2011030710 - Amending Attendance Policies - Rescind Resolution 2003-136 and 2003-137t oW 1 1 a MEETING DATE: 03/07/11
ITEM NO: i 0
� COUNCIL /AGENCY AGENDA REPORT
DATE: FEBRUARY 28, 2011
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG CARSON, TOWN MANAGER/EXECUTIVE DIRECTOR
SUBJECT: ADOPT RESOLUTION REGARDING ATTENDANCE POLICY FOR
BOARDS, COMMISSIONS, AND COMMITTEES, AND RESCIND
RESOLUTION 2003 -136 AND RESOLUTION 2003 -137
RECOMMENDATION
Adopt resolution regarding the attendance policy for Boards, Commissions, and Committees, and
rescind Resolution 2003 -136 and Resolution 2003 -137.
BACKGROUND
During the last two years, a number of commissions have adjusted the frequency of their
meetings. Instead of meeting monthly, some commissions are meeting four or six times per year.
The current attendance policy for the majority of the Town's Boards, Commissions, and
Committees states that if a commissioner is absent from four meetings in a twelve month period,
the commissioner is relieved from his/her duties. It assumes that the commission meets monthly.
The attendance policy is defined in Resolution 2003 -136, "Resolution of the Town Council of
the Town of Los Gatos replacing Resolution 1988 -173 and establishing attendance requirements
for members of all Town Commissions, Committees, and Boards, except the Planning
Commission."
Meeting attendance requirements for the Planning Commission have traditionally been stated in
a separate resolution; the current policy is stated in Resolution 2003 -137, "Resolution of the
Town of Los Gatos rescinding Resolution 1988 -173 and establishing attendance requirements for
members of the Planning Commission."
Staff desires to replace the policies contained in Resolutions 2003 -136 and 2003 -137 with a
single attendance policy for all appointive Advisory Bodies of the Town (draft attached.)
PREPARED BY : Jackie Rose, Clerk Administrator
N: \CLK\BOARDS & COMMISSIONS FILE\Attendance Po11cy\Attendance R ort.doc
Reviewed by: t _Assistant Town Manager/Deputy Director Town Attorney /General
Counsel Clerk Administrator /Secretary Finance omrnunity Services
PAGE
MAYOR AND TOWN COUNCIL /CHAIR AND MEMBERS OF THE REDEVELOPMENT
AGENCY
SUBJECT: DRAFT ATTENDANCE POLICY FOR BOARDS, COMMISSIONS, AND
COMMITTEES
(February 28, 2011)
DISCUSSION
In order to accommodate the revised meeting schedules, the attendance policies must be updated.
Staff proposes that any member of an appointive advisory body who is absent frorn the number
of regular meetings listed below, as appropriate to his or her advisory body, shall surrender his or
her office.
a. For an Advisory Body which holds six (6) or more regular meetings per a
consecutive twelve (12) month period: three (3) regular meetings.
b. For an Advisory Body which holds five (5) or fewer regular meetings per a
consecutive twelve (12) month period: two (2) regular meetings.
C. For an Advisory Body which holds sixteen (16) or more regular meetings per a
consecutive twelve (12) month period: eight (8) regular meetings.
Although the policy seems generous in that a commissioner could miss half of the meetings
without losing his/her seat, there are no excused absences. This approach has removed the Chair
from the uncomfortable role of determining which absences can be excused and eliminates
inconsistences between commissions. If a commissioner wishes to re -apply after having been
removed from a commission, they are welcome to do so.
The draft resolution also indicates that a commissioner may continue serving on the commission,
until replaced, if s/he has obtained the Mayor's approval.
Attachments:
Draft resolution changing the attendance policy for Boards, Commissions, and Committees.
Distribution:
Board, Commission, and Committee members including staff liaisons.
RESOLUTION 2011-
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
AMENDING ATTENDANCE REQUIREMENTS FOR
MEMBERS OF ALL TOWN COMMISSIONS, COMMITTEES, AND BOARDS,
AND RESCINDING RESOLUTION 2003 -136 AND RESOLUTION 2003 -137
WHEREAS, the efficient conduct of the Town's business requires the attention of all
members of appointive commissions, committees, and boards of the Town, hereinafter
"Advisory Body (ies)"; and
WHEREAS, the absence of such members can weaken the efforts and effectiveness of
the Town's Advisory Bodies; and
WHEREAS, it is in the interest of the Town to require reasonable attendance by
members at the meetings of such Advisory Bodies; and
WHEREAS, Resolution 2003 -13 6 currently governs the attendance policy for all
appointive Advisory Bodies except the Planning Commission which is governed by Resolution
2003 -137.
WHEREAS, the Town Council now desires to replace the policies contained in
Resolutions 2003 -136 and 2003 -137 with the attendance policy stated below for all appointive
Advisory Bodies of the Town.
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
DOES HEREBY RESOLVE THE FOLLOWING:
1. All members of all appointive Town Advisory Bodies should attend all regular and special
meetings of said Advisory Bodies.
2. Any member of an appointive Town Advisory Bodies who is absent from the number of
regular meetings listed below appropriate to his or her Advisory Body shall, as a result,
surrender his or her office on the Advisory Body and the office shall be considered vacant.
a. For an Advisory Body which holds six (6) or more regular meetings per a
consecutive twelve (12) month period: three (3) regular meetings.
b. For an Advisory Body which holds five (5) or fewer regular meetings per a
consecutive twelve (12) month period: two (2) regular meetings.
c. For an Advisory Body which holds sixteen (16) or more regular meetings per a
consecutive twelve (12) month period: eight (8) regular meetings.
3. At the Mayor's approval, the member may continue to serve until his or her successor is
appointed. The vacant position shall be filled by appointment by a majority vote of the Town
Council, for a term equal to the unexpired portion of the office vacated. Any member
removed from office due to non - attendance may re -apply to serve on a Town Advisory Body.
4. An Advisory Body member maybe removed from the Advisory Body prior to the end of his
or her tern by a four -fifths (4/5) vote of the Town Council.
5. Resolution 2003 -136 and Resolution 2003 -137 are hereby rescinded.
PASSED AND ADOPTED at a Regular meeting of the Town Council of the Town of Los
Gatos, California, held on the day of 2011, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
a_ : ailk"
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA