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Home My WebLink AboutCity Council Packet 09-26-2023 SpecialCity Council 1 of 1 September 26, 2023 CITY OF PLYMOUTH AGENDA Special City Council September 26, 2023, 5:00 PM 1. CALL TO ORDER 2. TOPICS 2.1 Plymouth Ice Center fourth sheet of ice discussion 2.2 Committee and commission discussion Committee and Commission Job Description Plymouth Advisory Commission/Committee Information Role of Council Coordinating Representative Work Plan Example Commission Appointments Policy 2024 Expiring Members with Rosters History of Youth Involvement 2.3 Set future study sessions October November December January 3. ADJOURN 1 Special City Council September 26, 2023 Agenda Number:2.1 To:Dave Callister, City Manager Prepared by:Jennifer Tomlinson, Parks and Recreation Director Reviewed by:Jennifer Tomlinson, Director of Parks and Recreation Item:Plymouth Ice Center fourth sheet of ice discussion 1. Action Requested: Discuss the Plymouth Ice Center fourth sheet of ice and provide high-level feedback and direction. 2. Background: Demand for ice rentals in Plymouth have increased significantly since the construction of the third sheet of ice in 2004. Staff and Wayzata Youth Hockey Association representatives will present the history of the Plymouth Ice Center, background on how the Wayzata Youth Hockey Association operates, and future needs. 3. Budget Impact: None at this time. 4. Attachments: 2 Special City Council September 26, 2023 Agenda Number:2.2 To:Dave Callister, City Manager Prepared by:Jodi Gallup, City Clerk/Administrative Coordinator Reviewed by: Item:Committee and commission discussion 1. Action Requested: Discuss committee and commission work plans, recruitment process, and youth involvement. 2. Background: Council requested a study session to discuss committee and commission work plans, recruitment process, and youth involvement in committees and commissions. Additionally, the committee and commission job description, advisory board information, and role as a council coordinating representative is attached for reference. Work Plans Annually, each committee/commission develops a work plan that is approved by the council. Staff recommends creating a consistent template across all committees and commissions. The attached sample template provides a time frame for each initiative, along with how it aligns with the council's strategic priorities. Staff is seeking direction from council on the work plan template, and the process for when work plans should be reviewed and approved by council each year. A few options to consider: 1. Have chair of each committee present their annual report and work plan at a regular council meeting in Jan/Feb. 2. Continue to approve work plans on the consent agenda. 3. Other. Recruitment Process In 2022, Council updated its policy on the commission selection and appointment process with the following language: “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." If a commissioner is appointed mid-term, their term is eligible to automatically renew until they complete their first full term. This January 2024, we will have 11 expiring terms with two eligible for auto-renewal (see attached expiring seats roster). 3 When a vacancy occurs on any city board, commission, or committee, current practice is that the full City Council holds a study session to conduct interviews to decide who to appoint to fill each vacancy. This practice has worked well during the annual appointment process when term limits are expiring, but it is less efficient for mid-year appointments when commissioners resign unexpectedly. Sometime seats stay vacant for multiple months until the council has an open study session to hold interviews, which can cause quorum issues and cancelled meetings. To help streamline mid-year appointments, here are a few options for discussion and consideration: 1. Select a subcommittee such as chair of committee, council liaison to committee, and staff liaison to committee to conduct interviews and bring forward a recommendation for the City Council to appoint during the next regular meeting. 2. Only hold interviews annually with the full City Council to appoint expiring terms along with creating an eligibility list of "approved" candidates to fill mid-year vacancies as they occur. 