Loading...
01/08/2024 - Meeting Materials PICTURE RAIL e V 00 a � N ao� _ 00 E � 8 � N 74'-6" Amended and Restated City & County Building Conservancy and Use Committee Policies and Procedures I. City and County Building Conservancy and Use Committee A. Purpose. The City and County Conservancy and Use Committee ("Committee"), in conjunction with the facilities manager("Manager") serves as an advisor to the Mayor regarding the use, maintenance, preservation, and modification of the City & County Building (the "Building") and Washington Square (the"Square"), their historical fabric, and their corresponding furnishings and landscape elements. B. Powers and Duties. The powers and duties of the Committee, as specified by Salt Lake City Code Chapter 2.39 include: 1. Develop, and recommend to the mayor, policies and procedures for review of public use requests; provided however the Manager shall have the exclusive responsibility for authorizing the following uses of the building: a. An event of three (3) days or less duration or one reasonably anticipated to attract fewer than five hundred(500)persons per day; b. An event sponsored, in whole or in part, by the city; c. An activity that takes place wholly on the grounds of Washington Square (block 38) subject, however, to the approval of the police and parks departments; d. Public tours; e. Filming; and f. Other events specifically authorized in writing by the mayor. 2. Develop, and recommend to the mayor, guidelines to ensure the historic preservation of the building. 3. Review and advise the mayor regarding improvements and alterations which affect the historic fabric, furnishings and landscape elements of the building and Washington Square. The committee shall consider the policies and conservation standards established in the city and county building operations and maintenance manual, however, for good cause stated in writing the committee may submit recommendations contrary to such policies and standards. 4. Review and advise the mayor regarding the following: a. The effectiveness and proposed revisions to the city and county building operations and maintenance manual; Page 1 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures b. The prequalification of potential contractors; and c. The results and recommendations of an annual inspection of the architectural finishes, structural elements, and mechanical systems of the building. C. Sponsor Department. Office of the Mayor D. Advise. Mayor E. Board Manager Role: Facilities Manager or Facilities Manager's designee 1. The Public Services Department will provide a liaison to function as a Board Manager to assist the Committee with technical support, internal and external communication, logistics, and administration, and to provide support to the Committee as requested. 2. The Board Manager will provide public notice of all regular and special meetings in compliance with the Open Public Meetings Act, post materials to the Utah Public Notice Database, and prepare and post meeting agendas and minutes. 3. The Board Manager will facilitate meetings to help ensure a safe and welcoming environment where all Committee members can participate and conduct meetings in a manner intended to foster collaborative decision-making. II. Meetings A. Frequency of Meetings. The Committee shall convene for regular meetings, and shall meet at least twice per year. Regular meetings of the Committee will be help at the City and County Building unless an alternate location is specifically identified in the published meeting notices. Sites visits to inspect contemplated renovations/remodels shall be conducted by the Committee members during regularly scheduled meetings at which such items are discussed or considered, or at another time as specified by the Committee. Meetings shall be conducted in accordance with the operating procedures specified herein and any other applicable law. B. Hybrid and Electronic Meetings. 1.The Committee may participate in the following hybrid and electronic meeting formats: a. Level 1 Hybrid Meeting: Committee members may participate electronically or in person. The public must join in person at the designated anchor location. Page 2 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures b. Level 2 Hybrid Meeting: Both Committee members and the public may participate either electronically or in person at the designated anchor location. c. When there is a determination from the Committee Chair that having an anchor location open to the public poses a substantial risk to the health or safety of those who may be present or that the building where the anchor location is located is closed to the public—a fully electronic meeting may be held in accordance with the law. 2. Use of Technology to Facilitate Hybrid and Electronic Meetings. a. The chat function available during an electronic meeting may be used as a reasonable accommodation for individuals pursuant to the ADA. Any use of the chat feature to converse with Committee Members shall be viewable by the public. b. The polling function will be used only to determine if Committee Members are readyfor a formal vote or if more deliberation is needed. c. All electronic meetings will be recorded for transparency and accessibility. C. Special Meetings. Special meetings of the Committee may be ordered