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HomeMy WebLinkAbout02-20-07 Item 2A1, Proposed Ordinance Language for Commissions and Committees , 1 , ~ ~~HILLS MEMORANDUM DATE: February 20, 2007 Agenda Item 2.A.! TO: Honorable Mayor and City Council Members Schawn Johnson, Assistant City Administrator~ Michelle Wolfe, City Administrator FROM: SUBJECT: Proposed Commission and Committee Ordiuance Language . Backgrouud: Recently City staff was asked to review the City's boards, committees, and commission portion of the Arden Hills City Code. Over the years, a number of committees, commissions, and task forces were created by the City Council through adopted resolutions. After reviewing Chapter two the Arden Hills City Code, it was suggested by City Attorney Jerry Filla that the City consider adopting a new ordinance that more clearly identifies the primary roles and responsibilities of the City's various committees, commissions, and task forces. Based upon the recommendation of City Attorney Filla, Mayor Harpstead and City staff began reviewing and revising Chapter two of the Arden Hills City Code. For your review, City staff has attached a draft copy of Ordinance No. 385 amending various sub-divisions of Section 220 of the Arden Hills City Code. City staff has also attached a clean copy of Section 220 with the proposed changes included in the document for your review. Discussion: City staff is requesting City Council review of the proposed changes to Section 220 ofthe Arden Hills City Code. City Staff Recommendation- City staff is requesting City Council feedback and direction about the proposed changes to Section 220 of the Arden Hills City Code. n . j . Direct Dial #(651) 290.6907 February 14, 2007 Schawn Johnson Assistant City Administrator RE: Ordinance Relating to Boards, Committees, Commissions, and Appointed Bodies Dear Schawn: Attached is an Ordinance which adds, amends, or repeals various sections of the City's Regulations relating to Boards, Committees, and Commissions. The revisions incorporate the changes suggested by yourself and Mayor Stan Harpstead. I took the liberty to remove Sections 220.03, Subdivisions 2 through 5 of the existing Planning Commission Regulations because they dealt with matters covered by the general regulations and were repetitive. The remaining PC Regulations were renumbered. I also removed existing Section 220.05 because the City has this authority even if not stated within its City Codes and because this section didn't seem to deal with Boards, Committees, and Commissions. If you have any questions, please contact me. Very truly yours, Jerome P. Filla JPF:bab enc. CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA ORDINANCE NO. 385 AN ORDINANCE RELATING TO BOARDS, COMMITTEES, COMMISSIONS, AND APPOINTED BODIES The Arden Hills City Council ordains that Section 220.01, Subdivisions 5 through 13, Section 220.04 and its Subdivisious, Section 220.06 and its Subdivisions, Section 220.07 and its Subdivisions, and 220.08 and its Subdivisions are hereby added to tbe City Code; and Section 220.02, Subdivisions 1 and 2, and Section 220.03, Subdivisions 1 throngh 7 ofthe City Code are hereby amended to read as follows: 220.01, Subdivision 5. Compensation. All members of Boards, Committees, Commissions and other appointed bodies shall serve without compensation. Subdivision 6. Residency Requirements. Unless otherwise specifically provided, each member of any Board, Committee, Commission or other appointed body shall be a resident of the City during their term of service. Snbdivision 7. Lene:th of Term. Unless otherwise specifically provided, each Member of any Board, Committee, Commission or other appointed body shall serve for a term of three (3) years. A. Number of Terms. Each Member may serve for no more than three (3) consecutive three-year terms. B. Staggered Terms. One-third of each Board, Committee, Commission or other appointed body shall be appointed at the beginning of each fiscal year. Subdivision 8. Removal of Members. Any Member of a Board, Committee, Commission or other appointed body may be removed by a majority vote of the entire City Council. Subdivision 9. Attendance at Meetine:s. A Member of a Board, Committee, Commission or other appointed body who has unexcused absences from three (3) consecutive meetings or a total of one-third of all meetings in a calendar year, shall automatically be removed from office without City Council action. The City Administrator shall notify the Member of his or her removal. Subdivision 10. Officers. Unless otherwise specifically provided, the Mayor shall annually appoint one (I) Member to serve as Chair of each Board, Committee, 1 Commission or other appointed body. The Chair shall be responsible for meeting agendas, presiding at meetings, minutes of meetings, and reports and recommendations to the City Council. Subcommittees of the Board, Committee, Commission or other appointed body may be formed, from time to time, based upon the needs of the City. The Board, Committee, Commission or other appointed body may appoint a Member to serve