Astoria City Council adopts volunteer boards and commissions handbook

The Astoria City Council on Feb. 3 adopted a volunteer boards and commissions handbook that lays out expectations for volunteers, including adherence to Oregon public meetings law and guidance on ex parte contacts and bias.

City Manager Spence introduced the handbook as a resource for volunteers and staff, telling council, "This is a foundational document that I think council agree would be helpful for any volunteers accepting a position on 1 of the various city boards or commissions." Councilors approved the handbook by motion after brief discussion.

Why it matters: the handbook is intended to standardize conduct and procedural expectations for people serving on the city's seven boards and commissions. Councilors framed the handbook as especially useful for new members and as a measure to reduce legal and ethical risks associated with public board service.

The council reviewed the handbook during its recent retreat and had no extended debate during the meeting. Councilor Davis said the handbook will be "really helpful," citing personal experience serving on local boards before joining the council. No public comments were offered on the item during the meeting.

Votes at a glance: - Consent calendar (items not specified on the meeting record): Motion to accept consent calendar as presented. Mover: Councilor Davis; second: Councilor Adams. Vote: Councilor Davis — Aye; Councilor Mozzarella — Aye; Councilor Adams — Aye; Councilor Long — Aye; Mayor Fitzpatrick — Aye. Outcome: approved.

- Volunteer boards and commissions handbook (Agenda item 7A): Motion to adopt the attached volunteer boards and commissions handbook and the statement of roles and responsibilities. Mover: Councilor Davis; second: Councilor Adams. Vote: Councilor Davis — Aye; Councilor Mozzarella — Aye (later confirmed after initial mute); Councilor Adams — Aye; Councilor Long — Aye; Mayor Fitzpatrick — Aye. Outcome: approved.

Other business and council direction: councilors and staff used the meeting to confirm upcoming work session and budget dates. City Manager Spence said a discussion of system development charges remains to be scheduled in February or March and that a vacation-rental topic is tentatively set for the Feb. 24 work session. Spence also outlined budget-related meetings: a full budget committee meeting with tourist organizations on March 10, a combined subcommittee meeting the following night for community organization applications, a community-events review (including Promote Astoria funds) on March 13, and budget hearings on April 21 and April 22.

Councilor Adams asked staff to prepare a letter of support from the council and city manager for two bills from Senator Weber that would change the transient lodging tax (TLT) percentage and language. Mayor Fitzpatrick and other councilors indicated support for sending a "strongly worded letter of support," and City Manager Spence agreed to prepare it.

Other council reports at the meeting included attendance at the League of Oregon Cities' City Day in Salem and local events: Councilor Davis and Councilor Adams reported meeting with state lawmakers about infrastructure funding and TLT flexibility; Councilor Adams announced a public coffee hour for Ward 3 constituents; Councilor Malaup encouraged public feedback on Heritage Square via the Parks Department Facebook page and the city website; Mayor Fitzpatrick noted winners of the George Awards and attendance at a city employee appreciation event. Councilors also recognized the retirement of Suzanne Johnson, identified in the meeting as the county tax collector for 41 years.

The council then closed the City Council meeting and reconvened as the Astoria Development Commission at 6:21 p.m.