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HomeMy WebLinkAbout5D, City Council Liaison Policies 'I't ,- DEN HILLS Request for Council Action 5D ........................ ...........---------------------------- Prepared By: Patrick Klaers, City Administrator Council Meeting Date: November 13,2012 City Council Liaison Policies Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Motion to approve the following City Council Liaison Policies: Economic Development Commission Planning Commission Parks,Trails, and Recreation Committee Communications Committee Financial Planning and Analysis Committee Karth Lake Improvement District Board of Directors Supporting Documents: 1. Memorandum dated November 13, 2012, from Patrick Klaers, City Administrator. 2. City Council Liaison Policies. ,ARZEN HILLS MEMORANDUM DATE: November 13,2012 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: City Council Liaison Policies Background/Discussion The City Council annually appoints a City Councilmember to serve as the liaison to the City Commissions and Committees. The City Council has discussed the need for Council liaison policies. The main purpose for liaison policies is to document the roles and responsibilities of the liaison. The Council has most recently discussed the Council liaison policy at the September 17th work session. At this work session, the Council reviewed and provided feedback on the draft policies for the liaison of six commissions and committees. Most of the feedback related to making the selection process consistent, making sure that the liaison comments reflect the majority position of the Council, and having the liaison contact another Councilmember to fill-in for them if they can't make a meeting. Per direction from the City Council on September 17th, staff has updated the Council Liaison Policies for the following: Economic Development Commission Planning Commission Parks, Trails, and Recreation Committee Communications Committee Financial Planning and Analysis Committee Karth Lake Improvement District Board of Directors These policies are attached for your review and consideration. Staff recommends approval of these policies. Recommendation It is recommended that the City Council approve the Council liaison policies as presented. 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 will request an alternate 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. The liaison is not a voting member of the EDC. Selection of Commissioners: For vacancies on the EDC, the staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair (the interview committee) will review the candidate's application material. Formal interviews are encouraged, but not required. The interview committee will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. 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 will request an alternate 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. The liaison is not a voting member to the PC. Selection of Commissioner: For vacancies on the PC, the staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair (the interview committee) will review the candidate's application material. Formal interviews are encouraged, but are not required. The interview committee will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. 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 will request an alternate 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. The liaison is not a voting member of the PTRC. Selection of Committee Members: For vacancies on the PTRC, the staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair (the interview committee) will review the candidate's application material. Formal interviews are encouraged, but are not required. The interview committee will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. 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. If the liaison cannot attend a meeting, they will request an alternate Councilmember to attend on their behalf. 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. 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 staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair (the interview committee) will review the candidate's application material. Formal interviews are encouraged, but are not required. The interview committee will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. 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 will request an alternate 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. The liaison is not a voting member of the FPAC. Selection of Committee Members: For vacancies on the FPAC, the staff liaison or City Administrator, Mayor, Council liaison, and commission or committee chair (the interview committee) will review the candidate's application material. Formal interviews are encouraged, but are not required. The interview committee will make an appointment recommendation to the Mayor. The Mayor will then make an appointment recommendation to the City Council for its consideration. 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. I II 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 will request an alternate 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. To the extent possible, comments by the Council liaison should reflect the majority position of the City Council. 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.