2018.10.15 CC Packet - Laserfiche WebLink

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Agenda Number: H.1 CITY OF HUGO COMMUNITY DEVELOPMENT DEPARTMENT MEMORANDOM TO: Bryan Bear, City Administrator FROM: Rachel Juba, Community Development Director SUBJECT: Alternate Commission Members DATE: October 11, 2018, for the City Council meeting of October 15, 2018 1. BACKGROUND: At their August 6, 2018 meeting, the City Council discussed the use of an alternate members on City of Hugo Commissions. They directed staffto meet with the Commissions to discuss revising ordinances and/or bylaws to allow alternate members on the Commissions. Staff has meet with the Parks Commission, Planning Commission, and Economic Development Authority (EDA). All of the Commissions have agreed to generally the same language to amend its ordinances and/or bylaws to allow alternate Commission members. 2. ALTERNATE COMMISSION MEMBERS: The Commissions consist of seven commission members to serve the listed duties required within each commission. A quorum of at least four commission members is required to allow the commission to make motions/recommendations on important decisions. It is acknowledged that commission members are volunteers and may be absent from time to time due to various reasons. However, the commission must still be able to perform its duties with an absence of regular members. This can be made possible through the use of an alternate commission member. In order for an alternate member to be informed about the current topics being discussed, it will be encouraged that they attend all regular meetings. In the event in which there is a planned or unplanned absence of a regular member within the Commissions, an appointed alternate commissioner will be present to temporarily fill the position of the absent member. This alternate member will assume all powers held by a regular Commission member including the ability to place votes. They will be able to discuss all matters at each meeting, but can only vote if a regular member is absent.