as Vice-Chair. Subdivision 11. Meetine:s and Reports. The Board, Committee, Commission or other appointed body shall hold meetings at regularly scheduled times or more frequently as needed. Meetings shall be open to the public and proper notice of the meeting shall be given as set forth in the City Codes. Boards, Committees, Commissions and other appointed bodies shall keep minutes which shall be forwarded to the City Council. Subdivision 12. Administrative Staff Liaison. Unless otherwise specifically provided, the City Administrator shall assign an official staff liaison to each Board, Committee, Commission, or other appointed body. The Staff Liaison shall be responsible for the keeping of minutes and reports. Subdivision 13. Vacancies. In the event of death, resignation, removal, or ineligibility of a Member of a Board, Committee, Commission, or other appointed body, the Mayor shall declare a vacancy in the position and shall appoint a person to fill the vacancy as soon as conveniently possible for the remainder of the term subject to approval by a majority vote of the entire City Council. Section 220.02. Economic Development Authority. Subdivision 1. Authorization. Pursuant to Resolution 96-8, the City has created an Economic Development Authority to be known as the "Economic Development Authority of the City of Arden Hills" ("EDA"). The EDA has all of the powers, rights, duties, and obligations set forth in Minnesota Statutes 9469.090 through 9469.1081, as amended, from time to time. Subdivision 2. Governine: Board. The EDA shall be governed by a Board of five (5) Commissioners who shall be Members of the City Council. Section 220.03. Plannine: Commission. Subdivision 1. Composition. At the first Council Meeting of the calendar year, the Mayor shall appoint a Planning Commission consisting of seven (7) members and one (I) alternative member subject to approval by a majority vote of the entire Council. Subdivision 2. Powers and Duties. The Planning Commission shall fulfill the function of the City's Planning Agency and its Board of Adjustments and Appeals. It shall exercise the duties conferred on it by the City Council and shall have the powers prescribed for such agency and Board pursuant to Minnesota Statutes 9462.351 through 2 S462.364, as following: A. B. may be amended from time to time, including but not limited to the The Planning Commission shall prepare the City's Comprehensive Municipal Plan, periodically review the Comprehensive Municipal Plan, and make recommendations to the City Council regarding the adoption or amendment of the Comprehensive Plan. The Planning Commission shall review the proposed acqUIsItIons and disposal of real property and proposed public improvements to real property and shall advise the City Council in writing whether such acquisitions, disposals, or improvements are in compliance with the City's Comprehensive Municipal Plan. Failure of the Planning Commission to report on the proposal within forty-five (45) days after referral by the City Councilor within such other reasonable period as may be designated by the City Council shall be deemed to have satisfied this review requirement. The City Council may, by resolution adopted by an affirmative vote of four (4) Council Members, dispense with this review requirement if in its judgment the City Council determines that such proposal has no relationship to the City's Comprehensive Municipal Plan. c. The Planning Commission shall hear appeals and make recommendations to the City Council where it is alleged that there is an error in any order, requirement, decision or determination made by an Administrative Officer in the enforcement of the City's official controls. D. The Planning Commission shall hear requests for vanances and make recommendations to the City Council. Subdivision 3. Rules of Procedure. The Planning Commission shall prescribe its own rules of procedure to the extent permissible under statute and to the extent that such rules are consistent with the City's Code. Subdivision 4. Records. The Planning Commission shall provide a written record of its proceedings, including the minutes of its meetings, findings and the actions taken by that Planning Commission on each matter referred to it or heard by it including the final recommendation. Subdivision 5. Hearine:s. Hearings shall be held by the Planning Commission in all matters where public hearings are required by State law or this Code and as otherwise directed by the City Council. A hearing may be afforded to any interested party on any matter where the Planning Commission deems it appropriate. Subdivision 6. Reports. The Planning Commission shall submit reports directly to the City Council. The reports shall contain the findings, conclusions and 3 recommendations of the Planning Commission as to the action to be taken by City Council. Subdivision 7. V otine: Rie:hts of the Alternate Member. In the event that any of the regular members are not able to attend a properly noticed meeting of the Planning Commission, the alternate member may enjoy the full voting and any other