Chapter 2.14
COMMISSIONS, COMMITTEES AND TASK FORCES – COUNCIL-CREATED ADVISORY BODIES
Sections:
2.14.040 Appointment and removal.
2.14.050 Member participation and attendance.
2.14.060 Residency requirements.
2.14.120 Officers – Terms of office.
2.14.130 Council and staff support.
2.14.140 Advisory body purpose – Meetings – Reporting – Other responsibilities.
2.14.010 Purpose.
The city council recognizes the importance of the public deliberative process and the contributions citizens may offer the city through a structured citizen involvement process. As the recipients of government services, citizens may best be able to identify where efficiencies and improvements may benefit the city. To that end, council has created a system of advisory bodies designed to foster the relationship between the city and its citizens and ensure that the city considers and appropriately weighs the needs and interests of all city citizens. (Ord. 7-2014 § 1 (Exh. A))
2.14.020 Creation.
A. Unless expressly stated to the contrary, all commissions, committees, task forces and other advisory bodies created under this chapter shall be subject to the provisions of this chapter and the council-adopted policies, rules and guidelines. The commissions, committees, task forces, and other advisory bodies policies, rules and guidelines will be adopted by resolution. Changes to the adopted operating policies, rules and guidelines shall require formal council action.
B. For the purpose of this chapter, a permanent standing council citizen advisory commission, or committee (CCAC), shall be defined as any commission, committee, or other advisory body that is created by council through an ordinance to address functional areas of policy, operation and interest to the council which ordinance is codified in the Fairview Municipal Code.
C. All other council advisory bodies including task forces and focus groups that are temporary in nature and formed for a specific purpose, for a limited, stated duration shall be created by council resolution and must be dissolved upon completion of the stated purpose. (Ord. 7-2014 § 1 (Exh. A))
2.14.030 Structure.
A. Every commission, committee, task force, or other advisory body created under FMC 2.14.020 shall have a specific statement of purpose in the creating ordinance or resolution that identifies the general mission, charge and responsibility of each commission, committee, task force or other advisory body. The structure and purpose of advisory bodies will be reexamined periodically by the council to determine need and effectiveness. The city council will meet annually with each CCAC to present the CCAC with an annual work plan for the fiscal year.
B. Every commission, committee, task force, or other advisory body member appointed under the authority of this chapter shall be subject to the ethics code adopted by and applicable to members of the city council.
C. CCACs may recommend to council the creation of citizen advisory subcommittees (CCAC subcommittees) as well as task forces and/or focus groups as needed to complete the work plan of the CCAC or otherwise advise and assist the CCAC or council. Any such advisory body recommended by a CCAC shall be created as set forth in FMC 2.14.020(C).
D. CCAC may create a work group, without council approval, of less than a quorum of the CCAC members, to complete work tasks provided to the CCAC by the council. The work group shall serve for a specific purpose and targeted time frame, and be dissolved upon completion of the stated work project or work purpose. (Ord. 7-2014 § 1 (Exh. A))
2.14.040 Appointment and removal.
A. Members of all commissions, committees, task forces, and all other advisory bodies created under this chapter shall be appointed by a majority vote of the council. Members of all commissions, committees, task forces and advisory bodies serve as volunteers and shall not be monetarily compensated for their participation.
B. Members of CCACs shall be recruited and selected through an open, well-publicized public process.
C. Except as may be required by law or written agreement, individuals appointed to any commission, committee, task force or other advisory body may be removed by a majority vote of the council for any reason and at any time during the member’s term of appointment. (Ord. 7-2014 § 1 (Exh. A))
2.14.050 Member participation and attendance.
Unless expressly stated to the contrary elsewhere in the Fairview Municipal Code or Oregon law, failure of any advisory body member, of any advisory body, to attend three consecutive meetings of the commission, committee, task force, or other advisory body to which he/she has been appointed, will result in automatic termination of the member’s appointment; provided, however, that a majority vote of the council may waive automatic termination if expressly requested by the advisory body and is, in the discretion of council, warranted by individual circumstances. (Ord. 7-2014 § 1 (Exh. A))
2.14.060 Residency requirements.
A. Unless otherwise approved by council or required by state law, all members of CCACs, committees, task forces, or other advisory bodies created under this chapter must reside within the Fairview city limits.
B. Members of CCACs, committees, task forces, or other advisory bodies created under this chapter may reside outside the Fairview city limits only by approval of the council if the member has a vested interest or specific skill related to the task of the advisory body. In making appointments for any advisory body, council may give preference to Fairview residents. (Ord. 7-2014 § 1 (Exh. A))
2.14.070 Dissolution.
The mayor and city council may, through the appropriate legislative action, dissolve any commission, committee, task force or other advisory body created under this chapter, except those required by state law. (Ord. 7-2014 § 1 (Exh. A))
2.14.080 Term of membership.
A. Unless otherwise expressly provided or required by state law, the term of appointment to any CCAC created under this chapter shall be for a period of three years.