3. Continue current practice of holding annual interviews for expiring terms and sporadic interviews as vacancies occur throughout the year. 4. Other. Youth Involvement History Previously, Plymouth has had youth participation on the Human Rights, Park and Recreation Advisory Board, and Environmental Quality Commission, along with a Youth Advisory Council from 1998 to 2008. Additional background information on the history of youth involvement is attached. In summary, youth membership on boards and commissions was discontinued because it created some duplication and lessened the effectiveness and purpose of the Youth Advisory Council. Ultimately, the Youth Advisory Council was also disbanded because their main focus was planning youth events, which could be done more efficiently through park and recreation staff. Staff is seeking feedback if the City Council has interest in allowing youth members on certain city committees and commissions again such as the Park and Recreation Advisory Commission and the Environmental Quality Committee. Options to consider: 1. Term limits 2. Number of youth per commission 3. Voting or non-voting youth members 3. Budget Impact: N/A 4. Attachments: Committee and Commission Job Description Plymouth Advisory Commission/Committee Information Role of Council Coordinating Representative Work Plan Example Commission Appointments Policy 2024 Expiring Members with Rosters History of Youth Involvement 4 PRIMARY OBJECTIVE OF POSITION To identify and discuss issues within commission range of responsibilities, receive and consider public input and provide appropriate recommendations to the City Council in a fashion which will facilitate the input of concerned parties into the City’s decision-making process both through the public hearing process and the individual input supplied by each commissioner. MAJOR AREAS OF ACCOUNTABILITY Regularly and thoroughly prepares for each agenda item under consideration.  Thoroughly reads and reviews agenda materials supplied.  Becomes familiar with the City Comprehensive Plans and other city documents relating to area of accountability.  Conducts site visitations as appropriate.  Solicits and receives input from affected parties and the general public.  Contacts affected parties to solicit input.  Meaningfully participates in consideration of agenda items. Actively listens to ensure a complete appreciation of each proposal and the respective positions of the petitioner, affected parties (businesses, residents, etc.) and the City staff. Disqualifies self from participation where actual or potential conflict of interest occurs. Participates in special study subcommittees or task forces to provide information for commission consideration.  Assumes responsibility for accomplishing necessary research either by calling other communities, talking to appropriate individuals or requesting that the staff prepare appropriate research.  Assumes a constructive and active role in the output of the task force.  Serves as chair of commission or subcommittee if so assigned.  Maintains close liaison between City Council members and City staff to maximize cooperative relationships.  Discusses problems encountered within the scope of commission activities or with staff or Councilmembers to eliminate problems.  Remains aware of and recommends areas for potential improvements in commission activities or standard operating procedures. PERFORMANCE CRITERIA POSITION WRITE UP FOR A CITY OF PLYMOUTH VOLUNTEER COMMITTEE & COMMISSION MEMBER ACCOUNTABLE TO: MAYOR AND CITY COUNCIL 3400 Plymouth Blvd, Plymouth, MN 55447  763-509-5000  Fax: 763-509-5060 5  Regularly invests sufficient time and energy in conducting the necessary review of agenda materials, obtaining response to questions and visiting sites as necessary to be able to meaningfully participate in commission activities.  Commissioners are expected to attend 100% of all meetings with an 80% minimum unless an excused absence has been previously arranged with the chair.  Does not further an agenda of staff, Mayor, Councilmember or special interest group, but rather displays a perspective for the overall good of the community.  Avoids conflict of interest and annual submits the conflict of interest disclosure form in accordance with City Policy.  Becomes fully familiar with City comprehensive plans, budgets, capital improvement programs and other documents necessary to have a basic understanding of the role of the City and the commission.  Active participation at meetings demonstrates completion of background research, site visitation and homework necessary for understanding and deliberation of issues.  Behavior conforms to that of commission standards and commissioner recognizes the role of the commission as advisory, not policy making.  