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HomeMy WebLinkAbout2D, Roles and Responsibilities of Council Liaisons i -- DEN HILLS E Request for Council Action .......................... i 2D Prepared By: Patrick Klaers, City Administrator Council Meeting Date: September 17,2012 Roles and Responsibilities of Council Liaisons Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Informational only. No action required. Supporting Documents: 1. Memorandum dated September 17, 2012, from Patrick Klaers, City Administrator 2. Ordinance#220 related to Appointed Bodies and the Commissions/Committees 3. Policy re: Commissions/Committees—approved 06/25/07 4. Council Packet from August 20,2012 Work Session Containing: A. Memorandum dated August 20, 2012,from Patrick Klaers, City Administrator B. Goal Worksheet-Status Report C. Minutes from February 13, 2012 City Council Work Session D. City Council Liaison Roles and Responsibilities Attachment 1 •0 Memorandum dated September 17, 2012, from Patrick Klaers, City Administrator September 17, 2012—City Council Work Session Meeting City of Arden Hills le EN HILLS ,ARQEN HILLS MEMORANDUM DATE: September 17,2012 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: Council Liaison Policies Background/Discussion This topic was on the August 20, 2012 work session agenda; however no discussion took place due to the meeting running long. Attached is the Liaison background material from this August 20th agenda packet. Also attached is City Code Section 220 related to Appointed Bodies (last updated on 3/12/07) and the Commission/Committee/etc Policy as approved on 6/25/07 that are referred to in my August 20th memo. What is being offered for Council discussion are six draft Policies - one for each of the six City Council advisory commissions and committees. Staff is looking for City Council direction on how to proceed with the proposed Policies. Attachment 2 • City Code Section 220 Related to Appointed Bodies (last updated 03/12/07) September 17, 2012—City Council Work Session Meeting City of Arden Hills EN HILLS EN 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 dfairs 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. 1 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 Hoard, 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 14. 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. 2 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. 3 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. 4 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 nonresident 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 nonresident who is financial planning and analysis expertise. At all times, a majority of the Committee membership shall be current residents of Arden Hills. 5 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. 6 Attachment 3 : Commission/Committee Policy - Approved 06/25/07 September 17, 2012—City Council Work Session Meeting City of Arden Hills e EN HILLS a r i 5 i -t 5. �i CITY OF ARDEN HILLS i CITY COMMISSION,COMMITTEES,AND TASK FORCES: RECRUITMENT, APPOINTMENT,AND TERM LIMIT POLICY ,S EXISTING COMMISSIONS,COMMITTEES,AND TASK FORCES i Planning Cornr3issio. (City Ordinance#385, State Statute) Parks,Trails,and Recreation Committee(City Ordinance 9385) Communications Committee(City Ordinance#385) Economic Development Commission(City Ordinance#349) Karth Lake Improvement District Board(City Resolution 903-60) EDA(City Resolution 996-48,State Statute) - Mayor and City Council make up the membership of the EDA Financial Planning and Advisory Committee(City Ordinance 0385) APPOINTMENT PROCESS FOR COMMISSION,COMMITTEES,AND TASK FORCES: • Once a resignation is received by City staff,members of the City Council shall 3 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 r Mayor thanking the resigning committee or commission members for volunteering their services to the City. j • 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 s 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 X i website at www_ci.arden-hiils.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 a and review. Interviews shall be conducted by the Mayor,Council liaison, t 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 t 1 z = Y • �jj t for a vacancy on the Planning Commission and Economic Development Commission. ; • For the other standing committees,the Council liaison,committee chair,and staff liaison will review the candidate's application materials. Formal interviews are a not required,but encouraged when appointing individuals to a particular 4 committee or commission. For a broad-based committee,there should be ;j emphasis on having representation of a variety of skills,aptitudes,geographic locations,etc. The Council liaison and staff liaison will then make an appointment recommendation back to the Mayor and City Council for consideration at a future City Council meeting. GUIDELINES FOR COMMITTEE AND COMMISSION MEMBER TERM LIMITS- 1 z 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. i 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 i 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- i 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 i reappointment to the group that they are currently serving on for an additional term. if a committee or commission member's term is scheduled to expire on December 31st, the committee or commission must inform the Council and staff liaison by October 1st 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)_ ? z 3 S 2 = i i i 2 s Y 7 4. if there are existing applications on file, the Council liaison, I committeelcommission chair,and staff liaison will meet to determine whether additional recruitment is necessary for filling a new vacancy. t 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 1 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 1 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 j 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. 