privileges of a regular member during the meeting. Section 220.04. Economic Development Commission. Subdivision 1. Establishment of Commission. An Economic Development Commission is hereby established 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. Subdivision 2. Composition. The Economic Development Commission shall consist of nine (9) members appointed by the City Council. The membership may be open to any resident or non-resident business representative that is directly interested in the business climate and economic development direction of the City. There shall be at least four (4) Arden Hills residents represented on the Commission. Subdivision 3. Duties and Functions. The duties and functions of the Commission shall be included in the Annual Resolution appointing new members and may be changed by Council Resolution, from time to time, based upon the needs of the City. Section 220.06. Parks. Trails and Recreation Committee. Subdivision 1. Establishment of Committee. The Parks, Trails and Recreation Committee is hereby established to review and evaluate the City's Parks, Trails and Recreation Programs. Subdivision 2. Composition. The Parks, Trails and Recreation Committee shall consist of eight (8) members appointed by the City Council. Membership shall be open to any Arden Hills resident that is interested in the City's Parks, Trails and Recreation Programs. Geographical balance may be used as criteria for selecting new members. Subdivision 3. Duties and Functions. The duties and functions of the Committee shall be included in the Annual Resolution appointing new members and may be changed by Council Resolution, from time to time, based on the needs ofthe City. Section 220.07. Communications Committee. Subdivision 1. Establishment of Committee. A Communications Committee is hereby established to facilitate positive interaction with the community, inform the 4 community of news events that are occurring within the City of Arden Hills, and advise the City Council on community communication related issues. Subdivision 2. Composition. The Communications Committee shall consist of at least five (5) members appointed by the City Council. Membership may be open to any resident or non-resident that has a special interest in writing for the City's newsletter. There shall be at least four (4) Arden Hills residents represented on the Committee. Subdivision 3. Duties and Functions. The duties and functions of the Committee shall be included in the Annual Resolution appointing new members and may be changed by City Council Resolution, from time to time, based upon the needs of the City. Section 220.08. Finaucial Plan nine: and Analysis Committee. Subdivision 1. Establishment of Committee. A Financial Planning and Analysis Committee is hereby established to facilitate longer term financial planning on behalf of the City Council and the City and any related issues. Subdivisiou 2. Composition. The Financial Planning and Analysis Committee shall consist of at least five (5) members appointed by the City Council. Membership may be open to any resident or non-resident business representative that is directly interested in the City. At all times, a majority of the Committee membership shall be current residents of Arden Hills. Subdivision 3. Duties and Functions. The duties and functions of the Committee shall be included in the Annual Resolution appointing new members and may be changed by Council Resolution, from time to time, based upon the needs of the City. The Ardeu Hills City Council ordains that Sections 220.03, Subdivisions 8 through 11, and Section 220.05 ofthe City Code are hereby repealed. 5 Effective Date. This Ordinance shall become effective the _ day of 2007. Adoption Date. Passed by the City Council of the City of Arden Hills the _ day of ,2007. Stan Harpstead, Mayor ATTEST: Michelle Wolfe City Administrator Publication Date. Published on the _ day of ,2007. F:\users\BARBERVERRY\Arden Hil1s\Board Ordinance,doc 6 ~ ~HlLLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA Section 220-Boards, Committees, and Commission 220.01 General. Subd. 1 Quorum. A majority of the members of any board, committee, commission or other bodies appointed of the City at any meeting of such group shall constitute a quorum for the transaction of the business coming before such, board, committee or commission. Subd. 2 Voting Required. Each member of any board, committee, commission or other such appointed bodies of the City shall be required to vote on matters coming before that body unless such member shall have a conflict of interesting concerning the matter to be voted on. Subd.3 Minimum Requirements for Action. Unless otherwise specifically provided, a majority of the members of any board, committee, commission or other appointed bodies present and voting at any meeting thereof shall. be required for any action of direction of such board, committee, commission or other appointed bodies. Subd. 4 Advisory committees may be established by the Council as may be needed from time to time for the efficient operation and administration