Loading...
HomeMy WebLinkAboutRES 940222-BB - Revision Governance Policies�00 =4,WAO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GEORGETOWN, TEXAS, REVISING GOVERNANCE POLICIES FOR ADVISORY BOARD AND COMMISSION MEMBERS AND FOR THEIR RELATION TO STAFF. WHEREAS, the City Council has the duty to establish rules of behavior for Council Advisory Board and Commission Members and their relation to staff, and WHEREAS, the City Council desires to capture the spirit of the Century Plan and focus upon creating a vision for the community. WHEREAS, the City Council requested the addition of an attendance policy and minor revisions to resolution 940125 -TT passed January 25, 1994; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GEORGETOWN, THAT: SECTION 1 The facts and recitations contained in the preamble of this resolution are hereby found and declared to be true and correct, and are incorporated by reference herein and expressly made a part hereof, as if copied verbatim. The City Council hereby finds that this resolution implements the Finance Policy 1 of the Century Plan - Policy Plan Element which states: "The City will conduct all municipal operations in an efficient business -like manner;" and further finds that the adoption of this resolution is not inconsistent or in conflict with any other Century Plan Policies, as required by Section 2.03 of the Administrative Chapter of the Policy Plan. SECTION 2 The attached Exhibit "A" (Advisory Board and Commission Governance Policies) is hereby adopted. matly These policies shall be in force and effect immediately upon adoption. RESOLVED this -i _ �tday of 1994. Attest: THE CM OF GEORGETOWN: andra Lee, City Secretary- By: Le Wood, Mayor Approved as to Form: Marianne Landers Banks City Attorney 0;m; In keeping with the principles of effective governance, the City Council will create Advisory Boards which: 1. Are relevant to city governance: A. The Board will perform "useful" activities. B. The Board will perform unique duties. 2. Relate to the Council's job. 3. Avoids coming between the Council and City Manager. 4. Have established rules of behavior for officers and members: A. The Council and Board will have an adequate system for monitoring Board Member behavior. B. The Council will have a system for revocation of membership. 5. Have a clearly defined charge. 6. Have a policy for dissolution of the Board. A- The Council may dissolve the Board for any of the above violations of the governance policies, B. An annual review of the boards' charge and effectiveness will be conducted. In keeping with the principles of effective governance, in appointing members to Advisory Boards, the City Council will: 1. Make the process open to all citizens -- applications will be available through the City Letter, newspaper posting, and the Assistant to the City Manager. A. All interested citizens must apply for appointment, including those applying for re -appointment. B. An applicant deadline will be established, and those applications received after the deadline will not be considered. 2. Seek to appoint the best person available. 3. Respect the need for diverse community opinions. 4. Submit eligible applications to the appropriate board and staff for review two weeks prior to submittal to Council. 5. Submit, in writing to the Mayor, each Council member's preferences (through appropriate staff) two weeks prior to the Mayor's resubmittal for Council approval (as per the Charter). 6. Establish a three - two year term limit for an individual to serve consecutive positions on the same Board. 7. Require attendance at meetings -- A member who, except in the case of illness or extenuating circumstances as determined by the Commission or Board misses three (3) consecutive meetings or misses one-third (1/3) of all regular meetings in a twelve-month period may be removed from such Commission or Board. City Advisory Boards and Commissions will be responsive to the needs of citizens of the Georgetown Community. In doing so, each Board and Commission will provide pro -active support and advice to the City Council's visionary and strategic leadership. Each Board, as outlined in its board description, will delineate a clear distinction between its role in advising both the Council and staff. In keeping with the focus of the Century Plan, boards will focus on the future rather than the past. In its governance role, each Board and Commission will: 1. Strive to recognize its responsibility to the future generations by addressing the interrelatedness of the social, cultural, and physical characteristics of the community when advising policies (ends and means). 2. Be an advisor to Council of policy ends and, when requested by the City Manager, to staff on policy means, ensure that the Council is provided sufficient support to meet its ends. 3. Continue to be dedicated to friendly and courteous relationships with staff, council members, and the public; and seek to improve the quality and image of public service. 4. Endeavor to keep the community informed on municipal affairs; encourage communication between citizens and the City Council; strive for strong, working relationships among Georgetown, Williamson County, Southwestern University, Georgetown Independent School District, Georgetown Chamber of Commerce, and the Georgetown Industrial Foundation. 5. Make a commitment, individually, to improve the quality of life for the individual and the community, and to be dedicated to the faithful stewardship of the public trust. 6. Recognize that the Council, not the Advisory Board, will be responsible for Advisory Board performance. 