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<br />. <br /> <br />Memorandum - 1999 Committees/Committee Structure <br />Page Four <br />April 2, 1999 <br /> <br />e <br /> <br />Staff would prepare all meeting agenda packets and mail them, based on the direction of the <br />committee chairperson. Staff should provide any background information it has available to <br />assist with the discussion of agenda items. Committee minutes are the responsibility of the <br />committee, and not staff. <br /> <br />The City Council may wish to clarify or validate this current approach. <br /> <br />. Role of Committee/Commission <br />Each committee currently elects a Vice-Chairperson and Secretary. It is the responsibility of <br />the chairperson to provide staff with the agenda for upcoming meetings. The Secretary <br />would keep all minutes and provide them to staff for processing and inclusion in meeting <br />packets and for Council information. The committee would set its agendas based on the <br />prioritized goals of the City Council. The committee may wish to prepare a preliminary <br />agenda for each meeting to be held during the calendar year, which would be reviewed by the <br />City Council. The Council may wish to clarify or validate this approach. <br /> <br />. Number of Members <br />For the purpose of seeking members and appointments, the City Council should clarify the <br />number of individuals that can be appointed to various committees. Currently, this ranges _ <br />from seven to nine, depending on the committee or commission. ., <br /> <br />. Number of Unexcused Absences <br />The City has not recently followed any set procedures on the number of unexcused absences <br />from committee/commission meetings. Several years ago, there was an informal policy that <br />missing three meetings in a year was reason for not being re-appointed. The City Council <br />may wish to state that committee members are expected to attend all meetings, and should <br />notify City staff if they are unavailable to attend. Unexcused absences of three or more may <br />be grounds for termination of the appointment by the City Council. <br /> <br />. Service on Multinle Committees <br />The City has, in the past, had several citizens who have expressed an interest in serving on <br />multiple committees. The Council has previously indicated that a resident can serve on up to <br />two (2) different committees at any given time. <br /> <br />What Process Should Be Followed To Transition To The New Committee Structure? <br />Assuming the City Council proceeds with the list of committees proposed for 1999, the next step <br />is to determine the process for transitioning from the existing committees. In light of previous <br />notice provided to all committee members, staff would recommend the change be made <br />immediately. Other points to consider: <br /> <br />e <br />