by a majority of the Committee, or its Chairperson, the Mayor or the Facilities Manager. An effort must be made to contact all Committee Members and at least 24 hour notice of the time and place of special meetings must be provided to at least a quorum of the members of the Committee. This notice requirement, however, may be waived if the scheduled meeting is attended by a quorum of all the Committee members. III. Committee Members A. Membership. The Committee shall be comprised of eight voting members and four ex officio members as further specified in Salt Lake City code section 2.39.030. There are no alternate members. Voting members must be appointed by the Mayor with the advice and consent of the City Council. B. Terms. Committee members serve four year terms that expire on the applicable third Monday in July pursuant to Salt Lake City Code section 2.39.050. Committee members may serve up to two consecutive terms. A Committee member whose term has expired may continue to serve until a replacement Committee member has been appointed. C. Officers. The Committee shall select one of its members as chair and another member as vice chair. 1. Chairperson. A Chairperson shall be elected by the voting members of the Committee. The Chairperson's term shall be for approximately one year, Page 3 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures terminating on the applicable third Monday in July, and they may be re-elected. The Chairperson shall decide all points of order and procedure, subject to these rules, unless directed otherwise by a majority of the Committee in session at the time. The Chairperson shall appoint any subcommittees found necessary to review any matters before the Committee. The Chairperson shall have the right to vote. 2. Vice Chairperson.A Vice-Chairperson shall be elected by the Committee from among its members in the same manner as the Chairperson, shall serve for a term of approximately one year, terminating on the applicable third Monday in July, and shall be eligible for re-election. They shall serve as acting Chairperson in the absence of the Chairperson, and at such times shall have the same powers and duties as the Chairperson. The Vice-Chairperson shall have the right to vote. IV.Voting A. Quorum.A simple majority of the voting members of the Committee is required to conduct business. For the purpose of determining whether a quorum is present, all voting members of the Committee who are present shall be counted, including members who may abstain from a particular vote. A particular Committee member is considered present when they are physically present at the anchor location or are otherwise connected to the meeting via electronic means and make their presence known. B. Voting. Any action of the Committee should be taken by majority vote of those present. C. Subcommittees. The Committee may divide its members into subcommittees authorized to act on behalf of the Committee for an assigned purpose. The Committee may include non-Committee members in the work of subcommittees. Subcommittee meetings are also subject to Open Public Meetings Act. For purposes of determining the outcome of a vote on a subcommittee, a simple majority of the voting Committee members present is required to prevail. Only voting members of the Committee may vote on subcommittees. D. Absentee Voting. Absentee voting is prohibited. E. Proxy Voting. Proxy voting is prohibited. V. General Operating Procedures A. Disclosure of Conflicts of Interest. Committee members must comply with Chapter 2.44 of the Salt Lake City Code. B. Public Participation. The Committee values public participation, involvement, Page 4 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures engagement, co-creation, and collaboration. Committee members are encouraged to engage community networks outside of public meetings. Information obtained from those engagements should generally be brought back to the Committee for discussion during a public meeting. C. Public Participation During Public Meetings. Members of the public shall have the opportunity to comment during designated time periods, subject to reasonable constraints. 1. Comments should be free of discriminatory language referring to a person or group based on their religion, ethnicity, nationality, race, color, descent, gender, sexual orientation, disability, age, or other gender identity factor. Items or comments that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. 2. The Committee may accept public comment when listed on the agenda in accordance with the following: i. The Chair will call upon each attendee who wishes to comment. ii. Attendees will be provided two minutes to share a public comment or ask a question iii. Attendees cannot combine their time so that one person may speak longer than others VI. Removal and Resignations A. `removal Process.Any voting Committee member failing to attend two (2) Committee meetings in a calendar year without providing advanced notice of their absence shall be subject to removal, consistent with Salt Lake City Code 2.07.090. A Committee member may be removed by the Mayor for�e. B. Resignation. Committee members shall make a good faith effort to complete their term. If a Committee member determines it is not possible to complete their term, that Committee member shall