This guide is designed to help you understand how City Council operates, how you can participate in meetings, and how to access important information. Your involvement is essential to fostering a transparent and collaborative local government.
BMoeamr db e&r CHoamn dmbios os iko n 2026
Prepared by: Whitney M. Crook Clerk of Council, MMC, CPM
“I want to extend my gratitude to our Board and Commission members for their service and dedication to Beachwood. Your expertise, insight, and commitment play a vital role in shaping our city and enhancing the quality of life for everyone in our community.”
- Mayor Justin Berns
TC aobnltee no tf s INTRODUCTION
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4-5
13 14 14 15 15 16 10 11 12
OPEN MEETINGS & PUBLIC RECORDS
BASIC LEGAL CONSIDERATIONS OPEN MEETINGS LAW ETHICS LAWS SEEKING LEGAL GUIDANCE
CODE OF CONDUCT & ETHICS CONFLICTS OF INTEREST CONFIDENTIALITY CIVILITY AND IMPARTIALITY SUNSHINE LAW OVERVIEW EXECUTIVE SESSIONS PUBLIC RECORDS BASICS
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PREPARING FOR MEETINGS
REVIEWING AGENDAS AND MATERIALS ATTENDANCE AND QUORUM NOTIFICATION OF ABSENCE
EXPECTATIONS OF MEMBERS
COMMUNICATION PROTOCOLS
PARLIAMENTARY PROCEDURE & MEETING ETIQUETTE ROBERT’S RULES OF ORDER (BASICS) MEETING ETIQUETTE ATTENDANCE AND PUNCTUALITY PREPARATION AND PARTICIPATION SERVING THE PUBLIC INTEREST
WITH STAFF & COUNCIL WITH THE PUBLIC AMONG MEMBERS
CITY GOVERNANCE STRUCTURE
APPEARANCE & PROFESSIONALISM RESOURCES & SUPPORT
ROLES & RESPONSIBILITIES OF APPOINTED OFFICIALS
FREQUENTLY ASKED QUESTIONS
KEY TERMS & DEFINITIONS
ADVISORY VS. DECISION-MAKING AUTHORITY COLLECTIVE VS. INDIVIDUAL AUTHORITY
CLOSING REMARKS
Introduction
Open Meetings & Public Records
SBeeravcihnwg oaos da bmoeamr dboerr coof ma mC i itsysoi of n i s a vTiht ae ls ec obnotdr ii be su tpi or onvtiod ey oeux pr ecrotmi s me , u n i t y. gh ue li pd asnhcaep, ea np du br lei cc opmo lmi ceynadnadt i iomn sp rt oh va et lTohciasl hqaunadl ibt yo ookf liisfed. e s i g n e d to s u p p o r t ye xopueicnt aytoi uo rn sr,opl er obcye oduutrlei ns ,i na gn de sl es egna lt i a l responsibilities. It draws on the City’s Ca sh aOrht ieor’, sCSoudni fsi he di n Oe rLdaiwn as nacneds , Eatsh wi c es l l sWtahtiuleteesa.ch board or commission may have its own specific mission ot hr i ps rhoacneddbuor oe sk, pt hr oe vi indf eo sr ma ac toino sni si nt e n t ft or aunnsdpaat ri oe nn tf,oarnpdr eo ff feescstiiovne asle, r v i c e .
Sunshine Law Overview Ohio’s Open Meetings Act (ORC §121.22) , often called the Sunshine Law, ensures that public business is conducted in an open and transparent manner. Key Requirements: ◊ Aasllomtheeertwinigsseopfeprmubitlitcedbobdyielaswm. ust be open to the public, except ◊ Adequate notice must be provided to the public and media. ◊ Acoqnudourcutmbu(stihneemssa. jority of members) must be present to ◊ Minutes must be kept and made available for public inspection. What Constitutes a Meeting: Ab o“dmy egeat ti nh ge r” o—c cpuhr ys swi chael lny ao rmvai jrot ur iat lyl yo —f t hteo md iesmc ubses ros rodf ea l ipbuebr lai tce oTnhipsuinbclilcudbuessignreosusp. emails, texts, or social media exchanges involving a quorum. Best Practices: ◊ Aouvotsiiddde iascpursospinegrlyCintyotbicuesdinmesesewtinitgh. a quorum of members ◊ Limit email communications to factual information and avoid deliberation or debate. ◊ When in doubt, consult the Clerk of Council or Law Director.
