HomeMy WebLinkAboutCC 04-07-2026 Item No. 13 Commissions Handbook_Staff PresentationCC 4-07-2026
#13
Commissions Handbook
Presentation
April 7, 2026
Commissioner’s Handbook
Update
Floy Andrews
Interim City Attorney
Updates to Commissioner’s Handbook
-Provide for alternates
-Promote broad community participation
-Continue attendance requirements, but
Council must approve removals
-Recognize Commissioner autonomy, and
ensure Commission’s actions are fairly
represented
-Add general updates prepared by Staff
Appoint Alternates
-When members miss meetings it can
impact quorum, preventing action
-A non-voting alternate can be “seated” by
the Chair and then participate as a voting
member, satisfying quorum requirements,
allowing commission to conduct business
-Appointing alternates also increases
community participation
Promote Broad Participation
-Council has recognized the importance of
broad community participation
-Restricting individuals to serving on only one
advisory body enhances participation by
providing opportunities for others
-New update would discourage but not
forbid individuals from serving on two
advisory bodies
Attendance Requirements
-Current rules contain attendance
requirements
-When a member fails to meet those
requirements the City Clerk notifies the City
Council and makes a recommendation for
removal
-City Council retains authority over removal
for failing to meet attendance
requirements
Commissioner Autonomy
-Sitting Commissioners do not abandon their
autonomy and their right to share their
personal viewpoint
-Update three provisions in the
Commissioner’s Handbook
“Commissions” -Update 1
Remove: “This underlying philosophy makes it
improper for an individual commissioner, acting in their
official capacity, to try to persuade the Council into
the acceptance of a recommendation other than that
voted by the majority of the commission. The role of a
commission is to assist the City Council in the formation
of policy, having been created for the purpose of
advising.”
“Commissions” -Update 1
Add: “Individual commissioners are at liberty to express
their personal opinions to the City Council on items within
the scope of their commission’s jurisdiction if they clearly
state that they are speaking on behalf of themselves only.
The Council appreciates hearing the rationale supporting
both the majority position and the minority position, as this
enriches the decision-making process. [However, if the
individual commissioner’s personal recommendation is
inconsistent with a position taken by the full commission,
the individual commissioner should also provide the City
Council with a general description of the full commission’s
position.]”
“Recommendation & Report” -Update 2
Update as follows:
“The Commissioner selected by the Chair as
the commission representative should strive to
represent the position of the commission as a
whole at the meeting, as necessary,
regardless of the Commissioners’ personal
views.”
“Use of City Email” -Update 3 (a)
Remove:“When using your City email to
advocate or discuss a matter within the
scope of your commission’s jurisdiction, ensure
that the email cannot be construed to
represent the views of the full commission,
unless the commission has affirmatively voted
to approve the position presented.”
“Use of City Email” –Update 3 (a)
Add: “When advocating or discussing a
matter within the scope of your commission’s
jurisdiction, ensure that the email cannot be
construed as representing the views of the full
commission, unless the commission has
affirmatively voted to approve the position
presented. Please do not forward or reply to a
City email from your personal email address.
Once your term on the commission is over,
your City email will be terminated.”
“Use of City Email” –Update 3 (b)
Remove: “All City emails are subject to the
Public Records Act and you should use your
City email only to conduct City business as a
commissioner. . . . Please do not forward or
reply to a City email from your personal email
address. Once your term on the commission is
over, your City email will be terminated.”
“Use of City Email” –Update 3 (b)
Add: All City emails are subject to the Public Records
Act, and you should use your City email to
communicate about any matter within the jurisdiction
of your commission. Emails sent from a personal email
account are also subject to the Public Records Act to
the extent they address a matter related to your
commission’s jurisdiction. Please use your City email
when so communicating to enhance efficiency and
transparency. . . . Please do not forward or reply to a
City email from your personal email address. Once your
term on the commission is over, your City email will be
terminated.
Other staff updates
•Clarify roles for staff liaison, commission
administrator, and chair
•Add guidelines for hybrid meetings and
remote participation
•Include language on Commission Work
Plans
•Details on training requirements
•Other administrative updates
Questions