Vallejo Municipal Code Ch. 2.26 General Regulations for Boards, Commissions and Committees

The purpose of this chapter shall be to establish standard rules and regulations to be applied to all boards, commissions, and citizen committees established by the city council except as otherwise provided by ordinance or resolution.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

Except as otherwise provided by ordinance or resolution:

A. The mayor and each member of the council may nominate one or more persons for membership on any board, commission or committee established by the city council. Members shall be appointed by a majority vote of the council.

B. Every person appointed to a board, commission or committee must be a resident of the city of Vallejo. If during a member's term in office, such appointed officer moves his or her place of residence outside the city limits, his or her office shall immediately become vacant. It shall be the responsibility of such officer to notify in writing the city clerk within ten days of such event. Each appointed officer shall be notified of this requirement at the time of his or her appointment.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. The term of office of each member appointed by the city council shall be four years, except as otherwise provided by ordinance or resolution. Each member shall serve until his or her successor is duly qualified and appointed.

B. The terms of members shall be staggered so that the number of terms expiring annually shall be approximately equal. To arrange this result, the city council shall specify terms of members first appointed after adoption of the ordinance or resolution establishing the body.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. If a vacancy occurs, other than by expiration of a term, the city council shall appoint a member to serve for the unexpired portion of the term in the same manner as the original appointment.

B. Vacancies on boards, commissions and committees shall be announced and appointments to fill vacancies shall be made pursuant to Section 2.02.350 of this code.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. The term of a member shall automatically expire in the event of:

1. Death; or

2. Resignation.

B. Pursuant to Charter Section 407, any member of a board or commission serving a fixed term may be removed by an affirmative vote of at least five members of the city council.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. Members appointed by city council to serve on a city board, commission or committee are expected to attend each regular or special meeting of that city board, commission or committee.

B. For purposes of this policy, an excused absence is any absence with notification given to the chair and staff at least twenty-four hours before the meeting's convening.

C. An unexcused absence is any other absence.

D. A member may have a maximum of three excused absences per twelve month period. On the third excused absence, the city clerk shall send a warning letter to the member, including a copy of this policy. If a member has more than three excused absences in a twelve month period, the procedure in subsection (F) below shall commence.

E. A member may have a maximum of two unexcused absences in a twelve month period. On the second unexcused absence, the city clerk shall send a warning letter to the member. If a member has more than two unexcused absences in a twelve month period, the procedure in subsection (F) below shall commence.

F. If a subsequent absence pursuant to subsection D or E above occurs in the twelve month period, the city clerk shall send a letter to the member putting them on notice that they are in violation of the attendance policy and requiring a response within seven days which shall explain the reason for either the four excused absences or the three unexcused absences; and whether they wish to continue on the commission or resign.

G. The member may respond to the clerk and provide a reasonable explanation for the absences, which would allow the member to continue serving unless there is a subsequent absence. However, if the member either does not respond to the city clerk letter with an explanation of the absences, does not resign or incurs an additional absence during the twelve month period (whether excused or not), the member will be deemed to have resigned their position. The city manager shall issue a letter to the member notifying them that they are in violation of this policy, did not respond to the inquiry, or have exceeded the number of absences allowed under this policy, and therefore have resigned their position. Upon issuance of the letter, the position shall be deemed to be vacant.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

(Ord. No. 1740 N.C.(2d), § 1, 9-27-2016)

A. Every board, commission and committee shall elect a chairperson and a vice-chairperson from among its members. Each shall serve a term of one year and until a successor is appointed and takes office. A member may serve no more than two consecutive years as chairperson. The staff person assigned, if any, to the board, commission or committee shall serve as a non-voting secretary to the board, commission or committee. If no staff person is assigned, then the board, commission or committee shall appoint one of its members to serve as secretary.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011; Ord. No. 1740 N.C.(2d), § 2, 9-27-2016)

Each member of a board, commission or committee shall serve without compensation, unless otherwise provided by ordinance or resolution adopted by the city council.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. Each board, commission or committee shall fix the time and place of its regular meetings and may hold special meetings in the manner prescribed by state law. Each board, commission or committee shall hold regular meetings at least once each quarter except as otherwise provided by ordinance or resolution.

B. A majority of the board, commission or committee appointed constitutes a quorum for the transaction of business. An affirmative vote of at least a majority present is required to take official action. Any question on which the vote is tied is lost; provided, that the presiding officer or any member may request the item be carried over to the next regular meeting at which a full board, commission or committee will be present.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011; Ord. No. 1820 N.C. (2d), § 1, 9-24-2019)

Each board, commission and committee may establish and charge committees composed of its members to perform duties regarding specified areas of deliberation.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011)

A. Each board, commission or committee shall use Rosenberg's Rules of Order, which shall be the rules of order and procedure for the transaction of business.

B. Notwithstanding (A) above, rulemaking and appellate commissions may propose their own more specific rules of order and procedure which shall be reviewed by the city attorney and approved by council prior to use.

(Ord. No. 1642 N.C.(2d), §§ 1, 4, 5-24-2011; Ord. No. 1820 N.C. (2d), § 2, 9-24-2019)

Each board, commission or committee may adopt a work plan that serves to fulfill the purpose of the commission. The work plan shall be aligned with the council's goals and priorities, be feasible in light of staffing and financial resources, and shall be brought to council for approval prior to implementation.

