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24 City of Roseville y Commissioner’s Handbook 201.5: COMPENSATION Members of all advisory commissions shall serve without compensation. 201.6: ORGANIZATION A. Election of Officers: At the first meeting following the start of new regular terms of appointment, or at such other time as required by State Statutes, each advisory commission shall elect a chair and vice-chair from among its appointed members for a term of one year and appoint a member to serve on the Ethics Commission as described in Chapter 207 of this code. B. Governing Documents: City Code and State Statutes will govern commission activities. A commission shall not adopt separate by- laws or rules to govern commission duties or activities. C. Committees, Subcommittees and Task Forces: Commissions may by majority vote appoint committees or subcommittees of their own members from time to time as required for the conduct of their business. The formation of any other committees, task forces and/or alternate workgroups would be subject to the provisions of this Chapter and shall be created only after approval of the City Council. Subcommittees shall report on work underway and completed on a regular basis to the full commission. D. Logo and Materials: To reflect the official nature of the commission and to preserve consistency of the City’s brand, only the official city logo or a Council-approved derivative of the logo, that contains the words “City of Roseville,” shall be used on commission materials. E. Accessibility: Commission members will be available to residents of the city by providing a preferred phone number or email ad- dress that can be used on the city website and/or on print materials. F. Staff Liaison: Each commission will be served by a staff liaison to assist in meeting planning and commission processes and serve as a conduit to city staff and the City Council. G. New Commissioner Training: New commission members will receive both general and commission-specific training from the staff liaison and commission chair before beginning their term. 201.7: MEETINGS AND REPORTS A. Meeting Schedule: Prior to the start of each calendar year, each commission shall adopt a regular meeting schedule for the coming year. Commissions may amend their regular meeting schedule, cancel meetings, or call special meetings as needed by majority vote at a regular commission meeting. A special meeting of a commission may be called by the commission chair and/ or the City Manager between regular meetings after consultation and approval of both parties. Commissions shall meet at least quarterly, except as otherwise required by this Code or State Statutes. B. Joint Meeting with City Council: At least once a year, each commission shall meet with the City Council to report on the previ- ous year’s work and to discuss work plans and pending issues for the upcoming year. Commissions may request additional joint meetings with the City Council whenever necessary to share information or seek guidance. A staff liaison is assigned to assist each commission and will work with the City Manager to schedule any joint meetings. C. Open Meeting Law and Data Practices: All meetings of a quorum of a commission need to be properly noticed and shall be sub- ject to the requirements of State Statutes section 13D, as applicable. Individual commissioners are expected to understand and adhere to applicable state laws and statutes. When a vacancy exists on a commission, a quorum shall consist of a majority of the commission’s non-vacant seats. D. Rules of Order: All commissions shall be subject to the same Rules of Order as are adopted annually by the City Council. E. Meetings: Commission meetings shall be held in a public place and the time, date, and location of the meeting shall be publicly noticed. Commissions must allow time for public comment on each agenda item and at a Public Comment portion of the agenda at the beginning of each meeting. All meetings shall be televised and recorded for future reference. External site tours by a Com- mission shall be exempt from being televised, but such tours shall be publicly noticed as all other Commission meetings. F Minutes and Reports: Commissions are required to keep a record of its meetings and actions available through the City, as well as other recommendations, reports, studies and other documents created or performed by or for a commission. Minutes of the meeting shall be detailed in the same way as the City Council minutes are written.