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Title:
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Online Community Correspondence
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Meeting Date: September 17, 2025
To: Members of the Environmental Quality Commission
From: Risi Karim, Assistant to the City Administrator
Title
Online Community Correspondence
Body
Action Requested:
No action is required by the Commission
Summary Report:
Staff is providing clarification on how correspondence submitted via the EQC's online community comment form will be received, managed, and addressed in alignment with the Board and Commission Rules of Business.
Community members have two main avenues for sharing input with the Environmental Quality Commission:
1. Public Comment - Delivered in person at a scheduled EQC meeting.
2. Online Form - Submitted electronically through the City's designated EQC online comment portal. Email the Environmental Quality Commission
To ensure transparency and clarity, the following guidelines outline how online correspondence is distributed, acknowledged, and addressed.
1. Distribution of Correspondence
o All correspondence submitted through the EQC online form is automatically forwarded to individual commissioners. The staff assigned also is included on the emails.
o Commissioners are not required to respond to these messages but may respond individually at their own discretion.
2. Role of Commissioners vs. Staff
o Commissioners should remember that the EQC does not direct staff work. That authority rests solely with their manager under the overall direction of the City Administrator.
o If a correspondence includes specific questions or requests for information or materials, staff will provide the response and handle the matter. If commissioners believe something should be on the agenda it is advised outside of meetings to share with the staff to discuss with the Chair. The staff sets the agenda in consultation with the chair. Priorities of the City Strategic Plan and board work plan (in alignment with strategic plan or other goals) should be prioritized over other work.
3. Speaking on Behalf of the Commission
o Individual commissioners must not speak on behalf of the EQC when responding to correspondence.
o Commissioners responding individually should make clear they are sharing their personal perspective, not an official position of the EQC.
o Speaking on behalf of the Commission is the responsibility of the Chair. Additionally, staff may also fill this role.
4. Use of Correspondence in EQC Meetings
o It generally isn't expected that individual emails be placed on the agenda for specific discussion. Alternatively, if there is an issue that appears to require more broad board response the staff and in some cases Chair may fill that role. Should the board think specific items relate to work plan items or should be a broader policy under the EQC role in City Code it is advised to consult the staff liaison and chair on that issue for consideration.
o Commissioners may reference correspondence they have received and share their personal responses during the Commissioner Updates portion of the agenda.
Alternative Options:
N/A
Financial Impacts:
N/A
Tentative Timelines:
N/A