RESOLUTION 2025-04-454 A RESOLUTION OF THE CITY OF LYNN HAVEN, FLORIDA, AMENDING THE CITY'S POLICY FOR THE APPOINTMENT OF BOARD MEMBERS; AND PROVIDING AN IMMEDIATELY EFFECTIVE DATE. BE IT RESOLVED by the City Commission of the City of Lynn Haven, Florida, from and after the effective date ofthis Resolution, that revisions to Policy 96-EX5 relating to the recruitment and appointment of citizens to City Boards, as attached and incorporated herein as Exhibit A to this Resolution, is hereby approved. THIS RESOLUTION shall take effect immediately upon its passage. PASSED, APPROVED, AND ADOPTED in special session this 21st day of April, 2025. CITY OF LYNN HAVEN, FLORIDA By AP4 JESSE) NELSON, MAYOR ATTEST: Licki Lu VICKIE GAINER, CITY MANAGER-CLERK Page 1 of2 BOARDS APPOINTMENT POLICY 1. TITLE: Procedural guide for the recruitment and appointment of citizens to serve on City advisory Boards. 2. PURPOSE: To provide written procedures detailing the purpose of said Boards, providing a description of duties, establishing minimum requirements for service and setting the term for service. Provide for the procedure by which citizens may make application for service. Establish the method by which the City Commission may make assessment of applicant qualifications and to establish method for making appointments to said Boards. 3. SCOPE: This policy is applicable to all who have been delegated responsibility in support of City Boards. 4. AUTHORITY: Established by ordinance, resolution and/or City Commission action. 5. RESPONSIBILITY: The following entities prescribe responsibility and participate in the process. a. City Commission: The City Commission of the City of Lynn Haven hereby establishes Boards to be governed by the provisions set forth by ordinance, resolution, and/or City Commission action. It shall be the responsibility of the City Commission to appoint qualified persons to Boards service. All Boards shall serve at the pleasure of the City Commission. Commission interaction with Boards shall be channeled through staff or at Commission meetings only. b. City Manager: The City Manager's office will coordinate all staff activities for the Boards. The City Manager is represented at all Boards by a Staff Liaison who will be appointed by and responsible to the City Manager, through the appropriate department head. Except as may be designated by the City Manager, the City Manager coordinates Board member activities, communications to and from the Mayor and Commission, and citizens, as well as Board appointments. Page 1 of 6 The City Manager will provide information and interpretations on the role of Board members, City Commission operation policies, appointment procedures, and other questions which may arise. The City Manager will serve as the depository for all official meeting minutes, and other records as required minutes of all Boards meetings. Upon review and approval of the City Manager, minutes will be distributed to each City of Lynn Haven Commission member within a reasonable period of time period. A directory of elected and appointed officials and members of all Boards are also maintained by the City Manager and will be on file and said office. e Reserved. Depu-Ciy-Clerk: he-depuly-City-cierk-coordinates member-aGHMBeS, communsaBionsioana--meyprand Commision-andelizensmesewelsBassesappoimiment-The depuly-Ciy-cierk-wAl-previde-ntommaHoP-and-Rterpretations-On the-role-ofBeards-members,CHyCemmissieneperationpolcies, appointmentprocedures,and-aiherquestiens-which-mayarise. The-depuly-City-clerk-wl-serve-as-the-depesiery-for-alloficial meeting minutes-and-ather-eerds-aE-egured-minates-dFa Beards-meetings,upon-evewansapprovaloftne-Cllymanager: will-be distributed to-each City dlym.sven-Camneen memberwithin-a-reasonable.periodofime-peroed-a-directeryof elected-and-appointed-ofieials-ane-and-members-dfal-Beards-are alse-maintained-bythe-depuy-CHy-Ciyelekeand-wil-be-on-fle-and said-office d. Staff Liaison: As appointed by the City Manager, Staff Liaison will assist their assigned Boards in the following ways: Assist in the development of the meeting agenda Informs the members of items of special interest Ensures that the Board's work complements community goals Provides information as required Research researches and provides background information and analysis on issues under consideration by the Boards Page 2 of 6 Drafts letters, memorandums, and other items of communication as requested by the Boards Provides for technical assistance e. Chairperson: The chairperson is appointed to a one year term as elected at large by the members of said Board. Special duties and responsibilities of the Chairperson include but are not limited to: Leads meetings; Ensures meetings begin and end on time. Boards should follow Roberts Rules, some more formally than others Plans meeting agenda in cooperation with the Staff Liaison Encourages full participation by all Board members Serves as the Board's primary contact Makes recommendations and gives reports to the City Commission for appointments and reappointments to the Board Makes Board presentations to the City Commission at designated meetings f. Citizen: In fulfillment of the need for citizen involvement and to utilize the talents, expertise, and the vitality of the people of Lynn Haven. 