2.20.080 Meetings.
A. Public Participation. All meetings are open to the public and the public shall have the reasonable opportunity to be heard.
B. Regular Meetings.
1. Regular meetings of the commission shall be held on the third Thursday of each month beginning at 6:00 p.m. in the city council chambers, unless otherwise designated by the commission.
2. In order to give the public a greater opportunity to attend and participate in the commission meetings, the commission may hold a regular meeting in public locations throughout the city other than the usual meeting place. When the commission designates an alternate location, the public must be notified as required in PMC 2.20.090.
C. Special Meetings. A special commission meeting may be held at the call of the chair, any two commission members, or the city manager. No business shall be transacted at any special meeting except that which is specifically stated in the meeting notice.
D. Teleconferencing.
1. A commission member who will be absent from a meeting may participate in and vote at the meeting by teleconference under the following circumstances:
a. Reasonable technical capabilities are available at the meeting location to allow the member to participate by teleconference, to include being able to hear and engage in discussion, and being audible to all persons participating in the meeting;
b. Prior to the meeting reasonable efforts are made to ensure that the member participating by teleconference is provided with the meeting agenda and other pertinent documents to be discussed and/or acted upon. Access to the agenda and documents from the city’s website will be considered sufficient access; and
c. All votes taken at the meeting are by roll call.
2. Commission members may not use teleconferencing as a regular form of participating in meetings.
3. Commission members shall provide the chair and commission’s technical advisor with at least 24 hours’ notice of their intent to participate in a meeting via teleconference and provide sufficient contact information for purposes of setting up the teleconference; unless another length of time for notice is agreed upon by the commission’s technical advisor.
4. Commission members are responsible for any charges incurred due to their participation in a meeting via teleconference.
5. The chair may participate in meetings by teleconference but shall not act as presiding officer of the meeting.
E. Adjournment. The commission shall adjourn not later than 11:00 p.m. and may not reconvene any earlier than 9:00 a.m. the next day. However, by two-thirds consent of the commission the meeting may be extended for up to one hour, at which time adjournment is mandatory.
F. Unsuitable Location. If, after having been lawfully assembled in a location properly designated, the commission determines that a condition exists which renders such location unsuitable, it may recess the meeting and reconvene at a different location suitable to the needs of the commission. The location to which the meeting shall be reconvened shall be made known publicly prior to recess and notices shall be posted at the place originally designated; provided, that failure to post shall not affect the jurisdiction of the meeting.
G. Minutes. Minutes shall be kept of the commission’s proceedings. The minutes shall record the vote of each member upon every question. Every decision or finding shall immediately be filed in the city clerk’s office and shall be a public record open to inspection by any person. Minutes shall be kept in accordance with best practices to ensure permanent retention of the record of proceedings and maintained in accordance with applicable local and state laws.
H. Report to the Council. The commission shall report at least biannually to the city council on commission objectives and performance. (Ord. 21-019 § 3, 2021; Ord. 19-019 § 3, 2019; Ord. 14-014 § 3, 2014; Ord. 05-013 § 3, 2005; Ord. 605 § 3, 2003. Formerly 2.20.061)