HomeMy WebLinkAbout2B, Council Liaison Expectations Roles and Responsibilities (2) ,-AI�EN-�HILLS
Request for Council Action 2B
Prepared By: Patrick Klaers, City Administrator Work Session Date: February 13, 2012
Council Liaison Expectations—Roles and Responsibilities
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Discussion Topic:
Role and Responsibility Expectations for Council Liaisons.
Supporting Documents:
1. Memorandum dated February 13,2012, from Patrick Klaers, City Administrator.
2. City Code Section 220 related to Appointed Bodies and the Commissions/Committees/etc.
Policy.
3. September 15, 2008,Work Session Minutes(pages 15-17).
4. December 6,2008, Goals Retreat Agenda.
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,-SREN�HILLS
MEMORANDUM
DATE: February 13, 2012
TO: Honorable Mayor and City Councilmemb rs
FROM: Patrick Klaers, City Administrator I
SUBJECT: Council Liaison Expectations—Roles & Responsibilities
Background
In July 2011, the City Council adopted the Goals Guiding Document for City staff. One of
the work goals that the Council assigned to me is to "establish guidelines for how Council
Liaisons interact with Commissions and Committees." The Council wanted to define the
roles and responsibilities of the Council Liaisons for the:
Planning Commission
Communications Committee
Parks, Trails, and Recreation Committee (PTRC)
Economic Development Commission(EDC)
Financial Planning and Analysis Committee (FPAC)
Karth Lake Improvement District
The action plan for this goal is to put this item on a Council work session agenda for City
Council discussion and feedback. After receiving some direction from the Council, a policy
will be drafted for Council consideration and adoption.
Every few years, most City Councils discuss the role and responsibilities of the Council
Liaison position. This is especially true after a turnover on the Council following an
election. This Liaison topic is not a new issue for the Arden Hills City Council. From a
review of recent agendas and minutes, this issue was last discussed at the September 15,
2008, work session and at the December 6, 2008, Council Retreat. The relevant pages from
the September 15, 2008, minutes are attached. Only the agenda from the December 6, 2008,
Council Retreat is attached as no minutes were taken for this meeting; however, some of the
current Councilmembers may recall this discussion.
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Additional background material that is attached for your review is City Code Section 220
related to Appointed Bodies (last updated on 3/12/07) and the Commissions/Committees/etc.
Policy as approved on 6/25/07, It is interesting to note, that in Section 220, the Mayor is to
appoint the Chair of each Commission/Committee.
Discussion
This issue has risen to the "goals" level based on some past Council concerns regarding the
Council Liaison leading the Commissions in setting their work plan and then leading the
discussion on certain items of the work plan. The concern I have heard is related to the
Council Liaison pursuing their own agenda and not necessarily the agenda of the Council
majority. These past concerns no longer seem to exist, but it is always good to discuss and
establish guidelines for the Liaisons with the understanding that the role and responsibilities
can easily change depending on the desires of the Council.
There are three basic responsibilities for Liaisons which are: (1) show up! - attend the
meetings; (2) participate...active or passive is the crux of the issue; and(3) report back to the
Council. The main item that needs to be reviewed by the Council is the type of participation
the Council wants for the Liaisons. Each of the Commissions has a different "personality"
and make-up and, therefore, each Commission wants something slightly different from its
Liaison. Furthermore, the role of the Liaison is somewhat different with each Commission
based on the purpose of the Commission, the needs of the Commission, and to a certain
degree the personality of the Liaison. Nonetheless, general guidelines for how all the
Liaisons should act are appropriate.
I have checked with the League of Minnesota Cities and they do not have any written
examples of guidelines for Liaisons. Each city is different and has their own way of
addressing the Liaison issue. There is no "one size fits all" approach for addressing the
Liaison role and responsibilities issue. In fact, the Council may want to establish some
overall Liaison guidelines and individual guidelines for specific Commissions. There is no
doubt that the Planning Commission (as required by state law) is different than the PTRC
and different than the Communications Committee, and so on. Certainly,the Liaison role on
the Karth Lake Improvement District is unique. Even if you consider the Planning
Commission and Karth Lake separately, the remaining four advisory
Commissions/Committees are still very different, especially when there are only four active
members on the EDC compared to nine on the PTRC.
