CITY OF TAMARAC GOVERNACE MANAUAL
MESSAGE FROM THE CITY MANAGER
Welcome to the Tamarac City Commission! We truly appreciate your willingness to serve our community, working alongside our committed city staff and administration. As a commissioner, you play a crucial role in making policy decisions, enacting laws, setting taxes, and advocating for the best interests of Tamarac Your work is essential in meeting community needs and representing our citizens effectively.
In line with our City’s vision of “Excellence Always”, we are dedicated to delivering effective and efficient municipal services that meet the expectations of our residents. We hope your term is both rewarding and significant. This guide will provide you with a clear understanding of your responsibilities and the legal requirements of your role, empowering you to execute your duties with confidence and precision.
Your commitment as a Commissioner drives Tamarac forward. Together, we’re poised to create lasting, positive change for our residents and community.
MANUAL OVERVIEW
This Governance Manual is a comprehensive guide outlining the city’s structure, strategic direction, and the responsibilities of its leadership.
It emphasizes our core values that shape all facets of governance and details the strategic goals, procedures for commission meetings, leadership roles, committee functions, key city policies, and guidelines for budget and emergency management, all to promote effective and transparent city management
In addition, the manual serves as an essential resource for understanding the city’s legal and administrative frameworks, including charters, ordinances, and ethics standards.
By establishing clear standards and expectations, this manual helps guide the city toward a future of prosperity and sustainability.
STRATEGIC PLANNING PROCESS
The City is proactively planning for 2040 through its strategic plan, built around six core goals that will shape our initiatives for the years ahead.
October - December: Strategy Input – Review past performance and conduct SWOT analyses and environmental scans.
January - February: Strategy Development – Define and finalize the vision, goals, and action items.
March - September: Strategy Deployment – Align the strategic plan with departmental objectives, workforce efforts, and budget priorities.
Ongoing: Strategy Execution – Monitor performance, celebrate successes, and address areas needing improvement.
Guiding Principle: Excellence Always!
STRATEGIC GOALS
With six strategic goals, Tamarac builds a future of inclusivity, safety, resilience, vibrancy, connectivity, and innovation.
Tamarac is Home: Focus on inclusivity, equitable access, and maintaining a well-kept environment. Emphasizes quality parks, infrastructure, transportation, ADA accessibility, and education.
Tamarac is Safe and People Know It: Prioritize quick emergency response, low crime, and engaged first responders. Emphasizes visibility, crime prevention, and preparedness.
Tamarac is Economically Resilient: Aims to be business-friendly, fostering growth and market opportunities, and providing a place where businesses can thrive.
Tamarac is Vibrant: Encourages an attractive, active, sustainable, and fun environment. Focus on community image, resilience, and promoting a healthy lifestyle.
Tamarac is Smart and Connected: Develops tech-savvy and neighborly relations, using smart technology to enhance communication and community engagement.
Tamarac is a Dynamic Workplace: Aims to attract and retain skilled talent, promoting a culture of excellence, customer service, professional development, and an optimal, supportive organization.
CORE VALUES
Our core values drive our commitment to exceptional service and a thriving, trustworthy community.
Teamwork: Collaborating effectively through strategy, communication, and support to achieve shared goals.
Accountability: Taking responsibility for tasks, planned or unplanned, with thoroughness and accuracy.
Innovation: Improving city operations by refining processes and seeking new solutions.
Professionalism: Showing respect, self-motivation, and courtesy in service delivery.
Integrity: Acting with honesty and trust, making the right choices even when challenging.
CITY ORGANIZATIONAL CHART
The chart shows Tamarac’s organizational structure with residents at the top, followed by governing bodies officials, Boards and Committees and City Departments.
Boards and committees play a role in supporting city operations, each focused on serving specific needs of Tamarac residents.
Key departments include:
Under the City Manager: Police Services, Fire Rescue, Financial Services, Human Resources, Information Technology and Public Information Office.
Reporting to the Deputy City Manager: Parks & Recreation, City Clerk, Building, Community Development, Public Services, and Economic Development
STRUCTURE OF CITY LEADERSHIP
The City of Tamarac operates under a municipal charter, the primary legal document that defines the city’s organization, powers, functions, and key procedures Policy decisions are determined by the City Commission through majority vote.
Part 1 – The Charter
The City Manager, appointed by the City Commission, serves as the Chief Executive Officer and administrative head of the city, working under the Commission's supervision and direction
The City Manager and City Attorney report to the Commission as a collective body. The City Clerk is appointed by the City Manager.
