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Charter Review Committee
Operating Policies and Procedures
Regular Meetings
1) Committee will meet on the first and third Thursday of every month unless changed by
a majority of the committee at a regular meeting. Regular meetings will begin the third
Thursday of September.
2) Meetings will occur in council chambers so that they may be televised and taped.
3) The committee will consider written and oral testimony offered during the charter
review process. Public testimony will always occur during Public Forum and be limited
to three minutes per speaker. Public testimony may, on occasion, be taken on specific
agenda items when noted on the printed agenda.
Attendance, Quorum
1) Three consecutive unexcused absences equal resignation.
2) Members will be notified after a second consecutive absence to allow an opportunity
to attend future meetings.
4) Members unable to attend shall notify the staff liaison by phone or e-mail in advance
of the regular meeting.
6) A quorum of at least six committee members must be present to conduct business at
any meeting. A majority of a quorum is necessary to adopt any motion.
7) A quorum for the final report is two thirds of the committee membership at the time of
voting.
8) Items that have been acted on may not be brought forward again without consent of a
majority of the committee.
Subcommittees
1) Subcommittees may be formed for the purpose of gathering information and forming a
recommendation to be brought forward to the full committee. However, only the full
committee can vote on and accept the recommendation. Subcommittees must meet the
requirements of the Oregon Public Meetings law.
2) Subcommittees are encouraged to submit to staff a brief summary of the meeting for
inclusion in the upcoming full meeting packet.
Motions
1) The chair will strive to reach consensus of the committee whenever possible.
2) Motions on changes to the charter constitute tentative approval of such changes
pending approval of the final report to the city council.
DRAFT
Consultant
1) The consultant will act in an advisory role to the committee.
2) The consultant will review the existing charter, identify needed changes and updates,
perform a legal review of the current charter, compare the existing charter to the model
charter and present the information at the first regular meeting of the committee for
committee review.
3) Prepare and explain substantive provisions for consideration, draft alternative political
provisions for discussion and consideration.
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4) Draft a charter and revise the draft based on input from the committee.
5) Prepare a final version of the new charter for committee review and council approval.
Prepare a ballot title and explanatory statement.
6) Attend a final meeting in Ashland for presentation to the city council.
Staff
1) The city attorney or designee will act in an advisory role to the committee.
2) Staff will support the work of the committee and assist the chair/vice chair in
preparing the agenda. Agendas, minutes and other written material will be mailed
electronically in advance of the meeting by staff. Staff will conduct research for the
committee; send invitations to speakers/guest requested by the committee. Should the
committee require additional staff support beyond what is provided, a request should be
made to the city administrator.
3) Comprehensive minutes will be prepared from each meeting and will be sent to
committee members prior to the meeting.
4) Staff will post to the city's web page all information related to the committee's
proceedings.
Miscellaneous
1) Roberts Rules of Order will govern decisions at meeting.
2) The committee will be clear and simple in its procedures and the consideration of
matters coming before it. It should avoid invoking the finer points of parliamentary rules,
which may serve only to obscure the issues and to cause audience or citizen
misunderstanding or misapprehension about action taken at the meeting.
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