4 · City of Beachwood
Executive Sessions Boards and commissions may enter Executive Session only for specific reasons permitted under th ◊ e Ohio Revised Code, such as: P(aeprpsooninnteml menatt,teemrsployment, dismissal, discipline) ◊ Pending or imminent litigation ◊ Purchase or sale of property Public Records Basics Ohio’s Public Records Act (ORC §149.43) et hs et acbol iusrhsees otfhpa ut bml iocsbt ur es icnoersdss acrree aptuebdl iocrrreeccoeridv se.d i n E◊xamples Include: Meeting agendas, minutes, and packets ◊ Emails or written correspondence related to board or commission business ◊ Notes or materials shared during meetings ◊ Text messages related to City business
Procedures for Executive Session: 1 . Ae xme coutti iovne sspe es sc ii of yni nmg ut shtebl ee gma la rdeeaas no dn sf oerc oe nn dt eerdi n. g 2. Abyroalml caajlolrviotyt.e is required, and the motion must pass 3. Nseossviootnes—orodnelycidsiisocnussmsioany.occur during executive 4. All discussions held in executive session are confidential. Best Practices: ◊ Retain records according to the City’s retention policy including emails and text messages. ◊ Wguhideannicned. oubt, consult the Clerk of Council for
Board & Commission Member Handbook · 5
Code of Conduct & Ethics Serving on a board or commission is a public trust. Members are expected to conduct themselves in a manner that upholds the City’s integrity, promotes fairness, and reflects positively on the community. Conflicts of Interest Members must disclose any personal, financial, or professional interests that may affect — or appear to affect — t h◊e i Pr ui mb lpi calryt idailsi tcyl o. Isfeat choennf al itcut reexoi sft tsh, tehceomn fel imc tb. e r s h o u l d : ◊◊ RS eeef rka ignufirdoamn cpeafrrtoi cmi p at ht ien gL ai nwdDi sicrue scst oi orni four nv oc et irnt ga ionn. t h e m a t t e r. Examples: ◊ Financial interest in a project or applicant before the board. ◊ Family or business relationships that could influence judgment. Confidentiality Members may, at times, be privy to confidential information — porarlittiicgualtairolny.in executive sessions or matters involving personnel ◊ Do not share confidential information outside of authorized settings. ◊ At hveo ipdudbilsi cc ubsesfionrge pdeenc idsiinogn smaartet emr sa dwei.t h a p p l i c a n t s , m e d i a , o r
Civility and Impartiality Ms heomu lbdedr se mr eopnr setsreant te tphreoCf ei st ys iaonnda l i s m at all times. ◊ Tf erlel oawt aml l epma rbt iecrisp, aanntds t—h es pt aufbf , l i c — with courtesy and respect. ◊ Ba na ds eadpepcl ii cs ai obnl es loanwf aocrt sp,oel vi ci yd. e n c e , ◊ Ac ovmo imd epne trss ot hnaatl caot tualcdkus ,nbdiearsm, oirn e ◊ pSuupbpliocrctotnhfeidbeonacred. ’s final decisions edvuerni nigf ydoeul i bpeerrastoi onna l. ly d i s a g re e d
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Expectations of Members
Serving on a board or commission is a significant civic responsibility. Members are expected to actively contribute to discussions, respect differing viewpoints, and maintain professionalism at all times.
Attendance and Punctuality ◊ Attend all scheduled meetings unless unavoidable circumstances prevent attendance. ◊ Arrive on time and remain for the entire meeting. ◊ Notify the Chairperson or staff liaison as soon as possible if you cannot attend so ◊ that quorum can be confirmed. Multiple absences may impact the board or commission’s ability to function effectively. Preparation and Participation ◊ ◊ Review the agenda and all related materials in advance of the meeting. Be familiar with prior discussions or actions on continuing topics. ◊ ◊ Listen actively, contribute thoughtfully, and respect time limits and procedures. Focus on issues within the board or commission’s jurisdiction and purpose. Serving the Public Interest ◊ Represent the interests of the entire community rather than any individual, group, or personal concern. ◊ Maintain an open mind when considering testimony, evidence, and recommendations. ◊ Apeprpsroonaaclhpdreefceisrieonncse.objectively and base conclusions on facts and policy, not ◊ Refrain from using your position to secure benefits or privileges for yourself or others.
Board & Commission Member Handbook · 7
Parliamentary Procedure & Meeting Etiquette
Parliamentary procedure ensures that meetings are conducted efficiently, fairly, and transparently. Most City boards and commissions operate under Robert’s Rules of Order, as adapted to the needs of each body.
