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HomeMy WebLinkAbout4783_CCv0001.pdf RESOLUTION NO. 4783 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS ESTABLISHING RULES FOR ADVISORY BOARDS AND COMMISSIONS WHEREAS, the City of Redlands is blessed with an unusually large number of qualified, willing, energetic and enthusiastic citizens who are willing to give of their time and talents to provide advice and assistance to this City Council on civic issues of the day; and WHEREAS, this array of talent has been put to good use by this and prior Councils in creating many Council advisory boards, commissions, committees, task forces and other groups (see generally Redlands Municipal Code Chapters 2 . 18 - 2 . 54 ) ; and WHEREAS, while of great civic value, this multiplicity of advisory bodies does stretch the ability of City staff to serve as secretariat to all groups, and this Council may consider from time to time combining, modifying or eliminating any advisory group or groups not otherwise required by law; and WHEREAS, the large number of advisory bodies in itself can amount to a barrier to effective communication with the Council because of the volume of activities involved, the concomitant agendas, minutes and reports generated, and the thoroughness with which our advisory bodies approach their assignments; and WHEREAS, some advisory bodies have specific legal duties such as the Board of Library Trustees under the California Education Code, and the laws establishing such duties take precedence over any contrary provisions herein; and WHEREAS, while there is a need to air issues thoroughly at advisory board meetings, there is also a duty to follow state law and assure that Council decisions are made at the Council table after the opportunity is afforded all Councilmembers for full and fair discussion; and WHEREAS, all Councilmembers and advisory boardmembers understand that the Council will not simply follow all board recommendations, and that this should not be considered offensive or unusual but instead the exercise of final political authority in a pluralistic participatory republic by those with ultimate accountability to the voters; and WHEREAS, this Council has in the past set rules regarding advisory body terms of office and boardmember absences; and WHEREAS, this Council believes it to be in the best interests of the City of Redlands and its residents and property owners to state in this resolution its policies on the proper functions and activities of its advisory boards, commissions, committees, task forces and other groups, and on Council and staff liaison members thereto, and on terms and conditions of membership of such bodies; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS that these policies are adopted for all advisory boards, commissions, committees, task forces and other groups (hereinafter called "boards" ) : 1) ROLE: The role of each board is to advise the City Council regarding areas of interest assigned to it by federal state and local law. Except on those infrequent matters where the board -2- D981870 has the legal authority to make decisions, the advisory role shall be paramount. Advising the Council on multiple complex matters requires the attention of each boardmember and the staff people assigned to each body. To be effective, board advice must be communicated to the Council in a timely fashion. This is the obligation of City staff. The boards ' advisory function does not include the assignment of time-consuming tasks to City staff or the development of new projects or programs without Council approval , nor does it suggest budgetary or day--to-day administrative responsibilities unless specifically assigned by the City Council . Project cost estimates, budget transfers, rate studies and the like are not board responsibilities. It is the Council ' s sometimes unenviable task to determine priorities for the expenditure of public funds and to adopt budgets. It would not be unusual for each boardmember to believe that his or her area of activity is most important. The Council understands that, but must by law reserve to itself the job of deciding which services the City will provide and how it will provide them. 2) LIAISON: (a) The Council will designate one of its members to serve as liaison between each board and the Council . The liaison Councilmember may attend board meetings similar to any other member of the public. The Council liaison may be utilized as a source of current Council policy and as an informal means of expressing the board' s feelings to the Council when the written record is insufficient. However, the Council liaison is only one -3- DH81a7o of five equally significant elected officials who together at Council meetings set City policy. The liaison has no special responsibility or extra authority regarding matters before an advisory board. The primary purpose for the Council liaison is to facilitate communication between the Council and its advisory boards. (b) Staff liaison shall be assigned to boards by the City Manager as city resources permit. staff liaison shall prepare board agendas, taking into account board requests consistent with this resolution. Staff shall also draft summary minutes for board review reflecting the sense of the board ' s discussion and any specific recommendations made. 3) MEMBERSHIP: Any resident of Redlands may serve on an advisory board, subject to any special requirements set forth in the Redlands Municipal Code. However, membership on the General Plan Advisory Committee shall be limited to City residents or residents within the City' s Sphere of Influence. New boardmembers will be given an orientation briefing by City staff as early in their tenure as possible. The City Manager shall act as the staff member responsible for administering the appointment process. 4) TERM LIMITS: All boardmembers shall be appointed to fixed terms as set by ordinance, and all appointees shall serve no more than eight years , except that Council task forces shall be appointed by resolution for a specified period of time to accomplish a specific task. Appointments made to fill an unexpired term shall constitute a full term for purposes of this resolution -4- DNsta7o if more than half of the unexpired term remains. After serving two terms, one year shall elapse before any individual can be reappointed to the same board. However, that person may be appointed at any time to another board. By enacting this resolution, it is the intention of the Council to set all boardmember terms at two years, with a four-term limit. Upon enactment of this resolution, the Council shall consider amending the necessary provisions of the Redlands Municipal Code to so provide. 5) ABSENCES: Because frequent absences decrease board efficiency and effectiveness, a boardmember's position shall automatically become vacant upon three consecutive absences from regularly scheduled meetings. 6) BROWN ACT: Boards shall conduct all business in full compliance with the open meeting and agenda requirements of the Ralph M. Brown Act. 7) REPEALS: Resolutions 4313 and 2960 are hereby repealed. 8) EFFECTIVE DATE: This resolution shall go into effect upon its adoption. ADOPTED, SIGNED AND APPROVED this 19th ber, 1991. yore °, e ity Redlands ATTEST: City Cler of the y of Redlands -5- DH81870