Chapter 2.65
UNIFORM POLICIES FOR BOARDS, COMMISSIONS, AND COMMITTEES
Sections:
2.65.020 Residency requirements.
2.65.030 Membership – Appointment.
2.65.040 Membership – Vacancies.
2.65.120 Bylaws and rules of procedure.
2.65.005 Purpose.
The purpose of this chapter is to establish uniform policies for city boards, commissions, and committees, and to establish a process for review to ensure that the organization is efficient and nonbureaucratic. It is further to assure public access to all meetings of such boards, commissions, and committees.
It shall also be a statement of the council that all committees are creatures of the legislative body and shall not be deemed independent or autonomous to the legislative body.
(1) All committees of the city of Oak Harbor shall be created by ordinance of the city council and shall contain a statement of purpose and need. Except as may be otherwise provided by ordinance, the boards, commissions, and committees approved by council are advisory in nature and all members appointed shall serve without compensation.
(2) The city’s current boards, commissions and committees are:
|
Board, Commission, or Committee Name |
Oak Harbor Municipal Code Chapter |
|---|---|
|
Arts commission |
Chapter 2.29 OHMC |
|
Civil service commission |
Chapter 2.32 OHMC |
|
Police community advisory board (CAB) |
Chapter 2.50 OHMC |
|
Firemen’s relief and compensation fund trustees board |
Chapter 2.28 OHMC |
|
Historic preservation commission |
OHMC 18.50.040 |
|
Investment committee |
Chapter 3.02 OHMC and Resolution 14-21 |
|
LEOFF disability board |
Chapter 2.33 OHMC |
|
Lodging tax advisory committee (LTAC) |
Chapter 2.66 OHMC |
|
Marina advisory commission |
Chapter 2.39 OHMC |
|
Parks and recreation advisory commission |
Chapter 2.30 OHMC |
|
Planning commission |
Chapter 18.04 OHMC |
|
Salary commission |
Chapter 2.02 OHMC |
|
Safety committee |
|
|
Wellness committee |
|
(Ord. 1984 § 2, 2023).
2.65.010 Application.
This chapter shall apply to all boards, commissions, and committees created and/or regulated by the city.
(1) Every odd-numbered year, unless prohibited by state statute, the city council shall discuss and reauthorize committees of the city, as it deems appropriate. Termination of or changes in the purpose and need as contained in the original authorizing ordinance require an amending ordinance.
(2) The city council may determine that a committee no longer is needed to provide advice to the council, or to provide for an operational need of the organization, and in such case, the city council may choose to not reauthorize the committee. An ordinance repealing the original authorizing ordinance shall be placed on the council agenda for formal action. (Ord. 1984 § 2, 2023).
2.65.020 Residency requirements.
The following residency requirements shall commence January 1, 2024:
(1) Except as may be otherwise provided in this code regarding a specific board, commission, or committee all members shall reside within the city limits of Oak Harbor.
(2) Proof of Residency. If required by ordinance, board, commission, and committee members shall provide proof of residency.
(3) Current board, commission, and committee members who do not fulfill the residency requirements shall be allowed to finish their current term but will not be eligible for reappointment.
(4) If a board, commission, or committee member moves out of the area, that member is no longer eligible to serve and shall notify the mayor or their designee, in writing.
(5) Exceptions to Residency Requirements. Exceptions to residency requirements may be permitted by ordinance. (Ord. 1984 § 2, 2023).
2.65.030 Membership – Appointment.
The mayor and council shall seek to appoint persons who possess qualities of impartiality and broad judgment, and an ability to reconcile conflicting viewpoints. The mayor shall strive to maintain a diverse representation of community within a board, commission, or committee. All members appointed by the mayor are subject to council confirmation; provided, that council members have an opportunity to review the application of the mayor’s appointee prior to the meeting at which the council is to confirm the appointment. (Ord. 1984 § 2, 2023).
2.65.040 Membership – Vacancies.
Vacancies on a board, commission, or committee shall be filled in the same manner as original appointments and shall be made for the remainder of the term of the member being replaced. Interested parties will be notified of any vacancy. Application notice to fill vacancies shall be posted to the community. All members shall conform to the attendance requirements set forth in OHMC 2.65.050 and may be replaced or terminated in accordance with that section. (Ord. 1984 § 2, 2023).
