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HomeMy Public PortalAbout20060828EABMinutes200606.pdfEthics Advisory Board June 27, 2006 Members Present: Randi Bryan, Linda Gladin, Roma Harper, Susan Hill, Anne Miller, Sue Off, and Bobby Phillips Ex-Officos Present: Janice Elliott Members Absent: Lynn Hamilton and Paul Wolff Guests: Lawanna Tsoulos Linda Gladin called the meeting to order and welcomed everyone. A Detailed Agenda and Discussion Guide had been distributed prior to the meeting. The meeting closely followed this document which will be attached to and distributed with the minutes of the meeting to Council members. It will also be filed in the board’s “minutes book”. There was discussion on a specific time and location for the committee to meet. There was no set time/place scheduled at the moment. It was agreed that the next meeting would be Monday, July 24th, at 3:00 pm in the auditorium. Linda will communicate through e-mail mostly. For those who do not have e-mail, a mail box has been established at City Hall and information can be left there for pick-up if necessary. Sue Off, Susan Hill, and Janice Elliott have been asked to work on a draft copy of the By-laws for the Advisory Board. As it is now, half the members of the Board appointed by Council are to serve 2 years, the other half 3 years, and the chairperson a 1 year term. Sue questioned the mission of this Board. Linda stated that the first mission is to write the ordinance . At the next meeting, a secretary and vice-chair need to be appointed. Linda asked that each member seriously consider serving in one those positions. Lawanna will help with parliamentary procedures. Linda gave the background of how and why the Ethics Board was created and established. Linda then discussed the duties and responsibilities of EAB (Ethics Advisory Boa rd). First and foremost is to establish a new ethics code no later than 9 m onths. Secondly, an ethics handbook for officials and employees needs to be written. The EAB is not in the position at this time to act on the third duty which would be to perform investigative or advisory functions as requested by the Governing Body or the City Manager involving matters such as conflicts of interests. The finally duty is for the EAB to make regular reports to the City Council as to its activities. This Board is strictly an advisory board with no quasi-legislative or quasi judicial authority. Anne Miller questioned the possibility of being sued if a committee or member stepped outside their boundaries. Sue stated that volunteers of a committee are covered under the insurance policy of the city and the city will pay for the legal fees and fines for the committee or individual if the committee or individual was working within the scope of what they were assigned. Sue will bring a copy of the policy to the next meeting. This Board is strictly an advisory board with no quasi-legislative or quasi judicial authority. Anne Miller questioned the possibility of being sued if a committee or member stepped outside their boundaries. Sue stated that volunteers of a committee are covered under the insurance policy of the city and the city will pay for the legal fees and fines for the committee or individual if the committee or individual was working within the scope of what they were assigned. Sue will bring a copy of the policy to the next meeting. Janice Elliott is the liaison for the city staff. Paul Wolff is the council liaison. Bubba Hughes is the legal advisor. Janice is to check on the city attorney’s roll. All meeting and correspondence are subject to open records. Janice is to meet with Vivian on the proper way to keep all correspondence including emails so that it will be readily available for open records if requested. One purpose of the Ethics Ordinance is to put a mechanism in place so that it can be enforced. Most towns and cities have a n ethics committee or an advisory board (which consists mostly of volunteers) to which citizens or employees can make complaints if they believe something in the code has been violated. If this particular group deliberates a particular situation then the findings would be given to the Council/City Manager to consider.. There was a lengthy discussion of the current Code of Ethics. Linda share d her opinions as to its flaws. The discussion continued to focus on what a code of ethics should do / be. A Code of Ethics should aspire that the public officials to conduct themselves in a manner that will preserve public confidence and respect for the government they represent. The code should include a policy statement and have a purpose. The code should be for elected and appointed officials as well as the employees. There will be limitations to the code due to state laws etc. It should not conflict with the Tybee Charter. It should also include penalties for those that violate the code. The Ethics Forum held last year gave feedback of what t he community expects from a Code of Ethics. This input is outlined in the aforementioned Detailed Agenda and Discussion Guide. Plan for next meeting: Meet with City Attorney, establish routine meeting schedule, elect officers, draft bylaws for review by City Attorney and Council (Janice, Susan, Sue), Develop Plain English summary and analysis of Relevant Local, State, and Federal law (Linda and Anne), draft legislative intent, policy, aspirational goals, principles (Linda and Randi), establish month 2 work plan. Susan Hill motioned for adjournment. Randi seconded. Meeting adjourned.