HomeMy WebLinkAboutCity Council Resolution 2013-198CITY OF PLYMOUTH
RESOLUTION 2013-198
AMENDING POLICY RELATING TO SELECTION, PERFORMANCE AND ORIENTATION
OF PERSONS APPOINTED TO BOARDS, COMMISSIONS, AND COMMITTEES
WHEREAS, the City Council has adopted a policy relating to selection, performance and
orientation of advisory board members; and
WHEREAS, this policy is periodically reviewed for desired changes.
NOW, THEREFORE BE IT RESOLVED that the Policy Relating to Selection, Performance and
Orientation of Persons Appointed to Boards, Commissions, and Committees is amended as follows:
• Deleting the following language: "Beginning in the year 2004, the Council will interview
applicants on an every -other -year basis during the months of October or November.
Appointments would then be made in December/January. For those applicants who
weren't appointed to a board or commission, their applications would be kept on file for
two years in order that they could be considered for vacancies on boards and
commissions during that time." Instead, the City Council will provide direction annually
on the desired process for advisory board recruitment and selection.
• Amending item No. 1 under Performance Standards for Board and Commission Members
to state "A minimum of 80% annual attendance at meetings and work sessions, and 75%
attendance for those committees that meet quarterly.
• Deleting "not to exceed six years" of the last sentence under item No. 1 under Length of
Terms and Maximum Service.
Approved this 25th day of June, 2013.
POLICY RELATING TO SELECTION,
ribCity of PERFORMANCE AND ORIENTATION OF PERSONS
Plymouth
APPOINTED TO BOARDS, COMMISSIONS, AND
Adding Quality to Life
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:
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.
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.
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 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:
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.
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.
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:
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.
This policy, "Information to Applicants" and an application form are provided to applicant.
affheations watild be kept an file fef twe yeaf s in efdef that they eotild be eonsidefed fe.F
-54. The appointee meets with the chairperson of the commission and discusses in particular the riles
and procedures followed by the commission as well as techniques for assuming the role of an
active commissioner.
65. 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
The Council recognizes that there is a need for reasonable continuity on its permanent boards
and commissions, and to a lesser 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 appointments to its boards, commissions, and
committees shall be for a maximum of two consecutive terms, not to exceed six yeaf s.
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)