Date Adopted:  10/08/2020				  Working Instruction Number:
Revised 2/10/2022			     						     2020-21

CITY OF AURORA, COLORADO
VETERANS AFFAIRS COMMISSION
MEETINGS AND ATTENDANCE

1.  Purpose: This Working Instruction establishes the Commission meeting schedule and Commissioner Attendance Expectations.

2.  Requirements:  

a.  The Commission shall meet at least monthly on the second Thursday starting at 6:00PM at the City of Aurora Municipal Building. The City will provide an option to meet via technology such that individuals can participate in the meeting without having to be physically present in the Aurora Municipal Building.  

b.  A quorum is defined by the Commission By-Laws. 

c.  The Commission shall hold at least one annual, 4-8-hour retreat.

d.  The Commission will conduct quarterly performance reviews.

e.  Meetings will include Standing Business, Old Business, New Business and Adjournment in that order.

(1)  Standing Business includes: Call to Order, Invocation, Pledge of Allegiance, Approval of that meeting’s Agenda, report from the appropriate Commissioner regarding phone calls and emails received on the VAC phone line since the prior meeting including action take on each, approval of any unapproved meeting Minutes. 

(2)   Old Business includes any agenda item from a previous meeting that has not been finalized and closed by the Commission.

(3)   New Business includes any agenda item not previously considered by the Commission.

(4)   Adjournment includes: a review of the meeting, open items and actions and individuals responsible for those items/action; the date, time and location of the next meeting; and the closing of the meeting.

3.  Responsibilities:   

a.  Meetings shall be led by the Chairperson and in their absence the Vice Chairperson and if both are not present, but a quorum remains, the Commissioner with the longest tenure on the Commission.

	b.  The City of Aurora Commission Liaison shall:
(1).  record and publish meeting minutes.  
(2).  publish agenda for the next scheduled meeting. The agenda must be approved by the Chairperson prior to publication. 
(3).  Distribute a read-ahead package at least one week prior to a monthly meeting that contains that least the minutes of the previous meeting and the agenda for the coming meeting.

c.  Commissioners are expected to attend 80% of the monthly meetings to remain in good standing.  

(1).  Commissioners are responsible for notifying the Chairperson and the City of Aurora Liaison if they are unable to attend a meeting.  
(2).  Commissioners who miss more than 20% of the monthly meetings will have their attendance and participation reviewed by the Chairperson who will decide if the individual should be submitted to the City Council for removal.