Memorandum

City of Lawrence

City Manager’s Office

TO:	Diane Stoddard, Assistant City Manager
FROM:	Danielle Buschkoetter, Management Assistant
CC:	Tom Markus, City Manager
DATE:	September 8, 2017
RE:	Advisory Board Alternates

Background

At the August 8, 2017 study session, the City Commission discussed the role of existing Boards/Commissions and a policy that would set forth standardized procedures for all City Boards and Commissions. During this discussion, the City Commission requested additional information on alternates serving on Boards and Commissions.

Alternates can serve many functions. They can help minimize the impact of attendance issues. Additionally, they are able to participate as a voting member when a regular member is absent or disqualified from participating due to a conflict of interest. Finally, they are able to learn and gain experience if they are interested in becoming a regular member in the future.

There are many communities that utilize alternates for specific boards and commissions. Most commonly they are used on planning and zoning boards. The following subsections of the report will outline the roles and responsibilities of alternates in most communities and will highlight some potential decision points that will need to be addressed.

Roles and Responsibilities of Alternates

Generally, alternates are expected to attend all meetings and should have the same access to meeting materials as regular board members. However, most municipalities agree that if the alternate is not called upon to participate in a meeting, they have the same status as a member of the public. Therefore, alternates are only allowed to comment and ask questions during the public comment period and may not participate in board discussion.

When a regular board member is absent or disqualified from participation, alternates serve as a voting member. When serving in this capacity, they do have permission to make a motion, second a motion, and vote. Therefore, they can participate in the boards discussion of the item once public comment is over.

Often if an alternate is participating due to a regular board member being disqualified from participation, that same alternate will fill in if that issue is brought back before the Board or Commission.

Potential Decision Points

While the roles and responsibilities of alternates is consistent, there are some procedural issues that differ or are not always addressed in policy; such as the impact on term limits, number of alternates per Board or Commission, and whether alternates can be used to fill vacancies. These are likely the areas that will need to be discussed and addressed if alternates are going to be used moving forward.

Most municipalities use alternates on planning and zoning boards, however beyond that there is not much standardization. There will need to be a determination as to whether all Boards and Commission can use alternates or if it will be restricted to specific Boards and Commissions.

Furthermore, it is not clear in most resolutions and ordinances whether participating as an alternate impacts term limits. In practice, it appears that alternate board members often become regular board members once their alternate term has expired.

Additionally, the number of alternates varies. Some boards have one alternate while others have several depending on need. It was noted that when more than one alternate was on a Board or Commission, they were to rotate every other when called on to participate.

Finally, an area that is not often addressed is whether an alternate can fill a vacancy on a Board or Commission. If alternates are to be used in the future, these are some of the areas that will need to be addressed.