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HomeMy WebLinkAbout2F, Roles and Responsibilities of Council Liaisons ,— IZEN HILLS Request for Council Action 2F Prepared By: Patrick Klaers, City Administrator Council Meeting Date: August 20, 2012 Roles and Responsibilities of Council Liaisons Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Informational only. No action required. Supportiniz Documents: 1. Memorandum dated August 20, 2012, from Patrick Klaers,City Administrator 2. Goal Worksheet-Status Report 3. Minutes from February 13,2012 City Council Work Session 4. City Council Liaison Roles and Responsibilities Attachment A : Memo dated August 20, 2012, From Patrick Klaers, City Administrator August 20, 2012—City Council Work Session City of Arden Hills EN HILLS lt ,ARQEN HILLS MEMORANDUM DATE: August 20,2012 TO: Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator SUBJECT: Council Liaison Policy Background/Discussion Last year when the Council approved the Goals Guiding Plan, I was assigned the goal to develop a City Council Liaison Policy for the Council to review and consider. This was identified as a 2012 medium priority goal. Attached is the Administration goals page as updated for the July 30, 2012 Council work session. The Council had a February 13, 2012, work session discussion on guidelines for the City Council Liaison Policy. At that meeting, it was decided that the guidelines or policy would apply to six Committees (or Commissions or Boards). These six are: Economic Development Commission Planning Commission Parks, Trails, and Recreation Committee Communications Committee Financial Planning and Analysis Committee Karth Lake Improvement District Board of Directors Also at the February 13th meeting, I was requested to outline the roles and responsibilities for each liaison position and to present the draft material to the City Council for discussion and feedback. Attached are the minutes from the February 13th work session. In reviewing the liaison situation, I decided it was best to have six separate policies —one for each committee versus trying to have one policy that applies to all the various liaison positions. Within each policy I have attempted to have identical or nearly identical language for the more standard or typical responsibilities so that there is some continuity between policies. Attached are the draft policies for the six Council liaison positions. The most unique part of each policy is the Commission Summary section. This section comes from City Ordinance 385 (an Ordinance related to Boards, Committees, Commissions and Appointed Bodies - adopted on 3/12/07), from material on the City website, and from articles in the City newsletter. The section of the draft policies on "Selection of Commissioners" comes mainly from the City Commission, Committee, and Task Force: Recruitment, Appointment, and Term Limit Policy as adopted by the City Council on June 25, 2007. I expect that the Council discussion with these Liaison Policies will concentrate on the section dealing with "Participation." What the Council decides for participation will impact both how the liaison acts and how the Committee interacts with the liaison. The City Council can have the liaison be very involved in the Committee discussions (and work activities in the case of the Communications Committee) or can have the liaison function more as an observer that simply responds to questions and makes reports back to the Council. I think that the participation section is the essential element in all of the policies. The staff liaisons have reviewed and offered feedback on the draft policies. The Committees have not seen the draft policies. Attachment B : Goal Worksheet-Status Report August 20, 2012—City Council Work Session City of Arden Hills EN HILLS a r 3 N p N(m pL o N N n m n> N r N E w a'W OO E� ' c'y°,a O o❑8i a E N O N N O N i a M 0 N N a,8�f E i O 0 N N a,Bsf 2 E i N 0 N Na,Bsa S i 0 N N Na,>8f S i M 0 N N N a,B>s x i 0 M N N a,�sf M 0 N N N�Bsf S i 0 M N N N N a B>f S i a L V 1N N E m O y c C m o a a U E N N Q N S U N N Q N o ao v S f 0 N N Q N�f S 0 N N Q N`o�S s 2 m0+N N Q N`o�f 2-0+ a c n m O o a N N Q N�2° N N Q N s�0 E m x p p°N E�n C❑ 0 N N Q r N�° a li m pm�❑a o Q N N Q O N Q N N Q O N E a ❑A N N Q f r O N S°�—`ti°w o u 1 o U o$N N Q f r O N°_«U.Lm N 3m O- .=r!ou°;!�❑ U a E U o E U U OE: El ❑ ❑ ❑ ❑ DOE B o2 I ¢ a a a a ¢ a a ¢ N Q�tO N°_h U o N Q M O¢ E 2 Sf J3 3E x x E C2 t2 2 tN Q O N 2 O O O O O O O O O O O O O O O 0000ao aQOOO 0 C a a0000 a a aaa £ N 0 0 0 0 0 0 0 0 0 0 O N N N 0 o E E E E E E E E E E E E E E E E E E E E E qqq El 1:1 El Ens Cl a , El 0 11 1-1 o M ' C E U J — 0 LE E Y U-C.w 0 o o ui o o a `o m o U G c o ° m g=d rn rn w�_mm co y m y m v a�y"3 10=O- m n mC m 2 2 E O y E U O O x m ... H d o E ma d U E d 0 ° o a E w o p Um- U E 0 E o :°w U'tN c-c- w._'. U O O E o O p p , 16 3: g m E w° U E m E if t. a d a E E- o ° m° o m o ° E c o a o E m U a c_ a _ m o a E m Q � v n U o O ° c O O m � � c T$ i E U o o c o o m E - ; °�c o 0 o m O� o'.2 oa ° °C O 0 E p _ o m m`o Wt o> m O >m y> F E N ---- 3 4- m M U v_� 0 ° ° c i ° ' u o o a'=O ° a E- m U E y o o o o a u m m L m E c s� o m aUa i _m _.