B. The term of appointment to any other committee, task force or other advisory body created under this chapter shall run until the work of the committee, task force or other advisory group has been completed or a period of one year, whichever is shorter; unless otherwise approved by council. (Ord. 7-2014 § 1 (Exh. A))
2.14.090 Term limits.
A. Unless otherwise expressly approved by council, no individual shall serve on the same CCAC for more than two consecutive membership terms.
B. No individual shall serve on more than two CCACs at a time unless approved by a majority of the council. This provision shall not apply to subcommittees, task forces or other advisory bodies that are created by council for a specific purpose or that are of a temporary nature.
C. Unless otherwise expressly approved by council, no individual shall serve on both the budget committee and the planning commission at the same time. (Ord. 1-2020 § 1 (Exh. A); Ord. 7-2014 § 1 (Exh. A))
2.14.110 Vacancies.
Vacancies created due to the mid-term resignation or removal of a member shall be filled in accordance with the process set forth in the adopted by resolution commissions, committees, task forces, and other advisory bodies policies, rules and guidelines operating rules, policies and guidelines adopted by the council, including appointment by a majority vote of the council, and shall be for the remainder of the vacant term. Appointment to a vacancy mid-term shall not be considered in calculating maximum membership term limits unless the term appointment exceeds two years, in which case appointment to the vacancy will be considered in calculating maximum membership terms. (Ord. 7-2014 § 1 (Exh. A))
2.14.120 Officers – Terms of office.
A. Unless otherwise directed by council, in January of each year, every commission, committee, subcommittee, task force, or focus group created under this chapter, for which the term of chair or vice-chair is expired, shall elect a new chair or vice-chair each of whom shall hold a one-year term of office. In the event a vacant officer position is not filled within a reasonable time, the council will appoint an individual to fill the vacancy subject to a majority vote of the council.
B. Unless otherwise approved by the council, no officer position may serve more than two successive terms in any one office. Election to a vacant term of office set forth in this section shall not be considered in calculating office term unless the remainder of the term of the vacant office is greater than nine months. (Ord. 7-2014 § 1 (Exh. A))
2.14.130 Council and staff support.
A. At least one member of the council will be appointed, as “council liaison,” by the mayor to each CCAC.
1. Council liaisons will attend CCAC meetings and act as a resource of information for the CCAC members and communicate council direction to the CCAC in an effort to maintain alignment with council goals, work plans, and specific project objectives. Council liaisons will review the council work plan specific to the CCAC and inform the CCAC of council meeting agenda items and of council decisions that may be of interest to the CCAC. Council liaisons will also encourage CCAC members to attend council meetings to keep abreast of council action, policy matters, and the activities of the council.
2. A council liaison shall not attempt to direct debate, lobby, or otherwise influence the direction or decisions of any advisory body.
3. Council liaisons shall not be eligible to vote on any CCAC agenda items.
B. The city manager shall assign a staff person, as “staff liaison,” to provide technical information, guidance and clerical support for each CCAC as well as any CCAC subcommittee, task force or focus group created under the provisions of this chapter.
1. The primary staff person(s) assigned to a CCAC will be designated as the staff liaison(s) and will be responsible to ensure compliance with public meetings laws.
2. Staff liaisons may actively participate in discussions of a CCAC where appropriate and/or necessary or when requested by the CCAC.
3. Staff liaisons shall not be eligible to vote on any CCAC or CCAC subcommittee, task force or focus group agenda items. (Ord. 8-2021 § 1; Ord. 7-2014 § 1 (Exh. A))
2.14.140 Advisory body purpose – Meetings – Reporting – Other responsibilities.
A. Unless otherwise required by law or written agreement, every commission, committee, subcommittee, task force, focus group or other advisory body created under this chapter shall have provided to them by council expressed statements of purpose, powers, and duties that identify the general mission, charge, and responsibilities by which its activities are to be governed. Projects or activities beyond these expressed statements or annual work plans must be submitted to and approved by a majority vote of the council.
B. Unless otherwise expressly provided or required by law, meeting schedules shall be established by the relevant committee as needed to address the relevant annual work plans and to conduct the business of the commission, committee, task force, focus group or other advisory body.
C. A majority of voting members of an advisory body shall constitute a quorum one of whom must be the chair or vice-chair of the committee.
1. Vacant positions will not be counted in determining the existence of a quorum; provided, however, in no event shall a quorum be established and/or official business be conducted by a commission, committee, task force, or focus group created under this chapter that has vacant positions:
a. With less than three voting members present, one of whom must be the chair or vice-chair, for standing committees with membership codified at seven members or less; and
b. With less than five voting members present, one of whom must be the chair or vice-chair, for standing committees with membership codified at more than seven members.
D. Minutes shall be kept and maintained for all meetings.
E. The chair of each commission, committee, task force, or other advisory group will present a status report to the city council on a quarterly basis.
F. Within the first year of appointment as a member to a commission, committee, task force or focus group created under this chapter, all members shall participate in a city law orientation for volunteers or otherwise demonstrate knowledge and familiarity with state and local law and rules governing the conduct of public officials. (Ord. 7-2014 § 1 (Exh. A))