POLICY: ATTENDANCE POLICY FOR CITY BOARDS, COMMISSIONS,
AND COMMITTEES
DATE EFFECTIVE: JUNE 1, 2026
Purpose
The City of San Marino values the dedicated service and important contributions of its volunteer Boards, Commissions, and Committees. These bodies play a vital role in advising the City Council, supporting community engagement, keeping residents informed, and helping advance the City’s goals and priorities. Regular, well-prepared attendance and active participation by appointed members are essential to maintaining productive, informed, and effective advisory bodies. Members are therefore expected to attend and participate in all regularly scheduled meetings, recognizing that consistent attendance promotes continuity, thoughtful deliberation, and the efficient conduct of public business.
Scope
This policy shall apply to all members appointed by the City Council to serve on advisory boards, commissions, and committees including the Planning Commission, Design Review Committee, Library Board of Trustees, Recreation Commission, Public Safety Commission, and any other advisory body as determined by the City Council. This policy shall not apply to individuals serving on boards, commissions, and committees in the capacity of an alternate member. This policy shall apply regardless of whether the absence is excused or not.
Distribution
This policy is to be distributed to all members of City of San Marino advisory boards, commissions, and committee.
2 Policy
All appointed members of City boards, commissions, and committees are expected to attend every scheduled meeting of body they are appointed to serve on. If a member is unable to attend a scheduled meeting, that member should make every effort to inform the appropriate City staff as far in advance of the meeting date as possible to ensure a quorum of the remaining members is available to conduct the meeting.
Should a member of any board, commission, or committee miss more than thirty percent (30%) of the meetings in a rolling twelve (12) month period, that member shall be required to meet with the City Council liaisons assigned to the respective board, commission, or committee. Where applying the 30% calculation creates anything other than a whole number, the number shall be rounded up to the next whole number (i.e. If 30% equaled
1.8 meetings, the number would be rounded to 2 meetings). The purpose of the meeting shall be to discuss the absences, explain what steps were taken to remain informed of matters discussed during the meetings missed, and what steps are being taken to ensure that no further meetings are missed.
Should a member miss an additional meeting within the same rolling twelve (12) month period, the member shall be required to meet with the City Council liaisons again. The purpose of the meeting shall be to discuss the absences, explain what steps were taken to remain informed of matters discussed during the meetings missed, and what steps are being taken to ensure that no further meetings are missed. Following the meeting, the City Council liaisons shall determine whether or not to recommend to the full City Council that the member be removed from their position due to the absences.
Policy Version History
Version Date Description Approved By
1.0 05/29/2026 Initial Policy Adopted City Council