HomeMy WebLinkAboutMemo - Mail Packet - 11/7/2023 - Memorandum From Rupa Venkatesh, Davina Lau, And Jenny Lopez Filkins Re: October 24, 2023 Work Session Summary – Ex-Officio Members For Boards And CommissionsCity Manager’s Office
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MEMORANDUM
Date: November 2, 2023
To: Mayor and City Councilmembers
Through: Tyler Marr, Deputy City Manager
From: Rupa Venkatesh, Assistant City Manager
Davina Lau, Public Engagement Specialist
Jenny Lopez Filkins, Legal
Subject: October 24, 2023 Work Session Summary – Ex-officio members for boards and commissions
Mayor Arndt, Mayor Pro Tem Francis and Councilmembers Gutowsky, Pignataro, Canonico, and Peel
were present. Councilmember Ohlson was absent.
The purpose of the work session item was to receive Council feedback on a standard criteria of
evaluation of ex-officio members, a proposed process for Council to consider a request from a board or
organization to add ex-officio members, and two current requests from boards to add ex-officio members.
Summary of Feedback
During the August 8, 2023 City Council work session, Council discussed the recommendation from the Ad
Hoc Council Committee on Boards and Commissions to add an ex-officio member representing the
Housing Catalyst to the Affordable Housing Board. The desire from Council was to determine a consistent
approach in responding to requests to add an ex-officio member to a board.
General consensus on feedback was received as follows:
An ex-officio member is an individual who serves on a board by virtue of h olding a position with a
non-City organization and who represents that organization when serving as an ex-officio
member to a City board or commission.
Council will formally select the entity that serves as ex-officio to the board by a Code update and
the entity will then appoint. No formal appointment of the individual ex-officio member is desired.
Ex-officio members should be non-voting members of the board.
The entity could lend a regional expertise that the City doesn’t have through other partnerships .
Continue with previous Council direction to remove all ex-officio members from the Code.
Affordable Housing Board ex-officio request for a Housing Catalyst representative will be
considered during the December 5, 2023 regular Council meeting.
Staff does not have to conduct a proactive assessment to determine if a board or commission
needs ex-officio members. Each board or commission is encouraged to include an assessment in
the work plans which are due in November of every year and bring forth a recommendation for
Council consideration at a future date, if one is needed.
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For an organization to be considered for an ex-officio seat on a board or a commission the following must
apply:
The organization must be nonpartisan and a governmental or quasi-governmental entity.
The organization includes members or employees who are experts in the field of work that falls
within the functions of the board.
The entity’s expertise is needed on an ongoing basis.
The work of the other entity aligns with the board’s functions.
The following may apply:
The City is a party to an intergovernmental agreement with the other organization.
The City has a financial tie to the organization.
A City Councilmember serves as a liaison or board member to that organization.
Next Steps
During the December 5, 2023 regular Council meeting, Council will consider a City Code change
to add an ex-officio seat to the Affordable Housing Board for a Housing Catalyst representative.
Active Modes Advisory Board will discuss further the direction from Council and determine their
ex-officio needs. If any City Code changes are recommended, it can be considered during the
December 5, 2023 regular Council meeting or at a different time.
Clerk’s Office will work with staff liaisons to encourage boards and commissions to include in their
work plans an assessment of whether an ex-officio member is needed utilizing the established
criteria.
Any other Code changes related to ex-officio seats will be considered after boards finish their
work plans and consider whether ex-officio members are recommended.
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