6. DEFINITIONS: the following terms and definitions apply a. Board: To mean any Board, committee or task force assigned to assist the City where its members are appointed by the City Commission on either informal or informal basis. b. Term: Will mean the duration of the appointment as determined by ordinance, resolution or City Commission action. 7. PROCEDURES: a. Each Board member will be appointed by the City Commission in accordance with the ordinances or written policies of the City. In each case individual member of the City Commission will bear responsibility for the appointment of one member to serve on each designated Board. In those cases where there exists a requirement for more than five members for service, the balance of members to serve will be appointed by a majority decision of the City Commission. Page 3 of 6 b. Each Commissioner appointment will be made with the advice and consent of a majority of the City Commission. C. It will be the responsibility of the City Commission to monitor Board progress, recruit service members and make timely appointments to said Boards. d. The office of the City Manager will coordinate all staff activities for the Boards. The City Manager may serve or designate a staff member to serve as liaison who will be responsible to the City Manager through the appropriate Department Head. e. The office of the City Manager deputy City clerk will coordinate member activities and communications; will maintain a directory of elected and appointed officials and members of all Boards; and will monitor their personal participation record and make known to the City Commission when member appointments are due to expire. Additionally, the City Manager clerk will maintain the Advisory Board Membership and Information Guidebook and initiate efforts to solicit applications for Board membership. Additionally the deputy City Manager clerk-will maintain custody of all Board meeting minutes and appropriate official records. f. By appointment of the City Manager, a Staff Liaison will serve to assist the Board in providing support and technical assistance. g. The City will maintain on file for a period of two years applications for Board service for review of the City Commission at any time. The City will, through the publication of the Advisory Boards Membership and Information Guide, by ten-day advertisement of all vacancies, and by other means, communicate to the general citizenry with regard to the need for citizen participation on our Boards. h. It will be appropriate for members of the City Commission to recruit and asked to serve selected citizens whose talents, expertise and willingness to serve, will best serve the interest of the City. i. It will be appropriate to appoint on occasion members to serve on Ad Hoc committees which will serve an immediate purpose on an interim basis. j. It would not be appropriate for one citizen to serve on more than one Board at a time, unless that Board should be considered to fall under the description of an interim Board as described in item (1) above. Page 4 of 6 k. Each Board will hold meetings as required by ordinance, resolution or City Commission action and at such times as deemed necessary by the Chairperson. I. Fifty-one percent of the voting membership will constitute a quorum. A quorum will be necessary to act on any agenda item. m. Each Board will be governed by a set of bylaws as adopted by the City Commission by ordinance, resolution or City Commission action. n. The parliamentary authority for each Board is Roberts rules of order, except where superseded by said bylaws or local, state, or federal law. A degree of informality is granted based on the nature of the Board. 0. Boards vacancies will be filled in the same manner as the original appointment. p. Appointments will be for a term of two years except as superseded by said bylaws or local, state, or federal law. q. Upon failure of any member to attend three consecutive meetings, the Board and/or Staff Liaison may recommend that the City Commission governing body terminate that appointment and declare the position vacant. r. All Board service members will be legal residents of the City except as superseded by said bylaws or local, state or federal law. S. Annual financial disclosure statements as required by law will be required by Board service members except as declared exempt by said law. t. The elected Chair will not serve more than two years before rotation of Chair service to another member, except as superseded by said bylaws or local, state, or federal law. u. The officers of any Board will consist of a Chair and Vice Chair who will be elected by the membership and who will serve at the pleasure of the membership for one term. Officers may be elected no more than twice without giving up the Chair position for at least one year. This element may be superseded by said bylaws or local, state, or federal law. V. The Chair will have general supervisory and directional powers over the Board. The Chair will preside at all Board meetings and set committee agendas. The Chair will also be the sole spokesperson for the Board unless delegated in writing. Page 5 of 6 W. The Vice Chair will execute all powers of the Chair in the absence of the Chair. X. Board service members will serve without compensation except as superseded by bylaws or local, state, or federal law. y. All Board meetings are subject to the "Open Meetings" law as governed by the Florida Sunshine Law. Page 6 of 6