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D. Attendance Policy. This policy is set by the City Council. Members are expected to maintain a <br />proper attendance record. Attendance is vital to community service and City Council <br />expectations. Because attendance is important, the City Council has adopted the following <br />attendance policy: <br />Members shall be automatically removed for lack of attendance. Lack of attendance is <br />defined as: <br />â–ªRegularly Scheduled Monthly Commissions: missing three (3) scheduled <br />Regular Meetings during a calendar year without an excused absence; or <br />missing 50% of Regular and Special Meetings with or without an excused <br />absence during a calendar year. <br />An absence may be excused if the staff liaison or the Office of the City Clerk are notified no <br />later than 12 p.m. (noon) on the day of the scheduled meeting. <br />Participation for less than three-fourths (3/4) of a meeting shall be considered an absence. <br />Members removed pursuant to this paragraph shall not continue to serve on the board or <br />commission. A member may appeal termination by requesting a hearing before the City <br />Council within 10 days of notice of termination. <br />Staff liaisons shall use a standard commission attendance form to record attendance. The <br />Office of the City Clerk shall forward the attendance record to the City Council each June and <br />December for Council review. <br />Article 4. Officers, Elections, Duties <br />A. As outlined in the city ordinance, a chair and vice chair must be selected. During the annual <br />meeting, the members shall elect a chair and vice chair who shall hold the office for a period of <br />one year. The city ordinance states a member must have one year of experience before being <br />elected to serve as chair. If both the chair and vice chair are absent, the remaining quorum shall <br />appoint one member to preside at that meeting. <br />B. Each voting member has a right to make a nomination for an officer. <br />C. A vacancy for an officer shall be filled by a vote at the next regularly scheduled meeting after the <br />vacancy occurs. <br />D. The chair shall preside at all meetings. <br />E. The vice chair shall act for the chair in his/her absence. <br />F. Any member of the commission may request to add items to the Regular Meeting agenda. <br />Requests must be submitted to the staff liaison, in writing, no less than seven (7) days prior to <br />the scheduled Regular Meeting. <br />Article 5. Staff Roles <br />The city shall provide the commission necessary technical and administrative assistance as follows: <br />A. Preparation of and posting of public notices as required by law. <br />B. Preparation of all meeting materials, such as agendas, reports, reference materials, and <br />presentation materials. <br />C. Preparation of meeting minutes. <br />D. Retention of and public access to all commission records. <br />Page 22 of 28