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Item 4L CITY OF SOUTH LAKE MEMORANDUM January 26, 2016 To: Honorable Mayor and Members of the City Council From: Shana Yelverton, City Manager Subject: Consider approval of amendment to Boards and Commissions Manual Action Requested: City Council approval of the proposed amendment to the Boards and Commissions Manual Background Information: City Council approved its Boards and Commissions Manual in the Spring of 2012, to provide guidance to its appointed volunteers on matters of conduct. It includes policies and guidelines designed to standardize expected behavior of boards. It is a communication tool that includes information on eligibility requirements, attendance requirements, representation responsibilities, relationships, an overview of City government, etc. At the request of Mayor Hill, an amendment to the chapter of the manual entitled "Meeting Responsibilities" is proposed for Council consideration. This amendment revises language related to the attendance of City Council members at Boards and Commission meetings. Currently, the manual language reads as follows: "Board members should be aware that councilmembers may occasionally wish to attend board meetings. To accommodate this possibility all board meeting agendas will be posted noting that a quorum of the City Council may or may not be present at the meeting to observe. To ensure that boards operate with proper independence, City Council agrees that attendance at board meetings is for observation only. Councilmembers will refrain from formally addressing the board during the meeting, and will avoid informal interaction that creates a perception of influence. City Council also agrees that members will not discuss matters of public policy under consideration at board meetings." Honorable Mayor and City Council Page 2 of 3 This language is proposed to be revised, as follows: 'BoaFd vnevnhers should he ware that GOunnilme 7berc magi GGGasionally wish to attend hoard meetings.To acGOm7moda+re t possibility all board vneeting agendas will he posted noting that a quorum of the Citi Counnil nay or my not he present at the meeting to nhsenie To ensure re ds operate with proper 47dependenGe Citi Coun agrees that attendanne at board vneetings is for nhse m inn onhy CO innilme 7bers will refrain from forvnalhi add-Fessing the hoard d iriniv the meetiniv and will avoir/ infnrvnal interantinn that nreotes a perneptinn of i T�� ,i Gounc�iagrees that /7en7hers will not diSG iss TLYfQL T1TGT7TIPTTPrCITJGG7TJ vnatters of pi ihlin pnliy under nnnsiderotion at board vneetings " It is the policy of the Mayor and City Council that they will not attend routine Board or Commission meetings. This position is based upon the recognition that the City Council appoints the various Board and Commission members who might, therefore, be subconsciously influenced by the presence of a City Council Member at the Board or Commission meeting. The Council recognizes that it has the opportunity to view the video of all Board or Commission meetings thereby giving each council member the opportunity to observe the entire meeting without the possibility of creating any form of undo influence or detracting from the freedom of the Board or Commission to reach an independent decision and/or recommendation. Under rare circumstances, a Council Member may attend a Board or Commission meeting as a representative of the City Council for the purpose of communicating Council policy or coordinating procedural or scheduling matters. Members of the City Council may attend Board or Commission training or workshop sessions where the Board is receiving training or instruction in areas relating to local government operations and the role and duties of the municipality. Financial Considerations: N/A Strategic Link: The development and maintenance of the Board and Commission Manual aligns with the City's strategy map with the focus Area of Partnerships and Volunteerism and the corporate objectives of C5- Promote opportunities for partnerships and volunteer involvement, L1-Ensure our people understand the strategy & how they contribute to it, L2-Enhance leadership capabilities to deliver results, and L5-Empower informed decision-making at all levels in the organization. Honorable Mayor and City Council Page 3 of 3 Board Review: City Council has reviewed and approved the manual and subsequent revisions. Legal Review: The proposed change has been reviewed by the City Attorney's Office.