Another approach the Council may want to consider for some of the Commissions and
Committees is to have the Council Liaison become a voting member of the advisory group.
This would pretty much clear up the role and responsibility of the Liaison. I think that Nick,
as the Liaison for the Communications Committee, is the closest thing that we have to a
Councilmember also being an active working, voting Committee member.
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No City Council wants their Commissions or Committees to become "Yes Men" in their
approach to conducting business, whereby the Council only gets recommendations that it
wants to hear and does not get the true opinions of the advisory group. The Council and the
Commissions/Committees always want to have similar expectations and philosophies on
such issues as land development, or spending, or activities or (fill in the blank). A good
time for the Council expectations to be laid out and discussed is at annual joint meetings
when the Committee/Commission work plans are reviewed.
The setting of the work plan should also get some discussion at this work session. For
example, the Council should discuss if the work plan is set by the Commission/Committee
and accepted by the Council or if the work plan is mainly set by the Council and then given
to the Commission/Committee. The Council does not want its Commissions/Committees
working on projects that the Council doesn't want to touch. Usually
Commissions/Committees want direction on what the City Council thinks is important work.
I am a big believer in ongoing communication between the Council and its
Commissions/Committees. In this regard, I believe that it is important to have the Liaison
report back to the Council on "what is going on at the Commission/Committee meetings."
This can be done monthly or quarterly but needs to be done at a regular meeting on cable
TV so that the citizens at home also have an easy opportunity to know what is happening at
City Hall. Also the City Council should regularly get the Commission/Committee meeting
minutes. Additionally, an annual joint meeting is always a good way to keep the lines of
communication open. Since I have been with the City, the Council has not met jointly with
the EDC, FPAC,the Communications Committee, or Karth Lake. The annual summer
Bar-B-Q is a good communication opportunity but I don't think it takes the place of the
Council discussing issues of mutual concern and saying "thank you" to the
Commissions/Committees at joint meetings.
Recommendations
I think that the Council should establish some general guidelines for Liaisons. I think that
the guidelines should lean more toward a passive role for the Liaison but also allow enough
flexibility so that if the Commission/Committee is lacking leadership or direction, that the
Liaison can become more engaged with the group. (The Council does not want staff filling
this void and taking on this leadership role.) I say that a more passive role is my
recommendation because I think that the City Council should offer overall direction to the
Commissions/Committees at annual meetings by way of approving the work plan. Finally, I
think that having the Liaison become a voting member of the EDC, FPAC, and the
Communications Committee is worth considering.
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,-ARZEN HILLS
BOARDS, COMMITTEES, COMMISSIONS AND
APPOINTED BODIES
220.01. General. The following regulations apply to all Boards, Committees,
Commissions, and Appointed Bodies of the City of Arden Hills.
Subdivision 1. Quorum. A majority of the members of any Board, Committee,
Commission and other Appointed Body appointed by the City Council shall constitute a
quorum for the transaction of the business coming before such Board, Committee,
Commission or Appointed Body.
Subdivision 2. Voting Required Each member of any Board, Committee,
Commission and other Appointed Body shall be required to vote on matters coming
before that body unless such member shall have a conflict of interest concerning the
matter to be considered.
Subdivision 3. Minimum Requirement for Action. Unless otherwise
specifically provided, a majority of the members of any Board, Committee, Commission
and other Appointed Body present and voting any meeting thereof, shall be required for
any action or decision of such Board, Committee, Commission or other Appointed Body.
Subdivision 4. Advisory Committee. Advisory Committees may be established
by the City Council as may be needed from time to time for the efficient operation and
administration of the affairs of the City. In the event such Advisory Committees are
established, the members thereof shall be appointed by the Mayor with the approval of
the City Council.
Subdivision 5. Compensation. All members of Boards, Committees,
Commissions and other appointed bodies shall serve without compensation.
Subdivision 6. Residency Requirements. Unless otherwise specifically
provided, each member of any Board, Committee, Commission or other appointed body
shall be a resident of the City during their term of service.
Subdivision 7. Length of Term. Unless otherwise specifically provided, each
Member of any Board, Committee, Commission or other appointed body shall serve for a
term of three (3) years.
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A. Number of Terms. Each Member may serve for no more than three (3)
consecutive three-year terms.
