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HomeMy WebLinkAbout12-069 - ADMIN Resolution - City Council - 2012/05/07RESOLUTION NO. 12-069 RESOLUTION AMENDING AND RESTATING RESOLUTION NO. 10-026 ADOPTED,MARCH 15, 2010 APPROVING RULES AND PROCEDURES FOR BOARDS AND COMMISSIONS WHEREAS, the St. Louis Park City Council has established certain boards and commissions to serve as advisory to the City Council; and WHEREAS, the City Council wishes its various boards and commissions to comply with all regulations to which they are subject concerning conduct of meetings including those provisions contained in the Minnesota State Statutes, the City Charter and the Municipal Code; and WHEREAS, the attached rules and procedures serve as a guideline for operating those boards and commissions and they set standards for the conduct of staff and commission members. NOW THEREFORE BE IT RESOLVED that the City of St. Louis Park hereby amends the "Rules and Procedures for Boards and Commissions" attached as Exhibit A and shall adhere . • - rules as stated therein unless revised by a majority vote of the City Council. Revie Administration: City Man Attest: City Clerk Adopted by the City Council May 7, 2012 Resolution No. 12-069 -2- Exhibit A Rules and Procedures for Boards and Commissions • Amending Resolution No. 10-026 Adopted by City Council May 7, 2012 A. Boards The St. Louis Park City Charter grants the council authority to form various boards and commissions by ordinance. Boards and commissions serve in an advisory capacity to the City Council and are conferred various degrees of decision making power. The City Council is the sole policy making body of the city. Some boards and commissions include in their membership persons appointed by the school board. Boards and commissions of the city which : are governed by the provisions of these rules and procedures are as follows: • Board of Zoning Appeals • Human Rights Commission • Parks and Recreation Advisory Commission • Planning Commission • Police Advisory Commission • Telecommunications Advisory Commission • Housing Authority • And other boards as created by or determined by Council In addition, other ad hoc groups may be formed as needed by resolution of the council. B. Staff Liaisons Each board and commission is assigned a staff liaison. Duties of the staff liaison are, in general, to facilitate or assist in the meetings, to record attendance and to provide information and direction as requested by the commission. It is also the responsibility of the staff liaison to inform the city council of any problems or issues that may arise. C. Membership and Terms Membership requirements are set by ordinance council. All board and commission members are appointed by the council or, in some cases, by the school board. Youth members may be appointed and are conferred voting status except in the case of the Planning Commission and Board of Zoning Appeals. The City Council will not appoint a Board—and or Commission member to chair serve concurrently on more than one board or commission (not including the Charter Commission), and commissioners may only serve one consecutive year as chair. Board and commission members cannot serve on the same commission as a member of the immediate family, registered domestic partner or members of the same household. Defmition for immediate family: the immediate family includes the following individual and the spouse or registered domestic partner: mother, father, siblings, spouse or registered domestic partner, children, step relatives, grandparents and also includes members of the same household. Youth are exempt from this provision. • • • Resolution No. 12-069 -3- D. Qualifications Members must be St. Louis Park residents, but need not have expertise in any particular area. Willingness to serve and be involved are the most important attributes of members. Per Resolution No. 01-078, the city council will not consider applications for appointment to advisory commissions from regular full-time or part-time St. Louis Park employees (as defined in the city's personnel manual). City Council will not consider applications for appointment to commissions from other employees working for the city such as seasonal, temporary, part time, paid on call firefighters or contract employees if such appointment could cause a conflict of interest. E. Attendance Regular attendance at meetings is a requirement for continued membership on any board or commission. Irregular attendance and frequent absences are detrimental to the entire group and put undue pressure on those members who do attend meetings. Regular attendance allows members to learn about and discuss issues in depth which contributes to more effective decision making. Continued absenteeism is considered grounds for dismissal by the council. F. By -Laws Each board and commission shall create by-laws and meeting procedures. By-laws must be consistent with the City Code and should follow the Council's template for by-laws. Whenever changes are made, copies of the by-laws should be forwarded to the Administrative Services department for the Council's review. Council has 30 days to review and amend the by-laws per the City Code. G. Meetings Meeting times and locations are set according to each commission's by-laws. Each commission should defer to the Council's meeting policy for meetings which occur on or near holidays. A quorum of the board is made up of a majority of members currently appointed. All meetings will be conducted in accordance with the Minnesota Open Meeting Law, the City Charter and the Municipal Code of Ordinances. The proceedings of the meetings should be conducted using standard parliamentary procedure. The City Council has adopted The Standard Code of Parliamentary