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HomeMy WebLinkAbout2020 City Council Manual City Council Manual 2020 C C M ITYOUNCILANUAL Introduction Congratulations on your appointment! You have joined other caring citizens who dedicate their time, energy and ideas to making the City of Rexburg and Madison County a better community. We truly ap- preciate your commitment, interest and expertise. This Handbook was created to help you in your new assignment as a volunteer member of an advisory committee, commission or board to the City Council (and, in some cases to the Madison County Com- mission) hereafter referred to as a “committee”. Rexburg City Council’s Vision Rexburg is an innovative community that is committed to excellence through leadership, balanced growth, and cooperation. These high standards will continue to make Rexburg a wonderful place to live, work, and play. Page 2 Advisory Committee handbook C C M ITYOUNCILANUAL City of Rexburg 2020 Jerry Merrill, Mayor 571 Taurus Dr (208) 372-2111 Business (208) 709-3050 Home (208) 709-3050 Cell mayor@rexburg.org City Council Christopher J Mann Jordan C Busby 758 Yost St 752 S 5th W (208) 356-9531 Home (208) 656-0295 Home (208) 313-2153 Cell (208) 313-3221 Cell\] christopher.mann@rexburg.org jordan.busby@rexburg.org Brad Wolfe Mikel D Walker 175 W 2nd S #414 123 Marianne Dr (208) 881-9024 Home (208) 705-1311 Cell (208) 201-9443 Cell mikel.walker@rexburg.org brad.wolfe@rexburg.org Bryanna Johnson Tisha Flora 808 Yost St 1133 Arctic Willow Dr (208) 656-1066 Home (208) 359-5229 Home (208) 206-8333 Cell (208) 206-3102 Cell bryanna.johnson@rexbug.org tisha.flora@rexburg.org County Commissioners Brent Mendenhall Todd Smith (208) 970-1308 (208) 313-5035 bmendenhall@co.madison.id.us tsmith@co.madison.id.us Jon Weber (208) 390-6128 jweber@co.madison.id.us Page 3 C C M ITYOUNCILANUAL Citizens of Rexburg City Council Mayor Chris Mann Mike Walker Jerry Merrill Tisha Flora Bryanna Johnson Jordan Busby Brad Wolfe Administrative Planning & Financial Oversight Team Zoning Golf Board Management Mayors Youth Commission Advisory Board Community GIS Services Airport Board Oversight Team Information Technology Rexburg Customer Emergency Beautification Services Legacy Flight Services Committee Museum Oversight Team Legal Parks Recreation Trails of Police Advisory Board Madison Oversight Team Recreation County Police Traffic & Safety Committee Emergency Services Public Works Community Development Economic Development C C M ITYOUNCILANUAL Thank you for your service on the Rexburg City Council. I hope you will find the following manual helpful as you fulfill your responsibilities as an elected official. It is es- sential to effective city government that all city officials and staff understand the roles of their respective offices and their inter-relationships with others. When a change in City Council occurs, the challenge is to ensure the transition takes place with the least disruption to the individuals and the organizations. Transitioning elected officials can occur regularly in city government or several years can pass be- tween changes in elected officials. That means important details are more likely to slip through the cracks because they are not performed on a routine basis. Knowing essential steps in advance ensures that the transition takes place smoothly—for the staff as well as outgoing and incoming elected officials. In an effort to provide a smooth transition of elected officials, the City of Rexburg has passed, by resolution, Council Rules & Procedures that will be a valuable tool as you learn your responsibil- ities. A copy of these rules are included in this manual. It is the responsibility of the Rexburg City Council to set policies for the effective governance of the city. It is my responsibility to carry out those policies in every day operations. In an effort to make sure elected officials are informed and have the nec- essary resources for a multitude of issues ranging from legal obligations to general municipal operations and procedures, each member of the Rexburg City Council is assigned to an Oversight Team which reviews department procedures and functions. The Oversight Teams will often give me recommendations concerning a particular department. In addition, City Council Members are assigned to act as a liaison to various citizen committees. These committees make recommendations to the City Council, which is ultimately responsible for policy decisions. You will have the op- portunity to report on these committee assignments during City Council meetings. I have made the Oversight Team Assignments for 2020 on the following page: C C M ITYOUNCILANUAL City Council Oversight Teams—Assigned 2020 Page 6 C C M ITYOUNCILANUAL Mayor & Council Citizen Advisory Boards & Committees Committee ChairCouncil LiaisonStaff Liaison Stephen Zollinger, Keith Davidson, Matt Nielson, Airport Board (Joint City/County) David Taylor Brad Wolfe Natalie Powell Golf Board (Joint City/County) Mike Farnworth Brad Wolfe Matt Nielson Legacy Flight Museum Board John Bagley Christopher Mann Deborah Lovejoy Mayor’s Youth Advisory Board Beth Corpany Mike Walker Mary Flanary Cultural Arts/Museum of Rexburg Jordan Busby Jackie Rawlins Recreation Advisory Board Rachel Hales Tisha Flora Jeff Crowther Alan Parkinson Planning & Zoning Commission Rory Kunz Christopher Mann Tawnya Grover Parks Committee Tisha Flora Daniel Torres Mayors University Student Involvement Committee (MUASB or MUSIC) Jordan Busby Deborah Lovejoy Rexburg Beautification Committee Bryanna Johnson Greg McInnes Stephen Zollinger, Keith Davidson, Traffic Safety Committee Gale Harding Mikel Walker Brandy Davis Trails Committee Bryanna Johnson Keith Davidson GIS Oversight (Joint City/County) Tisha Flora Bonnie Moore Emergency Services Board Mikel Walker Corey Child Rexburg Police Department Brad Wolfe Shane Turman Representative Boards & Committees for 2020 (appointed by the city) Rexburg Redevelopment Agency Tisha Flora Association of Idaho Cities Jerry Merrill Eastern Idaho Community Action Partnership Jerry Merrill Rexburg Area Chamber of Commerce Jerry Merrill The Development Company Jerry Merrill Regional Development Alliance Jerry Merrill Madison Economic Partners Inc (MEPI) Christopher Mann Development Workshop Bryanna Johnson Madison School Board Jordan Busby Mayor Jerry Merrill appointments (not appointed by the city) Association of Idaho Cities Board Member Local Highway Technical Assistance Council AIC Representative to the Council Statewide Interoperability Executive Council AIC Representative to the Council Page 7 C C M ITYOUNCILANUAL Citizen Committee Names and Scope (See individual bylaws for more detail) Airport Board (Joint City/County) The purpose of the Airport Board is to provide recommendations to the Rexburg City Council and Madi- son County Commissioners for their consideration on the various phases of airport operations. Golf Board (Joint City/County) The Golf Board serves as a forum for communication between various golfing constituencies and the con- tract operator and the City of Rexburg and Madison County. They render advice and opinions concerning future capital improvements or infrastructure replacement needs required at the courses. They also recom- mend adjustments in rates and charges at the courses. Mayor’s Youth Advisory Board The Mayor’s Youth Advisory Board works to strengthen the relationship between the youth and the com- munity by communicating and working with the mayor and community leaders. They provide information, do research, and oversee community projects. Cultural Arts/Museum of Rexburg To keep the City Council apprised of the events and usage of the City’s Venues Recreation Advisory Board The purpose of the Recreation Advisory Board shall be to advise the City Council on the recreational needs of the City of Rexburg. Parks Committee To advise the City in planning, promoting and facilitating the design, construction and or maintenance of Rexburg City Parks. Planning and Zoning Commission The Planning Commission administers all zoning ordinances for the city. This consists of approving planned unit development, rezones, road dedications and administering the general plan. Overall, it works to promote orderly growth and development as well as safety and health. Rexburg Beautification Committee The Beautification Committee promotes beautification projects and coordinates holiday decorations and beautification awards for the City of Rexburg. Mayor’s University Student Involvement Committee (MUSIC) MUSIC promotes community involvement of BYU-Idaho University Students with the citizens of Rexburg by encouraging them to get involved or attending community events, local service opportunities, and discovering Rexburg then communicate/promote these activities to the University student body. Page 8 C C M ITYOUNCILANUAL Traffic Safety Committee The purpose of the Traffic Safety Committee is to advise the City Council in matters pertaining to traffic and transportation. The objectives are to make recommendations to the City Council regarding traffic control de- vices, including, but not limited to, traffic signals, traffic signage, traffic striping and other appropriate traffic control devices with in the City of Rexburg. Trails Committee To advise the City in planning, promoting and facilitating the design and construc- tion of walking, jogging and biking trails in the City of Rexburg. GIS Oversight Committee (Joint City/County) To advise the City and County in planning, promoting GIS policy for Madison County. Representative Board/Committee Names and Scope Appointed by City Emergency Services Board The Emergency Services Board directs and approves all policy decision concerning the Rexburg-Madison County Emergency Services Department. The City of Rexburg under the direction of the Mayor has been charged to manage the daily operation of the department. Rexburg Redevelopment Agency The Rexburg Redevelopment Agency has been created by the City of Rexburg to further Economic Develop- ment through tax increment financing. The Board is appointed by the Mayor and ratified by the City Council. Eastern Idaho Community Action Partnership EICAP provides services to the low income individuals and senior citizens in a nine county region which in- cludes the City of Rexburg. These programs include: Area VI Agency on Aging, Head Start, Weatherization, Mutual Self-Help Housing, Subsidized Housing, and Energy Assistance. Rexburg Area Chamber of Commerce The Rexburg Area Chamber of Commerce promotes existing businesses in the community. The Development Company The Development Company works with local municipalities on grant funding and business loans to new busi- nesses. Page 9 C C M ITYOUNCILANUAL Regional Development Alliance The RDA provides loans to new businesses from the INL settlement fund and works with local economic de- velopment professional to promote business development and expansion in the region. Madison Economic Partners Inc Madison Economic Partners is the economic development arm of the City of Rexburg. It is jointly funded by the City of Rexburg, Madison County, Sugar City, BYU-Idaho, and other local businesses. MEPI promotes business development, entrepreneurship and business expansion in Madison County. Madison County Rural Planning Organization The purpose of the MCRPO is to complete the activities necessary to maintain a comprehensive, cooperative and continuing multi-agency rural infrastructure planning program, including the development and mainte- nance of the MCRPO Plan. They also promote public participation in the infrastructure planning process through public outreach, exercise