The URL can be used to link to this page

Home My WebLink About12-17-07 Item 1F Commissions and Committees ~ ~HILLS MEMORANDUM DATE: December 17, 2007 Agenda Item: l.F. TO: Honorable Mayor and City Council Members FROM: Noah A. Simon, Assistant City Administrator Michelle A. Wolfe, City Administrator SUBJECT: Terms for Boards, Committees, Commissions and Task Forces In June 2007, the City Council discussed and approved a new policy for recruitment, appointment and term limits. This policy included language that required existing boards, commissions, and task forces to adopt one, two and three year terms as specified by the policy. In addition, the policy set forth the process for reappointments for expiring members and set the deadline of October 3 I st. As this deadline has come and gone, I am proposing the following steps to move the June policy forward, they are: . On or before January 31. 2008, all existing boards, committees, commissions and task force members must select one, two and three year terms in accordance with the language in the policy (attached). · Individuals who have selected one-year terms shall serve that term from January I, 2008 (or the date in January in which terms are established) to December 31st, 2008. · The process for reappointments or the advertisement of new boards, committee commission, and task force members will be as required from the policy established in June. · The Assistant City Administrator will draft a letter indicating these steps and the process (and include the Policy) and send it to each chair person as well as the staff and Council liaison. The Assistant City Administrator will also be available to discuss this issue with any of the existing board, committee, commission and task force chairs. Staff will proceed as indicated above unless there are comments and questions from the City Council. \\Metro-inet\ardenhills\Admin\Assistant City Administrator\Noah\Boards and Commissions Terms Memo to Council 120307.DOC ~ ~HILLS Request for Council Action Prepared By: Schawn Johnson Oept: Administration Council Mtg. Date:-- June 25. 2007--- Final Action Needed By: June: i$;-_?:~_~i Agenda Item: 4.E. Budgeted Amount Actual Amount: Funding Source: NA ---NA ---------------- ----.... ----- NA --~-~- rqQ!:lhqt~q_Q;f{&8[~t:_~----~-~.. ..__ "___.. : Motion by the City Council to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Tenn Policy i_~t?if:_~f?,q)~~@~;g~n9_f"1:~_--~- --------.-.-- Motion by-th~ City Council to Adopt the City Commission, Committees, and Task Forces: Recruitment, Appointment, and Temi-.UmiT Policy f~~ui?2~lrig~_~~rB~b.t!.>~_ {Gl_~<'l~h~d) j X : Memo/Letter: =Resolution No.: :Ordinance No.: Engineering Recommendation: Dated June 25, 2007 from Assistant City Administrator Schawn Johnson :Attorney Recommendation: : X :Other: -Proposed City Commission, Committees, and Task Forces: recruitment, Appointment, and Term Limit Policy -Copy .o.r.9!~~I1_a~(;~ 1I_3_~?~~o?~c1s,_ ~g'!l":1!~~_~~~,_~_~~~_!~_~_iQ~~,_~!l~~ep()_ir:'te<ff:J()c!ies !f}!jar)~~H~PIL~tt~~1>:~_~__, I jA1iil[~T~(l!9.1l~!~ffo9Pmi11e-nfS:7:-- ~ ~HILLS MEMORANDUM DATE: June 25, 2007 Agenda Item 4.E. TO: FROM: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator Schawn Johnson, Assistant City Administrator ~~ SUBJECT: Discussion Regarding the Proposed City Commission, Commillees, 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 c 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 IS'" 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" policyc ~ ~HlLLS 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) Communications Committee (City Ordinance #385) Economic Development Commission (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 of the 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 of the City Council shall illake a rnotion at the next regularly scheduled City COUflCil 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 commission openings. . City staff may utilize the following resources to advertise vacant committee or commission openings: local newspaper, City newsletter, City of Arden Hills website, local access cable channel, and at City HaIL . 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_ci.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. Ifnecessary, individual phone interviews may be conducted by the interview panel to review the candidate pool I .~ a_.. 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 LlMITS- 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 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- I. 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 1 st 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). 2 4. If there 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 yeaL 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_ Following an appointment by the City Council to a committee or commission, all candidates will receive a letter from the City informing them of their 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. J_ 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 yeaL 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 25th Day of June, 2007_ Stanley D_ Harpstead, Mayor Date Michelle A. Wolfe, City Administrator Date 4 ~ ~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 Conncil ordains that Section 220.01, Section 220.02, Snbdivisions 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 aud its Subdivisions and Section 220.07 and its Subdivisions are hereby added to the Ardeu 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. 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_ Subdivision 7_ Leneth 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_ I 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 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. 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 fOlwarded to the City CounciL Subdivision 12. Admiuistrative 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 tenn subject to approval by a majority vote of the entire City CounciL Subdivision 14. Conneil 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 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. 2 Subdivision 2_ Governiul! Board. The EDA shall be governed by a Board of five (5) Commissioners who shall be Members of the City CounciL Section 220.03. Planniul! Commissiou_ Subdivision L Compositiou. At the first Council Meeting of the calendar year, the Mayor shall appoint a Plarming 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 ~462.35 I through ~462.364, as may be amended from time to time, induding but not limited to the following: A. The Planning Commission shall prepare the City's Comprehensive Municipal Plan, periodically review the Comprehensive Mtmicipal Plan, and make recommendations to the City Council regarding the adoption or amendment of the 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 Conunission 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 Mtmicipal 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 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. 3 Subdivision 4. Records. The Planning Commission shall provide a written record of its proceedings, including the minutes of its meetings, findings and the actiollS taken by that Planning Commission on each matter referred to it or heard by it including the final recommendation. Subdivision S. Hearin!!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 Plarming 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_ Votin!! Ril!hts oUhe 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 l. 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. TIle 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 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 220.05. Parks, Trails and Recreation Committee. Subdivision l. Establishment of Committee. The Parks, Trails and Recreation Cormnittee is hereby established to review and evaluate the City's Parks, Trails and Recreation Programs. 4 .. 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 ioterested 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 iocluded 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 Conunittee 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 Resolutiou 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 Plannine 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. 5 . . . 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: ~M~t-J)~,~ Michelle A. Wolte City Administrator Publication Date. Published on the 21st day of March, 2007. 6