Robert’s Rules of Order (Basics) Key Terms: ◊◊ MS eoctoi no nd :: AA nf oort hmearl mp reompbo es ar ’lst he xapt rt ehsesbi oond yo ft as uk ep ps op retc iffoi rc a c t i o n . considering the motion. ◊ Votohtee:rwAimseasjopreictyifiveodt.e determines the outcome unless Basic Process: 12 .. AA nmoet hmebr emr emmabkeers saemc oontdi osnt.h e m o t i o n . 34 .. TT hh ee CC hh aa ii rr ct ha el lns fcoarl l ds ifsocruas svi oo tne. . Common Motions: ◊ Mororteiopnortto. approve or deny an application, recommendation, ◊ Motion to enter executive session (must cite the legal reason).
Meeting Etiquette The Basics: ◊ The Chairperson presides over meetings and recognizes speakers in turn. ◊ Mt h er omubgehr st hseh oC uh ladi ra, dn do tr edsi sr eccotml y mt oe n t s one another. ◊ Only one person should speak at a time. ◊ Ac ovnovi de ri snat teirornusp, tai on nd su, ssei doef e l e c t r o n i c devices during meetings. ◊ Speak clearly and respectfully. ◊ Mp raoifnetsasiino nc oa lmi spmo, seuvreena innd disagreement.
8 · City of Beachwood
Roles & Responsibilities of Appointed Officials Officials
Boards and commissions may be either advisory or quasi-judicial/decision-making in nature. Understanding whether your body is advisory or decision-making helps clarify your responsibilities and limits. Advisory Bodies ◊ PC irtoyvCi doeu rnecci lo omr mA ednmdiantiisot nr as tti oo n on policy, planning, or programs.
Decision-Making Bodies ◊ Ho ra vdee nt hy ec ea ruttahi on rai tcyt itoonas p( pe r. go. ,v e Pd el acni sni ionngs &o nZ od ne ivnegl oCpommemn ti s s i o n applications).
Collective vs. Individual Authority ◊ Authority is exercised by the board or commission as a individual members. ◊ Ionfdthiveidbuoaalrmd oemutbsiedres oshf omueldetninogtsd. irect staff, make promises, or take action on behalf ◊ Mbeefmorbeetrhsesbhooaurldd orerfcroaimnmfriosmsiopnu.blicly expressing positions on matters still pending ◊ Once a decision is made, all members are expected to support the outcome and uphold the integrity of the process. collective body , not by
Board & Commission Member Handbook · 9
Basic Legal Considerations
Open Meetings Law ◊ A th l e l meetings must comply with Ohio Open Meetings Act (ORC §121.22). This includes rmeegeutlianrg, ssp, aesc iwa le, lal nads we mo rekr g e n c y sessions. ◊ Mp uebeltiicnug ns lme susset nbtee roipnegne txoe ct hu et i v e session for a lawful reason. ◊ Quorum must be maintained for official action. ◊ Mmiandueteasvamiluasbtleb.e recorded and
Ethics Laws ◊ Ma nedmrbeel artseadrceosnufbl ijcetc- to ft-oi nt ht eer eOshtipo rEotvhi isci so nLsa.w ( O R C C h a p t e r 1 0 2 ) ◊◊ DD oi s cnloots eu saenydoruerc upsoes iyt oi ounr sf oe lrf pf reorms o nmaal tgt ea ri ns . i n w h i c h y o u h a v e a ◊ pDeornsoont asloolirciftinoarnaccicael pint tgeirfetss,tf.avors, or compensation related to your public duties. Seeking Legal Guidance ◊ Iofryoopueanrme uenetsiunrgeraebqouuirteampeontet:ntial conflict, procedural issue, ◊ Consult the Law Director through your staff liaison or the Clerk of Council. ◊ ◊ Do not rely solely on informal advice or assumptions. Asking in advance protects both you and the City.
10 · City of Beachwood
Preparing for Meetings
Reviewing Agendas and Materials ◊ Agendas are typically distributed in advance of meetings. ◊ RNeovteieawnyalql uiteesmtisonans doratctlaacrhifmicaetnitosnbsenfoeeredeadtteannddicnogn. tact the staff liaison before the meeting when possible. ◊ Familiarize yourself with staff recommendations or reports to make informed decisions. Attendance and Quorum ◊ Acoqnudourcutmbu(sminaejossr.ity of members) must be present to ◊ Idf eqpuaor rt uu rme )i,sbl uo ss itndeus rs i ns hg otuhled mb ee estui ns pg e(ne d. ge. ,dduune t ti ol qaunoer aurml y is restored. ◊ ICfhyaoiur oarnstitcaifpf alitaeisboeninign laadtevaonrclee.aving early, notify the
Notification of Absence ◊ Nl i aoitsiof yn tahse eCahr al yi rapsepr soos ns i bo lresitfayf fo u will be absent. ◊ Sa totme nedbaonacredrsemq uaiyr ehma veen ft os rumn adle r t h e ◊ CE hxcaerst es irvoeraObrsde ni ncaenscme sa.y l e a d t o rdei smc roevtai lo onrorfeappl apcoei nmt ei nngt aa ut tt hh oe r i t i e s .
