for reappointment at the discretion of the city council, recognizing; however, that it is the city's goal to allow as many qualified and willing individuals as possible an opportunity to serve their community.

• C. Vacancies. If a vacancy occurs before the expiration of a term, the city council may appoint a member for the unexpired term pursuant to subsection A of this section.

• D. Initial Terms. For new appointed bodies, the initial appointments shall be staggered so that approximately half of the members serve an initial two-year term and thereafter, if reappointed, a four year term; the remainder of the members shall serve a four year term.

• (Ord. 1390 § 6, 2023)

• A. Officers. At the first meeting following July 1st, appointed bodies shall elect a chairperson and vice chairperson for a one-year term. The chairperson shall preside over all meetings. The vice chairperson shall preside in the chairperson's absence. In the chairperson's and vice chairperson's absence, the appointed body may designate a presiding officer. Vacancies in either the chairperson or vice chairperson position occurring prior to July may be filled at any time by a majority vote of the appointed body.

The chairperson and vice chairperson positions shall rotate annually in accordance with a numeric seat-based system established by the city clerk. Each member shall be assigned a seat number that determines the sequence in which they will serve as chairperson. When a seat's scheduled turn occurs, the member occupying that seat shall be appointed chairperson. If a member is in their first year of service or elects to defer serving as chairperson when their turn occurs, their appointment shall be moved to the end of the rotation sequence, and the next eligible seat shall advance. Members may serve as vice chairperson in any year, regardless of their length of service. No member may serve consecutive terms in the same officer position.

• B. Bylaw Amendment. Each appointed body may review and propose amendments to its own bylaws, provided that such bylaws are not in conflict with any provisions of federal, state, or local law. Bylaws shall be submitted to the city council for approval.

• (Ord. 1390 § 6, 2023; Ord. 1430, 8/28/2025)

• A. Regular Members. The number of regular members of each appointed body shall be established by city council ordinance or resolution.

• B. Alternate Members. The city council; by ordinance, resolution, or minute order; may establish a certain number of alternate members for any appointed body. Alternate member(s) may attend appointed body meetings as a nonvoting, nonparticipating member. In the event of an absence of a regular member, the alternate member may sit with the

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City of Palm Desert, CA

ADMINISTRATION AND PERSONNEL

§ 2.34.060

§ 2.34.080

appointed body as a voting, participating member. Alternate members are exempt from the attendance requirements set for in Section 2.34.100 of this code.

• C. Ex Officio Members. The city council or city manager may designate ex officio members to an appointed body. The ex officio member may participate in the discussion as permitted by the chairperson, but they do not count towards a quorum nor cast any votes.

• D. Staff Liaison and Recording Secretary. The city manager may designate a staff liaison and recording secretary for each appointed body. The staff liaison shall aid and support the appointed body; provide information about relevant city policies and procedures; facilitate communication between the appointed body and city council; and keep the city manager informed of appointed body activities. The recording secretary shall prepare and post agendas, keep meeting minutes, manage and retain related documents, and forward a copy of meeting minutes to the city clerk.

• E. City Council Liaison. The city council may designate a city council member as a liaison to an appointed body. City council liaisons facilitate communication between the city council and appointed bodies. A city council liaison is not a member nor advocate of the appointed body and does not give direction or influence decisions but can assist and provide information.

• (Ord. 1390 § 6, 2023)

• A. Regular Meetings. Regular meetings may be held at a day, time, and place established by resolution or minute order of the appointed body that may be amended from time to time. Regular meeting agendas shall be posted at least seventy-two hours ahead of the meeting.

• B. Special Meetings. Special meetings may be called by the chairperson or a majority of the appointed body. Special meeting agendas shall be noticed at least twenty-four hours ahead of the meeting.

• C. Emergency Meetings. Emergency meetings may be called if dire circumstances threaten public health or safety, if one-hour notice is given to media if requested.

• D. Meeting Cancelation. The staff liaison, in consultation with the chairperson, may cancel meetings in accordance with the Ralph M. Brown Act.

• E. Signing Authority. The presiding officer shall sign, and the secretary shall attest, to all resolutions and other documents that are adopted in the presiding officer's presence. If the presiding officer is unavailable, an alternate presiding officer may sign such documents.

• F. Quorum. A majority of voting members shall constitute a quorum for the transaction of business, except where the bylaws provide for a membership up to a certain number of voting members, then a majority of appointed voting members shall constitute a quorum for the transaction of business.