4. Following an appointment by the City Council to a committee or commission, all candidates will receive a letter from the City informing there 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 i Council as the confirming authority. GUIDELINES FOR APPOINTING TASK FORCE MEMBERS- s 1. Offer Arden Hills residents the opportunity to participate on a City task force. i 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. i 6. Format interviews are not required,but encouraged when there are multiple J candidates for the same position. For a broad-based task force,there should be i emphasis on having representation of a variety of skills,aptitudes,geographic 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. 1 3 s 8- There is no implied guarantee of appointment to a task force.The sole responsibility for appointment to any City task force ties with the Mayor as the recommending authority and the City Council as the confirming authority. Approved by the City Council the 25th Day of June,2007- Stanley D- Harpstead,Mayor Date Michelle A.Wolfe,City Administrator -Date ii A 4 Attachment 4 : City Council Packet from August 20, 2012, Work Session September 17, 2012—City Council Work Session Meeting City of Arden Hills I EN HILLS ,AVEN 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. Supporting 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 -,ZBLLs EN 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 3 n w � s N - �' E o 0 o E OEO p pE E /p�U U �pUy ryV� U U cl a ay $, 8i au 8i av m m W A m a c c c O O O O O C E U o _ e p /°- r L y L A N N M_M M M M ___ N _ N M 0 0 0 0 0 0 0 a C O O O O O O O O O O O O O O O O O O M M O N h N N N N N N N N N N N N N N M O N N N m N N V V O a Q V C V N N N N N V C N Q Q V r J G H Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q m O n m O a m E V 0� N N N N N N N g p O 4 0 0 0 O O O O 4 O O O 0 0 0 0 0 P 4 O 4 O O L W >E CV N NNNNNN NN N N N N CJ h NNNNN CJ N N N N N O 3v 3 3 3 3 3 3 0 3 p o 0 3 0 0 0 U' ❑ ❑ ❑ ❑ ❑ ❑ s N N E _ F E E _ E E E E E E E E E E E c E � O ff F EL ❑S ♦ > > > > > ❑ ❑ ❑ ❑ 0 � > x x x x x x x x x z s i 'z ❑ 9 9 l ) > 109 S9 R D ❑ ❑ 1111 90 m in a a a a m a m m o m 3 n m EL -° ;t iJ C d U U N m m L h ° N ° �_ U N c O O c m H m U m U Y m U m m >m o m O ° °D V U v o ° H d y v o c m 3 0 0 L u� N a > m C O ;O« m o - E `I N m U w L N D r0 •�' U O N y y ° rn m C ' is O O m O N m o c awi v y `o ae m `o E E d U m C w d o 3 H u m m w d u_ Z c a v umi x m y D m N m •� 'v d o E a U-� m A o c m c my o 10 a v Z c> c E m o c m u c c. 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E m E m�0 0 "0 3 o a 5 >'> v m" m o ;U- o o ° c o` U = m.� - U c o a c `u U d d U o U w o L•cmi 3 m ° _ o m m`o c d m u � m E o m > � c o �E° o 0 o a m o H u 5 a U m w o 3 L Y m t= � c 0D E« -mmEon ocit --- Era 0O>'> i - cc 3 t m3 � do o ap- y - 3 m m c c... o C {p m O'C U U*U (7 m'C LL m `m y - 7'- C C m D m (� m L).!3 N U a Y �J V U m C c c C U m c O y D Um O N O o C m O L V Z 9 m e mm - m r,_. > > > >._to oo ._ o0oD U m m o O c- c °� E -�- � � $u7m0000�ul � oD `t un5 _ F rn d o'c E ui o c L c o-d d D U U U U °d h E H^ U c���� E .o .o m m-,E y- m5 mcE'� � c� oo o-a > � m > mom!� LLd � 3 > > > V° « °a°m`_° o« `-0 ° 10 °U cm'--.-'- wccam 3iL o0 - m mwm ac�awLLYC) 33- c�c�UCi v ym DF1 H a E m m m m m o d m m U U co)U c w c w `�° E m� `�°D° o v ; a>i'Sm-=.._.. mo y�0 Z wU ao D¢ CQ; a c m m KcODUUU UU m >t/7U Om n D m n m n o D m m n o Attachment C : Minutes from February 13, 2012, City Council Work Session August 20, 2012—City Council Work Session City of Arden Hills 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 Liaisor Roles and Responsibilities August 20, 2012—City Council Work Session City of Arden 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 - .. .._ - •----- ^-__�_u snail De conducted Uy [ne IVIdyUI, lJVU11U11 11C11JV11, uVIlu11�JJtV�� Viiau, ai n+ au i iiuivv. yr 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. Training: 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. Seiection of iomrnissioner: 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 iviayor, Councii 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. aeieciion of Commiiiee 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. Training: 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 Citv 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. VVVIf\ FIAII. 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.