7. Monitor and regularly discuss the Advisory Board's own process and performance, ensuring the continuity of its governance capability by retraining and redevelopment. The position of appointed advisor to staff and council is one of trust and service to the citizens of Georgetown. This position creates a special responsibility for the Georgetown Advisory Member. In response to this, the Georgetown Advisory Boards are expected to advise the governing of this City in a manner associated with a commitment to the preservation of the values and integrity of representative local government and local democracy and a dedication to the promotion of efficient and effective governing. To further these objectives, certain ethical principles shall govern the conduct of every Advisory Board Member, who shall: 1. Be dedicated to the highest ideals of honor and integrity in all public and personal relationships in order that the member may merit the respect and confidence of the citizens of Georgetown. 2. Recognize that the chief function of local government at all times is to serve the best interests of all of the people. 3. Be dedicated to public service by being cooperative and constructive, and by making the best and most efficient use of available resources. 4. Refrain from any activity or action that may hinder one's ability to be objective and impartial on any matter coming before the Board or recommended to the Council or City staff. Do not seek nor accept gifts or special favors; believe that personal gain by use of confidential information or by misuse of public funds or time is dishonest. 5. Recognize that public and political policy decisions (ends), based on established values, are ultimately the responsibility of the City Council, and 6. Recognize that the role of the board is to advise, not decide. Policy decision authority (ends) belongs to Council while means authority rests with the City staff. 7. Conduct business in open meetings. The City of Georgetown Advisory Boards and Commissions provide critical input to both the Council and City staff, therefore, they play a key role in the integrity of governance. The Council is responsible for the Boards' responsibilities, discipline, and performance. Even so, the Board is responsible for its own development - both as a body and as individuals. 1. Board Members must represent unconflicted loyalty to the interests of the citizenry. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs. This accountability supersedes the personal interest of any Board Member acting as an individual citizen of the City. 2. Board Members must avoid any appearance of conflict of interest with respect to their responsibility. A. It is the desire of the City that Board members shall act and conduct themselves, both inside and outside the City's service, so as to give no occasion for the distrust of their integrity, impartiality or of their devotion to the best interests of the City. B. All members of commissions and boards appointed by the City Council shall comply with the provisions of the City's Ethics Ordinance (Chapter 2.20 of the Georgetown Municipal Code). C. Board members will not condone any unethical or illegal activity. All members agree to uphold the intent of this policy and agree to govern their actions accordingly. D. In the event of a violation, or a perceived violation, of the governance and/or ethics policies: One or more members of the Council may request that the Mayor select two Councilmembers to accompany him/her to meet with: the Chair of the Advisory Board (19. appropriate board member) and relevant sta to determine background o, o, b. and, if necessary, the Advisory Board member who has "violated" the policy. ii. If the Councilmember fails to mitigate the problem, then two Councilmembers may request an item to be placed on the City Council Agenda for additional discussion and action with the affected Advisory Board Member. 3. The power of the City's Boards and Commissions is advisory - decision authority remains with the staff (means) and Council (ends). A. The advisory capacity held by the Board is held collectively, not individually. Therefore, Board Members may not attempt to exercise individual authority over the City organization (staff). B. Board Members' interaction with the public, press or other entities must recognize that not only does the Board lack decision authority by serving in an advisory role, but also, the lack of authority in any individual Board Member to speak for the Board. 4. During Board Meetings, Board Members shall preserve order and decorum and shall, neither by conversation or otherwise, delay or interrupt the proceedings nor refuse to obey the orders of the presiding officer. A. Each Board Member is responsible for being prepared to come and discuss the agenda. B. No Board Member shall be permitted to indulge in personalities, use offensive language, arraign motives of members, charge deliberate misrepresentation or use language tending to hold a member of the Board in contempt. C. No member shall be excused from voting except on matters involving the consideration of his own official conduct, or where his personal interests are involved, and in these instances he shall abstain. Any member prohibited from voting by personal interest shall announce at the commencement of consideration of the matter and shall not enter into discussion or debate on any such matter and shall have previously filed an affidavit stating the conflict of interest. The member having briefly stated the reason for his request, the excuse from voting shall be made without debate. D. Any member who reasonably believes that his/her voting on a matter would create an appearance of impropriety shall be excused from voting. That member shall state publicly the reason(s) she/he believes voting would be improper. E. The Board will seek to be innovative, creative and take risks in resolving issues.