leadership and initiative in planning the development of an efficient, cost- effective, integrated infrastructure in Madison County, and make recommendations to accomplish the goals developed within the MCRPO Plan. Page 10 C C M ITYOUNCILANUAL City of Rexburg Council Rules of Procedure Resolution No. 2011-14 IT IS HEREBY RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF REXBURG AS FOLLOWS; SECTION 1: MEETINGS A. A meeting shall mean the convening of the City Council to make a decision or deliberate toward a decision on any matter. “Decision” shall mean any determination, action, vote or final disposition upon a motion, proposal, resolution, order, ordinance or measure on which a vote of the Council is required, at any meeting at which a quorum is present. “Deliberation” shall mean the receipt or exchange of information or opinions relating to a decision, but shall not include informal or im- promptu discussions of a general nature which do not specifically relate to a matter currently pend- ing before the City Council. B. Quorum, Definition. A quorum of the actual membership, excluding vacancies, shall be necessary to conduct business and take official action. A majority of the actual membership physically pre- sent shall constitute a quorum. The Mayor shall not be counted in determining a quorum. C. Regular Meetings. The Council shall hold regular meetings the first and third Wednesday of the month at 6:30 p.m. at City Hall at 35 North 1 East. The City Clerk shall provide forty-eight (48) st hour agenda notice prior to each meeting, however, additional agenda items may be added to the agenda by the Mayor and City Council up to and including the hour of the meeting by amending the agenda by a motion at the beginning of the meeting provided a good faith effort is made to in- clude in the notice all agenda items known at the time to be probable items of discussion. Meeting and agenda notices shall be posted on the bulletin board at City Hall and on www.rexburg.org. The regular meeting schedule may be altered, and meetings may be added to the regular schedule by an action of the Council. D. Special Meetings. A special meeting of the Council may be called at any time by the Mayor or a majority of the members of the full Council. Meeting and agenda notice shall be made at least twenty-four (24) hours prior to any special meeting, unless an emergency exists. In the event of an unexpected circumstance that requires immediate attention of the Council, the Mayor may call an emergency meeting of the Council. Only those items relative to the emergency and requiring im- mediate attention may be considered at an emergency meeting. If an emergency meeting is called, all reasonable efforts shall be made to notify the public. E. Executive Session. Executive session shall mean any meeting or part of a meeting of the City Council which is closed to any persons for deliberation on any of the below listed matters. Upon a two-thirds (2/3) roll call vote of the full Council, the Council shall meet in executive session, after the presiding officer has identified the specific authorized purpose for the executive session, as listed below. No executive session may be held for the purpose of taking any final action or mak- ing any final decision. Page 11 C C M ITYOUNCILANUAL 1. To consider hiring a public officer, employee, staff member or individual agent, but not ap- pointment to a vacancy in an elective office; 2. To consider the evaluation, dismissal, disciplining or hearing complaints or charges against a public officer, employee, staff member or agent; 3. To conduct deliberations concerning labor negotiations, or to acquire an interest in real proper- ty which is not owned by a public agency; 4. To consider records that are exempt by law from public inspection; 5. To consider preliminary negotiations involving matters of trade or commerce in which the City Council is in competition with governing bodies in other states or nations; 6. To consider and advise legal representatives in pending litigation or where there is a general public awareness of probable litigation; 7. To conduct labor negotiations if either side requests closed meetings. F. All meetings of the City Council except as provided in Section 1, Subsection E, shall be open to the public in compliance with Idaho Open Meeting Law Act (Idaho Code 67-2340 through 67-2347). SECTION 2: AGENDA AND MINUTES A. Agenda. An item may be placed on the agenda only by the Mayor or a member of the City Coun- cil. To be included on the agenda, an item must be received by the City Clerk two (2) working days in advance of the subject meeting. A consent calendar may be used for common and non- controversial items. An item on the agenda may be discussed without preceding motion. Any citi- zen or group wishing to address the Council may be placed on the agenda by the Mayor or a mem- ber of the City Council. The Mayor may provide for a public comment period on any agenda. B. Minutes. The City Clerk shall take full and accurate minutes of all Council proceedings. Minutes shall contain the roll call of the Council; all motions by verbatim, resolutions, orders, or ordinances proposed; the Council Members moving and seconding each question; the disposition of each question; and the results of all votes. Minutes shall include the motion and roll call vote to con- vene an executive session, and the specific authorized purpose for the executive session, as listed in Section 1, Subsection E of this Resolution. Minutes shall be available for public inspection during normal office hours within a reasonable time after each meeting. SECTION 3: PRESIDING OFFICER The Mayor shall preside at all meetings of the City Council, and control the order of the agenda. In the absence of the Mayor, the Council President shall preside. When any member is about to speak in debate or deliver any matter to the Council, he/she shall respectfully address the presiding officer, and shall con- fine him/herself to the question in debate and shall not make personal comments or criticisms addressed to any individual. The presiding officer has the power to: 1. Control the floor and grant permission to speak; 2. Rule motions in or out of order; Page 12 C C M ITYOUNCILANUAL 3. Determine whether a speaker has gone beyond reasonable standards of courtesy, and rule a member out of order on this ground; 4. Entertain and rule on questions of procedure; 5. Call a brief recess at any time; 6. Adjourn in the case of an emergency. SECTION 4: MOTIONS AND VOTING A. Substantive Motions. A motion may be made by any Council Member. A motion requires a second from another Council Member. A member may make only one motion at a time. Only one substantive motion may be considered at a time. A motion may be adopted only by majority vote of Council Members pre- sent. A roll call vote shall be taken upon the request of any member. The presiding officer shall state the motion, and then open the floor for Council discussion and debate according to the following principals: 1. A member must be recognized by the presiding officer in order to speak. 2. The maker of the motion is entitled to speak first. 3. A member who has not spoken on the issue shall be recognized prior to one who has previously spoken on the issue. 4. To the extent possible, debate shall alternate between proponents and opponents of the issue. B. Procedural Motions. A procedural motion takes precedence over a substantive motion, and may interrupt deliberations on substantive motion. A procedural motion is debatable and may be amended. In order of priority, allowable procedural motions are: 1. Motion to Appeal a Ruling of the Presiding Officer. A ruling of the presiding officer may be appealed. A motion to appeal the ruling of the presiding officer shall only be in order immediately following the ruling in question and prior to any further action. The member making this motion need not be recog- nized by the presiding officer, and, if timely made, can not be ruled out of order. 2. Motion to Adjourn. A member may move to adjourn prior to completion of the agenda, providing no other motion is pending and the motion to adjourn does not interrupt deliberations. 3. Motion to Recess. A member may move to take a brief recess, providing it follows consideration of a substantive action and does not interrupt deliberations. If passed, the presiding officer shall establish the duration of the recess. 4. Motion to Suspend the Rules. A member may move to suspend the rules. The motion must state the rule(s) being suspended. Suspension of the rules may not be in contradiction to any specific state or federal law. 5. Motion to Convene an Executive Session. A member may move to close deliberations to the public and convene an executive session. The reason for the executive session, as listed in Section 1, Subsec- tion E of this Resolution, must be stated in the motion. Substantive motions are not in order in execu- tive session. 6. Motion to Leave Executive Session. The Council must leave executive session and return to open session prior to adjournment. This must be done by motion and voted upon. Page 13 C C M ITYOUNCILANUAL 7. Motion to Divide the Question. A member may move to divide a question under deliberation. The division must be stated in the motion. 8. Motion to Defer Consideration. A member may move to defer consideration of a substantive motion or other matter before the Council. The motion to defer may state a time certain. If it is not revived prior to achieving the stated time, the substantive motion which has been deferred expires. If no time certain is stated in the motion to defer, and the issue is not revived, the deferred substantive motion expires in 180 days. If consideration of a motion has been deferred and the deferral remains pending, a new motion hav ing substantially the same effect is not in order. 9. Motion to Revive. A member may move to revive consideration of a substantive motion, which has been deferred regardless of whether that member made the motion to defer. A motion to revive shall not be in order in the same meeting in which a motion to defer has passed on the same question. 10. Motion to Call the Previous Question. A member may move to call for a vote on the previous question. A motion for the previous question is not in order until every member who wishes to speak has had the opportunity to speak at least once. 11. Motion to Refer to Committee. A member may move to refer a matter before the Council to a committee for study and review. Thirty days after a matter before the Council has been referred to a committee, the maker of the original substantive motion may move the original motion again regardless of action or lack thereof by the committee. 12. Motion to Amend. A member may move to amend a substantive motion before the Council. A motion to amend must be pertinent to the original motion. A motion to amend is out of order if the effect of the amendment is the same as rejecting the original motion. A motion may be amended, and that amendment may be amended, but no further amendments may be made until the last-offered amend- ment is decided on by vote. An amendment shall be reduced to writing before the vote on the amend- ment. 13. Motion to Substitute. A member may move to substitute completely different wording for a motion currently under deliberation. 14. Motion to Reconsider. A member on the prevailing side of a vote may move to reconsider the outcome of that vote. The motion to reconsider is only in order at the meeting at which the original vote was taken. The motion cannot interrupt deliberations on a pending matter, but is in order at any time prior to final adjournment of the meeting. 