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Home My WebLink About03-12-07 Item 4C, Resolution 07-38 FPAC ~ ~HILLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: Sue Iverson~. .._._.m....._~ Finance .. ..........March12',2ooiu ..:fiiarch12;200i'. Agenda Item: 4C Budgeted Amount: __ Actual Amount: Funding Source: N/A .N/7'!. N/A K~.E[[(fGm!~~!8m~g~&uI~sft2gilliliQBld;0frhl~J.~~mlt_________,___________________________n__.._..mm..mm......"...."."....,.........".,.._._.,._.._,.________________________,_________."._.___..'._mmm........".............._....___.__n_______n______._n'_.._"_..m........................""........_._""_____________________.mm........m....' : Motion to approve Resolution #07~38 Establishing the Financial Planning and Analysis Committee and direct staff to begin recruitment fori ithe committee. ' !~,!~~~~~~~~~!m!~fr!j~t~!!~*ve"-the"for'm.atjo.n.'.oHhe--FfnanCiaTPhirl'ni'ng'''a'il"cfAil"alysfs-co-m-iTIiitee': X '^"MO Memo dated March 7, 2007 X No.: 07-38 A Resolution Establishing the Financial Planning and Analysis Committee No.: Recommendation: Auorney Recommendation: lather: R~uffi~@I~'min[~[qn~lfi~dll{Mt]IWjfJllimt!l!J~J..."..,........................."_""..'n""____n____n______n____n____________n_'''''''...............,..,................".".""."...."_"."___n__"______,,_______n___n____"_""_...,....".....,..,..,..,, i This committee will make recommendations on public financing and fiscal policies to the City Council. NOne. ~ ~HILLS MEMORANDUM DATE: March 7, 2007 4C TO: Honorable Mayor and City Council Michelle Wolfe, City Administrator FROM: Sue Iverson, Finance Directo~ SUBJECT: Formation of the Financial Planning and Analysis Committee (FP AC) Background/Discllssion: At the February 20th Council Work Session, the Council discussed the formation of a Financial Planning and Analysis Committee. Council defmed the Mission/Purpose of this committee and "listed spe'cific outComes. Specific objectives are to be made by the committee itself to achieve the expected outcomes listed by the City Council. Membership and Council Staff liaison appointments were also discussed. Staff Recommendation: Changes have been made to the document base on Council direction. Staff requests Council approval so the recruitment process can begin for this committee. ~ ~HlLLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 07-38 A RESOLUTION ESTABLISHING THE FINANCIAL PLANNING AND ANALYSIS COMMITTEE WHEREAS, the City Council finds it desirable, advantageous, and necessary to bring together residents of Arden Hills in order to broaden and enrich discussion regarding financial planning and analysis; WHEREAS, the overall purpose of committees are to improve the value of the Arden Hills citizens' property, increase the desirability of Arden Hills as a place to live or work, and to enhance/protect the health and well-being of the citizens; WHEREAS, the City of Arden Hills will always seek to hire the most qualified and capable employees, but in doing so will frequently hire staff that is not intimately connected to the Arden Hills neighborhoods, therefore it is critical that the City create a mechanism where the City Staff can get unfettered and unbiased reactions to thoughts and ideas; THEREFORE, BE IT RESOLVED: The City Council creates the Financial Planning and Analysis Committee, whose mission and purpose are outlined in Attachment A. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12TH DAY OF MARCH, 2007. Stanley D. Harpstead, MAYOR ATTEST: Michelle Wolfe, CITY ADMINISTRATOR \\Metro-inel\ArdenHiIIs\Admin\CouncilIResolulions\2007\07-38, Establishing the Finandal Planning and Analysis CommiUee.doc Attachment A Commission and Committee: Committee Name: Financial Planning and Analvsis Committee (FPAC) Established by the Arden Hills City Council: March 12, 2007 General Purpose for Committees and Task Forces: The overall purpose ofthe committees and task forces are to improve the value of the Ardeu Hills citizeus' property, increase the desirability of Ardeu Hills as a place to live or work, and to enhance/protect the health and well-being of the citizens, While the City Council and City Staff have the sole responsibility for activities within the City of Arden Hills, from time-to-time, they fmd it desirable, advantageous, and necessary to bring together residents of Arden Hills in order to broaden and enrich the discussion around possible decisions. As an example, the City Council's ability to debate and discuss far-ranging alternatives is stifled by the risk that the mere discussion of alternatives will engender them with undeserved merit. In addition, Arden Hills will always seek to hire the most qualified and