Commissioner recognizes that the City Council may take final action which varies from commission recommendations after further consideration and deliberation.  Since much of the City’s leadership has evolved through advisory commissions, the commissioner should make citizens feel represented and heard through their activities on the commission.  The commissioner is to be apolitical with respect to his/her commission duties. QUALIFICATIONS  Plymouth resident.  Prefer previous activity in civic organizations or interests.  Must have an ability to detect differences between perception, fact and fiction.  Should possess considerable ability to assimilate a diversity of facts and draw a conclusion and position therefrom.  A commitment to actively seek out the opinions of those proposing and affected by commission actions.  An understanding of the presidential nature of commission decisions.  A willingness to report problems to the chair or CCR in order that can be resolved promptly. 6 Information for Applicants to Plymouth’s Advisory Committees and Commissions BACKGROUND INFORMATION Plymouth City Ordinance provides for the creation of advisory boards, committees, and commissions. The purpose of each advisory and committee is to provide input to the City Council from concerned residents regarding specific issue areas addressed by each commission/committee. Membership on an advisory commission or committee is voluntary and appointments are typically made by the City Council for three‐year terms. Council procedure for filling commission/committee positions generally consists of a review of applications, City Council interview of prospective commissioners/committee members and selection of successful applicants. This handout is designed to provide you with summary information regarding each of the commissions/committees and information about what you can expect as a member on a Plymouth advisory commission/committee. IN GENERAL Volunteer commissioners/committee members invest a substantial amount of time (anywhere from 10 to 40 hours per month) to advisory commission/committee related activities. Commissions/committee members sometimes have subcommittees selected to deal with specific issues which occasionally arise. Commissions/committee members meet once and, in some cases, twice per month. Work sessions may be scheduled periodically. Prior to the regularly scheduled meeting, commissioners/committee members receive an agenda packet which contains staff reports and substantial background information briefing the commissioners/committee members about petitions, applications, etc., to be considered at the meeting. Staff reports are often quite detailed; two or more hours may be required to review an agenda packet to become fully familiar with agenda items. Commissioners/committee members are expected to maintain regular attendance at meetings, participate in the formal meeting, physically view sites when appropriate, and render decisions based upon the overall good to the community as opposed to more parochial interests. Periodic evaluations regarding attendance and performance are completed for each commission/committee for review by the City Council. Commissioners/committee members recognize that their respective boards are advisory and do not have policy‐making power. The only exception is the Housing and Redevelopment Authority which has additional authority granted by state statute. The City Council will give thorough consideration to commission/committee member recommendations in dealing with subject matter coming before it. 3400 Plymouth Blvd. Plymouth, MN 55447 plymouthmn.gov 7 DATA ABOUT PLYMOUTH ADVISORY COMMISSIONS/COMMITTEES PLANNING COMMISSION A. REGULARLY MEETS: 7 p.m., first and third Wednesday of each month. B. PURPOSE: The Planning Commission is established under the provisions of the Minnesota Municipal Planning Act. As such, it is responsible for reviewing requests and applications by petitioners to ensure that such petitions conform with the city’s land use regulations and the comprehensive plan. C. MEMBERSHIP: The Planning Commission consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members of the commission are appointed by the City Council for staggered three‐year terms expiring January 31 of each year. The Chairperson and Vice Chairperson are appointed by the commission from among members of the commission for a term of one year. D. DUTIES AND RESPONSIBILITIES: The powers and duties of the Planning Commission include preparation and submittal of the comprehensive plans and periodic amendments thereto to the City Council for implementation, periodic review