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File #: 21-0939    Name: Boards/Commission update
Type: Status: Agenda Ready
File created: 4/7/2021 In control: City Council Legislative Meeting
On agenda: 4/27/2021 Final action:
Title: Update on Recommendations from the Boards and Commissions Audit/Review Committee.
City of Alexandria, Virginia
________________

MEMORANDUM



DATE: APRIL 21, 2021

TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: GLORIA SITTON, CITY CLERK AND CLERK OF COUNCIL

DOCKET TITLE:
TITLE
Update on Recommendations from the Boards and Commissions Audit/Review Committee.
BODY
_________________________________________________________________

ISSUE: Receipt of update on recommendations from the Boards and Commissions Audit/Review Committee.

RECOMMENDATION: That City Council receive the update from the Committee.

BACKGROUND: In March 2019, City Council established a committee to review and audit City boards and commissions. The Committee was charged with reviewing processes, procedures, and policies as they are related to the Council advisory bodies. In January 2020, the Committee brought a report to Council on its findings and received suggested recommendations for procedural and policy changes. The COVID-19 Pandemic delayed a subsequent update until now.

DISCUSSION:

Administrative Process Updates

Due to the COVID-19 Pandemic, the City Clerk's Office has made some changes to allow members of boards and commissions to communicate with the Office without coming into City Hall. All notifications of appointments, oaths, handbooks and other materials are emailed to members and can be returned electronically to the City Clerk's Office.

Members with upcoming expiring terms now receive three notifications: 90 days, 60 days and 30 days. These notifications are set for distribution from the Boards and Commissions database.

City staff liaisons receive an updated roster following appointments at the first legislative meetings with new member information. City Clerk staff is working with the database vendor to give staff limited access to the system in order to update information (e.g., adding bylaws, attendance reports, and minutes).

Upon request of City Council, City Clerk's Office now includes redacted copies of all applications on ...

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