(A) All city boards and commissions within their areas of responsibility shall identify needs and problems, recommend programs, projects, and legislation; promote public understanding; cooperate with local citizens groups, and governmental bodies; participate in conferences and workshops; and perform those specific duties delegated by Council.
(B) All city boards and commissions (exceptions: Planning Commission, Board of Public Utilities, Civil Service Commission and Zoning Board of Appeals, see division (C) below) will notify the Clerk of Council of meetings no later than the first scheduled meeting of City Council prior to the board or commission’s scheduled meeting. This notification will include an agenda for the next meeting, if possible.
(C) The Planning Commission, Board of Public Utilities, Civil Service Commission and Zoning Board of Appeals will forward to the Mayor and City Council the agenda, previous meeting’s minutes, action items and any other pertinent information regarding the scheduled meeting. This information is to be delivered or mailed to the Mayor and City Council no later than the Friday before the scheduled board or commission meeting.
(D) All city boards and commissions will have an agenda item for lobby visitation. Additional agenda items are at the discretion of the board or commission chairperson.
(E) Minutes from board and commission meetings will be forwarded to the Clerk of Council within 12 working days after the board or commission meeting. The Clerk of Council will distribute these minutes to the Mayor and City Council (exceptions: Planning Commission, Board of Public Utilities, Civil Service Commission and Zoning Board of Appeals, see division (C) above). Minutes will be formally adopted in accordance with board or commission by-laws.
(F) Special meetings are exempt from the requirements of divisions (B) and (C). However, the Municipal Administrator’s office, or designated representative, will notify the Mayor and City Council of the special board or commission meeting.
(1980 Code, § 30.99) (Ord. 3073, passed 2-11-1974; Am. Ord. 6444, passed 3-15-1999)