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Sauta Monica
City Council Meeting: April 7, 2009
Agenda Item: ~''g
To: Mayor and City Council
From: Elaine Polachek, Deputy City Manager
Subject: Role of Council Liaisons to Boards, Commissions and Taskforces
Recommended Action
Staff recommends that the City Council review and approve the attached draft of a
proposed letter to Board, Commission and Taskforce members conveying information
about the role of Council liaisons and opportunities for Board, Commission and Task
Force members to provide input to Council.
Executive Summary
At its February 24, 2009 meeting, Council provided staff with direction to modify a draft
letter to Board, Commission and Taskforce members providing information about the
duties of Council liaisons and adding specific information regarding opportunities for
input from Board, Commission and Task Force representatives at Council meetings.
After obtaining Council approval, staff will promptly mail the final letter to all members of
City Boards, Commissions and Taskforces.
Discussion
On February 24~h, Council directed staff to return with revisions to a proposed letter to
Board, Commission and Task Force members outlining the role of Council liaisons and
opportunities for Board, Commission and Task Force members to provide input to
Council. The attached revised letter outlines information regarding Council rules and
provisions for placing reports on Council agendas from Boards, Commissions and
Taskforces. The letter .also explains that the rules exempt Board, Commission and
Taskforce members from the time limits that apply to other speakers addressing Council
when representing their respective bodies on matters within their purview. Board,
Commission and Taskforce members who want to prepare recommendations for
Council may consult the Long Range Agenda to check on the scheduling of matters for
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future Couhcil consideration. Both the Council Rules and the Long Range Agenda are
posted on the City's website.
The attached draft letter summarizes these points and also expresses gratitude for the
vital service provided to the City by all those who serve on Boards, Commissions or
Taskforces. Staff will mail or convey the letter as soon as it is prepared in final form.
Financial Impacts & Budget Actions
There are no significant financial impacts attendant upon .the preparation and
disbursement of the letter, and no budget actions are required.
Prepared by: Elaine Polachek, Deputy City Manager
Approved: Forwarded to Council:
~~ ~ ~~
Elaine Pola hek P. amont el
Deputy City Manager ity Manag
Attachment A: Draft letter
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Attachment A
Dear Commission/BoardlTaskforce Member:
The City Council wants to share some information about your role as a
Commissioner/Board Member/Taskforce Member and the role of Council liaisons.
Boards, commissions and taskforces fulfill crucial functions in our city government.
They serve as advisory bodies, formulating policy recommendations by gathering
information, conducting public hearings, and deliberating on policy alternatives. In
some cases, they also serve as quasi-judicial bodies, conducting hearings and applying
the law to particular cases.
Effective city government depends upon this work. The City Council relies upon the
expertise and recommendations of the advisory bodies in setting. City policy. And,
given the volume of its own work, the Council itself could not undertake all of the quasi-
judicial proceedings that are handled by the City's boards and commissions.
The City Council encourages input from boards, commissions and taskforces, and the
Council Rules facilitate that process. The Rules provide that there shall be a place on
Council agendas for reports from boards, commissions and taskforces. You can obtain
information about placing an item on the agenda by calling the City Clerk's office. Also,
the rules exempt Board, Commission and Taskforce members from the time limits that
apply to other speakers addressing Council when representing their respective bodies
on matters within their purview: Board, commission and taskforce members who want
to prepare recommendations for Council may consult the Long Range Agenda to check
on the scheduling of matters for future Council consideration. Both the Council Rules
and the Long Range Agenda are posted on the City's website.
In addition to providing input to Council in their official capacity, members of boards,
commissions and taskforces may also freely exercise their private rights of expression
on issues of public importance. However, in doing so, they should make clear whether
they are speaking in their official or their private capacities.
The role of Council liaisons is determined by the allocation of responsibility between the
Council, on the one hand, and boards, commissions and taskforces on the other. The
liaison function is mentioned in the City Charter. Section 1007 briefly specifies that the
Council may appoint a liaison to the Planning Commission and that the liaison may
neither vote nor chair the Commission. The role of liaison is also implicitly defined and
limited by the responsibilities specifically assigned to boards, commissions and
taskforces.
Boards, commissions and taskforces are required to conduct a full and fair public
process and independently formulate their best policy recommendations. Liaisons serve
to facilitate and enhance this work. Their principal function is to provide a wide range of
information to the advisory body, such as information about Council discussions,
policies and actions. This helps provide an historical perspective and thereby place the
advisory body's work in its broad civic context. However, the Council wants and needs
the advisory bodies to act independently in formulating policy recommendations.
Therefore, it is inconsistent with both the roles specified by law and with the Council's
needs, for liaisons to direct, guide or unduly influence the policy making work of the
City's advisory bodies. And, it is improper for liaisons to participate actively in the quasi-
adjudicatorywork of boards and commissions.
Council liaisons have flexibility in discharging their duties. They may serve with or
without attending the meetings of their advisory bodies. However, at minimum, they
should be available for contact with members of advisory bodies, and particularly with
the chairs.
I hope this information assists you in your service to the City. That service is deeply
appreciated by the Council, City staff and the whole community.
Very truly yours,
Mayor Ken Genser