Attachment H - Finalized Council Retreat Committee Charter

Regular Meeting, November 20, 2025 · item 4A: Consideration of a motion to amend the Council Rules of Procedure Sec. II. Communication with Council, Sec. III. Agenda, Sec. VII. Procedure… · 3 pages

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City of Boulder Council Committee Charter Retreat Committee Purpose Statement The Retreat Committee convenes to provide guidance to staff on the agenda, format, and facilitation of the biannual City Council Retreat and biannual City Council Mid-Term Check-in.

Committee Membership There are several existing internal city council committees that help guide policy and decision making in key areas in partnership with city staff. Council members vote among themselves annually to appoint members to council committees. -

Two members of council are appointed to this committee. The City Manager’s Office provides staff support for the Retreat Committee, with support from other departments as needed. Additionally, the city contracts with a third-party facilitator for council retreats, who often support Retreat Committee meetings.

Responsibilities Late Summer/Early Fall -

In partnership with city staff, determine the date, time, and duration of the annual council retreat.

Fall/Winter -

Provide recommendations for the agenda and facilitation of the annual council retreat. As requested by city staff, conduct individual conversations with council colleagues to gauge full council preferences related to the retreat agenda, activities, facilitation style, and any other items identified by the committee, facilitator, and staff.

Support a pre-retreat Matters conversation with the full council to overview retreat planning efforts and seek feedback prior to finalizing the retreat agenda. As requested by city staff, review retreat materials in advance and communicate reminders to colleagues related to pre-retreat “homework” for council members.

Authority The Retreat Committee is empowered to discuss and make recommendations to staff related to the annual council retreat. The City Manager’s Office is ultimately responsible for executing the retreat, including coordinating with the city’s third-party facilitator, finalizing the agenda and meeting content, and handling administrative/logistical details.

Escalation from Committee to Full Council The Retreat Committee is empowered to make recommendations on behalf of the full council related to the annual retreat. When committee members desire full council direction or input on a retreat-related decision, or when they would like to provide a progress update related to an upcoming retreat, one of the committee members should submit a CAC request to schedule a full-council discussion.

Out of Scope The Committee serves in an advisory capacity only and shall not make decisions related to council retreats/mid-term check-ins or exercise administrative functions unless expressly authorized in the Boulder Charter and Boulder Revised Code, as such functions are reserved to the City Manager. Pre-retreat engagement with members of Boards and Commissions will be managed by the Boards and Commissions Committee.

Committee Meetings -

The Retreat Committee meets on an as-needed basis. Usually, the committee will meet at least three-four times prior to each retreat to provide direction and feedback to city staff. Meetings generally last no more than one hour. Committee meetings take place virtually and are noticed for public viewing. City staff will provide meeting agendas to committee members prior to each committee meeting. City staff also produce meeting minutes/summaries, which are sent to committee members after each meeting. These materials are available to the public upon request. For the committee to reach a quorum and meet for the purposes of conducting committee business, both committee members must be present. Meetings of the Committee, like all council committee meetings, are not video or audio recorded.

City of Boulder Charter References to Council Committees Excerpt from Charter Article II. The Legislative Body: Its Powers and Duties, Sec. 9. Meetings of council. -

Except as provided in Charter Sec. 21A., all meetings of the council or committees thereof shall be public. The council shall have the authority to appoint council committees. Such committees shall generally consist of no more than two council members and in no event shall be equal or greater than a quorum of council. Other council members may attend any council committee meeting to observe but shall not participate.

Excerpt from Charter Article II. The Legislative Body: Its Powers and Duties, Sec. 15. Powers and duties of mayor. -

The mayor shall be ex officio a member of all council committees.

Charter Approval Date: 11/20/2025 Last Revised: 11/20/2025