(a) The Committee on Design and Preservation shall organize consistent with this Chapter and shall adopt such rules of policy and procedure as may be necessary to provide for the conduct of regular and special meetings as well as for the election of a Chairperson and Vice-Chairperson. The Committee shall set a regular meeting time to discuss its business as necessary, provided that the Committee shall meet not less than four times per year. All meetings shall have previously announced agendas and be held in a public place, advertised in advance, and open to the public.
(b) Three members of the Committee shall constitute a quorum; however, a minimum of three members shall be required to cast an affirmative vote to take official actions.
(c) No voting member of the Committee on Design and Preservation or Advisor/Liaison to the Committee shall participate in the review of any item for discussion before the Committee if such member or Advisor/Liaison has any direct financial interest in the property involved in such discussion.
(d) The Advisor/Liaison or his or her designee appointed by the Mayor shall take and keep minutes of the Committee. The Advisor/Liaison or his or her designee shall keep, or cause to be kept, a complete record of all decisions and actions of the Committee including the reasons for making such decisions. In addition, the Advisor/Liaison or his or her designee shall prepare an annual report of Committee activities, cases, decisions, special projects, and qualifications of its members.
(e) All rules and procedures, agendas, records, minutes, and annual reports shall be kept on file and available for review, subject to the City of Newark Public Records Retention Schedule.
(Ord. 13-36-A. Passed 11-4-13.)