Mark S. Cookson, Alderman-at-Large

O-10-21 — Relative to the Definition, Roles and Responsibilities of an Aldermanic Liaison

August 11, 2010

From: Mark S. Cookson, Alderman-at-Large
To: Distinguished Members of the Personnel & Administrative Affairs Committee:

Tomorrow evening I will be joining you to request a favorable recommendation from the Committee to the full Board, as well as discuss O-10-21 — Relative to the Definition, Roles and Responsibilities of an Aldermanic Liaison.

First, I believe we inherently know what a liaison is and what they should do; however, I believe our Aldermanic Liaisons have, at best, been inconsistent with their efforts to keep both the Board of Aldermen and the board, committee, or group of which we may be a liaison to connected so that a mutual understanding may be established and maintained.

There may be several reasons why this is occurring.  First, I would suggest to you there may be no clear expectations provided to or communicated with the Liaison or their Alternate when they are assigned to a board, committee, or group.  Some may feel that by attending, or by watching a broadcast of the board, committee, or group meeting they have fulfilled their obligation as a liaison.  Unfortunately, if we look at the definition of a liaison we will see they have in fact only fulfilled half of their obligation.

I submit to you the following definition of Liaison (http://dictionary.reference.com/browse/liaison):

1. the contact or connection maintained by communications between units or of any other organization in order to ensure concerted action, cooperation, etc.
2. a person who initiates and maintains such a contact or connection.

A liaison, based on this definition, is clearly supposed to provide a maintained connection between the two bodies – the Board of Aldermen and their assigned liaison role.

Therefore, the purpose of O-10-21 — Relative to the Definition, Roles and Responsibilities of an Aldermanic Liaison — is to clearly express minimum expectations to every member of the Board of Aldermen, now and future Boards, regarding their roles and responsibilities as a Liaison or Alternate.

The Primary Role of a liaison then may be expressed as – The Liaison shall communicate with the other board, committee or group and report back to the Board of Aldermen, and vice versa, so that a mutual understanding will be established and maintained.

I would also further suggest to you the following minimum responsibilities for your consideration:

1. The Liaison, or their Alternate, shall be expected to attend meetings of the other board, committee or group in person;
2. The Liaison, when unable to attend the meeting of the other board, committee or group in person, shall make arrangements with the Alternate Liaison for their attendance;
3. The Liaison, in collaboration with their Alternate, shall submit a monthly written report to the Board of Aldermen;
4. A Liaison and their Alternate shall not be a voting member unless otherwise established by statute, ordinance or resolution.

This Ordinance would also amend our Board of Aldermen’s Order of Business so as to include a section dedicated to accepting and placing on file Reports from Liaisons.

I extend to each of you the opportunity to share with me your concerns, questions, comments and/or suggestions regarding O-10-21 — Relative to the Definition, Roles and Responsibilities of an Aldermanic Liaison – so that I may appropriately address them tomorrow evening at your Committee meeting.

Thank you for your consideration.

Mark
Alderman-at-Large