HomeMy Public PortalAbout161.4 - Executive Offices - City Attorney's Office - Procedure for the Creation of Temporary Ad Hoc and Advisory committees and Related Requirements161.4 .SUBJECT: PROCEDURE FOR THE CREATION OF TEMPORARY, AD HOC
AND ADVISORY COMMITTEES AND RELATED REQUIREMENTS
:1 OBJECTIVE:
To establish and document procedures for the creation of temporary, ad hoc and advisory
committees of the City. While the official business of the City is conducted by its elected
officials, employees, appointed officials and citizen board members appointed to City
Boards which are created pursuant to state law, city charter or city code, temporary ad
hoc advisory committees are created from time to time to assist City officials or
employees in the conduct of the City’s business. This policy is designed to assist with
the creation of such committees and appropriate documentation of the duties and
responsibilities, and clarify certain administrative responsibilities of all City Boards and
Committees.
:2 AUTHORITY:
This procedure adopted by City Council, February 10, 2014, Item A-1.
:3 DIRECTION:
The City Attorney, as an appointed official, serves at the pleasure of, and receives
direction from the Mayor.
:4 METHOD OF OPERATION:
A. Definitions
1. Boards are official entities established by state law, City Charter or City
Code.
.
2. Advisory Committees are entities created by City Council other than by
ordinance, or entities, however created, which will report their findings or
recommendations to Council for foreseeable future City Council action.
3. Staff or Community Panels are entities that may report to City Council, but
are purely fact finding in nature, or entities that are advisory only to a
specific City employee or official.
4. Committee means either an Advisory Committee or Staff or Community
Panel.
5. Committee members mean members of an Advisory Committee or Staff or
Community Panel.
B. Policy
Whenever Advisory Committees or Staff/Community Panels are created, their
activities will be conducted and recorded in a manner that is designed to
maximize efficient operations and compliance with applicable requirements of
the Sunshine and Public Records laws.
C. Procedures for Creation of new Advisory Committees and Staff or Community
Panels.
Whenever a new Committee is created by the City, other than by ordinance, it
will be referred to the City Attorney’s Office for appropriate categorization as an
Advisory Committee or a Staff/Community Panel. Based on that categorization,
meetings will be held and documents will be retained as described in this policy.
Each Committee will be assigned to a City office or department for purposes of
administration recordkeeping and compliance. The City Attorney’s Office will
recommend the appropriate training on Sunshine, Public Records and Ethics
issues, depending on the nature of the committee, and the assigned City office or
department will ensure that such training is made available to committee
members.
D. Boards
City Boards will operate in the Sunshine and meet all other requirements as set
forth in City Policy 121.1 and the Florida Public Records Act. The Board
secretary shall cause the minutes of each meeting to be placed on the City
Council Agenda under the “For Information Only” heading unless there is an
item in the Board minutes which requires Council action. In such case, the action
item will be placed on the City Council Agenda and the minutes shall be placed
on the agenda as an attachment to the action item.
E. Advisory Committees
Advisory Committees shall operate in the Sunshine and will follow the
procedures set forth for City Boards in City Policy 121.1 and the Florida Public
Records Act. The office or department to which the committee is assigned
pursuant to subsection (C) shall cause the minutes of each meeting to be placed
on the City Council Agenda under the “For Information Only” heading unless
there is an item in the Committee minutes which requires Council action. In such
case, the action item will be placed on the City Council Agenda and the minutes
shall be placed on the agenda as an attachment to the action item.
F. Staff or Community Panels
Staff or Community Panels are not subject to the requirements of City Policy
121.1, but will comply fully with all requirements of the Florida Public Records
Act. Any meeting minutes will be forwarded to the assigned operating office or
department for retention in accordance with the Florida Public Records Act.
G. Any records created or received by a Board, Advisory Committee or
Staff/Community panel shall be forwarded to the assigned operating office or
department for retention in accordance with the Florida Public Records Act.
:5 FORMS:
None.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE: Approved City Council meeting February 10, 2014, Item A-1,
:8 EFFECTIVE DATE:
This procedure effective February 10, 2014.