submit a letter of resignation to the Board Manager and the Committee Chair at the earliest opportunity to avoid any interruptions to the Commission. VII. Communications. Transparency is essential to all information gathering, deliberations, and decision making conducted by the Committee. A. Interest Groups. Committee members shall notify the Board Manager and the full Page 5 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures Committee of verbal communications with interest groups. Committee Members are required to copy the Board Manager on all written communications from or to interest groups commenting on the Committee's work. B. Media. Media inquiries to the Committee must first be directed to the Board Manager. The Board Manager will work with the Committee Chair and any relevant City staff to determine a media response. C. All written communications between Committee members and the general public, interest groups and media related to the work of the Committee will be retained by the Board Manager. VIII.Public Meetings and Public Records A. Meetings of the Committee and its subcommittees are open to the public and will be conducted under provisions of the Open Public Meetings Act. The Board Manager will provide at least twenty-four(24)hours' notice to the public regarding the dates, times, locations, and principal subjects of all meetings. Committee members can participate through telephone or other electronic communication. B. All records of the Committee will be retained and open to the public in accordance with the Utah Government Access and Management Act(GRAMA) and City retention policies. IX. Amendment of Policies and Procedures The Committee may vote to amend or repeal these Policies and Procedures provided that any amendments adopted by the Committee are consistent with all City ordinances governing the composition and operation of the Committee. Page 6 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures Amended and Restated City and County Building Conservancy and Use Committee Policies and Procedures I. City and County Building Conversancy and Use Committee A. Purpose. The City& County Convervancy and Use Committee (`Committee"), in conjunction with the facilities manager("Manager") serves as an advisor to the Mayor regarding the use, maintenance,preservation, and modification of the City& County Building (the "Building") and Washington Square (the "Square"), their historical fabric, and their corresponding furnishings and landscape elements.I B. Powers and Duties. The powers and duties of the Committee, as specified by Salt Lake City Code Chapter 2.39 include: 1. Develop, and recommend to the mayor, policies and procedures for review of public use requests; provided however the Manager shall have the exclusive responsibility for authorizing the following uses of the building: a. An event of three (3) days or less duration or one reasonably anticipated to attract fewer than five hundred(500)persons per day; b. An event sponsored, in whole or in part, by the city; c. An activity that takes place wholly on the grounds of Washington Square (block 38) subject, however, to the approval of the police and parks departments; d. Public tours; e. Filming; and f. Other events specifically authorized in writing by the mayor. 2. Develop, and recommend to the mayor, guidelines to ensure the historic preservation of the building. 3. Review and advise the mayor regarding improvements and alterations which affect the historic fabric, furnishings and landscape elements of the building and Washington Square. The committee shall consider the policies and conservation standards established in the city and county building operations and maintenance manual, however, for good cause stated in writing the committee may submit recommendations contrary to such policies and standards. 4. Review and advise the mayor regarding the following: a. The effectiveness and proposed revisions to the city and county building operations and maintenance manual; 1 b. The prequalification of potential contractors; and c. The results and recommendations of an annual inspection of the architectural finishes, structural elements, and mechanical systems of the building. C. Sponsor Department. Office of the Mayor D. Advise. Mayor E. Board Manager Role: Facilities Manager or Facilities Manager's designee 1. The Public Services Department will provide a liaison to function as a Board Manager to assist the Committee with technical support, internal and external communication, logistics, and administration, and to provide support to the Committee as requested. 2. The Board Manager will provide public notice of all regular and special meetings in compliance with the Open Public Meetings Act,post materials to the Utah Public Notice Database, and prepare and post meeting agendas and minutes. 3. The Board Manager will facilitate meetings to help ensure a safe and welcoming environment where all Committee members can participate and conduct meetings in a manner intended to foster collaborative decision- making. IL Meetings A. Frequency of Meetings. The Committee shall convene for regular meetings, and shall meet at least twice per year. Regular meetings of the Committee will be help at the City and County Building unless an alternate location is specifically identified in the published meeting notices. Sites visits to inspect contemplated renovations/remodels shall be conducted by the Committee members during regularly scheduled meetings at which such items are discussed or considered, or at another time as specified by the Committee. Meetings shall be conducted in accordance with the operating procedures specified herein and any other applicable law. B. Hybrid and Electronic Meetings. 