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RESOLUTION 92-20514 RESOLUTION NO. 92-20514 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, REPEALING RESOLUTION NO. 84-17627 REGARDING THE GOVERNANCE OF BOARDS AND COMMITTEES OF THE CITY AND ADOPTING NEW RULES OF PROCEDURE FOR THE GOVERNANCE OF SAID BOARDS AND COMMITTEES. WHEREAS, the City Commission has determined that specific rules, guidelines and standards are necessary to enable City boards and committees to conduct their meetings properly and to achieve the goals and objectives of said boards and committees; and WHEREAS, the City Commission believes that Resolution No. 84- 17627 which established rules for the governance of City boards and committees should be repealed and replaced by a new resolution establishing updated and clarified rules for City boards and committees. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Miami Beach, Florida: Section 1. That Resolution No. 84-17627, be and the same is hereby repealed. Section 2 . That the following guidelines, standards and procedural directives be and the same are hereby established for the proper conduct and governance of the business of each of the boards and committees of the City. Section 3. That prior to selection, each applicant for membership on any City advisory board or committee shall complete and file an application form (with required documentation) , supplied by the City Clerk indicating his/her qualifications for selection. Section 4 . That it shall be the duty and obligation of each of the boards and committees of the City to keep, or cause to be kept, adequate and accurate minutes or summary notes of the proceedings of each and every meeting of said board or committee. Three copies of such minutes or summary notes shall be transmitted promptly to the City Clerk for distribution to the City Manager and Office of the Mayor and Commissioners. Section 5. That at the organizational meeting of each board or committee, there shall be an orientation session to provide an overview of the Government-in-the-Sunshine Law, and financial disclosure requirements. At said organizational meeting the membership shall, within the confines and limits of the City Commission resolution or ordinance creating such board or committee, adopt a mission statement of the proper and duly authorized goals and objectives of such board or committee. That in the event of substantial disagreement among the members of the particular board or committee as to what constitutes a proper and authorized goal or objective of the particular board or committee, the existence of the issue, and the specific nature thereof, shall be certified by the board or committee to the City Clerk for transmission to the City Commission, which shall thereafter proceed promptly to resolve and determine the same. 1 Section 6. That it shall be the duty of the Chairman or presiding officer of each of the boards or committees to call, or cause to be called, the roll of members, and the minutes or summary notes of each meeting of such board or committee shall accurately reflect the presence or absence, as the case may be, of each member of such board or committee. Section 7 . That it is hereby made a condition of appointment and continued membership of the boards and committees, unless the governing resolution or ordinance provides otherwise, that three successive absences without good and sufficient cause therefor by any member of any board or committee from duly held or called meetings of said board or committee, shall result in the automatic removal of such member from said board or committee. Each board and committee shall establish standards as to what causes for absence shall be deemed good and sufficient. The City Clerk shall send a letter notifying the member of his/her removal for excessive absences. Such removal shall create a vacancy in the membership which shall be filled in the same manner as the original appointment, or according to the governing legislation if an alternate method is provided. Section 8. That the failure of any City board or committee to meet with sufficient frequency to duly transact the business of said board or committee, or to meet a minimum of once per calendar quarter, may result in the dissolution of the board or committee. Section 9. That the City Clerk shall periodically provide the City Commission with the attendance reports or such information concerning the respective boards or committees as may be needed to evaluate the functioning of the boards and committees and their membership. PASSED and ADOPTED this 3rd day o June , 1992 . IIP 1111frilikv / Mayor ATTEST: _1(A,,,,,v1 r-SY-EAAA"- City Clerk 019 2- RMC:REB:tf SWS:scf/bds-comm.res FORM APPROVED [[CAL DEPT. By . �� .� Date '3(9"" f2 2 • r • CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139 OFFICE OF THE CITY MANAGER TELEPHONE: (305) 673-7010 FAX: (305) 673-7782 COMMISSION MEMORANDUM NO. 302-92- DATE: May 6, 1992 TO: Mayor Seymour Gelber and Members of the City Commission FROM: Roger M. Carlton 1 1 2: City Manager „ �' t, SUBJECT: A RESOLUTION OF THE CITY COMMISSION REPEALING RESOLUTION NO. 84-17627 REGARDING THE GOVERNANCE OF BOARDS AND COMMITTEES OF THE CITY, AND ADOPTING NEW RULES OF PROCEDURE FOR THE GOVERNANCE OF SAID BOARDS AND COMMITTEES ADMINISTRATION RECOMMENDATION: The Administration recommends that the City Commission approve the resolution adopting new rules of procedure for the governance of boards and committees of the City. BACKGROUND: On April 8, 1992 , the City Commission approved, in concept,the draft of new rules of procedure for the governance of boards and committees based on a series of recommendations from the City Clerk, members of the City Commission, and the Transition Team. The specific changes recommended include: • Application forms (with required documentation) for all boards and committees • Orientation Sessions • Adoption of mission statements • City Clerk authority to remove members for three successive, unexcused absences • Each board or committee to set standards for excused absences ANALYSIS: Application forms: Several key boards and committees have detailed membership qualification criteria. Recent events focused attention on the fact that without a standard application form, there might not be a way of determining, in advance of an appointment, that an individual meets the qualifications. On April 8 , 1992 , the City Commission approved the use of an amended application form proposed by the City Clerk. Orientation Sessions/Mission Statements: Members of the City Commission suggested that individuals who are new to the process of government would benefit from an overview of financial disclosure, and the Government-in-the-Sunshine Law. It was also felt that each board or committee would have a greater sense of purpose if, the members discussed and adopted a mission statement at their organizational meeting. 01 AGENDA ITEM _ DATE r • City Clerk to remove members for three successive, unexcused absences: Resolution No. 84-17627 provides for removal of members for three successive, unexcused absences by a Commissioner or the City Commission. However, the practice has been for the City Clerk to send "take-off letters" as a ministerial act. The recommendation would formalize the practice, and also oblige each board or committee to set standards as to what an excused absence is. CONCLUSION: The new procedures should help assist the Administration and board and committee members in understanding the City Commission ' s desire that they actively attempt to achieve the goals and objectives outlined in their enabling legislation. RMC:REB viwwv iicaL• 7- Ow RESOLUTION 3. 92-20514 Repealing Resolution No. 84-17627 regarding the governance of Board and Committees of the City and adopting new itbmoimptompinews rules of procedure for the governance of said Boards and Committees. • 1..