of the I affairs of the City. In the event such committees are established, the members thereof shall be appointed by the Mayor with approval of the Council. Subd. 5 All members of boards, committees, commissions or other appointed bodies shall serve without compensation. Subd. 6 Residency Requirement. Unless otherwise specifically provided, each member of any board, committee, commission or other appointed bodies shall be a resident of the City during the duration of their term of service. Subd. 7 Length of Term. Unless otherwise specifically provided, each member of any board, committee, commission or other appointed bodies shall serve for a term of three years. Subd. 8 Number of Terms. Each member may serve for no more than three consecutive, three year terms. Subd. 9 Staggered Terms. One third of each board, committee, commission or other appointed bodies shall be appointed at the beginning of each fiscal year. Subd. 10 Filling Vacancies. In the event of a vacancy on any board, committee, commission or other appointed bodies, new member shall be filled by the Mayor as soon as conveniently possible with approval of the majority of the entire City Council to complete the remainder of the term of the position that is open. Subd. 11 Removal of Members. Any member of a board, committee, commission or other appointed bodies may be removed by a majority vote of the entire City Council. 2 Subd. 12 Attendance at Meetings. Any member of a board, committee, commission or other appointed bodies who has unexcused absences from three consecutive meetings or a total of one-third of all meetings in a calendar year, shall automatically be removed from office without City Council action. The City Administrator shall notify the member of his or her removal. Subd. 13 Organization. Unless otherwise specifically provided, the Mayor shall annually appoint one member to serve as Chair for each board, committee, commission or other appointed bodies. The Chair shall be responsible for meeting agendas, presiding at meetings, minutes of meetings, and reports and recommendations to the City Council. Subcommittees of the board, committee, commission or other appointed bodies may be formed from time to time based on the needs of the City. The board, committee, commission or other appointed bodies may appoint a member to serve as Vice-Chair. Subd. 14 Meetings and Reports. The board, committee, commission, or other appointed bodies shall hold meetings a regularly scheduled times, or more frequently as needed. Meetings shall be open and proper notice of the meeting shall be give as set forth in City codes. Boards, committees, commissions and other appointed bodies shall keep minutes which shall be forwarded to the City Council. Subd. 15 Administrative Staff Liaison. Unless otherwise specifically provided, the City Administrator shall assign an official staff liaison to each board, committee, commission or other appointed bodies. The staff liaison shall be responsible for the keeping of minutes and reports. 3 220.02 Economic Development Authority. Subd. 1 Pursuant to Resolution 96-8 the City has created an Economic Development Authority to be known as the "Economic Development Authority of the City of Arden Hills" (EDA). THE EDA has all the powers, rights, duties, and obligations set forth in M.S. 469.090 - 469.108, as amended. Subd. 2 The EDA shall be governed by a board of five commissioners who shall be members of the City Council. 220.03 Planning Commission. Subd. 1 Appointment. At the first Council meeting of the calendar year, the Mayor shall appoint a Planning Commission consisting of seven (7) members, and one (1) alternate member subject to approval by a majority of vote of the entire Council. Subd. 2 Powers and Duties. The planning Commission shall fulfill the function of the City's planning agency and its board of adjustments and appeals. It shall exercise the duties conferred on it by the City Council and shall have the powers prescribed for such agencies and boards pursuant to M.S. .... 462.351 through 462.364, as may be amended from time to time, including, but not limited to the following: The Planning Commission shall ensure the preparation of the City's comprehensive municipal plan, periodically review the plan and make recommendations to the City Council regarding adoption or amendment of the plan. 4 The Planning Commission shall review the proposed acquisitions and disposal of real property and proposed public improvements to real property and shall advise the City Council in writing whether such acquisitions, disposals or improvements are in compliance with the City's comprehensive municipal plan. Failure of the Planning Commission to report on the proposal within forty-five (45) days after referral by the City Council or within such other reasonable period as may be designated by the City Council shall be deemed to have satisfied this review requirement. The City Council may, by resolution adopted by an affirmative vote of four (4) Councilmembers, dispense with this review requirement if in its judgment the City Council determines