« iC 00 0 0 0 o wY °U � OOOU > co.md m m U U U U E N d d > W O G c p m o W U ao ¢ K a �0UU U > U J U c N�a o o m 0 p f Q �o �o so <°�p n r r ro m ao w m m m rn rn rn Attachment C 0 Minutes from February 13, 2012, City Council Work Session August 20, 2012—City Council Work Session City of Arden Hills d EN HILLS ARDEN HILLS JOINT COUNCIL WORK SESSION—FEBRUARY 13,2012 6 Councilmember Holmes commented that she supports these types of programs. She also stated that she visited the property proposed for this program and found it to be very isolated. However, she suggested that the surrounding neighbors be made aware of this proposal, that the police be consulted, and that someone should see if the YMCA is interested in having the program participants as members. She pointed out that the proposed site has been vacant for two years. Councilmember Tamble stated that this might be considered an undesirable use for.the property, but the program does serve a need. He commented that he would like to see the current facility in Minneapolis and see how it operates as a part of determining whether or not this is an appropriate use for Arden Hills. Mr. Anderson reported that the total investment at this site will be $14 million. This project will also result in property enhancement and employment opportunities for the City. Mayor Grant stated he is not typically supportive of changing the City's zoning code. The property is zoned I-flex for a reason and he does not want to rezone pieces of the site. He stated he does not believe the proposed use is a good fit. City Planner Beekman commented that a 3/5 vote of the Council is required to approve a zoning code amendment. City Administrator Klaers asked if there is any 4/5 vote "on the horizon" for this type of amendment. City Planner Beekman responded that she would have to check with the Metropolitan Council to see if this would require a Comprehensive Plan amendment which would require a 4/5 vote. B. Council Liaison Expectations—Roles and Responsibilities Mayor Grant explained that the very nature of liaison appointments results in the roles changing; some Council members are active in their assignments and in some cases the City does not want Council members to be active. City Administrator Klaers explained that this topic was assigned to him by the Council as a part of the goal-setting process. Also, the new Councilmembers have asked about what their role should be as liaisons to various committees. He explained that there is not a set of guidelines for liaisons. He also stated that Councilmember Holden brought this topic up for Council discussion three or four years ago. Councilmember Holden commented that it is very important that Council liaisons regularly attend the committee meetings to ensure ongoing communication. Also, it is the responsibility of the liaisons to represent the Council,not their own agenda. Mayor Grant stated that staff liaisons should consult with the Council before presenting a proposal to a committee. ARDEN HILLS JOINT COUNCIL WORK SESSION—FEBRUARY 13, 2012 7 Councilmember Tamble stated that the document "Boards, Committees, Commissions and Appointed Bodies" is a good starting point for developing specific liaison information. He suggested that the City create a one page guideline with basic information and the mission for each committee and have that information posted on the City's website. He also suggested that these guidelines be shared with each committee member as well as with the Council liaisons so they have a full understanding of expectations. Councilmember Holden commented that there is currently a policy that a committee member can be removed if they miss more than three meetings. She stated this policy needs to be clarified as there are committee members who regularly contribute to the committee but cannot attend the meetings. She added that the document Councilmember Tamble referred to addresses the committees but not the liaisons. Mayor Grant suggested that staff be asked to create a guideline/mission list for each committee for all six City committees. This information would then be used as a baseline to discuss the liaison roles and responsibilities for each committee. Councilmember Tamble stated that he thinks the committee chairs should be involved in the creation of the guidelines/mission for their committee. Mayor Grant responded that it is his intention