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R10787F: \atty \m u n i \laws \mjm \BdsCom Pol iciesReso 11262013 City Council Meeting: November 26, 2013 Santa Monica, California RESOLUTION NUMBER 10787 (CCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ESTABLISHING POLICIES FOR CITY BOARDS, COMMISSIONS AND REGIONAL ADVISORY BOARDS WHEREAS, maximizing public participation in government effectuates fundamental principles of democracy; and WHEREAS, the residents of Santa Monica have a strong commitment to participating in their local government; and WHEREAS, the City's numerous boards and commissions facilitate public participation in government and thereby ensure representation of diverse viewpoints and interest; and WHEREAS, setting term limits and establishing policies for boards and commissions ensures that opportunities for participation will be maximized and that boards and commissions will function productively; and WHEREAS, the City Council desires to establish term limits and other polices in relation to participation in City boards and commissions and the conduct of board and commission meetings; and WHEREAS, the Council intends such policies to both maximize opportunities for participation in City government and provide the flexibility necessary to ensure that boards and commissions have the expertise and qualifications necessary to discharge their duties NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: SECTION 1. Term Limits for Boards and Commissions The following definitions and policies shall apply to City boards and commissions, including the boards of the Pier Restoration Corporation, Downtown Santa Monica, Inc., and the Santa Monica Convention and Visitors Bureau. A. The length of term for each City- appointed board and commission is set forth in the Municipal Code, the City Charter, or the by -laws of the board or commission. B. A full term is defined as serving three - fourths or more of a term, whether it is an appointment to an annual vacancy or to an unscheduled vacancy. FA C. A partial term is defined as serving less than three - fourths of a term, whether it is an appointment to an annual vacancy or to an unscheduled vacancy. D. All members of boards and commissions, except tenant members of the Housing Commission, are limited to serving two consecutive terms. However, a third consecutive term may be served if the member makes a written request to serve a third term, or a Councilmember nominates a member to a third term, and the City Council approves the third term by a two- thirds vote. Tenant members of the Housing Commission are limited to serving four consecutive two -year terms, except that a fifth or sixth two -year consecutive term may be served if the member makes a written request or a Councilmember nominates the member, and the City Council approves the fifth or sixth term by a two- thirds vote. E. Serving a partial term shall not be counted as part of the second or third consecutive term limit. F. The total number of members that may serve a third consecutive term on a board or commission at the same time is limited to no more than one -third of the membership of that board or commission, but the Council may, by two - thirds vote, make an exception in order to fill any seat on a board or commission with 3 any specific qualifications for membership relating to professional standing or expertise. G. After serving the maximum number of consecutive terms allowed, a member may not serve again on the same board or commission until four years after the member's final term has expired. Term Limits for Regional Advisory Boards. The following policies apply to term limits on regional advisory boards. A. Members of the Los Angeles County West Vector Control District shall serve an initial two year term and may serve additional terms of two or four years each at the discretion of the City Council. B. Members or alternates of the Cooperative Library System may serve a maximum of two two -year terms. Members shall have the option to serve an additional two terms as alternates, and alternates shall have the option to serve two additional terms as members. C. Members of the Los Angeles County Metropolitan Water District may serve for an indefinite number of four year terms. SECTION 2. Membership on One Board or Commission Only N No person shall serve simultaneously on more than one board or commission, including the Pier Restoration Corporation, Downtown Santa Monica, Inc., the Santa Monica Convention and Visitors Bureau, and the regional advisory boards, with the exception of the Building and Safety Commission. SECTION 3. Bi- Annual Review of Agendas and Minutes The City Clerk is hereby directed to conduct bi- annual reviews of board and commission agendas and minutes, including the agendas and minutes of the Pier Restoration Corporation, Downtown Santa Monica, Inc., and the Santa Monica Convention and Visitors Bureau, and to act, as needed, to ensure that they comply with legal requirements, including the Ralph M. Brown Act. SECTION 4. Annual Dinner The City Clerk is directed to organize and hold an annual Board and Commission Dinner which shall serve as the annual joint meeting between the City- appointed boards and commissions, the appointees to the regional advisory boards, and the City Council. SECTION 5. Written Communications to Other Entities No City- appointed board or commission shall send any official resolution or other correspondence of the board or commission on any matter of City policy to any non -City agency, board or commission unless the board or commission votes to do so and obtains the prior approval of the City Council. 11 SECTION 6. Conduct of Meetings Resolution 8525 (CCS), as it may be amended from time to time, which sets forth the rules of order and the procedures for the conducting of City Council meetings, is hereby incorporated and made a part of these City board and commission policies to serve as a general guideline for the conduct of meetings of the City- appointed boards and commissions which have not adopted their own rules or bylaws. SECTION 7. Attendance at Meetings The following attendance policies apply to all members of City boards and commissions, including the Pier Restoration Corporation, Downtown Santa Monica, Inc., the Santa Monica Convention and Visitors Bureau, and the regional advisory boards. A. An absence is defined as a failure to attend at two - thirds of a meeting. B. Except for the regional advisory board appointments, City staff liaison to all boards and commissions shall report all board and commission member absences to the City Clerk. C. The City Clerk shall provide the City Council with a summary of attendance by all board and commission members twice a year, or when a board or commission member has been absent from two meetings out of any six consecutive meetings. [. SECTION 8. Resolutions Number 4626 (CCS), 6850 (CCS) and 9451 (CCS) are repealed in their entirety. SECTION 9. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: MlkSHA JONIE MOUTRIE City Attorney 7 Adopted and approved this 26th day of November, 2013. rPam Connor, Mayor I, Sarah P. Gorman, City Clerk of the ta Mon ica, do hereby certify that the foregoing Resolution No. 10787 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 26th day of November, 2013, by the following vote: AYES: Councilmembers: Davis, McKeown, Vazquez, Winterer Mayor O'Connor NOES: Councilmember: None ABSENT: Councilmember: Holbrook Mayor Pro Tern O'Day ATTEST: Sarah P. Gorman, City Clerk