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Home My WebLink About09-241 RESOLUTION NO. 09-241 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS ADOPTING OPERATIONAL PROCEDURES FOR ADVISORY BOARD AND COMMITTEES WHEREAS, the Board of County has made the following determinations: 1. The Board has created numerous advisory boards and committees which play a significant role in the operation of County government; and 2. The adoption of uniform operational procedures will result in the more efficient and effective use of the services provided by these advisory boards and committees and the County staff assigned to assist them. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF ST. LUCIE COUNTY, FLORIDA: A. The Board hereby adopts the "Operational Procedures for St. Lucie County Board of County Commissioners (BOCC) Non-quasi-judicial Advisory Boards and Committees", a copy of which is attached hereto and incorporated herein as Attachment A. B. This resolution shall be effective on the date of its adoption. After motion and second, the vote on this resolution was as follows: Chair Paula A. Lewis Aye Vice Chair Charles Grande Aye Commissioner Doug Coward Aye Commissioner Chris Craft Aye Commissioner Chris Dzadovsky Aye PASSED AN ADOPTED this 25th day of August, 2009. ~I~gO ` ~ ~ '~"r= - BOARD OF COUNTY COMMISSIONERS ' - ~ ATTEST: ~ ST. LUCIE COUNTY, FLORIDA ~ ~ ~ ~ w R By, Depu *t~ rk ' ~ ~ * Chnia^man ~ ~ APPROVED TO FORM AND CORRE T55~ j BY • County "t ney s: \ntty\resoltn\2009 \09-241.doc ATTACHMENT A Operational Procedures for St. Lucie County Board of County Commissioners (BOCC) Non-quasi-judicial Advisory Boards and Committees August 2009 The following procedures are applicable to all BOCC advisory committees/boards. When these operational procedures conflict with the resolution or other instrument creating an advisory committee/board or with any committee bylaws or procedures, these procedures will be followed unless the County Administrator approves an exception. However, these procedures will not supersede a County ordinance or other legal or grant requirements. Although these operational procedures do not apply to the Planning & Zoning Board and quasi-judicial committees/boards, they should serve as guidelines for the general operation of these boards. I. General Procedures 1. All advisory boards/committees will be assigned a category by the BOCC: a. Standing board/committee -meets at regularly scheduled meetings (monthly, bi-monthly, quarterly, etc.) to accomplish ongoing responsibilities; or b. Ad hoc board/committee -meets only when required to prepare and/or vote on a formal recommendation to the BOCC; or c. Special Task board/committee -established to accomplish a specific task(s) by a particular date, after which the board/committee will sunset. The timeline for accomplishment of task(s) may be extended by the BOCC. Attachment B indicates the assigned category for current advisory boards/committees. 2. Per Attachment B, all advisory boards and committees shall be subject to a review at least every five years. The review shall be conducted by the County Administrator or designee, in cooperation with the advisory board chair, and will include, but is not limited to, the following information: a. Date committee/board was established; b. Review of statutory or other legal requirements for committee/board, if any; c. Number of scheduled meetings per year and number of meetings conducted. For meetings that were cancelled, the reason(s) will be provided, i.e., lack of a quorum, no business, etc.; d. Purpose, goals and/or duties as stated in the resolution or instrument creating the committee/board. Any additional duties assigned by the BOCC will also be identified; e. Specific accomplishments of the committee/board related to goals, purpose and/or duties. 3. Following the review, the County Administrator will present recommendation(s) for BOCC consideration which may include, but are not limited to, revisions to committee/board membership, mission or goals, assigned category or sunset of committee/board. 4. Prior to establishing a new advisory board or committee, the BOCC will consider the potential for an existing board/committee to assume responsibilities or tasks. 1 ATTACHMENT A 5. Advisory boards/committees provide recommendations to the BOCC and are prohibited from submitting comments, opinions and recommendations to others, except as private citizens. The recommendations of a board/committee shall not be presented in any form as the position or recommendation of the BOCC, its members or County Administration. Advisory boards/committees and/or individual members shall not direct, manage or oversee County staff. 6. Members of BOCC advisory boards/committees shall comply with Florida's Government-in-the- Sunshine laws. II. Meetings of Committees 1. Meetings of Standing boards/committees should be limited to no more than one per month. Ad hoc boards/committees meet only when required to prepare and/or vote on a formal recommendation to the BOCC. Special Task boards/committees may meet as required based on the needs created by their current special task(s). Special meetings of all boards/committees should only be called for time-sensitive, substantive issues. 2. Meetings of all advisory boards/committees should be scheduled with a minimum of two weeks' notice to the members. 3. All boards/committees should meet only when a quorum is expected to be present. Meetings should be limited to a maximum of 2 hours and a reasonable effort should be made to establish agendas which will not exceed this time limit. 4. The staff liaison will ensure that meeting notices and agendas are properly posted in a public location (typically the media bulletin board in Media Relations office) no less than 48 hours in advance of the meeting (unless additional notice is required by ordinance, statute, etc.) Meeting notices and agendas, as well as cancellations and location changes, must also be provided to Administration for posting on the County website and Administration Building monitors. Notice of meeting cancellations and/or location changes should be provided to members as soon as known and receipt of notice confirmed by the Department Director or designee. 