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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)