Board & Commission Member Handbook · 11
Communication Protocols Effective communication promotes collaboration and prevents misunderstandings. Board and commission members often interact with City staff, elected officials, and the public, and those interactions should always reflect professionalism and respect.
With Staff
◊ Ma nedmi mb epr as rst hi aol uwl dh ea nl wi an yt es rba ec tci on ug rwt ei ot hu st h, pe apt ui ebnl ti c, . ◊ Ao nv obi edhma laf koifntgh pe eCrist oy noarl ycooumr mb oi tamr de/nct os mo rmpirsosmi o ins.e s ◊ Ii nf qa suki reide sq tuoe sCti itoynsst aofuf tosri dt eh eo fa mp pereotpi nr gi ast, ed i r e c t department when necessary. ◊ Remember that your statements may be pexeprcreeisvseedd apserresponreaslleyn. ting the City, even when ◊ Cb uo lt l ad be ol i rbaetri ao tni oanmoonn pg umb el imc bb ue rs si ni es sesnmc ouusrt aogcecdu, r only during properly noticed meetings. ◊ Aa mv ooi nd gg ar oquupo er umma i ol su, tt se ixdt ec oh fa ai nps u, obrl i dc ims ceuestsi inogn. s ◊ Respect confidentiality when applicable, and maintain professionalism in all communications. Among Members With The Public
◊ Recognize that staff members support the board oadr mcoimnimstrisastiioven sbturut cretuproer.t through the City’s ◊ Direct all questions and requests through the designated staff liaison. ◊ Do not assign tasks or request research outside of established channels. ◊ Br eec roems pmeecnt fdual toi of ns tsa, fefv’ se np rwo fheesns ioopnianl i o n s d i f f e r. ◊ Ca ni tdy cCoomu nmciisl si si otnhse ml eagki sel ar et icvoemb mo deyn. dMaat inoynbs ot ha radt s are ultimately reviewed or approved by Council. ◊ Wa nhdefno crue ps oornt ifnagc ttuoaCl oi nufno cr iml , actoi mo nmour nf oi cramt ea cl l e a r l y recommendations. ◊ Avoid lobbying Council members or attempting to influence decisions outside of the board’s established process. With Council
12 · City of Beachwood
The City of Beachwood operates under a Mayor–Council form of government. Understanding how your board or commission fits into the City’s overall structure will help you navigate communication, process, and decision-making effectively. City Governance Structure
Mayor ◊◊ SOevrevresse eass dt haei l yC iatdy m’ s iCnhi si et rf aEtxi oenc uatni vde dOefpf iacretrm. e n t o p e r a t i o n s . ◊ Implements and enforces Legislation adopted by Council. City Council ◊ Serves as the legislative authority of the City. ◊ Adopts ordinances, resolutions, and the annual budget. ◊ Confirms mayoral appointments to boards and commissions.
Boards & Commissions ◊◊ PO rpoevriadt ee euxnpdeerrt itshee, ga uu itdhaonr ci tey, ao nf dC irt ey cCohma mr t ee rn, dCaotdi oi fni es di nOsrpdei nc iaanl iczeesd, oarr eCaosu. n c i l a c t i o n . ◊ Some boards have quasi-judicial powers, while others serve primarily advisory roles. City Administration & Departments ◊ Carry out day-to-day operations and provide professional support to Council and the boards and commissions. ◊ Include departments such as Law, Building, Public Works, and Finance.
Board & Commission Member Handbook · 13
Appearance & Professionalism
Resources & Support The following contacts and resources are available to assist you: ◊ Clerk of Council or Board/Commission Secretary – Coordinates meetings, maintains official records, and provides administrative support. ◊ Law Director – Provides legal guidance on procedures, conflicts of interest, and compliance matters. ◊ Department Heads – Serve as liaisons for specific boards or commissions and provide technical expertise. ◊ City Charter and Codified Ordinances – Define the authority, duties, and responsibilities of boards and commissions. ◊ City Website – Provides access to agendas, m do i c n u u m te e s n , o ts r . dinances, and other public If you ever have questions about your role or responsibilities, contact the Clerk of Council or your staff liaison.