1.The Committee may participate in the following hybrid and electronic meeting formats: 2 a. Level 1 Hybrid Meeting: Committee members may participate electronically or in person. The public must join in person at the designated anchor location. b. Level 2 Hybrid Meeting: Both Committee members and the public may participate either electronically or in person at the designated anchor location. c. When there is a determination from the Committee Chair that having an anchor location open to the public poses a substantial risk to the health or safety of those who may be present or that the building where the anchor location is located is closed to the public—a fully electronic meeting may be held in accordance with the law. 2. Use of Technology to Facilitate Hybrid and Electronic Meetings. a. The chat function available during an electronic meeting may be used as a reasonable accommodation for individuals pursuant to the ADA. Any use of the chat feature to converse with Committee Members shall be viewable by the public. b. The polling function will be used only to determine if Committee Members are readyfor a formal vote or if more deliberation is needed. c. All electronic meetings will be recorded for transparency and accessibility. C. Special Meetings. Special meetings of the Committee may be ordered by a majority of the Committee, or its Chairperson, the Mayor or the Facilities Manager. An effort must be made to contact all Committee Members and at least 24 hour notice of the time and place of special meetings must be provided to at least a quorum of the members of the Committee. This notice requirement, however, may be waived if the scheduled meeting is attended by a quorum of all the Committee members. III. Committee Members a. Membership. The Committee shall be comprised of eight voting members and four ex officio members as further specified in Salt Lake City code section 2.39.030. There are no alternate members. Voting members must be appointed by the Mayor with the advice and consent of the City Council. b. Terms. Committee members serve four year terms that expire on the applicable third Monday in July pursuant to Salt Lake City Code section 2.39.050. Committee 3 members may serve up to two consecutive terms. A Committee member whose term has expired may continue to serve until a replacement Committee member has been appointed. C. Officers. The Committee shall select one of its members as chair and another member as vice chair. 1. Chairperson. A Chairperson shall be elected by the voting members of the Committee. The Chairperson's term shall be for approximately one year, terminating on the applicable third Monday in July, and they may be re- elected. The Chairperson shall decide all points of order and procedure, subject to these rules, unless directed otherwise by a majority of the Committee in session at the time. The Chairperson shall appoint any subcommittees found necessary to review any matters before the Committee. The Chairperson shall have the right to vote. 2. Vice Chairperson. A Vice-Chairperson shall be elected by the Committee from among its members in the same manner as the Chairperson, shall serve for a term of approximately one year, terminating on the applicable third Monday in July, and shall be eligible for re-election. They shall serve as acting Chairperson in the absence of the Chairperson, and at such times shall have the same powers and duties as the Chairperson. The Vice- Chairperson shall have the right to vote. IV. Voting A. Quorum.A simple majority of the voting members of the Committee is required to conduct business. For the purpose of determining whether a quorum is present, all voting members of the Committee who are present shall be counted, including members who may abstain from a particular vote. A particular Committee member is considered present when they are physically present at the anchor location or are otherwise connected to the meeting via electronic means and make their presence known. B. Voting. Any action of the Committee should be taken by majority vote of those present. C. Subcommittees. The Committee may divide its members into subcommittees authorized to act on behalf of the Committee for an assigned purpose. The Committee may include non-Committee members in the work of subcommittees. Subcommittee meetings are also subject to Open Public Meetings Act. For purposes of determining the outcome of a vote on a subcommittee, a simple majority of the voting Committee members present is required to prevail. Only 4 voting members of the Committee may vote on subcommittees. D. Absentee Voting. Absentee voting is prohibited. E. Proxy Voting.Proxy voting is prohibited. V. General Operating Procedures A. Disclosure of Conflicts of Interest. Committee members must comply with Chapter 2.44 of the Salt Lake City Code. B. Public Participation. The Committee values public participation, involvement,engagement, co-creation, and collaboration. Committee members are encouraged to engage community networks outside of public meetings. Information obtained from those engagements should generally be brought back to the Committee for discussion during a public meeting. C. Public Participation During Public Meetings. Members of the public shall have the opportunity to comment during designated time periods, subject to reasonable constraints. 