and study of the provisions of the Plymouth Zoning Ordinance and subdivision regulations, study of applications for amendments to the Zoning Ordinance, and applications for special permits, site plan approval and preliminary and final plats. In each of the above capacities the commission submits recommendations to the City Council for consideration at regular City Council meetings. PARK AND RECREATION ADVISORY COMMISSION (PRAC) A. REGULARLY MEETS: 6 p.m., second Thursday each month. B. PURPOSE: The purpose of the Park and Recreation Advisory Commission is to review current and future community park and recreation needs, programs, and facilities and recommend actions which will promote the implementation of the city’s park and recreation plans. C. MEMBERSHIP: The Park and Recreation Advisory Commission consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members are appointed by the City Council for staggered three‐year terms expiring on January 31 of each year. The Chairperson and Vice Chairperson of the commission are appointed by the commission from among the members of the commission for a term of one year. D. DUTIES AND RESPONSIBILITIES: The Park and Recreation Advisory Commission is responsible for holding meetings to consider matters pertaining to parks and public recreation programs in the city, preparing and submitted to the City Council a comprehensive plan and periodic amendments for the future development of the city park and recreation system, and to act in an advisory capacity to the council on all matters relating to park and recreation programs and issues in the city. 8 ENVIRONMENTAL QUALITY COMMITTEE (EQC) A. REGULARLY MEETS: 7 p.m., second Wednesday of each month. B. PURPOSE: The Environmental Quality Committee is to review current and future city policies, plans, and programs and make recommendations which will enhance and preserve the natural environment of the city. C. MEMBERSHIP: The Environmental Quality Committee consists of seven members, four of whom are appointed one from each of the wards and three of whom are appointed from the city at large. Members of the committee are appointed by the City Council for staggered three‐year terms expiring January 31 of each year. The Chairperson and Vice Chairperson are appointed by the commission from among members of the commission for a term of one year. D. DUTIES AND RESPONSIBILITIES: The Environmental Quality Committee is responsible for holding meetings to consider matters pertaining to water quality, wetland preservation, ground water protection, solid waste collection and disposal, recycling and reuse programs, ecological preservation, control of soil erosion and air, noise and light pollution. The committee promotes city programs at community events and acts in an advisory capacity to the council on matters relating to environmental programs in the city. HOUSING AND REDEVELOPMENT AUTHORITY (HRA) A. REGULARLY MEETS: 7 p.m., fourth Thursday of each month. B. PURPOSE: The Plymouth Housing and Redevelopment Authority is established under the provisions of the Minnesota Housing and Redevelopment Authority Act. As such, it oversees the city’s participation in federal, state, and local housing and community development programs and advises the city council on matters related to such programs and other housing and community development issues. C. MEMBERSHIP: The HRA Board of Commissioners consists of seven members appointed by the City Council. Members are appointed for staggered five‐year terms. The chair, vice‐chair and secretary are appointed by the commission from among members of the commission for a term of one year. D. DUTIES AND RESPONSIBILITIES: The Board is solely responsible for the local operation of the federal housing choice voucher program (formerly Section 8) and Plymouth Towne Square and Vicksburg Crossing senior citizen apartments. It oversees the expenditure of the city’s Community Development Block Grant (CDBG) funds that are received from the federal Department of Housing and Urban Development (HUD) and advises the City Council on program budgets and policies. It holds public meetings to consider matters pertaining to the various housing and community development programs for which it has responsibility and advises the City Council on these and related matters. It provides policy direction for these, and other programs designated by the City Council or the state and for the city staff assigned to HRA operations. It adopts a budget for the 9 city’s HRA property tax levy and confirms the city manager’s appointment of the HRA’s executive director. FOR MORE INFORMATION STAFF Planning Commission Chloe McGuire 763‐509‐5452 Park & Recreation Advisory Commission Jennifer Tomlinson 763‐509‐5201 Environmental Quality Committee Ben Scharenbroich 763‐509‐5527 Housing & Redevelopment Authority Grant Fernelius 763‐509‐5401 WATERSHED DISTRICTS The City Council appoints residents to serve on the Bassett Creek, Elm Creek, and Shingle Creek Watershed Managements Commissions. These positions are three‐year terms. BASSETT CREEK WATERSHED DISTRICT This commission typically meets on the third Thursday of each month from 8:30 a.m.