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HomeMy WebLinkAbout3.a. Facilities Task ForceEXECUTIVE SUMMARY City CouncilWork Session:June13, 2016 AGENDA SECTION: AGENDA ITEM: FacilitiesTask Forces Updates PREPARED BY: Dwight Johnson, City Administrator, AGENDA NO. 3.a. ClarissaHadler, City Clerk ATTACHMENTS: Bylaws, Commission Applications APPROVED BY: ddj (private data) RECOMMENDED ACTION: Update SUMMARY During Council Goal Setting in January, it was suggested that the City create two new task forces to address city issues. One such task forcewould address non-park and recreation municipal facilities; City Hall, Police, and Public Works. Bylaws for this “Facilities Task Force” were adopted in May. In April, Council appointed two members to the Task Force; Mark Deming and Sharon Peterson. In addition, there are two earlier applicants who did not receive their preferred appointment who stated they would be interested after review of the Task Force bylaws. After reposting for the task force we now have three additional applicants. (These five applicants’ applications are available for Council review in their private folder.) RECOMMENDATION Discuss whether to interview additional applicants and/or appoint task force members. 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.