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Home My WebLink About05-29-07 Item 4D, Commission Committee and Task Force Policy ~ ~HlLLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: Schawn Johnson "" ACimln-istrafron-"m .M~y~9,20.o!_____ __M"y29,-2QO! Agenda Item: 4.0. Budgeted Amount Actual Amount: Funding Source: NA NA ..........................NA r-""':"'~~~ · ,""," 0,. "-'""" ~"..., ,,. ,.. ,"",,,",",,".'-,"~, .. '''" =- Policy -~ - - - t~~Jfl~,rQQffloo~n~~~&1~~!lL_.,....mmm._._.'.._.__.,.____________"________________________''__''_''_.._.............,...,..........".........__...____.__.._"___________n_____"_..m.'."..................__......_____.______________-------1. I . Motion by the City Council to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Term Limit! pori~ ' Planning: PTRC: su~ii:~lifi1i1l~rittat;lf~j~l!iL________________ ...........__.....__.__".__________________ ""."."."."_________________ X Memo/Letter: Dated May 29, 2007 from Assistant City Administrator Schawn Johnson Resolution No.: - .---.......... ..........--....----.-.--- Ordinance No.: Engineering Recommendation: Attorney Recommendation: X Other: ...~"~1!~t.s.~-~~:~~~~_~~~~~i~~~~'~.;_~"~"~_~~"~~i:.:::.""~"~~":~~~-~"-"~~~~~:~":_~re-cruTtment;-"AP'~_~j_~~~"~.~~~-:~:~~"~~~r:-~~r~~~~-! lIfdWfjnTS'ji6g~lZSta1ru~ommen~01€flili;qf1j~ MEMORANDUM DATE: May 29,2007 Agenda Item 4.D. TO: Honorable Mayor and City Council Members FROM: Schawn Johnson, Assistant City Administrator SUBJECT: Motion to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment and Term Limit Policy Background: At the March 12th City Council meeting, the City Council adopted Ordinance #385 amending the City's Boards, Committees, Commissions, and Appointed Bodies section of the City Code. In order to assist in the implementation ofthe adopted changes, City staff has created a policy that addresses the appointment process for recruiting future commission, committee, and task force members. The proposed policy has been reviewed by members of the City Council and City staff. For your review, City staff has attached a copy of the proposed "City Commission, Committees, and Task Forces; Recruitment, Appointment and Term Limit" policy. Recommendation Motion to Approve the "City Commission, Committees, and Task Forces: recruitment, Appointment, and Term Limit" policy. 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 (Ordinance #385) Communications Committee (Ordinance #385) Economic Development Commission (Ordinance # 349) Karth Lake Improvement District Board (City Resolution #03-60) EDA (Resolution #96-08, State Statute) Mayor and City Council make up the membership ofthe EDA Financial Planning and Advisory Committee (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 commissiDn openings. . City staff may utilize the following resources to advertise vacant committee or commission openings: local newspaper, City newsletter, City of Arden Hills Web site, 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.arden-hills.mn.us. . For vacancies on the Planning Commission and Economic Development Commission, the staffliaison 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 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 (I) 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 cDmmittee 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 to committees, commissions, and task forces. (This ad should include a brief description of the committee, time and days of meetings, 2 how often meetings are held, the number of vacancies and any special requirements). 4. Ifthere are existing applications on file, the Council liaison, committee/commission chair, and staffliaison 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 staffliaison. 9. There is no implied guarantee of appointment or reappointment to any committee, commission, or task force. The sole responsibility for appDintment 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 time-line 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 Web site, 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 applications 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 City Council the 29th Day of May, 2007. Stanley D. Harpstead, Mayor Date Michelle A. Wolfe, City Administrator Date 4