B. Staggered Terms. One-third of each Board, Committee, Commission or
other appointed body shall be appointed at the beginning of each fiscal
year.
Subdivision 8. Removal of Members. Any Member of a Board, Committee,
Commission or other appointed body may be removed by a majority vote of the entire
City Council.
Subdivision 9. Attendance at Meetings. A Member of a Board, Committee,
Commission or other appointed body who has unexcused absences from three (3)
consecutive meetings or a total of one-third of all meetings in a calendar year, shall
automatically be removed from office without City Council action. The City
Administrator shall notify the Member of his or her removal.
Subdivision 10. Officers. Unless otherwise specifically provided, the Mayor
shall annually appoint one (1) Member to serve as Chair of each Board, Committee,
Commission or other appointed body. The Chair shall be responsible for meeting
agendas, presiding at meetings, minutes of meetings, and reports and recommendations to
the City Council. Subcommittees of the Board, Committee, Commission or other
appointed body may be formed, from time to time, based upon the needs of the City. The
Board, Committee, Commission or other appointed body may appoint a Member to serve
as Vice-Chair.
Subdivision 11. Meetings and Reports. The Board, Committee, Commission or
other appointed body shall hold meetings at regularly scheduled times or more frequently
as needed. Meetings shall be open to the public and proper notice of the meeting shall be
given as set forth in the City Codes. Boards, Committees, Commissions and other
appointed bodies shall keep minutes which shall be forwarded to the City Council.
Subdivision 12. Administrative Staff Liaison. Unless otherwise specifically
provided, the City Administrator shall assign an official staff liaison to each Board,
Committee, Commission, or other appointed body. The Staff Liaison shall be responsible
for the keeping of minutes and reports.
Subdivision 13. Vacancies. In the event of death, resignation removal, or
ineligibility of a Member of a Board, Committee, Commission, or other appointed body,
the Mayor shall declare a vacancy in the position and shall appoint a person to fill the
vacancy as soon as conveniently possible for the remainder of the term subject to
approval by a majority vote of the entire City Council.
Subdivision 14. Council Liaison. The Mayor shall appoint a council member to
serve as a liaison to each Board, Committee, Commission or other Appointed Body.
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Section 220.02. Economic Development Authority.
Subdivision 1. Authorization Pursuant to Resolution 96-8, the City has created
an Economic Development Authority to be known as the "Economic Development
Authority of the City of Arden Hills" ("EDA"). The EDA has all of the powers, rights,
duties, and obligations set forth in Minnesota Statutes §469.090 through §469.1081, as
amended, from time to time.
Subdivision 2. Governing Board. The EDA shall be governed by a Board of
five (5) Commissioners who shall be Members of the City Council.
Section 220.03. Planning Commission.
Subdivision 1. Composition At the first Council Meeting of the calendar year,
the Mayor shall appoint a Planning Commission consisting of seven (7) members and one
(1) alternative member subject to approval by a majority vote of the entire Council.
Subdivision 2. Powers and Duties. The Planning Commission shall fulfill the
function of the City's Planning Agency and its Board of Adjustments and Appeals. It
shall exercise the duties conferred on it by the City Council and shall have the powers
prescribed for such agency and Board pursuant to Minnesota Statutes §462.351 through
§462.364, as may be amended from time b time, including but not limited to the
following:
A. The Planning Commission shall prepare the City's Comprehensive
Municipal Plan, periodically review the Comprehensive Municipal Plan,
and make recommendations to the City Council regarding the adoption or
amendment of the Comprehensive Plan.
B. The Planning Commission shall review the proposed acquisitions and
disposal of real property and proposed public improvements to real
property and shall advise the City Council in writing whether such
acquisitions, disposals, or improvements are in compliance with the City's
Comprehensive Municipal Plan. Failure of the Planning Commission to
report on the proposal within forty-five (45) days after referral by the City
Council or within such other reasonable period as may be designated by
the City Council shall be deemed to have satisfied this review
requirement. The City Council may, by resolution adopted by an
affirmative vote of four (4) Council Members, dispense with this review
requirement if in its judgment the City Council determines that such
proposal has no relationship to the City's Comprehensive Municipal Plan.