‐ 11:00 a.m. at Golden Valley City Hall, 7800 Golden Valley Road, Golden Valley, MN 55427. Please visit their website at bassettcreakwmo.org to review current projects and issues in the watershed district. ELM CREEK WATERSHED DISTRICT This commission typically meets on the second Wednesday of each month from 11:30 a.m.‐1:30 p.m. at the Plymouth Community Center, 14800 34th Avenue N., Plymouth, MN 55447. Please visit their website at elmcreekwatershed.org to review current projects and issues in the watershed district. SHINGLE CREEK WATERSHED DISTRICT This commission typically meets on the second Thursday of each month from 12:45 p.m.‐2:30 p.m. at the Plymouth Community Center, 14800 34th Avenue N., Plymouth, MN 55447. Please visit their website at shinglecreek.org to review current projects and issues in the watershed district. 10 Role of Council Coordinating Representative The City of Plymouth is a home rule charter city operating under the Council-Manager form of government. Under this plan the City Council is the policy-establishing legislative body. To assist in obtaining information required to make policy decisions, the City Council is advised by voluntary advisory commissions. To be well informed, the Council must also maintain a close liaison between itself and other organizations, agencies and governmental bodies serving City residents. Consequently, the Council has deemed it appropriate to establish Council Coordinating Representatives (CCR’s). Each Councilmember is assigned as a CCR to one or more bodies annually, generally in January. The singular, essential function of a CCR is to assure two-way communication between the City Council and the body to which the Council member serves as CCR. In performing this function, the CCR must be both a listener and communicator. To keep the Council appropriately advised of that body’s activities, the Council member must be aware of issues which have or will be facing the body, the objectives of the organization, its resources and other matters which might influence the organization’s ability, desire, or capacity to accomplish its day-to-day ends. With this information, the CCR is able to both provide the Council with information and actions taken by the body, as well as an appreciation for why or how those actions took place, and what may be expected in the future. The CCR must also be a good listener to advise the Council of the impact of its actions, positions, plans or lack of action upon that respective body. This is essentially a matter of maintaining a high degree of trust and cooperation. A CCR is also responsible for advising the body of the City Council’s positions on various issues, and the impact that the body’s action may have on the City. To be an effective CCR, the Council member should periodically expect to provide other Councilmembers with a short verbal report to keep them advised of the actions or conditions affecting the body or agency they represent. 11 1-City Center 2.0 2-Redevelopment Vision 3-Environment 4-City of Choice Commission Purpose [Insert purpose] 2024Work Plan City Council Strategic Themes 1.City Center 2.0 - Reimagining Plymouth City Center – the city’s central area – remains a top priority for City Council. Known as City Center 2.0, the city's long-term vision involves exploring land uses and improving infrastructure to encourage redevelopment that will draw people to the area and support commerce, art, recreation, inclusion and community vitality. 2.Redevelopment Vision - The primary objective of this theme is to consider how Plymouth can articulate its vision for long-range redevelopment citywide. The city will work to establish clear expectations for projects while partnering with developers to meet the desired outcomes. 3.Environment - Plymouth’s environmental efforts remain a priority, and the city will examine its impact and commitment to stewardship. 