15. Motion to Repeal. A member may move to rescind or repeal any earlier action of the Council. The mo tion is not in order if rescission or repeal would violate by state or federal law. 16. Motion to Prevent Reintroduction. A member may move to prevent reintroduction of a matter before the Council for up to six months. This motion shall be in order immediately following defeat of a substantive motion and at no other time. Page 14 C C M ITYOUNCILANUAL C. Withdrawal of a Motion. The maker of the motion may withdraw a motion, either substantive or proce- dural, at any time before it is amended or the presiding officer puts it to a vote. D. Renewal of a Motion. A substantive motion that is defeated may be reintroduced at a later meeting unless a motion to prevent reconsideration has been adopted. E. Mayor Vote. The Mayor shall vote in the case of a tie. The Council President may vote while acting as presiding officer regardless of whether a tie exists. F. Mayoral Veto. The Mayor shall have power to veto or sign any ordinance passed by the City Council; pro- vided, that any ordinance vetoed by the Mayor may be passed over his/her veto by a vote of one-half (1/2) plus one (1) of the members of the full council, notwithstanding the veto, and should the Mayor neglect or refuse to sign any ordinance, and return the same with his/her objections, in writing, at the next regular meeting of the council, the same shall become law without his/her signature. G. Physical Presence. A member must be physically present to vote. Proxy voting is not allowed. H. Duty to Vote. A member may not abstain from voting unless a conflict of interest is declared, and the na- ture of the conflict is described in open session. A member declaring a conflict of interest for the purpose of abstaining from a vote may be compelled to vote by a majority vote of the remaining members. SECTION 5: PUBLIC TESTIMONY AND HEARING PROCEDURES A. Procedures. All procedures shall be directed to providing all participants in public hearings a fair chance to be heard by the City Council. B. Presiding Officer. The presiding officer shall have sole authority to recognize participants in the hearing process and to maintain order in its conduct. C. Limitations on Testimony. 1. Subject to Council review, the presiding officer may establish time limits on presentations in the inter est of fairness and to provide more people with a chance to participate. Limitations shall be estab- lished at the beginning of the hearing. Whenever possible, the potential for time limits on oral testi- mony should be included in the notice of public hearing. 2. Public participants in the hearing process shall address the issue at hand and may state opinions as relevant to the issue under discussion. Irrelevant testimony or personal attacks shall constitute sufficient grounds for the presiding officer to cut short or exclude an individual’s testimony. Page 15 C C M ITYOUNCILANUAL SECTION 6: BILL, ORDINANCE, AND RESOLUTION PROCEDURES A. Classifications of Bills, Ordinances and Resolutions. All actions of the Council involving the exer- cise of the City’s legislative and police power functions, or actions otherwise required by law to be in ordinance form, shall be designated upon final passage as Ordinances and appear in form required by law. Upon first reading and prior to final passage, all ordinances shall be issued a Bill number. All other actions of the Council relating to the administrative business of the City and requiring writ- ten findings or statements shall be designated as resolutions. B. Reading of Bills and Resolutions. 1. Bills. Prior to final passage, all bills shall be read on three (3) different days, two (2) readings of which may be by title only and one reading of which shall be in full, unless a majority of the members of the full Council shall dispense with the rule. 2. Resolutions. Prior to final passage, all resolutions shall be read on one day, the reading of which may be by title only. SECTION 7: BOARDS, COMMISSIONS, AND COMMITTEES The Council may establish citizen boards, commissions, and committees to assist and advise it in its work. Bylaws, organization, membership, scope and jurisdiction, and procedural rules of such committees shall be established by the Council. SECTION 8: UNRESOLVED QUESTIONS Questions not resolved by rules established by the Council shall be settled by the current edition of Roberts Rules of Order, so long as it does not conflict with Idaho law. SECTION 9: EFFECTIVE DATE This Resolution shall be in full force and effect from and after the date of its passage. However, the Council may amend its rules according to the procedures described herein. PASSED by the Council and APPROVED by the Mayor of the City of Rexburg, Idaho, this 4th day of January, 2012. ______________________________________ ATTEST: City of Rexburg Mayor ______________________________ Rexburg City Clerk Page 16 C C M ITYOUNCILANUAL COUNCIL SPECIFIC RULES AND OTHER INFORMATION TRAVEL POLICY It is inherently understood in this policy, however, that an individual traveling on official City business is ex- pected to exercise the same care in incurring expenses that a prudent person would exercise, if traveling on per- sonal business and expending personal funds. Excessive costs or luxury accommodations and services that are unnecessary, unjustified or solely for the convenience or personal preference of the traveler in the performance of official City business are not acceptable under this standard, and travelers will be held responsible for unau- thorized costs and additional expenses incurred for such. Elected officials may use City Hall personnel to assist them in making travel arrangements. Spouses and family may travel with City officials on City business, but at their personal expense. PROCEDURES & RULES Travel Authorization – The Council members are expected to attend, when possible, the Association of Ida- ho Cities conferences, committee meetings and other related functions, and the National League of Cities Annual Conference. An approval of a majority of the City Council in quorum shall be required for all travel reimbursements, recognizing that participation in the NLC Committees, Caucuses, and Leadership bodies is encouraged where it can be reasonably accomplished. The Mayor is expected to attend, when possible, all functions of the Association of Idaho Cities and National League of Cities, as well as any other functions that are necessary to further the interests of the City or perform the duties as Mayor. Advance payment – Travel advances should normally be issued to officials in advance of departure. Meals Reimbursement – shall be based upon the per diem rates as set forth by the IRS. Meals for partial day travel shall be reimbursed according to the following schedule: ‑‑ Breakfast Depart prior to 8:00 am 30% of the daily per diem rate. ‑‑ Lunch Depart prior to 12:00 noon and return after 2:00 pm 27% of per diem. ‑‑ Dinner Return after 5:00 p.m. 43% of the daily per diem rate. Receipts are not required to claim reimbursement for meals when the per diem method is used. The cost of meals exceeding the allowance will not be reimbursed, unless the meals served to individuals is a part of the program presented as a part of the function being attended, which will be paid at actu- al cost. In that case, documentation substantiating the cost must be provided. No alcoholic beverag- es may be included in the request for reimbursement or charged to the City's account. Motel Room Cost Reimbursement – shall be for the regular room rate for a single individual, plus applica- ble taxes. Motel room charges for additional people shall not be reimbursed by the City Phone charges at the motel shall only be paid by the City if they are business related. Page 17 C C M ITYOUNCILANUAL Mileage or Transportation Reimbursement – shall be based upon the rate set forth by the IRS. Due to similar total costs, it is the choice of the city official whether to travel by air or by car within the State of Idaho and to Salt Lake City. Travel Stipend: The purpose of the travel stipend that the Mayor and Council each receive as a part of their paycheck is to offset any transportation costs within Madison County. Reasonable parking fees, tolls, taxi charges, car rentals, and expenses of a similar nature when appro- priate to the travel, are reimbursable to the city official upon submission of appropriate documenta- tion of the same. Air Fare – Air fare shall be reimbursed in full, but is limited to the least expensive fare possible. Any fre- quent flyer miles earned will be the property of the city official. When traveling by common carrier to conduct official business, city officials traveling to their destination earlier than necessary and/or de- laying their return to avail the City of reduced transportation rates may be reimbursed per diem for additional travel days, if the amount saved is greater than the amount expended in additional per di- em. Reimbursement for travel outside the State of Idaho except to Salt Lake City, will be limited to the lesser of total costs using 14 day advance purchase air fare versus mileage by car, except when the use of a vehicle is required for city business purposes, such as when the vehicle is needed to haul equipment or other items that would not be able to go on the plane, and except in the case of an emergency. Due to similar total costs, it is the choice of the city official whether to travel by air or by car within the State of Idaho and to Salt Lake City. Entertainment – No entertainment expenses will be reimbursed, unless the entertainment is included in the cost of a meal that is part of the program presented as a part of the function being attended, which will be paid at actual cost. In that case, documentation substantiating the cost must be provided. Business Transaction Meals – Meals may be purchased by the Mayor where City business is transacted and where other individuals who may or may not be employed by the city are invited to eat at the City’s expense. The Mayor may use his City credit card to pay for such meals and applicable normal tips. SALARY & PAYROLL INFORMATION The Mayor is paid a salary in semi-monthly amounts, plus a travel stipend for transportation costs within the city limits. The Council is paid a salary of $384.42 semi-monthly, plus $100 per month at the end of the month for transportation costs within the city limits. The Council President shall receive an additional $100 per month to compensate for extra duties and responsibilities of that office. The Mayor and Council are eligible for all employee benefits that full-time employees enjoy, except for paid leave. They are not required to work any certain number of hours and, therefore, are not subject to deduction for any time missed. LIABILITY INSURANCE The Mayor and Council are all covered for liability exposure by the City’s insurance carrier. Any action in the course and scope of their city duties is either exempt from liability by state and federal law or covered by the city insurance policy. Page 18 C C M ITYOUNCILANUAL Rexburg City Code Title 2: Administration Title 2 sets forth the creation, procedures, functions, powers and duties of the various administrative po- sitions of the city government. CHAPTER 2.01 MAYOR* *Note to Chapter 2.01: For Statutory provisions concerning the composition and powers of the mayor, see Idaho Code 50-6. 