Loading...
HomeMy WebLinkAbout6.c. Task Force Bylaws EXECUTIVE SUMMARY City Council Regular Meeting: May 3, 2016 AGENDA ITEM: Task Force By-laws AGENDA SECTION: Consent PREPARED BY: Dwight Johnson, City Administrator AGENDA NO. 6.c. ATTACHMENTS: Proposed by laws for the Facilities Task Force and the Environment and Sustainability Task Force APPROVED BY: ddj RECOMMENDED ACTION: Motion to approve the attached proposed by-laws for the Facilities Task Force and the Environment and Sustainability Task Force BACKGROUND During the Council goal setting sessions in January, 2016 one new goal was approved to create two new task forces comprised of residents relating to future City facilities needs and another relating to Environment and Sustainability initiatives. Mayor Droste and Councilmember Demuth have drafted the attached proposed by-laws for the two task forces for Council consideration. Councilmember Weisensel separately offered the attachment for the Environment and Sustainability task force. Both task forces have a sunset date at the end of 2017 unless specifically extended by the City Council. DISCUSSION The draft by-laws are intended to give some overall structure and direction to the new task forces about their size, composition, method of operating, and possible activities. A council member will be assigned to each task force to be a liaison and a staff member will also be assigned to each one to help provide administrative support. RECOMMENDATION If the draft by-laws are generally in line with the Council’s intentions, staff recommends approval of the attached by-laws for the two task forces. Facilities Taskforce By-laws I. DEFINITION The Facilities Taskforce (Taskforce) taskforce will operate until December 31, 2017. Prior to December 31, 2017, the City Council will decide to continue or disband the taskforce. II. PURPOSE AND SCOPE The Metropolitan Council projects our 2040 population to be 38,000 people. Considering that growth, the current space for city offices will not be sufficient to meet customer service needs. The Taskforce will look at all current buildings regarding purpose and function and make a recommendation to city council what is needed to meet future demands. The Taskforce shall consider opportunities to repurpose buildings along with locations and timing for future buildings. III. MEMBERSHIP The Taskforce consists of up to 7 members, all of whom shall be residents of the City of Rosemount, appointed by the City Council and serve until December 31, 2017. A city staff representative and an ex-officio non-voting city council member(s) will serve as liaisons. IV. RESIGNATION Any member wishing to resign from the Taskforce shall give a written notice of resignation to the Taskforce chair and city staff representative. The Taskforce chair shall present the resignation to the Taskforce at its next meeting. V. ATTENDANCE Regular Attendance. Regular attendance at meetings by all members is necessary if the Taskforce is to be effective. Absence from Meeting. It shall be the duty of each member to notify the city staff representative prior to the meeting that he/she will not be attending. VI. MEETINGS A. Date and time. Regular meeting dates and times shall be determined by the Taskforce. B. Place. Meetings will be held in the City Hall conference room unless otherwise noted. C. Special Meeting. Special meetings may be called by the Chair, any three members of the Taskforce or the city council. The members must be notified of the call for a special meeting at least three (3) days before the date of the meeting. D. Meetings with city council as deemed necessary. E. Minutes. A member of the Taskforce will be chosen by the Taskforce to record minutes for each meeting. The minutes will be shared with the city representative to be included in the next meeting packet. F. Quarterly report to City Council. The ex-officio city council member or city representative will provide quarterly reports to the city council. VII. ORGANIZATION Chairperson. The chairperson shall preside over all meetings and be selected by the members to serve until December 31, 2017. The Chairperson may assign specific tasks to members, with the consent of the members, establish subcommittees and assist with developing meeting agendas. Vice-chairperson. The vice-chairperson shall preside over meetings in the absence of the chairperson. Staff. A city staff representative shall act as secretary and record attendance and minutes of the meeting. The staff representative shall create the agenda and distribute the packet of information prior to each member either electronically or paper version. Suggested Tasks: 1. Inventory all City facilities. 2. Develop needs assessment based on 2040 population numbers. 3. Investigate short and long term solutions. 4. Investigate centralized and decentralized solutions. 5. Provide estimates and budget impacts for solutions. 