THIS INSTRUCTION CAN BE VIEWED ON THE CITY OF MANHATTAN BEACH INTRANET
MANHATTAN BEACH POLICY
POLICY #:
ESTABLISHED DATE:
REVISION DATE(S):
APPROVED BY CITY MANAGER: BRUCE MOE
SUBJECT: General Guidelines Concerning City Advisory Committees
PURPOSE: The goal of the General Guidelines Concerning City Advisory Committees (“Policy”) is to provide guidelines for advisory meeting Bodies that are otherwise not regulated or governed by City or state laws.
From time-to-time, the City creates committees (e.g. ad hoc, special, task forces, etc.), hereinafter referred to as “Body” or “Bodies,” as specific needs arise. The Bodies are purely advisory.
RESPONSIBILITY:
Designated department heads or staff liaisons will be responsible for enforcing the Policy for the meeting Bodies they oversee.
APPLICATION:
The rules stated in the Policy shall apply to the following Bodies:
• Art in Public Places Committee
• Outdoor Dining Task Force
• Senior Advisory Committee
• Sustainability Task Force
• Other Bodies that may be created in the future.
Subject to City Council approval, each Body may supplement this Policy by adopting other rules or procedures as it feels necessary to accomplish their duties. Such rules and procedures, however, are subject to City Council approval before becoming effective and shall not conflict with this Policy.
Where a rule or procedure is in conflict with guidelines provided by this Policy, the Policy shall control.
POLICY:
1. Membership
The membership of each Body shall be determined upon its creation by the City, including but not limited to the number of members and whether any seats require specific qualifications (e.g. student representative, business owner, etc.)
a. Application and Selection Process
The application and selection process shall be established by the City upon the creation of the Body.
In order to obtain applicants for certain Bodies, it may be necessary to advertise the available seats to the community. This can be accomplished by advertising via local publications, fliers, social media channels, the City’s website and posting boards, or by reaching out to local associations and community-based organizations.
b. Terms
Term Length
Upon creation of a Body, the City may establish terms for its members.
If no terms are established, members may serve one (1) term of three (3) years.
Student members may serve a term of one (1) year. Terms begin when the member is appointed.
Term Limits
Upon creation of the Body, the City may establish term limits.
If no term limits are established, adult members may serve two (2) consecutive terms.
Members should not expect to be automatically re-appointed to their seat. At the end of their first term, members seeking reappointment must reapply and submit an updated application. After serving two (2) consecutive terms, members must wait at least one (1) year before serving on the same Body again.
If no applications are received to fill an upcoming vacancy and the current member expresses that they wish to continue to serve, the member may be reappointed for another term at the discretion of the entity or individual that appointed them.
c. Meeting Process
A chair and vice-chair are not required for each Body, and if not selected, staff shall run the meeting. If selected by the Body, the chair shall run the meeting. In the absence of the chair, the vice-chair shall run the meeting. If both the chair and vice- chair are absent, staff shall run the meeting.
d. Absences
Unless stipulated by a Body’s separate rules and policies, it will be at the discretion of the staff liaison to determine if a member’s absences have become habitual or excessive. If it is determined that the member can no longer serve, the staff liaison will request a letter of resignation from the individual.
e. Resignation and Removal
Resignation
If members determine they are no longer able to serve their Body, they must submit a formal letter of resignation to their staff liaison. The staff liaison will then work to fill the available seat.
If the members of the Body were appointed by the City Council with no designated alternate members, the staff liaison may need to return to the City Council to receive direction on filling the vacancy.
If the original members of the Body were appointed by the department head, it is the Department Head’s duty to review candidates and fill the vacancy.
Removal
In general, the entity or individual that appointed a member has the authority to remove them as well. However, the City Council has the discretion to remove any member or modify said member’s term with or without just cause by a majority vote of the Council.
The Body itself may suggest the removal of a member by submitting a letter to the staff liaison or department head with signatures of support from a majority of the Body. The department head will review the request and take actions to remove the member.
If a member of a committee is removed, there will be no opportunity to appeal the decision.
f. Compensation
Participation on Bodies is voluntary. Members shall serve without compensation but may be reimbursed for their reasonable and necessary costs and expenses incurred in connection with the performance of their duties. Reimbursements will be subject to department head approval.
g. City Property
Members are not entitled to City issued email addresses, parking tags, or business cards.
h. Communication with City Council
Members should not speak during City Council meetings on topics that have come before their Body. They may, however, make phone calls or send e-mails to the City Council, with copies to their staff liaison.
i. Background Check
Members that serve on a Body with a student member (under 18 years of age) are required to complete a Live Scan, which is an electronic fingerprinting process that performs a criminal record check. Information regarding how to complete the process will be provided to the staff liaison. The background check will be performed at the City’s cost.
2. Staff Liaison
City staff members with knowledge that is relevant to a specific Body will be assigned by the department head or City Manager to assist the Body in accomplishing its objectives. Staff may provide an agenda and any supplementary materials for the meeting as a best practice.
3. Agendas and Minutes
Agendas
Agendas will be created by the staff liaison for each meeting Body to assist the Body in facilitating its discussions.
Once the agenda is finalized it shall be sent to all members prior to the meeting.
Additionally, the agenda may also be posted to the City’s website as a best practice.
Action Minutes
Action minutes may be provided to the Body as a best practice. If no minutes are recorded, staff liaisons should keep notes regarding any pertinent action taken or requested by the Body to assist in facilitating the next meeting.
4. Dissolution of Body
Once the objectives of a Body have been accomplished, the Body will dissolve. The dissolution does not require formal action by the City Council.