(A) Bylaws. Each board or commission shall adopt and be governed by such bylaws as shall be necessary and desirable for the conduct of its activities. Bylaws shall be subject to review and approval by the Council.
(B) Chairperson. Each board or commission annually shall elect from its members a Chairperson and Vice Chairperson to serve a term of one year. No person shall serve more than two consecutive one-year terms as chairperson of a particular board or commission.
(C) Meetings.
(1) Regular meetings. All board and commission meetings are open meetings subject to the Arizona Open Meeting Law and shall be held at a fixed time, on a fixed date and in a fixed place as shall be determined by the board or commission. The City Clerk shall give notice of all board and commission meetings as required for meetings of public bodies.
(2) Special meetings. Special meetings may be held if necessary. All meetings shall comply with the Arizona Open Meeting Laws and shall be open to the public. The Chairperson shall utilize Robert’s Rules of Order to govern the conduct of the meetings insofar as practical.
(3) Public comment. All board and commission meetings shall include scheduled time for public comment.
(4) Meetings conducted according to bylaws. All meetings shall be conducted according to the bylaws of the board or commission.
(D) Meeting minutes.
(1) Official record. Approved minutes of board or commission proceedings shall be public record; the city shall retain a copy of the official minutes of each board or commission meeting in accordance with applicable state laws.
(2) Distributed to City Council. Official minutes of each board or commission meeting shall be distributed to the City Council.
(E) Removal.
(1) Any member of a board or commission established by the Council who fails to attend three consecutive regular meetings, or who fails to attend at least 75% of the scheduled meetings in any calendar year, shall be deemed to have resigned as a member of the board or commission.
(2) Extraordinary circumstances such as serious illness will be considered a waiver of these requirements.
(3) Members may be removed, from any advisory board or commission, prior to the expiration of their term of office, by a majority vote of the City Council.
(F) Vacancies. The successor to any member of a board or commission who has been removed pursuant to this section shall be appointed pursuant to § 31.05.
(G) Quorum. A majority of the appointed members of the advisory board or commission shall constitute a quorum for the transaction of business. An affirmative vote of the majority of a quorum in attendance at any meeting shall be necessary to transact business or carry any proposition.
(H) Conflict of interest. All members should be aware of the need to avoid any instance of conflict of interest and are governed by the state’s conflict of interest laws.
(I) Procedure. The board or commission’s final action on any proposal shall be in the form of a recommendation of approval or disapproval directed to the City Council, except as otherwise provided for in city code or ordinances.
(1976 Code, § 15-1-6)