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1 1. Orientation <br /> It shall be the responsibility of the Chair or his designee to provide to each new <br /> member as soon as possible after that member's appointment, a copy of the <br /> commission's current By-laws or Rules of Procedure, a membership roster, minutes <br /> of meetings from the last three months,this Appointment Policy, and any other <br /> information necessary to the orientation of new members.A formal orientation of <br /> newly appointed commission members shall take place during the month of March <br /> or April. <br /> 12. Council Liaison <br /> The Mayor shall appoint one Council Member as an ex-officio member without <br /> voting rights to each of the following commissions: Planning Commission, Parks and <br /> Recreation Commission, Heritage Preservation Commission, and the Library Board. <br /> The Council Member shall serve as liaison between the Council and the commission <br /> for a determined length of time established at the time of appointment. <br /> 13. Scheduled Meetings <br /> The commissions shall meet as stated in their respective By-laws and governing <br /> ordinance, and meet as necessary to fulfill the objectives of the commission. <br /> Meetings shall be governed and operated pursuant to the By-laws of the Commission <br /> and Robert's Rules of Order,Newly Revised Ninth Edition. Meetings are subject to <br /> the Open Meeting Law. Dates, time,and place of meetings shall be published in the <br /> City Newsletter, and posted on the City's Principal Bulletin Board located in the <br /> entryway of City Hall. Notice shall be published in the City's Official Newspaper if <br /> stated in the governing ordinance. The Open Meeting Law applies to "any <br /> committee, subcommittee, department,board or commission" of the City. <br /> 14. Special Meetings <br /> Meetings of commissions held for a specific purpose outside of their regularly <br /> scheduled meetings must have a special meeting notice posted on the City's Principal <br /> Bulletin Board in the entryway of City Hall 72 hours in advance of such special <br /> meeting,in accordance with state law. Special meetings may be called in accordance <br /> with the By-laws established by each Commission. <br /> 15. Attendance <br /> Commission members are asked to regularly attend all meetings. A standard <br /> commission attendance form shall be used by all commissions for the commission <br /> secretary to record attendance.The Chair or their designee shall forward the <br /> attendance record to the City Council at the end of June and December for the <br /> Council's review of the attendance of members of city commissions. Excessive <br /> absenteeism, excluding illness or necessary travel,is cause for removal of a <br /> commission member. Three unexcused absences within a calendar year will be <br /> considered as a resignation from the commission. Commission members should <br /> notify the staff liaison or Chair of planned absences prior to the meeting missed. <br /> Page 4 of 8 <br />