COMMISSION SEATING ARRANGEMENT
The chart below shows the current seating arrangement with designated seats for the Mayor, City Manager, City Attorney, BSO, and the City Clerk.
LEADERSHIP ROLES
Role of the Mayor:
The Mayor is a member of the Commission, elected at large, who presides over Commission meetings and serves as the ceremonial head of the city government.
The Mayor represents the city in agreements with other governmental entities and is authorized to sign contracts, deeds, and other official documents.
The Mayor holds no administrative duties beyond these responsibilities and cannot independently enact ordinances or enter into contracts on behalf of the city without prior approval from the Commission
Role of the Vice Mayor:
The City Commission will elect a Vice Mayor from among its members. This election will occur annually no earlier than the third Tuesday of November.
The Vice-Mayor shall serve as acting Mayor in the absence or disability of the Mayor with all powers and duties of the mayor.
The Vice Mayor shall serve a term of one (1) year and shall not serve successive one (1) year terms. In the event of a vice-mayoral vacancy, a majority of the commission shall elect a new vice-mayor who shall serve the remainder of the unexpired term.
Commission Authority: The Commission, as a body, can pass, decide, direct, or enact ordinances or enter into contracts on behalf of the city through a majority vote, and in certain cases, a supermajority or unanimous vote may be required
LEADERSHIP RESPONSIBILITIES
City Manager Responsibilities:
The City Manager is responsible for enforcing laws and ordinances, appointing and removing subordinate officers and employees, overseeing all departments created by the Commission, and attending Commission meetings to participate in discussions (without voting rights).
The City Manager recommends necessary measures for adoption and keeps the Commission informed about the city's financial condition.
The City Manager appoints all other employees and determine their compensation, subject to the city’s annual budget.
The City Manager oversees the overall administration and management of the City. The Commission, or its members, should not interfere with the City Manager’s decision-making on employment or other administrative matters. The Commission’s role is to set policy, while the City Manager is responsible for implementing those policies through City staff.
City Attorney Responsibilities:
The Commission also appoints a City Attorney and any necessary assistant attorneys, who serve at the Commission’s discretion and compensation
The City Attorney represents the municipality, its agencies, departments, officials, employees, and boards in legal matters related to their official duties.
The attorneys must be licensed to practice law in Florida, and their terms of service are designed to serve the best interests of the City of Tamarac.
GUIDELINES FOR CITY COMMISSION LEADERSHIP
As a member of the City Commission play a critical role in shaping the futu your community. To ensure your dec are thoughtful and in the best interes city, it is essential to familiarize yours the City Charter and Ordinances, whi the City’s operations. These documents are available electronically through Municode, and you should feel comfortable accessing them and asking questions when necessary.
Key Standards of Conduct
Uphold democratic values, respect representative governance, and follow all laws and regulations
Value city services, maintain a constructive outlook, and demonstrate social responsibility.
Foster public confidence by building honorable, integrity-based relationships.
Prioritize community needs, avoid gifts that influence decisions, and refrain from using the position for personal gain
Actively support and implement city policies aligned with the city’s vision and mission.
Keep the community informed, and practice integrity through honesty, transparency, and accountability.
Avoid decisions that benefit personal connections or personal gain.
Do not improperly influence other public officials or interfere in their duties.
Avoid private employment that could conflict with public duties.
Refrain from investments that could present conflicts with official duties.
GUIDELINES FOR CITY COMMISSION LEADERSHIP
Do not accept gifts that could influence official actions or suggest impropriety.
Maintain professionalism; avoid personal attacks, false accusations, or actions that appear improper.
Do not use the Code of Ethics for unsupported or knowingly false claims.
Uphold the city’s Charter in all actions.
Follow all federal, state, and local laws, rules, and regulations.
Accurately communicate the city’s official stance when representing the commission or advisory board
Do not disclose confidential information for personal advantage
Support the city manager’s responsibilities and adhere to assigned duties.
Disclose personal relationships that may cause conflicts or appear improper.
Solicit or accept campaign contributions per campaign finance laws.
Accept awards, loans, or event refreshments only when no conflicts exist.
Provide assistance to citizens without seeking personal gain or undue influence.
Prepare for meetings discuss contracts openly protect confidential information, and make
CODE OF ETHICS
Elected officials are responsible for serving the public with integrity, transparency, and fairness. This Code of Ethics sets forth the principles and standards guiding the conduct of Commission members in their official roles. Upholding these ethical standards ensures that Commission members maintain public trust and demonstrate a commitment to serving the community with honor. For further guidance, refer to the Tamarac Code of Ethics, Broward County Code of Ethics, Florida Commission on Ethics, and the ICMA Code of Ethics.
