HomeMy WebLinkAboutStaff Report 3549
CITY OF PALO ALTO OFFICE OF THE CITY CLERK
February 12, 2013
The Honorable City Council
Attention: Policy & Services Committee
Palo Alto, California
Referral from City Council to Establish a Definition of Council Liaison
Role for Boards and Commissions and Community Groups that Council
Members are designated to in Section 2.4 in the City Council Protocols
Recommendation:
Establish a Definition of Council Liaison Role for Boards and Commissions and Community
Groups that Council Members are designated to in Section 2.4 in the City Council Protocols
Discussion:
At the January 28, 2013 Council meeting during the discussion regarding the Council Retreat on
February 2, 2013 the City Council determined that they wanted to refer to the Policy & Services
Committee the definition of the Council Liaison role for 1) Boards and Commissions and 2)
Community Groups that Council Members are designated to. The Council further directed that
this would be brought back to the City Council in March 2013.
2.4 - Conduct with Palo Alto Boards and Commissions
The City has established several Boards and Commissions as a means of gathering more
community input. Citizens who serve on Boards and Commissions become more involved in
government and serve as advisors to the City Council. They are a valuable resource to the City’s
leadership and should be treated with appreciation and respect. Council Members serve as
liaisons to Boards and Commissions, according to appointments made by the Mayor, and in this
role are expected to represent the full Council in providing guidance on Council processes or
actions to the Board or Commission. Refrain from speaking for the full Council on matters for
which the full council has not yet taken a policy position. In other instances, Council Members
may attend Board or Commission meetings as individuals, and should follow these protocols:
A. If Attending a Board or Commission Meeting, Identify Your Comments as Personal
Views or Opinions.
Council Members may attend any Board or Commission meeting, which are always
open to any member of the public. Any public comments by a Council Member at a
Board or Commission meeting, when that Council Member is not the liaison to the
Board or Commission should make a point to clearly state it is an individual opinion
and not a representation of the feelings of the entire City Council.
Page 2
B. Refrain from Lobbying Board and Commission Members.
It is inappropriate for a Council Member to contact a Board or Commission member
to lobby on behalf of an individual, business, or developer, or to advocate a
particular policy perspective. It is acceptable for Council Members to contact Board
or Commission members in order to clarify a position taken by the Board or
Commission.
C. Remember that Boards and Commissions are Advisory to the Council as a Whole,
not as Individual Council Members.
The City Council appoints individuals to serve on Boards and Commissions, and it is
the responsibility of Boards and Commissions to follow policy established by the
Council. Council Members should not feel they have the power or right to unduly
influence Board and Commission members. A Board and Commission appointment
should not be used as a political reward.
D. Concerns about an Individual Board or Commission Member Should be Pursued with
Tact.
If a Council Member has concerns with a particular Board or Commission member
fulfilling his or her roles and responsibilities and is comfortable in talking with that
individual privately, the Council Member should do so. Alternatively, or if the
problem is not resolved, the Council Member should consult with the Mayor, who
may address the issue to the Council as appropriate.
E. Be Respectful of Diverse Opinions.
A primary role of Boards and Commissions is to represent many points of view in the
community and to provide the Council with advice based on a full spectrum of
concerns and perspectives. Council Members may have a closer working relationship
with some individuals serving on Boards and Commissions, but must be fair to and
respectful of all citizens serving on Boards and Commissions.
F. Keep Political Support Away from Public Forums.
Board and Commission members may offer political support to a Council Member,
but not in a public forum while conducting official duties. Conversely, Council
Members may support Board and Commission members who are running for office,
but not in an official forum in their capacity as a Council Member.
G. Maintain an Active Liaison Relationship.
Appointed Council liaisons or alternates are encouraged to attend all regularly
scheduled meetings of their assigned Board or Commission.
Department Head: Donna Grider, City Clerk
Page 3