4.City of Choice - City Council determined that the city must build on its strengths in order to remain a city of choice for residents, businesses, organizations, visitors and events. GOALS/PLANNING Strategic Priorities ON-GOING Review current and future community park and recreation needs,programs,and facilities and recommend actions which will promote the implementation of the City’s Park and Recreation plans ☐1 ☐2 ☐3 ☐4 ☐N/A FIRST QUARTER Commission orientation Appoint CommissionChair& ViceChair 2024 SpecialEvents CommunityForestryPlan ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A SECOND QUARTER 2023 Annual Department Report Review VolunteerOperations ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A THIRD QUARTER Recreation Operations Review PlymouthCommunityCenterOperationsReview Fees and Policies ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A ☐1 ☐2 ☐3 ☐4 ☐N/A FOURTH QUARTER Plymouth Ice Center Operations Review ☐1 ☐2 ☐3 ☐4 ☐N/A [INSERT COMMISSION NAME]2024 WORK PLAN 12 Commission Appointments 1 of 4 City Council Policy POLICY RELATING TO SELECTION, PERFORMANCE AND ORIENTATION OF PERSONS APPOINTED TO BOARDS, COMMISSIONS, AND COMMITTEES 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 13 Commission Appointments 2 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. 14 Commission Appointments 3 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 thereafter. 15 Commission Appointments 4 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. 2022-229, September 13, 2022 (Supersedes Resolution No. 2013-198, June 25, 2013; 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) 16 2024 Committee and Commission Expiring Seats Committee/Commission Name EQC Paul Senne (Ward 4) EQC Laura Babcock (Ward 2 serving At-Large) EQC *Robert Blakely (Ward 1 serving At-Large) HRA Wayne Peterson (Ward 1) HRA Michelle Soderberg (Ward 2) HRA Vacant (At-Large) Planning *Josh Fowler (Ward 4) Planning Marc Anderson (Ward 1 serving At-Large) PRAC Hannah Wagner (Ward 1) PRAC Ann Hoekstra (Ward 2) PRAC Vita Wilson (Ward 4) *Mid-term appointment. Member can auto-renew per policy. 17 Revised 6/15/23 Name Ward Numbers and E-Mail Initially Appointed Term Expires Monika Vadali 5235 Jewel Lane N, Plymouth MN 55441 Ward 1 monikav@gmail.com 2/1/22 1/31/25 Andy Polzin 18605 29th Ave. N. Plymouth, MN 55447 Ward 2 C: 612-998-4920 O: 952-832-2938 rapolzin@msn.com 12/14/10 1/31/25 Ed Matthiesen, Vice Chair 12000 3rd Ave N . Plymouth, MN 55441 Ward 3 C: 612-325-6442 edward.matthiesen@stantec.com 6/28/22 1/31/26 Paul Senne 4620 Yorktown Ln. N. Plymouth, MN 55442 Ward 4 C: 612-564-2627 paulsenne.eqc@gmail.com 12/9/14 1/31/24 Danielle Niedermaier 3540 Rosewood Ln. N. Plymouth, MN 55441 At-Large (Ward 3) 12/10/19 1/31/26 Laura Babcock, Chair 1845 Garland Ln. N. Plymouth, MN 55447 At-Large (Ward 2) O: 612-624-4678 lbabcock305@gmail.com 1/8/19 1/31/24 Robert Blakely 5625 Ranier Ln. N. Plymouth, MN 55446 (Started mid-term) At-Large (Ward 1) 9/13/22 1/31/24 Liaisons: Ben Scharenbroich, Water Resources Supervisor 763-509-5527 Chris LaBounty, Deputy PW Director/City Engineer 763-509-5541 Clark Gregor, Council Coordinating Representative 763-509-5005 Meetings are held the second Wednesday of the month at 7:00 p.m. in the Medicine Lake Conference Room. Members are appointed for three-year terms expiring January 31st of that year. The Chair and Vice Chair shall be appointed by the Committee and confirmed by the Mayor from among the members of the Committee and shall serve for a term of one year. Environmental Quality Committee 18 Revised 9/19/23 Name Ward Numbers and E-Mail Initially Appointed Term Expires Wayne Peterson 18150 39th Ave. N. Plymouth, MN 55446 Ward 1 wpeterson@plymouthmn.gov 2/23/21 1/31/24 Michelle Soderberg 16235 9th Ave . N. Plymouth, MN 55447 Ward 2 C: 612-240-9099 msoderberg@plymouthmn.gov 12/9/14 1/31/24 Joel Spoonheim 11710 28th Ave. N. Plymouth, MN 55441 Ward 3 jspoonheim@plymouthmn.gov 4/12/22 1/31/25 James Williams 12825 43rd Av e. N. Plymouth, MN 55442 Ward 4 jwilliams@plymouthmn.gov 2/23/21 1/31/26 Vacant At-Large 1/31/26 Ronald Kelner 4320 Oakview Lane North Plymouth, MN 55442 At-Large (Ward 4) rkelner@plymouthmn.gov 2/1/22 1/31/27 Kim Vohs 1304 W. Medicine Lake Drive, #327 Plymouth, MN 55441 At-Large (Ward 3) H: 763-546-1128 C: 612-366-3123 kvohs@plymouthmn.gov 3/9/23 1/31/28 Liaisons: Grant Fernelius, Executive Director 763-509-5401 Steve Schmidt, Housing & Economic Development Manager 763-509-5412 Jeff Wo sje, Council Coordinating Representative 763-509-5007 Meetings are held the fourth Thursday of each month at 7:00 p.m. in the Parkers Lake Conference Room. The HRA may cancel any regular meeting