that the guidelines outlined by staff include the responsibilities of the liaisons and that the guidelines be presented to Council for review. Councilmember Tamble questioned the voting requirements for each committee. City Administrator Klaers stated that currently none of the liaisons is considered a voting member. City Administrator Klaers commented that the Council should be consulted regarding committee activities and whether or not they endorse the activity. Mayor Grant asked that staff identify guidelines for each committee, including liaison duties and committee spending (if appropriate). When completed, the draft guidelines should be distributed and then Councilmembers can provide input to the City Administrator regarding liaison roles. These guidelines would then be brought back before the Council at a work session. City Administrator Klaers clarified that this would be for the six City committees. He added that the three basic responsibilities of a liaison are to show up, participate, and report to the Council. He further stated that he would like to see the liaison reports at Council meetings on camera so the residents are aware of the committee activities and their relationship to the Council. 3. COUNCIL COMMENTS & STAFF UPDATES None Attachment D : City Council Liaison Roles and Responsibilities August 20, 2012—City Council Work Session City of Arden Hills `. EN HILLS City Council Liaison Roles and Responsibilities (Economic Development Commission) Commission Summary The Economic Development Commission (EDC) is established per City Code, Section 220.04. The purpose of the EDC is 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. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the EDC meetings as possible. If the liaison cannot attend a meeting, they can ask another Councilmember to attend on their behalf. Training: The liaison should take advantage of training and educational opportunities as they arise. Potential training and educational opportunities are available through the Economic Development Association of Minnesota (EDAM), Saint Paul Area Chamber of Commerce, and the Twin Cities North Chamber of Commerce. The EDC liaison is also encouraged to represent the City at the Arden Hills — Shoreview Rotary Club. Staff will notify the EDC liaison of training and educational opportunities as they become available. Participation at Meetings: The liaison should take an active role in the EDC discussions. The liaison can offer comments on the EDC discussion topics based on both the position of the City Council (if known) and based on their individual position. When the liaison offers their individual opinions, they should be identified as such. The liaison is not a voting member of the EDC. Selection of Commissioners: For vacancies on the EDC, the staff liaison to the 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 EDC. If necessary, individual phone interviews may be conducted by the interview panel to review the candidate pool. The interview committee will make an appointment recommendation to the City Council. Work Plan: The EDC liaison will communicate the City Council's economic development goals to the EDC. The EDC liaison will work with the EDC to develop an annual work plan that is consistent with the City Council's economic development goals. The EDC and the City Council or the EDA should annually hold a joint meeting to discuss the status of the EDC work plan. The City Council or the EDA should annually approve the EDC work plan. Communications: The liaison should make frequent updates to the City Council at the regular City Council meeting on EDC activities. These updates allow the City Council an opportunity to provide feedback on EDC work activities. City Council Liaison Roles and Responsibilities (Planning Commission) Commission Summary The Planning Commission (PC) is established per City Code, Section 220.03. The PC has the powers pursuant to MN Statutes 462.351 through 462.264. The PC fulfills the function of the City's Planning Agency and its Board of Adjustments and Appeals. The PC conducts public hearings and makes recommendations to the City Council on proposed developments, public improvements, and variances in the City by applying the City's land use, zoning and municipals ordinances and Comprehensive Plan. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the PC meetings as possible. If the liaison cannot attend a meeting, they can ask another Councilmember to attend on their behalf. Trainin : The liaison should take advantage of training and educational opportunities as they arise. Potential training and educational opportunities are available through the League of MN Cities and Government Training Services. Staff will notify the PC liaison of training and educational opportunities as they become available. Participation at Meetings: The liaison is to assume a passive role at the PC meetings. The liaison should observe the PC discussions and participate in the discussions only when requested by the Chair of the PC. All comments made by the liaison at the PC meetings should represent the majority point of view of the City Council. During PC work sessions, the Council liaison should participate in the discussions, but the liaison needs to be clear as to if the comments offered represent the liaison's opinion or the Council majority position (if known). The liaison is not a voting member to the PC. Selection of Commissioner: For vacancies on the PC, the staff liaison to the 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 PC. If necessary, individual phone interviews may be conducted by the interview panel to review the candidate pool. The interview committee will make an appointment recommendation to the City Council. Work Plan: The PC and the City Council should annually hold a joint meeting to discuss the status of the PC work plan. The City Council should annually approve the PC work plan. Communications: The liaison should make frequent updates to the City Council at the regular City Council meetings on PC activities. These updates allow the City Council an opportunity to provide feedback on PC work activities. City Council Liaison Roles and Responsibilities (Parks, Trails, and Recreation Committee) Committee Summary The Parks, Trails, and Recreation Committee (PTRC) is established per City Code, Section 220.05. The purpose of the PTRC is to review and evaluate the City's parks, trails, and recreation facilities and programs. The PTRC considers and makes recommendations to the City Council on cost-effective approaches to maintain, expand and improve these facilities and programs to meet the parks, trails, and recreational needs of the City's residents. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the PTRC meetings as possible. If the liaison cannot attend a meeting, they can ask another Councilmember to attend on their behalf. Training: The liaison should take advantage of training and educational opportunities as they arise. Staff will notify the PTRC liaison of training and educational opportunities as they become available. Participation at Meetings: The liaison should refrain from taking an active role or a leadership role in the PTRC discussions and should generally assume a passive role at the PTRC meetings. The liaison should feel free to respond to PTRC questions; however, the liaison must be clear when responding as to if the comments are from their individual point of view or if the comments reflect the majority position of the City Council (if known). The liaison is not a voting member of the PTRC. Selection of Committee Members: For vacancies on the PTRC, the Council liaison, Committee Chair, and staff liaison will review the candidate's application material. Formal interviews are not required, but are encouraged. The Council liaison and the staff liaison will then make an appointment recommendation to the Mayor. Work Plan: The PTRC and the City Council should annually hold a joint meeting to discuss the status of the PTRC work plan. The City Council should annually approve the PTRC work plan. Communications: The liaison should make frequent updates to the City Council at the regular City Council meetings on PTRC activities. These updates allow the City Council an opportunity to provide feedback on PTRC work activities. City Council Liaison Roles and Responsibilities (Communications Committee) Committee Summary The Communications Committee (CC) is established per City Code, Section 220.06. The purpose of the CC is to facilitate positive interaction with the community, inform the community of news events that are occurring within the City, and to advise the City Council on community communication related issues. The main responsibility of the CC is to plan, write, and edit the monthly newsletter—Arden Hills Notes. The CC also provides recommendations on the administration of the City's website. