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Home My WebLink About5G, Commission-Committee Appointment Policy i -- IEN HILLS Request for Council Action 5G Prepared By: Patrick Klaers, City Administrator Council Meeting Date: October 8,2012 Commission/Committee Appointment Policy Budgeted Amount: Actual Amount: Funding Source: Recommendation: Motion to adopt the updated version of the City Commissions, Committees, and Task Forces: Recruitment,Appointment,and Term Limit Policy. Supporting Documents: 1. Memorandum dated October 8,2012, from Patrick Klaers,City Administrator. 2. Policy regarding Commission/Committees Approved 06/25/07. 3. Proposed City Commissions, Committees, and Task Forces: Recruitment, Appointment, and Term Limit Policy. 'It -` IZEN�HILLS MEMORANDUM DATE: October 8, 2012 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: Commission/Committee Appointment Policy Background At the September 17, 2012, City Council work session, discussion took place on the draft City Council Liaison Policies. At that work session a fair amount of time was spent reviewing and discussing the "City Commission, Committees, and Task Forces: Recruitment, Appointment, and Term Limit Policy" which the City Council adopted on June 25, 2007. At the September 17`x'work session, City Council direction was given to make all the sections in the 2007 policy consistent throughout the document and to have the policy reflect current, or currently desired, operating procedures. The requested changes are mainly related to the interviewing of applicants and the recommendation of an applicant. Attached are the 2007 policy and the proposed updated version of this policy. Recommendation It is recommended that the City Council adopt the updated version of the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Term Limit Policy. Attachment 2 • Policy regarding Commissions/Committees - Approved 06/25/07 October 8, 2012—Regular City Council Meeting City of Arden Hills ILLS q �IEN HILLS �� CITY OF ARDEN HILLS CITY COMMISSION, COMMITTEES,AND TASK FORCES: RECRUITMENT,APPOINTMENT,AND TERM LIMIT POLICY EXISTING COMMISSIONS, COMMITTEES,AND TASK FORCES Planning Commission(City Ordinance#385, State Statute) Parks, Trails, and Recreation Committee(City Ordinance#385) Communications Committee (City Ordinance#385) 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#385) 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 1 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 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 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. 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 term is scheduled to expire on December 31 st, the committee or commission must inform the Council and staff liaison by October 1 st 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). 2 4. If there are existing applications on file, the Council liaison, committee/commission 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 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. 3 8. 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 recommending authority and the City Council as the confirming authority. Approved by the Ci*Stanley th 5t ne, 2007. co� �a-� D. Harpstea , ayor Date NU�J� � OA & z61 0? Michelle A. Wolfe, City Administrator Date 4 Attachment 3 : Proposed City Commissions, Committees, and Task Forces: Recruitment, Appointment, and Term Limit Policy October 8, 2012 —Regular City Council Meeting City of Arden Hills EN HILLS EN HILLS CITY OF ARDEN HILLS CITY COMMISSIONS, COMMITTEES,AND TASK FORCES: RECRUITMENT, APPOINTMENT,AND TERM LIMIT POLICY June 25,2007 Amended October 8,2012 EXISTING COMMISSIONS, COMMITTEES,AND TASK FORCES Planning Commission(City Ordinance#385, State Statute) Parks, Trails, and Recreation Committee (City Ordinance #385) Communications Committee (City Ordinance #385) Economic Development Commission(City Ordinance#349) Karth Lake Improvement District Board (City Resolution#03-60) EDA(City Resolution#96-08, State Statute)—Mayor/City Council make up EDA membership Financial Planning and Advisory Committee (City Ordinance #385) APPOINTMENT PROCESS FOR COMMISSIONS AND COMMITTEES • 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 commission or committee member's resignation. A letter will be sent from the Mayor thanking the resigning commission or committee member for volunteering their services to the City. • The Director of Finance and Administrative Services shall coordinate the recruitment process for vacant commission and committee openings. • City staff may utilize the following resources to advertise vacant commission or committee openings: local newspaper, City newsletter, City of Arden Hills website, local access cable channel, and at City Hall. • Those interested in serving on a commission or committee shall fill out a City application form. Applications are available at City Hall or on the City's website. • For vacancies on any commission or committee,the Director of Finance and Administrative Services or the staff liaison to the commission or committee, will review the application materials received by the City. Application materials from the candidates will be forwarded to the Mayor, Council liaison, and commission or committee chair for their comments and review. • Formal interviews are not required, but encouraged when appointing individuals to a commission or committee. For a broad-based commission or committee,there should be emphasis on having representation of a variety of skills, aptitudes, geographic locations, etc. The interview committee (staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair)will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. GUIDELINES FOR COMMISSION AND COMMITTEE MEMBER TERM LIMITS • Newly appointed members of a commission or committee shall serve for a term of three (3) years. • Each member may serve for no more than nine (9) consecutive years on a particular commission or committee. • The Mayor(pending City Council approval) shall annually appoint one (1) member to serve as chair of each commission or committee. • If a commission or committee member resigns before completing his/her term,the individual that is appointed by the City Council to that particular commission or committee will be asked to complete the remainder of the original commission or committee member's term. GUIDELINES FOR APPOINTING COMMISSION AND COMMITTEE MEMBERS • Offer Arden Hills residents the opportunity to participate on a City commission and/or committee. • Offer current commission or committee members an opportunity to request reappointment to the group that they are currently serving on for an additional term. If a commission or committee member's term is scheduled to expire on December 31, the commission or committee must inform the Council and staff liaison by October 1 of their intention to seek an additional term. • Advertise all vacancies for commissions and committees. (This ad should include a brief description of the commission/committee,time and days of meetings, how often meetings are held, the number of vacancies, and any special requirements.) • If there are existing applications on file, the Council liaison, commission/committee chair, the Mayor, and the staff liaison will meet to determine whether additional recruitment is necessary for filling a new vacancy. • To encourage wider public participation on commissions and committees, members will not be allowed to serve more than nine (9) consecutive years on a particular commission or committee. Members who have completed their terms are eligible to apply for appointment to a vacancy on another commission or committee. • City residency is required unless exempted by State Statutes or City Ordinance. • The Director of Finance and Administrative Services 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. • 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 commission or committee. The acknowledgement letter will be signed by the Director of Finance and Administrative Services and the staff liaison. • Following an appointment by the City Council to a commission or committee, all candidates will receive a letter from the City informing them of their status. • There is no implied guarantee of appointment or reappointment to any commission or committee. The sole responsibility for appointment to any City commission or committee lies with the Mayor as the recommending authority and the City Council as the confirming authority. GUIDELINES FOR APPOINTING AD-HOC TASK FORCE MEMBERS • Offer Arden Hills residents the opportunity to participate on a City task force. • A timeline for the task force to complete their City Council directive will be provided. • 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. • City residency is required unless exempted by the City. • The Director of Finance and Administrative Services 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 • Formal interviews are not required, but encouraged when there are multiple candidates for the same position. The City Council will determine the interview committee on a case by case basis. For a broad-based task force, there should be emphasis on having representation of a variety of skills, aptitudes, geographic locations, etc. • The Council reserves the right to appoint any qualified candidates even though they did not apply as a result of an advertisement. • 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 recommending authority and the City Council as the confirming authority. Approved by the City Council October 8, 2012. David Grant, Mayor Date Patrick Klaers, City Administrator Date