Item 4C
M E M O R A N D U M
May 30, 2012
To:
Shana Yelverton, City Manager
From:
Ben Thatcher, Assistant City Manager
Subject:
Consent Agenda Item 4C, Consider approval of Boards and Commissions
Manual.
Action
Requested:
City Council approval of the proposed Boards and Commissions Manual.
Background
Information:
The Boards and Commissions Manual is an initiative that City Council
requested for development at the 2011 Winter Workshop. As part of the
Boards and Commissions Management Plan the City Council expressed
a desire to create a code of conduct for all the City’s boards and
commissions. Along with the code of conduct the Board and Commission
Manual also includes other pertinent policies and guidelines.
Components of the Boards and Commissions Management Plan that this
document addresses are standardizing expected behavior of boards,
communicating requirements, and introducing operational background
information. The Board Manual has gone through many different versions
with City Council’s input since January 2011, and the actual agreed upon
areas of focus for the proposed version includes:
1. Guidelines for Board Members (eligibility requirements,
representation responsibilities, relationship with other boards)
2. Introduction to City Government (overview of roles of City
Council, City Manager, working with staff, and understanding
the City’s strategic management system and comprehensive
planning efforts)
3. General Information (enforcement of policy, attendance
expectations, working with staff liaison, orientation and
training, budget, and open records)
4. Meeting Responsibilities (seeking public input, notice
requirements, open meetings, executive sessions, quorum
responsibilities, chair responsibilities)
5. Conflict of Interest Guidelines (contracts with the City,
disclosure of confidences, gifts and favors, political activities,
discrimination and harassment)
Once adopted, each sitting and newly-appointed board, commission or
committee member will receive the document as well as training on its
contents.
Financial
Considerations:
N/A
Strategic Link:
This document 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.
Citizen Input/
Board Review:
City Council has weighed in on this document several times over the last
18 months.
Legal Review:
This document has been reviewed by the City Attorney’s Office.
Attachments:
Proposed Boards and Commissions Manual