RESPONSIBILITIES OF COMMITTEE/BOARD MEMBERS
To be selected as an active member of Town Boards and Committees is a privilege and provides an opportunity for genuine public service. Although the duties of each of Kittery's Boards and Committees vary widely, there are certain responsibilities that are common to all Board and Committee members. The following is a summary of the important responsibilities to appointed members:
Understand the Role and Responsibilities of the Boards and Committees
One of the first responsibilities of a new member is to understand the Boards and Committees scope of responsibility and operating procedures. This information may be obtained by referring to the Town Code excerpts and Policy and Goals Statements included in the appendix of this handbook.
The department head or Town Manager is responsible for the programs within each Board's and Committee's scope of interest and is available to assist new members in becoming familiar with their roles and duties. They also will provide information about Town policies, minutes of past meetings, and other helpful data.
Represent the Entire Board or Committee
Individual members should refrain from representing their views or recommendations as those of their Board or Committee unless it has officially voted to approve the recommendation. Members making recommendations or expressing views not approved by the majority of their Board or Committee should indicate that they are representing only themselves as individuals. Statements to the press should be made by the Chairperson of each Board or Committee unless a spokesperson has been designated.
If the vote on an agenda item is not unanimous, a minority report may be submitted to the Town Council by individual members of a Board /Committee. The disagreement should be stated in the minutes and a copy of the minority report should be placed in the Committee/Board records. If the member was absent at the time action was taken, he/she may state the desire for a minority report at the next meeting. If time does not allow, the member should submit his/her concerns to the Town Council, stating that he/she is speaking as an individual and not for the Committee as a whole.
Be Representative of the Whole Town
Although Boards and Committee members may be selected, in part, because they represent clearly defined groups, once selected each appointed member should represent the entire public interest of the Town and not just his/her respective group interest. The question, "What is best for the entire community?" should take precedence over "What is best for my interest group?"
Keep the Lines of Communication Open
As an influential member of the community, a member is in the unique position of serving as a liaison between the Town and the general public in helping to reconcile contradictory viewpoints and building a consensus around common goals and objectives. An appointed member must serve as a link between the community, staff and Town, by presenting Town programs and recommendations and also providing a channel for citizen expression. A primary role of the Boards and Committees is to determine the attitudes of the citizens concerning Town programs.
Do your Homework and Be Thorough in your Recommendations:
Board and Committee members, in connection with their role, may spend hours in research on a particular problem. Appointed members should be familiar with the portions of the Comprehensive Plan, the Town Charter and Code, and the Zoning Code applicable to their area of responsibility and should thoroughly review staff reports, plans, and materials submitted by the applicant in advance of meetings. Planning Board and Zoning Board of Appeals packets are provided to their members.
Be conscious of your relationship with the Town Council
The responsibility for allocating scarce public resources rests with the community's elected representatives, the Town Council, and cannot be designated to an outside group, however capable and interested it may be. Boards and Committees should review Town policies related to programs under their scope of interest and make recommendations for changes to the Town Council. Boards and s must adhere to the policies approved by the Council as expressed in the Comprehensive Plan, the Town Code and other official documents.
The Town Staff works for the Town Manager, and through him/her, for the Town Council. Staff does not work for Board members with the exception of the Harbor Master, who works for the Kittery Port Authority.
It is therefore not appropriate for members to direct staff, or to become involved in the administrative or operational concerns of the Town Departments. While the Staff can provide routine information regarding on-going projects, a formal request to the Town Manager must be made for Staff involvement in projects. If Committee/Board members have questions or are concerned with Staff services provided to the Committee/Board, the Town Manager should be contacted immediately to review the matter. Town Staff is required by the Town Manager to make individual professional recommendations which may, or may not, agree with those of the Committee/Board. The Staff is required to present fairly the Board's recommendations and explain them, but will not defend them if in disagreement.
When appropriate, the Board/Committee chair or delegated representative may be present at the Town Council meeting to report on the Board's or Committee's recommendations, but he/she should contact the Town Manager or Council Chair by no later than 4 p.m. on the Tuesday prior to the Town Council meeting to make a presentation to Council and be placed on the agenda.
Establish a Good Working Relationship with other Board/Committee Members
On many occasions the success or failure of the efforts of a Board or Committee member is largely dependent on the degree of cooperation among the individual members of the Committee/Board.
To help build a consensus around common goals and objectives, members will often have to reconcile contradictory viewpoints.
Each Board or Committee member should do his/her part to ensure that meetings proceed in an orderly and constructive manner. The chair is primarily responsible for seeing that consideration of items on the agenda moves along without delay, but with reasonable time allocated to each item.
Each Board or Committee member can assist the chair by becoming familiar with the basic rules of parliamentary procedure and by adequately preparing any presentations he/she makes to the Board or Committee.
Political solicitation
1. The Town expects all Board and Committee members to adhere to the Code of Ethics during their term of membership.
2. Conflict of Interest Agreement (see attached)
3. No town official shall directly or indirectly, orally, by letter or otherwise solicit or assist in soliciting from any person in the employ of the town any assessment, subscription or contribution for any political party or political purpose whatever. (Amended by vote of the people 6-11-02)
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