2.01.010 Office of Mayor The mayor, except as provided in Idaho Code, sections 50-801 through 50-812, shall be the chief admin- istrative official of the city, preside over the meetings of the city council and determine the order of busi- ness subject to such rules as the council may prescribe, have a vote only when the council is equally di- vided, have the superintending control of all the officers and affairs of the city, preserve order, and take care that the ordinances of the city and provision so this act are complied with and enforced. (Idaho Code 50-602). The Mayor shall be the Supervising Executive and Administrative Officer of the City government, shall enforce the laws of the City and require the faithful performance of all administrative duties. 2.01.020 Qualifications to hold the office of Mayor Any person shall be eligible to hold the office of mayor who is a qualified elector of the city at the time his declaration of candidacy or declaration of intent is submitted to the city clerk and remains a qualified elector during his term of office. (Idaho Code 50-601). 2.01.030 Term of Office The term of office of mayor shall be for a period of four (4) years except as otherwise specifically provid- ed. He shall take office at the time and in the manner provided for installation of councilmen. (Idaho Code 50-601). 2.01.040 Vacancy in the office of Mayor In case of a temporary vacancy in the office of mayor due to absence or disability, the president of the council shall exercise the office of mayor during such disability or temporary absence, and until the mayor shall return. When a vacancy occurs in the office of mayor by reason of death, resignation or per- manent disability, the city council shall fill the vacancy from within or without the council as may be deemed in the best interests of the city, which appointee shall serve until the next general city election , at which election a mayor shall be elected for a full four (4) year term. (Idaho Code 50-608). Page 19 C C M ITYOUNCILANUAL 2.01.050 Duties of Mayor Appointment and dismissal. Appoint competent, qualified officers and employees to the administrative service, and shall have the power to dismiss, suspend and discipline, in accordance with the Personnel Handbook, all officers and employees in the administrative service under his control. He also shall have the power to authorize a department head or officer responsible to him to appoint and remove subordinates serving under that department head or officer. Appointment to acting capacity. Designate himself or some other officer or employee to perform the du- ties of any office or position in the administrative service under his control which is vacant or which lacks administration due to the absence or disability of the incumbent. Annual report. Prepare and present to the Council an annual report of the City’s affairs, including a sum- mary of reports of department heads, and such other reports as the Council shall require. Budget report. In collaboration with the Director of Finance, the Mayor shall assemble estimates of the financial needs and resources of the City for each ensuing year, and shall prepare a program of activi- ties within the financial power of the City, embodying in it a budget document with proper supporting schedules and analyses. 2.01.060 Powers of Mayor Assignment of employees. Have the power to assign any employee of the City to any department of branch thereof requiring services appropriate of the employee so assigned. Prescribe rules. Have the power to prescribe such rules and regulations as he shall deem necessary or ex- pedient for the conduct of administrative agencies subject to his authority, and he shall have the pow- er to revoke, suspend, or amend any rule or regulation of the administrative service by whomever pre- scribed. Investigate. Have the power, either by himself or by any officer or person designated for the purpose by him, to investigate and to examine or inquire into the affairs or operation of any department, division, bureau, or office; and when so authorized by the Council, he shall have power to employ consultants and professional counsel to aid in such investigations, examination, or inquiries. Overrule officials. Have the power to set aside any action taken by a department head and may supersede him in the functions of his office. Delegate duties. Have the power to direct any department, division of bureau to perform the work for any other department, division or bureau. Coordinate departments. Be responsible for the coordination of the administrative heads of each depart- ment of City government and for the review and analysis of the operation and administration of all de- partments, boards and commissions established by the administrative ordinance. Page 20 C C M ITYOUNCILANUAL Accounts and Reports. Have the power to require all appointed administrative officers and administra- tive employees of the City to furnish any information connected with or related to their official or as- signed duties. Annually, at the request of the Chief Executive, all heads of departments, boards and com- missions shall provide the Chief Executive with a comprehensive report analyzing the conditions and operations of the department, shall recommend measure, and shall project need for the ensuing fiscal year. The mayor shall have the power, when he deems it necessary, to require any officer of the city to exhibit his accounts or other papers, and to make written reports pertaining to his officer to the council. 2.01.070 Police powers of the Mayor The mayor shall have such jurisdiction as may be vested in him by ordinance over all places within five (5) miles of the corporate limits of the city, for the enforcement of any health or quarantine ordinance and regulation thereof, and shall have jurisdiction in all matters vested in him by ordinance, except taxa- tion, within one (1) mile of the corporate limits of said city and over such properties as may be owned by the city without the corporate limits. (Idaho Code 50-606). The mayor is authorized to call on every resident in the city over twenty-one (21) years of age to aid in enforcing the laws. (Idaho Code 50-609). 2.01.080 Special meetings of Council, calling The mayor shall have the power to call special meetings of the city council, the object of which shall be submitted to the council in writing; the call and object, as well as the disposition thereof, shall be entered upon the journal by the clerk. (Idaho Code 50-604). 2.01.090 Messages to the Council The mayor shall, from time to time, communicate to the city council such information and recommend such measures as, in his opinion, may tend to the improvement of the finances, the protection, the health, the security, the ornament, the comfort, and the general welfare and prosperity of the city. (Idaho Code 50-603). 2.01.100 Mayor Salary The salary of the Mayor shall be $79,192 per year commencing January 01, 2020, and shall be paid semi- monthly. (Ord. 1209). Chapter 2.02 City Council* *Note to Chapter 2.02: For Statutory provisions concerning the composition and powers of the City Council, see Idaho Code 50-7. Page 21 C C M ITYOUNCILANUAL 2.02.010 Regular meetings-Time and place The Council shall hold regular meetings the first and third Wednesday of the month at 6:30 p.m. at City Hall at 35 N. 1st E. The City Clerk shall provide forty-eight (48) hour agenda notice prior to each meeting, however, additional agenda items may be added to the agenda by the Mayor and City Council up to and including the hour of the meeting, provided a good faith effort is made to include in the notice all agenda items known at the time to be probable items of discussion. Meeting and agenda notices shall be posted on the bulletin board at City Hall and on www.rexburg.org. The regular meeting schedule may be altered, and meetings may be add- ed to the regular schedule by an action of the Council. (Resolution No. 2011-14, 1C). A quorum of the actual membership, excluding vacancies, shall be necessary to conduct business and take offi- cial action. A majority of the actual membership physically present shall constitute a quorum. The Mayor shall not be counted in determining a quorum. (Resolution No. 2011-14, 1B) All meetings of the City Council except as provided in Resolution No 2005-06, 1E , shall be open to the public in compliance with Idaho Open Meeting Act. (Idaho Code 67-2340 through 67-2347). 2.02.020 Special meetings-Procedure A special meeting of the Council may be called at any time by the Mayor or a majority of the members of the full Council. Meeting and agenda notice shall be made at least twenty-four (24) hours prior to any special meet- ing, unless an emergency exists. In the event of an unexpected circumstance that requires immediate attention of the Council, the Mayor may call an emergency meeting of the Council. Only those items relative to the emergency and requiring immediate attention may be considered at an emergency meeting. If an emergency meeting is called, all reasonable efforts shall be made to notify the public. (Resolution No. 2011-14, 1D). 2.02.030 Executive session Executive session shall mean any meeting or part of a meeting of City Council which is closed to any person for deliberation on any of the below listed matters. Upon a two-thirds (2/3) roll call vote of the full Council, the Council shall meet in executive session , after the presiding officer has identified the specific authorized purpose for the executive session, as listed below. No executive session may be held for the purpose of taking any final action or making any final decision. To consider hiring a public officer, employee, staff member of individual agent, but not the appointment to a vacancy in an elective office; To consider the evaluation, dismissal, disciplining or hearing complaints or charges against a public officer, employee, staff member or agent; To conduct deliberations concerning labor negotiations, or to acquire an interest in real property which is not owned by a public agency; To consider records that are exempt by law from public inspection; Page 22 C C M ITYOUNCILANUAL To consider preliminary negotiations involving matters of trade or commerce in which the City Council is in competition with governing bodies in other states or nations; To consider and advise legal representatives in pending litigation or where there is a general public awareness of probable litigation; To conduct labor negotiations if either side requests closed meetings. (Resolution No. 2011-14, 1A). 2.02.040 Agenda An item may be placed on the agenda only by the Mayor or a member of the City Council. To be included on the agenda, an item must be received by the City Clerk two (2) working days in advance of the subject meeting. A consent calendar may be used for common and non-controversial items. An item on the agenda may be dis- cussed without preceding motion. Any citizen or group wishing to address the Council may be placed on the agenda by the Mayor or a member of the City Council. The Mayor may provide for a public comment period on any agenda. (Resolution No. 2011-14, 2A). 2.02.050 Minutes The City Clerk shall take full and accurate minutes of all Council proceedings. Minutes shall contain the roll call of the Council; all motions by verbatim, resolutions, orders, or ordinances proposed; the Council Members moving and seconding each question; the disposition of each question; and the results of all votes. Minutes shall include the motion and roll call vote to convene an executive session, and the specific authorized purpose for the executive session, as listed in Section 1, Subsection E of this Resolution. Minutes shall be available for pub- lic inspection during normal office hours within a reasonable time after each meeting. (Resolution No. 2011-14, 2B). 