FAQ

• Between meetings is it okay for committee members to distribute announcements (via e-mail) to all other committee members, such as notices of upcoming events or links to newspaper articles or web sites of common interest?

  No, BCC members should not distribute announcements or other informational materials to other committee members via e-mail, “snail mail”, or phone.  Such material should go directly to the support staff for distribution.  To avoid violations of the open meeting law, committee members should avoid any action or discussion on potential committee-related topics outside of an official meeting.

• How are my absences at my BCC meetings calculated?

  If any member is absent for more than two (2) consecutive meetings without notifying the Chairperson or is absent for more than thirty percent (30%) of all meetings during any one twelve-month period for any reason, he or she will automatically cease to hold membership on the committee without any further action being taken by the City Council.  It is the responsibility of the Chairperson of the BCC to notify the City Council immediately upon the creation of a vacancy.

• How do I become a Chairperson and what is my responsibility?

  The Chairperson and Vice Chairperson are selected by the City Council.  The Chairperson generally approves the agendas, presides over and keeps the order of the meetings, and acts as the spokesperson for the particular BCC.

• How far in advance do meeting notices / agendas need to be posted?

  The Open Meeting Law requires a minimum of 24 hours notice prior to the meeting start time, however 2-5 days prior to the meeting is preferable.

• What are Boards, Commissions, and Committees?

  City of Prescott Boards, Commissions, and Committees (BCC) are public bodies that have been created by the Mayor or Council for specific purposes.  BCC’s provide advice to the governing body by working with City staff to facilitate studies, gather public input, and assemble appropriate information for presentations to the Mayor and Council to assist in their decision making process.

• What happens if the Chairperson is absent from a meeting?

  Upon absence of the Chairperson, those duties are assumed by the Vice Chairperson.

• What is an appropriate amount of time to wait for members to show up before beginning a meeting?

  Meetings will commence upon discretion of the Chairperson.  As a general rule, it would be appropriate to allow 15 minutes for late arrivals if waiting for a quorum to assemble.

• What is an Ex-Officio member?

  Ex-officio members are usually City staff assigned to carry out administrative functions of the BCC and may act as a liaison to City management.  Ex-officio members may participate in discussions as much as permissible by the Chair, but they may not count towards a quorum nor cast any votes.

• What is my term of office?

  Term of office is dependent on which Board, Commission or Committee members are serving on. Please see individual board pages for additional information.

• What method of calling for the votes at the BCC meeting should the Chairperson use?

  The Chairperson may call for votes to be taken by voice vote or by roll call.  If there are any questions as to the outcome of a voice vote, the BCC shall take a roll call vote for clarification.

• Will I be compensated for serving on a Board, Commission, or Committee?

  Members of all BCC’s are volunteers and serve without compensation.