• G. Decorum. Members shall be respectful of everyone present, practice civility and decorum in discussions and debates, and honor the role of the presiding officer in maintaining order.

• (Ord. 1390 § 6, 2023)

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City of Palm Desert, CA

PALM DESERT CODE

§ 2.34.080

§ 2.34.100

• A. Agenda Management. The staff liaison of each appointed body shall oversee approving and placing items on the agenda.

• B. Sponsoring an Agenda Item. Any regular member, including the chairperson, may request the staff liaison to agendize an item for a future meeting during a regular meeting, when supported by at least one other appointed body member.

• (Ord. 1390 § 6, 2023)

• A. Voting. Each regular member shall be entitled to one vote and should vote on every question presented unless disqualified by reason of a conflict of interest.

• B. Motions. Recommendations or actions will be made by motion, second, and a recorded vote.

• C. Majority and Tie Votes. A majority vote of the members present at a duly constituted meeting shall be required to carry a motion, proposal, or resolution. Tie votes shall be lost motions or "no action" and the matter voted upon may be subject to further consideration.

• D. Authorized Representatives. Under no circumstances shall any member take any action or make any statement committing the appointed body unless expressly authorized to do so by majority vote of the appointed body.

• (Ord. 1390 § 6, 2023)

• A. Absences. Regular members are expected to diligently attend and participate in all meetings. As far in advance of the meeting as practicable, a regular member requesting an excused absence shall submit said request to the staff liaison or recording secretary. An "excused absence" may be granted due to illness or injury, unexpected business, emergencies, important personal business, official city business, or any reasonable excuse that is approved by the appointed body.

• B. Unexcused Absences. Unexcused absences shall result in automatic resignation under the following circumstances:

  1. Six unexcused absences from regular meetings in any twelve-month period on appointed bodies that meet twice monthly.

  2. Three unexcused absences from regular meetings in any twelve-month period on appointed bodies that meet monthly.

  3. Two unexcused absences from regular meetings in any twelve-month period on appointed bodies that meet bimonthly.

  4. One unexcused absence from regular meetings in any twelve-month period on appointed bodies that meet quarterly.

  5. Upon reaching the allowed number of unexcused absences, the city clerk shall notify the regular member that they are subject to automatic resignation and shall provide a fifteen-day grace period for the member to request waiver of any unexcused absence from the mayor, after which the resignation shall be deemed automatic.

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City of Palm Desert, CA

ADMINISTRATION AND PERSONNEL

§ 2.34.100

§ 2.34.120

• C. Waiver of Unexcused Absences. Upon written request by a member, the mayor may excuse an otherwise unexcused absence.

• D. Resignation. Any member may resign at any time by written notice to the city clerk, staff liaison, or recording secretary.

• E. Removal. Any member may be removed at any time, with or without cause, by a majority vote of the city council.

• F. Failure to Comply with Law. Except as otherwise provided by state law, any member failing to comply with mandatory training requirements or any public disclosure report required by federal, state, or local law by the established deadline shall have their service automatically suspended on the date that is five calendar days following a written certification by the city clerk that three written (including electronic communication) notifications had been provided to the member. A member's service shall be immediately reinstated upon filing the public disclosure report or proof of training.

• (Ord. 1390 § 6, 2023)

• A. Recognition by Presiding Officer. Any person desiring to address the appointed body shall wait to be recognized by the presiding officer. After being recognized, the person will be asked to state their name and city of residence for the record and shall limit remarks to the question under discussion. All remarks and questions shall be addressed to the presiding officer and not to any individual member, staff member, or other person. No person shall enter into any discussion without being recognized by the presiding officer.

• B. Written Correspondence. The staff liaison or recording secretary is authorized to receive and open all mail addressed to an appointed body and give it immediate attention to the end that all administrative business referred to in said communications and not requiring appointed body action may be disposed of between meetings. Any communication related to an agenda item before an appointed body shall be distributed to the appointed body as soon as practicable and retained for the official record.

• C. Time Limit for Public Comment. Public comments will be limited to the time allowed on the meeting agenda unless additional time is granted by the presiding officer. Time limits may be waived or reduced by the presiding officer based on the number of speakers on any specific item when uniformly applied. A speaker may not defer their time to other speakers.

• (Ord. 1390 § 6, 2023)

All members serve without compensation, unless otherwise provided, but may be reimbursed for reasonable expenses in accordance with city policy. (Ord. 1390 § 6, 2023)

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City of Palm Desert, CA

ADMINISTRATION AND PERSONNEL

§ 2.36.010

§ 2.36.040