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HomeMy WebLinkAbout2. Additions - Resignation of Planning Commissioner & Appointmentz CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: OCTOBER 2, 2001 AGENDA: RESIGNATION OF PLANNING COMMISSIONER & APPOINTMENT AGENDA SECTION: NEW BUSINESS PREPARED BY: THOMAS D. BURT, CITY ADMINISTRATOR AGENDA NO: ADD -ON ATTACHMENTS: LETTER OF RESIGNATION, PLANNING APPROVED BY: f BYLAWS, COMMISSION SELECTION POLICY Planning Commissioner Jeff Caspar has submitted a letter of resignation, resigning from the Planning Commission effective October 9 2001. City Council is asked to accept his resignation. Caspar was also chairperson for the Commission. A copy of the Planning Commission by -laws is attached where by it shows that the City Council appoints the Chairperson. Staff recommends the Council appoint a new chairperson and provide direction on filling the vacancy which expires April 1, 2002. RECOMMENDED ACTION: MOTION to accept the resignation of Planning Commissioner Caspar and appoint Planning Commissioner as Chairperson for the remainder of this term, April 1, 2002. COUNCIL ACTION: N MEMORANDUM TO: Tom Burt FROM: Jeff Caspar DATE: September 25, 2001 Per our conversation from last week, this is to inform you that I am resigning from the Planning Commission effective October SP. I have accepted a position with the Chaska High School Hockey Program as their Head JV Coach and Assistant Varsity Coach. Because of the time commitment involved, I will not be able to fulfill my duties as Chairman of the Planning Commission. I wish to thank all of City Staff and Rosemount City Council for giving me the opportunity to serve Rosemount. Best of wishes, ; f I � Jeff Caspar I BYLAWS OF CITY OF ROSEMOUNT PLANNING COMMISSION Article I. Name of Commission The name of the committee shall be the Planning Commission of the City of Rosemount, Minnesota. Article II. Membership The Planning Commission shall consist of up to (5) members appointed by the City Council in accordance with Ordinance Title 2, Chapter 1 of the 1983 Code and Administrative Policy AD -1. Article III. Term of Membership Members shall be appointed to a one (1) year term.: The term of a Planning Commissioner shall begin the first meeting in April and expire on March 31" of each year. Article IV. Officers Section 1. Chairperson The Chairperson shall preside at all meetings and shall have the duties and powers usually attendant upon such officer. The Chairperson shall be appointed by the City Council for a one -year term. Section 2. Vice - Chairperson The Vice - Chairperson shall, in the absence or disability of the Chairperson, exercise all the powers and perform the duties of the Chairperson. The Vice-Chairperson- shall be - selected by the commission for a one year term. Section 3. Vacancies Should the office of Chairperson or Vice Chairperson become vacant, the Commission shall elect a presiding officer for the regular meeting or until the City Council appoints a new Chairperson or Vice Chairperson. Article V. Council Liaison A City Council member will serve as liaison to the Planning Commission. The liaison shall have the same right to participate in discussions and deliberations as appointed members. In the event of a tied vote the liaison may vote to break the tie. The role of the liaison is to serve as a communication link between Council and Commission. PLANNING COMMISSION BYLAWS Article VI. Administrative Structure Section 1. Staff Liaison The City of Rosemount shall provide a staff member who shall have general supervision over the administration of the business and affairs of the Commission, subject to the direction of the City Administrator and City Council. The Staff Liaison is also responsible for the preparation of the agenda and reviews of business matters to be considered by the Commission. The Staff Liaison shall also serve as advisor to the Commission and shall perform all other duties incident to his/her position. Section 2. Recording Secretary The City of Rosemount shall employ a Recording Secretary whose duties shall include the recording of the proceedings at the regular meetings and transcription of the minutes for consideration and approval by the Commission. Article VII. Meetings Section 1. Regular Meetings Regular meetings of the Planning Commission shall be held at the time and date specified by the City Council Section 2. Special Meetings A special meeting may be called by the Chairperson or by any two (2) commission members by written request filed with the staff liaison who shall notify all members of the meeting at least twenty- four (24) hours in advance of the scheduled meeting time. Special meeting notices must be posted and shall state time, place and purpose of the meeting and no other business shall be considered. Section 3. Quorum. A majority of the Commission members shall constitute a quorum. A lessor number may adjourn the meeting until a quorum is obtained. The council liaison can be counted toward a quorum for a meeting. When a quorum is in attendance at a meeting, action may be taken by a vote of a majority in attendance. No voting shall be done by proxy. Section 4. Governance of Meetings The meetings of the Planning Commission shall be governed by Robert's Rules of Order, provided that said rules shall be construed liberally to afford the Planning Commission flexibility in the conduct of its meetings. Article VIII. Manner of Voting The voting on all questions coming before the Planning Commission shall be by roll call, and the yea and nay votes shall be recorded in the minutes. 