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HomeMy WebLinkAboutCCP 04-05-1999 fi-::'~;":;"!'~"~1"~'%;t't:;~t.'!:t.:"'"""'C>::''''''"''f'7''''r;;!'p,~~!''~'i'0'')'''!''~''~W\"~~,,,,,)'<'~''~'ii'~j7'!~'i'';tfi:"'.....~' . CITY OF ARDEN HILLS 4364 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 AGENDA SPECIAL CITY COUNCIL WORKSESSION CITY HALL MONDAY, APRIL 5,1999,6:30 P.M. 6:30 P.M. 1. Call to Order 6:30 P.M. 2. Discussion Items . 1. 1999 Committee/Commission Discussion 7:45 P.M. 3. Miscellaneous Items 8:00 P.M. 4. Adjourn The above times may vary depending upon length of issue discussion, . PHONE: (612) 633-5676 . FAX (612) 633-7839 04/02/99 FRI 14:40 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS, SENT RESULT . . City of Arden Hills ~001 ********************* *** TX REPORT *** ********************* 3435 6286833 04/02 14:40 00'22 1 OK 04/02/99 FRI 14:41 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills 141001 $$$$$$*************$$ $$$ TX REPORT $$$ ********************* 3436 6339550 04/02 i4: 41 00'22 1 OK 04/02/99 FRI 14:42 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIllIE USAGE T PGS. SENT RESULT . . City of Arden H111s 1aI001 $$$$$$$$$$$$$$$$$$$$$ *** TX REPORT *** ********************* 3437 6333846 04/02 14: 41 00'40 1 OK 04/02/99 FRI 14:43 FAX 6126337839 . . TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT City of Arden Hills 141001 ********************* $$$ TX REPORT $$$ $$$$$$$$$$$$$$$$$$$$$ 3438 4810551 04/02 14:42 00'27 I OK 04/02/99 FRI 14:44 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills ~001 $$******************* $$$ TX REPORT $$$ ********************* 3439 4821262 04/02 14:43 00'24 1 OK e . e CITY OF ARDEN fiLLS MEMORANDUM DATE: April 2, 1999 TO: Mayor and City Council Brian Fritsinger, City Administrat~ Administrator Comments for the AprilS, 1999 Special Council Worksession FROM: SUBJECT: 1. 1999 Committee/Commission Discussion The City Council is asked to take action on the committee structure for 1999. This discussion is a follow up to the discussion held by the City Council at its Worksession of March 29,1999. , ,4 e e e CITY OF ARDEN IDLLS MEMORANDUM DATE: April 2, 1999 TO: Mayor and City Council Brian Fritsinger, City Administrator~ FROM: SUBJECT: 1999 Committees and Committee Structure Backl!:round The City Council met on March 29,1999, to discuss the 1999 committee structure. At that meeting, the City Council directed staff to schedule another Special Worksession for April 5, 1999, for the purpose of finalizing the committee structure. Staff was given some direction on the number of committees that are being considered, and was further directed to provide a brief summary of the proposed committees, potential task force issues, and other basic structural items that still need to be finalized. Proposed Committees The City Council reached consensus on the following committees: 1. Plannin2 Commission The purpose of this Commission is to advise the Council on all city land use planning matters. Duties include the development and maintenance of the Arden Hills Comprehensive Plan, carrying out procedures dictated by Minnesota Statutes, Section 462.351 - 462.365 and City Code, review and investigation of various planning matters as directed by the City Council, and making recommendations to the City Council. 2. Communications Committee The Communications Committee will be responsible for the reporting, writing, and editing of the monthly newsletter publication. (The City Council should provide additional clarification on whether or not this Committee is expected to be involved in any other communication- related activities). 3. Parks & Recreation Committee The Parks and Recreation Committee will work to provide a comprehensive, well-maintained system of parks, trails, facilities and open spaces. In addition they will work to provide a balanced and organized program of affordable recreational activities. (The City Council should clarifY that the mission statement is correct, or if other goals are appropriate.) Memorandum - 1999 Committees/Committee Structure Page Two April 2, 1999 , e 4. Citv ODerations Committee The City Operations Committee will provide recommendations on subjects that affect the day-to-day operations of the City. Areas of involvement may range from reviewing requests for signs; parking ordinances, etc. .. (The City Council should provide additional clarification on the types of activities in which this Committee will be involved). In addition, the City will continue to utilize its Economic Development Authority for development activities within the community. What Communitv Proiects or Issues Exist? There are a number of projects for which a task force may be the most appropriate method to review a particular issue. For a full description of the issues related to these projects, please review the staff memorandum dated March 24, 1999. Those additional projects identified below do not have a current description, but should be self-explanatory. The City Council indicated that it may wish to create three task force projects for 1999. Based on direction received at the March 29, 1999 City Council meeting, the one suggestion staff would have would be related to the proposed maintenance facility. Other potential task force areas include: . Water Quality Task Force . Environmental Quality Task Force . Town Hall Meeting Task Force . Trails and Waterways Task Force . Business Relations Task Force . Human Rights Task Force . Cable TV Task Force . Web Site Task Force . Logo Task Force . Resident GuideIWe1come Packet Review Task Force . 