6. Provide timeline – interim to 2040. Environment and Sustainability Taskforce By-laws I. DEFINITION The Environment and Sustainability Taskforce (Taskforce) taskforce will operate until December 31, 2017. Prior to December 31, 2017, the City Council will decide to continue or disband the taskforce. II. PURPOSE AND SCOPE The purpose of the Taskforce is to advise the city council on issues related to the environment and sustainability. The past few years the Rosemount City Council has participated in several programs involving sustainability measures. Four significant programs were STAR Communities, Minnesota Green Step Cities, Regional Initiatives and the University of Minnesota’s Resilient Communities program. These programs provided assistance in many areas however quality of life and sustainability were two significant issues. The issue of sustainable city services is a complex topic that includes a wide range of city services. We currently have three citizen commissions that advise council on: planning issues, parks and utilities. Although commission members meet once per month and generally only focus on current city projects, and new development, there are significant issues around innovation and citizen engagement that are not being addressed. The City Council’s objective creating an Environment and Sustainability Taskforce is to look at areas where we can have a better impact on issues and look for creative ways to engage residents through education and opportunities to improve neighborhoods. Outcomes could be specific projects or recommendations on city policy. Following are some areas of focus, but not limited to: Storm Water Catch Basins and Ponds Surface Water Quality Water Conservation and Water Reuse Energy Usage and Emissions See attachment A: III. MEMBERSHIP The Taskforce consists of, but not limited to 7 members, all of whom shall be residents of the City of Rosemount, appointed by the City Council to serve until December 31, 2017. The requirement for residency does not apply to a student or faculty member of Dakota County Technical College. A city staff representative and an ex-officio non-voting city council member(s) will serve as liaisons. IV. RESIGNATION Any member wishing to resign from the Taskforce shall give a written notice of resignation to the Taskforce chair and city staff representative. The Taskforce chair shall present the resignation to the Taskforce at its next meeting. V. ATTENDANCE Regular Attendance. Regular attendance at meetings by all members is necessary if the Taskforce is to be effective. Absence from Meeting. It shall be the duty of each member to notify the city staff representative prior to the meeting that he/she will not be attending. VI. MEETINGS A. Date and time. Regular meeting dates and times shall be determined by the Taskforce. B. Place. Meetings will be held in the City Hall conference room unless otherwise noted. C. Special Meeting. Special meetings may be called by the Chair, any three members of the Taskforce or the city council. The members must be notified of the call for a special meeting at least three (3) days before the date of the meeting. D. Meetings with city council as deemed necessary. E. Minutes. A member of the Taskforce will be chosen by the Taskforce to record minutes for each meeting. The minutes will be shared with the city representative to be included in the next meeting packet. F. Quarterly report to City Council. The ex-officio city council member or city representative will provide quarterly reports to the city council. VII. ORGANIZATION Chairperson. The chairperson shall preside over all meetings and be selected by the members to serve until December 31, 2017. The Chairperson may assign specific tasks to members, with the consent of the members, establish subcommittees and assist with developing meeting agendas. Vice-chairperson. The vice-chairperson shall preside over meetings in the absence of the chairperson. Staff. A city staff representative shall act as secretary and record attendance and minutes of the meeting. The staff representative shall create the agenda and distribute the packet of information prior to each member either electronically or paper version. Attachment A: Suggested Tasks: 1. Determine a sustainability metric a. Review STAR Communities framework of 7 goals, 44 objectives b. Review other metric systems ( national, state, city) 2. Determine Communication Vehicle a. Easily updated b. Is “sustainable” itself-electronic vs. print vs. other 3. Develop a prioritized list of actionable items a. Review Staff review of STAR next steps opportunities for recertification b. Review Resilient Communities projects for opportunities c. Review Green Steps for opportunities d. Review other items presented by ESTF members, City staff for potential opportunities e. Develop priority matrix to support actionable items i. What is the greatest priority ii. What gets the best return on resources expanded (IRR or payback) iii. What results in a healthier, more vital community Suggested Outcomes: 1. Metrics or ability to measure progress towards a more sustainable City a. Ex – 3 Star Rating from STAR Communities 2. Communication of measurement and progress a. Ex-City website or similar technology solution 3. Fiscal impact on budget a. Ex-Energy contract with solar company for 37% credit of current energy use for 20 years.