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.