that such proposal has no relationship to the City's comprehensive municipal plan. The Planning Commission shall hear appeals and make recommendations to the City Council where it is alleged that there is an error in any order, requirement, decision of determination made by an administrative officer in the enforcement of the City's official controls. The Planning Commission shall hear requests for variances and make recommendations to the City Council. Subd. 3 Rules of Procedures. The Planning Commission shall prescribe its own rules of procedures to the extent permissible under statute and to the extent that such rules are consistent with this code. Subd. 4 Records. The Planning Commission shall provide a written record of its proceedings, including the minutes of its meetings, findings and the action 5 taken by the commission on each matter referred to it or heard by it, including the final recommendation. Subd. 5 Hearings. Hearings shall beheld by the Planning Commission in all matters where public hearings are required by state law or this code and as otherwise directed by the City Council; and hearings may be afforded to any interested parties on any matter where the commission deems it appropriate. Subd. 6 Reports. The Planning Commission shall submit reports directly to the City Council, which reports shall contain the findings, conclusions and recommendations of the commission as to action to be taken by the Council. Subd. 7. Voting rights of the Alternate Member. In the event that any of the regular members are not able to attend a properly noticed meeting of the Planning Commission, the Alternate Member may enjoy the full voting and any other privileges of a regular member during the meeting. Section 220.04 Economic Development Commission Subd. 1 Establishment of Commission. An Economic Development Commission is hereby established to facilitate positive interaction with the business community and advise the City Council and Economic Development Authority on economic development, redevelopment, and related community development issues. Subd. 2 Composition. The Economic Development Commission shall consist of nine members appointed by the City Council. Membership may be open to any resident or non-resident business representative that is directly interested in 6 the business climate and economic development direction of the City. There shall be at least four Arden Hills residents represented on the Commission. Section 220.05 Parks, Trails and Recreation Committee. Subd. 1 Establishment of Committee. The Parks, Trails, and Recreation Committee is hereby established to review and evaluate the City's parks, trails, and recreation programs in the City of Arden Hills. Subd. 2 Composition. The Parks, Trails, and Recreation Committee shall consist of eight members appointed by the City Council. Membership shall be open to any Arden Hills resident that is interested in the City's parks, trails, and recreation programs. Geographical balance may be used as criteria for selecting new members. Subd. 3 Duties and Functions. The duties and functions of the Committee shall be included in the annual resolution appointing new members and may be changed by Council resolution from time to time based on the needs of the City. Section 220.06 Communications Committee. Subd. 1 Establishment of Committee. A Communications Committee is hereby established to facilitate positive interaction with the community, inform them of news events that are occurring within the City of Arden Hills and advise the City Council on community communication related issues. Subd. 2 Composition. The Communications Committee shall consist of at least five members appointed by the City Council. Membership may be open to any resident or non-resident that has a special interest in writing for the City's 7 newsletter. There shall be at least four Arden Hills residents represented on the Committee. Subd. 3 Duties and Functions. The duties and functions of the Committee shall be included in the annual resoLution appointing new members and may be changed by Council resolution from time to time based on the needs of the City. Section 220.07 Financial Planning and Analysis Committee. Subd. 1 Establishment of Committee. A Financial Planning and Analysis Committee is hereby established to facilitate longer term financial planning on behalf of the City Council and the City and any related issues. Subd. 2 Composition. The FinanciaL Planning and Analysis Committee shall consist of at Least five members appointed by the City Council. Membership may be open to any resident or non-resident business representative that is directly interested in the City. At all times a majority of the Committee membership shall be current residents of Arden Hills. Subd. 3 Duties and Functions. The duties and functions of the Committee shall be included in the annual resolution appointing new members and may be changed by Council resolution from time to time based on the needs of the City. Adoption Date: Passed and adopted by the City Council of the City of Arden Hills the _th day of , 2007. 8