Q.  Why do we have citizen committees?

A.  Berkeley Lake is blessed with many passionate, intelligent, experienced individuals who generously offer their time in community service.  Through their work, we greatly expand the number of citizens in government, keep our government focus closer to community viewpoints, save money, and provide experience helpful for future candidates for office.

Q.  What is the function of committees?

A.  The general purpose of committees is to research and advise.  Research is accomplished many ways, which can include contacting other organizations (e.g. Gwinnett County, Gwinnett Municipal Assn., Ga. Municipal Assn., other cities), searching the library or web, holding public meetings or surveys, and simply thinking through alternatives.  Advice is given to Council and can be via written reports and/or oral presentations.

Q.  What are the committees?

A.  The list of committees, their chairs and other members, along with function and contact information appears on the city web site.

Q.  How are committees formed?

A.  Per City Charter (2.20.b):  “All committees and committee chairs shall be appointed by the mayor and shall serve at the pleasure of the mayor.  The mayor shall have the power to appoint new members to any committee at any time.” Any citizen can contact the Mayor to let her know of their interest and she will be glad to appoint them to a committee. The Mayor has solicited council members and homeowner association presidents to help her find interested citizens, so you may want to speak to one of them first if you would be more comfortable doing so.

Q.  Who decides how committees operate?

A.  The committees do!  Committees are free to organize and work as is most convenient and efficient.  You can hold formal meetings under Robert's Rules of Order or informal brainstorming sessions.  You can meet in City Hall, in your homes, or out for dinner.  You can maintain detailed minutes and monthly status reports or you may provide only your recommendations to Council. 

Q.  What are the requirements for record keeping, reporting, and open access?

A.  There are very important requirements for public access and records of decision making by governmental bodies.  All recommendations of committees to Council will be received and contemplated under these rules.  The committees themselves are not subject to these requirements and may choose for themselves the most appropriate process to fulfill their advisory roles.  If the committee wishes to make a written report, the mayor requests that it be emailed to her a week in advance of a council meeting so that she may post it on the city website.  That way councilmembers have a chance to review it with more time and attention than they may have at a meeting, and all our citizens can have access to the information as well.   The mayor also requests that committee chairs keep a record of dates the committee met and members who attended.  If an individual committee member finds it difficult to attend meetings regularly, she may deem it necessary to appoint a replacement who has more time available.  The mayor will contact committee chairs every 6 months to obtain an update if one has not been received already.  Information obtained at that time will be reported to council.

Q.  How will the public provide input?

A.  Of course, committees are themselves public input.  Not all issues or all committees work on topics of wide public interest.  Where there is significant interest, committees are encouraged to seek public comments via open meetings, surveys, town hall meetings, and our web site as appropriate.  Committee chairs should contact the mayor for help in arranging such.  Citizens should also be encouraged to pass their comments and questions along to committee members and/or invited to attend a committee meeting.  Citizens may also comment on the record at Council meetings when committee reports are made or to Council Members anytime, including during the public discussion period preceding each Council meeting.

Q.  What is the role of the Council Liaison?

A.  The Mayor has asked a Council Member to assist each committee as requested.  They are a resource, and can be a valuable mentor, and serve as one conduit to Council.  The council liaison is not on the committee, has no authority over the committee, does not vote, and attends committee meetings only when invited (specifically or an open meeting).  Above all, these are citizen committees.

Q.  How often and where do committees meet?

A.  In general committees are encouraged to meet monthly or at least once per quarter.  Committees may meet where and when they choose.  If they would like to utilize City Hall, it will be made available to them.

Q.  Can committees use City equipment?

A.  Yes.  Please feel free to utilize our photocopier and other equipment when needed for committee business during City Hall hours.  Off-hours access can be made available via the committee liaison, any other Council Member, or the Mayor.

Q.  Can non-committee members help a committee?

A.  Yes.  Committees are encouraged to create sub-committees and otherwise enlist the aid of other citizens where possible.  However, only the Mayor can appoint committee members or select the committee chair.

Q.  Can different committees work together?

A.  Yes.  There are many situations where an issue touches upon the function of more than one committee.  Committee chairs should contact each other to coordinate.  Joint reports are also acceptable when appropriate.

Q.  How are expenses approved?

A.  Expenses (if any) must be approved in advance by the Mayor.

Q.  I have a question not answered by the above.  Whom do I ask?

A.  Committees are created by and operate under the authority of the Mayor.  The Mayor can provide an authoritative answer to any questions.

Q.  Are there any exceptions to the answers above?

A.  Yes.  Some committees have additional responsibilities as defined by resolution or ordinance.  In situations where authority has been delegated to a committee, record keeping and public access are required during such deliberations.  The Mayor is the authority (as advised by the City Attorney) who decides what qualifies in this regard.

Q.  Anything else?

A.  Yes - THANK YOU!  Your service to the community is deeply appreciated.  You have the full support and respect of your elected officials.