C. The Planning Commission shall hear appeals and make recommendations
to the City Council where it is alleged that there is an error in any order,
requirement, decision or determination made by an Administrative Officer
in the enforcement of the City's official controls.
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D. The Planning Commission shall hear requests for variances and make
recommendations to the City Council.
Subdivision 3. Rules of Procedure. The Planning Commission shall prescribe
its own rules of procedure to the extent permissible under statute and to the extent that
such rules are consistent with the City's Code.
Subdivision 4. Records. The Planning Commission shall provide a written
record of its proceedings, including the minutes of its meetings, findings and the actions
taken by that Planning Commission on each matter referred to it or heard by it including
the final recommendation.
Subdivision 5. Hearings. Hearings shall be held by the Planning Commission in
all matters where public hearings are required by State law or this Code and as otherwise
directed by the City Council. A hearing may be afforded to any interested party on any
matter where the Planning Commission deems it appropriate.
Subdivision 6. Reports. The Planning Commission shall submit reports directly
to the City Council. The reports shall contain the findings, conclusions and
recommendations of the Planning Commission as to the action to be taken by City
Council.
Subdivision 7. Voting Rights of the Alternate Member. In the event that any
of the regular members are not able to attend a properly noticed meeting of the Planning
Commission, the alternate member may enjoy the full voting and any other privileges of
a regular member during the meeting.
Section 220.04. Economic Development Commission.
Subdivision 1. Establishment of Commission. An Economic Development
Commission is hereby established to facilitate positive interaction with the business
community and advise the City Council and the Economic Development Authority on
economic development, redevelopment and related community development issues.
Subdivision 2. Composition The Economic Development Commission shall
consist of nine (9) members appointed by the City Council. The membership may be
open to any resident or non-resident affiliated with an Arden Hills business who is
interested in the business climate and economic development direction of the City. There
shall be at least four(4) Arden Hills residents represented on the Commission.
Subdivision 3. Duties and Functions The duties and functions of the
Commission shall be included in the Annual Resolution appointing new members and
may be changed by Council Resolution, from time to time, based upon the needs of the
City.
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Section 220.05. Parks, Trails and Recreation Committee.
Subdivision 1. Establishment of Committee. The Parks, Trails and Recreation
Committee is hereby established to review and evaluate the City's Parks, Trails and
Recreation Programs.
Subdivision 2. Composition. The Parks, Trails and Recreation Committee shall
consist of eight (8) members appointed by the City Council. Membership shall be open
to any Arden Hills resident that is interested in the City's Parks, Trails and Recreation
Programs. Geographical balance may be used as criteria for selecting new members.
Subdivision 3. Duties and Functions. The duties and functions of the
Committee shall be included in the Annual Resolution appointing new members and may
be changed by Council Resolution, from time to time, based on the needs of the City.
Section 220.06. Communications Committee.
Subdivision 1. Establishment of Committee. A Communications Committee is
hereby established to facilitate positive interaction with the community, inform the
community of news events that are occurring within the City of Arden Hills, and advise
the City Council on community communication related issues.
Subdivision 2. Composition. The Communications Committee shall consist of
at least five (5) members appointed by the City Council. Membership may be open to
any resident or non-resident that has a special interest in writing for the City's newsletter.
There shall be at least four (4)Arden Hills residents represented on the Committee.
Subdivision 3. Duties and Functions. The duties and functions of the
Committee shall be included in the Annual Resolution appointing new members and may
be changed by City Council Resolution, from time to time, based upon the needs of the
City.
Section 220.07. Financial Planning and Analysis Committee.
Subdivision 1. Establishment of Committee. A Financial Planning and
Analysis Committee is hereby established to facilitate longer term financial planning on
behalf of the City Council and the City and any related issues.
Subdivision 2. Composition The Financial Planning and Analysis Committee
shall consist of at least five (5) members appointed by the City Council. Membership
may be open to any resident or non-resident who is financial planning and analysis
expertise. At all times, a majority of the Committee membership shall be current
residents of Arden Hills.
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Subdivision 3. Duties and Functions. The duties and functions of the
Committee shall be included in the Annual Resolution appointing new members and may
be changed by Council Resolution, from time to time, based upon the needs of the City.
