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Home My WebLink About011414 Boards and Committees PresentationOrientation Session City Organizational Chart Overview of Board and Committee System Public Records Law "Sunshine Law," Ethics and Financial Disclosure Meeting requirements Quasi -Judicial Hearings and Ex Parte Communication �JiIy �)rg�ir�i%�r�iori V e..",rviP, V I �)"t D I f J .iricl In order to provide a forum to collect resident and public input regarding important City issues, the City Council established certain citizen volunteer boards to serve as advisors and make recommendations To streamline and coordinate the function of all City boards and committees, the City Council adopted Ordinance 17, 20040 Ordinance 17, code sections committees 2004 repealed all existing relating to all boards and Adopted new uniform procedures for all boards and committees Required new appointments effective October 1, 2004 ('D(- r P\ J�IJ�� - r . �J,J Dr) In 2005, 2008f 2009, and 2011 revisions to the Code were made to include: The role of Council Liaison. Establish the CBAA — Construction Board of Adjustment and Appeals. Amend meeting frequency, attendance policies and appointment procedures. Advertising, membership and terms. rrPP J� � �� Art in Public Places Advisory Board Community Aesthetics Board Parks and Recreation Advisory Board Planning, Zoning and Appeals Board Police and Fire Pension Boards Budget Oversight Committee P F- f- j -1., F �), e -(-� D r (- -1 Chapter 119, Florida Statutes ***Very broad definition: all papers, letters, maps, books, tapes, photographs, films, sound recordings, made or received in connection with the transaction of official business by any agency. PF_ f-, j -1., F �), e _(-� D r (_ -1 All correspondence and e-mail made or received by a board or committee member in connection with the business of the board or committee are public records. There is no V,unfinished business" exception to the public records law. Each board/committee member is assigned their own city email address. First initial, last name followed by pbgfl.com. Emails are received directly in the City Clerk's office and a copy is provided to all members. All correspondence and e-mail made or received by a member in connection with the business of the board or committee are public records. CITY POLICY -A copy of all correspondence or e- mail received directly by a board or committee member should be forwarded immediately to the City Clerk. J If you receive a request for a public record you should immediately forward that request to the City Clerk's Office. Florida's Sunshine Law (Section 286.011) is founded on a provision of the Florida Constitution (Art. I, s. 24) approved by the voters in 1992. The Sunshine Law applies to both elected and appointed boards. Three basic requirements to satisfy: 1. Meetings of public boards must be open to the public. 2. Reasonable notice of the meetings must be given. 3. Minutes of the meetings must be taken. The Sunshine Law applies to any gathering, whether formal or casual, of two or more members of the same board to discuss any matter on which foreseeable action will be taken by the board. Public facility �S �� ( ay l J meetings cannot be held at any which discriminates on the basis or sex, age, race, creed, color, origin, or economic status or which unreasonably restricts public access. The use of the telephones, written correspondence, and e-mail are subject to the requirements of the Sunshine Law. j F-j, D J] Fla. Stat. Chapter 112, the Code of Ethics for Public Officers and Employees applies to members of advisory bodies. Additionally, the City Council established a conflict of interest policy in Resolution 55, 19955 Palm Beach County Ethics Ordinance New appointees must complete PBC Ethics Traning Ethics Training must be retaken every two years Voting Issues All members present at a meeting must vote unless there is, or appears to be, a conflict of interest under the Code of Ethics. Voting Conflict — you may not vote on any measure which would inure to your special private gain or loss; or that of any principal by whom you have been retained; or that of any relative or business associate. Make the oral declaration of a conflict Abstain File Form 86 with the City Clerk within 15 days — City Clerk will file same with the minutes from that meeting and send a cony to the PBC Gorwriissi-on on Ethics F---J I I i r-I i --.# 1 --.-0 --1 (- --I I I r P-4, Only members of the Planning, Zoning and Appeals Board and the Pension Boards must file Financial Disclosure with the Supervisor of Elections. Forms will be mailed to your home. ri, tl,, r- r ,, e'ri r i r r--. -, I\A I g F� ed, -I.01 The board member(s) shall advise the staff liaison if unable to attend a meeting. The alternate member is notified that he/she will be sitting as a regular member. The staff liaison notifies the City Clerk of an absence so attendance can be recorded as excused or unexcused. Absences for the following reasons are considered excused: Complying with a subpoena Documented hospitalization sibling or parent. .fury duty. in any court. of one's self, spouse, child, Any member who is absent from three consecutive or 25% of regular)scheduled meetings held during any single fiscal year shall be automatically removed. �11r- -r\-r-r p J J Automatic removal of a member shall cause a vacancy to exist in the membership of the board or committee. Member appointments are conducted twice per year, once in April and once in October. A quorum shall consist of 4 members for boards and committees with 7 members. A quorum shall consist of 3 members for boards and committees with 5 members. Certain City boards are charged with fact-finding and decision -making responsibilities that render their decisions quasi-judicial. Quasi-judicial hearings involve notice of a public meeting, a meeting open to the public at which testimony is given and parties have the right of cross-examination. Thereafter, based upon the evidence and testimony presented the board makes findings of fact and renders a decision based upon the facts adduced at the hearing. Such decisions constitute official acts of the City and are appealable in circuit court. The City Council, the Planning, Zoning and Appeals Board, and the Pension Boards all conduct quasi- judicial hearings on certain matters. F__; '�� C��rnrn�_ini��rti��ri Any communication between a board member and an applicant, or other interested party, which takes place outside of a noticed public meeting, is an ex parte communication. Such communications are considered pre -judicial unless properly disclosed. Before a board takes action on aQuasi-Judicial matter, all members must disclose any ex parte communication as part of the record of the meeting. m m m m Vl�l[% .ell J�CUfLlffl Theo p IUD' I'] r--O' SJ )f r�)r Drl -, Jr� Prr1I IV � J �' (I.,brouprJ JrI J Tl 1 r I -?, , fl �