2.02.060 Presiding officer The Mayor shall preside at all meetings of the City Council, and control the order of the agenda. In the absence of the Mayor, the Council President shall preside. When any member is about to speak in debate or deliver any matter to the Council, he/she shall respectfully address the presiding officer, and shall confine him/herself to the question in debate and shall not make personal comments or criticisms addressed to any individual. The presiding officer has the power to: Control the floor and grant permission to speak; Rule motions in or out of order; Determine whether a speaker has gone beyond reasonable standards of courtesy, and rule a member of order on this ground; Entertain and rule on questions of procedure; Call a brief recess at any time; Adjourn in the case of an emergency. (Resolution No. 2011-14,S3) Page 23 C C M ITYOUNCILANUAL 2.02.130 Classifications of bills, ordinances and resolutions All actions of the Council involving the exercise of the City’s legislative and police power functions, or actions otherwise required by law to be in ordinance form, shall be designated upon final passage as Ordinances and appear in form required by law. Upon first reading and prior to final passage, all ordinances shall be issued a Bill number. All other actions of the Council relating to the administrative business of the City and requiring written find- ings or statements shall be designated as resolutions. (Resolution No. 2011-14 §6A). 2.02.140 Reading of bills and resolutions Bills: Prior to final passage, all bills shall be read on three (3) different days, two (2) readings of which may be by title only and one reading of which shall be in full, unless a majority of the members of the full Council shall dispense with the rule. Resolutions: Prior to final passage, all resolutions shall be read on one day, the reading of which may be by title only. (Resolution No. 2011-14 §6B). 2.02.140 Boards, commissions and committees The Council may establish citizen boards, commissions, and committees to assist and advise it in its work. By- laws, organization, membership, scope and jurisdiction, and procedural rules of such committees shall be es- tablished by the Council. (Resolution No. 2011-14 §7). 2.02.150 Unresolved questions Questions not resolved by rules established by the Council shall be settled by the current edition of Roberts Rules of Order, so long as it does not conflict with Idaho law. (Resolution No. 2005-06 §8). Page 24 C C M ITYOUNCILANUAL 2.02.230 Change in number of Council Members Any city may change to the greater or lesser number of councilmen after an election instituted by resolution of the council or by petition as provided for initiative in sections 50-502 through 50-517, Idaho Code, such election to be held not less than sixty (60) days before any general city election. When the proposition sub- mitted to the electors shall receive a favorable vote, officials shall be elected at the succeeding general city election, provided however, that should such election be conducted in a year when no general city election is to be held, such new positions shall be filled by appointment within thirty (30) days. When the number of councilmen to be elected is to be reduced from six (6) to four (4), there shall be elect- ed one (1) councilman, to serve a term of four (4) years. At the next succeeding general city election, there shall be elected two (2) councilmen, each to serve a term of four (4) years, and one (1) councilman to serve a term of two (2) years. When the number of councilmen to be elected is to be increased from four (4) to six (6), there shall be elected three (3) councilmen, each to serve a term of four (4) years, and one (1) councilman to serve a term of two (2) years. Any city operating under the city manager form of government may change to the greater or lesser number of councilmen after an election instituted under subsection (A). When the number of councilmen to be elected is to be reduced from seven (7) to five (5); If there are four (4) councilmen up for election at the next general city election, there shall be elected two (2) councilmen, each to serve a term of four (4) years. If there are three (3) councilmen up for election at the next general city election, there shall be elected one (1) councilman, to serve a term of four (4) years. At the next succeeding gen- eral city election, there shall be elected three (3) councilmen, each to serve a term of four (4) years and one (1) councilman, to serve a term of two (2) years. When the number of councilmen to be elected is to be increased from five (5) to seven (7); If there are two (2) councilmen up for election at the next general city election, there shall be elected four (4) councilmen, each to serve a term of four (4) years. If there are three (3) councilmen up for election at the next general city election, there shall be elected four (4) councilmen, each to serve a term of four (4) years and one (1) councilman to serve a term of two (2) years. (Idaho Code §50-703). 2.02.240 Examination of accounts of fiscal officers At least once in each quarter of each year, the council shall examine, either in open session or by committee, the accounts and doings of all officers or other persons having the care, management or disposition of moneys, property or business of the city (Idaho Code §50-708). Page 25 C C M ITYOUNCILANUAL CHAPTER 2.03 APPOINTIVE DEPARTMENT HEADS AND OFFICERS 2.03.010 Table of departments and heads: The following Department Heads and officers are appointed by the Mayor and ratified by the City Council: Department *** Officers/Department Heads Financial Management *** City Treasurer — Matt Nielson Customer Support Services *** City Clerk — Deborah Lovejoy Legal *** City Attorney — Stephen Zollinger Engineering Department City Engineer — Justin Beard Police Chief of Police — Shane Turman Parks Parks Director — Greg McInnes Recreation Recreation Director — Jeff Crowther Public Works Public Works Director — Keith Davidson IT—Information Technology Chief Information Officer — Todd Smith Economic Development Economic Development Director — Scott Johnson Community Development Community Development Director — Alan Parkinson Human Resources Human Resources Director —Terri Hill The GIS Coordinator is appointed jointly by the city and county — Bonnie Moore  Chief of Emergency Services is appointed jointly by the city, county and  Madison County Fire District — Corey Child *** The mayor, except as otherwise provided in sections 50-801 through 50-812, with the consent of the council shall appoint a city clerk, a city treasurer, a city attorney and such other officers as may be deemed nec- essary for the efficient operation of the city. 2.03.020 Oaths of office* *Note to §2.07.020: Rexburg’s Official Oath is adapted from Idaho Code §59-401. Persons Required to take Oath of Office. Each of the following officers and employees in the Administrative Service shall be required to take an oath of office before entering upon the discharge of his duties, which oath shall be subscribed by the person taking it and shall be filed and preserved in the office of the City Clerk. Page 26 C C M ITYOUNCILANUAL ARTICLE I CITY TREASURER* *Note to Article I: For statutory provisions requiring the mayor to appoint a city treasurer, see Idaho Code §50 -204. For provisions concerning the duties of a city treasurer, see Idaho Code §50-208. 2.03.030 One person The office of treasurer shall be held by one person, who shall perform all of the duties of city treasurer as pre- scribed and required by the laws of the state and the ordinances of the city, and such other duties as the city council may designate and require. (Ord. 619 §3, 1980). 2.03.040 Appointment of Director The Director of the Department of Financial Management shall be appointed by the Mayor with the consent of the Council, and shall be in the unclassified service of the City. 2.03.050 Powers and duties In all cases where the duty is not expressly charged to any other department or office, it shall be the duty of the Director of Financial Management to act to promote, secure and preserve the financial and property interests of the City, subject to the supervision and control of the Mayor. The Director of Financial Management shall: Fiscal supervision over Officers. Exercise general supervision over all officers of the City regarding the proper management of the fiscal concerns of their respective offices Standard accounting practices. The Director of Financial Management shall keep controlling accounts with every department, agency and bureau of City government, and with all activities whatever owned or controlled by the city or in which the City has any pecuniary interest. The head of the Department of Fi- nancial Management is hereby authorized and directed, from time to time, to prepare forms of accounts, vouchers, reports, bills, orders, receipts, checks and other necessary forms to be used by the several city departments, agencies and bureaus in the transaction of all parts of public business as concerns the City's finances. He shall prescribe and issue the forms herein named to all City departments, agencies and bu- reaus to be used in the parts of public business which concern the City's finances. Report delinquent payments and financial reports. See that officers receiving money pay the same into the City Treasury, when thereto required, and that all necessary financial reports are made by officers, and shall report all delinquents in such payments or reports to the Executive and Council. Duty upon default of officer. Report the default of any officer of the City to the Mayor who shall direct the City Attorney to take immediate legal measures for the recovery of the amount for which such officer may be in default Responsibility for proceeds of bonds. Deposit the proceeds of all sales of bonds with the City Treasurer im- mediately after he shall have received the same, and, until such deposit, he shall be responsible for the amount thereof. Payments of money from special trust funds. Pay out to the persons duly entitled thereto, on warrant of the Director of Finance and Management Services, without appropriation by the Council, any money paid into the Treasury pursuant to condemnation proceedings, or for the redemption of property sold for taxes, or arising from special assessments for public improvements, park fund certificates, condemnation fund certificates and all special trust funds. Page 27 C C M ITYOUNCILANUAL ARTICLE II CITY CLERK* *Note to Article II: For statutory provisions requiring the mayor to appoint a city clerk, see Idaho Code §50- 204. For statutory provisions outlining the duties of a city clerk, see Idaho Code §50-207. 2.03.060 One person The office of city clerk shall be held by one person, who shall perform all of the duties of the city clerk as pre- scribed and required by the laws of the state and the ordinances of the city, and such other duties as the city council may designate and require. (Ord. 619 §2, 1980). 2.03.070 Appointment The City Clerk shall be appointed by the Mayor with the advice and consent of the Council, and such individu- al shall be qualified by training and experience to perform the duties of the office. 2.03.080 Powers and duties The City Clerk shall: 1. Keep records of the Council. Maintain and preserve the minutes and records of the proceedings of the Council in accordance with the Charter and the proceedings of all Council committees. 2. Record ordinances. Record in full, uniformly and permanently, all ordinances and be the legal custo- dian of the same. 3. Publish Council action. Publish daily all adopted ordinances and resolutions of the Council, and all legal notices required by law or ordinance. 