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HomeMy WebLinkAboutCity Council Resolution 1986-506CITY OF PLYMOUTH `Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Plymouth, Minnesota, was held on the 18th day of August , 1986. The following members were present: Mayor Schne"f3er, Councilmem ers Crain, Sisk, Vasiliou, and Zitur were aosenc: none Councilmember Sisk introduced the following Resolution and moved its adoption: RESOLUTION NO. 86-506 POLICY RELATING TO ORIENTATION OF COMMISSIONERS TO CITY ADVISORY COMMISSIONS (Supersedes Res. 81-31, January 5, 1985; Res. 85-103, January 28, 1985) Purpose The Advisory Commission Orientation Program is designed to accomplish the following: 1. Generally describe the function of each commission and the role of the individual commissioners. and the time commitment required for successful participation. 2. Acquaint commission 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. 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 commissioners. 1. Written material. A. Summa of position and res onsibilities. This document is a pamphlet made available to prospective applicants at the time of application. It describes the positions and responsibilities of all the commissions and further summa- rizes the job description. 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 con- ducting 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 Is for development, a sample staff report, agenda and minutes, and appropriate maps. (CONTINUED PAGE TWO) RESOLUTION W. 86-506 Page Two 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 on-going basis by the Commission chair- persons, 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 At least annually, and normally in December, the Council will review board and commission members on the following: 1. A minimum of 80% attendance at meetings and work sessions. 2. Consistent active participation in meetings which demonstrates completion of background research, site visitations and homework necessary for understanding and deliberating on the issues before the commission. .3. Beha,-.or confirms that the commissioner understa:ds that the role of the commission is advisory by statute and not policy making. 4. In all decisions the commissioner considers overall benefit to the City, not parochial considerations. 5. 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 orienta- tion program integrates with it: 1. Council solicits applications by advertisement or newspaper article. Citizen inquires about position. Summary statement, application and list of staff and commission contacts provided to applicant for additional information prior to interview. 2. Following review of applications, City Council interviews applicants and discusses the position and expectations. 3. The Council selects and appoints. The Council may wish to once more meet with the appointee to discuss expectations and responsibilities. (CONTINUED PAGE THREE) RESOLUTION NO. 06-506 Page Three 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 she procedures and legal requirements. The motion for adoption of the foregoing Resolution was duly seconded by Councilmember Crain , and upon vote being taken thereon, the following vote n favor thereof: avor. neider. Councilmembers Crain. Sisk_ liou, and Mur ine Totiowing voted Whereupon the Resolu nst or aostained: none was declared duly passed an3 adopted.