Loading...
10.3. SR 08-06-2012REQUEST FOR ACTION TO ITEM NUMBER Mayor and City Council 10.3 AGENDA SECTION MEETING DATE PREPARED BY General Business August 6, 2012 Tina Allard, City Clerk ITEM DESCRIPTION REVIEWED By Advisory Board /Commission Policy Amendment Cal Portner, City Administrator REVIEWED BY ACTION REQUESTED Council motion amending the Advisory Board/ Commission Policy in order to better outline the appointment process. BACKGROUND /DISCUSSION The purpose of the Advisory Board/ Commission Policy is to standardized procedures such as the selection, appointment, membership, and dismissal process for City Council appointed boards/ commissions. The interview/ appointment process in the Policy has not been clear and easy to follow so staff would suggest the following steps to make it easier for Council and candidates: 1. Full Council to interview all candidates at a worksession. 2. Staff to include a tally form at the meeting for the Council to make their selections. This form would be public information. 3. Administration Division to compile the results into a resolution to be considered on the Consent Agenda at the next regular Council meeting. 4. Candidates and staff liaisons would be notified of the results the next day. FINANCIAL IMPACT ■ None ATTACHMENTS ■ Portion of Advisory Board and Commission Policy Action Motion bar Second bar Vote Follow Up POWERED By N: `,Public Bodies City Coinicil ,Council RCA Agenda Packet ()S-()6-2()12 , 1ppoinhnent Pcocess.doch INAMIRE1 Independent Commissions Minnesota statutes authorize the Council to create independent citizen boards and commissions. The amount of discretionary power the Council can give to such bodies varies. The City of Elk River has the following four; ® The Economic Development Authority (EDA) is established as authorized by Minnesota Statutes, Sections 469.090- 469.108, to include, but not be limited to, promoting commercial and industrial growth and development in the City of Elk River. The Housing and Redevelopment Authority (HRA) in and for the City of Elk River was created by an act of the Legislature of the State of Minnesota entitled the "Municipal Housing and Redevelopment Act," Minnesota Statutes, Sections 469.001- 469.089. The HRA may not transact any business or exercise any powers until the Council, by resolution, finds the city has substandard, slum, or blighted areas that cannot be redeveloped without government assistance; or, has a shortage of decent, safe, and sanitary low - income dwellings. ® The Elk River Public Library Board of Directors is established as authorized by Minnesota Statutes, Sections 134.07- 134.15, The Utilities Commission is established as authorized by Minnesota Statutes, Sections 412.321- 412.391. This statute gives the Utilities Commission all discretionary authority necessary to operate the utilities. This Advisory Board and Commission Policy applies to each of these groups as appropriate and as permitted by the laws and ordinances that establish them. Nothing in this policy is intended to supersede any provision in state law or city code. To the extent that there is any conflict between state law or city code with the provisions of this policy, state law or city code shall prevail. Nothing in this policy is intended to limit, expand, or otherwise modify the authority given to city boards and commissions by state law or city code. Commission Organization and Procedures I. Applications All applicants, including board and commission members who are seeking reappointment, must complete an "Application for Appointment to City Board or Commission" and submit the application to the City Clerk by the deadline date. 2. Notification of Openings Except for openings filled by Mayoral appointment, board and commission expirations and vacancies will be advertised in the Elk River Star News, The Current newsletter, ERtV 12, and the city website. 3. Appointments The Council will review all applications. Applicants will be interviewed by the full City Council at a worksession meeting to make beard and eom in"ents and feappoift"efits. Council will complete a vote tally form to be provided by the NAPublic Bodies \Boards \Advisory BoardCommission Policy.doc 2 Administration Division The Administration Division will compilc the results into a resolution for Council consideration on the Consent Agenda of the next regular Ci Council meeting. 4. Vacancy Board and commission applications will be kept on file for one year. If a vacancy occurs during the year, the Council may make an appointment from the applications on file. Vacancies in commissions are filled for the remainder of the unexpired term. Terms Beginning in March Planning Commission, Parks and Recreation Commission, Utilities Commission, Heritage Preservation Commission, the Ice Arena Commission, and the Energy City Commission terms run from March 1 to the last day in February in any given year The term of office is for three years as provided in the governing ordinance and is designated by the Council at the time of the appointment. If the appointment is to fill a vacancy for an unexpired term, the appointment is for the balance of the term. Interviews for these annual term expirations will be held in January or February so that terms can begin on March 1. 6. Terms Beginning in January HRA, EDA, and Library Board terms run from January 1 to December 31 in any given year. The Mayor, upon approval of the Council, shall make appointments to the HRA, EDA, and Library Board. The term of office for the HRA is five years, six years for resident members of the EDA, and three years for members of the Library Board as provided in the governing ordinance and is designated by the Council at the time of the appointment. If the appointment is to fill a vacancy for an unexpired term, the appointment is for the balance of the term. The Mayor shall decide whether or not to advertise for these positions. 7. Residency Applicants to the Parks and Recreation Commission and Ice Arena Commission, do not need to reside in Elk River. However, it is expected that a preference be given to city residents, but residency by itself shall not be a disqualification. (Ord. No. 03-001, 03 -002, 03 -003). Applicants to the Library Board are to reside within Sherburne County. Residency is not a requirement to be a member of the Energy City Commission. 8. Officers Each standing advisory commission shall elect officers as stated in their By -laws or in the governing ordinance. 9. By -laws or Rules of Procedure Each commission shall adopt By -laws or Rules of Procedure governing its work and these By -laws should be reviewed every three years. 10. Resignation Voluntary resignations from a commission should be communicated by letter from the person resigning to the Mayor or City Clerk. NAPublic Bodies \Boards \Advisory BoardConunission Policy.doc 3 )-N-\ IO 9/6J a Independent Commissions Minnesota statutes authorize the Council to create independent citizen boards and commissions. The amount of discretionary power the Council can give to such bodies varies. The City of Elk River has the following four: • The Economic Development Authority (EDA) is established as authorized by Minnesota Statutes, Sections 469.090-469.108, to include, but not be limited to, promoting commercial and industrial growth and development in the City of Elk River. • The Housing and Redevelopment Authority (HRA) in and for the City of Elk River was created by an act of the Legislature of the State of Minnesota entitled the "Municipal Housing and Redevelopment Act," Minnesota Statutes, Sections 469.001-469.089. The HRA may not transact any business or exercise any powers until the Council, by resolution, finds the city has substandard, slum, or blighted areas that cannot be redeveloped without government assistance; or, has a shortage of decent, safe, and sanitary low-income dwellings. • The Elk River Public Library Board of Directors is established as authorized by Minnesota Statutes, Sections 134.07-134.15. • The Utilities Commission is established as authorized by Minnesota Statutes, Sections 412.321-412.391. This statute gives the Utilities Commission all discretionary authority necessary to operate the utilities. This Advisory Board and Commission Policy applies to each of these groups as appropriate and as pet.niitted by the laws and ordinances that establish them. Nothing in this policy is intended to supersede any provision in state law or city code. To the extent that there is any conflict between state law or city code with the provisions of this policy, state law or city code shall prevail. Nothing in this policy is intended to limit, expand, or otherwise modify the authority given to city boards and commissions by state law or city code. Commission Organization and Procedures I. Applications All applicants, including board and commission members who are seeking reappointment, must complete an "Application for Appointment to City Board or Commission" and submit the application to the City Clerk by the deadline date. 2. Notification of Openings Except for openings filled by Mayoral appointment, board and commission expirations and vacancies will be advertised in the Elk River Star News, The Current newsletter, ERtV 12, and the city website. 3. Appointments The Council will review all applications. Applicants will be interviewed by the City Council ; - ::; _ : -: :--.--:- :- : :::.- : -- - , : ; :::.- --- - - . Each Councilmember will complete a tally form. The Administration Division will compile http://sp-elkr/shrdoc/City Policies/Advisory BoardCommission Policy.doc 2 the results into an appointing resolution for Council consideration on the Consent Agenda of the next City Council meeting. The appointment will be made by adoption of this resolution. 4. Vacancy Board and commission applications will be kept on file for one year. If a vacancy occurs during the year, the Council may make an appointment from the applications on file. Vacancies in commissions are filled for the remainder of the unexpired term. 5. Terms Beginning in March Planning Commission, Parks and Recreation Commission, Utilities Commission, Heritage Preservation Commission, the Ice Arena Commission, and the Energy City Commission terms run from March 1 to the last day in February in any given year The term of office is for three years as provided in the governing ordinance and is designated by the Council at the time of the appointment. If the appointment is to fill a vacancy for an unexpired term, the appointment is for the balance of the term. Interviews for these annual term expirations will be held in January or February so that terms can begin on March 1. 6. Terms Beginning in January HRA, EDA, and Library Board terms run from January 1 to December 31 in any given year. The Mayor, upon approval of the Council, shall make appointments to the HRA, EDA, and Library Board. The term of office for the HRA is five years, six years for resident members of the EDA, and three years for members of the Library Board as provided in the governing ordinance and is designated by the Council at the time of the appointment. If the appointment is to fill a vacancy for an unexpired term, the appointment is for the balance of the term. The Mayor shall decide whether or not to advertise for these positions. 7. Residency Applicants to the Parks and Recreation Commission and Ice Arena Commission, do not need to reside in Elk River. However, it is expected that a preference be given to city residents,but residency by itself shall not be a disqualification. (Ord. No. 03-001, 03-002, 03-003). Applicants to the Library Board are to reside within Sherburne County. Residency is not a requirement to be a member of the Energy City Commission. 8. Officers Each standing advisory commission shall elect officers as stated in their By-laws or in the governing ordinance. 9. By-laws or Rules of Procedure Each commission shall adopt By-laws or Rules of Procedure governing its work and these By-laws should be reviewed every three years. I 0. Resignation Voluntary resignations from a commission should be communicated by letter from the person resigning to the Mayor or City Clerk. http://sp-elkr/shrdoc/City Policies/Advisory BoardCommission Policy.doc 3