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HomeMy WebLinkAboutReso 60-18 CFAC Advisory Bodies HandbookRESOLUTION N0.60-18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MORRO BAY, CALIFORNIA AMENDING THE ADVISORY BODIES HANDBOOK AND BY-LAWS THE CITY COUNCIL City of Morro Bay, California WHEREAS, to ensure all Advisory Board Members are familiar with and understand the City of Morro Bay's philosophies and policies regarding serving on an Advisory Board, and to establish consistency throughout the by-laws for all commissions and advisory boards, the City of Morro Bay adopted the Advisory Boards Handbook and By -Laws on August 12, 2002; and WHEREAS, the Advisory Boards Handbook and By -Laws for the City of Morro Bay is a composite of the City Council actions, policies, references, and information regarding the City Advisory Boards; and WHEREAS, following a complete review of the Advisory Board Handbook & By -Laws, the City Council amended and readopted those policies at its meeting of May 8, 2018; and WHEREAS, the Council directed the term length for the Citizens Oversight Committee Acting in the Capacity of a Citizen's Finance Advisory Committee ("Committee") be reduced from six years to four years; and WHEREAS, the Council adopted Ordinance No. 614 at its June 26, 2018 Council Meeting, amending Morro Bay Municipal Code (MBMC) Subdivision 3.22.120 B. reducing the term length set by ordinance for the Committee and brings forth this resolution for consistency between the MBMC and By - Laws; and WHEREAS, at its June 26, 2018 Regular Meeting, the Council agendized modifying the duties and responsibilities of the Committee to include review of routine quarterly financial reports (when possible) prior to coming to Council and bring that revision back as a consent item. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Morro Bay, that the By- lawsfor the Citizens Oversight Committee Acting in the Capacity of a Citizens Finance Advisory Committee are readopted, as attached hereto as Exhibit A. PASSED AND ADOPTED by the City Council, City of Morro Bay at a regular meeting thereof held on the 14th day of August 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN Irons, Davis, Headding, Makowetski, McPherson None None None ATTEST: L)V� e. -') DANA SWANSON, City Clerk ► ■ � w` G ► ► G ►� The Citizens Oversight Committee was established in accordance with the provisions of Morro Bay Municipal Code Section 3.22.120 as a result of Measure Q. The functions of the Citizens Oversight Committee shall be to semi-annually review revenues and expenditures from the collection of tax and present its findings and conclusions to the City Council no later than the last day of the sixth month following the end of each City fiscal year. The purpose of the Citizens Oversight Committee acting in the capacity of a Citizens Finance Advisory Committee is to provide citizen input to the City Council and staff regarding financial policy or process issues, including audits, financial budgets, contract expenditures and financial reports. In addition, the Committee's role is to help promote citizen participation with, and understanding of, governmental financial information and processes, such as the financial documents, audits, and budgets, as well as the financial condition of the City. The Citizens Finance Advisory Committee shall perform the following duties: 1. Annual review of independent financial audit, with recommendations, as appropriate. 2. Annual review of contract expenditures, with recommendations, as appropriate. 3. Review .existing budget document to determine long-term financial sustainability, and make recommendations, as appropriate. 4. Review and provide comments on the mid -year budget reports prior to presentation to City Manager. 5. Review annual budget prior to presentation to the City Council, and make recommendations, as appropriate. 6. Review and provide comments on routine quarterly financial reports (when possible) prior to presentation to the City Council. 7. Special financial projects, as directed by the City Council, City Manager or City Treasurer. 8. Propose/recommend additional financial areas of study to the City Council. 9. All recommendations are to be provided to the City Council, in writing, unless otherwise requested, on no less than a semi-annual basis. 10. Submit an annual work program to the City Council review and approval. 11. The Citizens Oversight Committee shall review a semi-annual expense report of the City relative to activities funded with the additional general purpose local sales tax monies and present its findings and conclusions to the City Council for its review no later than December 31St each year. J 1 The Committee shall have seven citizen -members appointed by the City Council for staggered four-year terms. Appointees shall be residents of the City; however, no member of the Committee shall be an elected official. Unanticipated vacancies shall be filled for the duration of the unexpired term only. All Committee Members must be residents and registered voters of the City during the term of appointment, unless excepted by State Law or Council approved special requirements; must be at least 18 years of age at the time of appointment; and may not be an Elected Official, Officer, or Employee of the City of Morro Bay. (Council Policies and Procedures, Section 6.6.1) Absence from three consecutive regular meetings or twenty-five (25) percent of the regular meetings during any 12-month period, without the formal consent of the City Council, shall constitute the resignation of such absent member and the position will be declared vacant. Requests for extended excused absences of three consecutive regular meetings or twenty-five (25) percent of the regular meetings during any 12-month period must be submitted to the City Council in writing prior to the extended absence to allow sufficient time for review and approval at a regular Council meeting. At the first regular meeting every two years wherein newly appointed members are seated; the members shall elect a Chair and Vice -Chair who shall hold office for a period of two years. The Chair shall preside over meetings, appoint appropriate sub -committees, and direct the affairs of the Committee. In the absence of the Chair, the Vice -Chair shall perform duties of the office. If both the Chair and Vice -Chair are absent, then the remaining quorum shall appoint one member to preside at that meeting. The City of Morro Bay staff will maintain accurate minutes of the official activities of the Committee. I�Z/7�1 �11111.711 Regular meetings shall be held monthly on a regular schedule. The meetings shall be open to the public. The date, time and location along with the meeting agenda shall be noticed in accordance with Government Code Sections 54970-54975. The Chair may close meetings to public comment, provided that the action is consistent with the Brown Act. Agendas, reports, meetings and any and all actions shall be governed by the requirements of the Brown Act, as amended. All Committee meetings will be conducted in strict compliance with the policies and procedures contained in this Handbook. However, no ordinance, resolution, proceeding or other action of the City Council pertaining to the Committee shall be invalidated or the legality thereof otherwise affected by the failure or omission to observe or follow "Robert's Rules of Order." Communication between the Committee Members, and the Council shall be in accordance with the City Council Policies and Procedures as ,currently adopted. A majority of voting members shall constitute a quorum. The City Finance Director/Treasurer shall be responsible for preparing pertaining to Committee business and shall attend the Committee meetings, All amendments to the By -Laws shall be approved by the City Council. gendas a, reports, and minutes