Attachment II

DRAFT

Expectations of the Charter Review Committee

"Membership on a charter review committee is accepting responsibility for leadership in the most important single civic effort that any community can undertake. The duty of leadership is to find the highest attainable level of improvement, not just a token advance. Statesmanlike compromise is simply a means to this end." Guide for Charter Commission, National League of Cities

Purpose and Overview
The primary function of the charter review committee is to review the existing charter to determine if it will adequately serve the community well into the future. If necessary, the committee is to prepare a draft charter for the City of Ashland. The proposed charter will ultimately be reviewed by the city council for placement on the ballot for the voters of Ashland.

The committee must be impartial, non-biased, and free of any perceived political gain and may approach the task in whatever means results in a document that best serves the citizens of Ashland.

In addition to adhering to the Oregon Public Meetings law, the committee will strive to include the community beyond the requirements of the law. The council encourages the committee to seek opportunities to educate the community about the process and purpose of a charter review, the importance of a city charter and to solicit community input.

It is the council's experience that undertakings of this scope are best achieved within a set timeline during which committee members are focused on achieving the task in a timely manner. Stretching a task over a period of many months can result in a committee that

loses focus, interest and drive and a drop in attendance. As such, the council requests that the committee follow the attached timeline so that the proposed charter can be placed on the November ballot.

The city will engage the services of a consultant with expertise in charter reviews and revisions that will assist the committee as detailed in the attached Expectations of the Charter Review and Revision Consultant.

Membership
The committee will be comprised of nine voting members: two former elected city officials, and seven other citizens. The mayor will appoint a member to serve as chair.

An alternate committee member will also be selected and will serve as a non-voting member. Should a member of the committee be unable to fulfill duties, the alternate will assume the role of the voting member. The city attorney will attend all meetings and will act in an advisory role and a current city employee will staff the committee.

Expectations of the Charter Review Committee

The Charter Review Committee will adopt the following policies and procedures.

Regular Meetings
1) Committee will meet every week unless changed by a majority of the committee at a regular meeting.
2) Meetings will occur in council chambers so that they may be televised and or taped.
3) The committee will consider written and oral testimony offered during the charter review process.
4) At the first meeting, the committee should elect a vice-chair who will serve as chair in the absence of the chair.

Attendance, Quorum
1) Three consecutive unexcused absences equal resignation.
2) Members will be notified after a second consecutive absence to allow an opportunity to attend future meetings.
3) The committee will determine whether absences are excused.
4) Members unable to attend shall notify the staff liaison or chair by phone or e-mail in advance of the regular meeting.
5) Absence equals approval of actions taken at previous meetings.
6) A quorum of at least 5 committee members must be present to conduct business at any meeting. A majority of a quorum is necessary to adopt any motion.
7) A quorum for the final report is two thirds of the committee membership at the time of voting.

Subcommittees
Subcommittees may be formed for the purpose of gathering information and forming a recommendation to be brought forward to the full committee. However, only the full committee can vote on and accept the recommendation. Subcommittees must meet the requirements of the Oregon Public Meetings law.

Alternate Member
1) For the purpose of deliberations, the alternate member may attend all meetings, offer suggestions and participate in discussions and abide by the same attendance rules as other committee members.
2) The alternate member may not vote or make motions on final decisions by the committee.
3) The committee will make every effort to consider the alternate member's positions, respond to questions and treat the alternate member with due respect.

Testimony
1) Public testimony will be accepted at each meeting.
2) Meeting agendas will have a designated time for the purpose of hearing public testimony.
3) Public hearings will be scheduled as part of the charter review.
4) Guests may be invited to speak to the committee.

Expectations of the Charter Review Committee

Motions
1) The chair will strive to reach consensus of the committee whenever possible.
2) Motions on changes to the charter constitute tentative approval of such changes pending approval of the final report to the city council.

Consultant
1) The consultant will act in an advisory role to the committee.
2) The consultant will review the existing charter, identify needed changes and updates, perform a legal review of the current charter, compare the existing charter to the model charter and present the information at the first regular meeting of the committee for committee review.
3) Prepare and explain substantive provisions for consideration, draft alternative political provisions for discussion and consideration.
4) Draft a charter and revise the draft based on input from the committee.
5) Prepare a final version of the new charter for committee review and council approval.
Prepare a ballot title and explanatory statement.
6) Attend a final meeting in Ashland for presentation to the city council.

Staff
1) The city attorney or designee will act in an advisory role to the committee.
2) Staff will support the work of the committee and assist the chair/vice chair in preparing the agenda. Agendas will be mailed electronically or by post in advance of meeting by staff. Staff will conduct research for the committee, send invitations to speakers/guest requested by the committee. Should the committee require additional staff support beyond what is provided, a request should be made to the city administrator.
3) Comprehensive minutes will be prepared from each meeting and will be sent to committee members prior to the meeting.
4) Staff will post to the city's web page all information related to the committee's proceedings.

Miscellaneous
1) Roberts Rules of Order will govern decisions at meeting.
2) The committee will be clear and simple in its procedures and the consideration of matters coming before it. It should avoid invoking the finer points of parliamentary rules, which may serve only to obscure the issues and to cause audience or citizen misunderstanding or misapprehension about action taken at the meeting.

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