Board reviews absence rule tied to Ordinance 3730; members ask for clarity on 12-month counting

City staff reviewed language in Ordinance No. 3730 concerning board absences and the process for warning and removing members who miss more than 25% of regular meetings during any 12 consecutive months.

Staff summarized the key provision: "any person appointed by city council to a board or commission ... shall be deemed to have resigned and vacated the position ... if such person is absent for more than 25% of the regular meetings of the board or commission during any period of 12 months." Staff explained that, because some boards meet more frequently, a percentage better accounts for differences in meeting frequency than a fixed number of absences. A staff speaker clarified for the Senior Advisory Board that "more than 3" absences would typically equate to a vacancy for their panel because the board meets monthly (so four or more absences in 12 months would exceed 25% of 12 meetings).

Board members raised repeated questions about whether the 12-month period is tied to a term or runs as any rolling 12 consecutive months and how months fall off as the counting window moves. One board member said, "The 12 month period — it just has to be 12 consecutive months," while others asked staff to confirm whether the count restarts with each term or genuinely moves as a rolling window. A member said they would follow up to find out the definitive interpretation.

There was no formal vote to change the ordinance; the discussion focused on interpretation and implementation. Staff committed to clarifying the counting method and how and when notices would be issued to members approaching the threshold. The meeting record shows no members were identified as currently reaching the threshold, and staff said notices would come from city staff if a member neared or exceeded the absence limit.