Below are links to relevant ethical guidelines: Tamarac Code of Ethics
Broward County Code of Ethics
ICMA Code of Ethics
Guide to the Sunshine Amendment and Code of Ethics for Public Officers and Employees
COMMISSION MEETING PROCEDURES
Meeting Schedule: In accordance with city ordinances, City Commission meetings are held on the 2nd and 4th Wednesday of each month. The first meeting begins at 7:00 p.m., and the second meeting at 9:30 a.m. Workshops are held once a month on the Monday before the first meeting at 10:00 am. These workshops provide an opportunity for more in-depth discussions on upcoming agenda items or other important matters
Meeting Conduct: Meetings are conducted according to Robert's Rules of Order. Familiarity with these rules is encouraged.
Closed Sessions & Confidentiality: The Commission occasionally will convene in closed sessions to address confidential matters, including legal advice, personnel issues, and negotiations. Maintaining confidentiality is critical, and information discussed in closed sessions must not be shared with anyone outside the meeting The City Attorney will provide further guidance on these procedures and the legal obligations surrounding closed sessions.
Public Comments: All public comments should be addressed to the City Commission as a whole, rather than to individual members.
Commission Interaction: During public comment, the Mayor and City Commission should refrain from engaging in direct dialogue with the presenter or giving immediate, emotional reactions
COMMISSION MEETING PROCEDURES
Public Demonstrations: No public demonstrations of support or opposition (such as applause or verbal reactions) are permitted during meetings.
Recognitions and Awards: Community and City staff recognitions, along with awards, are part of the Commission meetings If there are questions, they should be directed through the Mayor, City Manager, or City Attorney.
Commissioner Comments: During the Commission Discussion segment of the meeting, Commissioners may offer comments or feedback on a presenter’s ideas or suggestions.
Follow-up Actions:
Presenters should be referred to the City Manager for any followup actions or concerns they have raised
For further details, refer to Ordinance No. 2021-008, which outlines the general conduct of City Commission meetings, including the duties and responsibilities of the Mayor, as well as rules regarding procedures, discussions, and decorum during public meetings.
AGENDA PROCEDURES
1. Agenda & Briefings:
The agenda and supporting materials available electronically no later tha Friday before each scheduled meeting
Prior to the meeting, a virtual or in-p briefing will be held with each commis and the City Manager to review a items. This is an opportunity to questions and discuss agenda ite detail.
At the end of the briefing, there will be time to address non-agenda items.
2. Preparation for Meetings:
Each Commission member must review materials and come to meetings fully prepared.
3. To submit a request for the Commission agenda:
Use the online Commission Agenda Request Form.
Submit the form at least 6 calendar days before the meeting at which the item is to be considered.
If you want the item to appear on a future agenda, it must receive support from at least three (3) members of the Commission.
The City Manager has the final responsibility for setting and finalizing the agenda.
Each member of the Commission is limited to presenting no more than four (4) items per meeting, excluding proclamations or keys to the city Code of Ordinance - Sec. 2-34–Comprehensive Procedures for City Commission Meetings
CITY COMMUNICATION
City Commission members are accountable to their constituents. The City Attorney and City Manager report directly to the City Commission, while department heads report to and are accountable to the City Manager. Staff members report to and are responsible to their respective department directors.
A clear chain of command is essential for maintaining order and efficiency within the organization, helping to avoid confusion and duplication of efforts. It’s important for Commission members to respect this hierarchy and allow the City Manager to fulfill their responsibilities. By providing the City Manager with the necessary space to lead, the organization can operate smoothly and in line with its structure.
Communication Policy
This policy sets the guidelines for written and verbal communication between the City Manager's subordinates and the Mayor/Commission. The City Manager serves as the primary liaison, ensuring all communications adhere to established protocols. Staff members must notify their Department Director of any requests from the Commission, which are then communicated to the City Manager's Office. Additionally, any documents requiring the signatures of Elected Officials must be submitted to the City Manager for review before being forwarded. Familiarizing yourself with this policy will help ensure clear, consistent, and appropriate communication across all levels.
Communication Policy
COMMUNICATION PROTOCOL
Clear guidelines are established for effective communication with the City Commission, focusing on accuracy, timeliness, and clarity to keep leaders wellinformed and engaged.
Consistent Communication: Share accurate, timely, and complete information with the City Commission.
Concise Messaging: Ensure communications are clear and succinct
Primary Contact: The City Manager is the primary liaison for the Mayor and City Commission.
