(A) Ad Hoc Committees. Ad Hoc Committees for the consideration of special measures or matters, or the performance of special tasks may be appointed by the Chairperson with the advice and consent of Council.
(B) The Chairperson, with the advice and consent of Council, shall appoint the members of an Ad Hoc Committee.
(C) Ad Hoc Committee quorum. A majority of all members of an Ad Hoc Committee shall constitute a quorum. The affirmative vote of a majority of all members shall be necessary to recommend action to Council. Proxy vote shall not be valid, nor shall any member vote except in Committee in actual session.
(D) Ad Hoc Committees of Council, board or commission meetings. Due notice shall be given pursuant to § 31.11(D) of all Ad Hoc Committee and joint Committee, Board or Commission meetings, and they shall be open to the public.
(E) Notice.
(1) Any Ad Hoc Committee of Council, Board or Commission shall, at least 24 hours prior, post notice of a regular meeting on a common bulletin board located at the city administration building in the first floor lobby.
(2) Any meeting of an Ad Hoc Committee of Council, Board or Commission which is not a regularly scheduled meeting shall be considered a special meeting of all the body. Notice of a special meeting shall be posted within the same time limit and in the same manner as notice for regular meetings and shall also state the purpose of the special meeting. In the event of an emergency requiring immediate official action, the chairperson of an Ad Hoc Committee of Council, Board or Commission who calls the meeting shall have the Clerk of Council notify the news media that have requested notification immediately of the time, place and purpose of the emergency.
(3) The Clerk of Council shall provide, at reasonable fee to be determined by city administration, to any news media or other individual who has requested from Council, Ad Hoc Committee of Council, Board or Commission notification of either that particular Board of Commission's meetings or a particular topic, notice of any regular or special meeting of that Board or Commission or any meeting at which that particular topic is to be addressed at least 24 hours prior to the meeting. Such notification shall be given by mailing notice in a self-addressed stamped envelope provided by the media or individual requesting the notification or by fax to that media or individual.
(F) Minutes. The minutes of an Ad Hoc Committee of Council, special, or emergency session or meeting of any such Board or Commission shall be promptly prepared, filed and maintained and shall be open to the public.
(G) Boards, commission and committee appointment procedure.
(1) Copies of applications of new applicants for boards, commissions and committees (“boards”) will be forwarded to City Council members.
(2) The Clerk of Council or Clerk-Designee shall keep a roster of all applicants for boards.
(3) When vacancies occur, the Clerk or Clerk-Designee will forward an updated roster to the Human Resources Committee (“Human Resources”).
(4) Human Resources will determine which applicants best fit the profile for appointment to the existing vacancy.
(5) Human Resources will select applicants for a brief interview before the Human Resources Committee. Should the Human Resources Committee waive the interview, the applicant shall be notified and may request an interview.
(6) Human Resources will make a recommendation of the appointment to the vacancy on the next Council worksession.
(7) Any recommendations arising from the Council worksession shall be placed on the Council agenda and acted upon according to the Charter, Section 3.12.
(Ord. 63-1971, passed 11-27-71; Am. Ord. 29-1974, passed 6-3-74; Am. Ord. 28-1984, passed 8-20-84; Am. Ord. 40-1994, passed 10-3-94; Am. Ord. 07-1999, passed 8-16-99; Am. Ord. 19-2021, passed 11-15-21)