(a) It shall be the duty of the chairman to give notice of all committee meetings to members of the committee. Notice of meetings shall also be given to the Clerk by the Chairman prior to 3:00 p.m. the Thursday of the week preceding the meeting. Public notice of said meeting, including the date, time and location, shall be advertised on the City’s web site, the Mentor Channel and shall be forwarded to a newspaper of local circulation. The Clerk shall also include any such notices to all persons receiving Friday legislative packets and/or agendas.
The affirmative vote of a majority of all members constituting such committee shall be necessary to report any recommendation with respect to any subject referred to the committee. Three consecutive absences from committee meetings shall operate to suspend the member from such committee, unless excused by the remaining members thereof. All suspensions shall be reported to Council forthwith. No committee or member thereof shall be permitted to incur any expense without first receiving the consent of Council.
(b) It shall be the duty of the chairman, or a designee, to document the proceedings of said committee meeting by completing a form that includes the name of the committee, the date of meeting, the time of commencement and adjournment, the persons present and a brief description of the matters discussed. Any recommendation adopted pursuant to a committee meeting shall be reflected fully in writing in the minutes with the yes or no votes of persons voting thereon duly recorded. Said form shall constitute the minutes of the meeting and shall be submitted to the Clerk at the end of the meeting and maintained pursuant to duly adopted record retention schedules. The Clerk shall also maintain printed forms for use in the documentation of committee meetings. Information required by law to be kept confidential shall not be included in the minutes.
(Ord. 08-0-12. Passed 2-5-08.)