capable employees, but in doing so will frequently hire staff that is not intimately connected to the Arden Hills neighborhoods, Therefore it is critical that the City create a mechanism where the City Staff can get unfettered and unbiased reaction to their novel thoughts and ideas, The Commission, Committee and Task Forces are established to broaden and enrich the content that will ultimately be enacted or authorized by the elected City CounciL MissionlPurDose: The Financial Planning and Analysis Committee's purpose is to provide modeling, projections, and suggest fiscal policies surrounding the longer-term impact of current and near term decisions. This includes: build versus lease decisions; future Fire/Police capital facilities/equipment; fund balance policies and capital improvement plans, Use of public financing to achieve these objects is included in this mission/purpose, Review of operating expenses and annual budget are explicitly excluded from the scope and responsibility of this committee, provided however, that this committee will depend upon financial reports and actual financial history of the City, Expected Outcomes: 1. ReviewIRecommend Fiscal Polices 2. Review Public Financing Policv in General for the City of Arden Hills 3. ResDond as requested to Council requests for mout Specific objectives will be determined by the committee once it has been formed, Specific Objectives: L 2, 3. 4, Immediate Actions In-Process: L 2. 3. 4, 5. Membership (Five Persons) Members whose terms expire December 2008- L 2. 3. Members whose terms expire December 2009- 4. Chair 5. Ex-Officio Members (ifany) 2007 Council Liaison: David Grant 2007 Staff Liaison: Susan Iverson Meeting Procedures: I. Meetings will usually be held ouce per month, until the assigned purpose of the committee has been accomplished, 2. Meetings will follow the Rules of Order established by the committee. 3, The agenda for the meetings will be established in conjunction with the staff liaison. 4, Monthly minutes will be maintained by the staff liaison and copies of the meeting minutes will be provided to the City Council. 5, When actions by the City Council are required they will be submitted in the form of a motion with a summary identifying the critical elements of the item. Reports, updates, and suggested policies are not actionable by the City Council and a presentation to the City Council does not grant the committee authority to proceed with their recommendation. Expectations ofFPAC Members: L The interests of Arden Hills and its residents are foremost. 2. Participation ofFPAC members is key to their contribution: . Members should be present and involved in meetings. . Members should be actively engaged in discussing issues, sharing perspectives and raising questions that are essential elements of "good decision-making". . Effective participation derives from continually learning about Arden Hills' long-term financial issues and political environment in which they exist. This learning process includes formal opportunities afforded by FP AC, as well as informal opportunities that occur in the course of each member's activity. . As a guideline, members should expect to spend 6 to 8 hours per month in their work on the FP AC committee. 3. The FPAC is a group of peers-no single member has more standing or power than another. 4. Respect for the opinions of other members, and for those with whom the FPAC interacts, is a hallmark of the committee's work. Members seek clarity in presenting their views, and represent a sense of stewardship in all that they do. 5. FP AC members engage in continnal self-assessment of their performance on the committee. As needs arise, they seek edncation, inpnt and the skills necessary to evaluate their performance. 6. The FP AC provides an opportunity fot the education of its members, both as a part of committee meetings, and though access to outside educational events. Members are expected to actively participate in these opportunities, 7. Some ofthe FPAC's work involves subjective judgment, where there is not enough data to make the decisions that are necessary. Members who are most successful in these decisions are those who are aware of the values in their neighborhood, willing to engage in the discussion of values, and respectful ofthose values held by other that might differ from their own. 8, By desigu the FP AC is composed of individuals with diverse perspectives and experience. The committee benefits from these contrasts that this diversity engenders and seeks to improve the decision making and actions that are necessary to understand the differences and resolve disputes that arise during the discussion of issues aud plaus,