Timely Updates: Inform the entire City Commission promptly on key matters
Critical Information Includes: Legislative updates
Major projects and events
Major positive or negative news
Significant incidents (e.g., major traffic disruptions, lock-down of a school or business)
Situations likely to attract media attention or involve substantial police/fire presence
City Directory
MEDIA RELATIONS
s communications with the media, especially during emergencies. The Public Information Office (PIO) is responsible for determining how to handle media relations, serving as the primary spokesperson unless a temporary representative is appointed.
During emergencies, communication follows a set chain of command, with the PIO coordinating all media inquiries. Employees are encouraged to suggest news stories that positively represent the city, and press release requests should be submitted well in advance. The PIO also manages emergency communication hotlines and ensures updates are provided to the public in a timely manner. Media Relations Policy.
Societal and Global Issues:
The City maintains a nonpartisan stance, focusing on local issues that reflect community needs without engaging in partisan politics Communications will prioritize topics directly impacting Tamarac. Staff consultation will guide responses, and Tamarac may promote collective action on important issues through partnerships with other municipal organizations. Discretionary proclamations may address awareness topics that align with community values.
SOCIAL MEDIA
Social Media Use Policy:
The City Established Social Media Sites Policy (09-02R) provides guidelines for Tamarac’s use of social media to enhance public communication, transparency, and engagement. Managed by the Public Information Officer (PIO) and designated departments, it ensures compliance with legal standards, branding guidelines, and security protocols Use of City Established Social Media Sites
Only authorized employees may represent the City on social media, and all content must follow city policies, including technology use and copyright laws. The policy includes procedures for creating new accounts, monitoring activity, responding to public inquiries, and maintaining confidentiality to protect the City's brand and reputation
SOCIAL MEDIA GUIDELINES FOR PUBLIC OFFICIALS
You have the right to express personal views, but when posting about government or official duties, you act as a government official and are subject to First Amendment limitations If a social media page is opened for public discussion or designated for public comments, it may become a "limited" or "designated" public forum. In this case, public officials cannot exclude individuals from the page simply due to disagreement with their opinions.
A social media account will be considered an official page if:
Use of official titles or roles: You present the account as part of your government role, using titles or agency names.
Account activity resembling official government use: Even if the account appears personal, it can be treated as an official account if it is used in a way that suggests official government activity.
Managing Comments and Discussions on Social Media:
You can choose to limit or turn off comments on specific posts or for the entire account. If you allow comments, restrictions must be applied consistently, and you cannot censor comments solely based on viewpoint.
A person may be blocked for posting personal threats or using profane language, in accordance with the social media platform’s terms of service. Additionally, officials can limit discussions to certain subjects or even preclude comments altogether. However, if comments are allowed, officials cannot discriminate against specific viewpoints.
Guidance on Using Social Media for Official Announcements:
Use caution with mixed-purpose accounts: If you frequently post about government-related matters on a personal account, it may be viewed as an official account regardless of its intended purpose
Separate personal and official posts: To avoid confusion, consider maintaining a separate, clearly designated account for official communication This will reduce the risk of your personal account being viewed as an official government account.
COMMISSION INITIATIVE POLICY
The City Commission Initiative Policy outlines procedures for funding and managing initiatives organized or facilitated by City Commission members, including partnerships with third-party organizations. Commission Initiative Policy
Key points include:
Definition of Initiatives: Activities, events, communications, and other expenditures by City Commission members that involve city resources for community engagement and public purposes.
Budget and Funding: Initiatives must align with the City’s Annual Budget, with expenditures charged to the sponsoring Commission member’s account. Only activities with a valid public purpose are eligible for funding.
Approval Process: Resource requests require City Manager’s Office approval. Staff assistance, overtime, and purchases related to initiatives follow established accounting practices.
Implementation Steps: Initiatives involve submitting applications, timely communication between staff and commissioners, and budget management to ensure successful execution.
Documentation and Accountability: Forms and proper documentation ensure tracking, transparency, and compliance, including for reimbursements and third-party partnerships.
RECORDS REQUEST POLICY
The Public Records Policy provides a uniform method for processing requests in compliance with Florida’s Public Records Act (Chapter 119). This policy ensures timely access to public records, safeguarding both transparency and compliance with state laws. Records Requests Policy
Key points include:
Purpose: Ensure that all public records requests are managed efficiently and transparently.
Definitions: Clarifies terms like public records, records custodian, and JustFOIA (the web-based public records request application available through the City's website).
Policy: The City Clerk’s Office is the central point for all requests and will notify relevant City Commission members of any requests concerning them. Only existing records are provided; new records are not created for requests.
