HPC BYLAWS DATED 09-26-2024 - Laserfiche WebLink

Home Browse Search

consensus of the Commission at a scheduled Regular Meeting to complete unfinished or newly planned business of the scheduled Regular Meeting. Special Meetings require a 72-hour public notice in accordance with the Minnesota Open Meeting Law. Special Meetings shall not replace scheduled Regular Meetings. Failure to attend a Special Meeting shall result in an absence. D. Attendance Policy. This policy is set by the City Council. Members are expected to maintain a proper attendance record. Attendance is vital to community service and City Council expectations. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as: ■ Missing two (2) scheduled Regular Meetings during a calendar year without an excused absence or missing 50% of Regular and Special Meetings with or without an excused absence during a calendar year. An absence may be excused if the staff liaison or the Office of the City Clerk are notified no later than 12 p.m. (noon) on the day of the scheduled meeting. Participation for less than three -fourths (3/4) of a meeting shall be considered an absence. Members removed pursuant to this paragraph shall not continue to serve on the board or commission. A member may appeal termination by requesting a hearing before the City Council within 10 days of notice of termination. Staff liaisons shall use a standard commission attendance form to record attendance. The Office of the City Clerk shall forward the attendance record to the City Council each June and December for Council review. Article 4. Officers, Elections, Duties A. As outlined in the city ordinance, a chair and vice chair must be selected. At the first regular meeting in each year, the members shall elect a chair and vice chair who shall hold the office for a period of one year. The city ordinance states a member must have one year of experience before being elected to serve as chair. If both the chair and vice chair are absent, the remaining quorum shall appoint one member to preside at that meeting. B. Each voting member has a right to make a nomination for an officer. C. A vacancy for an officer shall be filled by a vote at the next regularly scheduled meeting of the Heritage Preservation Commission after the vacancy occurs. D. The chair shall preside at all meetings. E. The vice chair shall act for the chair in his/her absence. F. Any member of the Commission may request to add items to the Regular Meeting agenda. Requests must be submitted to the staff liaison, in writing, no less than seven (7) days prior to the scheduled Regular Meeting. Article S. Staff Roles The city shall provide the commission necessary technical and administrative assistance as follows: A. Preparation of and posting of public notices as required by law. B. Preparation of all meeting materials, such as agendas, reports, reference materials, and presentation materials.