(Ord. No. 1820 N.C. (2d), § 3, 9-24-2019)

A. All items placed on the agenda shall be within the jurisdiction of the board, commission or committee.

B. The secretary will be responsible for the preparation of the regular meeting agenda. The written agenda shall be published and posted and no action or discussion shall take place on any item not appearing on the posted agenda except as permitted by the terms and provisions of the Brown Act, Cal. Gov. Code § 54954.2.

C. Any board, commission or committee member may propose that an item be placed on a future agenda. The member's proposal shall be agendized first for discussion and evaluation by the board, commission or committee. The criteria for agendizing an item for future consideration shall be:

1. Whether the item is within the jurisdiction of the board, commission or committee.

2. Whether the item is part of the approved work plan for the board, commission or committee.

3. Whether sufficient staffing and resources are available to ready the item for action on the future date that is requested.

D. If the above criteria is satisfied and if the board, commission or committee agrees by a majority vote that the proposed item should be agendized for a future date, the secretary of that commission shall place the item on an appropriate future agenda of the board, commission or committee.

(Ord. No. 1820 N.C. (2d), § 4, 9-24-2019)

Upon taking office and throughout their time of service, each commissioner or board member appointed by the city council shall reflect the following public service values at all times:

A. Each member will strive to act fairly and respectfully when reviewing and considering items presented and making decisions based on the merits of the issues, honoring the city's obligations imposed by law, and honoring the public's expectation that decision makers will be fair and impartial treating all people, projects and perspectives equitably.

B. Each member will exhibit compassion, conveying the city's care for and commitment to its community members and remaining attuned to and caring about the needs of the public, officials, and staff.

C. Each member will treat fellow officials, staff and the public with courtesy, even when disagreeing, and focus on the merits in discussions, not personalities, character or motivations, and comply with the rules of decorum and behavior guidelines contained in Section 2.02.190 of this code.

D. Each member will discharge their role in a responsible manner, attending all scheduled meetings in adherence to the attendance policy, reviewing materials and not disclosing confidential information, and representing the city's official positions to the best of the member's ability when authorized to do so, while refraining from taking any action that might appear to compromise the member's independent judgment. In taking responsibility for the member's own actions, the member will not use information acquired in the member's public capacity for personal advantage, and will not represent a third parties' interests to the city.

E. Each member will exercise the functions of the appointed office with integrity, remaining truthful with fellow commissioners, the public and others, and prepared to make unpopular decisions to further the public's interest, and disclosing instances of wrongdoing to the appropriate authorities.

F. Each member will be mindful of their obligation as a public official to serve the whole community, to be a keeper of the public trust, and promoting the efficient use of the city's resources.

G. Each member will strive to collaborate with city staff and with each other, recognizing that staff and members are on the same 'team' as individuals who are part of the same city organization.

H. Each member will be mindful of and promote the city's interests as articulated in the council's adopted goals, general plan, resolutions and ordinances. Achieving the public's benefit as articulated therein shall guide the member's actions above their own individual interests or the interests of special interest groups.

I. If authorized by the board, commission or committee to speak to council on its behalf, the member shall strive to fairly represent the stance and views of the entire board, commission or committee on the item being discussed.

J. Failure to follow any of the above items established in this section may be grounds for removal upon request by any council member and an affirmative vote of at least five members of the council after one written communication from the council liaison and the failure of the member to voluntarily resign when given an opportunity by the liaison to do so.

(Ord. No. 1820 N.C. (2d), § 5, 9-24-2019)

A. In collaboration with the secretary, and subject to the preparation of items for the agenda, the chairperson will schedule dates and times for meetings on matters within the jurisdiction of the commission or board, ensuring that agendas are created, circulated and duly posted in compliance with the Brown Act and local regulations.

B. The chair will officiate and conduct meetings, serving as the parliamentarian, providing leadership and ensuring that members are aware of their obligations and that the commission, board or committee complies with its responsibilities.

C. The chair will ensure there is sufficient time during the meeting to fully discuss agenda items.

D. The chair will ensure that discussion on agenda items is on topic, productive and professional.

(Ord. No. 1820 N.C. (2d), § 6, 9-24-2019)

A. The mayor will assign members of the council as council liaison to some of the city's boards and commissions in his or her discretion.

B. The council liaison will discharge the following functions:

1. To facilitate communications between staff and the board or commission in a manner that is consistent with this chapter.

2. To be accessible and to serve as a resource to other members in resolving issues which may arise.

3. As time permits, and as need arises, to attend the portion of meetings that relate to common interests of the council and the board or commission. Unlike a voting member of the board or commission, the council liaison is not expected to attend the full meeting, or every meeting, but may do so at his or her discretion.

4. The council liaison is not a voting member of the board or commission and is not expected to participate in discussion and debate on matters being considered by the board or commission.

5. The council liaison will not make requests of the board or commission, and will not make commitments or representations on behalf of the city council that have not been authorized by the city council.

(Ord. No. 1820 N.C. (2d), § 7, 9-24-2019)

The secretary shall attend all meetings of the board, commission and committee. In collaboration with the chairperson, the secretary shall establish the agenda, which shall be finalized, furnished to the city clerk, and posted in compliance with the Brown Act. The secretary shall ensure that adequate records are maintained reflecting every determination, finding and action by the board, commission or committee, consistent with city guidelines and state law. Either the secretary or the attorney which may be assigned to staff the board, commission and committee may be called upon by the chair to be a resource on items involving parliamentary process and procedure.

(Ord. No. 1820 N.C. (2d), § 8, 9-24-2019)