HomeMy WebLinkAbout2012-03 Commissions & Committees Guide RESOLUTION NO. 2012- 63
A RESOLUTION ADOPTING A CITY COMMISSIONS/COMMITTEES
OPERATIONS GUIDE
Recitals:
A. Ashland Municipal Code 2.10 regulates the policies and operating procedures for
Advisory Commissions and Committees;
B. The City wishes to provide more specific and consistent operational and process
guidance for each of its Advisory Commissions Committees.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The attached Commissions & Committees Operations Guide establishes new
processes and procedures for Advisory Commission and Committee operations as authorized by
Ashland Municipal Code 2.10.
SECTION 2. Future additions and modifications to the attached operations guide will require
approval of a new resolution.
SECTI N 3. This resolution was duly PASSED and ADOPTED this day of
rV , 2012, and takes effect upon,signing by the Mayor. .
J
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of February, 2012.
oh Stromberg, Mayor
Revie d as to for
D LohnYh, City Attorney
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CITY OF
ASHLAND
Commissions & Committees
Operations Guide
In support of the Uniform Policies and Operating Procedures for Advisory Commission
and Boards (Ashland Municipal Code 2.10),the Commissions& Committees Operations
Guide provides specific criteria and process for administrative activities of the City's
appointed Advisory Commissions, Committees and Boards, with the exclusion of the
Ashland Parks and Recreation Commission and the Ashland Hospital Board.
I. City Endorsement or Sponsorship of Events/Programs
As part of fulfilling their purpose and duties, Commission may propose or be requested
by the public to support community programs, activities and events. As an advisory to
the City Council and as part of the overall structure of the City Municipal government,
sponsorships function as an endorsement by the City as a whole and must be issued with
full consideration of their impact to the organization.
Definitions
Endorsement—A public expression of support for a program, activity or event.
Sponsorship—Financial support for a program, activity or event conducted by others.
Financial Commitment4nvestment—Direct expense from approved City Departmental
Budget for a program, activity or event conducted by others.
Reauests for City Endorsement
To ensure that a Commission request for an endorsement is consistent with the purpose
and duties of the requesting Commission as well as that of the City Council and the City
as a whole, approval of Commission request for City endorsement shall be approved as
follows:
A. Endorsement requests shall be made by a Commission through the motion and
roll call vote process. As part of Commission deliberation and decision, the
following findings shall be made to support the recommendation of the
Commission:
i. Correlation of the endorsement request to the Commission's purpose
and duties to support the recommendation of the endorsement.
ii. Proposed involvement of Commissioners, City Staff or Elected
Officials in the program, event or activity, if any.
iii. Proposed use of City endorsement(advertising, grant application,
discounts/waivers/etc)
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B. The approved recommendation for endorsement shall be forwarded to the City
Council on the Consent Agenda for their approval at the next available City
Council meeting, as determined by the City Administrator.
C. The City Council will consider the endorsement request using the
Commission powers and duties set forth in Chapter 2 of the Ashland
Municipal Code and other supporting documentation from the requesting
Commission, including but not limited to:
i. Historical involvement of the City in the event,program or activity.
ii. Expectations and role of the City Commission embedded in the
endorsement.
iii. Relationship of the sponsorship request to the requesting
Commission's approved annual goals.
iv. Relationship of the event, program or activity to other existing
adopted/approved City Council goals, policies,projects or strategies.
D. The decision of the City Council is final and shall be reported back to the
Commission through the appropriate Department Head or assigned designee
at the next available Commission meeting.
Requests for City Sponsorship
As defined above, a sponsorship request is an endorsement that also includes a financial
commitment/investment from the City to the program, activity or event. A financial
commitment/investment of the City includes expenses from Departmental budgets paid
by the City to support the program, activity or event.
Reductions or waivers of fees and charges established by resolution is not a financial
commitment and any requests for such waivers or reductions follow the processes
outlined in the adopting resolution.
In addition to the endorsement request process outlined above, requests for City
sponsorship shall also follow the Approval of Expenditures process provided below.
H. Approval of Expenditures
City Commissions and Committees may be provided funding for Commission related
expenses that assist in meeting their stated purpose,powers and duties through City
Departmental budgets, as defined in Ashland Municipal Code(AMC)2.10.100.
Department Heads are responsible for the management of Department budgets, including
approval of expenditures in all line items appropriated by the Citizen's Budget
Committee and the City Council.
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To ensure adequate management controls of departmental budgets, the following
expenditure request process shall be utilized by appointed City Commissions and
Committees
A. By Commission motion and roll call vote, approved recommendations/
requests for expenditures of Commission related Departmental appropriations
are forwarded to the appropriate Department Head for approval in advance of
incurring any liability(prior to expenditures or commitments from the
Commission for a pending expenditure).
B. The Department Head, or approved designee, shall make a decision and
communicate back to the Commission prior to or at the Commission meeting
subsequent to the formal request, including at the time of the Commission
request, if feasible.
C. The Commission may appeal the decision of the Department Head to City
Council with the item placed on the next available Council agenda as
determined by the City Administrator.
D. For operational efficiency,the Commission, with agreement from the
appropriate Department Head or designee, may make annual expenditure
recommendations/requests by category(dues, training/conference registration
fees, travel, etc.) or by maximum dollar amount(under$50, under$100, etc.)
rather than by individual request.
E. Department Head approved expenses for Commission endorsements/
sponsorships of programs, activities or events shall be reported through
Commission meeting minutes to provide notice and review by Council as part
of Commission minutes approval in a subsequent meeting.
III. Commission Funding Requests
Consistent with AMC 2.10.100, Commissions may be provided funding for expenditures
associated with their purpose, charge and duties. Requests for funding must be approved
by the Commission and forwarded to the appropriate Department Head through the
Commission Staff Liaison by the second Commission meeting of the calendar year to be
considered for inclusion in the overall Department budget request for the following fiscal
year.
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