Board and Commission Member and Staff Resources
Find resources for serving on a board or commission.
Welcome to the Leadership Resources page for Board and Commission members and staff. This page is designed to provide the tools and guidance you need to lead and support your board effectively. Below, you’ll find helpful documents, templates, and references to streamline your work and ensure compliance with state and local requirements.
Transitioning to OnBase
This training supports board and commission staff in properly managing meeting documents and public records using OnBase, the City’s official records system.
What this training covers
Participants will learn:
- Why OnBase is used as the City’s centralized records system
- How to upload and properly index agendas, minutes, notices, and related documents
- When documents should remain on the website vs. when they must be moved to OnBase
- How to avoid common errors that affect public access
- What ongoing compliance looks like after the initial document transfer
Why it matters
Consistent use of OnBase ensures:
- The public has one reliable place to find official records
- Documents are preserved according to retention requirements
- Records remain accessible beyond staff or website changes
This training is practical, process-focused, and designed for staff who support boards and commissions.
Leadership Guide
The Leadership Guide is your go-to resource for understanding roles, responsibilities, and best practices for participating in a board or commission. Use this guide to familiarize yourself with City expectations and strategies for effective governance.
Robert's Rules of Order Cheat Sheet
This concise reference highlights the key elements of Robert's Rules of Order, helping you conduct meetings effectively and stay on track.
Staff Checklist
Ensure all administrative tasks are completed accurately and on time with this comprehensive checklist for board and commission staff.
Download the step-by-step prep
Templates for Board Operations
Standardized templates for resolutions, agendas, minutes, and notices simplify your board operations. Each template is designed for easy customization and compliance with the Open Meetings Act.
Every document you make will need to be given a title in the Properties menu. In Microsoft Word you do this by going to File>Info>Properties>Advanced then adding your title. This needs to be the name of the document not a file name. Every time you use the template you will need to follow these steps to give the document the appropriate title.
Template Notice: This template helps you create meeting notices that fulfill legal public notification requirements.
Template Agenda: Use this agenda format to meet legal requirements and provide a clear structure for your meeting discussions.
Template Minutes: Example meeting minutes.
Template Resolution: Draft formal resolutions with this standardized format.
Template Potential Quorum Notice: Prepare for potential quorum situations with this specialized notice template.
Use these resources to lead and support your board or commission confidently. For questions or further assistance, contact Cristobal Rocha at [email protected].