4. Serve meeting notices. Cause all notices of regular and special meetings of the Council to be served in accordance with state statutes, Charter provisions, City ordinances and the rules of the Council, and as directed by the Chair of the Council. 5. Maintain City seal. Have custody of the seal of the City and affix it to such documents as may be required and authorized pursuant to law. 6. Keep election records. Keep and maintain all election records and have custody of all property used in connection with elections. 7. Keep vital statistics. Prepare, attest and report on the vital statistics of the City. 8. Permits and licenses. Issue all permits and licenses except those which are required by ordinance to be issued by a particular department or office. 9. Custodian of bonds, contracts, etc. Be charged with the custody of the official bonds of City em ployees, except his own, which shall be in the custody of the City Treasurer, and with the custody of all deeds, mortgages, contracts, judgments, notes, debts, and chooses in action. He shall keep and administer all securities, bonds, or other forms of negotiable instruments owned by or belonging to the City. Page 28 C C M ITYOUNCILANUAL The City Clerk shall: (cont.) 10. Custodian of City documents. The Department of Finance and Management Services shall be the cus- todian of all official and surety bonds, deeds, insurance policies, contracts, agreements and such other instruments of a similar nature, except as may be otherwise provided in the City Charter. 11. Notice of expiration of term. Notify the appointing authority of the impending expiration of the term of office of a member of any board or commission, said notice to be given at least 30 days before such expiration. ARTICLE III CHIEF OF EMERGENCY SERVICES* *Note to Chapter 2.10: For statutory provisions authorizing the mayor to appoint a chief of emergency ser- vices see Idaho Code §50-204. 2.03.090 One person The Emergency Services Department shall consist of a chief of emergency services, and other assistant chiefs as appointed by the chief of emergency services. (Ord. 380 §2, 1952). 2.03.100 Powers and duties The chief of emergency services shall be the chief executive officer of the Emergency Services Department and shall be invested with the following authority and duties: 1. To have direct control, management and direction of all officers and men of the Emergency Services Department and the power to detail any of them to such public service as he may see fit, looking to the best interests and efficiency of the department; 2. To carry out strictly the enforcement of the rules and regulations of the department and be able to sus pend or remove from service any officer or employee for cause in such manner as is provided in these regulations; 3. To exercise supreme command over the department at emergencies and over all equipment belonging to it; 4. To cause to be resolved all emergencies with the least possible damage to life and property and prevent unnecessary damage; 5. To see that the premises on which fires occur are left in such condition that they will not rekindle and cause further damage to life and property; 6. To observe the general condition of the department and apparatus and make a quarterly report to the To observe the general condition of the department and apparatus and make a quarterly report to the supervisory body concerning same along with a complete report of the activities of the department; Page 29 C C M ITYOUNCILANUAL 2.03.100 Powers and duties: (cont.) 7. To make a complete investigation of appropriate fires, keeping the record of and determining the cause to the best of the department’s ability, and report fires to the National Fire Incident Reporting Service; 8. To keep complete records of the attendance of every employee to training, schools and meetings. (Ord. 380 §3(a), 1952). It shall be the duty of the Emergency Services Board to have complete supervision of the fire department and require the chief of emergency services to make a complete annual report concerning the department in gen- eral, giving the description of the condition of the department, making suggestions and recommendations for major improvements, and telling of the activities during the year. The chief of emergency services shall be directly responsible to the Emergency Services Board in his capacity as head of the Emergency Services Department. (Ord. 380 §1, 1952). 2.03.110 Assistant Chiefs of Emergency Services The assistant chiefs of emergency services shall rank next to the chief of emergency services and shall have similar qualifications. One assistant chief shall be over emergency medical services. The other assistant shall be over the fire department. The assistant chiefs shall take complete charge in the absence of that officer and be invested with the same authority and duties while so acting. (Ord. 380 §3(b), 1952). ARTICLE IV CITY ATTORNEY* *Note to Article IV: For statutory provisions requiring the mayor to appoint a city attorney, see Idaho Code §50-204. For statutory provisions outlining the duties of a city attorney, see Idaho Code §50-208A. 2.03.120 Appointment The City Attorney shall be appointed by the Mayor with the advice and consent of the Council and shall, prior to such appointment, be admitted to practice before the Supreme Court of the State of Idaho. (Ord. 58 §38, 1903). 2.03.130 Powers and duties The City Attorney shall represent the City in all causes in which the City is interested and shall have full and complete charge of the legal business of the City. The City Attorney shall be the legal advisor to the Mayor, to the Council and to all departments and agencies of the City except as may be otherwise provided by the Code. The City Attorney shall prosecute and defend actions and proceedings by and against the City and every de- partment and agency thereof. In the furtherance of these general powers, the City Attorney shall: 1. Advise officers. Advise the Mayor, the Council or its committees, and the heads of all departments, agencies, boards, and commissions on all matters relating to their official powers, duties and functions Page 30 C C M ITYOUNCILANUAL 2.03.130 Powers and duties (cont.) 2. Verify ordinances. Be responsible for the verification of all ordinances and resolutions as requested by the Mayor or the Council. The City Attorney shall advise the Council as to the form and sufficiency of all ordinances prior to their adoption, and no ordinance shall be introduced until it shall either have been approved as to form by the City Attorney or until the City Attor- ney has filed with the City Clerk a statement of reasons why the ordinance is defective. 3. Give opinions. Render legal opinions upon any question of law submitted by the Chief Executive, the Council, or the heads of all departments, agencies, boards, or commissions. 4. Attend Council meetings. Attend in person or by designee all Council meetings in their entirety for the purpose of giving the Council any legal advice requested by its members, and, at the request of the presiding officer, attend committee meetings of the Council. 5. Prepare legal instruments. Prepare, review and approve all contracts, deeds, documents and instruments prior to the execu- tion thereof by or on behalf of the City, its departments and agencies. 6. Prosecute offenders and defend officials. Prepare, when authorized by the Council, all charges and complaints against the City and appear in the appropriate court in the prosecution of, every person charged with the violation of a City ordinance or of any regulations adopted under authority of the Code or ordinances, or with the commission of a misdemeanor as declared by the Code or by virtue of its authority. 7. Appeals. Conduct and prosecute appeals from orders, decisions or judgments affecting any interest of the City as the City Attorney may, in the exercise of discretion, determine to be necessary or desirable. 8. Settlement of claims. Have the power to adjust, settle, compromise or submit to arbitration, any action, causes of ac tion, accounts, debts, claims, demands, disputes and matters of favor of or against the City or in which the City is con cerned as debtor or creditor, now existing or which may hereafter arise, not involving or requiring payment to exceed $5000 and with the permission of the Mayor may do likewise in matters not involving or requiring payment to exceed $25,000, provided the money to settle claims generally has been appropriated and is available therefore. 9. Make reports: A. Prompt report of decision. Promptly report the outcome of any litigation in which the City has an interest to the Executive and Council. B. Annual report of pending litigation. Make an annual report, to the Executive and Council, as of the 1 day of Janu st ary, of all pending litigation in which the City has an interest and the condition thereof. 10. Workers' compensation. Prepare and approve all workers' compensation payrolls and investigate all cases in which workers' compensation is involved and be responsible for the filing of all documents and papers required by the Workers' Compensation Act of the State. 11. Rates and utilities. Be responsible for representing the City in all causes, hearings, trials, and adminis- trative or judicial review concerning rates, franchises, valuations, utility conducts, or other issues in volving the City and the public utilities which affect it or are under its control, including, but not lim ited to, telephone, telegraph, radio, television, cable television, lighting, heating, water, sewer and trans portation. In so doing, the City Attorney may retain a rate expert or experts to ensure proper review, analysis, study and recommendations on all utility matters, which expert shall prepare for submission to the Chief Executive and the Council, upon request, such reports and recommendations as may assist them in resolving rate determinations and other utility matters. Page 31 C C M ITYOUNCILANUAL 2.03.130 Powers and duties (cont.) 12. Keep records: A. Suits. Keep a complete record of all suits in which the City had or has an interest, giving the names of the parties, the court where brought, the nature of the action, the disposition of the case, or its condition if pending, and the briefs of counsel. B. Opinions and titles. Keep a complete record of all written opinions furnished by him. 13. Deliver records to successor. Deliver all records, documents and property of every description in his possession, belonging to his office or to the City, to his successor in office, who shall give him dupli- cate receipts therefore, one of which he shall file with the City Auditor 14. Professional assistants. The City Attorney may appoint deputy assistants and such other assistants as in his judgment are needed to carry on the legal business of the City. 15. Special counsel. In case of special or unusual circumstances or in any case where the City Attorney by reason of interest cannot represent the City, the Council, upon the request of the City Attorney, may by resolution appoint special counsel and fix his or her compensation. ARTICLE V CHIEF OF POLICE* *Note to Article V: For statutory provisions authorizing the mayor to appoint a chief of police see Idaho Code §50-204. ARTICLE VI RECREATION DIRECTOR* *Note to Article VI: For statutory provisions authorizing the mayor to appoint a recreation director see Idaho Code §50-204. ARTICLE VII PUBLIC WORKS DIRECTOR* *Note to Article VII: For statutory provisions authorizing the mayor to appoint a public works director see Idaho Code §50-204. CHAPTER 2.04 RECORDKEEPING* *Note to Chapter 2.04: For provisions regarding the requirements for recordkeeping, see Idaho Code §50-9. 