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,ARP EN MLLS
CITY OF ARDEN HILLS
CITY COMMISSION,COMMITTEES,AND TASK FORCES:
RECRUITMENT, APPOINTMENT,AND TERM LIMIT POLICY '.
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EXISTING COMMISSIONS,COMMITTEES,AND TASK FORCES
Planning Commission(City Ordinance#385, State Statute)
Parks,Trails,and Recreation Committee(City Ordinance 4385)
Communications Committee(City Ordinance 085)
Economic Development Commission(City Ordinance#349)
Karth Lake Improvement District Board(City Resolution#03-60)
EDA(City Resolution#96-08,State Statute)
- Mayor and City Council make up the membership of the EDA
Financial Planning and Advisory Committee(City Ordinance 1685)
APPOINTMENT PROCESS FOR COMMISSION,COMMITTEES,AND TASK
FORCES:
• Once a resignation is received by City staff,members of the City Council shall
make a motion at the next regularly scheduled City Council meeting to accept the
committee or commission member's resignation. A letter will be sent from the
Mayor thanking the resigning committee or commission members for
volunteering their services to the City.
• The Assistant City Administrator shall coordinate the recruitment process for
vacant committee and commission openings.
• City staff may utilize the following resources to advertise vacant committee or .
commission openings: local newspaper,City newsletter,City of Arden Hills
website, local access cable channel,and at City Hall_
• Those interested in serving on a committee or commission shall fill out a City
application form. Application materials are available at City Hall or on the City's
website at www.ci.arden-hills.mn.us.
• For vacancies on the Planning Commission and Economic Development
Commission,the staff liaison to the committee or commission will review the
application materials received by the City_ Application materials from the
candidates will be forwarded to the Mayor and Council liaison for their comments
and review. Interviews shall be conducted by the Mayor,Council liaison,
Commission chair,and staff liaison for vacancies on the Planning Commission
and Economic Development Commission. If necessary, individual phone
interviews may be conducted by the interview panel to review the candidate pool
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for a vacancy on the Planning Commission and Economic Development j
Commission.
• For the other standing committees, the Council liaison,committee chair,and staff
liaison will review the candidate's application materials_ Formal interviews are
not required,but encouraged when appointing individuals to a particular
committee or commission. For a broad-based committee,there should be
emphasis on having representation of a variety of skills,aptitudes,geographic
locations,etc. The Council liaison and staff liaison will then make an a
appointment recommendation back to the Mayor and City Council for
consideration at a future City Council meeting.
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GUIDELINES FOR COMMITTEE AND COMMISSION MEMBER TERM
LIMITS-
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1. Newly appointed members of a board,committee, commission, or other appointed
body shall serve for a term of three(3)years.
2. Each Member may serve for no more than nine (9) consecutive years on a
particular committee or commission.
3. Existing committee or commission members that were appointed to their current
position prior to March 12, 2007, by the Arden Hills City Council will be
assigned a one year, two year, or three year term. Individuals with the least
amount of seniority on the committee or commission will be given the
opportunity to select first whether they wish to accept a one, two, or three year
term. The selection process will continue until the most senior member (based
upon years. of service) of the committee or commission has been given an
opportunity to select their term limit.
4. The Mayor (pending City Council approval) shall annually appoint one (1)
member to serve as chair of each committee or commission_
5. If a committee or commission member resigns before completing his/her term, the
individual that is assigned by the City Council to that particular committee or
commission will be asked to complete the remainder of the original committee or
commission member's term.
GUIDELINES FOR APPOINTING COMMITTEE AND COMMISSION
MEMBERS-
1. Offer Arden Hills residents the opportunity to participate on a City committee
and/or commission.
2. Offer current committee or commission members an opportunity to request
reappointment to the group that they are currently serving on for an additional
term. if a committee or commission member's tern is scheduled to expire on
December 31st,the committee or commission must inform the Council and staff
liaison by October lst of their intention to seek an additional term.
3. Advertise all vacancies for committees and commissions. (This ad should include
a brief description of the committee,time and days of meetings,how often
meetings are held,the number of vacancies,and any special requirements)-
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4. If there are existing applications on file, the Council liaison, Y
committee%ommission chair,and staff liaison will meet to determine whether
additional recruitment is necessary for filling a new vacancy-
5- To encourage wider public participation on committees and commissions,
members will not be allowed to serve more than nine(9)consecutive years on a
particular committee or commission. Members who have completed their terms
are eligible to apply for appointment to a vacancy on another Committee or a task
force.