Procedures: Requests are logged into JustFOIA, and employees must promptly respond to records requests while maintaining confidentiality and redacting exempt information.
Fees: Duplication fees apply for labor exceeding 30 minutes, based on the lowest paid qualified employee in the department.
Subpoenas: Subpoenas for records go to the City Clerk’s Office, which coordinates responses and representation as needed in court.
TRAVEL POLICY
The City of Tamarac travel policy guidelines for employee travel business, ensuring reasonable and responsible use of public City-funded or work-time trave authorization, with overnight o state trips needing prior approva City Manager via a Pre-Approv Authorization (PTA) form. Tavel Po
Key Guidelines:
Approval and Documentation:
Overnight and out-of-state travel must be pre-approved by the City Manager. Local travel only requiring mileage or meal reimbursements does not need prior approval.
Arrangements and Payments:
Travel arrangements can be made through approved agencies or online platforms. Advance payments for meals, mileage, and certain other expenses are possible with proper documentation.
Reimbursements and Allowances:
Expenses like meals and mileage are reimbursed according to federal per diem rates. Procurement cards are used for lodging and other approved expenses.
Cost-Efficient Practices:
Employees are expected to select economical options for transportation, lodging, and meals.
Certain personal expenses, such as entertainment and alcohol, are nonreimbursable.
Exceptions to the policy require City Manager approval based on specific needs or circumstances.
MANAGEMENT & BUDGET SERVICES DIVISION
The Management and Budget Services division is responsible for administering the City’s budget development process and overseeing the six-year asset management program. This division’s key functions include preparing the City’s budget, forecasting two future years, and managing assessment programs for Fire Rescue, Solid Waste, Stormwater Management, and Nuisance Abatement.
A comprehensive understanding of the budget process, along with a review of past budgets and the current adopted budget, is essential to make informed financial decisions and provide effective oversight. Familiarity with these documents necessary to anticipate the City's financial needs, assess departmental funding requests, and ensure alignment with long-term fiscal strategies. This knowledge supports the efficient management of resources, helping guide the City’s fiscal operations to meet both immediate priorities and future objectives.
Budget
Documents
EMERGENCY MANAGEMENT
Section 2-444 of the city’s code outlines the authority and procedures for the City Manager to declare and manage states of emergency, ensuring swift action and public safety while maintaining clear limits on powers and processes for emergency response and termination.
Emergency Declaration & Authority Summary
Authority to Declare: The City Manager can declare emergencies, implement emergency and recovery plans, and delegate duties to public safety heads.
Chain of Command: If the City Manager is unavailable, a set order (Acting City Manager, Mayor, etc.) can declare emergencies.
Powers During Emergency: Includes funding relief, requesting aid, following higher authority orders, waiving procurement rules, managing emergency contracts, enforcing curfews, and regulating public safety measures.
Operations & Public Safety: Authority to manage resources, enforce rationing, restrict travel, and oversee public safety.
Commission Waivers: Emergency waivers for contracting, hiring, equipment, and funds use.
Termination: The emergency ends when conditions stabilize, with public notification.
Emergency Management City Code
BOARDS AND COMMITTEES
The City of Tamarac is supported by a range of specialized boards and committees, each dedicated to enhancing various aspects of city life. From guiding charter amendments to fostering diversity, advising on land development, and advocating for public art, these groups bring diverse expertise and perspectives to shape Tamarac’s future. Each board and committee serve a unique role, contributing to the city’s vision. Board and Committee Appointment Procedures
Charter Board:
Members consider and recommend Charter amendments to the Commission. In order to be considered, the board shall conduct a public hearing on the proposed Charter amendments; and such proposed Charter amendments shall be submitted in final form to the Commission in sufficient time for its review.
Diversity, Equity & Inclusion Board:
Members will make recommendations to the City Commission on diversity and equity strategies that strengthen connections among diverse community groups and with the city government and advise on initiatives that will promote appreciation, acceptance, and respect for cultural and ability differences The board will make recommendations to the City Commission on ways to work with public and private stakeholders in the city to increase understanding of the diverse groups that make up the city.
BOARDS AND COMMITTEES
Public Art Committee:
Members make recommendations to the City Commission on revisions to the public art guidelines, master plan, art, and artist selection. A member would have experience in the following disciplines: landscape architecture, urban planning, engineering, or related design disciplines; a professional artist; a citizen knowledgeable in the field of public art, education, or community affairs; and a representative from the development community.
BOARDS AND COMMITTEES
designed to encourage public awareness of the role of veterans in the history of the United States; and promote patriotism.
CITY OF TAMARAC GOVERNANACE MANAUAL