2 r PLANNING COMMISSION BYLAWS Article IX. Order of Business At the regular meetings of the Commission, the following shall be the order of business: 1. Call to Order 2. Additions to Agenda 3. Audience Input 4. Approval of Minutes 5. Public Hearings 6. Old Business 7. New Business 8. Director's Report 9. Adjournment Article X. Amendments to Bylaws These bylaws may only be amended by the City Council Approved by the Rosemount City Council on April 17, 2001 at a regular City Council meeting. Mayor Cathy Bus ho ATTEST: City Clerk Linda Jentink 3 A Policy AD -1 Page 1 CITY OF ROSEMOUNT May 16, 2000 POLICY TITLE COMMISSION SELECTION POLICY POLICY NUMBER AD-1 PROPOSED BY : ADMINISTRATION DATE APPROVED BY CITY COUNCIL December 3, 1991 DATE AMENDED BY CITY COUNCIL April 17, 2001 PURPOSE The City of Rosemount wants to assure equal and open access to the selection process for all City Council appointed standing Commissions. This policy will set a regular and formal recruitment and selection process for eligible applicants to all City Council Commissions. It will provide applicants for Citizens Advisory Commissions with basic information on the application procedures and the appointment process. POLICY This policy will provide guidelines governing the application procedure and the appointment process for Citizens Advisory Commissions. The commissions shall be advisory bodies to the City Council, charged with the responsibility of researching, reviewing, and making recommendations on related issues. PROCEDURE 1. All persons making application to the City Council for a position on a Citizens Advisory Commission shall be residents of the City of Rosemount. 2. Persons interested in being considered for appointment to a City Commission shall complete an "Application for Appointment to City Committee /Commission" form furnished by the City. 3. Appointments shall be made annually by the City Council at their first regular meeting in April. Terms shall run from April through March. All members, regular and alternate, shall be appointed to a one year term, however, the term may be terminated early by the Council. Compensation for members shall be set by the City Council with the exception of the Port Authority and Utilities Commission. Policy AD -1 Page 2 4. When an individual's regular employment and current activities appear to cause a conflict of interest with the business of a City commission for which the individual has applied, the individual shall divulge such apparent conflict in writing prior to consideration for appointment. Prior to making an appointment, the City Council shall determine whether the apparent conflict of interest would preclude the applicant from effectively taking part in the affairs of the City commission. 5. Anyone already holding an elective county, state, or federal office shall not be eligible to serve in a regular voting position on any of the City commissions. 6. No permanent full -time or part-time City of Rosemount staff employee shall hold a regular voting position on any commission except that a staff member may serve as an ex- officio member. 7. An effort shall be made to have a diversity of professions and occupations represented on all commissions and, as a general guideline, at no one time should one -third of any one commission be comprised of individuals of like professions or occupations. As a general guideline, the members of each commission should be comprised of members representing a wide range of civic groups and interests. 8. Attendance at the meetings of these advisory bodies is critical to their effectiveness; therefore, missing three consecutive meetings or attendance at less than 75% of the meetings in a six -month period will cause the commission chairman to review the nature of the absences and, pending the outcome of that review, it may be necessary to forward a recommendation to the City Council that the member of the commission be removed for poor attendance. In the event an absence cannot be avoided, commissioners shall notify the Chair or staff liaison in advance. 9. Commissions filled for mid -term vacancies shall complete the year term. 10. Commission members may be removed by the City Council at any time when, in the judgment of the Council, the public welfare will be promoted by such removal. RECRUITMENT AND SELECTION Ninety days prior to the expiration of commission terms each year, the Council shall be advised of the pending vacancies and the attendance record and other pertinent information of the individuals whose terms are expiring. Upon the decision of Council to reappoint, those persons will be contacted to determine if he /she wishes to seek reappointment f�ere is a vacancy Council will also announce to the general public the vacancies on the City Commissions at least sixty days prior to the expiration of commission terms each year and Applications for Appointment will be accepted from all interested citizens of Rosemount. Prior to the expiration of commission terms, the City Council will meet to review all applications and interview applicants. The qualifications of the members of the commissions shall be those who in judgment of the Council are representative of the community and are qualified by training, experience and interest useful for the fulfillment of the Commission's responsibility. r