The URL can be used to link to this page

Home My WebLink AboutLibrary Commission Scheduleu MEMO: "V'llaye with a Past, C# with a Future" 210 Fidalgo Avenue, Kenai, Alaska 99611-7794 Telephone: 907-283-7535 / FAX: 907-283-3014 1 1111. 1 1992 TO: Mayor Porter and Council Members FROM: Sandra Modigh, City Cie -CA r -- DATE: May 30, 2013 SUBJECT: Library Commission Meeting Schedule ,:,A;'-4, 9ED BY COUNCIL Date. -s 13 At its November 6, 2012 meeting, the Library Commission unanimously passed a motion to request Council amend the commissions meeting schedule pursuant the Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions, by reducing its meeting requirement from monthly to quarterly. The Commission would like to meet the first Tuesday of February, May, August and November. Since the review of commission/committee policies and procedures being conducted by the City Manager, City Clerk and City Attorney has exceeded the timeframe originally expected, we thought it to be appropriate, if Council so chooses, to make the amendment for the Library Commission at this time. Proposed motion: / move to amend the Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions, adopted on June 10, 2010, by reducing the Library Commission's meeting schedule from monthly to quarterly, meeting on the first Tuesday of February, May, August, and November. Attachment KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS Commission. Committee Board Rea000intment: If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. Formation of Subcommittees of Commissions. Committees or Boards: A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meetine Schedules: Until further notice, the commission/ committee meeting schedule is as follows: ( Commission/Committee/Board Meeting Schedule Planning & Zoning Commission Twice monthly Library Commission Council on Aging Beautification Committee Parks & Recreation Commission Airport Commission Harbor Commission Advisory Cemetery Committee Monthly Monthly Meetings held January, April, May, September and October Meetings held August, October, December, February, and April Scheduled Meeting Days January through December, Second & Fourth Wednesdays First Tuesday of the month. Second Thursday of the month. Second Tuesday of the month. First Thursday of the month. Monthly Second Thursday of the month. Monthly First Monday after first council meeting of the month. Monthly Third Thursday of the month. (Sunsets on December 31, 12010.) 1. Commission, committees and boards, including Library, Parks & Recreation and Airport Commissions and Beautification Committee, shall meet as listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning & Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as -needed basis. 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre -knowledge of lack of quorum, etc. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk, 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes/Meeting Recording: 8. Excepting the Planning & Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning & Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. Commission, committees and boards shall receive the City Clerk's approval to hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m. meeting. 13. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of and at the time of a regularly -scheduled advertised meeting. 14. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice. Basic Meeting Information: 16. Rules of Order: Pursuant to KMC 1.15.120(b) and EMC 1.90.050(c), in all matters of parliamentary procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, unless as specified in KMC 1. 15.060 (motions), KMC 1.15.100 (speaking), and KMC 1.15.110 (voting). 17. Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one-half of the board/commission (quorum of the whole). 18. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five -member board; four, if a seven -member commission; five, votes if a nine -member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking. 20. When is it a Meeting?: If any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. EFFECTIVE: This directive shall take effect June 17, 2010 and remain in effect until modified by the Kenai City Council. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 Approved by the Kenai City Council on the 16th dof J 2010. Etc PAT PORT R, MAYOR ATTEST: Carol L. Freas, City Clerk elf Revised 6/16/2010