As a board or commission member, you are a representative of the City of Beachwood. Your conduct and appearance contribute to the City’s public image and the community’s trust in its government. ◊ Attire: While there is no formal dress code, mf o re ma bp eurbsl iac r, ep reonfceos us iroang ae ldsteot tdi nr eg s. sB au ps ipnreospsr i a t e l y cmaeseutailnagtst.ire is generally suitable for most ◊ Demeanor: Be attentive, courteous, and rpeesrpc ee ci vt ef udl . aAs vdoi isdmbi se shiavve i oo rr tuhnapt rmo faeys sbi eo n a l . ◊ Representation: Your role extends beyond twhiet hmreees ti idnegn rt os ,osmt a. fWf , ohre tt hh ee rmi netdeiraa, cytoi nugr professionalism reflects the City’s commitment to integrity and service.
14 · City of Beachwood
Frequently Asked Questions
Q: What should I do if I can’t attend a meeting? ◊ Ni s oetsi fsye nt ht iea lCthoami r pa ei nr tsaoinn oqru sotrauf mf l iaani sdo ne nassueraerel yf f ea cs tpi voes sdiebcl ies. iRo eng- mu laakr iantgt .e n d a n c e Q: Can I talk to other members about agenda items outside of a meeting? ◊ Only if a quorum is not present and the conversation does not constitute deliberation on public business. Always exercise caution — discussing City business with a majority of members outside of a noticed meeting can violate the Open Meetings Act. Q: What if I have a potential conflict of interest? ◊ Disclose it promptly and abstain from discussion and voting. When in doubt, consult the Law Director. Q: Are my emails and notes considered public records? ◊ Yes. Any document related to City business — including emails, notes, and texts — may be a public record under Ohio law. Q: Can I share materials from meetings with others? ◊ MD oe entoi nt gs hma ar et epr ri ai vl si l ea gr ee dp uobr lei cx er ceuc ot irvdes- suens lsei os sn mi naf rokr emdact oi onnf .i d e n t i a l . Q: How should I handle questions from the media or public? ◊ Rn oe tf eorni nbqeuhiarlef sotfot ht he ebCo ha radi r op re rCsiot yn. , Isf tcaof fnltiaaci st eodn ,boyr tahpepmr oepdri iaa, tdeodne opta pr trmo veindte. aYos tua mt e amyesnpte. aRke fpeer raslol ni naql luy,i rbi ue st to the City’s Communications Manager, who manages official press communications and releases.
Key Terms
◊ Agenda: The official list of items scheduled for discussion or action during a meeting. ◊ Executive Session: A closed portion of a meeting permitted only for specific legal purposes (e.g., personnel, litigation, property). ◊ Minutes: The official written record of meeting proceedings and actions. ◊ Motion: A formal proposal by a member for the body to take specific action. ◊ Quorum: The minimum number of members required to be present to conduct business, usually a majority.
◊ Recusal: Voluntarily withdrawing from discussion and voting on a matter due to a conflict of interest. ◊ Robert’s Rules of Order: A widely accepted guide fmorancnonerd.ucting meetings in a fair and orderly ◊ Sunshine Law: Ohio’s Open Meetings Act (ORC §121.22), requiring government meetings to be open to the public. ◊ Public Record: Any record created or received in the course of public business that is subject to disclosure unless specifically exempted by law.
Board & Commission Member Handbook · 15
Closing Remarks
TB ho aa rndk oyro uC of omr my oi susri odne. dYioc ua tri opna rat ni cdi psaetri voinc ee na ss uar me setmh eb et rraonfsap aCri et yn coyf , Bi netaecghrwi t oy,oadn d eTfhfeiscthivaenndebsosookfiosudrecsiitgyn’sedgoavsearngaunidcee.to help you understand your responsibilities, no vaevri gvai et ewp, irtoicsendoutreexs ,haanuds tsi veer v. Pe lwe ai tshe ccoonnfsiudlet nt chee. CWi thyi lCel ei tr kp’rsoOv ifdf iecse ,at hc oemL apwr e h e n s i v e Department, or other city staff if you have questions or need clarification. Wt r aei ne ni ncgo uo pr apgoer tyuonui ttioe sr ,eaf enrdbraecakc ht ootuhti swhhaenndebv oe or kg ur ei dgaunl ac rel yi s, pnaeretdi cei dp .aYt eo uarc tei vn eglaygienm e n t and commitment make a meaningful difference in the City of Beachwood. Thank you for serving our community with integrity, professionalism, and care.
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