Procedure, as their guide and that publication is available in the Administrative Services department. A simplified summary of these procedures is also available for use by commission chairs and staff liaisons. I3. Minutes and other Records Minutes of each meeting should be prepared and maintained by the staff liaison or designee. Following commission approval minutes should be forwarded to the Administrative Services department for placement on the city council agenda. All board and commission records must be maintained in accordance with the city's records retention policy. Please contact the Administrative Services department if you have questions regarding retention and preferred storage medium. Resolution No. 12-069 -4- I. Annual Report Each board or commission shall prepare a draft written report for the Council which includes activities undertaken in the past year, a progress report on the previous year's goals, and goals for the coming year. Every effort should be made to submit the report to the Council by January 1st. After reviewing the report, the Council may meet with the group in a study session to discuss the report and other issues of concern to the commission prior to approving the report and, as needed, may request the Commission to also provide a mid -year progress report. J. Recruitment When a vacancy occurs it is the responsibility of the staff liaison to inform the Administrative Services department of the vacancy. Recruitment is typically done using any combination of advertising opportunity available. Local newspaper, Park Perspective, direct mailing, neighborhood newsletter, the city's website, etc. are all acceptable forms of advertisement. Applications are maintained by the Administrative Services department and are forwarded to interested citizens upon request. In certain instances a supplemental application may be created to determine suitability of candidates. Upon receipt of the application a representative of the Administrative Services department will contact the applicant to acknowledge receipt of the application and to discuss the interview and appointment process. Applications will be retained in the active file six months following receipt. K. Candidate Review Process Written applications are forwarded to Councilmembers for review as openings occur. Councilmembers will inform the Administrative Services department of the candidates they wish to interview based upon their review of written materials within two weeks of receiving the materials. Interviews are conducted by the City Council, usually prior to a Monday evening meeting. Following the interview, the Mayor will inform the Administrative Services department about the status of each applicant. The Administrative Services department will mail a thank you letter to each applicant with information regarding next steps m the process. L. Appointment Appointments are made by the City Council at a regular meeting of the council. Council will inform the Administrative Services department when an appointment is to be made so that the appointment can be added to the council agenda. Following the appointment the Administrative Services department will contact the new member and inform them of their appointment. A copy of the application will also be forwarded to the staff liaison. The staff liaison will provide the new member with meeting information and discuss expectations and pertinent issues with them prior to the next meeting of the board or commission. Appointments are sometimes made to unexpired terms, and often more than one vacancy exists on a commission. In that case, the specific term occupied by the new member is determined by the commission and communicated to the Administrative Services department. Resolution No. 12-069 -5- M. Rosters The staff liaison is responsible for keeping an updated roster of the commission which should include contact information, term of office and date of appointment. The liaison is responsible for notifying the Administrative Services department about roster changes. N. Reappointment Reappointments are made as needed by the city council. Performance and attendance by Board and Commission members requesting reappointment will be considered by the Council. Council may choose to re -interview any commission member as a means to determine whether the commission member should continue to serve. A member may continue to serve beyond their expiration date until a reappointment is made. O. Resignation When a resignation occurs, the staff liaison should contact the Administrative Services department and forward a copy of any correspondence that may have been received. Administrative Services will then initiate recruitment to fill the vacant position. A member may continue to serve beyond their expiration date until a successor is appointed. Members may be removed with or without cause by the City Council. P. Recognition At the beginning of each year the Council will recognize members who have left their position during the pnor year. Appreciation activities will be planned for all commission members on a regular basis. Q. Orientation The Administrative Services department and the staff liaisons will provide orientation for new board and commission members as well as new staff liaisons. R. Conflict of Interest No commissioner shall: (1) Enter into any contractual arrangement with the city dunng the term serving as an appointed board or commissioner member and for a period of one year after leaving office, unless authorized by Minnesota statutes § 471.88. (2) Use their position to secure any special privilege or exemption for themselves or others. (3) Use their office or otherwise act in any manner which would give the appearance of or result in any impropriety or conflict of interest.