CPRC split over July 31 clerk questionnaire; chair intends to submit without full-body sign-off

Commissioners debated how to respond after the city clerk’s office circulated a new online questionnaire tied to the commission’s annual internal review. Staff said the new process (per city code) required an online submission, and that the chair or vice chair must complete the questionnaire by July 31.

Several commissioners urged a special meeting on July 31 so the full commission could review the draft answers before submission. One commissioner moved to call a July 31 special meeting and another seconded the motion. The Chair, citing concern about meeting the statutory deadline, announced he would submit by July 31 and declined to call the special meeting; he said he would "submit to July 31 and you guys can continue to proceed there." That decision prompted parliamentary objections from commissioners who noted that under Robert’s Rules a seconded motion typically should be considered.

Staff told the commission the deadline and online process stemmed from a recent city-clerk implementation tied to city code and that they had received notice only the prior day; staff read the questionnaire items aloud and confirmed they include about 13 questions that the chair and vice chair will be asked to answer.

Commissioners expressed concern that an expedited unilateral submission could prevent the body from approving answers and might expose the commission to later audit findings; staff noted the city auditor receives reports on boards that fail to file after the deadline. The Chair said he would prepare and submit the questionnaire so the commission would not be delinquent.

Next steps: Chair and vice chair will submit the online questionnaire by July 31; commissioners asked staff to circulate the questionnaire immediately and requested a special meeting or follow-up review if scheduling allows.