2.04.010 Retention of permanent records The city clerk shall be responsible for the retention of all municipal records for Rexburg. The purpose of “destruction or removal” of all municipal records is strictly prohibited. (Idaho Code §50-908). Page 32 C C M ITYOUNCILANUAL CITY OF REXBURG – COMMITTEE LIST Airport Board David Taylor—Chair Brad Wolfe—Council Rep. Ray Pocock Stephen Zollinger—Staff Liaison/Attorney Rob Webster Keith Davidson—Staff Liaison/Engineer Wade Bowman Matt Nielson—Staff Liaison/Finance Randy Sutton—Vice Chairman Natalie Powell— Staff Liaison/Minutes Mark Jensen Todd Smith—County Commissioner Craig Cobia Golf Board Todd Smith—County Liaison Derek Taylor Brad Wolfe—Council Rep. Jon Johnson McKenzie Cole—Legal Council Johny Watson Matt Nielson—Staff Liaison Eva Wright Duffy McFarland—Golf Pro Mike Farnworth—Chair Mayors University Student Involvement Committee (MUSIC) Jordan Busby—Council Rep Deborah Lovejoy—Staff Liaison Legacy Flight Museum Christopher Mann—Council Rep Jim Dorcheus—Secretary Deborah Lovejoy—Staff Liaison Todd Therp John Bagley—Chair Dave Beck Kevin Lee Grant McClellan—Events Coordinator Mayor’s Youth Advisory Board Jerry Merrill—MayorBeth Corpany—Chairman Mary Flanary—Staff Liaison Eliza Ballard—Vice Chairman Mike Walker—Council Rep. Kamila Rhoades—Publicity Manager Doug Boivie—Police Rep Neil Clifford—Historian Mara Worden—Secretary Parks Committee Tisha Flora—Council Rep. Nate Allen Daniel Torres—Staff Liaison Karie Cichos Amanda Williams—Minutes Tom Widdison Melanie Davenport Bryanna Johnson Shawn Fisher Page 33 C C M ITYOUNCILANUAL CITY OF REXBURG – COMMITTEE LIST Recreation Advisory Board Tisha Flora—Council Rep. Jennifer Christenson Jeff Crowther—Staff Liaison/Rec. Director Dirk Andreasen Rachel Hales Larry Duque Debbie Miles Holly Allen Shawn Boice Planning and Zoning Commission Christopher Mann—Council Rep. David Pulsipher Bruce Sutherland Rory Kunz Kristi Anderson Keith Esplin John Bowen Todd Marx Greg Blacker Steve Oakey Vince Haley Melanie Davenport Spencer Rammell—Legal Council Rexburg Beautification Committee Bryanna Johnson—Council Rep. Karie Cichos Bob Yeatman—Staff Liaison Mary Brown Taunya Newhouse Nancy Whyte Melanie Davenport Lisa Smith Jan Stevens Beth Hanson Debra Sorensen Charlene Walters Becky Webb Stephanie Laird Vicki Jensen Missy Pocock Traffic Safety Committee Gale Harding (SW)—Chair Blake Gardner (NW) —Vice Chair Mikel Walker—Council Rep. Roscoe Orton (NW) Gary Hagen—Staff Liaison/Police Captain James Lawrence (NE) Doug Barker—University Rep. Shawn Fisher (NW) Stephen Zollinger—Staff Liaison David Bell (NE) Keith Davidson—Staff Liaison Brandy Davis—City Staff/Minutes Joel Gray—Staff Liaison Trails Committee Bryanna Johnson—Council Rep. Randy Huskinson Daniel Torres—Staff Liaison Jeremy Lamoureux Bruce Baxter Joe Hill Brad Wolfe Page 34 C C M ITYOUNCILANUAL Airport Board (Joint City/County) The purpose of the Airport Board is to provide recommendations to the Rexburg City Council and Madison County Commissioners for their consideration on the various phases of airport operations. Meeting Schedule: The Airport Board meets the 1 Wednesday of the month at 4:30 p.m. in the City Council Chambers, st 35 North 1st East. The public is encouraged to attend. Members: David Taylor—Chairman Brad Wolfe – City Council Representative Keith Davidson—Staff Liaison Stephen Zollinger—Staff Liaison Matt Nielson—Staff Liaison Natalie Powell—Staff Liaison Todd Smith—County Commissioner Name Year Address Phone Email Appointed Ray Pocock 2006 2720 N 5000 E (Sugar City) 201-2101 rayp@ida.net Randy Sutton 2010 1628 W 8200 S. 360-0512 rds@ssscpa.net Rob Webster 2015 430 Yale Street 709-3507 n3366s@gmail.com Mark Jensen 2010 1127 N 12th W 351-1187 jensenbrothers@msn.com Wade Bowman 2010 1011 Westwood Dr. 313-7455 wade.bowman@mmhnet.org Craig Cobia 2012 110 E 1st N 656-1000 ccobia@bhive.org Golf Board (Joint City/County) The Golf Board serves as a forum for communication between various golfing constituencies and the con- tract operator and the City of Rexburg and Madison County. They render advice and opinions concerning future capital improvements or infrastructure replacement needs required at the courses. They also recom- mend adjustments in rates and charges at the courses. Meeting Schedule: The Golf Board meets the 1st Tuesday of the month at 4:30 p.m. in the City Council Chambers, 35 North 1st East. The public is encouraged to attend. Members: Mike Farnworth—Chairman Matt Nielson- Staff Liaison Brad Wolfe-—City Council Liaison Todd Smith—County Liaison Duffy McFarland—Golf Pro McKenzie Cole—Legal Council Year Name Address Phone Email Appointed Johny Watson 2012 4341 W 1000 N 208-390-2667 jwatson@jrwa.com Derek Taylor 2011 405 East Palomino Dr. 208-201-2186 taylorder@byui.edu (Sugar City) Jon Johnson 2017 808 Yost St, Rexburg 208-206-8470 jonnyapple@gmail.com Eva Wright 2016 3403 E 2000 N, Sugar 208-351-5652 hebwright@hotmail.com Mike Farnworth 2014 60 S 2nd E 208-313-3610 michaelfarn- worth1@gmail.com Page 35 C C M ITYOUNCILANUAL Recreation Advisory Board The purpose of the Recreation Advisory Board shall be to advise the City Council on the recreational needs of the City of Rexburg. Meeting Schedule: Thursday of the month at 7:00 p.m. in the City Council Chambers, The Recreation Advisory Board meets the 2 nd 35 North 1 East. The public is encouraged to attend. st Members: Tisha Flora – City Council Representative Jeff Crowther- Staff Liaison Year Name Address Phone Email Appointed 208-201-7318 Debbie Miles 2017 940 Vista Ave. dmiles18@!gmail.com Rachel Hale 2016 582 Taurus Dr. 208-419-2626 rae023@yahoo.com Shawn Boice 2017 P.O. Box 336 208-317-3113 sboice@co.madison.id.us Jennifer Christenson 2017 1260 Fairview Ave. 208-709-1897 christensonj@msd321.com Dirk Andreasen 2017 1808 N 2190 E, Sugar Therapy.dirk@gmail.com Larry Duque 2017 995 Hillview 208-709-6468 duquel@byui.edu Holly Allen 2017 440 Shoshone 208-403-2200 hollysallen@gmail.com Mayor’s Youth Advisory Board The Mayor’s Youth Advisory Board works to strengthen the relationship between the youth and the com- munity by communicating and working with the mayor and community leaders. They provide information, do research, and oversee community projects. Meeting Schedule: The Mayor’s Youth Advisory Board meets the 1 and 3 Wednesday of the month at 4 p.m. in the City strd Council Chambers, 35 North 1 East. The public is encouraged to attend. st Members: Mike Walker – City Council Liaison Mary Flanary – Staff Liaison Beth Corpany—Chairman 2019/2020 Name Phone Email Beth Corpany Chairman Eliza Ballard Vice Chair Mara Worden Secretary Kamila Rhoades Public Relations Neil Clifford Historian Page 36 C C M ITYOUNCILANUAL Planning and Zoning Commission The Planning Commission administers all zoning ordinances for the city. This consists of approving planned unit develop- ment, rezones, road dedications and administering the general plan. Overall, it works to promote orderly growth and devel- opment as well as safety and health. Meeting Schedule: and 3 Thursday of the month at 7:00 p.m. in the City Coun- The Planning and Zoning Commission meets the 1 strd cil Chambers, 35 N 1st E. The public is encouraged to attend. Members: Christopher Mann – City Council Liaison Rory Kunz—Chair Spencer Rammell—Legal Council Name Year Appointed Address Phone Email Bruce Sutherland 1/9/2014 126 Birch Ave 390-4546 brucesuthy@msn.com Richie Webb 06/18/2008 680 Wheatland Dr. 360-2619 rbwebb@gmail.com Mark Rudd 7/5/2012 530 Rolling Hills Dr. 390-7579 rudd@countrywideprop.com Rory Kunz 4/1/2015 897 W Poleline 705-5635 rorykunz@gmail.com Heidi Christensen 1/6/2016 145 Crestview 201-6252 alaskalovers1@gmail.com Steve Oakey 4/17/2014 251 Cornell 351-4723 Rays25cableone.net Jedd Walker 01/13/2010 648 Centennial Loop 709-0447 walkerje@byui.edu Melanie Davenport 6/5/13 P.O. Box 316 390-1629 crestwoodapts@gmail.com Gil Shirley 12/15/2011 2168 Ferris Ln. 356-2168 gshirley2168@hotmail.com Richard Smith 11/5/2015 P.O. Box 8 390-7000 Richard@richardsmithfarms.com John Bowen 1/6/2016 Rexburg idahobowen@gmail.com 859 S. Yellowstone Hwy Mayor’s University Student Involvement Committee To promote involvement of the University Students with the community and build positive relationships. Meeting Schedule: TBD Members: Name Position Phone Email Jordan Busby City Council Representative (208) 313-3221 jordan.busby@rexburg.org Deborah Lovejoy Staff Liaison (208) 372-2101 deborahl@rexburg.org Page 37 C C M ITYOUNCILANUAL Rexburg Beautification Committee The Beautification Committee promotes beautification projects and coordinates holiday decorations and beautification awards for the City of Rexburg. Meeting Schedule: The Rexburg Beautification Committee meets the 1 Wednesday of the month at 4:00 p.m. in the City st Council Chambers, 35 North 1st East. The public is encouraged to attend. Members: Bryanna Johnson – City Council Liaison Bob Yeatman – Park Staff Liaison Year NameAddressPhoneEmail Appointed Karie Cichos 2017 1270 S 2nd E 351-2541 burgersrus5@hotmail.com Mary Brown 2017 957 S 230 W 313-2547 mbrown1@cableone.net Nancy Whyte 2017 369 Eagle Ct. 351-2121 Nancy.white5@gmail.com Melanie Davenport 2017 294 Apache 390-1329 crestwoodapts@gmail.com Lisa Smith 2017 264 N 3rd E 497-4674 lisadayley@yahoo.com Jan Stevens 2017 1232 Pleasant View 709-7313 stevensje7@gmail.com Beth Hanson 2017 5378 S 2000 W 569-0712 bethhanson@gmail.com Debra Sorensen 2017 202 Pinetree Rd 313-5856 reflectionsdeb@gmail.com Charlene Walters 2017 1240 S 2nd E 313-5681 dwalters1931@cableone.net Becky Webb 2017 680 Wheatland 406-4226 rbwebb@gmail.com Stephanie Laird 2017 2477 Robison Dr. 390-3796 stephanielaird@cableone.net Vicki Jensen 2017 377 Eagle Summit St. 351-1263 vicki@cedarpointtrucking.com Missy Pocock 2017 685 Johnson St. 281-0648 missyatrium@gmail.com Taunya Newhouse 2017 535 First American Cir. 521-5855 tnewhouse@gofirstam.com Page 38 C C M ITYOUNCILANUAL Traffic Safety Committee The purpose of the Traffic Safety Committee is to advise the City Council in matters pertaining to traffic and transportation. The objectives are to make recommendations to the City Council regarding traffic control devices, including, but not limited to, traffic signals, traffic signage, traffic striping and other appropriate traffic control devices with in the City of Rexburg. Meeting Schedule: The Traffic Safety Committee meets quarterly on the 1Tuesday of the month at 5:15 p.m. in the Front Conference Room, 35 st North 1st E. The public is encouraged to attend. Members: Mikel Walker – City Council Representative Doug Barker – University Rep. Stephen Zollinger- Staff Liaison Gary Hagen – Staff Liaison Keith Davidson—Staff Liaison Gale Harding—Chair Name Year Appoint-Address Phone Email ed Gale Harding 329 W 7th S 208-356-3700 gharding@uidaho.edu David Bell 208-359-0588 nattyzmom@gmail.com 615 Canyon Springs Dr Roscoe Orton 635 Chad Dr 208-351-2769 roscoeorton@gmail.com Blake Garner 48 E 2nd N blakeandnicole@gmail.com Shawn Fisher 631 Summerwood Dr 208-313-0405 fishers@byui.edu Jim Lawrence 2016 5 Millrace Rd. 208-206-5179 jlawrence736@msn.com Trails Committee To advise the City in planning, promoting and facilitating the design and construction of walking, jogging and biking trails in the City of Rexburg. Meeting Schedule: st The Trails Committee meets the quarterly at 5:15 p.m. at City Hall, 35 North 1 East. The public is encouraged to attend. Members: Bryanna Johnson – City Council Representative Daniel Torres—Staff Liaison Year Ap- NameAddressPhoneEmail pointed Bruce Baxter 2018 128 N 3rd E 