1. Comments should be free of discriminatory language referring to a person or group based on their religion, ethnicity, nationality, race, color, descent, gender, sexual orientation, disability, age, or other gender identity factor. Items or comments that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. 2. The Committee may accept public comment when listed on the agenda in accordance with the following: i. The Chair will call upon each attendee who wishes to comment. ii. Attendees will be provided two minutes to share a public comment or ask a question iii. Attendees cannot combine their time so that one person may speak longer than others VI. Removal and Resignations A. Removal Process.Any voting Committee member failing to attend two (2) Committee meetings in a calendar year without providing advanced notice of their 5 absence shall be subject to removal, consistent with Salt Lake City Code 2.07.090. A Committee member may be removed by the Mayor for cause. B. Resignation. Committee members shall make a good faith effort to complete their term. If a Committee member determines it is not possible to complete their term, that Committee member shall submit a letter of resignation to the Board Manager and the Committee Chair at the earliest opportunity to avoid any interruptions to the Commission. VII. Communications. Transparency is essential to all information gathering, deliberations, and decision making conducted by the Committee. A. Interest Groups. Committee members shall notify the Board Manager and the full Committee of verbal communications with interest groups. Committee Members are required to copy the Board Manager on all written communications from or to interest groups commenting on the Committee's work. B. Media. Media inquiries to the Committee must first be directed to the Board Manager. The Board Manager will work with the Committee Chair and any relevant City staff to determine a media response. C. All written communications between Committee members and the general public, interest groups and media related to the work of the Committee will be retained by the Board Manager. VIII. Public Meetings and Public Records A.Meetings of the Committee and its subcommittees are open to the public and will be conducted under provisions of the Open Public Meetings Act. The Board Manager will provide at least twenty-four(24)hours' notice to the public regarding the dates, times, locations, and principal subjects of all meetings. Committee members can participate through telephone or other electronic communication. B.All records of the Committee will be retained and open to the public in accordance with the Utah Government Access and Management Act(GRAMA) and City retention policies. IX. Amendment of Policies and Procedures The Committee may vote to amend or repeal these Policies and Procedures provided that any amendments adopted by the Committee are consistent with all City ordinances governing the composition and operation of the Committee. 6 Amended and Restated City & County Building Conservancy and Use Committee Policies and Procedures I. City and County Building Conservancy and Use Committee A. Purpose. The City and County Conservancy and Use Committee ("Committee"), in conjunction with the facilities manager("Manager") serves as an advisor to the Mayor regarding the use, maintenance, preservation, and modification of the City & County Building (the "Building") and Washington Square (the"Square"), their historical fabric, and their corresponding furnishings and landscape elements. B. Powers and Duties. The powers and duties of the Committee, as specified by Salt Lake City Code Chapter 2.39 include: 1. Develop, and recommend to the mayor, policies and procedures for review of public use requests; provided however the Manager shall have the exclusive responsibility for authorizing the following uses of the building: a. An event of three (3) days or less duration or one reasonably anticipated to attract fewer than five hundred(500)persons per day; b. An event sponsored, in whole or in part, by the city; c. An activity that takes place wholly on the grounds of Washington Square (block 38) subject, however, to the approval of the police and parks departments; d. Public tours; e. Filming; and f. Other events specifically authorized in writing by the mayor. 2. Develop, and recommend to the mayor, guidelines to ensure the historic preservation of the building. 3. Review and advise the mayor regarding improvements and alterations which affect the historic fabric, furnishings and landscape elements of the building and Washington Square. The committee shall consider the policies and conservation standards established in the city and county building operations and maintenance manual, however, for good cause stated in writing the committee may submit recommendations contrary to such policies and standards. 