9.4. SR 12-21-2015Template Updated 4/14
Request for Action
To
Mayor and City Council
Item Number
9.4
Agenda Section
Work Session
Meeting Date
December 21, 2015
Prepared by
Tina Allard, City Clerk
Item Description
Attendance for Boards/Commissions
Reviewed by
Cal Portner, City Administrator
Reviewed by
Action Requested
Provide staff with direction on changes to the Advisory Board and Commission Policy with regards to
attendance.
Background/Discussion
Mayor Dietz asked to have a discussion about absenteeism for boards/commissions.
1. What does the Council expect of a member in terms of attendance? Policy can outline what
is expected in terms of minimum requirements and the consequences when they are not met.
2. Should absences be excused? Current policy lacks criteria on defining an excusable absence. Is
missing an important, unscheduled business meeting, a child’s big game, maternity leave, or a
death of a relative or friend excusable?
A member can have difficulty being fully informed and representing the community when they are
habitually absent. Not having a full board can leave the board short of multiple perspectives that help
contribute to better decisions representative of the community. In terms of getting the board’s business
done, whether a missing member is excused or absent doesn’t make any difference because the member
isn’t there to participate, ask questions, and vote.
Policy Language Considerations
The Council could consider language based on unnoticed/noticed absences over excused absences or set
an automatic termination based on the number of absences regardless of excuse or notice. The policy
could outline some of the following:
A member would need to provide at least 72 hours’ notice to the staff liaison, and
A member who misses 5 meetings in a rolling calendar year, regardless of notice, is automatically
terminated; or
Members shall be automatically removed for lack of attendance. Lack of attendance is defined as
missing 3 meetings (or one-third for those boards who meet on less than a monthly basis) in a
calendar year.
There are certain boards, such as HRA and EDA, which have specific statutes requirements and would
not be subject to the city policy for absenteeism.
Also note, changes to the attendance policy wouldn’t necessarily be a cure-all. Attendance problems can
be a sign of other problems besides a member’s life obligations getting in the way. Failure to regularly
N:\Public Bodies\Agenda Packets\12-21-2015\LASERFICHE\x9.4 sr Board Attendance.docx
attend meetings could signal other issues, such as whether meetings are productive, valuable, having clear
expectations, constructive, whether inclusiveness/participation is encouraged, sense of engagement, etc.
Financial Impact
N/A
Attachments
Current Advisory Board Policy Regarding Absences
Attendance Reports for 18 months
Advisory Board Policy Excerpt
Attendance
Commission members are asked to regularly attend all meetings. A standard commission attendance
form shall be used by all commissions for the commission secretary to record attendance. The Chair
or their designee shall forward the attendance record to the City Council at the end of June and
December for the Council’s review of the attendance of members of city commissions. Excessive
absenteeism, excluding illness or necessary travel, is cause for removal of a commission member.
Three unexcused absences within a calendar year will be considered as a resignation from the
commission. Commission members should notify the staff liaison or Chair of planned absences
prior to the meeting missed.
Removal From Office
EDA and HRA
The City Council may remove an EDA or HRA commissioner when in its judgment the public
welfare will be promoted by removal. Causes for removal include, but are not limited, to
inefficiency, neglect of duty, or misconduct in office. The commissioner must be given a copy of the
charges at least 10 days prior to a hearing at which the commissioner has an opportunity to be heard
in person or by counsel. The Council may temporarily suspend a commissioner until the hearing
process. The commissioner shall immediately be reinstated if the charges have not been
substantiated. When a commissioner is removed, a record of the proceedings shall be filed with the
city clerk (MN Statutes 134.09, 412.111, 469.010).
All Other Commission/Board Members
The Council may remove any commission/board member when in its judgment the public welfare
will be promoted by the removal. (MN Statutes 412.111)
All commission and board members should be aware that criminal penalties may apply depending
on the nature of the violation.
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S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N
DeAnn Givens x
Ryan Holmgren x
Brian Balabon x
Brian Ballenger x
Mike Cunningham x
Kent Madsen x
Matt Westgaard E
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
Submitted by: Laura Estby
COMMISSION NAME: Ice Arena Commission
2015 Attendance Record
Meeting Date 21-Apr
S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record
Meeting Date
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N
Dennis Chuba Y Y Y E Y
Jim Hamann E E E Y
Jason Hoskins Y Y Y Y
Tom Sagstetter Y Y Y Y Y
Trish Curtis x x x x x x Y Y
Bruce Sayler Y Y Y E
Tim Steinbeck E Y Y Y
Matt Westgaard Y Y Y Y
TA Flatland Y E E Y
Canceled
Instructions:and Special
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
Ca
n
c
e
l
l
e
d
Submitted by: Kristin Mroz
COMMISSION NAME: Energy City Commission
2015 Attendance Record
15-Apr 20-May 17-Jun21-Jan 18-Feb 18-Mar
Member Name
Burandt X X X X X X X X
Dwyer X X X X X X X X
Olsen X X X X X X X X
Provo X X X X X X X X
Tveite X X X X X X X X
Wagner X X X X X X X X
Westgaard X X X X E X X X
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
09-FebMeeting Date 20-Jan
COMMISSION NAME: ECONOMIC DEVELOPMENT AUTHORITY
2015 Attendance Record
Submitted by: D. Huebner
16-Jun 20-Jul17-Feb 16-Mar 13-Apr 20-Apr 15-May
S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record
Member Name Y N Y N Y N Y N Y N Y N Y N
Lance Lindberg X X
Debra Mortensen X E
Joshua Fox X X
Stephen Rohlf U
Marilyn Van Patten U
Mike Nicholas --X
Robert Jones --X
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
COMMISSION NAME: HPC
2015 Attendance Record
15-OctMeeting Date 15-Jan 16-Apr 16-Jul
No Longer a Commissioner
No Longer a Commissioner
Submitted by: Zack Carlton
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N
Wilson X X E X X X X
Burandt X X X X X X
Kuester X X X X X X X
Chuba X X X X X X X
Toth X X X X X X X
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
COMMISSION NAME: HOUSING & REDEVELOPMENT AUTHORITY
2015 Attendance Record
Submitted by: D. Huebner
Meeting Date 05-Jan 02-Feb 02-Mar 06-Apr 04-May 01-Jun 06-Jul
S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N
Jayne Dietz Chair X X X
Willie Jackson Vice Chair X X X
Sarah Holmgren Secretary X X X
Britt Aamodt (Mar. 24-present)n/a X X
Mary Eberley X X E
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
Submitted by: Will Hollerich, Librarian
COMMISSION NAME: Elk River Library Board
2015 Attendance Record
Meeting Date 20-Jan 24-Mar 26-May
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y
Johnson, Eric X X X X X X
Christianson, Garrett X X U U
Konietzko, Mark U X X E X X
Johnson, Jeremy X X X X X X
Jill Larson-Vito X X X X X X
Andrew Crook U U X U U U
Brad Theil X X X X
Thomas Petschl X X Resigned
Keller, Mike E U
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
COMMISSION NAME: Planning Commission
2015 Attendance Record
Submitted by: D. Huebner
Meeting Date 27-Jan 24-Feb 24-Mar 28-Apr 26-May 23-Jun
S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record
Member Name Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N Y N
Dave Anderson X X X X X X X X X
Mark Ahlness E X E X E E X X X
Ryan Holmgren X E E X X E E E E
Dave Kallemeyn X X X X X X X X X
Mike Niziolek X X X X X X X X X
Jim Nystrom X X X X X E X X X
Guenther Sagan E X X X X X X X X
Instructions:
If member notifies Chair or staff that they will not be in attendance, place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence, place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
Submitted by: Tonya Love
COMMISSION NAME: Parks & Recreation
2015 Attendance Record
2/11/15
Reg Mtg
3/11/15
Reg
Mtg/Work
Session
3/18/15
Work
Session
4/8/15
Reg
MtgMeeting Date
1/7/15 Work
Session
1/14/15 Reg
Mtg/Work
Session
5/13/15
Reg Mtg
6/10/15
Reg Mtg
2/4/15
Work
Session
COMMISSION NAME: Elk River Municipal Utilities
2015 Attendance Record
Submitted by: Michelle Canterbury
Meeting Date 1/13/15 2/10/15 3/17/15 4/14/15 5/12/15 6/16/15
Member Name y N y N y N y N y N y N y N y N y N y N y N y N
John Dietz X X E X X X
AI Nadeau X X X X X X
Daryl Thompson X X X X X X
Instructions•
If member notifies Chair or staff that they will not be in attendance,place an "E" under the N to denote an excused
absence.
If Chair/staff has not been notified of anticipated absence,place a "U" under the N to denote an unexcused absence.
Three unexcused absences will be considered a resignation from the Commission.
S:Clerk/Boardcom/Board and Comm Guidebook/Attendance Record