HomeMy WebLinkAbout06-25-07 Item 4E, City Commission Commission Policy
Request for Council Action
Prepared By:
Dept.:
Council Mtg. Date:
Final Action Needed By:
Schawn Johnson
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Agenda Item:
4.E.
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Budgeted Amount:
Actual Amount:
Funding Source:
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. Motion by the City Council to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Tenn Limit!
Policy .
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. Motion by the City Council to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Term Limit!
Policy .
Planning:
PTRC:
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X Memo/Letter: Dated June 25, 2007 from Assistant City Administrator Schawn Johnson
Resolution No.:
Ordinance No.:
Engineering Recommendation:
Attorney Recommendation:
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~HILLS
MEMORANDUM
DATE:
June 25, 2007
Agenda Item 4.E.
TO:
Honorable Mayor and City Council Members
Michelle Wolfe, City Administrator
Schawn Johnson, Assistant City Administrator ~~
FROM:
SUBJECT:
Discussion Regarding the Proposed City Commission, Committees, and Task
Forces: Recruitment, Appointment and Term Limit Policy
Backeround:
Recently City staff was asked to create a policy that addresses the areas of recruitment,
appointment, and term limits for City commission, committees, and task forces. For your review,
City staff has created a policy that identifies procedures that City staff would utilize when
recruiting, recommending appointments, and implementing term limits for committee,
commission, and task force members.
City staff has incorporated recommended changes that were identified by members of the City
Council at the June 18th work session meeting and previous discussions. City staff believes that
the draft policy incorporates a recruitment and appointment policy that is equitable and allows
the City Council flexibility in determining which individual is the appropriate fit for a respective
committee, commission, or task force appointment. 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.
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~HILLS
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 (City Ordinance #385)
Connnunications Connnittee (City Ordinance #385)
Economic Development Connnission (City Ordinance # 349)
Karth Lake Improvement District Board (City Resolution #03-60)
EDA (City Resolution #96-08, State Statute)
Mayor and City Council make up the membership ofthe EDA
Financial Planning and Advisory Committee (City Ordinance #385)
APPOINTMENT PROCESS FOR COMMISSION, COMMITTEES, AND TASK
FORCES:
. Once a resignation is received by City staff, members ofthe City Council shall
make a motion at the next regularly scheduled City Council meeting to accept the
connnittee or commission member's resignation. A letter will be sent from the
Mayor thanking the resigning committee or connnission members for
volunteering their services to the City.
. The Assistant City Administrator shall coordinate the recruitment process for
vacant connnittee and commission openings.
. City staff may utilize the following resources to advertise vacant connnittee or
commission openings: local newspaper, City newsletter, City of Arden Hills
website, local access cable chaunel, and at City Hall.
. Those interested in serving on a connnittee or connnission shall fill out a City
application form. Application materials are available at City Hall or on the City's
website at www.ci.arden-hills.mn.us.
. For vacancies on the Planning Connnission and Economic Development
Connnission, the staff liaison to the connnittee or connnission 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 connnents
and review. Interviews shall be conducted by the Mayor, Council liaison,
Commission chair, and staff liaison for vacancies on the Planning Connnission
and Economic Development Connnission. Ifnecessary, individual phone
interviews may be conducted by the interview panel to review the candidate pool
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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 staffliaison 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-
L 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 year
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-
L Offer Arden Hills residents the opportunity to participate on a City committee
and/or commission.
2. Offer current committee 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 1st of their intention to seek an additional term.
3. Advertise all vacancies for committees and commissions. (This ad should include
a brief description of the committee, time and days of meetings, how often
meetings are held, the number of vacancies, and any special requirements).
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4. If there are existing applications on file, the Council liaison,
committee/commission chair, and staff liaison 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 staff liaison.
9. Following an appointment by the City Council to a committee or commission, all
candidates will receive a letter from the City informing them oftheir status.
10. There is no implied guarantee of appointment or reappointment to any committee,
commission, or task force. The sole responsibility for appointment 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-
I. Offer Arden Hills residents the opportunity to participate on a City task force.
2. A timeline 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 website, 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 application 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.
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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 25th Day of June, 2007.
Stanley D. Harpstead, Mayor
Date
Michelle A. Wolfe, City Administrator
Date
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~.
~H1LLS
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, Section 220.02,
Subdivisions 1 and 2, Section 220.03 Subdivisions 1 through 7, and Section 220.04,
Subdivisions 1, 2 and 3 of the Arden Hills City Code are hereby amended; and
Section 220.01, Subdivisions 5 through 14, Section 220.05 and its Subdivisions,
Section 220.06 and its Subdivisions and Section 220.07 and its Subdivisions are
hereby added to the Arden Hills City Code to read as follows:
220.01. General. The following regulations apply to all Boards, Committees,
Commissions, and Appointed Bodies of the City of Arden Hills.
Subdivision 5. Compensation. All members of Boards, Committees,
Commissions and other appointed bodies shall serve without compensation.
Subdivision 6. Residencv Requirements. Unless otherwise specifically
provided, each member of any Board, Committee, Commission or other appointed body
shall be a resident ofthe City during their term of service.
Subdivision 7. Lenl!1:h 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.
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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 Meetinl!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,
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 maybe 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. Meetinl!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.
Snbdivision 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.
Subdivision 14. Conncil Liaison. The Mayor shall appoint a council member to
serve as a liaison to each Board, Committee, Commission or other Appointed Body.
Section 220.02. Economic Development Authoritv.
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 ~469 .090 through ~469 .1081, as
amended, from time to time.
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Subdivision 2. Governilll!: Board. The EDA shall be governed by a Board of
five (5) Commissioners who shall be Members of the City CounciL
Section 220.03. Planninl! 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 Plauning 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
9462.364, as may be amended from time to time, including but not limited to the
following:
A. 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 ofthe Comprehensive Plan.
B. 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) 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 variances and make
recommendations to the City Council.
Subdivision 3. Rules of Procedure. The Plauning 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.
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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. Hearinl!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
recommendations of the Planning Commission as to the action to be taken by City
Council.
Subdivision 7. Votinl! Ril!hts ofthe 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 affiliated with an Arden Hills business who is
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 Fuuctions. 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 220.05. 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.
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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 of the City.
Section 220.06. Communications Committee.
Subdivision 1. Establishment of Committee. A Communications Committee is
hereby established to facilitate positive interaction with the community, inform the
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 220.07. Financial Planninl! and Analvsis 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.
Subdivision 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 who is financial planning and analysis
expertise. 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 Arden Hills City Council ordains that Section 220.03, Subdivisions 8, 9
and 10, Section 220.04, Subdivisions 4, 5, 6 and 7, and the former Section 220.05
relating to Fire Protection of the City Code are hereby repealed.
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Effective Date. This Ordinance shall become effective the 22nd day of March, 2007.
Adoption Date. Passed by the City Council of the City of Arden .
March, 2007.
ATTEST:
, ~luOOo,~
Michelle A. WO)1e~
City Administrator
Publication Date. Published on the 21st day of March, 2007.
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