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legislative proposals, reports and other pertinent information under its jurisdiction; and to <br /> monitor on a continuing basis the department(s), bureau(s) and public officials under its <br /> jurisdiction. All committees shall deal with any issues referred to it by the Council <br /> President or referred to it by a majority of the Common Council. Each standing committee <br /> shall report periodically to the Common Council with an annual committee report <br /> highlighting activities of the past year by the second Monday of December of each year. <br /> The Chairperson, with the assistance of the City Clerk, or his or her authorized <br /> representative from the Office of the City Clerk, shall be responsible for filing Committee <br /> minutes with the Office of the City Clerk within two (2)weeks after each committee <br /> meeting. Such minutes shall comply with the Open Door Law and shall include but not be <br /> limited to: (1) the date, time and place of the meeting; (2) persons in attendance; (3) <br /> summary of all items discussed including all references to proposed resolutions and <br /> ordinances referred to in it for review and recommendation; (4) a record of all votes taken; <br /> and the time of adjournment. Any documents submitted to a Committee shall be filed with <br /> the original of the committee minutes with the Office of the City Clerk. Any majority or <br /> minority reports filed with a committee shall also be attached to such committee minutes. <br /> The Council President shall appoint the Chairperson and Vice Chairperson of each standing <br /> committee following his or her election as Council President. A majority of the Council shall <br /> constitute a quorum. <br /> The Office of the City Clerk shall provide notice of all committee meetings, pursuant to <br /> applicable State law. <br /> (g) The Council President may appoint special or ad hoc committees. Such committees shall be <br /> considered advisory to the Common Council. Such committees shall file appropriate written <br /> reports addressing the issue(s) for which they were created with the Council President. <br /> Following the completion of their purpose, such special or ad hoc committee shall be <br /> dissolved by the Council President unless a majority of the Common Council determines to <br /> continue the existence of such committee for a long period of time. <br /> (h) The governing rules of the Common Council as far as they are applicable shall be the rules of <br /> each of the standing committees unless determined otherwise by the Committee Chairperson. <br /> (i) It shall be the duty of the Chairperson of each Council Committee to report promptly to the <br /> Common Council on all proposed resolutions, ordinances and other matters referred to it for <br /> review and recommendation. <br /> (j) Discussions on proposed resolutions or ordinances coming before a standing committee shall <br /> be conducted pursuant to the following procedures: <br /> (1) Report by an entity having advisory review [Example: Area Plan, Board of Zoning <br /> Appeals, Board of Public Works, Community Development, etc.]; <br /> (2) Presentation by the parties filing the proposed legislation with copies of all handouts <br /> being presented to all Council Members and for the public record; <br /> (3) Committee discussion and recommendation by proper motions. <br /> (k) The standing committees are authorized to receive exhibits,hear witnesses, and use all <br /> applicable powers to procure relevant information on issues referred for review and <br /> recommendation. The Committee Chairperson shall report to the Common Council verbally <br />