50 Year Anniversary Program Task Force . Day in the Park Planning Task Force . Water Sourcing Task Force ** . Rubbish Hauling Task Force ** . Assessment Policy Task Force ** . Public WorkslParks Maintenance Facility Task Force ** . PolicelFire Services Task Force ** . TCAAP Task Force ** e **Represents additional task force ideas not included in March 24, 1999 staff memorandum. e . e e e Memorandum - 1999 Committees/Committee Structure Page Three April 2, 1999 What are the Committee Structure Items to be Addressed? During the discussion regarding the restructuring of the committees, the City Council indicated it intended to clarify several items including Council Liaison role, term limits, staff role, role of committee, number of members, number of excused absences, and service on multiple committees. . Role of Council Liaison/Council The primary role of the Council Liaison is to represent/clarify Council positions on issues, provide feedback to the committee based on the goals of the City Council, and report back to the full City Council any relevant issues of discussion. Councilrnembers should not take an active part in discussions, (Le., tell committees how to do things; take minutes of meetings), or involve themselves in anyway which may bias the committee on any issue. The City Council would provide, at the beginning of each year, its prioritized goals to each City commission or committee. The Council may wish to validate or clarify this current approach. . Term Limits Currently, there are no term limits for any of the committees or commissions. The Council should clarify whether or not it prefers to limit the term of members serving on certain committees. . Staff Role There are two methods which staff can work with through committees. 1. Staff prepares agendas, completes all work, and utilizes the committees as a review board in repairing items for Council action; or 2. Staff provides background information to the committees, who then create their own agenda, work program, and completes all work with a resulting recommendation for the City Council. Staff's role is simply to keep the committee focused on the prioritized goals outlined by Council. The primary role of staff, as previously directed by Council, is to provide background information to the committees. The role of staff is to keep the committee focused on the prioritized goals as outlined by the City Council. Staff (or the Council Liaison) would take any recommendations of the committee and forward them to the City Council. . Memorandum - 1999 Committees/Committee Structure Page Four April 2, 1999 e Staff would prepare all meeting agenda packets and mail them, based on the direction of the committee chairperson. Staff should provide any background information it has available to assist with the discussion of agenda items. Committee minutes are the responsibility of the committee, and not staff. The City Council may wish to clarify or validate this current approach. . Role of Committee/Commission Each committee currently elects a Vice-Chairperson and Secretary. It is the responsibility of the chairperson to provide staff with the agenda for upcoming meetings. The Secretary would keep all minutes and provide them to staff for processing and inclusion in meeting packets and for Council information. The committee would set its agendas based on the prioritized goals of the City Council. The committee may wish to prepare a preliminary agenda for each meeting to be held during the calendar year, which would be reviewed by the City Council. The Council may wish to clarify or validate this approach. . Number of Members For the purpose of seeking members and appointments, the City Council should clarify the number of individuals that can be appointed to various committees. Currently, this ranges _ from seven to nine, depending on the committee or commission. ., . Number of Unexcused Absences The City has not recently followed any set procedures on the number of unexcused absences from committee/commission meetings. Several years ago, there was an informal policy that missing three meetings in a year was reason for not being re-appointed. The City Council may wish to state that committee members are expected to attend all meetings, and should notify City staff if they are unavailable to attend. Unexcused absences of three or more may be grounds for termination of the appointment by the City Council. . Service on Multinle Committees The City has, in the past, had several citizens who have expressed an interest in serving on multiple committees. The Council has previously indicated that a resident can serve on up to two (2) different committees at any given time. What Process Should Be Followed To Transition To The New Committee Structure? Assuming the City Council proceeds with the list of committees proposed for 1999, the next step is to determine the process for transitioning from the existing committees. In light of previous notice provided to all committee members, staff would recommend the change be made immediately. Other points to consider: e . e e e Memorandum - 1999 Committees/Committee Structure Page Five April 2, 1999 . How should this change in committee structure be presented to each of the current committee members? . What process does the Council want to utilize to appoint or re-appoint individuals to the new committees? . What meeting schedule should be proposed for the new City Operations Committee? What other items does the Citv Need to Consider in this Chanl!:eover? The City Council discussed the concept of providing training to each of the committees. This training would be intended to give members an understanding of the responsibilities of the committee, a broad overview of the city, its history, and philosophy of government. If the Council intends to make the change in committees immediately, discussion should take place as to the full process to be used for providing this training. The City Council may also wish to discuss the annual appointment process for the committees. This may include what time of the year, when to advertise for vacancies, what types of information the city wants to review in making appointments, and the actual application or interview process. The budget needs of committees could also be clarified. Specific to the existing committees, the City Council should: . Clarify the future of the appointment of Sushila Shah as Human Rights representative. . Clarify how to proceed with any of the outstanding projects the committees may be working on. . Discuss whether or not the EDA should be expanded. The last item that the Council may want to briefly discuss is the annual appreciation picnic held for the committees. Requested Action The City Council is asked to fmalize changes to the 1999 committee structure, and direct staff to proceed with the process for making the changeover.