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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 /> A member shall be expected to maintain a suitable attendance record. Attendance is <br /> vital to board service and City Council expectations. Because attendance is <br /> important,the City Council has adopted the following attendance policy: <br /> Members shall be automatically removed for lack of attendance. Lack of attendance <br /> is defined as a failure to attend three (3) meetings or at least two-thirds of the <br /> meetings (including regular and special meetings) scheduled during a rolling 12- <br /> month period. Participation for less than three-fourths of a meeting shall be the <br /> same as a failure to attend a meeting. Members removed pursuant to this paragraph <br /> shall not continue to serve on the board and such removal shall create a vacancy. A <br /> member may appeal the termination by requesting a hearing before the City Council <br /> within 10 days of notice of termination. <br /> Page 4 of 9 <br />