6- City residency is required unless exempted by State Statutes or City Ordinance.
7. The Assistant City Administrator shall keep all application materials received
during the calendar year. If a vacancy occurs during the calendar year,previous
applicants will be considered for the vacant position. The Council reserves the
right to appoint any qualified candidates even though they did not apply as a
result of an advertisement.
8. All applications received will be acknowledged with a letter to the applicant
outlining the expected time frame for appointing a new member(s) to a committee
or commission. The acknowledgement letter will be signed by the Assistant City
Administrator and the staff liaison_
9. Following an appointment by the City Council to a committee or commission, all
candidates will receive a letter from the City informing them of their status.
10. There is no implied guarantee of appointment or reappointment to any committee,
commission,or task force. The sole responsibility for appointment to any City
committee lies with the Mayor as the recommending authority and the City
Council as the confirming authority.
GUIDELINES FOR APPOINTING TASK FORCE MEMBERS-
1. Offer Arden Hills residents the opportunity to participate on a City task force.
2. A timeline for the task force to complete their City Council directive will be
provided.
3. City staff shall advertise all task force opportunities. The ad shall include a brief
description of the task force, time and days of meetings, how often meetings are
held,the number of vacancies,and any special requirements. City staff may
utilize the following resources to advertise the task force openings: local
newspaper,City newsletter,City of Arden Hills website, local access cable '
channel,and at City Hall.
4. City residency is required unless exempted by the City.
5. The Assistant City Administrator shall keep all application materials received
during the calendar year. If a vacancy occurs during the calendar year,previous
applicants will be considered for the vacant task force position.
6. Formal interviews are not required,but encouraged when there are multiple
candidates for the same position. For a broad-based task force, there should be
emphasis on having representation of a variety of skills, aptitudes,geographic t
locations,etc.
7. The Council reserves the right to appoint any qualified candidates even though
they did not apply as a result of an advertisement.
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$_ There is no implied guarantee of appointment to a task force.The sole
responsibility for appointment to any City task force lies with the Mayor as the .
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recommending authority and the City Council as the confirming authority.
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Approved by the City Council the 25th Day of June,2007_
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Stanley D_ Harpstead,Mayor Date
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Michelle A.Wolfe,City Administrator Date
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ARDEN HILLS CITY COUNCIL WORK SESSION-SEPTEMBER 15, 2008 15
Councilmember McClung indicated the Mayor could also write an article for the
newsletter regarding citizen involvement,
Mayor Harpstead stated if the "Celebrate Arden Hills" event were to become a
more regular celebration a framework could be developed for a committee to set a
desired outcome.
Parrs and Recreation Manager Olson indicated if you look at how other events
are planned for neighboring communities, they are run by volunteer committees but
not entirely. She felt the PTRC could contribute to the planning of the event but
would need further direction from Council and staff.
Mayor Harpstead indicated if the City's name is on the event, and there is risk of
it not being planned well, the Council or staff will have to be involved along with
the volunteer committee.
Parks and Recreation Manager Olson explained staff would have to prioritize
the planning of City-wide events. She indicated staff needs assistance with the
prioritization from Council as to which events are in and which are not feasible.
Mayor Harpstead stated this would be a good point for the liaison to step in and
provide a viewpoint from the Council to support staff.
✓ Councilmember Holden then questioned what the role of the Councilmember
liaison should be in working with the committees.
Mayor Harpstead stated at this time a liaison does not have voting rights, but
should participate fully and advocate in the committee.
Councilmember Holden indicated she still struggles with the fact that her
involvement as a liaison feels like she is "swaying" the committee to her point of
view and that then the committee members do not work on their own ideas.
Mayor Harpstead stated he feels this discussion has not derived any solutions at
this point.
City Administrator Moorse explained input could be gathered from the volunteer
committees as to what they would like their goals to be for the next year, which
should be passed along to Council to ensure they fit in with Council's plans. He
ARDEN HILLS CITY COUNCIL WORK SESSION-SEPTEMBER 15, 2008 16
indicated feedback could then be passed along to the committees as to whether the
goals match or do not match the Council's priorities.