4. Review and advise the mayor regarding the following: a. The effectiveness and proposed revisions to the city and county building operations and maintenance manual; Page 1 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures b. The prequalification of potential contractors; and c. The results and recommendations of an annual inspection of the architectural finishes, structural elements, and mechanical systems of the building. C. Sponsor Department. Office of the Mayor D. Advise. Mayor E. Board Manager Role: Facilities Manager or Facilities Manager's designee 1. The Public Services Department will provide a liaison to function as a Board Manager to assist the Committee with technical support, internal and external communication, logistics, and administration, and to provide support to the Committee as requested. 2. The Board Manager will provide public notice of all regular and special meetings in compliance with the Open Public Meetings Act, post materials to the Utah Public Notice Database, and prepare and post meeting agendas and minutes. 3. The Board Manager will facilitate meetings to help ensure a safe and welcoming environment where all Committee members can participate and conduct meetings in a manner intended to foster collaborative decision-making. II. Meetings A. Frequency of Meetings. The Committee shall convene for regular meetings, and shall meet at least twice per year. Regular meetings of the Committee will be help at the City and County Building unless an alternate location is specifically identified in the published meeting notices. Sites visits to inspect contemplated renovations/remodels shall be conducted by the Committee members during regularly scheduled meetings at which such items are discussed or considered, or at another time as specified by the Committee. Meetings shall be conducted in accordance with the operating procedures specified herein and any other applicable law. B. Hybrid and Electronic Meetings. 1.The Committee may participate in the following hybrid and electronic meeting formats: a. Level 1 Hybrid Meeting: Committee members may participate electronically or in person. The public must join in person at the designated anchor location. Page 2 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures b. Level 2 Hybrid Meeting: Both Committee members and the public may participate either electronically or in person at the designated anchor location. c. When there is a determination from the Committee Chair that having an anchor location open to the public poses a substantial risk to the health or safety of those who may be present or that the building where the anchor location is located is closed to the public—a fully electronic meeting may be held in accordance with the law. 2. Use of Technology to Facilitate Hybrid and Electronic Meetings. a. The chat function available during an electronic meeting may be used as a reasonable accommodation for individuals pursuant to the ADA. Any use of the chat feature to converse with Committee Members shall be viewable by the public. b. The polling function will be used only to determine if Committee Members are readyfor a formal vote or if more deliberation is needed. c. All electronic meetings will be recorded for transparency and accessibility. C. Special Meetings. Special meetings of the Committee may be ordered by a majority of the Committee, or its Chairperson, the Mayor or the Facilities Manager. An effort must be made to contact all Committee Members and at least 24 hour notice of the time and place of special meetings must be provided to at least a quorum of the members of the Committee. This notice requirement, however, may be waived if the scheduled meeting is attended by a quorum of all the Committee members. III. Committee Members A. Membership. The Committee shall be comprised of eight voting members and four ex officio members as further specified in Salt Lake City code section 2.39.030. There are no alternate members. Voting members must be appointed by the Mayor with the advice and consent of the City Council. B. Terms. Committee members serve four year terms that expire on the applicable third Monday in July pursuant to Salt Lake City Code section 2.39.050. Committee members may serve up to two consecutive terms. A Committee member whose term has expired may continue to serve until a replacement Committee member has been appointed. C. Officers. The Committee shall select one of its members as chair and another member as vice chair. 1. Chairperson. A Chairperson shall be elected by the voting members of the Committee. The Chairperson's term shall be for approximately one year, Page 3 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures terminating on the applicable third Monday in July, and they may be re-elected. The Chairperson shall decide all points of order and procedure, subject to these rules, unless directed otherwise by a majority of the Committee in session at the time. The Chairperson shall appoint any subcommittees found necessary to review any matters before the Committee. The Chairperson shall have the right to vote. 2. Vice Chairperson.A Vice-Chairperson shall be elected by the Committee from among its members in the same manner as the Chairperson, shall serve for a term of approximately one year, terminating on the applicable