Unless otherwise provided by law or these ordinances, the following rules shall apply to all city boards, commissions and committees, all of which are hereinafter referred to as a "board".
A. Established By Ordinance: City boards shall be established by ordinance, which ordinance shall identify the purpose of the board and its membership, terms, and powers and duties.
B. Authority: Each board shall be an advisory board only and shall conduct its work and related communications through city staff assigned to the board.
C. Appointment:
1. By Mayor: Board members shall be appointed by the mayor, with the advice and consent of the city council. Advice and consent of the council is subject to the following:
a. It is the policy of the City that advisory board effectiveness is enhanced by consideration of all aspects of diversity in the appointment of members. Notice of appointment to the council should be accompanied by relevant information regarding the appointee's skills, experience, background, municipal ward representation, gender, age, ethnicity, cultural background and/or other qualities that factored into the mayor's appointment.
b. The Administration shall establish a process to allow members of the public to express interest in serving on advisory boards.
2. Ex Officio Members: At the request of the city council, the mayor may appoint up to two (2) members of the city council or designees, to serve as ex officio, nonvoting members of any advisory board of the city, who will act as liaison from the city council to the board. The term shall be for two (2) years. If the appointee is a council member, the term shall be for two (2) years or until the end of the council member's current city council term, whichever is less. The appointment shall be in addition to the number of members outlined in the ordinance establishing such advisory board.
3. Records Maintained: A record of all appointments, including the name of the appointee, the board, committee, panel or body to which the appointment pertains and the term for which the appointment is made, shall be maintained by the city recorder and made available for public inspection.
D. Terms:
1. Staggered: The terms of board members shall be staggered and board members may be appointed to a term less than the designated term when necessary to provide for staggered terms.
2. Expiration; Vacancies: Board members whose term has expired may serve until a successor is appointed. Vacancies occurring other than by expiration of term shall be filled by appointment of the mayor, with the advice and consent of the city council, for the unexpired term.
E. Compensation; Reimbursement For Expenses: Board members shall receive no compensation for their services, but may be reimbursed for reasonable expenses incurred in the performance of their duties.
F. Chair And Vice Chair; Terms: Each board shall elect a chair and a vice chair. Each person so elected shall serve for a term of one year.
G. Meetings:
1. Meetings of each board may be called by:
a. The chair;
b. The vice chair, if the chair is incapacitated, or otherwise cannot act;
c. A majority of the members of the board; or
d. The mayor.
2. Meetings of the boards shall be conducted in accordance with the Utah open and public meetings law, Utah Code Annotated title 52, chapter 4, as amended.
3. Any board which holds regular meetings that are scheduled in advance over the course of a year shall give public notice at least once each year of its annual meeting schedule in accordance with the Utah open and public meetings law, Utah Code Annotated title 52, chapter 4, as amended.
H. Minutes And Electronic Recording: Notwithstanding any rules of procedure adopted by a board or other provisions of these ordinances, in accordance with the Utah open and public meetings law, the following shall be the policy and procedure for the taking and approval of minutes for all boards:
1. Written minutes shall be taken for all public meetings of any board. The minutes shall be electronically recorded and taken down by the recorder or secretary during the course of the meeting.
2. Within fifteen (15) calendar days from the end of the meeting, the recorder or secretary shall prepare proposed written minutes for the meeting and give a copy of the proposed minutes to each board member for his or her review and comments.
3. Once the proposed minutes have been given to the board members, the recorder or secretary shall immediately make available to the public the proposed written minutes, which shall be clearly identified as "awaiting formal approval" or "unapproved" or with some other appropriate notice that the proposed minutes are subject to change until formally approved and they shall become a public document available to any member of the public who requests to read or copy the proposed minutes.
4. The board shall consider the proposed minutes for approval at the first meeting of the board that immediately follows the recorder or secretary giving the proposed minutes to the board members. The board members shall either approve the proposed written minutes as presented; or vote to correct and amend the proposed written minutes and then approve the corrected and amended written minutes at that meeting.
5. If the board fails to consider the proposed minutes within ninety (90) calendar days of distribution to the board, or does not take any action to approve the proposed minutes at the first public meeting held by the board immediately following the board's receipt of the proposed minutes from the recorder or secretary, the proposed minutes shall be deemed to have been approved by the board and will stand as proposed.
6. Once the proposed minutes have either been approved by the board, or have been deemed to have been approved by the inaction of the board, they shall become the official record of the proceedings of the board and shall be signed by the recorder or secretary. Official written minutes, and the recording, shall be kept, according to the retention schedule, by the office of the recorder or secretary taking the minutes and made available for public inspection as appropriate under Utah law. Copies of written minutes shall be filed with the city recorder.
I. Rules Of Conduct: Each board may adopt reasonable rules by which it conducts its business, which rules shall be consistent with ordinance and law.
J. Municipal Officers' And Employees' Ethics Act: Board members shall be subject to the municipal officers' and employees' ethics act, Utah Code Annotated section 10-3-1301 et seq., as amended.
K. Removal From Office: Board members may be removed from office at any time by the mayor, without cause.
L. Quorum: Unless otherwise provided by rule of a board, "quorum" means a simple majority of the appointed members of a board.
(Ord. 2010-33, 10-12-2010; amd. Ord. 2021-6, 1-19-2021)