8.1. SR 05-07-2018
Request for Action
To Item Number
Mayor and City Council 8.1
Agenda Section Meeting Date Prepared by
General Business May 8, 2018 Tina Allard, City Clerk
Item Description Reviewed by
Advisory Group Attendance Policy Cal Portner, City Administrator
Reviewed by
Action Requested
Approve, by motion, changes to the Advisory Board Policy
Background/Discussion
Some Councilmembers have expressed interest in changing the attendance policy for advisory groups due
to the unique situation of Parks and Recreation Commissioner Ryan Holmgren.
Staff drafted language removing special meetings from the attendance requirements.
Financial Impact
N/A
Attachments
Policy Language
Commissioner Holmgren’s Letter
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
7. Attendance
A member shall be expected to maintain a suitable attendance record. Attendance is vital to
board service and City Council expectations. Because attendance is important, the City
Council has adopted the following attendance policy:
Members shall be automatically removed for lack of attendance. Lack of attendance is
defined as:
Regularly scheduled monthly commissions – missing three (3) regularly scheduled
meetings (including regular and special meetings) scheduled during a calendar year.
All other commissions – missing two (2) regularly scheduled meetings (including
regular and special meetings) scheduled during a calendar year.
Participation for less than three-fourths of a meeting shall be the same as a failure to attend a
meeting. Members removed pursuant to this paragraph shall not continue to serve on the
board and such removal shall create a vacancy. A member may appeal the termination by
requesting a hearing before the City Council within 10 days of notice of termination.
A standard commission attendance form shall be used by all commissions for the staff
liaison to record attendance. The Office of the City Clerk shall forward the attendance
record to the City Council at the end of each June and December for the Council review.
Commission members shall notify the staff liaison of planned absences 72 hours prior to the
meeting missed.
Dear Mr. Mayor and Council members,
The weather conditions in March and April have had an impact on the high school varsity sports
schedules throughout Minnesota. I am the Elk River High School Varsity Baseball Coach and the MN
State High School League has shortened game lengths and increased the number of scheduled games
we are playing in the coming weeks. Additional games and even double headers on days previously not
scheduled are now a reality. I have been able to keep my schedule clear for the regular Commission
meetings but I have no control over the recent changes made to our high school schedules.
I have already stated to Michael Hecker that I will need to miss the Parks and Recreation Commission
regular meeting on May 9 because of a make-up game scheduled. My main concern, however, is that as
the Commission discussed at the April meeting, the need for special meetings and work sessions this
spring/summer to discuss master planning of athletic facilities. Depending on when these might be
scheduled, it’s highly possible that I will miss additional meetings because of the updated high school
baseball schedule.
I want you to know that it will be a challenge for me to participate in the Commission meetings for the
next two months. I think this is a critical time for the City and the Commission as we begin to discuss
and plan the city’s needs regarding athletic facilities. I have a strong compassion for athletics, parks and
recreation and the City of Elk River. Therefore, I will make every attempt to attend Commission
meetings but the additional scheduling of games is out of my control. This has not been an issue in the
last two years but has happened every few years. My attendance the last 3 years has not been an issue
but I fear that may be out of my control now.
I propose that the City Council reconsider its policy on Commission member attendance. I recommend
that you consider taking special meetings out of the requirement for attendance. Special meetings are
difficult to plan since they can be called at any time with little warning. I also feel you should take
special circumstances and flexibility into consideration. I feel that I make a valuable contribution to the
Commission and I hope to see this continued for many years to come.
Thank you for your service and your time looking into this matter.
Ryan Holmgren
Park and Recreation Commission
City of Elk River