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Special Meetings with or without an excused 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 />Officers, the election process, and their duties shall be consistent with the procedures established by <br />the Planning Commission bylaws. The offers shall be the same as appointed by the Planning <br />Commission. <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 />Article 6. Training <br />Members are expected to complete recommended training to meaningfully participate and make <br />informed decisions on matters coming before them. <br />Article 7. Reporting <br />As outlined in city ordinance the commission shall provide reports, conclusions, and <br />recommendations to the City Council throughout the year as needed. <br />Article 8. Public Records <br />A. All commissions receive and create public records while conducting business. Members may also <br />produce public records in their official capacity as a board member. All board-related <br />communications are subject to public disclosure. <br />B. Examples of public records include papers, notes, photographs, videos, maps, emails, voicemail <br />messages, instant messages, and text messages. Email and text messages are public records when <br />created by appointed officials and employees for the purpose of conducting official city <br />business. Social media posts may also be considered a public record. <br />Article 9. Conflict of Interest/Ethics <br />A. Members may not, in their private capacity, negotiate, bid for, or enter into a contract on behalf <br />of or with the City of Elk River in which they have a direct or indirect financial interest or <br />perceived financial interest. <br />B. A member shall withdraw from commission discussion, deliberation, and vote on any matter in <br />Page 25 of 28