(A) Definition. BOARD means any city government commission, board, or committee to which the Common Council of the city makes board appointments.
(B) Reports to Common Council.
(1) Annually, for any board to which Common Council makes a membership appointment, a staff liaison shall be identified by the board no later than January 15 of each calendar year. The staff liaison of any city board shall be responsible for having available all reports, minutes, studies and the like, within a reasonable time after completion of each meeting. An attendance list and minutes of each board meeting is required to be documented. A copy of these materials shall be made available to members of Council or the public, as requested. Contact information for the staff liaison shall be posted on the website for the City of Fort Wayne and public inquiries shall be responded to by staff in a reasonable manner.
(2) In addition, each person appointed by Common Council to any board or commission shall submit annually a written report to the staff liaison prior to the end of the each calendar year. These reports shall be compiled and submitted to the President of Common Council by the staff liaison no later than the fifteenth day of the last month of the anniversary of the board member’s appointment. Such reports shall contain brief, candid detail on progress being made toward goals and objectives set by the board or commission, and the amount of time the person appointed by the Common Council dedicates to the board in accomplishing the board’s endeavors. For purposes of review, written reports shall be sent to and kept in the office of the City Clerk for five years and posted on the city’s website for a minimum of one month.
(C) Reports to Mayor. The respective Chair of any city board or commission, of which any of its members are appointed by the Mayor, shall be responsible for forwarding all reports, minutes, studies, and the like to the office of the Mayor of the city upon their completion. An attendance list and minutes of each board/commission meeting is required to be documented and sent to the Mayor, and in compliance with state laws.
(D) Establishment of special committee of Common Council. The President of the Common Council may annually appoint a special committee to review applications for new appointments to boards, consisting of three members of the Common Council who shall report to the Common Council prior to any appointments by Common Council to such board. The special committee may also perform an annual review of all reports, minutes, studies, attendance, lists, etc., submitted by the chairperson of the respective board for the purpose of evaluating appointees and board and commission activities.
(E) Special committee of the Common Council evaluation. The elements that the special committee of the Common Council uses in making its determination of the need for continuance of a board shall include but are not limited to:
(1) Identification of the objectives intended for the board and the problem or need which the agency was intended to address;
(2) Assessment of the degree to which the original objectives of the board have been achieved expressed in terms of performance, impact, or accomplishments of the committee and of the problem or need which it was intended to address;
(3) Assessment of the performance and accomplishments of the board during the last three-year period of the budgetary costs incurred in the operation of the committee;
(4) Assessment of the degree to which overall policies and procedures of the board meet the goals and objectives of the Common Council in the establishment and/or approval of the board;
(5) Assessment of the effect of the board on the city economy, including costs to consumers and businesses;
(6) Assessment of the extent to which another public or private program, board, or entity can better or more economically meet the need;
(7) Evaluation of the reporting requirements and activities of the board, including the management and control of information and records and the value of the information gathered;
(8) Assessment of the effects of altering or terminating the board;
(9) Analysis of the services and performance estimated to be achieved if the board were continued;
(10) The extent to which any information required to be furnished to the special committee has been omitted, misstated, or refused, and the extent to which conclusions reasonably drawn from this information is adverse to the legislative intent or is inconsistent with present or projected public demands or needs;
(11) The extent to which the operation of the board has been efficient and responsive to the public;
(12) The extent to which complaints, if any, have been expeditiously processed to completion in the public interest;
(13) The extent to which reorganization of the board is needed to effect economy and efficiency;
(14) Any other relevant criteria which the special committee, in its discretion, deems necessary and proper in reviewing and assessing the sufficient public need for continuance of the board.
(F) Special committee of the Common Council Report. The special committee of the Common Council shall submit a written report to the Common Council containing its findings and recommendations.
(1) If the special committee of the Common Council recommends that the board continue in existence, a vote from Common Council ratifying the decision will be taken. A simple majority of the full Common Council is needed for passage.
(2) If the special committee of the Common Council recommends the board be terminated, the report shall contain proposed legislation to revise the statutes to reflect this termination and to provide for disposition of records, equipment, and related items. A vote from Common Council ratifying the decision will be taken. A simple majority of the full Common Council needed for passage.
(G) Reestablished boards. In the event a board is ordered dissolved by the Common Council, the Mayor and/or the affected department may petition the Common Council for the establishment of a new board with redefined goals and objectives. Existing established procedures for passage of a new board will be utilized.
(H) Delay of termination date by Mayor. The Mayor, by executive order, may delay the date on which a board is abolished for one year beyond the date of termination specified by the Common Council, if in his opinion this delay will have a beneficial effect within the city on:
(1) The orderly and adequate provision of government services;
(2) The safety of persons or property;
(3) The economy;
(4) The natural government;
(5) The well being of individuals;
In the event the Mayor delays the date of abolition, the same sum from the same sources of funds that it received for its appropriation in the fiscal year before its original date of abolition is appropriated. All powers, duties and functions of the board for which the Mayor delays the date of abolition continues in full force and effect during the delay period.
(I) Effect on function of departments of the city. Nothing in this section relating to the review of boards shall be construed as interfering with functions of the various departments of city government and their supervision and control as a power of the executive branch of city government.
(‘74 Code, § 2-8.2.5) (Ord. G- 29-84, passed 10-9-84; Am. Ord. G-33-88, passed 12-13-88; Am. Ord. G-21-96, passed 9-10-96; Am. Ord. G-08-09, passed 4-14-09; Am. Ord. G-11-10, passed 7-27-10; Am. Ord. G-18-23, passed 6-27-23)