City Administrator Moorse suggested the committees begin thinking through
their goals so that feedback could be provided to the Council by year end.
Mayor Harpstead indicated that was the whole purpose of this discussion and that
the Council does want to find a middle ground and set goals with the committee
members so that all parties are working together for the greater good of the
community.
Parks and Recreation Manager Olson asked if it would be workable to have one
PTRC meeting jointly with the Council on a regular PTRC night. She stated this
would not add an additional work session but would allow the Council to take part
in the PTRC meeting and provide comments and feedback. The Council agreed to
this suggestion.
Councilmember Holden asked if the committee member's behavior could be
addressed. She stated Councilmember Holmes was treated very unfairly by her
committee which was completely inappropriate.
Mayor Harpstead indicated he had created a committee member expectation
summary. He reviewed the points with Council.
Parks and Recreation Manager Olson suggested this form be read and signed by
the committee members before volunteering.
Further discussion ensued regarding the appropriate staff and Council behavior at
committee meetings.
Councilmember Holden indicated she would still like further comment on the role
of the Council liaison.
Mayor Harpstead explained he felt it was appropriate to be fully involved in the
committee. He stated he was elected as a leader and that as a liaison he could
provide that leadership.
Councilmember Holmes stated it would be an important factor to have the liaison
working towards achieving the established goals.
ARDEN HILLS CITY COUNCIL WORK SESSION-SEPTEMBER 15, 2008 17
City Administrator Moorse suggested full participation could be fine by the
Council liaison but that the liaison would need to remind the committee to provide
their diverse input and ideas.
Councilmember McClung indicated he feels his role as a liaison is somewhat
middle of the road. He does not feel constrained to contribute an opinion but he
also tries to be careful not to lead the direction of the group.
Councilmember Holmes indicated the dynamics of each committee varies, which
allows each liaison to interject differently. She stated she has been on numerous
committees over the years and that she feels the role of the liaison should be
minimal.
Councilmember Holden indicated concern for the strong leadership style
presented by the Mayor on committees and that he may be swaying the group.
Mayor Harpstead asked if he should remove himself from committee liaison
work.
Councilmember Holmes suggested instead that the Mayor take a less active role
in the committee.
Mayor Harpstead stated this was just not who he was and not how he was able to
lead.
Councilmember Holmes asked when the liaisons were going to be appointed for
2009.
Mayor Harpstead suggested this be discussed at the December goal setting work
session meeting.
D. Organizational Structure
City Administrator Moorse presented the City Council with an overview of the
organizational structure for Arden Hills. He provided some background
information along with a conceptual chart that goes along with the memo.
City Administrator Moorse explained what department directors were responsible
for and their key priorities. He stated there were three directors at this time one for
finance, public works and community development.
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Mayor:
Stan Harpstead j Address:
1245 West Highway 96
Couacilmembers: 1 Arden Hills MN 55112
David Grant EN.IRLLS
Brenda Holden Phone: 3
Fran Holmes
Agenda 651.792.7$00
Dave McClung
December 6 2008 wen.0
' www.ci.arden-hills.mn.us
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City Council Goal Setting Retreat — 8:00 a.m. k
at the Hampton Inn at Lexington and I694
City Vision
A strong community that values our unique environment,our fiscal soundness, n
and our tradition as a desirable ci in which to live,work and play. j
CALL TO ORDER
1. APPROVAL OF AGENDA
2. INTRODUCTION
3. KEY ACCOMPLISHMENTS IN 2008
4. GOAL SETTING FOR 2009
A. Decide on 3-5 goals for 2009
B. Identify the first 2-3 action steps for each
goal
5. VOLUNTEER COMMISSION/COMMITTEES
A. Review commission/committee goals in
light of the Council's goals,and decide on
commission/committee goals for 2009
B. Discuss the role(s)of the
commis sion/committees
s
C. Discuss the role of the
comrnission/committee liaison
6. OTHER ISSUES IDENTIFIED THROUGH
THE FACILITATOR'S SURVEY OF
COUNCIL MEMBERS.
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7. FIRE BOARD BUDGET ISSUE
8. COUNCIL COMMENTS
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ADJOURN TO LUNCH AND EXECUTIVE SESSION
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