HomeMy WebLinkAboutCity Council Resolution 2022-229
C ITY OF P LYMOUTH
R ESOLUTION N O. 2022-229
R ESOLUTION A MENDING P OLICY R ELATING TO S ELECTION, P ERFORMANCE AND O RIENTATION OF
P ERSONS A PPOINTED TO B OARDS, C OMMISSIONS, AND C OMMITTEES
WHEREAS, the City Council has adopted a policy relating to selection, performance and
orientation of persons appointed to boards, commissions, and committees; and
WHEREAS, this policy is periodically reviewed for desired changes.
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH,
MINNESOTA that the policy relating to selection, performance and orientation of persons appointed to
boards, commissions, and committees is amended as follows:
Delete “for a maximum of two consecutive terms” of the last sentence under Item No. 1
under Length of Terms and Maximum Service.
Amend last sentence to read, “In order to strike a balance between continuity of
membership and providing additional opportunities for volunteer service, the Council
has determined that initial appointments to its boards, commissions, and committees
shall be for one full term; if members wish to continue serving after their first full term,
they must reapply and interview for each additional term thereafter”.
APPROVED by the City Council on this 13th day of September, 2022.
P OLICY R ELATING TO S ELECTION,
P ERFORMANCE AND O RIENTATION OF
P ERSONS A PPOINTED TO B OARDS,
C OMMISSIONS, AND C OMMITTEES
Purpose
The material in this policy is supplemental to that set forth in Plymouth City Code Section 305
and Minnesota Statutes with respect to advisory commissions. This policy shall apply to all
boards, commissions and committees appointed by the City Council unless exceptions are
expressly made by the Council.
This policy is designed to accomplish the following:
1. Generally describe the function of each commission, the role of the individual
commissioners, and the time commitment required for successful participation.
2. Acquaint applicants and incumbents with performance standards against which their
performance will be annually evaluated by the City Council.
3. Concisely outline the legal and civic expectations of commissioners and
commissions.
4. Familiarize commissioners with the formal duties and responsibilities of individual
commissions with respect to legal and procedural requirements.
5. Establish the general procedures the City Council will follow for appointment and
reappointment of members to boards, commissions and committees.
Format
The format of the orientation program consists of both written material and oral information
provided by City staff, commission chairpersons and the City Council to prospective members.
1. Written material.
A. Summary of position and responsibilities. Attached to the
board/commission application will be the job description for positions on boards
and commissions.
B. Introductory Packet. Assembled by respective staff liaison, and
commissions, the packet consists of information such as: a general overview of
Commission Appointments 1 of 4 City Council Policy
the legal and procedural aspects of advisory commissions per statutes, ordinances
and policies; description of agenda and staff report functions, format for
conducting public hearings, including basic parliamentary procedures and
approved “flow process” relative to items of business before the advisory
commission and City council. Also included are copies of applicable ordinances,
portions of the Comprehensive Plan, a copy of the City's Goals and Objectives
and Criteria for development, a sample staff report, agenda and minutes, and
appropriate maps.
2. Oral Information
A. Conveyed to prospective commissioners by the Mayor and City Council
primarily at the interview and selection stage of the appointment process.
Special emphasis is placed upon the expectations of the Council and
current commissioners for new commission members.
B. Provided initially and on an ongoing basis by the Commission
chairpersons, particularly about procedures and participation in a group
setting. A “buddy system” is used to assign more experienced
commissioners to help orient and advise new commission members.
C. Provided by staff, particularly in answering questions raised following
review of the written materials and with respect to technical information
regarding specific commission business.
Performance Standards for Board and Commission Members
The Council will annually review board and commission members on the following:
1. A minimum of 80% annual attendance at meetings and work sessions and 75%
attendance for those committees that meet quarterly.
2. Commissioners spend from 10 to 40 hours per month as needed for commission
preparation and meeting attendance.
3. Consistent active participation in meetings which demonstrates completion of:
a. Background research
b. Site visitations
c. Reading all report materials to gain an understanding of the issues before
the commission.
4. Behavior confirms that the commissioner understands that the role of the
commission is advisory by statute and not policy making.
Commission Appointments 2 of 4 City Council Policy
5. In all decisions the commissioner considers overall benefit to the City, not
parochial considerations.
6. The commissioner displays an understanding that Council may take final action
which varies from Commission recommendations after consideration and
deliberation.
Selection and Appointment Process
Following is an outline of the appointment process and the way in which the orientation program
integrates with it:
1. The City Manager's office will maintain a record of all council appointments to
boards, commissions, and committees and will notify the Council of: a)
vacancies; and b) existing members who do not wish to be reappointed. This
information would be provided to the Council by September of every year. On
the basis of this information, the Council would request staff to solicit
applications by advertisement or newspaper article.
2. Citizen inquiries about position.
3. This policy, “Information to Applicants” and an application form are provided to
applicant.
4. The appointee meets with the chairperson of the commission and discusses in
particular the rules and procedures followed by the commission as well as
techniques for assuming the role of an active commissioner.
5. The appointee meets with staff. The appointee would be provided with the
written material at this stage and the discussion with staff would include a brief
overview of the significance of the particular material as well as the procedures
and legal requirements.
Length of Terms and Maximum Service
1. The Council recognizes that there is a need for reasonable continuity on its
permanent boards and commissions, and to a lessor degree, other bodies which
generally tend to be appointed for specific tasks. The Council also recognizes that
there exists in the community a reservoir of citizen talent willing to serve on
boards, commissions, and committees. In order to strike a balance between
continuity of membership and providing additional opportunities for volunteer
service, the Council has determined that initial appointments to its boards,
commissions, and committees shall be for one full term; if members wish to
continue serving after their first full term, they must reapply and interview for
each additional term thereafterfor a maximum of two consecutive terms.
Commission Appointments 3 of 4 City Council Policy
2. In the event of a vacancy on a board or commission position during the term of
the position, it should be the Council's practice to fill the position for the
unexpired portion of that term.
Resolution No. 2013-198, June 25, 2013
(Supersedes Resolution 2004-398, September 28, 2004; Resolution 91-265, May 6, 1991;
Resolution 81–31, January 5, 1985; Resolution 85–103, January 28, 1985; Resolution 86–506,
August 18, 1986)
Commission Appointments 4 of 4 City Council Policy