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7A - Council policy guidelines for Boards and CommissionsCity of Boulder Parks and Recreation Department MEMORANDUM , ~~..~~ ~/~,=~ ~ ~~ TO: Parks and Recreation Advisory Board FROM: Jan Geden, CPRP, D~rector of Parks and Recreation 5UBJECT: Council Policy Guidelmes for Boards and Commissions DATE: May 19, 2004 Attached is a copy of the Council pohcy guidelmes for boards and commissions Alisa Lewis, City Clerk, and Joann Stacy will attend the May 24, 2004 PRAB meetmg to present this item AGENDA ITEM #YI I-/~ , PAGE 1 CITY OF BOULDER CITY COUNCIL AGENDA ITEM MEETING DATE Anri18, 2004 AGENDA TITLE: Consideration of a mohon approving Council policy guidelmes for boards and commissions. PRESENTERS: Joann Roberts Stacy, Actmg Assistant City Manage Alisa Lewis , Director of Su ort Services/Cit Clerk EXECUTIVE SUMMARY: A discussion occurred at lhe iecent Council retreaf concerning the relationsh~p beCween the c~ty's Boards and Commissions and the Council. Listed below are a ser~es of prmciples that staff thought it heard during the CounciP s discussion On March 9`h during the Council Dynamics d~scussion, Council mdicated support for bringing these prmciples forward for Counc~l approval as follows. Smce Mazch 9`h, additions to the hst of principles have been made at the suggestion of ciCy staff who work closely wrth Boards and Commissions The list oP suggested prmciples is mcluded as Attac6ment A for your review and consideration. Impacts Budgetary None expected. Staff Time. If Council approves guidmg prmciples for Boards and Commissions, Joann Roberts Stacy and Alisa Lewis will piesent these principles to lhe mdividual Boards and Commissions, on behalf of Council. It is anticipated that this will take approximately 25 hours of staff time. Staff recommendation: Staff recommends approval of the guidmg principles for Boards and Commissions, as outlined m Attachment A and with any changes or amendments as suggested by Council Approved By Frank W. Bruno, City Manager AG~NDA ITEM # YII~Ff PAGE_~ ATTACHMENT A Board and Commission Guiding Principles 1) City policies are estabhshed by the City Council With the exception of limited (often charYer-based) c~rcumstances, the role of Boards and Comnussions ~s advisory to the city Council 2) All policy expressions on national, mternational and statewide issues should come from Council and not from individual Boards and Commiss~ons Boards and Commiss~ons may suggest lhat Council Yake policy positions by resolution, but should not mdependently issue such resolutions. 3) When several Boards and Commissions review elements of a given proposal or issue, staff reports to Counc~l should reflect the perspectives of all reviewmg Boards and Commissions. 4) When membeis of a Board or Commissions disagree about a given ~ssue or policy, Council expects to be appraised of the disagreements and of the reasomng underlymg the various points of v~ew 5) City staff uh~mately rs responsible for supporting C~ty Council Council expects etaff to provide the best professional ~udgment regardmg issues and policies, whether or not Boards and Comm~ssions agree with those professional judgments. Staff should inform Council when a Board or Commission disagrees with the staff s position and, when possible, explain the basis of that disagreement 6) It is Council's desire to use Boards and Commissions as the first step for gathermg commu~rty feedback on controversial issues as a means of creatmg viable options. 7) The city manager is responsible for the budget recommendation to City Council. When a Board or Commission disagrees with the city manager's budget, the manager should be notified ~s a matter of courtesy prior to the Board or Commission members addressmg Council. 8) Board and Commission members who wish to explam ar advocate positions to Council should identify themselves as a board members and clarify whether they are speakmg for a personal posiLion or on behalf of the ma~ority or minorrty position that the Board has taken. AG~NDA ITEM # U ~~~ I~ PAGE_ 3_ 9) Council members should refrain &om discussmg with Board members any quasi judicial issues coming before the Board For matters that are not quasi ~udicial, Council members may discuss a point of view with Board members but should clarify that this perspective may not represent the posrtion of the Council as a whole. 10) Staff takes d~rection from the city manager, except as authorized by the Charter Boards and Commissions may request research or other work of staff, but if the work requ~res more than what staff deternunes is reasonable, the Board or Commission, supported by a ma~ority of inembers at a meeting, must make a direct request of the crty council. In addiYion the city maintams a Board and Commission Website as an additional resourca to tCs Boatds and Commissions The site is located at: h~~//www ci boulder co us/cmo/boards/bcmdex.html AGENDA ITEM # I~'~PAGT_ ~_