Memorandum

City of Lawrence

City Manager’s Office

TO:	David L. Corliss, City Manager
FROM:	Cynthia Wagner, Assistant City Manager
CC:	Diane Stoddard, Assistant City Manager
DATE:	July 18, 2013
RE:	Amendments to Sister Cities Advisory Board Bylaws

Please include the following on the July 23 City Commission Consent Agenda: 

Approve changing the Sister Cities Advisory Board bylaws to clarify the length of term for advisory board members; modify the definition of quorum and clarify the role of friends groups.

In October of 2012, the Sister Cities Advisory Board engaged in a planning retreat.  The product of that retreat identified a series of suggested objectives for the board.  Of the identified priorities, the second highest priority of the board was to clarify the roles and responsibilities in the bylaws of the advisory board relative to the friends groups.  Early in 2013, the Sister Cities Advisory Board discussed this issue and appointed an ad hoc committee on by-laws and procedures to review existing by-laws.  The committee met twice to consider the issue and develop, refine, and propose by-laws amendments.  The issues to be addressed by these bylaws amendments were also discussed at a meeting of the Friends of Hiratsuka in March 2012.

The by-laws and procedures committee presented a draft of the proposed amendments to the regular April meeting of the advisory board.  Amendments were suggested and incorporated.  A final draft of the proposed amendments was considered at the regular May meeting of the advisory board.  After discussion, these proposed amendments were adopted on a unanimous vote of the advisory board.  Additional discussion and clarification language was reviewed at the July meeting of the advisory board and approved unanimously and is recommended for approval by the City Commission at this time.

The attached amended bylaws incorporate the following changes: 

·   Clarify length of term for advisory board members.

·   Modify the definition of “quorum” to allow for possible reduction in size of board in the future.

· Reinforce that “friends groups” are subject to policies, procedures, and general oversight of the advisory board.