208-403-bwbaxter6@yahoo.com 9132 Randy Huskinson 2018 260 Shoshone Ave 208-534-rshinka@mac.com 8333 Jeremy Lamoureux 2018 Joe Hill 2018 49 E Main 208-339-ssbikesnboards@gmail.com 1120 Bryanna Johnson 2018 808 Yost St 208-206-bryannaj@gmail.com 8333 Brad Wolfe 2018 208-881-brad.wolfe@rexburg.org 9024 C C M ITYOUNCILANUAL Legacy Flight Museum Board The purpose of the Legacy Flight Museum Board is to provide a historical venue for vintage aircraft where the public can see and dis- cover our remarkable aviation history. The LFM Board under, the direction of the City Council, is responsible for all matters pertaining to the management, administration, operation, development, improvement, and maintenance of the Museum and its contents as well as planning and conducting the annual air show. Meeting Schedule: The Legacy Flight Museum Board meets once a month on the 2nd Friday at 7:00am at the Legacy Flight Museum. Members: Christopher Mann—Council Rep. Deborah Lovejoy—Staff Liaison John Bagley—Chair Name Year Appointed Address Phone E-mail John Bagley 4813 S 3300 W 351-0004 oleyeller@oleyeller.com Todd Therp 3848 E 38 N, Rigby 351-6704 tjtherp@cableone.net Dave Beck 237 E 50 S, Teton 317-2046 dabeckdad@msn.com Jim Dorcheus 4066 E 300 N, Rigby 390-4781 patdorcheus@yahoo.com Kevin Lee 1985 E 183 N 313-3803 kmleeortho@gmail.com Sally Smith 512 S Millhollow Rd (208) 313-7552 sally@ida.net Rexburg Redevelopment Agency (Urban Renewal Agency) The Rexburg Redevelopment Agency meets as needed. Members: Tisha Flora—Council Rep. Richard Horner—Chairman Joseph West—Vice Chair Name Address Phone E-mail Year Appointed Doug Hancey 378 Yale Ave. 208-351-4183 skicar1@hotmail.com 7/1/14 Joseph West 125 Crestview 208-356-4808 joseph@Eznettools.com 1/6/16 Traci Peterson 3811 Cedar Cove 208-419-8346 tracipete@gmail.com Robert Chambers 139 Marianne Dr 208-206-3991 chambersr@byui.edu 7/20/16 Randal Porter P.O. Box 401 390-4797 willlus@yahoo.com 7/20/16 Richard Horner 3848 S 4413 W 716-1327 ryhorner@msn.com Page 40 C C M ITYOUNCILANUAL Purpose of Committees Advisory Committees are formed to provide research, study, discussion and recommendations on specif- ic issues or a scope of issues as requested by the City Council. They also provide an opportunity for citizens to actively participate in the decision making process, which is a critical element for an open and responsive government. These committees add great value to our efforts to provide efficient and effective governance. (See Appendix A for scope of each commit- tee.) Committee Appointments Advisory Committee members are appointed only by the Mayor and confirmed by the City Council. Some members of joint city/county committees will be appointed by the County Commission. The Chairman, Vice-Chairman and Secretary of each committee are elected by the committee on the first meeting of each calendar year. New committee members shall usually be appointed as terms expire or vacancies occur. Committees may be asked to provide suggestions to the Mayor of possible future ap- pointees, but should not approach the potential appointees about the appointment. Meeting Notice If a regular meeting schedule is used, meeting agendas must be posted at City Hall and the place of the meeting, if different, 48 hours before the time of the meeting. If not using a regular meeting schedule, meeting agendas must be posted 5 days in advance. Notice of an emergency meeting must be posted 24 hours before the time of the meeting. Agendas A copy of the agenda should be given to the City Clerk, via e-mail as a Word document, if possible. De- liberation in a meeting should be limited to those items on the agenda, unless the item is non- controversial in nature and no vote will be taken. (See Appendix B for an example of an agenda.) Public Meeting Law These rules are designed to ensure a fair decision-making process and to promote public participation in the decisions rendered by your local government. All meetings are open to the public. Public comment should be allowed, but may be controlled by way of time limits or subject limits. Committee members must not discuss committee issues with other committee members outside their published meetings. Executive (closed) Sessions are not allowed, except in the case of the Planning & Zoning Committee, and except when the Mayor or City Attorney is present. The scheduling and holding of public hearings should be coordinated with the Mayor and City Clerk. Public hearings have special rules to be followed. Noncompliance with the Open Meeting Law may result in the actions of the meeting being null and void, as well as, the actions of the City Council, if they relied upon the invalid actions of the committee. Page 41 Advisory Committee handbook C C M ITYOUNCILANUAL Minutes Full and accurate minutes shall be kept of all meetings, including committee attendance, assignments made, a verbatim account of all motions, and all votes. Planning & Zoning hearings must also be recorded. These minutes should be forwarded via e-mail, if possible, to the City Clerk as a Word document. All minutes, records and back up material are available for public inspection and copying. Rules of Order &Voting The Chairman controls the order of business and discussion, and should try to move through issues as effi- ciently and effectively as possible. Public comment should be allowed, but may be controlled by way of time limits or subject limits. All members of the committee should have an equal opportunity to speak and participate in decision making. Generally, members should be recognized by the chair prior to speaking. Committees without a majority present cannot vote on any issue, nor discuss any controversial issue before them. Members are expected to attend every regularly scheduled meeting and should make every effort to do so. If a member has three consecutive unexcused absences, the Mayor may declare the seat vacant and appoint a replacement. The Chair votes and does not have a veto. Actions shall be taken by motion. Motions require a sec- ond. Only one motion may be considered at a time. Further discussion should be allowed after each mo- tion and before a vote is taken on the motion. Voting is done with a vocalized “Aye” or “Nay”. No deci- sion shall be made by secret ballot. Proxy votes are not allowed. The committee can only act as a body and not as individuals, usually by means of a majority vote on mo- tions; individual members cannot represent the committee’s positions on issues. Committee actions should be the result of a decision on the merits and not a manipulation of the procedural rules. City Council Liaison Each committee is assigned a City Council Liaison. Their role is to assist in promoting communication between the Mayor and City Council and your committee. While the City Council Liaison is allowed to participate in discussions and to answer questions, he or she cannot vote, nor can they attempt to influence the board of commission’s decision. In addition, due to the demand on their time, City Council Liaisons are not required to regularly attend your routine meetings. If necessary to respond to a particular issue, the committee should make a special effort to arrange attendance with your Liaison in advance. Staff Support Each committee will have at least one non-voting staff person assigned to act as a liaison to help facilitate and enhance the committee’s operation and effectiveness. Staff liaison responsibilities include ensuring that the committee follows the open meeting law, provide technical expertise, answer questions related to Page 42 Advisory Committee handbook C C M ITYOUNCILANUAL city policy and procedures and coordinate the involvement of other city departments as needed. Budgeting, Purchasing & Debt Committee budgets are set by the City Council. Any expenditure desired by the committee must be ap- proved by the Mayor and confirmed by the City Council prior to the purchase. The Staff Liaison should be used to facilitate any purchase. Once approved, expenditures must be bid out following City bid proce- dures and then initiated by a Purchase Order that is signed by the Mayor or City Finance Officer. Purchas- es without the proper signed Purchase Order will be the responsibility of the person initiating the pur- chase. Advisory committees where some members are appointed by the County Commission must also obtain expenditure approval from the County Commission on items that are not approved in their annual budget. Debt can only be authorized by the City Council and/or County Commission and can only be signed by the Mayor or County Commissioner. Ethics & Conflicts of Interest Idaho law has established stringent ethical rules for members of government policy-making bodies, includ- ing advisory board members. The purpose of these statutes is to protect the integrity and impartiality of governmental actions and to prevent the use of public offices for personal gain. The statutes are enforced by civil penalties; and there are criminal sanctions that may also be imposed. Many of the statutes require disclosure of any personal interests in actions currently before a committee. Strong consideration should be given to making such a disclosure and requesting to be excused from fur- ther proceedings to avoid the appearance of an impropriety, even if the situation does not fall within the conduct prohibited by the statutes. The disclosure of a conflict does not affect a committee member’s au- thority to be counted for purposes of determining a quorum and to debate and vote on the matter unless the public official requests to be excused from debate and voting at his or her discretion. If there is any question in their mind about a possible conflict, committee members may wish to read Ida- ho Code Title 59, Chapter 7 or consult with the City Attorney or their own private attorney. Liability Insurance As a duly appointed committee member you are insured against third-party liability when acting within the course and scope of your appointment. Public Announcements If communication through the media is necessary, committees should prepare a press release that must be approved and disseminated by the Mayor. Communicating with the Mayor & City Council Page 43 Advisory Committee handbook C C M ITYOUNCILANUAL Minutes of the meetings will be distributed by the City Clerk to the Mayor and City Council when received by the City Clerk. Any recommendations from the committee should be presented to the City Council in person, if possible; otherwise by letter to the Council via the City Clerk, and preferably, via e-mail. Contact the Mayor’s Office to be placed on the City Council Agenda. The committee’s recommendations always remain advisory in nature; the City Council, by law, cannot ab- dicate its responsibility to make the final decision on issues brought before them, and therefore, the Coun- cil may not always follow the recommendations made by the committee. For More Information Mayor’s Office 208 - 359-3020 ext. 2111 Staff 208 - 359-3020 ext. 0 Page 44 Advisory Committee handbook C C M ITYOUNCILANUAL To: Mayor Jerry Merrill From: Address: Phones: Email: I request consideration for appointment to the following committee: □ Airport Board □ Golf Board □ Legacy Flight Museum □ Recreation Advisory Board □ Planning & Zoning Commission □ Rexburg Beautification Committee □ Traffic Safety Committee □ Trails of Madison County Committee What would you like to accomplish by serving on this committee or board? _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ This form may be included in an email to mayor@rexburg.org or mailed to: Mayor Jerry Merrill 35 N 1st E Rexburg, Idaho 83440 Page 45 Advisory Committee handbook