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the CC meetings as possible. Training: The liaison should take advantage of training and educational opportunities as they arise. Staff will notify the CC liaison of training and educational opportunities as they become available. Participation at Meetings: The liaison is not a voting member of the CC. They are, nonetheless, expected to act and participate like an active member of the CC. In this regard, the liaison is expected to plan, write, and edit articles for the City newsletter. The liaison should participate in all CC discussions and should feel free to offer both their personal opinion on issues as well as the opinion of the City Council majority (if known). When the liaison offers their individual opinions on issues, they should be identified as such. Selection of Committee Members: For vacancies on the CC, the Council liaison, Committee Chair, and staff liaison will review the candidate's application material. Formal interviews are not required, but are encouraged. The Council liaison and the staff liaison will then make an appointment recommendation to the Mayor. Work Plan: An annual work plan is typically not necessary for the CC; however, an annual joint meeting with the City Council to discuss current events and issues is encouraged. Communications: The liaison should make periodic updates to the City Council on CC activities and issues. City Council Liaison Roles and Responsibilities (Financial Planning & Analysis Committee) Committee Summary The Financial Planning and Analysis Committee (FPAC) is established per City Code, Section 220.07. The purpose of the FPAC is to work on long-range financial planning, policies and modeling, and to offer recommendation to the City Council as appropriate. Additionally, at the request of the City Council, FPAC evaluates proposals submitted to the City for fiscal soundness from a long-term impact perspective. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the FPAC meetings as possible. If the liaison cannot attend a meeting, they can ask another Councilmember to attend on their behalf. Trainin : The liaison should take advantage of training and educational opportunities as they arise. Staff will notify the FPAC liaison of training and educational opportunities as they become available. Participation at Meetings: The liaison should take an active role in the FPAC discussions. The liaison can offer comments on the FPAC discussion topics based on both the position of the City Council (if known) and based on their individual position. When individual liaison opinions are offered, they need to be identified as such. The liaison is not a voting member of the FPAC. Selection of Committee Members: For vacancies on the FPAC, the Council liaison, Committee Chair, and staff liaison will review the candidate's application material. Formal interviews are not required, but are encouraged. The Council liaison and the staff liaison will then make an appointment recommendation to the Mayor. Work Plan: An annual work plan is typically not necessary for the FPAC; however, an annual joint meeting with the City Council to discuss current events and issues is encouraged. The FPAC meets as needed and generally responds to requests by the City Council or the staff liaison for an analysis or an evaluation of proposals or issues. Communications: The liaison should make periodic updates to the City Council at the regular City Council meetings on FPAC activities. These updates allow the City Council an opportunity to provide feedback on FPAC work activities. City Council Liaison Roles and Responsibilities (Karth Lake Improvement District Board of Directors) Board Summary The Karth Lake Improvement District Board of Directors (the Board) is established per the bylaws as approved by the City Council on September 29, 2003, and as amended by the City Council on September 13, 2004. The Board was established in conjunction with the establishment of the Lake Improvement District and the awarding of the bids for the Karth Lake pumping facility project of 2003. The Board is an advisory group to the City Council. The establishment of the Board was required by state law when the Improvement District was approved by the City Council. City Council Liaison Attendance: The City Council liaison is expected to attend as many of the Board meetings as possible. If the liaison cannot attend a meeting, they can ask another Councilmember to attend on their behalf. Training: The liaison should take advantage of training and educational opportunities as they arise. Staff will notify the Karth Lake liaison of training and educational opportunities as they become available. Participation at Meeting: The liaison should refrain from taking an active role or a leadership role in the Board discussions and should generally assume a passive role at the Board meetings. The liaison should feel free to respond to Board questions; however, the liaison must be clear when responding as to if the comments are from their individual point of view or if the comments reflect the majority position of the City Council (if known). The liaison is not a voting member of the Board. Work Plan: An annual work plan is typically not necessary for the Board; however, an annual joint meeting with the City Council to discuss current events and issues is encouraged. Communications: The liaison should make periodic updates to the City Council on the Board activities and issues.