5. Member attendance via phone or videoconference may not be counted toward establishment of a quorum. However, once a quorum is established, members attending via phone or videoconference may fully participate in meetings, including voting on advisory board/committee agenda items. 6. Meetings should be conducted during normal operating hours of the building in which they are held. After-hours meetings in the Administration Building may only be held in accordance with approved policy. 7. Agendas will be jointly established by the Chair and the staff liaison, who shall be the Department Director or designee. The agenda and related materials should be provided to members at least 5 days in advance of a meeting, preferably electronically. 8. Committee/board members should review agenda items prior to meetings. To maximize use of committee/board meeting time, non-substantive comments and questions should be submitted to or discussed with the staff liaison prior to the scheduled meeting time. 2 ATTACHMENT A 9. The staff liaison will ensure that attendance is taken and summary minutes provided for committee/board approval at the next scheduled meeting. Copies of approved minutes must be provided to the County Administrator's office and kept on file in the department. Recording of advisory board/committee meetings is not required and verbatim minutes will not be taken or transcribed from any recordings. III. Membership 10. Department Directors or designees should provide an orientation for all new Committee members within 60 days of appointment or as soon as practical. Such orientation shall be documented and include a copy of these procedures, the instrument establishing the advisory board/committee and information provided by the County Attorney on the applicable requirements of Florida's Government-in-the-Sunshine laws. 11.A member who is absent for three successive meetings, or more than three times in six months, is considered to have resigned, unless an excused absence is requested by the member and approved by the board/committee chair. 12. When a vacancy occurs, the staff liaison must notify the County Administrator's office as soon as possible to initiate the appointment process. When the member represented an organization which is specified as a member of the committee, the staff liaison should contact the organization to request a new appointee. 13. Citizens may serve on a maximum of two BOCC advisory committees or boards at a time, unless prohibited by law. At-large appointees, including those representing an organization, shall serve no more than two full terms (or no more than eight years if terms are not specified) unless waived by the BOCC. Appointees of Constitutional Officers and individual Commissioners serve at the will of the Constitutional Officer or the Commissioner. 14. Standing and Ad hoc advisory boards/committees will elect a chair at the first meeting of each calendar year. Special Task boards/committees will elect a chair at the first meeting. No member shall serve more than two consecutive years as chair unless waived by the BOCC. 3 k Attachment B BOCC Established Advisory Boards Non-Quasi-Judicial j Committees Status Recommendations Advisory Board/Committee Staff Liaison Recommended Status Note Review Date Community Services Director or Affordable Housing Adv. Committee designee Ad hoc Required by FS 2013 Sunset after completion of Plan Airport Master Plan TAC Airport Director or designee Special. Task (approx. 18 mos) N/A Art in Public Places Committee Grants Director or designee Ad hoc Required by County ordinance 2010 TPO Director will establish multi jurisdictional committee for Bicycle/Pedestrian Adv. Committee N/A Sunset sidewalks/paths N/A Required by FS 259.032 to review CARL plan updates Blueway Advisory Committee ERD Director or designee Ad hoc every 10 years 2010 Citizen's Budget Committee County Administrator Standing 2012 Community Services Director or CDBG Citizen's Advisory Task Force designee Ad hoc Required by State Rule 9B-43 2011 Corridor Advocacy Group (Scenic TPO Director will establish Highway) N/A Sunset Scenic Highway committee N/A Court Facilities Space Needs Comm. County Attorney or designee Standing -Meets bi-monthly 2011 Ad hoc; Sunset after Arts Council established and Cultural Affairs Council Grants Director or designee assumes duties N/A Emergency Medical Services Adv. Public Safety Director or Council designee Ad hoc Required by Ordinance 96-04 2011 Special Task -Review of Ch. Environmental Advisory Committee ERD Director or designee 6/7 revisions N/A Fort Pierce Harbor Advisory Comm. Administration or designee Ad hoc 2011 Ad hoc; sunset after new Revisions to ordinance/LDC Growth Management Director or Historic Preservation Board is forthcoming for compliance with Historical Commission designee established State requirements 2009 Required by County Ordinance Housing Finance Authority County Attorney or designee Ad hoc 80-3 2012 1 i Attachment B BOCC Established Advisory Boards Non-Quasi-Judicial Committees Status Recommendations Advisory Board/Committee Staff Liaison Recommended Status Note Review Date equire or review o proposed ESL purchases with Land Acquisition & Selection Comm. ERD Director or designee Ad hoc bond funds 2010 Library Advisory Board Library Director or designee Ad hoc Required by County ordinance 2013 Public Safety Coordinating Council County Attorney or designee Standing 2012 Parks & Recreation Director or Revise membership/mission Recreation Advisory Board designee Ad hoc during review 2009 Public Works Director or Restudy Coordination Committee designee Sunset N/A Special Task; sunset after Growth Management Director or BOCC acceptance of Smart Growth Advisory Comm. designee recommendations N/A Sustainability Advisory Committee ERD Director or designee Ad hoc Clarify purpose and goals 2009 Tourist Development Council Tourism Manager Standing 2013 Community Services Director or Treasure Coast Community Action designee Standing-meets quarterly Federal requirement 2013 Veterans Advisory Council Paul Hiott or designee Ad hoc 2013 2