San Juan County has formed numerous boards, commissions and committees to advise the County council on various matters pertinent to County government ("advisory bodies"). In an effort to assist volunteer citizens who sit on advisory bodies in carrying out their duties in a fair and impartial manner, and in order to provide the citizenry with a level of certainty and fairness that can be expected at meetings of the various advisory bodies serving San Juan County, the County council hereby adopts the following uniform policies and procedures.
(Ord. 11-2008 § 1)
Unless provided otherwise by state statute or by County ordinance, each advisory body shall select a chair and vice-chair from its members. The selection of a chair and vice-chair shall occur at the first meeting of the advisory body, and thereafter in each calendar year. The chair and vice-chair shall serve for a term of one year, and may not serve more than two consecutive terms. If a committee would like to appoint a chair for an additional term, they must obtain approval of the council prior to making this appointment. In the event the chair is no longer able to serve as the chair at any time during the calendar year, the vice-chair shall automatically become the chair and shall assume the chair's responsibilities and a new vice-chair shall be elected.
(Ord. 11-2008 § 2; Ord. 5-2013 § 17)
The chair is responsible for presiding over meetings and acting as the liaison between the advisory body and County council and County staff. The chair has the same rights and duties as the other members of an advisory body, including the right to make motions, debate motions, and vote on all matters that come before the advisory body.
(Ord. 11-2008 § 3)
To be effective, all advisory bodies must have regular attendance by the members. Attendance via telephone or via video conference is allowed. When a member of an advisory body has been absent from three consecutive regular meetings, without reasonable cause, such absences and the reasons therefor shall be communicated to the County manager and the County council by the chair of the advisory body. The County council may elect to treat such absences as the member's de facto resignation. Such resignations shall be effective upon acceptance by the County council, and the position shall then be deemed vacant. Thereafter, the County council shall notify the advisory body that a resignation based on absenteeism has been accepted.
(Ord. 11-2008 § 4; Ord. 5-2013 § 18)
A majority of the standing (appointed) members of an advisory body shall constitute a quorum for the transaction of business.
(Ord. 11-2008 § 5; Ord. 5-2013 § 19)
A majority vote shall be a vote by a simple majority of members present. No member of any advisory body shall vote by proxy, email, or by mail. If participating via telephone or videoconferencing, voting is allowed.
(Ord. 11-2008 § 6; Ord. 5-2013 § 20)
All meetings and actions of advisory bodies and their subcommittees shall be open to the public, even where such meetings are not within the purview of the Open Public Meetings Act, Chapter 42.30 RCW, except where the meeting is properly closed for executive session, as provided in RCW 42.30.110. All executive sessions of advisory bodies and their subcommittees must be approved by the County prosecuting attorney in advance of the session. All advisory bodies and their subcommittees shall include public comment period(s) in each regular meeting of the advisory body. The amount of time set aside for public input should be commensurate with the issue under consideration and the need for the advisory body to complete its work on time.
(Ord. 11-2008 § 7; Ord. 5-2013 § 21)
Where the requirements for providing notice of meetings are dictated by state statute, such statutory notice requirements shall be followed. Otherwise, the notice of meetings and meeting agendas of advisory bodies or their subcommittees shall be given to the clerk of the County council to be posted on the San Juan County website, sent to any print newspapers serving San Juan County, and to any other person or media source who has on file with the County council a written request for notice of special meetings.
(Ord. 11-2008 § 8; Ord. 5-2013 § 22)
Every meeting of an advisory body or its subcommittee shall have a written agenda prepared and available for distribution to any interested party at least 24 hours in advance of the meeting. The chair of the advisory body or designated subcommittee member shall prepare and distribute the agenda.
(Ord. 11-2008 § 9; Ord. 5-2013 § 23)
Members of the public and media representatives may record meetings by audio or video means, provided such recording does not disrupt the meeting.
(Ord. 11-2008 § 10; Ord. 5-2013 § 24)
Unless otherwise provided by law, all recommendations or comments from the majority of the advisory body shall be transmitted to the County council in writing and in advance of distribution to noncommittee members. Members of a minority position may submit a minority report to the County council.
(Ord. 11-2008 § 11; Ord. 5-2013 § 25)
"Conflict of interest" is defined as the possibility or appearance of possibility, and not just the actuality, of a private benefit, direct or indirect, or the creation of a material personal gain or advantage to the member, family, friends, or associates who hold some share of a member's loyalty. An interest shall be considered: an employee/employer interest, business interest, financial interest, family interest. No member of an advisory body may engage in any activity which would appear to a reasonable person to be in conflict with the proper discharge of their duty on behalf of the County, or impair the member's independence of judgment in the performance of official duties, without fully disclosing on the public record of the advisory body the circumstances giving rise to such an appearance. Such disclosure shall be made prior to engaging in the performance of official duties. Failure to disclose the circumstances giving rise to an appearance of a conflict of interest may be grounds for removal from the advisory body by the County council. The chair of the advisory committee may request advice from the prosecuting attorney with respect to the existence of procedure that should be followed in the event of a conflict.
(Ord. 11-2008 § 12)
In conducting meetings, all advisory bodies shall follow the simplified rules of order adopted by the County council. Any advisory body conducting quasi-judicial hearings shall follow the County council's procedures for such hearings.
(Ord. 11-2008 § 13)
In the first quarter of each year, the advisory body shall present to the County council an annual work plan. The purpose of the work plan is to assure that the goals of the advisory body are aligned with the goals of the County council.
(Ord. 11-2008 § 14)
A. 
All members serve at the pleasure of the County council. Except as otherwise limited by law, the County council shall determine for each advisory body:
1. 
Its powers, duties, and mission;
2. 
The number of members;
3. 
The qualifications for membership;
4. 
How members are appointed;
5. 
How vacancies are filled; and
6. 
Such other matters as the County council deems necessary.
B. 
Committee members are expected to:
1. 
Regularly attend committee meetings in person;
2. 
Serve and be active on subcommittees, if any;
3. 
When appropriate, engage in public outreach activities on behalf of the committee;
4. 
Recommend information to the County website on the committee;
5. 
Help identify new member prospects to apply for appointment; and
6. 
Conduct themselves with civility, courtesy and respect.
(Ord. 11-2008 § 15)
Except as otherwise limited by law, the County council may dissolve, consolidate, or combine any advisory body when it has:
A. 
Reached its appointed time for termination;
B. 
Served its function and is no longer necessary to meet County policy objectives;
C. 
Been deemed obsolete; or
D. 
Because the County council so desires for any reason.
(Ord. 11-2008 § 16)
These policies and procedures shall apply to all advisory bodies of the County, and may be supplemented by additional rules adopted by the County council.
(Ord. 11-2008 § 17)