other than the annual meeting. The annual meeting of the HRA shall be held in March at the regular meeting place of the Authority. Members are appointed for five-year terms expiring January 31st or until a new commissioner has been selected as a replacement. The Chair, Vice Chair, and Secretary shall be appointed by the Authority and confirmed by the Mayor from among the members of the Authority. Housing and Redevelopment Authority 19 Revised 3/8/23 Name Ward Numbers and E-Mail Initially Appointed Term Expires Neha Markanda 4701 Walnut Grove Lane N. Plymouth, MN 55446 Ward 1 nmarkanda@plymouthmn.gov 01/10/23 1/31/26 Michael Boo 17925 2nd Ave. N. Plymouth, MN 55447 Ward 2 mboo@plymouthmn.gov 12/10/19 1/31/26 Bill Wixon 2375 E. Medicine Lake Blvd. Plymouth, MN 55441 Ward 3 bwixon@plymouthmn.gov 01/10/23 1/31/26 Josh Fowler 15724 60th Ave. N. Plymouth, MN 55446 (Started mid-term) Ward 4 H: 612-354-6299 (Voicemail) jfowler@plymouthmn.gov 01/10/23 1/31/24 Julie Olson 13305 33rd Ave N Plymouth, MN 55441 At-Large (Ward 3) H: 612-385-6479 jolson@plymouthmn.gov 1/19/22 1/31/25 Marc Anderson 4665 Orchid Ln. N. Plymouth, MN 55446 At-Large (Ward 1) H: 763-478-9450 manderson@plymouthmn.gov 1/13/09 1/31/24 Jennifer Jerulle 4850 Ranchview Lane N. Plymouth, MN 55446 At-Large (Ward 1) jjerulle@plymouthmn.gov 1/10/23 1/31/25 Liaisons: Grant Fernelius, Community and Economic Development Director 763-509-5056 Chloe McGuire, Planning & Development Manager 763-509-5452 Julie Pointner, Council Coordinating Representative 763-509-5004 Meetings are held the first and third Wednesdays of the month at 7:00 p.m. in the Council Chambers. Members are appointed for three-year terms expiring January 31st of that year. The Chair and Vice Chair shall be appointed by the Commission and confirmed by the Mayor from among the members of the Commission and shall serve for a term of one year. Planning Commission 20 Revised 6/5/23 Name Ward Numbers and E-Mail Initially Appointed Term Expires Hannah Wegner 3815 Minnesota Ln. N. Plymouth, MN 55446 Ward 1 C: 952-826-9004 hannahmwegner@gmail.com 12/8/20 1/31/24 Ann Hoekstra 1510 Juneau Ln. N. Plymouth, MN 55447 Ward 2 brigl003@umn.edu 4/11/19 1/31/24 Nick Beecher 775 Windemere Dr. Plymouth, MN 55441 Ward 3 nick_beecher@yahoo.com 1/10/23 1/31/26 Vita Wilson 10810 46th Place N. Plymouth, MN 55442 Ward 4 C: 612-382-6818 vitawilson@edinarealty.com 12/12/17 1/31/24 James Kuznia 11535 48th Ave n. Plymouth MN 55442 At-Large (Ward 4) 2/1/22 1/31/25 Jessica Montgomery 5280 Annapolis Ln. N, Unit 3101 Plymouth, MN 55446 At-Large (Ward 4) jessicaj.montgomery@gmail.com 1/10/23 1/31/25 John McCulloch 4870 Evergreen Ln. N. Plymouth, MN 55442 At-Large (Ward 4) Johmccu@gmail.com 9/13/22 1/31/26 Liaisons: Jennifer Tomlinson, Parks & Recreation Director 763-509-5201 Jim Davis, Council Coordinating Representative 763-509-5003 Julie Olson, Planning Commission Liaison 612-385-6479 julie@julieolson.info Meetings are held the second Thursday of the month at 7:00 p.m. in the Council Chambers. Members are appointed for three-year terms expiring January 31st of that year. The Chair and Vice Chair shall be appointed by the Commission and confirmed by the Mayor from among the members of the Commission and shall serve for a term of one year. Park and Recreation Advisory Commission 21 History of Youth Involvement on Commissions and Committees One of the City Council' s top goals for 1997- 1998 was improve community involvement in local government and encourage participation by citizens and students. A sub-goal was to consider appointing students to committees and commissions. On April 15, 1998, a Youth Advisory Council was established. The first student members were appointed to the Youth Advisory Council and the Human Rights Commission in October of 1998. In January 2002 the Environmental Quality Commission policy was amended to include student members. On May 27, 2003, an ordinance was approved adding youth members to the Park and Recreation Advisory Commission. In July of the same year Chapter 3 of the city code was amended regarding youth members of boards and commissions. At the January 9, 2007, council meeting the council adopted changes to the composition of advisory boards and commissions. The changes came after a study session held on December 19 to consider appointments to advisory boards and commissions. Discussion was held on ways to make advisory commissions as effective as possible. The Council discussed the importance of having a youth perspective on city issues. The staff report stated that while youth involvement has