third Monday in July, and shall be eligible for re-election. They shall serve as acting Chairperson in the absence of the Chairperson, and at such times shall have the same powers and duties as the Chairperson. The Vice-Chairperson shall have the right to vote. IV.Voting A. Quorum.A simple majority of the voting members of the Committee is required to conduct business. For the purpose of determining whether a quorum is present, all voting members of the Committee who are present shall be counted, including members who may abstain from a particular vote. A particular Committee member is considered present when they are physically present at the anchor location or are otherwise connected to the meeting via electronic means and make their presence known. B. Voting. Any action of the Committee should be taken by majority vote of those present. C. Subcommittees. The Committee may divide its members into subcommittees authorized to act on behalf of the Committee for an assigned purpose. The Committee may include non-Committee members in the work of subcommittees. Subcommittee meetings are also subject to Open Public Meetings Act. For purposes of determining the outcome of a vote on a subcommittee, a simple majority of the voting Committee members present is required to prevail. Only voting members of the Committee may vote on subcommittees. D. Absentee Voting. Absentee voting is prohibited. E. Proxy Voting. Proxy voting is prohibited. V. General Operating Procedures A. Disclosure of Conflicts of Interest. Committee members must comply with Chapter 2.44 of the Salt Lake City Code. B. Public Participation. The Committee values public participation, involvement, Page 4 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures engagement, co-creation, and collaboration. Committee members are encouraged to engage community networks outside of public meetings. Information obtained from those engagements should generally be brought back to the Committee for discussion during a public meeting. C. Public Participation During Public Meetings. Members of the public shall have the opportunity to comment during designated time periods, subject to reasonable constraints. 1. Comments should be free of discriminatory language referring to a person or group based on their religion, ethnicity, nationality, race, color, descent, gender, sexual orientation, disability, age, or other gender identity factor. Items or comments that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. 2. The Committee may accept public comment when listed on the agenda in accordance with the following: i. The Chair will call upon each attendee who wishes to comment. ii. Attendees will be provided two minutes to share a public comment or ask a question iii. Attendees cannot combine their time so that one person may speak longer than others VI. l- rnoval and Resignations A. Removal Process.Any voting Committee member failing to attend two (2) Committee meetings in a calendar year without providing advanced notice of their absence shall be subject to removal, consistent with Lake City Code 2.07.090. A Committee member may be removed by the Mayor for e. B. Resignation. Committee members shall make a good faith effort to complete their term. If a Committee member determines it is not possible to complete their term, that Committee member shall submit a letter of resignation to the Board Manager and the Committee Chair at the earliest opportunity to avoid any interruptions to the Commission. VII. Communications. Transparency is essential to all information gathering, deliberations, and decision making conducted by the Committee. A. Interest Groups. Committee members shall notify the Board Manager and the full Page 5 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures Committee of verbal communications with interest groups. Committee Members are required to copy the Board Manager on all written communications from or to interest groups commenting on the Committee's work. B. Media. Media inquiries to the Committee must first be directed to the Board Manager. The Board Manager will work with the Committee Chair and any relevant City staff to determine a media response. C. All written communications between Committee members and the general public, interest groups and media related to the work of the Committee will be retained by the Board Manager. VIII.Public Meetings and Public Records A. Meetings of the Committee and its subcommittees are open to the public and will be conducted under provisions of the Open Public Meetings Act. The Board Manager will provide at least twenty-four(24)hours' notice to the public regarding the dates, times, locations, and principal subjects of all meetings. Committee members can participate through telephone or other electronic communication. B. All records of the Committee will be retained and open to the public in accordance with the Utah Government Access and Management Act(GRAMA) and City retention policies. IX. Amendment of Policies and Procedures The Committee may vote to amend or repeal these Policies and Procedures provided that any amendments adopted by the Committee are consistent with all City ordinances governing the composition and operation of the Committee. Page 6 of 6 Salt Lake City Building Conservancy and Use Committee Policies and Procedures