2.65.050 Attendance policies.
(1) All board, commission, and committee members shall attend at least 75 percent of all regularly scheduled meetings in a rolling 12-month period. Failure to attend 75 percent of regularly scheduled meetings may result in removal by the mayor.
(2) Meeting Chair. If the board, commission, or committee chairperson is unable to attend the meeting in person, the next senior position who is in person shall chair the meeting.
(3) It is the desire of the city that members attend meetings in person. If members have to attend the meeting virtually, they must be able to hear and be heard in order for their attendance to count and to be able to vote. (Ord. 1984 § 2, 2023)
2.65.060 Ex officio member.
Each board, commission, or committee may have one, but no more than three, councilmembers appointed as ex officio member(s). The ex officio member is to act as the primary two-way communication channel and establish and nurture a working relationship between council and board, commission, or committee for their mutual benefit. The ex officio member is nonvoting and does not count towards a quorum. (Ord. 1984 § 2, 2023).
2.65.070 Student member.
(1) Student Representative Authorized. Any board, commission, or committee that derives its authority from the ordinances codified in this code may appoint a high school student to participate as a nonvoting member of the board, commission, or committee. This person shall be known as a student representative. This position shall be nonvoting and shall not count towards a quorum.
(2) Qualifications. Student representatives must be residents of and attend school in the city of Oak Harbor.
(3) Appointment Process. Vacancies should be publicized on the city’s website and through outreach to local high schools when city resources allow for such publication and outreach. Each board, commission, or committee interested in appointing a student representative is authorized to prepare a short application form that is relevant to the charge of the board, commission, or committee. If more than one application is submitted, all applications shall be forwarded to the board, commission, or committee for consideration. After the applications have been considered, nominations shall be voted on by the board, commission, or committee in an open public meeting.
(4) Term. Each student representative shall serve a one-year term that commences on September 1st of each year. Student representative attendance at the board, commission, or committee meetings during the summer shall be optional and any absences during the summer shall be excused by the board, commission, or committee. A student representative may apply for reappointment to the same position for successive terms; provided, that the board, commission, or committee shall evaluate all applicants for the student representative position and any reappointment shall be voted on in an open public meeting. A student representative may be removed for cause prior to the end of the term on a supermajority vote of the full board, commission, or committee. (Ord. 1984 § 2, 2023).
2.65.080 Staff support.
The mayor, or their designee, shall appoint a staff liaison and staff support for each board, commission, and committee to ensure that meeting notifications and recordkeeping occur consistent with applicable state laws; to provide professional guidance, issue analysis and recommendations; to assist the board, commission, or committee with research, report preparation, and correspondence in keeping with the board’s, commission’s, or committee’s council-approved work plan; and to perform other board, commission, or committee liaison duties as may be assigned by the mayor or designee. A staff member shall be assigned to take minutes. (Ord. 1984 § 2, 2023).
2.65.090 Quorum.
A quorum for the transaction of official business shall consist of a majority of the appointed members of the board, commission, or committee. If a quorum is not present within 15 minutes of the meeting time, the chairperson needs to call the meeting to order, indicate there is no quorum, and close the meeting. Ex officio members and student representatives are nonvoting and do not count towards a quorum. (Ord. 1984 § 2, 2023).
2.65.100 Term of office.
(1) The term of office for board, commission, and committee positions shall be two years.
(2) Expiration of Terms. Even-numbered positions expire December 31, 2026, and odd-numbered positions expire December 31, 2025. All subsequent appointments for all positions except for vacancies shall be for a two-year period.
(3) Terms shall be limited to three full terms on any one board, commission, or committee. Partial terms will not be counted toward the number of terms considered. Community members or residents who have reached the term limit on any one board, commission, or committee remain eligible to apply and serve on a different board, commission, or committee. Upon recommendation of the mayor, the city council may waive a term limit restriction by a majority vote. (Ord. 1984 § 2, 2023).
2.65.110 Required training.
Every board, commission, or committee member shall complete any and all trainings assigned per the mayor or designee. (Ord. 1984 § 2, 2023).
2.65.120 Bylaws and rules of procedure.
The city council shall establish bylaws and rules of procedure for boards, commissions, and committees. Boards, commissions, and committees shall review their bylaws and rules of procedure annually and submit any recommended changes to the mayor and city council. (Ord. 1984 § 2, 2023).
2.65.130 Annual work plan.
Each board, commission, and committee shall present a work plan or update to the mayor and city council annually that describes the activities during the current calendar year. (Ord. 1984 § 2, 2023).