Consideration and Adoption of Resolution No. 2019-38:  A resolution of the Flagstaff City Council, repealing Resolution No. 2016-33 which adopted the 2016 Board and Commission Members' Rules and Operations Manual, and adopting the 2019 Board and Commission Members' Rules and Operations Manual and the 2019 Board and Commission Staff Liaison Resource Guide.

Attached is a copy of the current Board and Commission Members' Rules and Operations Manual which was approved by the City Council in October 2016. Based on prior discussions, changes have been made to reflect Council's direction for improved communications as well as better defined roles and responsibilities for board and commission members. Additionally, significant editing, re-formatting, and re-organizing have been done to make the Manual easier to navigate, understand, and more visually appealing.

The proposed changes include:

• Significant editing, re-formatting, and re-organizing.
• The Roles and Responsibilities Section has been updated.
• Guidance on how boards and commissions interact with the City Council.
• Clarification of how recommendations are to be submitted to the City Council.
• Parking information for board and commission members has been added.
• The City Council Rules of Procedure have been incorporated into the Manual instead of it being a separate attachment.

Also attached is a copy of the proposed Board and Commission Staff Liaison Resource Guide. Over the last few years, board and commission staff liaisons have been expressing a need for a separate manual or guide to assist them in how they support and interact with their respective boards or commissions as well as what the expectations are in how they perform their duties. The City Clerk's Office has developed a Guide that incorporates more detailed information about the staff liaison role as well as defined processes to bring consistency and clear expectations to all board and commission operations. The manual includes many of the same elements as the Board and Commission Member Manual, but it is tailored specifically to the staff liaison.

Some highlights of the guide include:

• Clarification on the authority of boards and commissions.
• Roles and Responsibilities for the staff liaison, board and commission members, the City Clerk's Office, and City Council.
• Communication expectations with City Council and how to submit recommendations.
• Information on how to prepare agendas.
• Guidance on how meetings are to be conducted.
• Records retention requirements and expectations.

Comments and suggestions were provided by Councilmember McCarthy and after review, clarifying revisions were made to the documents. I have attached a summary of those changes for reference.

None

There is no Council goal that specifically addresses Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan.

Several work session meetings and Council discussions have been had over the last year to specifically discuss communication between boards and commissions and the City Council. The proposed updates to the manual and the new Staff Liaison guide capture the direction given by Council at those times.

1) Adopt the resolution as presented
2) Amend the resolution by making further changes to the manual and/or guide
3) Not adopt the resolution

Inform