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FISCAL YEAR 2022-23 MEASURE A COMMITTEE MEETING CALENDAR
recommended action
RECOMMENDATION
It is recommended that the Measure A Committee adopt an annual meeting calendar for the fiscal year beginning July 1, 2022.
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DISCUSSION
In an effort to improve attendance for committee meetings and streamline administration of the meetings, a proposed calendar of future meeting dates has been developed for the upcoming fiscal year. Following discussion by committee members, the proposed schedule can be changed or adopted as presented. Recommended quarterly meeting dates on Mondays at 3:30 p.m. are:
December 5, 2022
March 6, 2023
June 5, 2023
This schedule is subject to change. Change to this schedule may also occur in consideration of business needs, scheduling conflicts, and the need for special meetings. The committee has been meeting three to four times per year. If one of the quarterly meetings is not needed, it can be cancelled.
The City Clerk’s Office continues to recruit to fill committee vacancies to improve meeting attendance. Set meeting dates and times may help with member recruitment.
The City will also be resuming some board/commission trainings for appointed committee members. Part of this training is to remind committee members of the meeting attendance requirements. Below are the existing committee attendance requirements that relate to the Measure A committee.
The Measure A Committee By-Laws state: “The City Council may remove any Advisory Committee member for any reason, including failure to attend two consecutive Committee meetings without reasonable excuse or for failure to comply with the Committee Ethics Policy. Upon a member's removal, his or her seat shall be declared vacant.”
The City Council Policy Manual also include attendance requirements in Chapter 3.03 ATTENDANCE POLICY FOR APPOINTEES. Below is a link to the full policy manual as well as the relevant section of the policy. <https://library.qcode.us/lib/stockton_ca/pub/council_policy_manual>
Chapter 3.03 ATTENDANCE POLICY FOR APPOINTEES
3.03.010 POLICY
1) For any Board, Commission and Committee (hereafter “Commission”) that meets regularly more than once a month, a Commissioner’s unexcused absence from either three consecutive regular meetings or five or more regular meetings in any 12-month period shall result in the position being vacated, subject to City Council ratification as provided in this section. For any Commission that meets regularly once a month or less frequently, a Commissioner’s unexcused absences from 25% or more of the regular meetings in any 12-month period shall result in the position being vacated, subject to City Council ratification as provided in this section.
2) Excused absences shall include illness or other medical reasons, work related conflicts and scheduled vacations when notice is provided at least 30 days in advance. The Chairperson of the particular Commission shall determine if the absence is excused; provided a commissioner, prior to the meeting, provides reasonable notice, including 30 days’ notice of scheduled vacation, of the absence to the Chairperson or to the staff person assigned to the Commission. In the case of a Chairperson’s absence, the Vice-Chair shall make the determination.
3) The staff person assigned to the Commission shall record the attendance of Commissioners in a uniform format as shown on Board/Commission/Committee Attendance Report. As to any Commissioner who is required to be a resident of a Councilmember’s district, if the attendance record of that Commissioner is such that additional unexcused absences would result in the position being vacated, the staff person assigned to the Commission shall notify the Councilmember from that district of the Commissioner’s attendance record. If the attendance records indicate that any Commissioner has exceeded the number of unexcused absences as provided in subsection 1 above, the staff person shall prepare a report to the City Council so stating and recommending that the City Council ratify that the position has been vacated. The City Council, at a regular meeting, shall consider the recommendation and take whatever action the City Council deems appropriate. If the City Council ratifies that the position has been vacated due to unexcused absences, the staff person shall notify any outside agency on which the Commissioner sat of the Council action.