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Atlantic Beach Committees Professional Devel - for 2020 - KellyAtlantic Beach Volunteer Board/Committee Members Professional Development 2020 Citizen Involvement “All of us are smarter than one of us.” •Community Development Board •Environmental Stewardship •Cultural Arts and Recreation •Pension Boards •Board Member Review •Police volunteers Board Selection Process •Submit an application, describe your skills. Applications remain on file 2 years. •3 year terms end on 31 December. May serve 3 terms. •Board Member Review Committee interviews candidates when a vacancy occurs. They try to match candidate qualifications with each Board mission and job description •Paperwork and training in Nov/Dec in preparation for 1 Jan appointment Membership Generally- •3 year term, may serve nine years total. Terms usually end on 31 December •Faithful attendance, inform Committee Chair of an absence. Three unexcused absences in a row triggers suspension. •If you must resign midterm, inform your chairman and the city clerk in writing. Member’s Duties •Review the annual city briefing on Code of Ethics, Sunshine Law, Gift reporting, Public Records Law •Be familiar with the ordinance or resolution related to your particular board. •Coordinate with staff liaison to submit agenda items or request resources/services. •Disclose ex parte communications. Recuse yourself in case of conflict of interest. •Base decisions on the Code, facts, and what is best for all neighborhoods and the City as a whole. Obligations… Some of your personal information will be public, for example your board/committee application, and any of these forms: •Form 1-Statement of Financial Interests (CDB and Pension Board members). •Form 9-Gift Disclosure (Gifts over $100) •Form 8B-Memorandum of Voting Conflict …Obligations •Comply with state ethics law •Observe City of Atlantic Beach Social Media policy •Observe Sunshine Laws: do not talk with another member of your board on a matter that you might later be called upon to vote. –Avoid any appearance of impropriety on this point, including social media posts/comments or chance meetings in Publix. Effective Meetings •Be prepared. Review the agenda packet and read the minutes before the meeting. •Conduct research as needed and contact staff with questions prior to the meeting •Follow the agenda. •Speak clearly into the microphone for the streaming audience. •Every member should have a chance to speak on every topic. •Observe Robert’s Rules of Order. Duties of the Chair… •Coordinate with staff liaison to set the agenda for the meeting. •Establish Quorum = majority of members •Operate in the Sunshine. •Observe Robert’s Rules of Order •Invite public comment •Encourage members to report a conflict of interest or ex parte communications •Encourage members to make decisions based on Code and the facts. …Duties of the Chair •Present committee reports to Commission. •Keep records of attendance. Three unexcused absences may trigger the member’s replacement on the committee. •Inform the City Clerk of vacancies. •Comply with: •Robert’s Rules •Sunshine Law •Public Records Law •Ethics Law Relationship with City Staff…… The City Clerk: –Maintains official minutes –Prepares agenda packets –Posts Public Notices –Maintains archive of audio/visual recording –As Board Member Review liaison, the clerk: --Prepares board/committee applications and schedules interviews –Tracks membership and vacancies •Coordinates with appropriate board members about filing Form 1 and Form 1F. Assists members who need to file Form 9 to report gifts over $100 or file Form 8B to report a conflict of interest. …..Relationship with City staff •The City Manager –controls scheduling, budget, and projects. –Assigns Liaison staff •Boards/Committees may not task any employee. Coordinate requests for resources, budget, tasks through the Staff Liaison. •No board/committee meetings on the weekend •Meetings must be held in City Hall City staff assignments and Commissioner liaisons City Clerk: City Commission, Board Member Review (Norris), and Special Magistrate Planning Director: ESC (Kelly, Glasser)and Community Development (Waters) Director of Recreation and Special Events: Cultural Arts and Recreation Advisory Committee (Anderson) Finance Director: General and Police Pension Boards (Kelly) City Manager Planning Director Finance City Engineer Public Utilities Public Works City Clerk Public Safety Deputy City Mgr Cultural Arts and Special Events Comm Devel Police Pension Board City Attorney Cult Arts Rec Committee ESC General Pension Board Trees Bd Mbr Review Code Enf/ Magistrate Questions? Call: BR 549 Or Donna Bartle, City Clerk 904-247-5809 dbartle@coab.us