Commission debates boards-and-commissions rules: attendance thresholds, minutes timing and term limits

Commissioners devoted extended discussion to proposed revisions to Charter Article 8 (boards and commissions), addressing minutes timing, attendance rules, removal for excessive absences, partial absences (leaving early), a suggested "hissy fit"/conduct provision, and term limits.

Why it matters: boards and commissions provide the primary staff-to-council advisory pipeline on land use, parks, economic development and other matters. The commission's decisions on attendance rules, delegation of authority and term limits will shape volunteer obligations and how the city enforces participation and conduct standards.

Key discussion points

- Minutes timing: staff described current practice of posting minutes to the city website and advised that boards typically submit minutes to the council packet within four to six weeks. Commissioners discussed changing the charter wording to require submission "at the next council meeting after approval" or to allow placement "no later than the third regularly scheduled meeting," giving staff and boards flexibility for months with fewer meetings.

- Audit posting (related context from Article 7): staff confirmed the full audit is currently posted online; commissioners preferred allowing a summary while retaining access to the full audit for viewing.

- Attendance/removal thresholds: the group debated several metrics: (a) three consecutive unexcused absences, (b) three absences in a 12-month period, and (c) a 25% absence threshold. Many commissioners and staff said that the existing language created enforcement inconsistencies. Multiple commissioners urged a simple numeric standard ("3 absences in 12 months") to reduce confusion and administrative burden; others argued the 25% metric addresses boards that meet more often.

- Excused vs. unexcused: commissioners discussed whether planned vacation, medical needs, travel overseas, or family emergencies should be explicitly defined as excused. Several commissioners and legal counsel recommended leaving the core standard general and allowing individual boards to determine whether an absence is excused and to forward a referral to council when appropriate.

- Partial absences and conduct: commissioners pushed to treat an early departure that prevents quorum or disrupts meetings as an absence; some asked for a provision to address "conduct unbecoming" (verbal abuse, disruptive behavior) that would allow a board to refer a member to council or to pursue removal. Legal counsel cautioned about First Amendment and criminal law issues around removing a member for speech; options discussed included adopting board-level censure and referral procedures and using closed session personnel procedures when appropriate.

- Term limits: commissioners broadly supported adding term limits across boards (proposal commonly described as three two-year terms followed by a one-year gap before reappointment to the same board). Some members proposed allowing service on a different board immediately after terming out.

Staff and legal input

City staff and the city attorney (Clark) repeatedly advised a balance: keep charter language simple and give the council discretion to adopt more detailed ordinances or rules. Counsel recommended a concise charter mandate such as: "Council must adopt and enforce rules concerning removal of members due to excessive absenteeism; excessive absenteeism includes missing 3 meetings within a 12-month period," with boards retaining discretion to determine excused absences in the first instance.

Next steps and outstanding choices

No final vote on Article 8 occurred at this meeting. Staff and counsel will draft consolidated language reflecting the commission's preferences (3 absences in 12 months; partial absences may be counted as absences at the board's discretion; add term limits; allow council-adopted implementing ordinance) for the commission to review at a subsequent meeting.

Speakers who participated in this discussion included several commissioners, city staff (Taylor, Carrie), Assistant City Manager Greg Peters and City Attorney Clark, all of whom were identified on the record. Commissioners requested a legal memo clarifying the interplay between the charter wording and state law on removal and on defining "substantial interest."