been valuable, it may have also lessened the effectiveness and purpose of the Youth Advisory Council by creating some duplication and uncertainty of roles. The Council directed that the following changes be drafted for Council consideration: Remove the youth -designated positions from the Park and Recreation Advisory Commission, Environmental Quality Committee; and Human Rights Commission. The Youth Advisory Council will monitor the activities of these commissions and provide input as desired or directed. Amend the composition of the Human Rights Commission from 15 to 7 members, with all members appointed at -large from the community. Amend the composition of the Youth Advisory Council from 11 to 7 members, with all members appointed at-large from the community, but with consideration of school attended. Direct that the Youth Advisory Council conduct monthly regular meetings and the Human Rights Commission conduct quarterly regular meetings. Allow youth members who have unexpired terms to complete their terms on commissions through June 30, 2007. The council approved the ordinance amendment removing student members from the Human Rights Committee, EQC, and PRAC. On June 24, 2008, the policy relating to a Youth Advisory Council was repealed. The staff report stated that youth events could be more efficiently planned and carried out using the existing recreation and administrative services staff. Staff recommended looking at established youth groups in the community for assistance when needed. 22 Special City Council September 26, 2023 Agenda Number:2.3 To:Dave Callister, City Manager Prepared by:Jodi Gallup, City Clerk/Administrative Coordinator Reviewed by:Jodi Gallup, City Clerk/Administrative Coordinator Item:Set future study sessions 1. Action Requested: Schedule study sessions and/or add topics as desired. Calendars are attached to assist with scheduling. 2. Background: Pending study session topics (at least three council members have approved the following study items on the list): - Penalty grid for license violations Other council requests: - None at this time. Staff requests for special meeting topics and/or changes: - Council workshop w/Chad Weinstein on March 12 at 4 p.m. 3. Budget Impact: N/A 4. Attachments: October November December January 23 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 October 2023 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov 6:00 PM PARK & REC ADVISORY COMMISSION MEETING Parks Tour SUN TUES MON WED THUR FRI SAT 5:00 PM SPECIAL COUNCIL MEETING Council policies review Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers CHANGES ARE NOTED IN RED CHA 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers 5:00 PM SPECIAL COUNCIL MEETING Budget discussion Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 24 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 November 2023 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov THANKSGIVING HOLIDAY 5:00 PM SPECIAL COUNCIL MEETING Budget discussion/ Review Board and Commission applications Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers SUN TUES MON THUR FRI SAT THANKSGIVING HOLIDAY CITY OFFICES CLOSED CITY OFFICES CLOSED VETERANS DAY CITY OFFICES CLOSED 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Council Chambers WED 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 5:00 PM SPECIAL COUNCIL MEETING Budget discussion Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 25 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 December 2023 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov 7:00 PM REGULAR COUNCIL MEETING Council Chambers SUN TUES MON WED THUR FRI SAT 31 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Council Chambers 7:00 PM CHARTER COMMISSION ANNUAL MEETING Medicine Lake Room CHRISTMAS HOLIDAY CITY OFFICES CLOSED 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers CHRISTMAS HOLIDAY CITY OFFICES CLOSED 7:00 PM PLANNING COMMISSION MEETING Council Chambers 5:00 PM SPECIAL COUNCIL MEETING Interview Board and Commission applicants Medicine Lake Room 26 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 January 2024 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov 7:00 PM PLANNING COMMISSION MEETING Council Chambers SUN TUES MON WED THUR FRI SAT CHANGES ARE NOTED IN RED NEW YEAR’S DAY CITY OFFICES CLOSED 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers DR. MARTIN LUTHER KING JR.DAY CITY OFFICES CLOSED 7:00 PM PLANNING COMMISSION MEETING Council Chambers 6:00 PM PARK & REC ADVISORY COMMISSION MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers 27