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Item 4C (2)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. 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