Matters Memo

City of Boulder City Council Agenda Item Meeting Date: October 16, 2025 Agenda Title City Council Committee Charters Review and Discussion

Staff Contact • • •

Megan Valliere, City Council Program Manager, City Manager's Office Pam Davis, Assistant City Manager, City Manager’s Office Teresa Taylor Tate, City Attorney, City Attorney’s Office

Executive Summary The purpose of this item is to gain council feedback on one item prioritized for process improvement by the Council Process Improvement Working Group: council committee charters. Attached to this memo, staff provide draft charters for each of the eight internal council committees for council member review.

Questions for Council 1. Does council support the council committee charters as drafted and presented by city staff? 2. Does council support including these charters in the council resource library and council member handbook and referencing them formally in council procedure?

Alignment with City Plans and City Council History Sustainability, Equity and Resilience (SER) Framework and Citywide Strategic Plan Alignment SER Framework Goal Area Responsibly Governed Citywide Strategic Plan N/A Staff Notes Improving city council processes enhances efficiency and enables staff and council to manage workload while building and enhancing trust with community in the process. While this item is not part of the citywide strategic plan, the creation of a process improvement working group was one of 11 priorities identified by council for the 20242025 term and supports the city as a responsibly governed organization.

Alignment with Additional City Plans N/A

City Council History As one of its 11 priorities for the 2024-2025 council term, City Council formed a Process Improvement Working Group to identify and recommend process changes that will make council operations more efficient and predictable. On August 15th, 2024, City Council approved the appointments of Council Members Adams, Marquis, Speer, and Winer to the Process Improvement Working Group. Over the past year, they have provided guidance to staff regarding the collection and prioritization of process improvement priorities. This is the third conversation with council about items related to the Council Process Working Group priority. The first conversation took place at council’s March 13th, 2025, study session, and the memo for that item can be found here: March 13th Study Session Memo. At that time, council discussed: 1. Mayor Pro Tem Elections 2. Landmark Reviews 3. Council Employee Performance Reviews 4. Use of Community Member Email Addresses 5. Opportunities for Council Members to share ceremonial responsibilities and cover CAC absences

6. Declarations The study session summary for the March 13th conversation, which details the direction that council provided related to each item, can be found here: March 13th Study Session Summary. Council’s second conversation about process improvement items took place at the study session on September 25th, and the memo for that item can be found here: September 25th Study Session Memo. At that time, council discussed: 1. Declarations 2. CAC Request Submission Guidelines 3. Hotline Submission Guidelines A study session summary and procedure changes pursuant to the discussion on September 25th are both forthcoming for council review before the end of this council term.

Analysis One of the 15 items that the Process Working Group prioritized for improvement was the creation of charters for council’s eight internal committees. These committees include: 1. Financial Strategy Committee 2. Audit Committee 3. Council Retreat Committee 4. Council Employee Evaluation Committee 5. Boards and Commissions Committee 6. Intergovernmental Affairs Committee 7. Charter Committee 8. Council Engagement Committee Staff who support each council committee have drafted charters for each committee. They are attached to this memo for council review.

Anticipated Fiscal and Workplan Impacts Council adoption of committee charters will clarify the role and scope of each council committee, generally supporting efficient municipal operations. Staff do not anticipate fiscal or workplan impacts due to chartering council committees.

Equity Analysis Staff do not anticipate material equity impacts resulting from this project.

Climate, Resilience, and Sustainability Considerations The committee charters described in and attached to this memo are not anticipated to materially impact climate, resilience, or sustainability. This is because these changes are primarily administrative in nature.

Community Engagement Staff did not conduct community engagement related to the development of council committee charters. This is because these changes are primarily administrative in nature and impact council’s internal operations only.

Next Steps for City Council Should council support the committee charters as drafted by staff, staff will add these charters to the council resource library and council member handbook for reference. Staff will also bring forward changes to council procedure that acknowledge the existence of these documents and where they are maintained.

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Attachments 1. Attachment A – Draft Financial Strategy Committee Charter 2. Attachment B – Draft Audit Committee Charter 3. Attachment C – Draft Council Retreat Committee Charter 4. Attachment D – Draft Council Employee Evaluation Committee Charter 5. Attachment E – Draft Boards and Commissions Committee Charter 6. Attachment F – Draft Intergovernmental Affairs Committee Charter 7. Attachment G – Draft Charter Committee Charter 8. Attachment H – Draft Council Engagement Committee Charter